Event Management for Student Prom at Metro Bar

This report discusses the event management and marketing mix for a student prom event at Metro Bar. It also covers the human resource requirements and financial details of the event.

BSS005-1: - Business
Practice Explored

Table of Contents
INTRODUCTION.......................................................................................................................................3
MAIN BODY..............................................................................................................................................3
Overview of Event.......................................................................................................................................3
Marketing Mix.............................................................................................................................................3
Human Resource Requirement....................................................................................................................6
Financial Details..........................................................................................................................................8
CONCLUSION...........................................................................................................................................9
REFERENCES..........................................................................................................................................10

INTRODUCTION
In this time the trend of event management is taking the most wider place in the society
and every one like to become the part of the event and it is mostly liked by the everyone.
Basically event management is considered as the application of the project management which
can help in creation & development of the small , medium and large scale of events like festivals,
corporate parties, conferences , wedding , prom and another events. In this report , a event
planning is considered which is about to host at Metro Bar, Luton Campus , University of
Bedfordshire. This event is all about student prom and the capacity of this event is 200 people.
The main motive of this report is to discuss about the event management and use Marketing mix
and also discuss about the huamn resource requirements for this event. Moreover , this report
determine the roles and responsibilities of the staff members pre and post event activities.
MAIN BODY
Overview of Event
Basically prom is all about student’s party and get together in which young people can
get a chance to enhance and develop their skills and also improve their social interaction. As per
the students prom event, students gain the big opportunity in the university to show their skills
and talents. In order to make event successful, students are also learn and develop new skills and
abilities. This event is going to take place at Metro Bar, Luton Campus. In this student’s prom
event, overall 200 people can participate and show their presence.
Marketing Mix
Marketing mix is the Strategic framework model which can target the each and every areas
and operations of the specific Organization. In marketing mix, 7 P' s are involved which address
each and every marketing activities. All these 7P's are product , price , place , promotion ,
process , physical evidence and process. All these 7 P's are essential for the marketing process
and it can determine the success (Al Badi, 2018). The main motive of 7 P's is to use in the event
planning and management process which is planning to execute at Mateo Bar students campus.

The main motive of this event to conduct the students prome so that all the students can celebrate
together and improve their social interaction. The description of all these steps of 7 P's as per this
event are discussed below -
 Product - This P's is all about how you can develop and ehance the products and services.
It is necessary to take care of all the attributes and traits of the specific products and
services such as quality, image, branding, features, support , availability and customers
services. It is necessary to address all these traits which can help to improve the demand
and marketing of the specific products and services. This report is discuss the service of
the event planning and management (Bachmann, 2017). A event is about to host at the
Matro Bar so it is essential for the event management department of the Bar to take care
of all the essential services and also provide an specific products in this evening. Some
specific products are involved in this event like food iteams, t- shirts, games instruments
and other technical and machinery products. It is necessary for the Metro Bar to pay more
attention on all the required products and services so that can effectively achive the
success. Price - This P's is all about number contact in a database and number of users who are
going to take the advantage of specific products and services. There are various elements
are involved in the price which can help to set the price of the specific products &
services. Mainly price of the products and services include such as positioning, discount ,
payment methods , value added elements and other offers which can help to attract the
customers. For students prom event, Metro Bar charge specific price and also provide
effective discount because this function is all about the students. Place - The place is determined the venue of the specific events which is the most
prominent part of the event because without an effective and comfortable venue no event
can become successful. Venue is the central of attraction of the event and it is considered
the base of the event management plan. For students prom event , University considered
Metro Bar school campus which is most convinent place in which all the students can
enjoy their prom (La Rocca, Hoholm and Mørk, , 2017). There are many factors are
involved in term of place or venue of the event such as trade channels, sales support,
channel number and also segmented channels. All these factors are essential to mainatin
the effective venue of the event.

 Promotion- This P's is helpful to mainatin the promotion of the specific products &
services. In whole marketing mix model, promotion is the one which mainly influence
the people and also creat the strong brand image of the Organization (Fredholm and et.
al.,, 2020 There are some elements are involved in promotion like marketing
communications, personal promotion ,sales promotion , PR activities, branding and
direct marketing. For students prom event, staff members are trying to advertise and
promote about this event so that all the students will aware about this event and start their
preparation. Print ads , email marketing , social media marketing and digital display are
use for promotional purposes. In the promotion, the proper timing , venue and activities
are involved which can help to take attention of the students. Process - This P's represent the specific process of the marketing activities which can
provide the execution of the task in an appropriate manner. There are various factors are
determined like customers focus , business led , IT support , research & development and
design features. It is necessary to pay more attention on the process of the each and every
activities for the marketing. For the hosting of Students prom event , it is necessary to
maintain the all production & distribution operations so that event can start on time and
all the team members can properly coordinate with each other (Maryan and et. al.., 2019). Physical evidence - Basically this P's determine the interaction with the product and
services product provider. It is necessary for the customers and the user to know about
the personal specification and details so that they ensure that where they are going to
invest.Mainly physical evidence involved some various factors like sales or staff contact
experiencing in brand , products packaging and online experience. It is necessary address
of all these factors to the service provider so that user can easily trust them. For the event
of student prom, Metro Bar destination is going to confirm so so the event organiser need
to meet personally to the the event management department off the Metro Bar so they can
interact and communicate for the event planning purposes. People - This P's mainly focus on the target audience so that it can help to cover the
whole market place. With the help of this step, large number of people involvement is
considered by the organisation. This step mainly concerned about the individuals on
marketing activities, recruitment, culture image, training and s skills , remuneration. For
the students prom event, University target the all students of the class so that they can

join the prom with their partners and enjoy every activities of this event (Ndofirepi,
Farinloye and Mogaji, 2020).
Human Resource Requirement
In order to get success in the specific event, human resource play significant role. With
the help of Human resource activities, event organiser can conduct recruitment and selection
process and select most potential candidate who are interested in event management activities.
After the recruitment and selection process, event organiser can divide all the candidate in their
interested groups so that all the event task and activities execute in an effective manner.
Description about the the staff members who are required for this event are given below -
Details of the staff members
To conduct the event successfully it is necessary to consider the involvement of various staff
members who provide their best contribution in event planning and execution of the task
effectively. There are various staff members are involved in the students prom event which is
going to execute in Metro Bar. There are various staff members are about to participate in this
event such as Marketing coordinator, Waitress, Sales lead ,Technician , Designer , Security
guards and Vendors and many more. All the staff members provide their best efforts in the
execution of this event (Pieroni, McAloone and Pigosso, 2019).
Roles and responsibilities of the staff members
There are various roles and responsibilities of the staff members are considered by the event
manager which are discussed below-
 Event planner is considered the first member who involves in the event management
activities. Role of event planner is to conduct strategic planning of event related to to
recruitment selection of staff members, venue of the event, variety of food will going to
serve in event, entertainment and other gaming activities. Event management is
responsible to play each and every rule including planning, organising, implementing,
executing, monitoring and controlling of all the event activities. For student prom event,

Metro Bar looking is looking forward to to prepare and specific plan for the successful
execution of this event.
 Marketing coordinator is responsible to maintain each and every promotional and
advertising activity for the event which can spread the awareness about student from
event to all the students and other staff members who are going to part of this event.
Basically marketing coordinator use specific marketing tools and techniques for the
successful organisation of this event.
 Technician is also play a prominent role in the success of specific event. For student
from event, there is requirenent of at least 5 technical staff menevers pe that they can
effectively executive all the activities event planner recruit some people and create a
technical group so that technical department members can easily co-ordinate and co-
operate with each other. This is the responsibility of technical department to take care of
all the electronic equipments like lightning, music, Wi-Fi, internet connectivity, speech of
host and other activities.
 Designer role is also grateful because they can create an influential infrastructure the
event which can attract the audience. For student prom event, event manager need to hire
a good designer who can design and decorate the whole venue on the basis of specific
theme which are decided by the student. Designer also so take care of all the dress code
and colours so that it would be a great match (Sancho and et. al.,2020).
 Security guards are responsible to take care of each and every activity in the event. For
student prom event, there is need at least three security guard who can provide their best
efforts to maintain the security and safety of the students and other staff members.
 Waitress also considered the necessary part of the event who can mainly concerned about
the the services of of the people. For students prom event, there is a requirement of at
least 8 waitress who can provide food, beverage and other items for the convenience of
the students. Waitress also responsible to arrange each and everything on time and also
follow the order of students who are going to be a part of this event.
Pre event activities
There are various pre-event activities are involved which need to perform each and every
staff members. The description of students prom event pre activities are given below -

 Promotion - this activity considered the pre even activity which can help to improve the
the knowledge and awareness about the event. Event planner and other staff members
are responsible to take care about this activity. It is the responsibility of the department to
prepare a marketing budget so that they can expand on promotional activity on the basis
of marketing budget. For students prom event , there are various promotional activity e is
going to perform such as print advertisement, digital display ads , email marketing, online
platforms like Facebook , Twitter , Instagram , YouTube and many more so that all the
students and other audience will know about this event and reach the venue on time.
 Decoration - decoration of the event is also comes under the free event activity which is
also play a crucial part in the success of the event. Students prom event is all about
students and there enjoyment so so it is necessary to focus on the design and decoration
of the event venue . For this event, students can decide a dress code and set a theme
which can attract the customers.
Post event activities
There are some specific post event activities considered for the event of students prom. The
description of some post event activities are giving as follows -
 Cleaning - after the event, it is necessary to take care about cleaning off the venue. The
Metro Bar responsible to clean the whole venue and mainatin the proper hygiene.
Students are not very much concerned about the cleaning so that it is the responsibility of
the staff members to clean the venue properly.
 Encourage the feedback - This is considered the most crucial activities which can help
the improve the performance of th event. It is essential to take feedback for the event
which can determine the success of the event. All the students and other staff members
who participated in the event can provide their review and feedback so that it can
improve the popularity of the students prom party.

Financial Details
It is necessary to prepare a budget before execute the event. Event planner is also
responsible to build a financial budget which can help to analyse the overall expenditure on this
event. There are various cost involved such as staff members fee, food and beverage cost ,
entertainment cost , host , decoration and waitress cost are involved in the financial details of this
event.
Break even analysis (menu planning)
Price Per
Unit gbp7.26
Number of
Units Sold 200.00
Total
Sales
gbp72,60
0
100
%
Less: Variable
Production Costs
gbp31,04
0 43%

Less: Variable Selling
Costs
gbp18,48
0 25%
Total
Variable
Costs
gbp49,52
0 68%
gbp4.9
5 Per Unit
Contributio
n Margin
gbp23,08
0 32%
Less: Fixed Production
Costs
gbp13,05
0 18%
Less: Fixed Selling and
Administrative Costs gbp4,820 7%
Total
Fixed
Costs
gbp17,87
0 25%
gbp1.7
9 Per Unit
Income
Before
Taxes gbp5,210 7%
gbp0.5
2 Per Unit

Break-Even Analysis Chart
0 40
0 80
0 12
00 16
00 20
00 24
00 28
00 32
00 36
00 40
00 44
00 48
00 52
00 56
00 60
00 64
00 68
00 72
00 76
00 80
00 84
00 88
00 92
00 96
00 10
00
0
10
40
0
10
80
0
11
20
0
($40,000)
($20,000)
$0
$20,000
$40,000
$60,000
$80,000
$100,000
TFC TVC TC
Sales Profit

Break-Even
Point (units)
= 200
Break-
Even
Point
(gbp's) =
gbp56,21
2
Total Fixed
Costs TFC = gbp17,870
Formulas
:
Variable
Cost per Unit VCU = gbp4.95
BEP (units) =
TFC/(SPU-VCU)
Sales Price
per Unit SPU = gbp7.26
BEP (gbp's) = BEP
(units) * SPU
CONCLUSION
As per this report it can be concluded that event management is necessary for the
executions of all type of events which determine the success of event. This report discussed
about the various activities and planning of event which are play an appropriate role. This report
use marketing mix process to address the all task of the event in an effective way. With the help
of marketing mix model, manager can organise and follow all the event activities. This report
also discussed about the roles and responsibilities of the each and every staff members and also
determined the pre and post event activities.

REFERENCES
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