Organisation of a major event

Patrik Geloneck, University of Göttingen, Technical Officer of the student body

Project management

Project management for planning and implementing an event, professionalisation, initiating, planning, controlling and completing projects

Phases of project planning

• Planning phase
  • 6 W-questions (What? When? How? Where? How many? Who?)
  • Milestone plan (planning the event backwards from the party date)
• Organisation phase
  • Obtain permits, submit proposals, make reservations
  • Writing power plans
  • Hire vans and cars
  • Exceptional authorisations possible
  • Borrow equipment and is it insured?
  • Security and paramedics required? (regulation for serving alcohol, B licence)
  • Insurance? (organiser's liability)
  • Police / public order office / paramedics (from a certain event size)
• Set-up
  • Helping out or coordinating (distribution of tasks)?
• Realisation
  • As an organiser, you can't always be everywhere
  • Create enough time for tasks
  • Create systems
  • Create specialists
  • Give your people enough breaks
  • Buy food (fruit) and water for the team
  • How-to cable, how-to counter, how-to cash register (how something should look, how fridges are stocked, etc.)
  • Pay attention to quoted bar losses at the tax office, amusement tax
• Dismantling
  • As with the set-up: coordinate or lend a hand
  • Planning is the be-all and end-all
  • Write dismantling instructions (which work is to be done in which order)
• Reflection
  • Write how-to's afterwards (pictures, text, tables etc.)
  • Knowledge management: don't just reflect with your organisation
• Good to know
  • Electricity: make electrical connections watertight
  • Tools: side cutters, pipe wrench, screwdriver
  • Consumables: cable ties, armoured tape
  • Walkie-talkies instead of Whatsapp
  • Pack boxes/cases
  • Make plans/drawings/photos

Exchange information on events organised by other student bodies

• Casino evening at Leuphana
• Wiki for passing on information
• Value Added Tax on every drink and ticket
• GEMA indication of the sound areas