Project Planning - what-to-do-when in order to maximise success

Three strong messages came through in this excellent session: The importance of establishing a well grounded and experienced team; good communication with stakeholders; and the importance of corporate hospitality for encouraging Class As to your fleet.

The three speakers gave very practical advice on the many aspects of project planning as a host port for a Tall Ships event. The differences between them underlined a major point made by Birgir Haraldseid from his experience in Stavanger “Know your own challenges – these will dictate your approach”. It is important to identify your strengths and weaknesses as soon as the contract to be a host port is awarded to identify areas that need special consideration.

Phil Payne, from NewcastleGateshead, took the audience through various elements to be included in the project plan using his extensive knowledge of running the hugely successful NewcastleGateshead event in 2005. In contrast, Mike Richmond, of Richmond Event Management and organiser of the successful Liverpool 2008 event, discussed his strategy from a professional/commercial event planner’s perspective.

An interesting tactic used by Stavanger is to ensure members of their organising committee participate in a race leg themselves during the preparation years. This gives them a different perspective on the race and the subsequent ability to identify how to increase the positive experience for trainees.

The three speakers each had their own timeframe for appointing team members, dictated in part by the experience and other commitments of the organising team members. Richmond’s advice was to keep the core team ‘lean and keen’ and ensure that they have access to all the information required for them to fulfil their role. Bringing them in too early when this information is not available is not advisable.

Speakers
Mike Richmond: Managing Director, Richmond Event Management and the Event Safety Shop UK

Birger Haralseid: Energy Sector Expert, Stavanger Economic Development, Norway

Phil Payne, Head of Corporate Services, NewcastleGateshead, UK