APM webinar sponsored by the London Branch on 20 July 2021. Speaker: Gemma Roura Serra Racing in the heart of iconic host cities – London, New York City, Paris, Rome, Hong Kong, Buenos Aires, Moscow, Beijing amongst others. This webinar was held on 20 July 2021. The world’s first all-electric single-seater car racing series. Conceived to accelerate electric vehicle adoption and demonstrating leadership in the sports by becoming the world’s only sport to be net zero carbon since inception. Formula E has achieved significant growth since its debut in the grounds of the Olympic Park in Beijing in 2014. Ahead of the 2020/21 season, Formula E gains World Championship status to become the ABB FIA Formula E World Championship. Now, with 12 teams and 24 drivers on the grid, the championship has become a destination for the world's best motorsport teams and racing talent. A calendar with 12 locations and 14 races. The races predominantly take place on approximately 3 kilometres circuits. The length of the race is 45min + 1 lap. And the cars go from 0-100km in 2.8 seconds with a max speed of 160 mile/hour. The organisation of a motorsport event in a City Centre is very complex and challenging. Lots of different stakeholders are involved, and not all necessarily familiar with motorsport. Complicated permitting and licensing processes. Deadlines and event management plans submissions. Huge logistics and planning programmes. Live TV broadcast, media and digital. Entertainment, guests experience and hospitality. A city inside a city. https://www.apm.org.uk/news/programme-management-formula-e-webinar/ https://youtu.be/kAOT9kbUIZI

1. FORMULA E AND PROJECT MANAGEMENT
LONDON, 20TH JULY 2021

2. Introduction
GemmaRouraSerra
Strategic Planning Director
Formula E

3. ØWorld’s first all-electric single-seater car racing series - conceived to accelerate sustainable
human progress through the power of electric racing.
ØRacing in the heart of iconic host cities.
ØAchieving significant growth since its debut - Olympic Park in Beijing in 2014.
Ø2020/21 season – gaining World Championship status - ABB FIA Formula E World
Championship.
ØThe only sport certified net zero carbon since inception
ØFor next season a calendar with 12 locations, 16 races, 12 teams and 24 drivers.
ØThe races take place on approximately 3 kilometres circuits. The length of the race is 80 to 100
kilometres (45min). Cars go from 0-100km in 2.8 seconds with a max speed of 280km/h.
FormulaE

4. Ø To organise a motorsport event in a city centre is very complex and challenging.
Ø Lots of different stakeholders are involved, and not all are necessarily familiar with
motorsport events .
Ø Complicated permitting and licensing processes.
Ø Deadlines, milestones and event management plans submissions. Logistics and planning.
Ø Racing. Live TV. Entertainment, event experience and hospitality.
Ø A city inside a city.
FormulaEandProjectManagement

5. Roadmapofanevent
Pre-Project Foundation Execution
Feasibility Evolve & Develop
Solution
Post-
Project
What do we
want to do?
Can we do it? Specific for
each event
Planning how
we do it
Doing it How did it go?
• Strategy
• Objectives
• Verify track
and overlay
options,
consider
dates, city
availability
and business
model
• Delivery
model
(Event specification,
budget, timeline,
milestones, roles &
responsibilities)
• Building
blocks
(Venue design, Event
Management plan)
• Plan all details of
the event
• Teams
collaboration
• Information
gathering
• Delivery
• Promotion
• Running of
the event
• Review
• Lessons learned
• Feedback loop
• Reports
• Benefits
Permit approval Event / Race
Calendar
After calendar announcement

6. Relevant documents that help with fundamental components of the event
Whatdoweneedtomakeithappen
ØEvent Specifications – What is needed and how should be delivered.
ØAction plan responsibilities - Who is responsible of what.
ØBudgets - To help tracking financial performance and cashflow of the event.
ØEvent Specification Tracker – To be used as project management tool – tasks and actions
ØEvent Management Plan - To show local authorities and stakeholders that the event is
delivered safe and in a professional manner.

7. Eventmanagementteam
ØEach event has an Event Director:
- has the whole understanding of the event at each location.
- to provide support across the business for the event and tuned in company objectives.
- to develop and protect relationships with stakeholders, political & city management
- to ensure that the team is coming together in collaboration to deliver the event.
ØEach event has different leads and teams working in different places and times zones.
- Global team - Headquarters are in the UK
- Local team – There is one local team at each location

8. Tech tools - to help work in collaboration with the team
Howwecommunicateandmanage
INFORMATIVE OPERATIONAL
ON
REGULAR
BASIS
Group chat
To keep the communication within event
leads, sharing main general updates.
WHEN
NEEDED
Event progress meeting
With a clear agenda and speakers defined.
Event Portals/Event specification tracker
Project management tool to track progress
and discuss on specific topics, sharing
documents.
Dedicated meetings
With specific leads on specific subjects:
.“on demand” or with scheduled recurrent
meetings

9. Eventportals–everythinginoneplace

10. Dedicatedeventportals

11. What is this for?
Eventspecificationtracker
Ø The tracker contains all actions and tasks from the event specifications document and helps
tracking the event progress.
ØStandardise the way events are managed and information is requested.
ØGather information required for permits; minimum FE H&S standards; legal registers, etc.
ØStreamline communication amongst the team.
ØAllow each department to better manage their own area with their own teams.
ØCreate the Event Management Plan – operational plans for permits submission.

12. Usingthetracker–sections
Ø All events have a
tracker.
Ø Total of 26 sections.
Ø Content of some
sections are
standard the whole
year.
Ø Other sections are
specific to each
event and need to be
adapted.

13. Usingthetracker-tasks

14. Eventprogressstatus
Example

15. FormulaEinnumbers
67%
In Season Five, we recycled an average of 52% of waste at our events and 67% at our
headquarters in London
100%
We recycle 100% of our Michelin racing tyres after use. We use just one type of hybrid (any
weather, any pavement) tyre per season and only two sets of tyres per race per car, which is
30-50% less tyres transported
62%
In Season Six, 62% of our fans came to the race via public, shared or sustainable
transportation
300,000
Since its introduction in Season Five, we have saved the equivalent of almost 300,000
330ml single-use plastic bottles from landfill by introducing Allianz Hydration Stations and
reusable water pouches in our E-Village

16. FormulaEinnumbers
ISO 20121
We are the first motorsport championship to have achieved third party ISO 20121
certification which recognises the sustainable delivery of our events
1,200
Cumulatively since Season Five, we have worked with over 25 different schools/universities,
over 100 different charities/local community groups/institutions and had over 1,200
participants attended community tours across nine cities
20,000 t CO2 -eq
In Season Six, our total carbon footprint was only 20,000 t CO2 -eq which is 55% less than
Season Five due to COVID-19 impacts

17. FormulaEinnumbers
3,332
In April 2020, Formula E launched the Race At Home Challenge in support of UNICEF which
resulted in over £100,000 donated to UNICEF’s global coronavirus appeal which could help
provide 3,332 PPE kits for healthcare workers globally
Net Zero
In September 2020, the ABB FIA Formula E World Championship became the first and only
sport to be certified net zero carbon since inception. This has been achieved by reducing our
own footprint through our own efforts, investing in internationally recognised projects within
our own race markets and then offsetting the remaining unavoidable emissions

18. ABB FIA FORMULA E CHAMPIONSHIP
Keynote Headline here Date Month Year
ThankYou.Anyquestions?