Planning Tools

Event PlanningTools Offer cynllunio digwyddiadau

Natalie Hopkins

Objective 4

Learning Objectives/Amcanion dysgu:

Explore the use of AI to generate Gantt Charts and Critical Path Analyses.

Objective 1

Objective 5

Recap what a Gantt Chart is and its purpose.

Explore online Planning Tools

Objective 2

Objective 6

Expain the purpose of Critical Path Analysis.

Evaluate a range of Event Planning Tools.

Objective 3

Create a Gantt Chart & Critical Path Analysis.

Index/Mynega

1. Gantt Charts

2. Critical Path Analysis

3. Using AI to Generate Planning Tools

4. Online Planning Tools

Pen-blwydd Hapus I Fi!You are going to plan and organise my birthday party...

In your table groups, write down all the tasks that need to be completed on the post-its. One task per post-it

Now, in groups of 2 or 3 consider the timescales for each task and create a Gantt Chart in Excel.I want my party to take place on the 21st Feb.

1. Open Excel through the Windows button (bottom left).

2. Click more teamplates (right-hand side), then search for 'Gantt Project chart', and open it.

3. On the 'Project Tracker' tab, Change the start date to today's date and end date to 21st Feb 2025.

there is a quicker way to create a Gantt chart in Excel, if you search for the template 'Gantt Project Chart'.

4. Change the 'Activities' to the tasks that need to be completed and change the start and end dates, for each task, to match those of your previous Gantt Chart.

5. Print screen the 'project chart' tab and paste into your group Teams chat.

Critical Path AnalysisDadansoddiad Llwybr Beirniadol

What is a critical path analysis?

Critical path analysis is a business tool that allows you to plan an event. It requires the event organiser to draw out the set stages that the event needs to go through in order to get to the end. The length of time for each stage is included. By doing this it is possible to see the minimum amount of time needed, known as the critical path.

Creating a Network Diagram and Identifying the Critical Path

Follow the steps to create a critical path analysis. Click on the '+' icon for more info on each step.

Step 2 - Determine Sequence

Step 1 - Identify Activities

Step 3 - Draw the Diagram

Step 5 - Identify the Critical Path

Step 4 - Estimate the Actvity Duration

A ny delay in tasks on the critical path will result in a delay in the event’s completion date. Task - Complete a Critical Path Analysis for your prom.

TASK/TASG

Open the AI you use the most.Ask it to generate a Gantt Chart and Critical Path Analysis for my birthday party. How you choose to write your prompt is up to you, but remember the output is only as good as the input!

Online Planning Tools

As well as the more traditional planning tools such as Gantt Charts and Critical Path Analysis, it is also possible to use online software and tracking tools to plan and organise events. Websites such as Eventbrite give planning guides and access to online services such as e-ticketing and marketing with help with event planning and delivery. Apps may also be used to help with online event planning, for example Doodle (a scheduling tool) can be used to put speakers, event hosts and attendees in touch with each other for free.

Task/Tasg

ONLINE PLANNING TOOL TASK

TASK/TASG

Think about the strengths and weaknesses of each of the Planning Tools and methods we have looked at today.Discuss these with your partner. Which is the most helpful when planning and organising an event?

Objective 4

Learning Objectives/Amcanion dysgu:

Explore the use of AI to generate Gantt Charts and Critical Path Analyses.

Objective 1

Objective 5

Recap what a Gantt Chart is and its purpose.

Explore online Planning Tools

Objective 2

Objective 6

Expain the purpose of Critical Path Analysis.

Evaluate a range of Event Planning Tools.

Objective 3

Create a Gantt Chart & Critical Path Analysis.

Determine the sequence of activities

Identify the dependencies between tasks, i.e., which tasks need to be completed before others can start.Example:

• Task B (Send invitations) can only start after Task A (Book venue) is completed.
• Task C (Arrange catering) can start as soon as Task A (Book venue) is completed.
• Task D (Set up audio/visual equipment can only start after Task A (Book venue) is completed.
• Task E (Rehearse presentations) can only start after Task D (Set up audio/visual equipment) is completed.

Estimate the duration of each activity

Assign a time duration to each task based on realistic estimates.Example:

• Task A: 3 days
• Task B: 2 days
• Task C: 4 days
• Task D: 1 day
• Task E: 2 days

Draw the diagram

Visually represent the tasks and their dependencies using rectagles and arrows. Each rectangle should represent a task or activity, and the arrows should show the direction of work and the sequence in which tasks should be performed.

List all activities required to complete the event

You should identify and list every task that needs to be completed for the event. Each task should be specific and actionable. (If you completed the Gantt chart first, you should already have these)Example:

• Task A: Book venue
• Task B: Send invitations
• Task C: Arrange catering
• Task D: Set up audio/visual equipment
• Task E: Rehearse presentations

Identify All Possible Paths Through the network & Identify the Critical Path

The critical path is the longest path through the network diagram. It represents the minimum time required to complete the event. Any delay in the tasks on this path will delay the entire event. Example: In the paths calculated above: Path 1 (A → B) = 5 days Path 2 (A → C) = 7 days (Critical Path) Path 3 (A → D → E) = 6 days Critical Path: Path 2 (A → C) with a duration of 7 days.

Calculate the total duration of each path (sequence of tasks) from the start to the end of the project.Example: Path 1: A → B (3 days + 2 days = 5 days) Path 2: A → C (3 days + 4 days = 7 days) Path 3: A → D → E (3 days + 1 day + 2 days = 6 days)