Event Planning and the Use of Planning Tools

Concept of Event Planning: This concerns laying out all the steps needed to successfully organise an event. This is crucial to ensure everything runs smoothly and all expected outcomes are met.
Event Planning Process: This covers creating a budget, defining goals & objectives, selecting and reserving the event’s venue(s), organising transportation, arranging content or speakers, planning the event’s details such as food and decor, marketing the event, managing attendees and evaluating the event’s success post-completion.
Gantt Charts: Visual representations or timelines that break down and schedule tasks chronologically, showing the task list, the time to completion, task interdependencies and the current status of tasks.
Critical Path Analysis (CPA): A technique used to predict project duration by analysing which sequence of activities has the least amount of scheduling flexibility.
SWOT Analysis: An analysis tool that identifies the strengths, weaknesses, opportunities, and threats related to event planning.
Risk Assessments: Identifying possible risks or threats that could disrupt the event and formulating measures to prevent or handle them.
Budgeting: Creating a clear budget to understand the financial commitment, potential financial risks and where cost savings can be found.
Stakeholder Analysis and Communication: Identifying and understanding the needs of key event stakeholders and planning how to communicate with them effectively.
Contractors and Suppliers: Sourcing, negotiating and managing the relationships with key event contractors and suppliers.