Critical Task Analysis and Event Planning

Vocabulary flashcards covering critical task analysis, organizational structures, task classification, scheduling guidelines, contingency planning, and planning indicators.

Critical Task Analysis (CTA)

A planning tool used to find optimal completion dates for each task, assign responsibility, verify the event stays on schedule, and identify adjustments for next year.

Fundamental Principle for Planning

The process of starting with the end point of each task to set a due date, and then working backward through all required steps and decisions.

Elementary Tasks

The major tasks that must be completed in order for an event to occur, such as mailing registration forms, creating the event budget, or selling sponsorships.

Sub Tasks (Supplemental Tasks)

The minor tasks and actions that must be completed to support the execution and completion of elementary tasks.

Operations

A functional area under the Event Director responsible for facility, transportation, office services, accounting, and risk management.

Guest Services

A functional area under the Event Director overseeing ticketing and box office, VIP invitations, hotel, and hospitality.

Marketing

A functional area under the Event Director responsible for creative services, sponsorship, advertising & promotions, and PR and media relations.

Competition

A functional area under the Event Director in charge of athlete liaison, field maintenance, and officials.

Presentation

A functional area under the Event Director covering stage, video, and technical requirements (lighting, sound, and talent).

Backward Scheduling

The method of assigning deadlines to elementary tasks by starting with the final task that must be completed and working backwards to schedule supplemental tasks.

Task Incongruencies

Scheduling conflicts and dependencies identified by listing tasks chronologically in Excel, such as an event budget depending on an unsold title sponsorship.

Contingency Plans

Alternative plans prepared for uncontrollable events by answering what might go wrong, how to prevent it, and how to minimize its effect if it occurs.

Indications of Poor Planning

Operational warning signs consisting of unmet schedules or deadlines, continual crises, idle resources, lack of resources when needed, and task duplication.

Continual Crises

An indication of poor planning where every job is treated as a rush job and overtime is overused to finish work.

Idle Resources

An indication of poor planning where available physical and financial resources are not being put to active use.

Bulk Mail Trade-off

A mailing option that is cheaper for sending brochures to participants, but requires 1 week to determine the residence of people in the database.