Planning a Breast Cancer Awareness Marathon Event: Operational Considerations, Risk Assessment, and Contingency Blueprint

This presentation provides insights on planning a breast cancer awareness marathon event, including the purpose, theme, and location of the event, operational considerations, risk assessment, and contingency blueprint. It covers important aspects such as vendors, human resources, volunteers, financial resources, and more.

Attraction
and Event
Management

Purpose of
Study
▪ The purpose, theme and Location of the Event.
▪ Operational consideration for the Event
□ Vendors
□ Human Resources
□ Volunteers
□ Financial Resources
□ Risk Assessment
□ Contingency Blueprint
□ References
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Purpose of the Event
▪ Breast Cancer-It is the second most diagnosed cancer in
Australia, since the year 2014(Kirsten & Hobbs, 2017).
▪ Over 18235 people were diagnosed with the terminal
disease in the year 2018(Dasgupta et. al., 2017).
▪ Over 3158 People lost their lives in the same year(Fox et.
al., 2017).
▪ “Run for Help” is the theme of the Event. The marathon is
organized to spread awareness about Breast cancer and
collect Charity for the underprivileged people by passing
on the funds to charitable organization.

Theme of the Event
▪ Event themes helps in engaging the participant or the
audience of the event(Park & Park, 2017).
▪ Being a low budgeted event, the theme is primarily based
on the colour Pink.
▪ Men and Women both have to be dressed in Pink and run
for the cause.
▪ The BIB numbers, certificates and the event marketing
collaterals will be designed in the colour pink.
▪ Every T-shirt to have a customized message spreading the
awareness of the terminal disease.
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Location, Time and Date of the
Event
▪ The location for the Event is St. Joseph Catholic School,
located at Murray Bridge.
▪ The running track of the school will be the running field
for the participant.
▪ The school is a ideal place as it is not charging any
amount for using the track, also a number of
volunteers will be provided by the school Authority.
▪ The marathon will start at 6 in the morning and is
scheduled on 1 July 2018. 6

Operational Consideration for
the Event
▪ Planning of an event in itself is a humongous task at
hand, as plethora of resources have to be pooled
together before the event(Vontas, 2018).
▪ The most important factors in Operational Consideration
of the event are:
□ Vendor
□ Human Resources
□ Volunteers
□ Financial Resources
□ Risk Assessment
□ Contingency Blueprint 7

our
office
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Vendors
▪ Vendor is an important component of supply chain
ecosystem, in simplest words it means anyone who
provides goods and services to the company(Liu, Sparks &
Coghlan, 2017)
▪ Vendors required for the Marathon Event are:
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Name of the Vendor Type of Vendor
Christy Pty Ltd Bib Number & T-Shirts
Hosting Direct Energy drinks and Refreshment
Landmark Medals Medals for the participants and
winners
Fabric Printing Certificates, sign boards, marketing
collateral
Local agency Managing the campaign on Social
Media

Human
Resources
▪ The Human resource for Event planning and management
is not just restricted to the departments, but it is a
measure of company success(Aviso et. al., 2018).
▪ It is extremely important to comply with the labour laws in
order to take care of the human
resources(Wehrmeyer,2017).
▪ As mentioned in the earlier slide, paid human resources
are to be used in addition to the volunteers.
▪ The paid human resource will serve as trainers for the
volunteers.
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Human Resources
▪ Security Personal-3 Paid security to be hired on the day of
Event along with same number of volunteers to ensure the
safety of the participants.
▪ AV Team-Audio visual team will ensure that the entire
school has arrangement for music, PA system and other
functions, a team of 4 AV staff is required here.
▪ Photographers- A team of 2 photographers along with 2
volunteers will ensure the entire event gets coverage.
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Human Resources
▪ Event Co-ordinator-This team will comprise of 2
professionals and at least 6 volunteers to manage the
run.
▪ Refreshment Team- The refreshment will be distributed
by 4 volunteers.
▪ Medical Team-An ambulance along with 2 trained staff are
required at the venue.
▪ T-shirt, Bib Number & Certificates- A team of 4 volunteers
will be assigned for this task.
▪ Anchor- An anchor for the Event, along with one
volunteer will be good enough. 12

Volunteers
▪ Volunteers can be understood as the part of human
resources who have offered to help for the cause without
any cost implication(Pika et. al., 2017).
▪ In totality, overall 40 volunteers will be required for the
event.
▪ The volunteers will help all the paid staff and assist in
Event coordination and Management(Muscat & Deery,
2017).
▪ School authority has ensured that they would allow High
school students to help the cause.
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Financial Resources
▪ The costs are allocated to the different departments as
follows:
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Event Activities Cost Involvement
Refreshment & Snacks $ 750
Printing cost of collateral and T-shirt
costs
$ 1250
Rewards for the Run $ 1000
Marketing campaign cost $ 1000
Other overheads $ 1000
Volunteers Free of cost

Financial Resources
▪ The financial goal here is to collect at least $ 20,000 from
the run and donate it to the charity after deducting all the
expenses.
▪ Financial resources is the most important aspect of the
Event planning(Vahlne & Johanson,2017).
▪ A special team has to be created for the planning of the
financial resources and allocation for the Event.
▪ It has to be ensured that the Event authority not exceeds
the budget as forecasted.
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Risk Assessment
▪ Risk assessment can be understood as a tool for
evaluation of the possible risk associated with the event.
▪ The risk assessment team has to ensure that they create
preventive strategies to assess the risk before
hand(Chang, 2018).
▪ The process for Risk Assessment can be mentioned as:
□ Risk Assessment
□ Risk Evaluation
□ Risk Mitigation
□ Potential risk associate with the event are: Less
refreshment, need of medical services, less gathering
as expected and many more. 16

Contingency Blueprint
No one can predict the outcome of the Event with utmost certainty,
thus it becomes important to plan for a contingent event in such a
case(Sovacool, 2017). Some of the factors of contingency in case of
the Marathon are:
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Event Activity Contingency Plan
Bad weather, rainfall or any other
natural calamity
Push the Event to next week, get it
printed in the collaterals.
Less number of refreshment Keep an additional buffer of 15%
Lesser count of the runners as
expected
Keep the distance short in this
case.
Volunteers not turning up 15% buffer of volunteers, increase
the count from 40 to 60 volunteers
in the planning stage

References
▪ Kirsten, L. and Hobbs, K., 2017, March. Supportive care in advanced breast cancer. In Cancer Forum (Vol. 41, No. 1, p. 20). The Cancer Council
Australia.
▪ Dasgupta, P., Baade, P.D., Youlden, D.R., Garvey, G., Aitken, J.F., Wallington, I., Chynoweth, J., Zorbas, H., Roder, D. and Youl, P.H., 2017. Variations in
outcomes for Indigenous women with breast cancer in Australia: A systematic review. European journal of cancer care, 26(6).
▪ Fox, W., Powell, M., Hyland, V. and Honeyball, F., 2017, March. Supportive care for women with breast cancer living in rural Australia. In Cancer
Forum (Vol. 41, No. 1, p. 62). The Cancer Council Australia.
▪ Park, S.B. and Park, K., 2017. Thematic trends in event management research. International Journal of Contemporary Hospitality Management, 29(3),
pp.848-861.
▪ Vontas, J., Grigoraki, L., Morgan, J., Tsakireli, D., Fuseini, G., Segura, L., de Carvalho, J.N., Nguema, R., Weetman, D., Slotman, M.A. and Hemingway, J.,
2018. Rapid selection of a pyrethroid metabolic enzyme CYP9K1 by operational malaria control activities. Proceedings of the National Academy of
Sciences, 115(18), pp.4619-4624.
▪ Yao, K.V., Troyanos, C., D’Hemecourt, P. and Roberts, W.O., 2017. Optimizing Marathon Race Safety Using an Incident Command Post Strategy. Current
sports medicine reports, 16(3), pp.144-149.
▪ Liu, W., Sparks, B. and Coghlan, A., 2017. Event Experiences Through the Lens of Attendees. Event Management, 21(4), pp.463-479.
▪ Aviso, K.B., Mayol, A.P., Promentilla, M.A.B., Santos, J.R., Tan, R.R., Ubando, A.T. and Yu, K.D.S., 2018. Allocating human resources in organizations
operating under crisis conditions: A fuzzy input-output optimization modeling framework. Resources, Conservation and Recycling, 128, pp.250-258.
▪ Wehrmeyer, W. ed., 2017. Greening people: Human resources and environmental management. Routledge.
▪ Pika, A., Leyer, M., Wynn, M.T., Fidge, C.J., Ter Hofstede, A.H. and Van Der Aalst, W.M., 2017. Mining resource profiles from event logs. ACM
Transactions on Management Information Systems (TMIS), 8(1), p.1.
▪ Muskat, B. and Deery, M., 2017. Knowledge transfer and organizational memory: an events perspective. Event Management, 21(4), pp.431-447.
▪ Vahlne, J.E. and Johanson, J., 2017. The internationalization process of the firm—a model of knowledge development and increasing foreign market
commitments. In International Business (pp. 145-154). Routledge.
▪ Cheng, J., 2018. Safety Operations and Assessment for Sealed Mine Atmosphere. In Explosions in Underground Coal Mines (pp. 149-181). Springer,
Cham.
▪ Sovacool, B.K., 2017. Contestation, contingency, and justice in the Nordic low-carbon energy transition. Energy Policy, 102, pp.569-582. 18

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