Effective Marketing and Scheduling of the Event

The event was a success, with 40 attendees as expected, thanks to effective marketing through online mediums like Facebook and WhatsApp. The scheduling of the event was also appreciated, considering all external and internal variables that could impact its duration and conduct. Logistics were well-managed, ensuring all necessary equipment reached the venue on time. Health and safety measures were also put in place to prevent any potential issues. While there were some areas for improvement, such as leaving a stronger first impression and improving event flow, overall the event was considered successful.

Event Assessment
Secret Gardens Games Night
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Table of Contents
Introduction................................................................................................................................2
Event Evaluation........................................................................................................................2
Planning..................................................................................................................................2
Budget....................................................................................................................................3
Teamwork..............................................................................................................................3
Marketing...............................................................................................................................4
Scheduling..............................................................................................................................4
Logistics.................................................................................................................................5
Health and Safety...................................................................................................................5
Risk Assessment.....................................................................................................................6
Conclusion..................................................................................................................................6
References..................................................................................................................................7

Introduction
This paper is concerned with the assessment of the Secret Garden Game Night event that took
place at Constitution Pub in Camden, Saint Pancras Way London. The event was held to
celebrate the end of the first University term and commemorate the Christmas festivities. The
target audience of the event consisted of family, friends, and students of UWL. The purpose
of the event was the celebration and allowing the guests to socialize and engage in games and
activities. The event document mentions bringing the crowd together as one of the key
objectives. The next chapter assesses the various functions that were performed at the event
the level with which they were effectively performed. The functions that have been covered
are planning, budgeting, teamwork marketing, scheduling, logistics, health and safety, and
risk assessment. In the end, a conclusive remark has been given on overall evaluation.
Event Evaluation
The event evaluation has been done considering the objectives of the event outlined earlier.
There are various functions that have been covered during the evaluation. The evaluation is
necessary to learn what went wrong and what went right for future learning and
implementation (Carlsen et al, 2000). The evaluations have been given in the subsequent sub-
sections.
Planning
The planning of the event was nearly appreciable with the consideration of most of the aspect
that are necessary to conduct the event without major challenges. The planning began with
the identification of total number of individuals to be invited on the event. This led to the
identification of the location and layout of the area. One concerning aspect is the number of
people that was to be invited and the target audience. The target audience for the event was

family, friends, and students of UWL which shows the wide audience group. This was the
clear indication that not everyone will be able to attend the event due to the accommodation
challenges (Allen, 2008). Therefore, it can be stated here that the consideration of target
audience was not appropriate and it must have left number of desiring individuals out of the
event. The rest of the planning process seemed appropriate.
Budget
The budgeting of the entire event took place in lump sum and limited attentions were paid to
the fine details of the event. The consideration of the event report and the conduction of the
actual event show that the fine details of the budgeting were intentionally left out to give
enough room for any changes to take place. This is done when there is limited information on
minute details (Getz, 1997). The single ticket price for the event was £5 which brought in
nearly £200 (considering at least 40 individuals at the event as guests). As evident from the
budgeting, most of the aspects were available free of cost such as venue, equipment,
entertainment, and marketing. The area of expense was catering, decoration, and prize dinner.
This left the venue management with £110 as total profit. The event management missed to
identify the expenses that were made on the hosts and other individual groups apart from the
40 guests which is a matter of concern as it gobbled most of the profit identified earlier.
Teamwork
The importance of teamwork in event management is more than anything else. It is the team
that help complete the activities well on time and keep things in check (Jones and George,
1998). There are two most important things in the teamwork that helps the mechanics
effective, they are reliability and communication. It is important that one member can rely on
another for particular work. Moreover, the presence of communication ensures that nothing is
being left while moving ahead with the completion (Leonard et al, 2004). The team for this

event demonstrated all the necessary skills needed to work in a team. The individuals who
were hosting the event did marvellous coordination among them and conducted all the
activities as per the schedule. There was no sign of procrastination or lackadaisical attitude
and everyone was equally interested in the conduction of the event. The supportive behaviour
of the event members helped conduct the event successfully.
Marketing
The marketing of the event was conducted using the online tools and techniques that incurred
no cost from the management side. The purpose of the marketing should be to effectively
reach the intended target audience and convey the message (Allen et al, 2012). The final
aspect is the level of conversion. As per the output of the marketing is considered, it can be
stated that the result was appreciable as the marketing activities garnered right number of
responses as 40 were at the event. The use of online medium can be considered as a strong
aspect of the marketing activity. The reason is that it provided the event team wide reach with
no cost at all. The use of Facebook, Whatsapp, and other social media tools reached the
audience instantly and even allowed the opportunity to resolve queries and receiving
feedback. Therefore, it can be stated that the marketing was a successful aspect for this event.
Scheduling
The scheduling of the event should be in such a manner that it considers all the external and
internal variable properly that are likely to impact the duration and conduction of particular
event. The scheduling for the marketing activities were done and these activities took place as
scheduled as the result was evident with the presence of right number of guests at the event.
The scheduling of other activity such as arranging equipment for entertainment, stage
development, and table and chair arrangements were pre-scheduled. The event activities were
scheduled with every hour details. Though the event entertainment schedule carried near to

zero gaps which led to the run-on of the one event over the other due to the usual lags in the
performance from what was scheduled. This led to the dropping off of some entertainment
aspects. As stated, the event management missed to consider the general lags that take place
between two entertainment activities which led to the issue in effective scheduling (Watt,
1998). Overall, it was an appreciable scheduling as none of the important event was missed
out and the audience enjoyed a lot.
Logistics
The logistics were managed effectively and all the necessary equipment and other things
necessary for the conduction of the event reached the venue prior to the scheduled time and
thus help in hassle free conduction of the event. Though there were some concerns in the
beginning related to overcrowding, overheating and falling décor, but all no such concern
transformed into reality and the event took smoothly. The effective management of the
logistics is possible only when the planning is effective and the needs are clear (Bowersox et
al, 2002). The appropriate understanding of what exactly is needed at the venue helps in
timely procurement of such equipment or things. In this event, similar thing played
appreciable role. There were few individuals who were aware of the logistics that are
generally required in conduction of the event and thus all things reached venue well in time.
Therefore, it can be stated that the logistics was a success for this event.
Health and Safety
There were some concerns about the health and safety and, therefore, provisions were made
to ward off any such situations (Tarlow and Goldblatt, 2002). The location selected had fire
evacuation area with fire extinguishers and first aid boxes. Any emergency situation could
have been handled by the individuals present at the event with these tools at hand. Moreover,
the nearby hospitals were contacted to ensure that they stay available in case of any kind of

emergency. The presence of safety procedures for any event is necessary to ensure tension
free event management. Though nothing bad took place at the event, but the presence of
health and safety measures provided peace of mind to the event management.
Risk Assessment
The event management assessed all the necessary risks prior to the conduction of the event
such as slips and trips, overcrowding, fire, fights/violence, and electrocution. The
identification of the possible risks is necessary to manage them effectively at the time they
take place or prevent them from happening. The early identification and proper provision for
the same ensured that the not risks turn into reality (Flanagan and Norman, 1993).
Other Areas of Improvement
The event went good but failed to leave strong first impression on the guests. The signage
placed to locate the venue was not up to the mark and still guest faced challenge in reaching
the venue without the help of local commuters. Most of the event management was handling
the event for the first time which was clearly evident in the disorganized beginning of the
event. However, as the event progressed, things aligned together. The entrance for the venue
should have been more themed. Moreover, as stated earlier, the flow of the event should have
been improved further.
Conclusion
The evaluation of the event shows that the event took place effectively and efficiently with no
issues as such. There were some risk and challenges that were identified earlier for better
management. The concern was only on the part of target audience and the budgeting. The
number of people identified for the event seemed small in comparison to the actual target
audience and the budgeting missed to consider the expense that took place on the event

management team and other individuals from host’s side. Overall, the event took place
appreciably well, leaving happy event attendees.

References
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fundraising galas, conferences, conventions, incentives and other special events. John Wiley
& Sons.
Allen, J., O'toole, W., Harris, R. and McDonnell, I., 2012. Festival and Special Event
Management, Google eBook. John Wiley & Sons.
Bowersox, D.J., Closs, D.J. and Cooper, M.B., 2002. Supply chain logistics
management (Vol. 2). New York, NY: McGraw-Hill.
Carlsen, J., Getz, D. and Soutar, G., 2000. Event evaluation research. Event
Management, 6(4), pp.247-257.
Flanagan, R. and Norman, G., 1993. Risk management and construction. Wiley-Blackwell.
Getz, D., 1997. Event management & event tourism (pp. 212-215). New York: Cognizant
Communication Corporation.
Jones, G.R. and George, J.M., 1998. The experience and evolution of trust: Implications for
cooperation and teamwork. Academy of management review, 23(3), pp.531-546.
Leonard, M., Graham, S. and Bonacum, D., 2004. The human factor: the critical importance
of effective teamwork and communication in providing safe care. Quality and Safety in
Health Care, 13(suppl 1), pp.i85-i90.
Tarlow, P.E. and Goldblatt, J., 2002. Event risk management and safety. J. Wiley.
Watt, D.C., 1998. Event management in leisure and tourism. Addison Wesley Longman Ltd.