Event Planning Reflection and Improvement

This assignment requires a critical reflection on an event planning experience. It focuses on identifying areas of strength and weakness in various aspects of event management, such as work organization, communication, and collaboration. The goal is to develop actionable strategies for improvement based on the identified weaknesses and enhance future event planning capabilities.

DEVELOP WORK PRIORITIES
1. DESCRIPTION AND PLANNING
21st Birthday party arrangement is key motive behind the planning so it is necessary to
understand key aspects. Birthday party will be organised with consideration of Hollywood theme
so that experience level can be enhanced effectively. Along with this, the 100 guests will be
attending the party so it is significant to manage activities in desired way so that goals and
objectives can be accomplished effectively. Birthday party will be organised at the Greenwich-
Yacht-Club in the evening of 15 August, 2016.
In order to have effective conduction of the Birthday Party it is significant to focus on
effective planning of work activities. It is necessary to have proper use of planning skills so that
arrangements can be maintained in appropriate manner. It has been noticed that the key needs of
event need to be understand so that work activities can be developed in significant way (Throop,
2010). Effective use of tools and techniques is also beneficial to have successive plan. Time
frame also need to be design so that designed activities can be accomplished in desired form. In
addition to this, it is also necessary to consider factors that may impact the overall arrangement
such a budget, work demand, external factors, human resource, resource availability,
breakdowns, etc (Robinson, 2012). If these kinds of aspects are not considered in appropriate
manner then overall effectiveness of event can be influenced in negative manner.
Following steps need to be considered in order to have effective planning of Birthday
event. Classification can be as design of objective as per needs, availability of resources, issues
determination, design strategies using external aspects, implementation and monitoring. It means
the key belief of individual need to be consider so that Hollywood theme birthday party can be
organized. After this, the availability of finance, venue and other aspects is being referred as
most significant aspect (Story, 2009). With an assistance of this, the current aspects in regard to
event can be understand in most appropriate manner. Along with this, the issues that can be faced
during the event conduction also need to be evaluated so that goals and objectives can be
accomplished. It has been noticed that the breakdowns may affect the effectiveness of event so it
is essential to consider during planning process (Sibbald, 2009). By analysing external factors
like number of guest, catering, games, etc the further activities need to be designed. In this,

diverse activities need to frame as per strategic aspects so that event can be organised in
appropriate manner. Further arrangements like music and other facilities also need to be consider
so that experience level can be boosted.
Other than this, in order to have effective implementation of activities the proper
coordination with common friends and event professionals is also necessary. It assists in proper
implication of activities so that birthday party can be organized in desired form. At last
monitoring is also significant so that activities arranged can accomplished in desired form
(Kortum and Cox, 2011). It is also essential to refer contingency plan so that goals and objectives
can be meet. It is beneficial to have decrease in impact of factors that may affect the overall
birthday event. With an assistance of contingency plan, it can be identified that the outcome of
designed activities can be determined in order to have better success of event. Response towards
event can also be predicted by having focus on contingency plan (Alwaer and Clements-Croome,
2010).
2. SCHEDULING AND MONITORING
As per the detailed study, it has been noticed that there are number of techniques that can
be accessed in order to have effective scheduling and monitoring of work activities. Gantt chart
is most commonly used technique that will assist in proper scheduling of actions as per need of
Ferry master roles and responsibilities. Under this technique, they can show the activities against
time that allows the manager to monitor the activities and their time schedule. Time period can
also be allocated for each activity that needs to be organized for the Ferry Master so that
effectiveness can be maintained in appropriate manner. Allocating time period helps the Ferry
manager to complete the arrangements in desired form. Each activity of Ferry Master operation
can be indicated through use of bar along with its starting time so that manager can monitor the
activities with the help of this bar. Moreover, to-do-list is also one of critical task that can assist
in effective scheduling and monitoring of activities (Allen, 2010). It is the prioritized list of all
the tasks that needs to be carried out to make perform roles of Ferry Master. Key activities that
need to perform for Ferry Master are catering arrangement, decoration at ferry, welcoming the
guest, music, guiding staff and further fun activities' arrangement at ferry. It is significant to set
these activities in to-do-list as per priority and need. It is considered as most useful section that

provide proper scheduling. For monitoring the evaluation can be taken into account as per
reference of scheduling (Huang and Zhang, 2011). Further, monitoring activities like feedback
and discussion with the person who have been allotted different tasks are also key aspects that
can analyse the work against objectives.
3. FEEDBACK
Feedback is considered as activity that allows to identify the effectiveness of actions that
were performed to meet key responsibilities of Ferry Master. It means by having improved focus
on feedback process the effectiveness of work activities can be evaluated. There are number of
tools that can be conducted in order to have feedback about the event. Discussion with customers
about the arrangements will provide information about key values and issues that were present in
the services (Iyer, 2011). Manager can take feedback from the guest who have attended the trip
about the food, cake, games, decoration, etc. 360 degree feedback system also need to consider
effectively so that roles of Ferry Master can be performed in order to satisfies the requirement of
client. In other aspect, it can be stated that the feedback provide information in regard to
reactions to product and performance. On the basis of such information, better events can be
designed in appropriate manner. Along with this, the modification also be taken into account as
per evaluation of performance.
In respect to have evaluation about the activities that are related to ferry, the feedback
will be taken from guests because they will provide details about their experience while taking
the ferry services. Moreover, the guest and other people who have heard about the party can also
provide feedback. They can allow their clients to post feedback on their website. It will assist in
effective evaluation of activities and improve success ratio of event in the future (West, 2012).
There are number of advantages that can be attained through feedback process. With an
assistance of this, issues can be identified in appropriate manner so that further activities can be
designed to meet objectives and overcome issues. It means feedback is most critical aspect that
plays key role in performance improvement (Throop, 2010). It also allows to identify key needs
so that better control system can be designed in order to meet goals and objectives in desired
form. It also improves communication skills because it allows to have direct interaction with
guests.

4. PRIORITISING AND ITS SIGNIFICANCE
In order to have better opportunities in the market, it is significant to focus on prioritising
of activities. It will allow to perform Ferry Master roles in manner that essential activities may
accomplish first so that party can be arranged timely. In this, it is significant to make sure that
the activities are being scheduling or listed as per their prioritising. With an assistance of this, the
effective determination of activities can also be accomplished to provide better Ferry services for
memorable experience to the client. (Robinson, 2012). Manager can bookmark the operational
activities so that the desired standards is not slipped out of the hands of the ferry Master. It also
allows to have effective management of time so that services in regard to Ferry can be organized
timely before the guests arrive. There are number of techniques that can be implemented in order
to have effective prioritising. It allows implementing the plan for meeting Ferry services as it
was designed to improve effectiveness.
Review of activities is one of most essential aspect because it will allow to understand the
key issues that may affect overall outcome. It is necessary to have effective time allocation so
that review all the arrangement can be accomplished. Setting out realistic deadlines is also
referred as prioritising. In this, the deadline for navigation, catering, arranging decoration at
ferry, welcome the guest can be set out and then have implication so that task can be finished in
given deadline (Story, 2009). For example, the deadline for arrangement of drinks is being set as
1 day then it is essential to complete on immediate basis so that deadline can be meet in desired
manner. Other than this, by having improved focus on multitasking key issues can be faced so it
is significant to make sure that the multitasking is being ignored to meet objectives (Sibbald,
2009). For example, single person is allocated for venue arrangement and guest invitation. In this
situation, it might be possible that person may face issue in respect to guest invitation and venue
arrangement. In addition to this, check list a tool that can be adopted by ferry master to ensure
that the key operational activities are well designed. By having proper listing of all activities like
navigation, guidance to staff members, assisting guest, etc. Ferry Master can easily meet goals
and objectives in desired manner. Moreover, to do list is also beneficial to ensure that the
services in regard to ferry services are being well designed. For example, the key activities of
ferry services are ensuring that navigation is appropriate, system check, welcome guest, ensure

about ferry services. By making a work to do list the Ferry Master can easily accomplish goals
and objectives.
Moreover, the prioritising is most significant action that plays key role because it will
provide frequent implementation of activities. It allows to have work activities accomplishment
in most flexible manner to make it a successive Ferry services(Kortum and Cox, 2011).
Activities can also be performed in disciplined form so that better values can be provided to
work. It is advantageous to overcome issues and ensure that the work is completed in quick
manner.
5. PERSONAL PERFORMANCE STANDARDS
As per the detailed study, it can be stated that in order to have effective accomplishment
of objectives. It is significant to ensure that the proper information about the roles of Ferry
Master is being attained in appropriate manner from the clients about their expectation towards
the party. If manager does not have detailed learning about the subject then the activities can not
be performed in effective manner. By having effective consideration of personal performance
standards the valuable information about the party can be understand (Alwaer and Clements-
Croome, 2010). It also assists in development of skills so that standards can be considered during
event. Audit skills need to be covered so that issues and key needs of event can be identified. It
will lead Ferry Master to a success so that goals and objectives can be achieved.
It is also significant to have learning about SMART objectives. By having effective
consideration of SMART objectives the key aspects of the Ferry Master and its role can be
designed. It is also necessary to share information about objectives among partners and
volunteers so that event can be organised effectively. One of key standard is to cut down the
negative impact on factors that may influence effectiveness of Ferry Master work activities.
Individual must have effective consideration of communication skills so that awareness about
event can be created (Allen, 2010). For example, if people are not aware about the Ferry and its
then it might affect the success ratio of event. Measures to ensure that activities are performed in
efficient manner also need to be referred by individual. Moreover, monitoring and work
performance evaluation tools also need to be considered so that effectiveness of services
provided by Ferry Master can be measured effectively.

Hiring of volunteers is one of significant hard measure so proper training need to be
provided so that issues can be overcome. Formal and information communication techniques
need to be accessed by the management so that information in regard to Ferry and its services
can be shared effectively (Huang and Zhang, 2011). It means formal and informal invitations to
guest need to be provided so that event can be organised in successive manner. Written, oral,
visual forms of communication need to be considered to ensure that invitation floating is being
accomplished effectively. They can make video and photos of the Ferry to invite the guests.
Work management, time management and work allocation are also key skills that must be
referred in appropriate manner so that Ferry services stands out at the expectation of the client.
6. SELF ASSESSMENT METHODS
Self assessment methods provide effective evaluation of skills and ability that individual
holds in respect to standards and the objectives. There are number of self assessment methods
that can be accessed to evaluate the current level of innovative ideas to perform the roles of Ferry
Master. Feedback is considered as most commonly used method that provides information about
key skills present. In this, feedback can be taken into account by using 360 degree feedback
technique (Iyer, 2011). With an assistance of this, the individual can take response from public,
professionals and guest about their experience while using Ferry services. It will make sure
understand about key aspects that can improve overall performance. Manager can ask their client
and guest to give any suggestion to make it more memorable event. Along with this, the Swot
analysis is also considered as most essential section of self assessment method. It is because the
strength, weakness, opportunities and threats can be evaluated in effective manner (West, 2012).
By having observation of activities the individual can have self assessment in respect to
objectives and standards. If self assessment process provide positive learning then it will impact
overall event in positive manner. It also allows to understand the key threats and issues that can
act as an obstacle while offering Ferry services (Throop, 2010). With an assistance of this, the
Ferry Master can learn innovative ideas from internet or any other sources and apply them in the
birthday party that makes it unique concept for the Ferry services.
By using feedback process and self evaluation methods, I have determined my skills and
capabilities. It has been noticed that I am good at communication skills that may create better

opportunity for me. By having effective use of communication skills I can easily convince
people to organize events from me. It will also lead event to great success and helps in meeting
key objectives. Time management is one of significant skill that is essentially required to meet
standards. In this respect, it is necessary for me to have improvement so that I can meet the
standards and ensure that events are organized timely and as per the plan. I have variety of skills
that allows me to have effective accomplishment of team activities. By having collective
working the event can be organized in appropriate manner and creative ideas will come forward
to make it successful event. Leadership skills also plays a vital role in conduction of event. It is
because number of members need to be handle while conducting an event. If professional does
not have appropriate information about leadership skills then it might be possible that the issues
in regard to team management and work management can be occurred. It may affect the overall
arrangement of the Ferry services so it is important to ensure about it in desired form.
Other than this, the lack of information in regard to work management also influences the
effectiveness of overall event. It means it is necessary for me to have improvement in skills as
per standards so that issues can be resolved in appropriate manner. By having effective
understanding about the party the activities can also be designed in desired form so that future
issues can be resolved. With an assistance of evaluation of weakness the better strategies can be
resulted in order to meet goals and objectives. Observation skills also need to be improved in
order to make sure about organizing an event.

REFERENCES
Books and Journals
Allen, J., 2010. The business of event planning: Behind-the-scenes secrets of successful special
events. John Wiley & Sons.
Alwaer, H. and Clements-Croome, D.J., 2010. Key performance indicators (KPIs) and priority
setting in using the multi-attribute approach for assessing sustainable intelligent buildings.
Building and Environment. 45(4). pp.799-807.
Huang, Y. and Zhang, Y., 2011. Dynamic event planning through location awareness. U.S.
Patent Application.
Iyer, V.R., 2011. Collaborative Social Event Planning and Execution. U.S. Patent Application.
Kortum, E. and Cox, T., 2011. Perceptions of psychosocial hazards, work-related stress and
workplace priority risks in developing countries. Journal of occupational health. 53(2).
pp.144-155.
Robinson, L., 2012. Distance learning and LIS professional development. Aslib Proceedings. 54
(1). pp.48 – 55.
Sibbald, S. L., 2009. Priority setting: what constitutes success? A conceptual framework for
successful priority setting. BMC health services research. 9(1). pp.1-5.
Story, M., 2009. Work group IV: Future directions for measures of the food and physical activity
environments. American journal of preventive medicine. 36(4). pp.S182-S188.
Throop, R., 2010. Reaching Your Potential: Personal and Professional Development. Cengage
Learning.
West, M. A., 2012. Effective Teamwork: Practical Lessons from Organizational Research. John
Wiley and Sons.
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