Exam (elaborations)
Exam (elaborations) Unit 4 - Managing an Event
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Unit 4 managing an event
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Jack CollinsP6 - Produce a detailed plan for your chosen event using planning tools, detailed budget and
consideration of risk assessment and contingency planning.
In this assignment I will discuss detailed plans for my chosen event using planning tools, detailed
budgets, consideration of risk assessment and using a contingency plan.
A Gantt chart is a chart that has a series of horizontal lines shows the amount of work that must be
done within in certain periods of time in relation to the amount planned for those periods of time.
1. Outline the advantages and disadvantages of using a Gantt chart for the careers day.
The advantages of using a Gantt chart for my event is that it sets realistic time frames for my
event, which helps my goals to be feasible for the event to happen. This is because the bars for
my event tells me what period of a certain task or set of tasks that needs to be completed. This
shows that it will help to get your tasks in to perspective properly. Another advantage of using
Gantt charts is that it is highly visible for the school. This is very good as everyone that is a part
of the group that is organising the event would be able to see the chart. This helps to remind
people that are in my group what tasks that the students must complete for the event to
proceed. This is good as it will give students a basic understanding of what tasks they will need
to do within their project and they will know what is happening within the project.
The disadvantages of Gantt charts are that they can become extraordinary complicated for
students to understand, apart for the simple tasks in the Gantt charts. This is because when
there are many tasks that must be completed, there will need to be software applications that
will be able to manage the complexity of work e.g. Smartsheet or Ace Project. Another
disadvantage for the students is that it must be constantly updated, which can be annoying for
the students that are organising the event. This is because when you do a project thing have to
be changed for unexpected reasons. This means if you’re going the students need to have the
ability to change the Gantt charts easily and frequently. Also, the size of the bars in the Gantt
chart does not indicate the amount of work you have to do. This is because the bar indicates the
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,Jack Collins
time period of the tasks, but the bars cannot tell you the amount of work that has to be
completed, so for example there might be a lot of work to do but you might only have two days
to complete it, but you do not know until you do the task.
A critical path analysis is a analysis that the event organiser has to draw out for the set stages
that the event needs to go through in order to get to the end (the length of each time for each
stage is included)
Task Activity Order Duration
(days)
A Getting permission from the head Starting activity 1
teacher to use the hall.
B Make different organizational teams. Completion of task A 1
C Contact the speakers for the event. Completion of task B 1
D Make a budget for the event. Completion of task C 1
E Advertise in school/social media. Completion of task D 7
F Book sports hall/car park. Completion of task E 7
G Make a risk assessment. Completion of task F 1
H Survey guest speakers. Completion of task G 1
I Make a contingency plan. Completion of task H 1
J Order refreshments from catering. Completion of task I 1
K Prepare the hall. Completion of task J 1
L During the event prepare anything Completion of task k 1
necessary for the event to run and L
smoothly.
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, Jack Collins
The advantages of a critical path analysis are that it helps to reduce the risk and cost of complex
projects. This is good as the school is on a tight budget for the event, so I want the event to not be
cost effective at all. Also, I don’t want there being any risks when different groups are doing different
tasks as I don’t want there to be any drawbacks when we are doing the tasks for the event and this
method reduces the risks. Another advantage, is that it encourages careful assessment of the
requirements of each activity in a project. This is good as it makes each activity of the event accurate
as the method helps the school to carefully plan out the tasks that needs to be done for the event,
so that there will be little mistakes made. It also helps to identify activities with float time, this is
good as this helps resource allocation.
The disadvantages of having a critical path analysis for Gunnersbury is that a critical path analysis
does not guarantee the success of a project as the project must be managed properly for it to be
successful. This means that for your event to be successful event to be successful you must manage
your tasks properly, which the critical path analysis will allow you to do. Also, if there are too many
activities the network diagram will be too complicated for students to understand, which can mean
that the students will not know what tasks that they must do, so this can mean that the event can
end up as a disaster.
Online planning tools is online software and tracking tools to plan and organise events. For example,
websites such as event brite give planning guides and access to online services such as e ticketing
and marketing that can help with event planning and delivery for the school event.
Eventbrite is a website that is quite good for my event as the website will allow me to simplify my
planning, this is good as it’ll be less stressful to plan my event as the website will help me to do it,
instead of using different planning tools to help me to plan the event. Another reason why the
online planning tool is quite useful for is that it’ll help to promote my event. This is very useful as all
the students around the school will be notified about the event, so there will be no excuse for the
students to not know about the event and it’ll help for parents to be notified about the event. The
disadvantage is that the website builds tickets, which wouldn’t be useful for us as the vent has no
purpose to sell tickets as the event will be happening at the school and the event will be for the
students not people from outside the school. Another online planning tool that is quite good for my
event is doodle, which is quite good as this allows communication with various stakeholders for the
event. This is good as this would allow me to communicate with various stakeholders for the event.
This is very useful for my event as this will allow me to have efficient communication with people
that are involved with the event, such as care takers, teachers, students, caterers and external
stakeholders which are the guest speakers. Another planning tool that we can use for the careers
event is social media such as Facebook and Instagram as this can allow me to advertise my event for
free that way students will be notified of the upcoming event.
The only planning tool that my school will consider using is doodle as this will offer the school
effective communication within the school and external stakeholders. This is good as this will help to
contribute towards the success of the event and for the event to run annually. We don’t need to use
social media as we are not advertising the event externally as the event will only be for the students
so the students can be informed in an assembly. Also, we won’t be using event brite as we have no
need to print off tickets for the event as it is only for the students and they are not paying to go the
event, so this shows that this would be a waste of Gunnersbury catholic schools budget if they use
event brite.
An important factor that would need to be considered for the event to be feasible is contingency
plans. A contingency plan are backup plans in case anything goes wrong in the event, for example if
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