Project Management
In 2018 Fun Palace has been designed with modular program structure. The Structure consists of approximately 20 different activities in 6 categories. These categories will include:
| Activity Type | Duration | Location | No. of Engagements | No. of Visitors per Session | Total No. of Visitors | |||
|---|---|---|---|---|---|---|---|---|
| Walkup Activity | 20 minute | Foyer | 3 activities x 8 sessions | 24 | 15 | 360 | ||
| Sitdown Activity | 30 minute | Window Bays | 9 activities x 6 session | 54 | 10 | 540 | ||
| Mini Workshop | 60 minute | Digital Media Lab | 2 activities x 2 sessions | 4 | 16 | 64 | ||
| Class | 60 minute | Mezzanine | 2 activities x 2 sessions | 4 | 20 | 60 | ||
| Feature | Design Challenge | 120 minute | Innovation Lab | 1 activty x 2 sessions | 2 | 36 | 72 | |
| Block Bot Battle Championship Practice & Heats | 90 minutes | Fabrication Lab | 1 | 20 | 20 | |||
| Oversized Collaborative Creation | TBC | Auditorium | All Day | 100 | ||||
| Block Bot Battle Championship Final | TBC | Auditorium | 1 | 50 | 50 | |||
| Total | 1266 | |||||||
This modular event structure will short track the process of facilitating internal and community contributions to this event on a short timeline.
The approach above is also informed by legal capacity of the building and observed patron traffic flows through it during large events and previous experience delivering similar programs (previous Fun Palace, Halloween Party, Science Fair, Maker Fairs etc).
The project has been broken down into a pre-project stage (Zero) and four key stages of delivery.
Stage Zero - Establish Establish Event Framework
This preproduction stage is concerned with identifying the priorities of the project and developing the framework and processes to deliver including:
- Modular Program Framework - Complete
- Program Development and Quality - In Progress
- Project Budget - In Progress
- Marketing and Communication Plan
- Engagement plan - Internal, Sector and Community - In Progress
- Regional Librarian Professional Development - In Progress
- KPIs and Evaluation Plan - In Progress
- Documentation and Wiki Engagement Plan - In Progress
Stage One - Expression of Interest Callout
The Project Team will draft Callouts to engage:
- Internal State Library units and individuals to pitch activities to run, or to volunteer as facilitator or helpers at Fun Palace Event,
- Public Library Network (see Regional Library Professional Development
- Sector Organisations to pitch activities they can deliver or sponsor,(sent directly to Sector contacts where appropriate by the who team - please record this contact on fun palace contact list)
- Community - (volunteering, emerging facilitator via enews/facebook/ ig)
Where appropriate the callout will be distributed via
- Yammer
- An all-staff email (Sent by Lone)
- In-touch
- Public Library Connect (organised by Nejdet the LGC)
- State Library Social media channels (inc specific channels The Edge, APDL, KD)
- Direct contact with existing sector partners.
As activity ideas are identified these will be collated to Activity Ideas
Stage Two - Program Selection and Development
Activities will be assessed against an Activity Selection Criteria by a small Selection Group Chaired by the Director of Community Connections. All Facilitators will be confirmed by 5 September. Selected ideas will be slotted in the program and a program for the event will confirmed on 7 September.
Edge Staff will collaborate with selected facilitators/sponsors to complete the preparation of activities requiring further development. Where required Edge staff will conduct trials of activities with facilitator/sponsors. Feedback and observations from trials will be used to complete detailed activity plans to a minimum quality standard.
Will all facilitators and activities confirmed on 7 September a complete program can go to comms for marketing, design and for the information of The Ministers office.
Stage Three - Event Preparation Promotion and Delivery
All activity plans will be complete submitted and published on this wiki by 12 September.
Complete material and equipment list will be confirmed on 14 Sept and all orders complete 21 Sept.
An online info pack/event induction will be drafted for all Facilitators/volunteers will be sent out on 14 Sept with all event personnel completing this by 1 Oct.
Regional Librarians arrive for PD sessions and prep on 4 Oct.
Event Bumpin 5 October 10am - 2pm (TBC)
Event 9:30am - 12:30pm Call for all AM shift facilitators/ Volunteers - 12:00- 3:00 pm pm Call for all PM shift
Bumpout - 3:30 - 5:00
Stage Four - Evaluation and Reporting
All facilitator/volunteer feedback surveys distributed 9 Oct Closed
All returns Complete
Project Milestones and Deadlines
Stage Zero Planning
Fri 3 Aug Project Plan Complete
Tue 7 Aug EMT presentation
Tue 7 Aug Consult with M&C to dev Marketing Strategy
Tue 7 Aug Callout ready for distribution,
Stage One Callout for Activities & Facilitators/Volunteers
Wed 8 Aug Callout distributed
Wed 15 Aug Callout Reminder
Fri 17 Aug Callout Close
Mon 20 Aug Activity Selection
Wed 29 Aug External activities Close
Fri 31 Aug Confirm activities
Monday 2 Sep Workshop Trails Commence
Wed 5 Sep All facilitators Confirmed
Fri 7 Sep Workshop Trials Close
Fri 7 Sep Program Finalised
Stage Two Event Prep
Wed 12 Sep Detailed activity plans (workshop plans) submitted
Fri 14 Sep Description / session plan
Fri 14 Sep Contractor Agreement Sent
Fri 14 Sep Materials list complete
Fri 21 Sep All materials sourced / on order
Tue 24 Sep Event Induction Pack complete and ready for distribution
Mon 1 Oct All event induction training complete
Thu – Fri 4 & 5 Oct Regional Librarian PD Sessions
Stage Three - Event
Fri 5 Oct BUMP IN
Sat 6 Oct Fun Palace 2018 event & Packd down
Stage Four Post Event
Fri 12 oct Evaluation forms sent out All Returns Complete
Fri 19 Oct Evaluation Forms Returned
Fri 9 Nov Evaluation Report complete
Discussion