I have been organising a student recital over the last few weeks and thought I would share some thoughts on the project.
Preparing for any show can be a mammoth task, and a student recital is no exception. However, it is all about the preparation and not leaving anything to the last minute to make sure it will go ahead with as few hiccups as possible on the day. Over the years, I have learned various project management techniques to turn a mammoth task into simple tasks and end up with a success
We must create a list of all the aspects of the concert, including Venue, Tickets, Equipment, Performers, Backing tracks, Speeches, and Timings. Each of these topics gets broken down into 4 of the 5 W’s. The What, When, Where, Who needs to be detailed. The Why is not required for this type of project unless we need to convince someone else why each task is necessary.
Performance on paper can help, proceed through the event as you intend it to run and imagine what you need for each part. Note anything that might be missed and add it to the to-do list.
Start working through it, not necessarily from the first to last, but anything that may have an extended lead time or need someone else to give answers and make agreements should be first. After that, the order doesn’t matter.
Schedule time for each day, make sure you progress an item each day and relax before the event.
Try to stick to the plan and expect things to go wrong on the day. Stay calm and deal with them. The more you drift from your plan, the more likely you will have problems. It is usual for something not to go as expected, have spares, allow time for changes and be flexible.
Most importantly, enjoy the event