www.iirme.com/xxx T o p 5 Learning Objectives 1. Understand the science of projec t ma nagement and how to a pply i t to an event 2. Set objectives and measure success o f your eve nt 3. Crea te an event ma nag ement manual for your next event 4. U nderstand and improve event finance, sponsorship and cost control 5. Underta ke a contrac t management app roach Pro j ect Mana g ement For S p ecial Events Dev elop a s et of c hec klists for imm ed iate a p p li c a ti on w it hin your organisation 6 – 9 March 2011 • Kem p inski Ho tel, Ma ll of the Emirates, Dubai, U AE 3 – 6 July 2011 • Dubai, U AE Offical Regiona l Recruitme nt Partner Orga nised By T ak e awa y p rac ti cal skills that y ou c an ap ply to yo ur events s tr aight a wa y!
Course Timing s Registration will be at 07:30 on the first da y. Eac h da y will c om me nc e a t 08:00 and c onc lude a t 15:30. Therewill be a refreshment break a nd lunc h a t a pp rop riate intervals.
Project Management For Special Events6 – 9 March 2011 • Kempinski Hotel, Mall of the Emirates, Dubai, UAE
Course IntroductionProjec t Ma nag eme nt For Spe c ial Events caters to the d ynamicMiddle East e vents mana ge ment industry. The importanc e of
effective and effic ient event execution is highlighted as thecourse is ap plicab le to a w ide range of oc casions includingconference s, p rod uc t launc hes, c orporate hospitality, spo rtingoc casions, shop ping festivals, exhibitions and m uch mo re; andmost imp ortantly, it ma intains a strong foc us on the c hallengesthat are important to you.
You will take a wa y key doc uments that c an b e usedimmed iately for your next eve nt. They c an a lso b ec om e atemplate for your project m anag ement system tha t c anbe ad ap ted to a ll events and form the ba sis of an eventma nag eme nt rep orting system.
Over the first tw o d ays, at Prac tica l Spe c ial Event Prepa ration,you w ill deve lop the e ssential tools to prac tica lly a ndinnova tively ma nag e spe c ial events. The sec ond pa rt of the
course, Financ ing, Manage me nt And Follow-Through, will haveyou take a n in-dep th loo k at wha t it takes to exec ute a fa ntasticspe c ial event! By atte nding the c ourse you w ill gain a c om plete,holistic und ersta nd ing of Project Ma nage me nt For Spec ialEvents!
What Is Project Management?Projec t ma nag eme nt is a c ollec tion of tools and tec hnique s toena ble the c rea tion of a n asset o ver a p eriod of time. It is theprocess nec essary to g o from the idea of a produc t or asset to itsc rea tion. In pa rticular it conc erns the ma nag eme nt of time, co stand quality.
How Wide ly Is It Used By Spe c ial Event Professiona ls?What m ay surprise you is the num be r of internal co mp any eventprofessiona ls the re are. From Saud i Aramco to Duba i Tourism,there a re event p rofessionals wo rking to p rofile their comp anyand increa se its Return On Investme nt (ROI). Comp anies andorganisations around the w orld are reco gnising the hug e va lueof e vents. Their interna l event m anag ers a re under p ressure toac co unt for their ma nage ment and find a w ay to ca pture theirknowledge.
In the comm ercial world, a numb er of eve nt p rofessionalsare a do pting this ap proac h for various rea sons – one be ingco mplianc e w ith other co mpa nies and government standa rds.However, all event professionals have to manage the finances,sched ule and the p rod uct, so the y are a ll using aspe c ts ofproject ma nag eme nt whether they rec og nise it or not.
How Will Event Planners’ Work Be Different?
Most p eop le say tha t projec t ma nage ment tec hniques havema de their work so m uch m ore effic ient. The Sydney O lympic swa s b rilliantly orga nised . They used p rojec t ma nage me nt – andsold the m ana ge ment system and da ta to the Greeks for $4million. A med ium-size corporation for e xamp le, imp lementeda project ma nag eme nt system for their events. Their c omm entsinc luded how their c lients respe c ted their work more whe nthey were ab le to c omm unica te using projec t mana geme ntterminolog y. This is ano ther ad vanta ge , as project ma nag eme ntprovides event ma nag ers with a lang uag e to d esc ribe wha tthey a re d oing. Most c omp anies are a lrea dy using projectma nag eme nt in their operations and are fam iliar with theterminology.
How Does Projec t Mana geme nt Com e Into Play In A Crisis?Peop le often think they are c rea tive when they a re c onstantly
put ting out little b rush fires. True c reativity is c reating a calmenvironme nt where you ca n ma ke optima l de c isions anddevelop solutions that will work. Project management’s rolein this is to c reate tha t environm ent. If all the risks have be enthought ab out a nd d ea lt with, then the new risks or opp ortunitiesca n be foc used o n and solved – to the b enefit of the event.
Course StyleThe c ourse w ill use a numb er of me thod s to e nsure effec tivelearning inc luding la rge a nd sma ll group d isc ussions,lec tures and h ighly current c ase stud ies from a round thewo rld . As the foc us of t he c ourse is on skills, there will be asignifica nt amount of prac tice and d eveloping the nextevent.
Course BenefitsYou w ill ta ke aw ay w ith you files and do c uments fromthe c ourse tha t c an be used immed iately for your nextevent. They c an a lso b ec om e a te mp late for your projectma nage ment system that c an be a da pted to all eventsand form the ba sis of an e vent ma nag eme nt rep ortingsystem.
Day One
Prac tica l Spe c ial Event Prepa ration
Event Project Management• Understand the science of projec t ma nage ment a nd how
it c an be succ essfully app lied to e vents• Comp lete a n eve nt fea sibility stud y or a business c ase fo r
an event• Unde rtake a c om prehensive stakeho lder ana lysis
and use this as the basis of a repo rting pla n a nd a riskmanage ment plan
• Determine the sc ope of an event and ma nage theinteg ration of the event e lem ents to keep within thescope
• Estab lish a rea listic d esc rip tion of the wo rk nee ded tocreate a nd c ontrol the event
• Unde rtake task ana lysis and c rea te a n op timal sc hed uleby c ritic al p ath ana lysis
Outcomes• Work breakdo wn struct ure• Gantt chart• Stakeholder a na lysis tab le
Projec t Manage me nt And The Manag em ent System• Event fea sibility• Event c once pts and creativity• Stakeholder ana lysis – inc ludes interna l and externa l
Contrac ts And Rep orting• Create a do c ument system for an event using
spreadsheets• Unde rstand how to c rea te a supp lier list, co mp are
supp liers and pe rfect c lea r dec ision ma king• Undertake a c ontrac t manag ement app roac h to
event mana gem ent and understand the ba sic event
mana gem ent terminology used in event c ontrac ts• Unde rstand the role of the project status rep ort andcreate effic ient w ork in p rogress rep orts
• Identify the log istic requirem ents of a n eve nt and e sta blisha logistics system , which is integra ted into the projec tma nag em ent system
Who Should Attend?• Corporate and Inde pe nde nt Event Planners
• Event Prod uc ers
• PR and Com munica tions Ma nag ers
• Brand Mana gers
• Sales and Ma rketing Ma nag ers
• Project Mana gers
• Exhibition Orga nisers• Festival and Pub lic Event Orga nisers
• Fundraising Ma nag ers
• Spo nsorship Ma nage rs
• Tourism Autho rities
William (Bill) John O’Too le, CFEEBSc , MEng . Ma na ger o f EPMS Pty Ltd.Found ing Direc tor of Event Ma nag eme ntBody of Knowledge (EMBOK)Ad visor to the Interna tiona l EventMana gem ent Competenc y Standa rd
Over the last seven years, Bill has worked as a consultanton the de velopm ent of events and festival strate giesfor the Kingd om o f Saud i Arab ia, the Europe anUnion, Dubai Tourism Com me rc e a nd M arketing a ndthe Aq ab a Developm ent Authority. He ha s trainedevent staff for the UN in Entebbe and Khartoum andde velope d the na tional event forums in Uga nda andKenya . He was the keyno te spe aker for the Interna tiona lFestival and Events Association conference in 2010 inthe USA. For the last four years he wa s a judg e o f eve ntawa rds for excellenc e in UAE and the USA.
Bill has bee n c reating and orga nising eve nts for moretha n 25 yea rs. He is a soug ht-afte r presente r andtea c her in eve nt ma nag em ent in Franc e, Australia, NewZea land , South Africa , Ta iwa n, UK, USA, Ma laysia and
the M idd le East. He is an event ma nag eme nt c onsultantto public and private organisations for events, includingnume rous tou rism a nd reg ional a utho rities on their eventsupport mec hanisms.
He ha s c o-authored two international texts on e ventma nag eme nt, Festival and Spe c ial Event Ma nag eme ntand Corporate Event Projec t M ana ge ment. Thesetextb oo ks are used for co urses a round the w orldand have be en translated into C hinese, Korean a ndPortuguese. His ad ap tation of p rojec t ma nag eme ntto eve nt and festival ma nag em ent a s pub lished on hisCD-Rom, EPMS.NET, is used fo r events in USA, Europ e andChina.
Bill’s new textb oo k Events Fea sibility and Develop me ntwa s released in 2011. Bill is no t only versed in theory b utc urrently orga nises conc erts, festivals and othe r eventsaround Australia and throughout Asia.
• Crea te a risk ma nage me nt system using the ISO 31000 forevents
Outcomes• Event doc ument templates• Work in p rogress tem p late• Event ma nual
Overview• Proc ureme nt a nd c ontrac ts - supp lier sourcing a ndnegotiation
• Work in prog ress reports• Log istics• The event m anual
Day Three
Financ ing Ma nag ement And Follow Through
Event Financ e• Understa nd and use the e vent Return On Investment (ROI)• Unde rstand how to source financ e inc luding sponsorship
and tic ket sales• Create a d ynamic budg et, use co mmitment acc ounting
and source extra finance
• Ide ntify the fina nc ial risk• Emp loy estima ting te c hniques and use ratios – eve nt
metrics• Undertake co st co ntrol and c ost red uc tion• Franc hising – prote c ting a nd selling the ide a
Outcomes• Event budg et• Key event metrics
Overview• Event Return On Investm ent (ROI)• Event finance• Cost c ontrol
• The bud get
Day Four
Stag ing A nd Shutdow n• Understand and ma nag e the eleme nts of stag ing• Ide ntify and ma nipulate the e lements of site selection a nd
site design• Create a site ma p• Create a shutdown p lan• On site risk and c row ds• Esta blish a c hec klist system for the c reation, imp rove me nt
and archiving o f the event c hec klists
Outcomes• Site ma p• A series of c hec klists for site selec tion, site d esign,
shutdown
Best Prac tic e In Staging Events In The Gulf• National event strate gies of ea c h of the c ountries and
how you fit in• A survey o f the be st eve nts - wha t m akes them
outstanding?• Forec asting the trend s - where a re the op portunities?• New idea s in program ming - they are worth a fortune b ut
where do they com e from?
Overview• Stag ing• Site selec tion• Projec t shutdo wn a nd eva luation• Chec klists
o mp any: ............................................................................................................................................................................................................
d d ress: ................................................................................................................................................................................................................
ostco de: ................................................................................. Co un try: ...........................................................................................................
ookin g Co nta c t: ..............................................................................................................................................................................................
ep artmen t: ........................................................... Mob ile: .......................................... Ema il: ......................................................................
ain ing Ma na ger: .............................................................................................................................................................................................
ep artmen t: ........................................................... Mob ile: .......................................... Ema il: ......................................................................
ame of t he Dep artmen t Hea d : .....................................................................................................................................................................
ep artmen t: ........................................................... Mob ile: .......................................... Ema il: .......................................................................
ature o f your c om pa ny's business: ..........................................
assist us with fut ure c orrespond enc e, p lease supp ly the following de tails:
Payments
A confirmation letter and invoice will be sent upo n receipt of your
registration. Please note that full payment must be received prior
to the e vent. Only those d elegate s whose fees have b een p aid
in full will be ad mitted to the e vent. You ca n pa y by co mpa ny
che que s or ba nkers draft in Dirham s or US$. Please note that all
US$ cheq ues and drafts should b e d rawn on a New York bank
and an extra amo unt of US$ 6 per payment should b e a dd ed
to co ver bank clearing charges. In any event p ayment m ust be
rece ived no t later tha n 48 hours be fore the Event. Entry to the
Event m ay b e refused if paym ent in full is not rec eived .
Cancellation
If you are una ble to a ttend, a substitute d elegate will be
welcom e in your place. Registrations cance lled more than 7 d ays
before the Event a re subject to a $200 ad ministration c harge.
Reg istration fe es for registrations can ce lled 7 da ys of less be fore
the Event must be pa id in full. Substitutions are welco me a t any
time.
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Due to unforeseen circumstances, the programm e ma y chang e and IIRreserves the right to alter
the venue a nd/or speakers.
Event Venue:
Kempinski Hotel, Ma ll of the Emirates, Dubai, UAE
Tel: 971-4-3410000
Accommodation Details
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earliest to a void last minute inconvenience. You c an c ontac t
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Projec t Management For Spec ial Events – 9 March 2011 • Kem pinski Hotel, Ma ll of the Emirates, Duba i, UAE – 6 July 2011 • Duba i, UAE
L R
FIVE WAYS TO REGISTER
ourse fees include d ocum entation, luncheon a nd refreshments. Delegates who a ttend all sessions will rece ive a Certifica te of Attenda nce.
Interested in running this course in-house?Plea se c all the Custom ised Training Solutions Tea m on 971-4-3352439 or [email protected] om
