This document outlines key elements of event organization including planning, coordination, and project management. It defines each element and identifies planning and coordination tools. Effective planning factors are discussed, such as community participation and an experienced organizing committee. Project management is a 5-step process of initiating, planning, executing, monitoring/controlling, and closing down an event. Characteristics of an event and activities involved in project management are also summarized.

1. Event Organisation, Coordination &
Project Management

2. Three Key Elements
Planning
Coordinat
ion
Project
Management

3. Definition
•Planning: event takes shape & is designed
•Coordination: day-to-day running of the
event
•Project Management: process by which
the implementation of a plan & the
development are managed

4. Planning & Coordination Tools
Technology

5. Planning & Coordination Tools
Mind Mapping

6. Planning & Coordination Tools
Traditional way

7. Key Factors in effective
planning
•Clear & detailed planning brief,
systematic & effective
•Local community participation & thorough
consultation
•Experienced organising committee with
an effective leader

8. Key Factors in effective
planning
•Multidisciplinary planning team with a
Principal Manager
•Well-balanced event program

9. Event Project Management
5 step process
Initiating
Planning
Executing
Monitoring & controlling
Closing down

10. Characteristics of an event
•Start & end date
•A time frame
•A unique operating time
•Involvement of several groups
•Prescribed set of resources
•Scheduled number of activities

11. Activities – Project
Management
•Establish a clear project goal
•Determine project objectives
•Establish milestones & tasks
•Prepare a diagram of the project plan
•Direct people individually & as part of
the team

12. Activities – Project
Management
•Support the commitment & enthusiasm of
the team
•Distribute information to all role players
•Motivate & build up the team
•Empower the team to perform effectively
•Manage the risks & encourage creativity

13. Summary
•Established the key elements
•Definition of planning, coordination &
project management
•Key factors to effective planning
•Identified planning & coordination tools
•Characteristics of project management
•Activities of project management

14. References
Mind mapping:
www.mind-mapping.co.uk/make-mind-map.htm
Henley Royal Regatta:
www.hrr.co.uk/index.php
Google Earth:
www.google.com/earth

15. Practical
Group 1
Alison Steenveld
Edwinah van Wyk
Jeanette Cupido
Melissa Johnson
Nadine Koopman
Robyn Carstens
Rushdah Abrahams
Lizanne Kruser

16. Practical
Group 2
Anneesa Jacobs
Brent Roberts
Chandré Kruser
Collette Anthony
Donita Abrahams
Felicity Seragie
Shariefa Samsodien
Mandy Moses

17. Practical
Group 3
Charné Naiker
Kaasifah Fortuin
Liesl Jeneker
Navelle Abrahams
Nazli Jedaar
Nicolette Paulse
Ramonde Ely
Tracey Seragie