Event Planning

 

Event Ev ent planning planning

 

Project Proj ect summary summar y •

Project name

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Project start date

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Project end date Project goal

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Project location

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Project need Project description

•

Project Budget

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INITIATING

 

Project charter •

Project Statement of Work

•

Business Case

•

Contract Enterprise Environmental Factors

•

Organization Organiz ation Process Assets

•

 

Stakeholder register

N ame

P os ti o in

R ol e

C ont ac t information

Responsi bi l i ty

C om muni ati a c ti onrequi rem ents

Inf l uence

C ategory

A

Headof  department

E ve nt ma na ge r

1

P roj ec t t ob ob e de il ve re d on timewithinbudget

Emai l and tte el ephone

H i gh

internal

B

manager

Event Coordi nat or

2

s mooth progres s and coordinationof internal departments

Emai l and tte el ephone

H i gh

internal

C

Headofdesign department

Creati ve Manager

3

al l desi gn rel ated tasks

Emai l and tel ephone

H i gh

internal

Humanresource

HR Manager

4

Pl an and maintai n

Emai l and tte el ephone

H i gh

internal

D

manager

performancemanagement

E

Headof  marketing department

Market ing Manager

5

Devel op creati ve marketing ideas for the promotionofevent

Emai l and tte el ephone

H i gh

internal

F

Staffmember of  HR department

Producti on Manager

6

Ensures that manufacturing processes runsefficiently

Emai l and tte el ephone

H i gh

internal

G

HeadofAccounts department

Finance Manager

7

Moni tor day t o day financial operations and producebudget for the event

Emai l and tte el ephone

H i gh

internal

H

Staffmember of  HR department

Operati onal Ma Manager

8

ove rl ooki ng th the d da ay to day affairs

E ma li a nd tte e le ph one

M ode ra te

i nt er na l

I

Offi ce boy

Office boy

9

Mai nt ains and arranges theofficepreparestea e stea andservelunch.

Face to face

H i gh

internal

J

R ec ep ti on si t

R ec ep ti on si t

10

P ro ce ss m ai ls a nd nd a ns we r telephonecalls

Face to face

moderate

internal

K

driver

drive r

11

T ransporti ng st staff to venueandmaintainthe vehicle

Face to face

moderate

internal

L

Guard

guard

12

ensure s ecurit y of staff   andprotect thepremises during event

Face to face

H i gh

internal

M

l ocal s

audi ence

13

mai ntai n di sci pl ine during theceremony

i nvit ations

H i gh

external

N

Workersin PHILIPS

Selected cl cl ei nts of of P Ph hi il ps

14

present awards

Emai land tte el ephone

Moderate tto o llo ow

external

O

Manager

Venue m ma anager

15

C atering, ilght and sound

Emai l and tel ephone

H i gh

external

P

B an an d me mb er

k ey no te S p pe e ak er s/ Pe rf or me rs

16

D el iv er s pe ec he s a nd performat event

Emai l and tte el ephone

H i gh

external

Q 

Locals

vol unteers

17

t elephone

Moderate to l ow

external

 

ROLE

RESPONSIBILITY

Receptionist Receptionist

Event manager

Project to be delivered on time within budget

Driver

Event Coordinator

Guard

Creative Manager

smooth progress and coordination of internal departments all design related tasks

HR Manager

Plan and maintain

Marketing Manager

Production Manager Finance Manager

Operational Manager Office boy

performance management Develop creative marketing ideas for the promotion of event Ensures that manufacturing processes runs efficiently Monitor day to day financial operations and produce budget for the event overlooking the day to day affairs Maintains and arranges the office prepares tea and serve

Process mails and answer telephone calls Transporting Transporting staff to venue and maintain the vehicle

Selected clients of Philips

ensure security of staff and protect the premises during event maintain discipline during the ceremony present awards

Venue manager

Catering, light and sound

keynote Speakers/Performers

Deliver speeches and perform at event

Audience

Volunteers

lunch.  

Stakeholder Management Strategy

 

PLANNING

 

Project integr integration ation management •

Project management plan

 

Project Scope management •

Collect Requirements

 

Award ceremony

200 employees

Musical performance

Deadline

lunch  

Project Scope management •

Define Scope PROJECT SCOPE CLIENT REQUIRMENTS

 

“Arranging an annual appreciation event for

of Philips (pvt.) limited on 200 employees May 13, 2019 with a program brief geared towards employee appreciation. The Kaleidoscope envisions is responsible for a turn-key job of organizing the event, provide for high tea a lunch, followed catering via and a renowned rock/popby entertainment band”.

 

Project Scope management •

Project deliverables

 

Budget breakdown Event schedule Venue selection and design

Lunch and hi-tea for 200 people

Arrangementt of musical band Arrangemen  

Project Scope management •

Project exclusions

Event documentation documentation

 

Conveyance of participants

Speeches of keynote speakers speakers  

Project Scope management •

Project constraints

Managing the team Limited budget

Limited time

 

Project Scope management •

Project assumptions

 

Project Scope management •

Create WBS

 

EVENT MANA MANAGEME GEMENT NT Event Requirments corporate requiremen ts

develop budget

contract signing

venue identificatio n

risks

equipment use and setup

fee structure

scale of event date

program for event day

deliverables

scope

Marketing/Promotion

Venue Selection Site visit site selection

documentat ion sound/ lighting placement seating placment traffic

permissions

NOC

contract with venue manager

deposit

requirment s placement

catering menu selection

marketing materials logo design

invitations

promotion mediums facebook page website update

design

printing

distribution

RSVP

online RSVP

paper RSVP

Planning

Designing

s

finalization pf equimpents

promotion materials

venue design

reception booth

Brochures

stage and backdrop

mementos

seating layout

location

dining area layout

teardown

circulation plan lighting plan

design

staffing plan

guest speakers

Transportation entertainm ent

materials

guests

Wrap up feedback

event documentati on

professional s

Identificatio n

Identificatio n

dispatch

pick-up

pictures

volunteers

Communica tions

Communica tions

teardown

drop-off 

video

Scheduling

Scheduling

Remunerati on

Remunerati on

 

Project Time Management •

Define activities

 

Project Time Management •

Sequence activities

 

Project Time Management •

Estimate Activity Resources

 

Project Time Management •

Estimate Activity Duration

 

Project Time Management •

Develop Schedule

 

Project cost Management Management •

Estimate cost

 

Project cost Management •

Determine budget

 

Project quality Managemen Managementt •

Quality management plan

 

Human resource Managemen Managementt •

Develop human resource plan

 

Project communic communication ation Management Management

TIMELINE BUDGET SCOPE…

•

Goals FEEDBACK

 

Communication type

  ommunication management plan

Objectives

Fr equency

Audience

Responsible person

Deliverable

Format

Kickoffmeeting

-Give brief introduction about the event to selected project team. -Review the event objectives and managementapproach

Once, as soon as the team is selected

T he w ho le t eam

Ev en t di re ct or

Me et in gm in ute s emailed to event director

Soft copy

Design team meeting

-Discuss and select design for stage, reception booth, logo and invitation. -Select the layout plans for seating and lighting -Review status and progress of project every week

Weekly

Creative manager and his/her team

Cr Crea eatt iv iv e m an an a ag ge err

S el el ec ec ted ted d e ess ig ig n a nd nd meeting minutes to be emailed to event director and all the stakeholders

Soft copy and hard copy (for office record)

Marketing team meeting

-Discuss different marketing strategies and medium of promotion

Weekly

Marketing manager and his/her team

Marke Marketin ting manage agerr

Sta Status tusreport and meeting minutes emailed to event director

Soft copy

Finance team meeting

-Produce budget for the whole event

Weekly

Finance manager and his/her team

F in an an ce ce ma ma na ge ge r

S tta a tu tu sr e ep p or t an d meeting minutes emailed to event director

Soft copy

Inter departmental information

-Information exchange to keep

As needed or when a

Heads of the

-

-

-

exchange

all stakeholders updated

major decision is made

department

Project status meeting

-Summary of the status of project -Discuss potential issues

Weekly

Event director and all department heads

E ve ve n ntt d ir ec to to r

S tta a tu tu sr e ep p or t e m ma a il ed to all stakeholders

Soft copy

-Discuss schedule and budget consumed

 

Project risk Managemen Managementt •

Risk management plan

 

Project risk Managemen Managementt •

Identify risks

 

Project risk Management •

Perform Perf orm Qualitative Risk Ris k Analysis

 

Project risk Management •

Perform Perf orm Quantitative Risk Analysis

 

Project risk Management •

Plan risk responses

 

Project procurem procurement ent Management •

Procurementt management plan Procuremen pl an