Business Plan for Welcome Party at University of Bedfordshire

This business plan outlines the details of organizing a welcome party for new students at the University of Bedfordshire. It includes an overview of the event, marketing strategy, human resources requirements, and financial details.

Business Plan
1

CONTENTS
Contents...........................................................................................................................................2
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
Overview of event........................................................................................................................3
Marketing strategy using marketing mix.....................................................................................4
Human resources requirement for the party................................................................................5
Financial details for the party......................................................................................................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
2

INTRODUCTION
The event management is defined as the process where number of activities involved within
an event are being organised control and managed effectively for smooth execution of event.
This requires the event manager to create a full proof plan which guide over the things that must
be done and manner in which each action must be executed. Other than this it also provide an
idea about the things, time, budget etc will be required for organising an event effectively so that
better arrangements can be done which reduce the chances of delay (Gerritsen and van Olderen,
2014). The current project is based over the coasted plan which is about organising the welcome
party for the new students who took admission within the university in order to cheer them up
and at the same time make to introduce to student life, teachers etc. so that they get comfortable
in environment. This event is decided to organised at Metro Bar, Luton Campus which is within
the University of Bedfordshire. This Bar holds the capacity of getting attend by 200 people at a
time which is actually a big ratio. This project includes a detail description regarding marketing
strategy used for promoting the event, human resource requirement which contains detail about
the staff required along with their roles and responsibility and the financial detail about the event.
MAIN BODY
Overview of event
In order to welcome new students within university it is decided to organise an event as a
fresher party for providing them with an occasion where they can interact with the students and
teachers and get comfortable to the environment. Therefore, it is decided to organise a party for
new students within the University of Bedfordshire within metro bar at Luton Campus. This
event remains helpful in entertaining and making them adjust to the environment of university by
getting aware about the people at there (Jiang and Schmader, 2014). Additionally, it also support
in showcasing the talent within several activities which remains the part of this event such as
music, dancing and many more. This will also help in providing them with a refreshing
movement where they actually get an environment to enjoy and be able to perform well
throughout their semester.
There remain around 168 students who are being the part of their event as all are eagerly
waiting for this event to be organised and this evening will bring lots of new things to them.
Therefore, more and more student will be there who want to be a part of it so that they become
able to make new friend which provide them a comfort zone throughout their college journey.
3

For being a part of this event, the students are required to have the entry pass which provide the
actual estimation for the presence of student in this event.
Marketing strategy using marketing mix
In order to organise event at fullest and spreading information regarding this fresher’s
party the marketing practices are required to be performed as that maximum number of students
get deal about it and can apply for the entry passes (Lambe, 2014) . This step will surely help in
presenting the detailed infomrtaion regarding the event and experience that the one who attend
party will going to have. This in turn also support in getting an idea regarding the number of
students who are there to attend the party so that arrangements can be made accordingly.
Therefore, for appropriately promoting the infomrtaion about this event it is decided to present it
with the help of marketing mix which contain certain elements that combinedly form up a greater
marketing strategy to approach the people. These elements in regard with the event are explained
below:
Product: - In this the service is organisation of party for new students to make them
interact within the college environment and make them able to make new friends through this get
together. This will involve some set of activities that are planned for entertaining the students
and guest who attend this party. The activities to be performed within this event will be
categorised and students are provided with the information about each of them which provide
them just an idea about what they are actually going to be experienced by becoming a part of it.
Some best things to be involve in this party are fashion show, DJ party, dance show, music,
dinner etc. which will be continue for whole night.
Price: - For this party the University of Bedfordshire within metro bar at Luton Campus
is selected as venue and for this that charges are £620 per night. In order to get this amount the
participation charges and entry fees will be there for students who want to attend the party. The
charges gathered from students from the event will be used to invest in booking of venue, food
and other things (Macbeth and Pitt, 2015). The entry fees as well as participation charges for the
students will be same i.e. 20 pound and the students who are participating in event get their
costumes and other prompt without any extra charges which will make them ready to pay off.
Place: - This is about the location where the service will going to be provided to the
users. For organising this freshers party for the students the Metro Bar is selected as venue which
is at Luton Campus at the University of Bedfordshire. This place remain more convenient to
4

students who are new as they easily get reach to this bar without any kind of issue and it also
provide the capacity for catering around 200 people at best price. So this seems to be more
suitable place for organising this event.
Promotion: - For the success of event the promotional practices are crucial which allow
in spreading basic information about the event to attract students toward it. In order to promote
this event, it is decided that the posters will be printed over this which will be posted at main and
mostly visited places of campus like outside the library, at gate entrance, notice board etc. so that
when students pass through it can have a look and get idea about it. Despite of this, it will also be
promoted at social media sites where the group of students are formed along with official web
page of college (Naumovska and Blazeska, 2016). This will help in increasing awareness about
the event among students without any additional cost.
Human resources requirement for the party
For conducting this event and ensuring smooth execution of its activities this is very much
essential to formulate a team of skilled people who can help in organising each and every activity
required for executing the event without any issue. This event involves range of activities which
require manpower to be there for managing things appropriately. As per the priority of activities
they are categorise into three sections so that work can be assigned as per the requirement. As
per the requirement the categories are divide as below:
Activities No. of
Staff
Responsibilities
Pre party activities: -
Managing finance 2  The staff for financial actions will remain
responsible for evaluating and estimating the
requirement of fund and creating a budget.
 Ensuring that activities will be performed within
provided budget (Nugroho and Irena, 2017).
 Arrange fund in advance for paying off advance
payment like booking of venue or music system etc.
Bar decoration 8  Use the available material and resource at it best to
decorate venue as per the theme prepared for the
5

party.
 Make sure that proper lighting arrangements remain
there and safety of people must also be consider that
while party they do not get harm with the
arrangements made for decoration (Suvo, 2018).
 Music systems should be perfect that do not get
affected while event.
 Sitting arrangements must be maintained well as per
the number of people available.
Arranging resources 3  These staff will be responsible for arranging all the
resources required for event like music system, mike,
speakers, lighting, chairs, tables etc.
 Arrange vehicles for transporting all the material and
resources required for party to venue on time.
 Arrange best caterer so that they will be able to make
arrangement before party actually get started.
 They are responsible for being at venue on time so
that their work can be done as per schedule without
any kind of delay.
 Responsible for ranging all the utensils, equipment’s
and ingredient required as per menu for smooth
execution of event.
Promotional
activities
2  The marketing team remains responsible developing
an promotional plan to identify sources through
which the awareness about the event can be spread
throughout the student. This will make them get an
idea about the experience that event will bring to
them (Kuttig, 2019).
 They remain responsible for present right
information over the queries made by students who
are interested in event.
6

 Responsible for making party invitation printed and
available to student at least 8 days earlier so that they
can make their arrangements.
 A regular upgrade and share must be done over
social media sites to get all student get infomrtaion
about event and also poster must be get pasted
throughout campus before 10 days.
Catering 8  Responsible to develop a tea of cook and waiters for
severing food and beverages to the students who
attend the event (Hensby, 2019).
 Responsible for ensuring all the utensil and stuff for
menu will be available to venue so refreshment can
be arranged on time.
 Ensure that waiters required for this event will be
arranged on timely manner.
 Responsible for brining and using the fresh
ingredients as well as maintain the hygiene while
preparing food.
During event:
Entertainment 1  Anchors will remain responsible for hosting the
whole event and handling all the activities and
performance happen within event.
 They remain responsible for arranging the sequences
of activities and also ensure that each activity get
complete on timely manner without any issue.
Cook and Chef 3  They are required to prepare food which was decided
while planning stage for menu (Urano, 2019).
 Also responsible for preparing food equivalent to
number of people available within bar.
 They must arrange and present refreshment on serve
table when the students actually arrive at venue.
7

Event Security 2  They are required to have a check over the identify
of people who enter into venue and also check their
passes and name mentioned in list.
 Responsible for maintaining the safety of students
who are present their for party and remain alert for
any mishappening and handle them effectively.
Parking
arrangement:
1  Make sure that the students at venue get appropriate
space to park their vehicles.
 Responsible for directing people about the space
where they have to park their vehicle that do not
create any inconvenience to others.
 Should have an eye on each vehicle parked within
parking area in right manner to avoid nay kind of
mishappening.
Coordination 5  Coordinators will be required to monitor al the
activities so that each of them get performed
according to the plan prepared (Rostami-Tabar and
Ziel, 2020).
 They are also required to coordinate with the
participants ad have a check that they all have things,
instruments or prompts which they need while
performance so everything get performed
appropriately.
 Responsible for having a check that each of the
arrangements are made appropriately and everything
get adjusted before actually the event get stated.
Post event activities: -
Balancing budget: -  The financial team will held responsible for
maintaining a balance in budget once the event get
executed by comparing all expenses.
 Finance team will pay off all bill from the fund
8

assigned to them and prepare the record of it.
Cleaning: - 3  The cleaning staff will be arranged who remain
responsible for gathering all stuff that was used
within event décor so that nay left over material can
be sent back.
 Responsible for cleaning up the floor, table etc after
party, and disposing the which is left behind after
party.
Engage in social
media: -
1  Posting pictures and videos that are captured during
event over the social media sites to present success
of event.
 Sharing experience about the event with follower.
Financial details for the party
For execution of event effectively it is essential to have an appropriate estimation
regarding the finance required for event so that it can be presented in front of the management
and fund can be collected by higher authority of college for organising the event. For keeping
each activity to be ruin smoothly without any kind of issues, delays and additional cost a activity
schedule will be prepared so that proper budget can be planned for each activity (Rostami-Tabar
and Ziel, 2020). This will also act as a guidance for the event team to perform work effectively
and within the fund which is provided to them. After preparing the budget the break even point
will also be identified so that the event will at least be at BEP so that this event if not able to
collect profit then it will also not remain at loss. The financial information about this event are
mentioned below:
Budget: -
Particulars Amount
Receipts
Getting funding from finance department 4000
Receipts from selling of tickets 7000
Total (A) 11000
Payments:
9

Fixed expenses:
Venue booking 620
Security for event 500
Promotions 400
Entertainer 800
Hall decoration 540
Total fixed cost 2860
Variable expenses:
Cook and Chef 300
Cleaning 400
Food and beverages 2000
Total variable cost (B) 2700
Total cost (Fixed + variable) 5560
Profit (Income – Expenses) (A - B) 5440
Break-even point: -
It has been estimated that 200 tickets will be sold and cost of each ticket will be around
35 pounds. Calculation of BEP for the event is as follows:
BEP (in units) = Fixed cost / contribution per unit
= 2860 / 21.5
= 133.023 or 133 Tickets
In order to meet the point of BEP at least 133 tickets are required to be sold.
BEP (In amount) = Fixed cost / PV ratio
= 2860 / 61.43%
= 4655.71 or 4656 pounds
The no profit and no loss point require that the event should generate revenues of around
4656 pounds.
Working notes:
Contribution per unit = Sales – Variable cost / total units to be sold
= 7000 – 2700 / 200
= 4300 / 200
= 21.5
10

PV ratio = Contribution / sales * 100
= 21.5 / 35 * 100
= 61.43%
CONCLUSION
From the information present above it has been summarised that an event can be organised
and executed effectively with proper event planning in advance so that a proper guidance can be
provided to perform activities in sequential manner. This help in executing every activities in
effective manner so that appropriate outcome can be extract out of effort made for organising the
event. This help in avoiding the chances of delay and error which in turn help in managing each
activity of the event to be performed as per the budget made for whole event. Despite of this the
promotions made for the vent also held responsible for making the event successful by delivering
the information to right set of people who are interested for the event.
11

REFERENCES
Books & Journals
Gerritsen, D. and van Olderen, R., 2014. Events as a strategic marketing tool. CABI.
Hensby, A., 2019. Millbank tendency: The strengths and limitations of mediated protest ‘events’
in UK student activism cycles. Current Sociology, 67(7), pp.960-977.
Jiang, J. and Schmader, S.W., 2014. Event management education and professionalism: The
view from the trenches. Event Management, 18(1), pp.25-37.
Kuttig, J., 2019. Urban political machines and student politics in “middle” Bangladesh: violent
party labor in Rajshahi city. Critical Asian Studies, 51(3), pp.403-418.
Lambe, P., 2014. Organising knowledge: taxonomies, knowledge and organisational
effectiveness. Elsevier.
Macbeth, S. and Pitt, J.V., 2015. Self-organising management of user-generated data and
knowledge. The Knowledge Engineering Review, 30(3), pp.237-264.
Naumovska, L. and Blazeska, D., 2016. Public relation based model of integrated marketing
communications. UTMS Journal of Economics, 7(2), pp.175-186.
Nugroho, A.R. and Irena, A., 2017. The Impact of Marketing Mix, Consumer’s Characteristics,
and Psychological Factors to Consumer’s Purchase Intention on Brand “W” in
Surabaya. iBuss Management, 5(1).
Rostami-Tabar, B. and Ziel, F., 2020. Anticipating special events in Emergency Department
forecasting. International Journal of Forecasting.
Suvo, M.D., 2018. Functions and Importance of Event Management: The case of Rings N Roses.
Urano, S.C., 2019. The Community Table: Effective Fundraising Through Events. Ohio
University Press.
12