Event Planning and Project Management: Lifecycle and Characteristics

This report provides a comprehensive overview of event planning and project management. It begins by defining both concepts and highlighting their key characteristics, emphasizing the importance of effective planning and execution for successful events. The report then details the lifecycles of both project management and event planning, outlining the stages from initiation to closure. Furthermore, it explores various event planning models, offering insights into different approaches to event management. The analysis includes examples and similarities and differences between event planning and project management. This report aims to provide a valuable resource for understanding and applying the principles of event and project management to create effective and successful events. The report emphasizes the significance of feedback, organization, delegated work, and food quality as critical factors in event success.

THE CONCEPT
OF
EVENT PLANNING
AND
PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Definition of event planning and project management...............................................................1
Key characteristics of event and projects....................................................................................2
Life cycle of both project management and event planning.......................................................3
TASK 2............................................................................................................................................7
Event planning models to consider.............................................................................................7
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management and event planning are help to make event and functions more
effective and valuable. Project management is tools which are asset of event management.
Managing an event is managing a project (Cagliano and et.al., 2015). Events have a defined
beginning and end of function in terms of unique and help to changing environment. Present
study is based on the concept of event planning and project management. This help to make their
event and function effective and success. Study lays emphasis on the definition of event planning
and project management and its key characteristics. It will show the life cycle of project
management and event planning. Report will cover by the models which are considers the event
planning concepts.
TASK 1
Definition of event planning and project management.
Event planning is need to be considers the project management. That plays an important
role in the function for making it effective and worth-it. This industry is host the various job tittle
and descriptions. Event planning and project management are frequently tossed around the
interchangeably even through two different things. It is simply defined as the planning and
managing both are not same. Both are play their effective and valuable roles at event and
function. So, definition of both event planning and project management are as follows:
Event planning
Event planning is the process of managing the project a function such as the meeting,
convention, ceremony and team building activity etc. Event planner is follows the duties' design
and production within the limited time (Kerzner, 2019).
It is the key operative word planning and now days its play an effective and important
role in every functions. This happing with initial discussion with client regarding to the event
ideas and themes. This help to make the proper guideline about the budget which is the most
important part of event. This involve working more closely with clients to design the reflects as
per vision of gathering and meets event objectives (Fleming and Koppelman, 2016). It is
everything which are put together an event. Function are falls under the large group or umbrella
of project management.
Project management
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Project management is the process of manage the things which are related to management
of work. This is the discipline of using established principles, procedures and policies for making
it successful guide to project from conception by the completion (Heagney, 2016).
Every type of event has the various parts which are fit together for making it success.
Successful event has considers at the right time and right place effectively according to plan.
This process is called event and project management. This involves creating, coordinating and
managing all the different components of an event as well as peoples. This help to follow
planning of event. Management is important for making and creating effective and successful
event and functions.
The major difference between project and event are such as the project is measures in the
terms of producing specific deliverable in the time with the best quality and cost but event is
measures in benefits to business. Second difference is project has the tight scope with limited
producing bust event has wide scope and focussing on benefits, try to meet the changing needs or
organisation (Getz and Page, 2016). For an example: the organisation is organised the conference
meeting at big hotel. For that event planner make effective and best planning of conference by
the using of the best resources. That are help to make success to conference because event
planner have various resources. Other hand, project management make the schedule of work and
follow that with the limited resources of management. They are managed discipline in the
conference.
There are having the similarities between the event and projects, according to change
both are concerns changes by creation of something new and different from each other. Both are
required the good and eligible team for work together to achieve goals of team (Milosevic and
Martinelli, 2016). For an example: according to similarities both are try to create new and
innovative way of conference done by the organisation. Both are make changes in old and
traditional conference by make changes in that.
Key characteristics of event and projects.
There are various characteristics of event and projects which are help to measures the
success of function. The characteristics are as follows:
Characteristics of event
Excellent feedback
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It is the best and effective characteristics of successful event. This help to measure
success of work and its performance (Getz and Page, 2016). Feedback is effective and valuable
part of event. At the event having various peoples and they all are different things. Some peoples
are complaints for work, this will help to try improve by pointing out and in better ways.
Excellent feedback is help to make then effective and valuable event that is main characteristics
of event.
Thing were organised
Organized event tends to be a successful for the working. This is effective and valuable
for making it. That is also the characteristics of event. In this management can be assign the task
and work roles between team members. By this they all are having work for playing effective
roles at workplace. This help to organized successful event or a function.
Work is delegated
It is also the characteristics of event and have successful event. In the event every person
have some roles and responsibility for doing work in proper manner. All team members are work
together for making and creating its effective and successful (Harrison and Lock, 2017).
Delegated work can perform by when employees and team members have proper and eligible
knowledge and information of work. Information is plans an important role in planning of event.
The foods and products are good
Peoples who are attended event and who are organized the event want that their foods
and product quality is good and better at the time of event and function. This important for
managing and making effectively. By these peoples are attracted towards the quality and quantity
of food because peoples are look forward to meal at the time of event and conference. Quality of
foods is the one thing which are help to make event unique and different from each other.
Characteristics of project
Temporary
This is the key characteristic's means that every project has start and end. The start time
the project is initiated and its concept is developed. The end is reaches all the objectives of the
project are meet with the success of event. It is effective and valuable success of the peoples.
Unique deliverable
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Every project and event has aim to produce some deliverable which is help to make the
effective products, services for other best result. This help to address a problem or needs which
are analysis before and make changes according to this (Heagney, 2016).
Progressive elaboration
Progress of projects and event is continues investigation and improvement which are
available for making it effective and valuable. This allows producing more accurate and
comprehensive plans. The key characteristic's is the successive iterations of planning results in
developing more effective and best solutions for progress and develop projects.
There are some additional characteristics are as follows:
 It has certain life cycle and style.
 Its limited by the resources.
 Risk as it involve an element of risk.
 Conflict as is has interdependent between the task and activities.
That all are the key characteristics of the event and project. That are help analysis and make
effective and valuable changes according to requirements.
Life cycle of both project management and event planning.
Project management and event planning life cycle are as follows:
Project management
It is life cycle is describes the high level process for delivering the successful projects. In
this process peoples are come up with the ideas for projects, define its goals, plan for execution
and guide it to completions (Hillson, 2017). That includes the 4 phases of its life cycle which are
as follows:
Initiation
At this stage of the project, manager identify a business needs, problems and opportunity.
That are help to meet with the team and try solve this problem by making and creating the new
ideas and strategies. Steps of this are includes the following:
 Undertaking a feasibility study this include identify the problems of projects and try to
solve this.
 Identify the scope of project and then deliver in depth of project. By these customers and
management are satisfied and try to give their hard contribution to achieve goals.
 Defining products and services which are provided and then
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 Take decision for figure out the affects and needs of project (Project management life
cycle, 2017).
 Using above then compare the cost and benefits for project to determine its moves
forward.
Planning
The project is approved for move forward which is based on business case and statement
of work. In this they can breakdown large project into the smaller tasks and then make effective
plane according to the requirement. For work select the team and prepare schedule for
completion of task. Smaller goals are high success of work for that management can make the
smaller task and work for planning effectively. This may includes the
 Creating project plan like project timeline, phases of projects, task to be performed and
possible constraints.
5
Illustration 1: life cycle of project management
(Source: Project management life cycle, 2017)

 Creating work flow documents are help to make the effective and valuable planning for
the project.
 Estimating the budget is help to make then effective for ready for future expenses. This
help to pre planning of the projects and works.
 Gathering resources are help to building of the functional team from the internal and
external pools (Kerzner, 2019).
 By the planning they can find the anticipating risk and potential quality of roadblocks. By
this they are able to identify the issues.
Execution
Business proposal, developed plan and build team now they are ready to execute the
planning and ready to work. At this phase life cycle of project management is keep work on the
track, organized team members and manage time lines. Steps for the executions are as follows:
 Creating task and organized workflows are aspects of the projects are appropriate team
members.
 Give information to their team member which are related to the work. Proper information
of work is help for making effective and valuable result of the project.
 Communicate in the proper way with your team members and clients are help to reduce
mistakes.
 Mentoring the quality of goods and work are meeting their time and quality goals for
task.
 Managing budget is help to monitor spending money and keeping the project on track in
terms of resources.
Closure
It is the last phase of the project management is closure. At this team has completed work
on a project and the closure phase. At this stage management provide the final and last
deliverable, project resources and determine the success of the projects. Steps are includes in
these phases are as follows:
 Analysis the project performance by determining the project goals and objectives for
problem solving (Milosevic and Martinelli, 2016).
 Evaluating the team performance is important for goods quality of work.
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 Documenting projects closure aspects of project are completed by no loose ends and
proving reports keying stakeholders.
This is the life cycle of project management. This help to make effective and best result of work.
Event planning
Event usually requires the preparations and it has the effective and valuable life cycle by
which they are doing and making it effective and successive. The strategic master planning,
functional area planning and operational planning are help to make their event successful and
valuable. This have life cycle and its discussed below:
Strategic planning
This phase is all about the developing the strategic direction for the event. By this event
gets success and at that management is set the goals for work. The vision, mission and objectives
are help to make and defined the organising team starts to evolve. Leaders and manager are help
to assist in the strategic development.
Operational planning
Operational planning are help to make then effective and valuable strategies for the
making it effective. It is the natural evolution of the any and every event. This will shift the
needs of the organising team and give focus on the clients, stakeholders and functional areas.
This is effective and valuable for making it effective and success of event (Müller, 2015).
Operational readiness
The operational readiness phases will oftens runs with the later stage of the operational
planning phases. This focus on the plans which as possible, finalising the operations, developing
contingency and training the workforce for the event time.
Event delivery
At this stage all the planning has been tested and finalised for implementing in the event
at location with pre-planning. Team is in the field and typically the main operations centre is
live, controlling the daily activities and communicate with all stakeholder and their team
members. After, then team members are executed the planning at real time at location of event.
Event closure
This phase has the delivery of the event with the business closure. Evaluation of the
project and overlay removal and return of venue. This is the final and last stage of the event
planning life cycle.
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This is the life cycle of the event planning and it has the effective and valuable for
making it effective and valuable at location and venue of event. This help to make the proper
planning of the event with better solutions of problems which are analysed by management
(Pizzo, 2015).
TASK 2
Event planning models to consider.
Free medical check up camp is organized by our charity organisation. This is effective
and valuable for making good health of children and the peoples. This camp is help to make
good health of peoples with their engaged life. Presently peoples are faced various problems by
their working style with new technologies. They all have various issues by the using technology
at their work. Like eyes issues, back pain issue, at the office they have issue of high stress of
work and as well as peoples are not had time to take proper meals. By this they faced problems
and also have issues from their engaged life. With the free medical camp peoples are get some
suggestions to manage their life and feel healthy. For that, EMBOK model of event planning is
help to make the effective and best planning of this camp.
EMBOK Model
This model has the three dimensional description of the knowledge and skills essential to
create, develop and delivers an event. Three dimensions are process, phase and core values.
That's description are as follows:
The process
It is useful for begin the process system which includes the assessments, selection,
monitoring, communication and documentation of the process of free medical camp. This
proposed is based on the widely accepted process system.
 The assessments are defined as the identification and analysis of the capability of the
resources work at the camp. Identification is refers the element's in each category are
considered in this and then analysis is enhanced predictive facilities of priorities
(Todorović and et.al., 2015).
 The selection is process in management take decision-making point for choosing the
methods and tactics at the time of charity event.
 Monitoring includes the plan tracking process, status and conditions of tactics selected.
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 The documentation is includes the proper recording, reporting and maintaining the risk
management process.
 The communication is vital and important component of the process system this includes
the timely information of the resources uses and make effective and valuable knowledge
of work. Through the communication process peoples are conveyed their massages to
each and other.
The phases
This illustrated the sequential nature of event management, highlighting the time in any
event project. This includes the initiation, planning, implementing, event and closure are drives
from the traditional project management. At the planner set is known about the what is event and
what are planning and resources are required in camp. The charity event is the free medical
camp.
 Initiation is the phase in which research is conducted and the concept is validated. It is
effective and valuable for making it effective (Cagliano and et.al., 2015). The concept of
event is provided free medical services to peoples for their engaged life. It is also had the
smart objective is that, to make and provide best and effective suggestions to peoples.
 Planning is the process where the requirement and specification for the event project are
determined and evaluated. This help to make the effective and best planning for the
resources. This stage planner is created planning of work and camp and also make
schedule of work. Like resources required and how to work its. In the event can be
provide protein juices to the peoples with the best treatments and suggestions of meal
taking.
 Implementation is the phase where all the goods and services are coordinated. The
operational requirement of an event projects. This is the time of implementation of their
planning at the event like in the free medical camp is required machines of medical check
up, medicines, fruits, note pads, water, chairs, bad, tend, meals and staff. That all are
implementation at the garden where it is organized (Pielichaty, Reed and Mawer, 2016).
 Event is the set from implementation because different and dynamic approaches is
required. At that peoples are communicated with the doctors and concerns their problems
and issues what they are faced from the engaged life. For doctors communicate freely to
their clients and give the best suggestions for their problems.
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 Closure is the last phase in the event production is shut down and collection of the
feedbacks of customers are help to make effective and valuable planning. It is the final
phase of this model and planning. In that all are take and give feedbacks and evaluations
of report. Feedback is important and valuable this help to make changes and do
improvement in their work at the place of required. Peoples give some best feedbacks but
some gives and talk about their mistakes. Planner can improve their mistakes.
The core value
The core value specify those principles that applied for taking decisions for every
elements, phase and process to ensure these decisions successfully. This includes the creativity,
strategic thinking, continuous improvement, ethics and integration.
 Creativity is the best and important part of the every event and planning. By this
management can make effective and attractive planning. By new creation customers are
attracted and event is gets success.
 Strategic thinking is the ability of the review and align an individual projects needs and
methods for maintain a focus on them larger issues.
 Continuous improvements are important part of performing good and best way.
 Ethics is encompassed the judgements and choices made effective actions (Fleming,
2016).
By following the whole planning phase at the time of free medical camp surely it is help reach
out the success of it. By this they are able to make the effective and creative planning of
resources.
Dowson and Bassett planning model
This model is considers the three phases such as the preparation, detailed planning and
post event. That all are includes in this planning model.
Preparation
This is important for organising successful event at the time. This help to set all the goals,
objectives and clarification of event plan. This includes the event concept, determine budget,
established objectives and feasibility study.
Detailed planning
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