Event Organisation, Coordination &

Project Management

Three Key Elements

Planning

Coordination

Project Manage

ment

Definition•Planning: event takes shape & is designed

•Coordination: day-to-day running of the event

•Project Management: process by which the implementation of a plan & the development are managed

Planning & Coordination Tools

Technology

Planning & Coordination Tools

Mind Mapping

Planning & Coordination Tools

Traditional way

Key Factors in effective planning

•Clear & detailed planning brief, systematic & effective

•Local community participation & thorough consultation

•Experienced organising committee with an effective leader

Key Factors in effective planning

•Multidisciplinary planning team with a Principal Manager

•Well-balanced event program

Event Project Management5 step process

Initiating

Planning

Executing

Monitoring & controlling

Closing down

Characteristics of an event•Start & end date

•A time frame

•A unique operating time

•Involvement of several groups

•Prescribed set of resources

•Scheduled number of activities

Activities – Project Management•Establish a clear project goal

•Determine project objectives

•Establish milestones & tasks

•Prepare a diagram of the project plan

•Direct people individually & as part of the team

Activities – Project Management•Support the commitment & enthusiasm

of the team

•Distribute information to all role players

•Motivate & build up the team

•Empower the team to perform effectively

•Manage the risks & encourage creativity

Summary•Established the key elements

•Definition of planning, coordination & project management

•Key factors to effective planning

•Identified planning & coordination tools

•Characteristics of project management

•Activities of project management

ReferencesMind mapping: www.mind-mapping.co.uk/make-mind-map.htm

Henley Royal Regatta:www.hrr.co.uk/index.php

Google Earth:www.google.com/earth

PracticalGroup 1

Alison SteenveldEdwinah van WykJeanette CupidoMelissa JohnsonNadine KoopmanRobyn Carstens

Rushdah AbrahamsLizanne Kruser

PracticalGroup 2

Anneesa JacobsBrent Roberts

Chandré KruserCollette AnthonyDonita AbrahamsFelicity Seragie

Shariefa SamsodienMandy Moses

PracticalGroup 3

Charné NaikerKaasifah Fortuin

Liesl JenekerNavelle Abrahams

Nazli JedaarNicolette Paulse

Ramonde ElyTracey Seragie