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Planning for closure
A key feature of both events and projects that distinguishes them from ‘business as usual’ is that there is a definite end. This means that when the event has taken place or the project has finished, results are reviewed, reported and then teams are dispersed (Brand, 2015).
By the end of this topic, students will be able to: • Recall how to plan for an event closure • Explain the process for carrying out an event evaluation and gathering the lessons learnt • Describe how to gracefully deal with a cancelled event
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Planning for closure Before your event takes place, it is important to carefully consider the steps for closure or shutdown once the event has finished. The longer and more complex an event is, the more time it will take to complete closedown procedures. This is the same for both projects and events, although project closedowns can get more complicated if the deliverables are not signed off or need to be re-worked.
Closedown activities will depend on the type and complexity of event, however many are general and might include:
• Litter collection and land regeneration (if outdoors)
• Equipment or stage dismantlement and removal (including sound and lighting)
• Gathering feedback from attendees
• Social media postings of event
• Evaluation and lessons learnt report
• Release of event team (a date will need to be set in advance for their release so that line managers can book them onto other work)
• Salary payment and release of temporary staff
• Any outstanding payments to be made or income collected
• Financial reports, including calculation of Return on Investment (if appropriate)
• Measurement of any immediate benefits
It is important to keep employees motivated during the closing phase; it is easy to lose motivation after the event has taken place and staff start to move onto new engagements. Successful closedowns require participation and coordination from the whole team. Many project and event managers will plan an end of engagement celebration to thank employees for their hard work and to keep enthusiasm levels high.
