CHAPTER 4 The strategic Planning function รศ. ดร. เสรี วงษ์มณฑา

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 1. Concept or intent to bid Development of event concept or intent to bid Event feasibility analysis Decision to cease Decision to proceed with bid Decision to proceed with new event Formation of a bidding body and preparation and submission of a bid document Acceptance of bid Rejection of bidEstablishment of organisational structure Strategic planning Establishment of vision / mission / purpose Development of event goals and objective Conduct of a situational analysis Identification of strategy options Development and implementation of control systems Evaluation, shutdown and reporting Legacy Feedback 2/18

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 2.Feasibility analysis 3.Decision to proceed or cease 4.Formation of a bidding body and bid preparation 3/18

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 5.Establishment of an organisational structure 5.1The functional organisational structure of a festival Festival management Sections EntertainmentTraffic and geographySafetyStages StaffFood and various tradeIT and communicationsInformation marketingArtisansMaterialtradeCamping and renovation Access 4/18

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 5.Establishment of an organisational structure 5.2Games organizational structure Senior appointments and remuneration committee Finance committee Risk management and audit committee Sports and technical committee Joint marketing committee Ceremonies committee Government relations Ceremonies Opening ceremony Closed ceremony Queen baton relay Cultural festival Ceremonies and events Sales and commercial Marketing Publicity and media issues Tourism Marketing and communications Sports Venues Capital works coordination Support Technology Broadcast Finance and business services Chief executive officer Project planning, risk and strategy Sponsor services Sponsorship sales Licensing and merchandising Ticketing Finance Procurement Legal Workforce Project planning, risk and strategy Villages Athletes Village Satellite Village Technical officials Village Operation Board of directors 5/18

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION Venue Catering Firm Theatrical entertainment agency Consultants - Risk management - Accountancy - Legal - Marketing Venue Audiovisual firm Speakers bureau Specialist event management firm 6/18

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 6. Strategic plan 6.1Purpose, vision and mission statements 6.2Goals and objectives - Economic - Attendance / participation - Quality - Awareness / knowledge / attitudes - Human resources 6.3Situation analysis 6.4Identification of strategy options 7/18

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 6. Strategic plan 6.5 Strategy evaluation and selection 6.5.1Consistency with mission and objectives 6.5.2Suitability 6.5.3Validity 6.5.4Feasibility of options 6.5.5Business risk 6.5.6Attractiveness to stakeholder 6.6 Operational planning 6.6.1Control systems 6.6.2Event evaluation, shutdown and reporting 7. Legacy 8/18

MANAGEMENT OF EVENTS 1.Initiation 2.Planning 3.Implementation 4.The event 5.Shutdown 9/18

MANAGEMENT OF EVENTS 6.Knowledge areas 6.1 Scope 6.2 Marketing 6.3 Finance 6.4 The management 6.5 Design 6.6 Risk management 6.7 Procurement 6.8 Human resources 6.9 Stakeholder 6.10 Communication 10/18

MANAGEMENT OF EVENTS 7.Key competencies of a project manager in events 7.1 Develop and work in a team and provide leadership 7.2 Successfully define tasks and deliver on time and to quality 7.3 Integrete the project plan with strategics, marketing and artistic plan of the event 7.4 Undertake risk management according to the standards of the industry 7.5 Use financial controls, indicators and reports effectively 7.6 Develop a procurement plan and manage contracts 7.7 demonstrate high level communication skills in presentation and public and private organisations 7.8 Produce management progress reports for senior management and clients, Including project closure 7.9 Possess knowledge of the event and similar events in the field 7.10 Have the ability to employ and assess project software and management systems related to events 11/18

PROJECT MANAGEMENT TECHNIQUES Project management cascade Activity sheets Scope of work Work breakdown structure Project definition Schedule Task analysis Gantt chart / critical path Responsibility Work packages 1. Defining the project and scope of work 2. Creating a work breakdown structure 12/18

Plans and documents created from the work breakdown structure ( WBS ) Legal, political, economic and cultural environment Client’s brief for the event Stakeholder Management plan Work breakdown stucture Task Responsibility chart ChecklistsSchedules Resource Analysis, contract management Finance plan, budget Risk management plan Communication Risk Finance Resources Time Human resources Scope of work 13/18

3.Analyzing the resources 4.Identifying tasks and responsibilities 5.Scheduling 5.1 chart Simplified chart of a small festival TasksFSSMTWTFSSMTWTFSS Clear and prepare site Generators arrive Lighting on site Tents arrive Stages arrive and set up Site security Sound system arrives 14/18

5. Scheduling 5.2 network analysis: critical path Clear and prepare site 4.5 – 5 days Generators set up 0.5 day Lighting set up 1.5 days First tents set up 2 days Stages set up 3.5 days Security set up 0.5 day Sound system set up 1 day 15/18

6. Responsibilities – from document to deliverables 7. Payback period and return investment 8. Monitoring the project 8.1 Establishing standards of performance 8.2 Indentifying deviations from standards of performance 8.3 Correcting deviations 9. Delegation and self – control 10. Quality 11. Work in progress report 16/18

Project evaluation The event plan, archive and review system Defining the event Document Legend Archiving and review Planning Mission / goal Brief - summary expectation assumptions Measurable objectives Glossary Of termsScope date, who, whereStakeholder management Risk registerWork breakdown structure ScheduleTasks ResourcesResponsibility Checklists Past events - stored data Explanation Input baseline plans Evaluation Archive Other document - Site map - Contact sheet - Production schedule Word document Tables Excel Data 17/18

CHAPTER 4 The strategic Planning function - The End -