Handi TaruvingaI.T Solutions Architect| ConsultantMbabane, Hhohho, Eswatini
An events management and planning agency has asked me to help their teams in effectively planning and managing events for their clients.
I would like to know what are the best practices in events planning from a project management point of view, and any available templates, tools and techniques I could use to effectively plan and manage events. In addition any issues I should take into consideration and the aspects in events management since I lack some experience in that area. Saving Changes...
Barry SeidenstatCEO| ROI Communication SolutionsDenver, Co, United States
Hello Handirove,
As far as I know, I'm one of the only PMP who is actively involved in event management. I oftentimes use what I call "Project management lite," as most of the people you will work with are not technically PM oriented (creatives, writers, videographers, presenters, crew, hoteliers, etc.). Depending on the size of the team you are working with as well as the size of the events they are working on makes a significant difference in the processes, procedures and tools recommended/used. Saving Changes...
I was in event planning before getting into project management, so I don't really have related PM "tools". Looking back, I could have used a lot of the same tools I've been using since getting into project management, with one major difference being that the scope of the event was a lot more final, although still subject to change, once the contract was signed than my experience with 3rd party implementers has been. The WBS was pretty consistent, as well, at a high level:
- Food
- Games
- Entertainment/Music
- Staffing
- Location & Permits (if needed)
- Logistics & Travel
- Final Event Prep
- Event Day
We had a high-level template that included standard timeframes for how far in advance of the event certain things needed to be completed, such as staffing. But there were always variables, as we ran events across the northwest and southwest, ranging in size from 150 to 15,000 people. We used a lot of volunteer groups for staff - high school sports teams & church groups, mostly - who did it for fundraising for their activities. In some areas, we had regular contacts. In others, we had to find new contacts.
I don't know if this is helpful for you, but my experience has been that you can create a highly repeatable process, and that the agency will benefit from a greater understanding of change control/management and risk management. Saving Changes...
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