Gh21 session 4

© Copyright Habia 2009 - All rights reserved. Page 47 - Unit GH21 - Session 1.
Session 4
GH21
Planning
Trainer requirements to teach this session
For this session you will need the following:
• Handout GH21.4.1
• Slide GH21.4.4
• Activity GH21.4.5
• Learner Check Session 4
Trainer notes
The session will cover:
4.1 The importance of detailed and accurate
planning
4.2 The importance of communicating and
agreeing design plans and the importance of
setting and working to a budget
4.3 Suitable sources of information and design
ideas and how to access them and ways of
presenting design plans and images
4.4 The range and availability of resources and
where to obtain resources
4.5 Any venue requirements likely to affect the
plans

Session 4
GH21
Page 48 - Unit GH21 - Session 1. © Copyright Habia 2009 - All rights reserved.
Planning
planning
Ref: Handout GH21.4.1
Explain to learners that, in order for the activity
to proceed without too many technical hitches or
complications, they must ensure that they create a
detailed and accurate plan.
Tell them that the plan must take into account all
aspects of the project. Ideally, the plan should include:
Ask learners what a plan might include.
Answers should include:
• resources required
• roles and responsibilities of the people
who are involved
• the venue
• the budget
• time constraints
• strategy for dealing with unforeseen
difficulties
Suggest to learners that they should keep records of
their planning activities.
The records could include:
• concepts and ideas of own
• comments and suggestions made by others
• minutes of planning meetings
• notes on informal discussions
From the records and the outcomes of meetings, they
should be able to draw up a detailed storyboard.

Session 4
GH21Explain that some people refer to the finalised
storyboard as the design plan.
State that a design plan and a storyboard will form
their initial ideas and concepts into a coherent,
comprehensive and accurate strategy for the progress
and completion of the project.
Emphasise that the plan should cover everything from:
• the hairstyle to the model
• the venue to the additional media to be used
• the budget to the people who will be involved
Say that the importance of creating a detailed and
accurate plan cannot be emphasised enough.
Tell learners that a good design plan helps to ensure
that, among other things:
• they foresee and prepare for possible difficulties
• they remain within budget
• they meet the deadlines
• they arrange and access necessary resources
Tell them that if they fail to plan, they plan to fail.
Explain to learners that one of the reasons why an
activity is not as successful as it should be is that the
people involved:
• don’t know what to do
• don’t do what is expected of them
• don’t do it on time
Tell them that they must ensure that everyone who
is to be involved in the event is fully aware of their
role and expectations. Therefore, once the design
plan is finalised, they can safely allocate roles and
responsibilities.

Session 4
GH21
Stress to learners that it is important
to choose the right people for the job.
Explain that it is good practice to write down a
description of the job or role for the activity. Say that
within it they must specify what they want the person
to do and when it is to be done. By doing this they are
describing their role and responsibilities.
Tell learners that this means that the person can see
precisely what is expected of them and can decide, at
an early stage, whether or not they will do the job.
Remind learners to keep a copy of the agreed job
allocation for each person. This helps to ensure that
the job is done as they want. Further it ensures that
they will minimise the risk of discovering at the last
minute that an important task has not been carried out.
Give learners an example:
It is pointless to ask an inexperienced person to hire
a venue or to arrange a model call and then to select
suitable models. The person may be willing to do the
job but they are not likely to be capable.
Summary:
The two main reasons for agreeing the design plan
with others who will be involved is to:
• ensure they understand their roles and
responsibilities
• avoid misunderstandings
In relation to setting a budget, tell learners that they
must try to take into account all of the likely costs of
the activity then build in (if possible) a small reserve for
emergencies.
Stress to learners that if they overlook a cost after
agreeing a budget with sponsors, it is unlikely that they
will increase the budget to cover this. It is likely that
they will have to cut back in other areas.

Session 4
GH21Tell learners that once the budget has been set they
must work within it. A project that goes over budget
can jeopardise the possibility of gaining sponsorship
for subsequent activities and may curtail their personal
development in this field.
ideas and how to access them (e.g.
historical, cultural and fashion) and ways of
Explain to learners that when they are involved in an
activity that includes the planning, design, creation and
presentation of a range of images they must make use
of a range of sources of information and ideas.
State that reference to some of these sources has
already been made in Session 2.
Recap on some of the ideas covered in Session 2:
• photographs
• paintings
• the environment
• nature
• text books
• film/DVD
• television
Access to information can be obtained through:
• television
• the internet
• public library (to include film and video libraries)
• contact with cultural groups
Ask learners if they can think of other
possible sources of information and ideas
for designs and images.
Explain that, when presenting a design plan, it can be
done as a visual presentation or by written or verbal
means.

Session 4
GH21
Say that some of the visual ways are to:
• show photographs
• present a model
• present a DVD
• prepare sketches
Tell learners that a way of presenting by written means
is to prepare a storyboard and a verbal presentation
may be made at a meeting for this purpose.
Ref: Handout GH21.4.4/Slide GH21.4.4
Show this slide. Discuss the range of resources and
where to get them.
These are examples of a range of
resources. Discussion may identify other relevant
resources.
4.5 Any venue requirements likely to affect your
plans
Tell learners that when considering a venue for a hair
show or photographic shoot they may find that there
are restrictions on what they can and cannot do.
For example:
• the venue may be situated within a shopping mall.
This may restrict the opening hours – they may
have to complete the presentation by a certain time
before the mall closes
• the venue may be in a night club and they may not
be able to gain access early enough during the day
to rehearse a hair show or prepare for the actual
presentation

Session 4
GH21• the venue may need a special licence to stage a
show or other presentation, e.g. a church hall or
school hall. Remember, there is likely to be a charge
for this.
There may be other venue restrictions:
• noise limitation and control, especially if the venue
has close proximity to private dwellings
• health safety requirements relating to the activity,
e.g. tell learners that they will not be allowed to use
a strobe light as this can cause epileptic attacks in
sufferers
• wires and flexes will have to be properly taped
down to prevent accidents – this may be particularly
restrictive when doing an outdoor photoshoot
• photographic lighting may not be allowed in certain
venues such as a stately home, town hall or civic
centre if there are articles of national heritage
close by that would be affected by strong light, e.g.
paintings or tapestries.
Explain that there may be venue requirements that are
linked to their budget.
Give the examples of the cost for:
• a caretaker to open and close the venue
• cleaning staff
• catering staff
• reception/booking staff
Stress that every venue is restricted in the numbers
of people who can be accommodated at any one
time. Remind learners that this restriction is due to fire
regulations and emergency evacuation facilities and
the restriction applies to the salon as well as to public
venues.
Tell learners it is worth remembering that for an
event lasting a number of hours, they will need to
make catering arrangements. Explain that while it is
sufficient to provide a selection of sandwiches and
snacks, the logistics of getting this food to the venue at
the right time and clearing away the remains may be
problematic.
Ref Activity GH21.4.5

Session 4
GH21
Following the completion of knowledge and
understanding for planning an event, use the scenario
in the activity as a case study. Ask learners to discuss
or describe where planning was ineffective.
Answer Guide:
Gina decides that a photoshoot will be an excellent
way of demonstrating the skills and talents of the up
and coming stylists and barbers. However, she cannot
decide whether to have a theme of ‘Mother Nature’ and
take the trainees to a beautiful woodland area for the
shoot, or have the theme of ‘Urban Rebel’ and have
the shoot in a disused warehouse……..
• Gina should have clear aims and objectives for the
photoshoot if others are to understand what they
have to do
After much thought, she decides it will take too long to
make a storyboard for both ideas, so tells the trainees
that they can have a vote and choose themselves……
• without a story board, the trainees have little
information on which to make their decisions
The trainees are told to find a model for the shoot,
which will take place on the following Monday when
the salon was closed and all the trainees had the day
off………….
• the trainees have very little time to find a model,
practise a hairstyle….and would they want to work
on their day off? Further, it only allows a few days
for the trainees to practise their model’s look
Gina’s boyfriend had a digital camera and offered to
take the photographs and her Mum said she would
help out with the make-up……………
• while it is useful to use non-professional people to
save costs…….will the results be as good?
In the week leading up the photoshoot, John asked
Gina if she could cover for a sick member of staff,
so the meeting to discuss the project had to be
cancelled…………..

Session 4
GH21• without a planning meeting, no-one will have clear
information about their roles and responsibilities
The night before the event, Gina had still not heard
whether two of the trainees had managed to find a
model…………..
• finding models is a time consuming business
To make matters worse, some of the trainees wanted
to do the Urban Rebel theme, while others had opted
for ‘Mother Nature’. Gina told them, that as they could
not decide, they would have to do ‘Mother Nature’.
• the theme should have been agreed before models
were sought. Without direction, decisions cannot be
successfully made
Gina, her boyfriend Ross and her Mum arrived at the
wood only to find two trainees had turned up.
• it is likely that the trainees had little or no direction
for the photoshoot, therefore lacked commitment
Not wanting to let them down, Ross began taking
photographs until the storm that was developing
erupted and everyone got wet.
• for an outdoor photoshoot, the long-range forecast
would have provided some indication of the weather.
Gina should have been prepared to make alternative
arrangements, or postpone the photoshoot until
better weather was forecast.
Some time later, one of the trainees called Gina’s
mobile to ask where they were as they had been
waiting at the warehouse for ages……………………
• poor communication has led to a disastrous
photoshoot
Now use the Learner Check for
Session 4 to check the understanding
of the learners.

Session 4
GH21
1. Why is it important to create an
accurate and detailed design
plan? Give at least three
reasons.
2. By what other name may a
design plan be known?
3. State the two main reasons for
agreeing the design plan with
others who will be involved.
4. How can you access suitable
sources of information for a
design plan?
5. State why you may not be
allowed to use flash photography
at certain venues.

1. Any three of:
• to foresee and prepare for
possible difficulties
• to remain within budget
• to meet the deadlines
• to arrange and access
necessary resources

2. It may be known as a storyboard

3. The two main reasons for
agreeing the design plan with
others who will be involved are to:
• ensure they understand their
roles and responsibilities
• avoid misunderstandings
4. Access to suitable sources of
information can be made through:
• television
• the internet
• public library (to include film
and video libraries)
• contact with cultural groups

5. It may cause damage to items of
national heritage such as valuable
paintings or tapestries
Planning
Learner Check

Session 4
GH21
Planning
Trainer Summary
planning
Remind learners of the reasons why it is important to
have a good plan:
• to meet deadlines
• to stay within the budget
• to prepare contingencies for possible problems
• to obtain sufficient resources
Recap on why learners must communicate and agree
design plans:
• so that everyone knows what is expected of them
• so that there are no misunderstandings
Remind learners must set and work to a budget
• in order that they don’t overspend
ideas and how to access them and ways of
Remind learners that they can get information and
ideas from:
• books, television, nature, paintings, the environment,
etc.
Recap on ways of accessing information:
• libraries, the internet, cultural groups, television
Reiterate ways of presenting the design plan:
• visual – model, DVD, sketches, photographs
• other – hold meetings, prepare storyboard

Session 4
GH21
Remind learners that there are many places where
resources may be found and refer to Slide GH21.4.4
for a wide range of examples.
4.5 Any venue requirements likely to affect your
plans.
Recap on common requirements that may cause
restrictions:

• noise, special HS requirements, fire regulations,
access times, payment of venue staff, food supplies,
need for a licence
Remind learners of the disastrous consequences of
poor planning that they identified in Activity GH21.4.5

Session 4
GH21
Planning
Key/Core Skill Opportunities
There will be an opportunity to promote
discussion when covering:
GH21.4.1 Reasons for creating a detailed and
accurate plan
GH21.4.5 The scenario for the photoshoot

Gh21 session 4

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