You work as a project manager at an events management company that has been contracted by the Formula 1. Your role is to plan and implement the 2020 Rolex Australian Grand Prix. This will be a three-day event, which will run in Albert Park Lake in Melbourne from Friday 13 March–Sunday 15 March, with Sunday being the day of the official Grand Prix race. The three-day event will be comprised of many elements, including some VIP and public events.

Many dignitaries and VIPs will be in attendance, including the senior management staff from Formula 1 and their many stakeholders. The head office in USA will have in attendance the CEO, CSR Director and Senior Managing Director of Finance, along with their families. The touring party will arrive Thursday evening at 11.45pm and depart Tuesday morning at 2.00am.

Pick one of the following areas of management and prepare a Gantt Chart/timeline for the tasks associated with that area: 

Programming and Logistics
OR
 

Event Tourism.

Format

Once you’ve selected an area, outline all the major planning steps required for that area of management, in a timeline (i.e. all the major tasks you will need to do to deliver the event e.g. book Federation Square events area). You can use any planning document you choose (e.g. Gantt chart, Excel), but the layout should be simple, clear and sequential. See Sample key task timelines (DOC 684 KB) for an example. The focus is on mapping key tasks in a logical order over 11 weeks.

You do not need to drill down to every specific action, nor plot everything on an hour by hour basis.

Your 11-week plan should highlight any hurdle or milestone tasks that are specific to your management area.

As well as the timeline, which should take 1–2 pages to complete, your document should begin with the following sections that should take a further 1–2 pages to complete:

Definition of the chosen topic area.

High level goal for the event.

Three (3) key objectives for your chosen area for the event.

We suggest that you spend some time researching other event management plans, particularly those related to the car industry and racing events. Try to see what the key tasks are and what layout these plans tend to take.

Referencing

References are an essential part of the academic rigour required when critically examining all the multi-faceted functions of event management in this assignment (see how this relates to Learning Outcome 3 in the Syllabus). You will need to provide references and appropriate citations for the research you have undertaken. Referencing is in Swinburne Harvard style.

efinition of chosen management area.

Appropriately addresses relevant planning activities in relation to the event.

Clearly identifies sequence of tasks and milestones appropriate to management area.

Plan is workable and can adapt to unexpected changes.

Plan is professionally presented, ready for implementation with referencing.

Your work will be assessed using the following marking guide:

Assignment 2: Event management plan – Part B marking guide

Criteria No Pass Pass
50-59%
Credit
60-69%
Distinction
70-79%
High Distinction
80-100%
Definition of chosen management areas
(10%)
Did not meet criterion. Addresses most management areas. Addresses all key management areas. Identifies key planning strategies for each management area. Identifies and defines the major planning strategies to the success of the event.
Appropriately address relevant planning activities in relation to the event
(30%)
Did not meet criterion. Includes most relevant planning activities. Identifies most major planning activities. Includes all major planning activities and their relevance to effective planning. Has addressed all major planning activities, including shut down phase.
Clearly identifies sequence of tasks and milestones appropriate to management area
(20%)
Did not meet criterion. Displays a timeline of activities. Has sequence of management plans in order. Identifies correct sequencing and hurdle tasks. Identifies correct sequencing and hurdle tasks and applies appropriate time allocation for each management area.
Plan is workable and can adapt to unexpected changes
(20%)
Did not meet criterion. Plan is obvious. Plan is sequential and easy to follow. Plan is workable and ready to be used. The plan is workable and versatile—able to accommodate updates.
Plan is professionally presented, ready for implementation with referencing
(20%)
Did not meet criterion. Constructed and readable text.

References are from readings and mostly correct in Swinburne Harvard style.

Text with limited errors and correct grammar.

References show attempt at further research and is in mostly correct Swinburne Harvard style.

Professional text choice with correct terminology.

References are varied and keeps to Swinburne Harvard style with minor errors, if any.

Professional text and layout ready for implementation.

References are diverse and relevant and keeps to Swinburne Harvard style with minor errors, if any.