Events as Projects and Project Management Notes

Definition and Characteristic of Projects

• A project is defined as a temporary group activity specifically designed to produce a unique product, service, or result.

• According to The Project Management Institute ($2015$), projects possess two primary characteristics:

  • Temporary Nature: A project is temporary because it has a clearly defined beginning and end in time. This temporal boundary dictates the defined scope and the resources allocated to the project.

  • Uniqueness: A project is unique because it is not a routine operation. Instead, it consists of a specific set of operations intended to accomplish a singular goal.

Comparative Analysis: Events and Projects

• Projects and events share several fundamental similarities, as both can be described as temporary endeavours undertaken to create a unique product or service.

• Shared Characteristics:

  • Temporary: Both have a finite lifespan.

  • Unique: Both result in a one-off outcome rather than a repetitive process.

  • Executed by Teams: Both require collaborative efforts from a group of people.

  • Outcome Based: Both are driven by the need to achieve specific results.

• Distinctive Differences for Events:

  • Simultaneous Execution and Consumption: Unlike many projects where the product is delivered after completion, events are executed and consumed at the same time.

  • Co-creation and Real-time Adjustment: Events are co-created with participants. This unique dynamic allows for adjustments to be made during the actual execution of the event.

  • Extreme Time Sensitivity: Events are executed on specific dates that are fixed and cannot be adjusted, making them highly sensitive to timing.

Project Management Frameworks

• Project management involves the application of specific knowledge, skills, and techniques to ensure projects are executed both effectively and efficiently (The Project Management Institute, $2015$).

• Allen, O’Toole, Harris & McDonnell ($2008$) describe project management as a comprehensive system that encompasses three distinct phases:

  • The work performed before the event actually starts.

  • The management of the event itself during its occurrence.

  • The final shutdown of the event.

Strategic Benefits of a Project Management Approach

• Adopting a project management approach for events provides several organizational advantages:

  • Consistency: It ensures the process is systematic, consistent, and transparent.

  • Individual Independence: It ensures that systems and processes are independent of any single person, allowing for operational continuity even if team members change.

  • Standardization: The approach is widely recognized and understood within professional environments.

  • Accountability: A documented approach creates an accountable approach, provided every step is recorded.

  • Validation: It makes the work of the event team visible and provides a framework for validating their efforts.

Potential Issues in Project Managing Events

• Managing events as projects introduces several complexities and risks that must be addressed:

  • Quantification and Forecasting Difficulty: Budgeting and forecasting all steps involved is difficult due to the inherent complexity of project management, especially for large-scale events.

  • Logistical Complexity: Challenges arise when dealing with multiple venues operating concurrently.

  • Inflexibility of Schedule: The event date is typically immovable, leaving no room for delays.

  • Financial Uncertainty: Budget certainty can be difficult to maintain, particularly when relying on external factors like sponsorship.

  • Procurement Hurdles: There is a constant need to identify, source, and ensure the timely arrival of necessary goods and services.

  • Stakeholder Management: Navigating the different requirements of various stakeholder groups is difficult, especially when a large number of stakeholders are involved.

  • Owner Engagement and Compliance: Managers must engage with the specific requirements of the event owner and ensure full compliance with initial bid documents.

  • External Pressure: Events are often subject to intense media and community scrutiny during both the planning and delivery phases.