CHAPTER 4 The strategic Planning function THE STRATEGIC

CHAPTER 4 The strategic Planning function รศ. ดร. เสร วงษมณฑา

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 1. Concept or intent to bid Development of event concept or intent to bid Decision to proceed with bid Event feasibility analysis Formation of a bidding body and preparation and submission of a bid document Decision to proceed with new event Decision to cease Acceptance of bid Rejection of bid Establishment of organisational structure Strategic planning Feedback • 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

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

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 5. Establishment of an organisational structure 5. 1 The functional organisational structure of a festival Festival management Access Camping and renovation trade Material Artisans Information marketing IT and communications Food and various trade Staff Stages Safety Traffic and geography Entertainment Sections

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 5. Establishment of an organisational structure 5. 2 Games organizational structure Board of directors Sponsor services Marketing Senior appointments and remuneration committee Tourism Finance committee Publicity and media issues Risk management and audit committee Sales and commercial Sports and technical committee Marketing and communications Joint marketing committee Finance and business services Ceremonies committee Project planning, risk and strategy Government relations Operation Sponsorship sales Licensing and merchandising Ticketing Sports Venues Capital works coordination Finance Procurement Legal Support Workforce Technology Chief executive officer Broadcast Ceremonies and events Project planning, risk and strategy Ceremonies • Opening ceremony • Closed ceremony • Queen baton relay • Cultural festival Villages • Athletes Village • Satellite Village • Technical officials Village

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

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 6. Strategic plan 6. 1 Purpose, vision and mission statements 6. 2 Goals and objectives - Economic - Attendance / participation - Quality - Awareness / knowledge / attitudes - Human resources 6. 3 Situation analysis 6. 4 Identification of strategy options

THE STRATEGIC PLANNING PROCESS AND EVENT ORGANISATION 6. Strategic plan 6. 5 Strategy evaluation and selection 6. 5. 1 Consistency with mission and objectives 6. 5. 2 Suitability 6. 5. 3 Validity 6. 5. 4 Feasibility of options 6. 5. 5 Business risk 6. 5. 6 Attractiveness to stakeholder 6. 6 Operational planning 6. 6. 1 Control systems 6. 6. 2 Event evaluation, shutdown and reporting 7. Legacy

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

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

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

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

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

3. Analyzing the resources 4. Identifying tasks and responsibilities 5. Scheduling 5. 1 chart Simplified chart of a small festival Tasks Clear and prepare site Generators arrive Lighting on site Tents arrive Stages arrive and set up Site security Sound system arrives F S S M T W T F S S

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 Security set up 0. 5 day Stages set up 3. 5 days Sound system set up 1 day

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

Project evaluation Defining the event The event plan, archive and review system Brief - summary expectation assumptions Mission / goal Measurable objectives Planning Past events - stored data Explanation Input baseline plans Scope date, who, where Stakeholder management Work breakdown structure Risk register Tasks Schedule Responsibility Resources Other document - Site map - Contact sheet - Production schedule Evaluation Document Legend and review Archiving Checklists Archive Glossary Of terms Word document Tables Excel Data

CHAPTER 4 The strategic Planning function - The End -