CHAPTER 4
The strategic Planning function
รศ.ดร.เสรี วงษ์ มณฑา
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
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
5.1 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
4/18
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
Ceremonies
• Opening ceremony
• Closed ceremony
• Queen baton relay
• Cultural festival
Project planning, risk and
strategy
Villages
• Athletes Village
• Satellite Village
• Technical officials Village
5/18
THE STRATEGIC PLANNING PROCESS
AND EVENT ORGANISATION
Consultants
Venue
Audiovisual firm
- Risk management
- Accountancy
- Legal
- Marketing
Catering Firm
Specialist event
management
firm
Venue
Theatrical
entertainment
agency
Speakers bureau
Venue
6/18
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
7/18
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
8/18
MANAGEMENT OF EVENTS
1.
2.
3.
4.
5.
Initiation
Planning
Implementation
The event
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
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
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
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
13/18
3. Analyzing the resources
4. Identifying tasks and responsibilities
5. Scheduling
5.1 chart
Simplified chart of a small festival
Tasks
F
S
S
M
T
W
T
F
S
S
M
T
W
T
F
S
S
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
Security set up
0.5 day
Stages set up 3.5
days
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
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
17/18
CHAPTER 4
The strategic Planning function
- The End -