Myth Fest Event Management Assignment

The assignment provides a detailed report on managing and creating an event, specifically the Myth Fest event. It includes an event plan with timeline and a stakeholder analysis that identifies key stakeholders and their power, interest, and impact on the event.

Creating Event

Table of Contents
INTRODUCTION...........................................................................................................................1
MYTH FEST...................................................................................................................................1
THE RELEVANCE AND COMPLEXITY IN PRODUCING AN EVENT PLAN REQUIRED
TO SUCCESSFULLY DELIVERING EVENT..............................................................................2
EVENT PLAN.................................................................................................................................3
STAKEHOLDER MAPPING.........................................................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event management is considered as the type of project management where project
managers plan for creation and development of large scale events such as festivals, conferences,
ceremonies, formal parties, etc (DARIAN-SMITH, Nichols and Grant, 2017). In this context, the
following report will focus on creating a plan for conducting Myth fest which is a mythological
festival celebrated at Wales. Mythology is a collection of stories which expresses and organizes
the beliefs of a given community that especially tells about the beginnings of the world about the
creation of gods and people about feelings and presents the stories of great families. The
relevance and complexity in producing an event plan will be demonstrated in this assignment.
The event plan describing activities associated in project initiation to project completion will be
made in this report. With the help of stakeholder mapping, the key stakeholders associated with
event will be identified in this report.
MYTH FEST
Mythology is important for several reasons. First, it is a significant part of every heritage.
It is a constant reminder of who human beings are and where they come from. Each culture has
its own legends, folklore and myths - regardless of whether it can be Celtic, for example in
Scotland, Ireland, Wales. Wales is rich in legend and culture has produced some marvellous
stories that seem to be found on every mountain, in every valley, every river bend, in the towns
and villages of the Welsh people. Myth Fest is the event which assists in reminding the existence
of human beings, their history and traditions (Fox, 2016). In the modern scenario, human beings
forget the benefits they have received from planet Earth and nature.
Therefore, the purpose of Myth Fest is to remind the timeless wisdoms that were directed
by ancient people and which should also influence actions of human beings in the modern world.
In this context, Myth Fest event will be organised on 24/06/2018 at the branch of Glyndwr
University located in Northop where many successful events took place. The motive of selecting
this date is because the temperature is quite high at this time and there is low probability of
rainfall. The tickets will be available on event website. It is being advised to the guest to check
the weather and bring appropriate clothing with them. The ticket price for event is described as
below in the table:
Category Ticket Price (£)
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Family ticket (2 + 2) 25
Adult ticket 8
Child ticket 6
Kids under 5 Free
The event will be eco-friendly and thus, refreshments will be served on paper plates and
in disposable cups. The main patron of our event will be Glyndwr university, Wrexham council
and Cambria college.
THE RELEVANCE AND COMPLEXITY IN PRODUCING AN EVENT
PLAN REQUIRED TO SUCCESSFULLY DELIVERING EVENT
Planning and managing event is a difficult and challenging task. Event manager needs to
concentrate on each and every aspect of event so that event can accomplish its set goals and
objectives. The most challenging task that event manager and team members faced is developing
event plan. Event plan is the document which consists of steps describing activities that will
occur in event from initiation to closure (Getz, 2017). The time scale, roles and responsibilities
of team members as well as resources that will be required to accomplish the activities are
described in event plan. The purpose of creating event plan is to enhance the quality of event and
reduce the obstructions and confusion that occur during event. Myth Fest is a mythological
festival which lay a great importance for the native of Wales. Event plan must describe the key
areas which are to be addressed in event management which includes event vision and mission,
key stakeholders, relevant experience and track record of organisers, event's background and
overview of plan, development plant, risk management and future consideration. The
complexities faced by event manager during planning of event is allocating activities to the team
members and delegate them for particular task.
In order to attain the aim and objectives of present event, it is essential for event manager
to coordinate with his or her team in an effective and efficient manner, analyse their skills and
abilities and then delegate them tasks so that they can accomplish their tasks effectively and
efficiently. Another challenge that event manager in present event could face is managing and
coordinating with team members (Masterman, 2014). In order to enhance the effectiveness of
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events, it is essential for event manager to coordinate and communicate with his or her team
members frequently and help them in solving their issues and doubts. In this way, they can work
collaboratively and efficiently as well as achieve the aim and objectives of events. It is important
for event manager to devise precise and appropriate event plan so that event can become
successful.
EVENT PLAN
Event planning is the process of managing project and event in an effective and efficient
manner. Event plan is created by event manager which consists of all the activities and tasks
which will occur during event. It is a comprehensive plan which helps team members and event
managers to conduct the event activities in an appropriate and precise manner (Jones and Jones,
2014). It consists of activities occurred in initiation to closing of events. In this context, the plan
for Myth Fest is formulated as below:
Table 1: Myth Event Planning
Name of event: Myth Fest
Date of event 24/06/2018
Time of event 10:00 Am to 6:00 Pm
Location of event Glyndwr University, Northop, Flintshire,
Wales,
Event coordinator/contact person Jason Statham
Target audience – who Families with children
Message – what Myth fest allow individuals by reminding
them timeless wisdom that were directed by
ancient peoples, and which should also
influence our actions in the modern world.
Objectives – why The objective of conducting event is to create
awareness in natives of Wales regarding
importance of mythology.
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Description of event – what Myth Fest is the event which assists in
reminding the existence of human beings,
their history and traditions. In the modern era,
human beings forget the benefits they have
received from planet Earth and nature.
Therefore, the purpose of Myth Fest is to
remind the timeless wisdoms that were
directed by ancient people and which should
also influence actions of human beings in the
modern world.
Risk assessment – what To prevent risk, information kiosk has been
established.
Securities and hostesses will be hired.
Event location will have health and safety,
first aid points and fire points.
Evaluation criteria established In order to evaluate the event, event manager
will cross check the objectives of events and
measure the guest satisfaction.
Task Name Duration Start Finish Predecessors
Initiation 1 day Mon
6/25/18 Mon 6/25/18
Hiring consultants 1 day Tue 6/26/18 Tue 6/26/18 1
Recruiting team members 1 day Wed
6/27/18 Wed 6/27/18 1,2
Looking for sources to meet event
objectives 1 day Thu 6/28/18 Thu 6/28/18 3
Promoting event on different sources 1 day Fri 6/29/18 Fri 6/29/18 4
Planning 1 day Mon 7/2/18 Mon 7/2/18 5
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Analyzing event location 1 day Tue 7/3/18 Tue 7/3/18 6
Making agreement with stakeholders 3 days Wed 7/4/18 Fri 7/6/18 7
WBS structuring 1 day Mon 7/9/18 Mon 7/9/18 8
Planning of budget 1 day Tue 7/10/18 Tue 7/10/18 9
Training of team members 1 day Wed
7/11/18 Wed 7/11/18 10
Execution 3 days Thu 7/12/18 Mon 7/16/18 11
Organising event 2 days Tue 7/17/18 Wed 7/18/18 12
Monitoring activities in event 1 day Tue 7/17/18 Tue 7/17/18 11,12
Looking for guest satisfaction 1 day Thu 7/19/18 Thu 7/19/18 13
Checking priority locations 1 day Thu 7/19/18 Thu 7/19/18 12,13
Establishing music event 3 days Wed
7/18/18 Fri 7/20/18 14
Closure 3 days Fri 7/20/18 Tue 7/24/18 15
Quality Check 1 day Fri 7/20/18 Fri 7/20/18 14,15
Evaluation of event 2 days Fri 7/20/18 Mon 7/23/18 16
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The above event plan is specifically made for Myth events. Each and every activity which are
associated with Myth Event. In order to accomplish the aim and objectives of the event in
effective and efficient manner it is essential for event manager to focus on each and every
activity in effective and efficient manner. Through this event manager would be able to
accomplish the desired goals and objectives in precise manner.
STAKEHOLDER MAPPING
Stakeholders are those entities who have direct and indirect relation with particular project, event
and organisation (Plante et.al., 2017). There are various stakeholders who are associated with
the event of Myth Fest. In order to make the event successful it is essential and important for the
event manager to agree with stakeholder adequately and fulfil their needs and expectations
timely. In this context, the stakeholders and their roles are described below:
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 Event Manager: Event manager is an individual who manages, control, monitor and
evaluate the whole event in effective and efficient manner. Event manager plays
prominent role in event (Holm and Breiter, 2017). He or she has been burdened with
numerous tasks and responsibilities which are essential to be accomplished in order to
accomplish the aim and objectives of the event. Event manager possess high interest and
have high influence on the whole event. Event Client/organisation: Event client or organisation are those who provide contract of
event to event management companies. They provide opportunities to event management
companies to participant and organise events for specifc purpose. In the present event the
patron for Myth Fest will be Glyndwr university, Wrexham council and Cambria
college. They provides funds and budget to carry out the event activities in effective and
efficient manner. They also have high influence on the event and posses high interest. Event Sponsors: Event sponsors are the parties that pays for or contributes to the costs
involved in staging a sporting or artistic event in return for advertising (Emery, Kerr and
Crabtree, 2016). They play crucial role in providing extra budget to the event which helps
in enhancing the effectiveness in the quality of event. They have low power but have
moderate influence in event. The sponsor of present event will be Love Holiday. Team Members: Team members are crucial part of event. They plays significant role in
event planning and managing. In order to attain the event goals and objectives it is
essential and important for team members to work collaboratively. They have high
influence on event but possess moderate power. Without efficient team work, the event
wont be successful. Guests: Guests are people for whom the event has been conducted. They have high
influence on event but have low power and interest. In Myth Fest, the role of guest is to
enjoy the attractions and exhibitions in event. Without guests no event can be successful
and in order to enhance the effectiveness of event it is the duty and responsibility of event
manager to keep their guest happy and satisfied. Compère: Compere are the artists who perform on the music event that is going to
conduct in event of Myth Fest. They are essential as they can attract adequate amount of
guest. There role is to perform on stage to enhance the enthusiasm of public. They have
low power and moderate interest in the event.
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 Supporting staff: Supporting staff are the staff members such as hostesses, security
guards, etc. whose presence are equally important and necessary for event. There role is
to guide the guest appropriately so that guest would not lost in the event.
 IT support members: IT support members are technology staff whose role is to operate
all the technologies and equipment installed and applied in the event efficiently. They are
essential as handling and controlling technologies are not easy. Thus, they have high
influence on the event but possess moderate power and interest.
The table below shows the key stakeholder of the event with their power, interest and impact.
The impact range from 1 to 5 where 1 means low impact and 5 means extreme impact.
Stakeholder Power Interest Impact
Event Manager High High 5
Event
Client/organisation
High High 5
Event Sponsors Low High 3
Team Members High High 5
Compère Low Moderate 1
Guests Moderate High 4
Supporting staff Moderate Moderate 3
IT support members Moderate Moderate 2
From the above table it can be concluded that event manager, client and team members
have very extreme impact on the Myth Fest event.
CONCLUSION
From the above report it can be understood that managing and creating event is
challenging and critical task. The information relating with event has been provided briefly and
in efficient manner. The event plan along with timeline has been provided and eventually
stakeholder analysis has been done in this assignment.
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REFERENCES
Books and Journals
DARIAN-SMITH, S.F.K., Nichols, D. and Grant, J., 2017. Cultural progress in a rural
community: the Swan Hill Shakespeare Festival. In Cultural Sustainability in Rural
Communities (pp. 64-81). Routledge.
Emery, P.R., Kerr, A.K. and Crabtree, R.M., 2016. Critical Incidents, Emotions, and Value-
Added Moments: The London 2012 Spectator Experience. Event Management, 20(4),
pp.517-535.
Fox, R., 2016. Myth Against the World: Bardo-Druidism and Welsh National Identity, 1792-
1900.
Getz, D., 2017. Developing a Framework for Sustainable Event Cities. Event
Management, 21(5), pp.575-591.
Holm, M.R. and Breiter, D., 2017. Communication and hands-on problem resolution: A case
study in event management.
Jones, M.L. and Jones, M., 2014. Sustainable event management: A practical guide. Routledge.
Masterman, G., 2014. Strategic sports event management. Routledge.
Plante, J., et.al., 2017. Vehicle exception event management systems. U.S. Patent 9,738,156.
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