EVENT POLICY AND STRATEGY REPORT 2022

Both Part A and Part B

Running Head: EVENT POLICY AND STRATEGY
EVENT POLICY AND STRATEGY
Name of the Student
Name of the University
Author Note

1EVENT POLICY AND STRATEGY
Executive Summary
The purpose of this report is providing a detailed planning structure of the event which has
been strategically planned keeping in mind the theme of the event. The event company will
use both online and offline methods to create awareness and raise funds for the welfare of the
community. The theme of the event will be raising awareness against child abuse due to the
growing problems occurring around the globe related to this issue. The style of the event will
be Garden Gathering and Film screening.

2EVENT POLICY AND STRATEGY
Table of Contents
Introduction................................................................................................................................3
Discussion..................................................................................................................................3
Causes....................................................................................................................................3
Effects....................................................................................................................................3
Conclusion..................................................................................................................................3

3EVENT POLICY AND STRATEGY
Introduction
Events are pre-planned social gatherings or occasions where individuals of a
community comes together to fulfil a common goal. Event planning is a process in which a
cluster of individuals undertakes the responsibility of an event or a series of events, where the
assigned task is structurally divided into sub groups to deliver the same within the given
period. Events can be categorized into two groups Formal Event and Informal Event. Formal
Events consists of Corporate Gathering, Business Meets and Sales Meetings and so on. On
the other hand, informal events consists of weddings, community events, occasions, festivals
and so on (Jones, 2017).
Discussion
Event Design
The event style shall be a Film Screening and Garden Gathering. The event venue
shall be a lush green arena such as a community garden or school ground to restore the
importance of nature within the members. The center will be the stage where the screening
shall take place explaining the theme of the event. Selected members shall be invited on the
stage to share their past personal experience and shall provide the children a practical
example, which will protect them in the future. Food and Beverages section shall include
brunch food will consist of Bacon, Poached Egg, Rustic Bread, Apple French Toast
Casserole, Chicken Salad, White Wine (Adults Only), Lemon and Strawberry Mock tails.
The serving style will be a buffet system (Self Service) (Woodcock, 2016). The evening
supper will include Coffee for refreshment, Health Drink (For Children) followed by Chicken
parmigiana, Barbequed snags (Chicken and Pork), Lamingtons, Traditional Strawberry
Pavlova and Australian Barramundi. (Arvela, 2013)

4EVENT POLICY AND STRATEGY
Objective of the Event
This report specifically focuses on community event, which is being assigned to a third party
event Management Company. This report is being presented from the company to the
community and proposes to focus on a social issue i.e. Child Abuse. This report will include
the description of strategic thinking behind the event. The demography, time and duration,
requirement and importance of such events to spread social awareness. Though the event
management organization has ample experience, there may arise some risks of failure, which
are mentioned. Finally, for welfare of the community, online and offline platforms will be
enabled for collecting revenue.
Physical Location
The event will be an outdoor event; so the place should be either a playground or a
garden. Therefore, the selected venue is Victoria Park or Port Melbourne Primary School.
The reason behind selection of these two places are mainly due to the lesser levels of
pollution and abundant lush greenery in these areas. Permissions for conducting the event
will be approved by the organization.
Key Stakeholders
The core members in the community shall be directly invited to this event. There will
be reservation system for seats, food and beverages, which will be organized by the company.
The event management company will hire food stalls for the other members of the
community which will be payable in nature. The frequency of core members will be around
150 families, which will amount to 700 headcounts. Estimated total number of people who
shall attend the event will be around one lakh and for their food, around 300 food stalls are
being made available (payable).

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Demography
The demography will consists of three main types:
 The primary category will be the children as the theme of the event is based on
their protection and awareness.
 Both parents shall be included in the list of invitations but in case of
availability issues or single parents, one guardian is also accepted.
Main businesspersons and stakeholders shall be invited personally to raise bulk funds
for the welfare of the community.
Location
As stated earlier, the event will be an outdoor event; so the place should be either a
playground or a garden. Therefore, the selected venue is Victoria Park or Port Melbourne
Primary School. The reason behind selection of these two places are mainly due to the lesser
levels of pollution and abundant lush greenery in these areas. Permissions for conducting the
event will be approved by the organization. On the other, hand the estimated population is
huge so one of the two places will accommodate the crowd. Port Melbourne Primary School
Football ground will be better of the two option due its location beside the sea, which will
maintain a coastal weather and the children, will be comfortable to attend the long event. On
the other hand, as the port is nearby the number of paid customers will be huge.
Required Facilities
The list of facilities required for conduction of this event are as follows:
 Electricity- As the event is an outdoor, film-screening event, the event cannot be
executed without proper facility for electrification. In addition, the buffet area and the
food stalls will require electricity separately.

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 Diesel Generators: To avoid unusual circumstances of power cuts Diesel Generators
must be kept as backup. This is due to maintain the continuity of the event as the
speeches by special guests and experts are being arranged.
 Labor: Though the labor will be arranged from the event management company still it
is being informed to the community. Almost around 150 labors are being induced in
the event. Food serving and Distribution will require 50 employees. Other facilities
such as arrangement, cooking and decoration will require almost 75 employees. The
film screening and stage arrangement will require around 25 employees.
 Chair and Seating Arrangement- Proper chair, tables and seating facility shall be
required around the food area and the stage.
 Parking Space- The parking facility of the venues are not enough for the estimated
population. Therefore, the sidelines have to be used for extra cars and vehicles. So
local police permission is required to access the areas.
Time and Duration
The date will be 29th of April 2019. The selection criteria behind this particular date
are due to various reasons. They are:
 The month of April is National Child Abuse Prevention Month.
 April is the autumn season, so weather and climate are pleasant at this time.
 The month of April contains long school holidays so that children can rest the next
day.
29th April is Sunday so participating members do not miss their daily work.
Importance of the Event
This event is based on a social issue i.e. Awareness against Child Abuse. So, the
theme of this event will be highly admired. The event will be divided into sections where the

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program will start with a documentary explaining the importance of educating the child about
topics that are generally not discussed at home but are very important. These will include
demonstrations of human body parts where people are not allowed to touch. (Anderson,
Feldman & Bryce, 2018). Importance of complaining immediately when anyone misbehaves
or touches inappropriately. On the other hand, this will help the parents to break the ice with
their children about these topics. As mentioned, the purpose of this event is to reduce the
growing negativity within the community and increase in communal harmony.(Fortson,
Klevens, Merrick, Gilbert & Alexander, 2016) Special guests are also invited to the event
such as business delegates and local stakeholders who may donate significant amounts for the
welfare of the community.
Graphical Representation (Gantt chart)
The table below shows the breakup of all the segments and their timings. The task
starts with serving the beverage, which starts around 10 o’ clock in the morning, which
continues for one hour. By the time all the community members have arrived, the
documentary will start sharp at 10:30 am, which will continue for 2.5 hours. In the meantime,
the catering team will arrange the buffet for the brunch, which will start after the
documentary ends that will be around 1 pm in the afternoon. The Brunch time will end
around 4 pm in the afternoon, which will be followed by Awareness Speech from the parents,
who will share their experience to aware children. In the meantime, beverage will be served
again around 4:30 pm. Finally, the event will proceed to its climax where the speech session
will resume. In this session speeches will be given by Experts who will educate the parents
about understanding their children, followed the feedback speech of special guests. Finally,
the event will be concluded with dinner, which is a buffet facility where the members of the
community can have conversation with each other, reducing the negativity within (Nurre &
Weir, 2017).

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Table 1: Gantt chart for the event
Task
Start
Time
End Time
Duration (hr.)
Beverage Serving 10:00 11:00 1
Documentary 10:30 13:00 2.5
Brunch 13:00 16:00 3
Awareness Speech (Parents) 4:00 17:30 1.5
Beverage Serving 4:30 17:30 1
Speech (Special Guest and Experts) 5:30 19:00 1.5
Dinner 7:00 21:00 2
Explanation: Beverage serving will start sharp at 10 am in the morning as soon as the guests
start entering the arena and will end around 11 am. The documentary session will start around
10.30 am and will continue for 2.5 hrs. Meanwhile the brunch will start at 1pm in the
afternoon, which is a buffet system. After the brunch, parents and experts will deliver the
Awareness Speech. The last session will include beverage serving followed by dinner.
Budget
The budget is presented in the form of a table, which is given below:
Table 2: Event Budget.
Items Amount
Rent (Venue) 2000
Wages 10000
Food and Beverages 12000
Documentary 4000
Miscellaneous 8000
Total 36000

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Explanation: The event budget has been divided into 5 parts which are Rent i.e. cost
of booking the venue, wages- the cost of employing casual labor for the single day event. The
total cost for food and beverages is $12000 and the cost of filming and screening the
documentary will be $4000. This includes the cost of direction, light, editing, and payment
for the cast, travelling fare and crew and studio rent. Miscellaneous expenses includes
Parking charges, permission from the police station, fire brigade and other extra costs. The
left over amount from the miscellaneous expenses will be returned back to the community
after the event is completed.
Risks and Other Considerations
 Delay in booking Venue: To fix the particular date, advance payment is to be done so
that the venue can be booked for the assigned date.
 Car Parking: Estimated number of cars is around 4500 units, which cannot be
accommodated in the parking space so permission for lane parking has to be done
from the local police station.
 Social Media: Social media platforms like Facebook, Instagram and Twitter will be
used to invite more people to the event.
 Fuel: Solar panels and electric fuelling generators will be used to fuel the whole event
but it is advised to make some precautions from the community end to avoid mishaps.
External Revenue Sources
Social platform campaigns will be used as fund raising instruments and
spreading awareness. Facebook Page shall be created collaborating with the local community
to invite people to the event. Donation accepting platform, Patreon will be used to accept

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global donations for welfare of the community. If the concerned authority approves the
permission for Port Melbourne Area then the event can easily attract the import export
business personnel. So outdoor promotion will be executed in the area. Tools such as
Handbills and Posters will be used to attract the crowd. Measures from the community should
also be taken to fasten the speed of promotion of the particular event. (Zaharuddin, Zakaria &
Zakaria, 2018)
Conclusion
This report is a detailed study of strategic approach to successfully conduct the
concerned event. This report is to be submitted to the Local community head and the
feedback has to be submitted back to the event management company as soon as possible.
The proposed event is a large size event as it aims to involve maximum people of the area.
The proposed theme of the event is raising awareness against child abuse. The option for the
venue is Port Melbourne Primary School Playground or Victoria Park Area. Both the spaces
are adequate to accommodate the estimated headcounts of the community. The event will
commence with a video based educational documentary which shall be followed by lectures
delivered by selected parents and invited experts. So, to protect the future of the children this
event maybe a life-changing lesson both for the children and for the parents.
References
Arvela, P. (2013). Ethnic food: the other in ourselves. In Food: Expressions and impressions
(pp. 43-56). Brill.
ro.uow.edu.au/cgi/viewcontent.cgi?referer=https://scholar.google.co.in/
&httpsredir=1&article=2109&context=lhapapers

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Bellary, S., El-Rifai, M., Andrew, J. A. N. G., & Stubbs, P. E. (2019). U.S. Patent
Application No. 15/822,262.
https://patentimages.storage.googleapis.com/d3/73/b2/fc6910b9c10bde/
US20190164135A1.