Event Planning: Strategies, Requirements, and Financial Details

This document provides insights into event planning strategies, human resource requirements, marketing strategies, and financial details for a successful event. It discusses the roles and responsibilities of different departments involved in event management. The document also emphasizes the importance of having the right event managers and the need for effective problem-solving skills.

Event planning

Table of Contents
Introduction .....................................................................................................................................3
Marketing strategy .....................................................................................................................4
Human resource requirement......................................................................................................6
Financial details........................................................................................................................10
Conclusion ....................................................................................................................................12
References .....................................................................................................................................13

Introduction
Event management is one of the most important and tough task. Event need to be
organized effectively to attract customers towards organization products and services and to
maintain effectiveness of their products and services. For success of an event managers need to
manage all available resources to achieve their goals and objectives easily. In this report we will
prepare an new year event in metro bar. Marketing mix help to establish and for overall success
of a business. Marketing strategy help to improve presence of an event in minds of their
customers and improve effectiveness of their products and services. Marketing strategy help to
maintain effectiveness of an event. Marketing require at each and every stage of an organization.
Human resource requirement help to maintain smooth working of an event. Require to establish
success of an event. Financial details are provided to analyse profitably earn from an event.
Marketing strategy
Marketing is one of the important factor for overall development of business and to
attract large number of customers towards organization(Ickman and et.al., 2016). Marketing help
to improve presence of organization in market and work towards achievement of goals and
objectives. Marketing strategy help company to compete with their competitors to earn an
advantage. It help to develop overall brand awareness in market for product. In context of new
year event in metro bar marketing mix help to analyse various resources that are required to
promote event to attract customers. Different element of mix work together to achieve objective
of organization.
Product
Product means what an organization or an event offers to their customers to fulfil their
needs. Before marketing company need to analyse features that are provided by product to
customers. In new year event organized on Metro bar product like food and beverage, music
system, drinks and awards are given to best dressed couples, dance floors and disco lights

facilities are provided to customers. Food like ice cream, pizza, sandwich and soft drinks and
alcohol are available for guests.
Price
Price means at what cost customers want your products and services. Price for product
need to be set according to analyse of customers ability to pay and all other expenses for
development of product(Akutagawa and Myslinski, 2015). In an new year event manager need to
create a budget and set price after analysis of advertising cost for event, cost of venue, food
items, staff, gifts, facilities and music system. Metro bar need to make their prices minimum to
attract large number of customers which help them to increase overall profitability.
Place
An organization need to analyse their target market and set their place where customers
are easily able to get product. Place need to be effective that attract customers easily. Event
companies find places for an new year party. In this context for a new year party place is metro
bar where guests are easily able to reach. Due to popularity of metro bar help to attract customers
easily. Their wide parking space help guests to park their vehicles easily. Due to good Inside
space people are able to enjoy party easily.
Promotion
Promotion means advertising promoting a product or service of organization. Promotion
help to improve presence in minds of customers and to grab their attention towards services. It
help to appeal customers towards organizations services. In this context of new year event in
metro bar they use social media marketing, hoarding in front of colleges to attract students.
Promotion of discounts and offers on social media provided to guests in an event.
People
For achievement of goal and objective of company and for their smooth working they
need effective employees to develop their business. Need people to promote their services and
products. In context of metro bar new year event they hire staff like waiters, security guards,
chefs for food(Lamons and et.al., 2016). Overall success of event depends on staff and
employees involved in an event.
Processes
Process help companies to deliver their services to customers easily. Effective process
help to save time and money for business and require to achieve their goals. In the context of

new year event process is prepare to provide services to customers. Need to set process about
where to get raw materials and how to prepare food through those raw materials.
Physical evidence
It means everything that a customer sees when he interacts with business. In context of an
new year event in metro bar Staff and waiters dress themselves properly. Attractive lighting in
metro bar help to engage customers. Food looks good and well managed in an event.
Human resource requirement
Supervisor
Supervisor is a person who manages and supervises an event or an activity to maintain
control over event in order to keep operations highly effective to achieve goals with in time.
Supervisor also can be considered as a person who directs and monitor the project or event to
make it successful (Eissa and Lester, 2017). In an event management company role of supervisor
is crucial, they have to perform different activities and full fill various responsibilities to keep
event according to the plan. Some of main role of supervisor in Metro Bar event can be classifies
in two different categories which are pre event roles and post event roles. Roles like educator,
sponsor, coach counsel and director are important in both situation.
Roles of Supervisor-1. Role of supervisor to keep their juniors aware of various procedures and processes to
keep their actions beneficial event.2. This is also role of supervisor to provide various required resources that might be useful
in their work.3. In pre event planning and post event activities supervisor can act as coach to provide
training to coordinators to perform their work efficiently (Rogalsky, Doherty and Paradis,
2016).4. Supervisor also can play role of counsel in case people have trouble in certain task to
make it simple for them.5. It is also role of supervisor to direct whole process to keep the operations productive
before and after the event.
Responsibilities of Supervisor

1. This is responsibility of the supervisor to help their subordinated in difficult situation
with in the work.
2. It is also their responsibility to provide better training and knowledge to junior employees
in order to improve their performance in execution of various activities within event
management.
3. Supervisor also work as mediator between management and ground level employees to
make them aware of the decisions that are implemented by leaders of company.
Technician
Technician is a person with in an organization who is appointed to look after technical
equipment and practical activities that are implemented in the event. There are various devices
and setup are used in the Metro Bar event which are need to be handled (Carroll, 2017). In the
Event management company some roles and responsibilities are need to be full filled by
technician which are-
Roles of Technician
1. Help senior level engineers to set up various technical equipment on the event site to
reduce their work load.
2. Keep the electrical circuit isolated enough to keep people safe on event location.
3. Provide technical support any minor or major technical failure during the event.
4. After completion of event safely detach wiring from different circuit and packing up all
equipments safely with in the boxes.
Responsibilities of Technician
1. It is responsibility of technician to provide technical support to non technical staff on
backstage during event.
2. Complete all wiring circuit and devices as per the technical plan made by senior level
engineer.
3. Keep track on all technical devices to avoid any major failure during the event.
4. After the completion of event it is responsibility of technician to detach the technical
devices and perform analysis to check any technical issue in particular device.
5. This is also responsibility of technician to perform maintenance work after the event.
Financial

`Financial department help to prepare budget and work according to requirement of
business. Organization success largely depends on effectiveness of their financial department and
to improve their abilities companies need to use them effectively towards success of
organization(She, Tong and Chen, 2015). In context of Metro bar new year party financial
department help to set budget for products and services and material used in event. Need to set
budget according to requirement of event to improve overall effectiveness of an event. Finance
department help to analyze their goals and objectives and work according to requirement of
business to improve their abilities and achieve goals and objectives of an event.
Roles and responsibilities of finance department
Finance department set prices for tickets of event. Prepare budget for an event. Analyse
revenue for parking, advertising cost involved in overall success of event. Analyse event
administration cost, electrical charges incurred in an event. Analyse budget for food products
that are required in an event. Music system charges in an event.
Post event activities
After success of event finance department analyse money incurred in overall arrangement
of event and how much they generated from sales of ticket and other food products and services.
Catering department
catering department need to arrange all food products and services that are provided in an
event. Catering manager need to analyse expectation of their guests and prepare their services
according to their guests requirement. Event manager need to set menu for event with catering
department in an event and need to analyse requirement of catering department. Need to arrange
all food and beverage materials required for success of an event.
Roles and responsibilities
Catering department play an important role in success of an event they arrange all
materials and inputs required for success of event(Getz and Page, 2016). Arrange required
materials like food and beverage products and services. Take care about guests wants. Catering
department involve waiters that help to provide food to guest, waiters need to well maintained
and well dressed. Catering manager need to hire employees according to requirement of event
and analyse their skills and abilities for success of an event at a large scale. Innovate services

according to requirement and establish success of business. Develop business and their abilities
at a large scale.
Post event activities
Catering department is responsible to manage all wastage in event. Need to collect all
materials and utensils that are not wasted. Need to clean venue of an event.
Medical department
Medical facilities are need to provided in an event whenever a emergency situation arises
they are able to treat and solve problems of their customers. Medical facilities like medicines,
equipments that are required for treatment of an individual(Liu and et.al., 2015). That help to
achieve goals and objectives of organization and require to establish business to achieve goals
and objectives of organization and maintain effectiveness of business.
Role and responsibilities
Take care about health of guests in an event if any injury or problem arises to the guests
they need to solve those problems immediately and need to maintain healthy environment in an
event.
Security
Security department is responsible for success of an event. Security department take care
about any emergency occur in an event. They are responsible for working of an event. Event
manager need to communicate with security department. Manager need to set goals and
objectives of event according to requirement. Security department is responsible to maintain
positive environment in an event. Security department of an event need to face large number of
challenges for smooth working of an event.
Roles and responsibilities
Security department need to take care about guests in an event. Check each and every
person in an event for security reasons. Analyse risk and manage those risk to minimize their
effect on event. Manager of event need to check all guests in an event to maintain an
environment in an event(Platzker, Olson and Olson, 2018). Security manager work to improve
effectiveness of an event. Need to take care about exit entry in an event for an emergency
situations.
Marketing

Marketing department help to develop overall presence of an event to attract customers
easily towards effectiveness of an event. In context of metro bar new year event. Marketing
department need to promote all facilities and discounts provided by event manager. Marketing
help to attract customers easily towards effectiveness of organization and help to achieve goals
and objectives of business(Hoang-To, 2015). Marketing help to sell products and services to
customers. In an event marketing help to sell tickets to their customers.
Role and responsibilities
To attract guests in an event for success of event. Event manager need to cope up with
manager of marketing department. Need to analyse effectiveness of an event. Use different
resources available for success of an event. Require tom maintain effectiveness of products and
services use in an event. Marketing help improve presence in market in minds of customers.
Financial details
Price for running apartment 1500
Invitations for participants 100
Catering with food 1300
6 waters 600
Designing of invitation 100
Decoration 100
Sweets and deserts 200
Bartender 300
2 bartenders 200
Cleaning 100
Alcohol 500
Bodyguard 300
Rented 300
Insurance 200
DJ 200
Evening star hiring 4000
Variable cost 200
Fixed cost 400
Ticket price 210

Number of participants 200
Budget for event 10000
Total cost 11010 200+400+210+200+10000
Sales revenue 42000 200*210
Profit 30990 42000-11010
Fixed cost 400
Variable cost 200
Ticket price 210
BEP 40 400/(210-200)
Conclusion
From the above report we can come to a conclusion that it is very important to have the
right event managers for the event to take place so that the event can become a success. Metro
Bar has hired event managers which will be hosting the event for the new year which is going to
have a lot of customers coming therefore the manager of the event has to set a standard for the
event. Event managers are professional workers and it is very important for the event manager to
have the right set of skills and problem solving methods so that they can solve the issues which
are coming in the event. There should be no errors in the event so that the event team and Metro
Bar can have a brand name for themselves which will help in the future growth of customers in
the-place.

References
Books and Journal
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Engineering. 1(3). p.04015008.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Hadatsuki, N., Fujitsu Ltd, 2019. Life event-based travel planning. U.S. Patent 10,430,766.
Hoang-To, T., Wedding Spot Inc, 2015. Systems and methods for event planning. U.S. Patent
Application 14/619,787.
Ickman, S and et.al., 2016. Event planning within social networks. U.S. Patent 9,253,615.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Lamons, M and et.al., 2016. Systems and methods for private schedule coordination and event
planning. U.S. Patent Application 14/941.142.
Liu, H and et.al., 2015, June. Automated production planning in panelized construction enabled
by integrating discrete-event simulation and BIM. In 5th International/11th
Construction Specialty Conference (pp. 8-10).
Platzker, D.M., Olson, T.R. and Olson, M.D., Aventri Inc, 2018. Method and System for an
Event Marketplace. U.S. Patent Application 15/786,830.
She, J., Tong, Y. and Chen, L., 2015, May. Utility-aware social event-participant planning. In
Proceedings of the 2015 ACM SIGMOD International Conference on Management of
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Zamer, K., eBay Inc, 2018. Integrating event-planning services into a payment system. U.S.
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