establish and manage effective strategic planning

8/9/2019 Establish and Manage Effective Strategic Planning

1/39

ESTABLISH AND MANAGEEFFECTIVE STRATEGIC

PLANNING

By;

Muhammad Hanis Rahim

Nadrul Syahida Bt Mohd Roslan


2/39

INTRODUCTION

Originally introduced in 1987

Objectives: (1) To commemorate Flora (Flo) Hyman, aformer U.S. Olympic Volleyball team member. (2) A long-standing advocate for girls and women in sports, whopassed away unexpectedly in 1986.

Specific event management activities: volunteerrecruitment and organization, facility planning, promotionand risk management.


3/39

EVENT STRATEGIC PLANNING

According to Thompson (1997), strategic planningprocess is about determining the current situation faced

by the event, the strategic options available to eventmanager AND the mechanism for implementing thechosen strategies.

This process takes place of the purpose, vision and

mission of the event.


4/39

STRATEGIC PLANNINGPROCESS

(a) Establishment of event purpose, vision and mission

statements

PURPOSE ; provide sufficient direction and focus

For event that are more complex and involve many stakeholders,such as large public events, it can be beneficial to reflect moredeeply on the event purpose.

VISION ; According to Thompson (1997), vision usually describe what the

events seek to become and to achieve in long term future Those who are involved with the event should understood the vision. Example;

Event : Sydney Gay and Lesbian Mardi GrasVision : Achieve equality and social acceptance


5/39

Cont

MISSION ;

Broad the task that the event organization has set for itself

Indicate organization conducting the event

Fulfill the vision statement

Example;Event : Cherry Creek Arts Festival, Colorado

Vision : Create access to a broad array of arts experiences.


6/39

Cont..

(b) Development of event goals and objectives

GOAL provide event direction and focus. useful when the event is complex and involves many stakeholders.

provide direction to those who engaged in Event organization Example;

Event : Greek Orthodox Folk Dance FestivalGoals : To bring people together in Orthodox Christian FellowshipObjective : Achieve highest participation for this event

OBJECTIVE more detail and it help in evaluate event progress, despitefully make

sure there are in line with event goal. allowed them to assess what aspects of their planning have

succeeded or failed.


7/39

Cont..

5 criteria that can be applied to establishment of the objective

by the acronym SMART:

Specific

Measurable Agreeable

Realistic

Time specific


8/39

Cont..

(c) Conduct of situation analysis

SWOT analysis

Strength & Weaknesses : Events internal factor. Ex; Examine PESTanalysis, access the quality of event, event reputation, the size ofevent

Opportunities & Threats : External environment and have potentialto impact on events. Ex.; Event programming, target market, when todo the event


9/39

Cont..

(d) Identification of strategy options

Growth Strategy Make the events bigger than previous event in case of similar event.

But getting criticism when the quality of event was decrease byincreasing the number of event size / component

However growth strategy may be appropriate if historical data suggestthere is a growing demand for the typed of event planned, or gettingincrease of revenue

Consolidation or Stability Strategy

In certain condition it may appropriate to adopt consolidation strategythat is maintaining a number of event attendance at a given level High demand has greater pricing freedom.


10/39

Cont..

Retrenchment strategy

By looking at environmental condition it may suggest that suitablestrategy is to reduce the scale of event BUT add value to its existingcomponents

Ex; exhibition may remove a seminar program and focus for the coreaspect of the exhibition

Combination Strategy

Includes more than one element by using combination of two strategyin one event

Such as adopted consolidation and growth strategy in one event


11/39

Cont..

(e) Evaluation and selection of a strategy

Criteria of evaluation and selection strategy;

Appropriateness / Suitability

Strategies should complement each other and consistent with theenvironment, resources and values of the event organization.

Acceptability / Desirability

capable of achieving events objectives on environment conditionand not to overlook the potential risks involved in the strategy

Feasibility

feasible by consider the availability of resources (ex. Humanresource, finance)

meet key success factor (ex. Quality of event, level of service)


12/39

Cont..

(f) Development of operational plans

Operational plans are needed in achieving objective which have setand implement the selecting strategy.

Should be flexible in order to facing any changes.

(g) Control System

make sure that event progress in line with goal and objective which

have set for the event. If facing any problem during event progress, immediate action

should be taken to solve a problem.


13/39

IMPLEMENTATION OF STRATEGIC PLAN &ASSOCIATED OPERATIONAL PLANS

Refinements : Any changes could be done

Problem Solving : Any problem occurred have to be settledimmediately

Information Collection In Line with needs of evaluation: Any

information during event progress have to record and keep it forevaluation purpose and as references on the future.

FEEDBACK

Are important in determine either the event success or failure. It will give positive impact on future event by identifies what is the

most suitable strategy which will use on further event in term ofhuman resources, finance, marketing, administration and logistic.


14/39

INITIAL PLANNING

The successful event planning for NGWSD event are:

Choose a date and select an appropriate facility

Recruit planning-team members and volunteers

Systematically prepare event-planning activities


15/39

INITIAL PLANNING

Choosing a date

- schedule it to coordinate with and capitalize onassociated local, regional, and national events,activities and promotion.

- to creative and plan activities that will make theevent exciting, engaging, and fun.


16/39

INITIAL PLANNING

Selecting a facility:

- finding and reserving a multi-use facility is critical

- facility can accommodate several different sportsand activities at the same time

- factor to consider in choosing a facility is participant

capacity


17/39

INITIAL PLANNING

Systematically prepare event-planning activities

- associated with organization and management,promotion, and risk management


18/39

MANAGING SPECIAL EVENTS

Tips to save your headaches:

- forming a working or resource group ofrepresentatives of existing events.

- prepared a special events contact list- use a letter of understanding to spell out all

provisions the permit holder must meet

- description of event permit requirement


19/39

TYPOLOGY OF VOLUNTEERSA CASE STUDY ON CHERRY CREEK ARTS

FESTIVAL

1.0 Cherry Creek Arts Festival is Colorado signature cultural event and juried arts festival

2.0 Retention this festival encourages volunteers to remain connected to the

event by involving them in event preparation.

Volunteer need their own committees / organization for connectionin upward movement

To ensure volunteers are effectively managed, there have onecommittee to monitors volunteer food services and ensuresvolunteers are in the right place and the right time.


20/39

Cont..

3.0 Recruitment While efforts at volunteers retention have been very successful,

there is still the need to maintain a number of volunteers

A Get involved with art volunteer recruitment are announce onradio and television. The details information and registration formare included in newspaper and websites in making recruitmentprocess becoming easier.

4.0 Benefits

There are various of food and beverages provided for volunteerssuch give meals per day, supply tea and pastries at the morning,

provided cold water throughout the event The festival also offers a discount on all event merchandise and a

complimentary T-shirt.


21/39

Cont..

5.0 Training

Volunteers are frontline of the festival, so their performance is a key

criterion by which patrons evaluate the festival.

Event training is conducted before the festival to familiarizethemselves with their respective tasks.

A training handbook for volunteers has been distributed

6.0 Appreciation

Appreciation must be frequent, meaningful and from the heart tomaintain a number of volunteers.


22/39

PROMOTION

Event promotion various channel of media to used forpromotion

Early marketing involves city and state proclamations

Flyers distribution contains of information of the event ie:date, time, venue

Market segments to whom should the flyers bedistributed


23/39

PROMOTION

Distribution where should be distributed, withinuniversity, private schools, residents

Promotion via online or website. Information technologyis another platform to promote or market example socialnetworking like facebook, twitter and You-tube

Press release or press conference- to ensure thatinformation to public are correct and genuine

Press release thru local newspapers, radio andnewspaper

Creating T-shirt to promote the event indirectly


24/39

ON-SITE MANAGEMENT AND

ONGOING PROMOTION

A high level of organization is needed in order to successfully thisnumber of participants in a save and efficient manner

registration consideration

- offers both pre-registration and on-site registration forparticipants

- assigning girls to activities and determining theirschedule is a critical aspect of the registration process

- the registration form includes the details about theevent activities (figure 1)


25/39

The Registration Form Includes The

Details About The Event


26/39

ON-SITE MANAGEMENT AND

ONGOING PROMOTION

event rotation

- girls are organized into their respective session

- activities are listed on their name tags in session order,

they know what they will be doing

- the second session is announced and the girls are led

to their next event

- this process is repeated three times, last event they willreturn to the main gym


27/39

EVENT ROTATION (DIAGRAM)

Main gym

Opening remarks

First clinic session

Move to first activities (location)

Participant back

Second session

After last event

(return to the main gym)


28/39

external marketing

environment customer demand budgetingPartnership

internal environment Corporate plan resources availability logistics

During and afterevent

Figure 2 : the event planning process

Ideaproposal

Feasibility

study

Aims &Objective

s

Implementation

requirement

Implementation plan

Monitoring &evaluation

Futurepractice

THE EVENT PLANNINGPROCESS


29/39

Risk Management


30/39

Good management practice

Process steps that enable improvement

in decision making

A logical and systematic approach

Identifying opportunities

Avoiding or minimizing losses

What is Risk Management?


31/39

What is Risk Management?

logical and systematic method ofidentifying, analyzing, treating andmonitoring the risks involved in any

activity or process.

a methodology that helps managers

make best use of their availableresources

Most obvious risks is injury to participants


32/39

All key people, including board members,management and volunteers should beinvolved in every step of the riskmanagement process.

To make the process easier, break the risk

manangement process into achievable steps

How to manage risk?


33/39

Establish the context

Identify the risks

Analyze the risks

Evaluate the risks

Treat the risks

Basic RM process


34/39

Risk is dynamic and subject to constantchange, so the process includescontinuing:

Communication & consultation

Monitoring and review

and


35/39

Minimize & Manage Participants injuries

Essential to have leaders who areexperience and qualified.

Asses the risks and specialconsideration for each sport andactivities

Coordinate with legal counsel and createa participants waiver that release fromliability those who organize, promoteand sponsor the events


36/39

Risk is dynamic and subject to constantchange, so the process includescontinuing:

Communication & consultation

Monitoring and review

and


37/39

Minimize & Manage Participants injuries

Essential to have leaders who areexperience and qualified.

Asses the risks and specialconsideration for each sport andactivities

Coordinate with legal counsel and createa participants waiver that release fromliability those who organize, promoteand sponsor the events


38/39

CONCLUSION

A NGWSD event provides and opportunity for: students, faculty,staff

As a result, it will promote and engage in:

meaningful education-based

Community connected service-learning


39/39

REFERENCE

CONDUCTING A SUCCESSFULNATIONAL GIRLS AND WOMAN INSPORT DAY EVENT

KAREN M APPLEBY, CYNTHIA LEE A PEMBERTON

JOURNAL OF PHUSICAL EDUCATION, RECREATION & DANCE;

FEB 2010; 81, 2; PROQUEST EDUCATION JOURNALS

establish and manage effective strategic planning

Documents