Network Analysis and the organisation of events

Every event should have a vision and a mission. The vision outlines the longterm goals of the event, the mission sets out the task that the conference organisation/sponsor have set for themselves in broad terms, stating the reason for organising the event and its key objectives. Each event has a unique mission, which distinguishes it from all other events.40 Once the mission is defined, it can be used to focus the conference’s organisers upon the task at hand, leading to the formulation of clear event objectives and strategies. A number of parameters are set by the mission and the overall objectives. They dictate the length of the event, the facilities needed, the speakers, A/V material, etc. The mission is also an important means to provide all who are involved in the conference with a clear understanding of the event and their role in it. A coherent mission statement can be an invaluable tool for establishing a common direction in a team, and promoting unity among its members.41 [...]

The project completion phase includes the analysis of the project. After all detailed work plan tasks are completed, debriefing sessions and a postimplementation review are performed to evaluate the success of the project and to see if the project’s objectives have been achieved or not. The project plans are an essential part of the evidence. The review of the project plan helps to identify differences between planned and actual variables. The results can then be used to improve the planning and estimation basis for future projects.32 This ‘re-use’ is critically important because project managers have to plan and schedule largely on the basis of their experience with similar projects. [...]

The project plan, which must be orientated to by the objectives, defines in detail how specific project tasks and activities will be carried out. It includes the tasks that need to be accomplished, the time frame in which they will be performed, and the team members who will perform them. Through the development of a detailed work plan, project managers identify the work (tasks and structures), effort (hours), schedules (start and end dates), resources (people, equipment, and funding), and costs required to meet the project objectives. The project planning phase will also improve the opportunity for success by reducing risks. Risk management has been increasingly recognised as one of the most important features of the project manager’s task in planning and controlling a project. Thus, no project plan will be realistic unless account is taken of that which could go wrong and contingency plans prepared to manage identified and assessed risks inherent in the project. The customer may form a significant area of risk in itself. For instance, a failure to identify the implied, as well as the stated, needs of the customer can lead to misunderstandings and even conflict.29 [...]