Event Management Concept Plan

This document provides a detailed concept plan for the Indian film festival event in Berlin, Germany. It includes information about the event concept, strategical and tactical planning, communication and marketing strategies, budget allocation, and more.

Event Management Concept Plan

Table of Contents
INTRODUCTION...........................................................................................................................1
Event Concept..............................................................................................................................1
Strategical and Tactical Plan for Event........................................................................................2
Communication and Marketing ..................................................................................................5
Budget..........................................................................................................................................7
Human Resource Strategy............................................................................................................7
Event Evaluation..........................................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
The Indian film festival is an cultural cinema function that is organized by International
Film Festival of India. The Film festival of 2019 is planed to be organized in Berlin, Germany. In
this film festival people from different countries will arrive to Berlin to attend festival and
movies presenting ceremony. This report is providing brief information of film festival that is
planed in Berlin. Various programs that are planned for cultural function are also consider in
planning process. For event planning strategical and tactical plan is provided. The
communication and marketing strategies that are going to be used for promotion of event are also
provided in study. Human resource strategy and event evaluation is provided to for success of
event plan.
Event Concept
The Indian film festival is an event that is planed in Berlin, Germany. It is a common
platform that is for cinemas to project the excellence of film art of Indian film artists. This is
way to appreciate the acting, singing and musical art of different people. In this festival various
function from different categories are provided to people who are associated with film industry
with their talent and performing best in particular category (Akutagawa and Myslinski, 2015).
This is event consists of different programs and few of them are cultural performances, various
dance performances, singing performances with tributes to great artist in Indian film industry.
The purpose of the venue is to attract people of different country to make Indian cinema and film
art talent of Indian artists.
Venue : Every year this function is is organized on different venues and in 2019 it is planned in
Berlin, Germany. This film festival will be organized at Olympiastadion that is a sport stadium
that was build in 1936 summer Olympics. The capacity of this stadium is 74475.
Dates: Berlin Indian Film festival will be organized in first week of October.
Target People : The target audience of Indian film festival is not limited it is open for all people
but tickets are limited. This function will be attended by different Bollywood and Hollywood
movies Stars and different local and international talents
Issues of Venue : The main issues of the Olympiastadion is one of the best Olympic sport
stadium that was build for summer Olympics. The main issue with this stadium is its
technological advancement. This stadium was build in early 90's and technology and lighting
used in it is of old and traditional lights so this will be little difficult for the organizers to manage
1

lighting during movie demonstration and gala night to avoid different ergonomic and
accessibility. It important to have relevant number of exits in stadium to perform fast evacuation
and the sit allocation should be performed as per security guidelines to avoid and security and
safety problem. Bus as per the flexibility of arrangements lighting can be arranged. The other
issue with the function is accessibility of location. As it was designed for Olympic 1936 all
aspects were taken for location to make it good for people to access the location of stadium. So
the issues of accessibility is not an major issue (Akutagawa and Myslinski, 2017). This is
situated in Olympic park so there is no any parking issue also it is situated near to railway station
so it is one of the best location to organize a film festival and cultural function. To improve the
ergonomic and accessibility special transportation services also can be used.
Strategical and Tactical Plan for Event
This is one of the most famous event of Indian film industry and its role in Indian cinema
is high. Because famous celebrities will be their to attend the function and gala night . For the
right execution of event high class planning and execution is required. To plan an event planning
team has to follow different procedures and methods by including various people in development
of plan. For make effective plan development team needs different information of event and aims
that are important for event. Then the planning team will design long term and short term
objectives to make effective plan for moivies function. Plan making procedure is also consisting
of stakeholders who are part of event organizing team. In event management plan the process is
designed as per the strategies and this strategy lead the project team to decide short term tactics
to come one more step to the successful event. Main tactics of event planning are information
gathering, design blue print for event, resource allocation, work allocation and task execution
and evaluation.
Aim
To make strategical and tactical plan for film festival event at Berlin, Germany in
October 2019.
Objectives
 To designing planning and procedure for effective Indian film festival event to recognize
the talent that present Indian cinema industry.
 To decide Strategies and tactics to execute event successfully.
Strategy for Event planning
2

The strategical planning for an Indian film festival is consist of different stages and these
strategies are based on the objectives that are decided for plan. Various strategies for event plan
are-
1. To design a effective plan to make an event successful the main thing is information that
is required to launch the event successfully (Brock, 2018). The event of Indian film
festival is of large scale and people who are going to attend this festival are famous
artists, actors and performers. To make event effectively relevant information required
need to be collected this will provide a guide line to decide planning and procedure of
event.
2. For the better implementation organizers need to know how many people will be
attending this function and information of guest and audience is important for event
planning team. Information related to audience will help the project team to make
effective arrangement for designing sit arrangement and stage planning to make it visible
to audience.
3. Perform right marketing and conduct effective communication with audience to make
them aware of the event and the registration process. Marketing is important for organizer
to make film festival successful.
4. To make plan effective it is important to design a particular plan with deep information
and measures. To make plan full proof to reduces number of errors and loop holes in
execution of of show.
5. The next thing is about collecting fund by associate different sponsors with event. To
make required arrangements. The size of event is large and it is about to take too much
fund to organize event with specific standards.
6. To use all the departments together to improve implementation process of plan. The
departments that can be used in planning and execution are marketing, Human resources
management, technical department, finance department, security department and
management department.
7. To finish the plan with in available deadline it is important to use different time
management and work management tools to manage the action of planning and execution
team. For time manage planning team can use different tools like Gantt chart, project
management time line, project network diagram, kanban board, cross functional flow
3

chart, checklist. Other thing in this process are related to project management and for this
project team can use work break down structure, Openproj, DotProject, Open
Workbench, Gantt Project. this time management and work management tools can help
the planning team to plan according to event requirement (Chi, Ouyang and Xu, 2018).
This management tools will consists of planning and procedure of event with time and
deep information of various tasks.
Tactics of Event planning
1. Before the date of event it is very important to perform good marketing and promotion to
attract more people towards the event. The main focus of planning team should be on
marketing of event to make more people to attend this event.
2. To gather high number of audience team can use various online tools and software to
book tickets for film festival.
3. By making short term goals plan can be made effective. This short term goals will
collectively improve the whole strategy of planning.
4. Technology is majo0r factor in event planning and various technologies are their in
market placde3 that can be used by technical team to provide stimulation for designing
the stage and lighting.
5. The stimulations tools also can be used to make crowd management strategy that can be
very helpful to minimise the risk of injury and can save time and work force for organizer
and this will reduce extra cost for planners.
6. The technical planning of event need to be perfect enough to minimise the chances of
technical failure during the time of event.
Risk in Event planning
There are different risks in event planning it is important to list this risks during planning
to minimise them at time of execution (Chien, Kelly and Gill, 2018. Risk analysis improve the
chances of event success. Different types of risk in Indian Film Festival Event are as follows.
Loss of Reputation - The name and reputation of Indian film festival is Well known in world. So
that bis important to work and plan according to the standards that are defined by Indian film
festival federation in previous events on other places. There is huge risk of failure of event and
loss of image and brand name of event.
4

Financial Loss - There are financial risks are also including in the procedure of event planning.
If the project fail to attract enough people to make event successful then this will be a huge risk
of financial loss for organizers and sponsors (Clark, 2019. This is important for organizers to
manager the actions accordingly to minimise the risk of capital loss.
Damage to Equipments - There are many important and expensive equipments will be their in
event and it is responsibility of event planners to design the structure to reduce the chances of
damage to expensive gadgets of organizers or other technical team.
Injury - There will be a lot people in event and it is duty of event planner to design the structure
of sitting arrangement and stage location to reduce the risk of injury. The security and safety
measures should be taken to minimise chances of risk.
Loss of Equipments - There are many technical tools and equipments are used by technical and
management teams to manage the event with higher efficiency. There are also chances of
equipment goes missing so there should be enough monitoring facility should be their to prevent
this situations.
Event Planning Schedule
The event planning schedule is a index of event planning and the whole work of event
planning team will be on base of this schedule (Kassens-Noor, 2019). Event schedule is consists
of various programs that are part of event. Schedule of tasks provide sequence of work to
operation team for perform their work with specific guideline to make festival; successful.
Communication and Marketing
Marketing is one of the most important element of event planning. This is a basic idea to
make the local people aware of the event. Various tools of marketing are used by event planning
and development team to make effective plan to attract people to attend function that is going to
be organized in Berlin, Germany. Marketing and communication are correlated in terms of
promotion of event to make people informed about this (Lynch, 2019). The various tools that can
be used by marketing team are-
Advertisements - The advertisements are most effective to make impact on people. Event
planning team can use different type or advertisement to spread information about event in local
and international level. For local people project team can use print media and digital media for
the local public promotion team also can use different methods like poster ans banner to provide
5

them with whole information of event in creative manner. This are considered considered as
visual form of communication that can be used effectively.
Social Media - Social media is one of the most famous tool of marking mow days. Most of the
people around the world are connected with it. The social networking sites like Facebook,
Instagram, Twitter and other tools also will be relevant for the promotion of Berlin Indian Film
Festival that is planned in first week of October (Müller, 2015). This procedure also can be
improved by using different celebrity faces in the social media promotions. This use of famous
personality by posting pictures, videos and tagging superstar in posts can attract more people on
social media sites.
Internet Marketing - People are connected to the internet and use different keywords on the
search engines to search different things. By using search engine optimization organization can
promote event. This will be best suitable technical to make impact on subconscious mind of
people by search engine pop ups (Müller, 2015). Promoters also can communicate with audience
by providing them with different promotional videos on platforms like YouTube. Sharing of
booking links on social networking site can help the organizers to get more online registrations.
Surveys – This method can be considered as source of communication for improvement in
promotional program. This communication can provide project team with various suggestion to
improve the promotion campaign that is use by promotional team.
Direct Mail – This methods can be used to communicate with special people who are holding
high position in different areas. The government officials, legal officials and people from
administration can be contacted through this method. The mails used by planning team is
consists of all information of event and people who are attending it. This method can be
considered as official method to make people aware.
Automation Tools – Automation tools are also can be used by marketing to communicate with
audience and conduct marketing with out spending a lot money on it. In this method technical
robots perform marketing for event (Wirasinghe and Trailervote Corp, 2019). This type of
marketing works on IFTTT copncept in which on operation of people automation process lead
them to different platform. The principal used here is If This Then That.
This is how the event planning team can perform marketing and communication with
target audience. Here in this process for the international promotion marketing team can use
online platforms like social media, Search Engine Optimization, Automation and Direct mail.
6

Budget
To make the Budget for Indian film Festival Berlin, Germany excel spread sheet are used
by planners to allocate the required funds to people and department that are included in planning
process. In this process the all the description of expenses are allocated in budget sheet.
Category Projected Amount Actual Amount Sub Total
Location Rant 10000£ 12000 -2000
Equipment 2000 2200 -200
Decoration 1000 800 200
Lighting 3000 2500 500
Transportation 1000 1500 500
Work Force 5000 4000 1000
Additional Amount 500 1000 -500
Damage Cost 200 300 -100
Total 22700 24300 -600
The budget planned by the event planning team is presented above that is consist the
description of different expenses, projected amount and actual amount and difference between
actual amount and projected amount. This is how the budget is planned for Indian Film Festival
Berlin, Germany.
Human Resource Strategy
The human resources department is one most important department in management of an
event on different location. For the film festival different strategy used by human resource
management. This strategies are used by HR department of planning team to keep the
performance of people high to make an effective plan for event and generate maximum effort
from team members to reduce time management and work management issues in team. This
strategies are known as competitive salary, benefits and incentives to motivate employees,
transparent policy to improve trust of team members, employee autonomy to provide autonomy
to team members to perform their work with authority. This is how different tools and strategies
7

are used by HRM to manage the people in Event planning group for long term benefits.
Competitive salary is a method that can be used by Hrm to improve the performance and
motivation of each team member (Zamer, 2019). Competitive salary will motivate them to give
their 100 % to the job. The benefits and incentives can also be provided to employees to promote
them to perform extra work to get extra benefits. Through this strategy HRM will able to boost
up the team to perform extra hour work for event planning team. The approach of selection and
recruitment also can provide more talented employees to team to improve the project handling of
event planning team.
Event Evaluation
The planning of Indian Film Festival that is about to organize in Berlin, Germany is
performed by the event planning team. The planning has been done with high accuracy and
precision. The various factors of event planning are considered by the project team to reduce the
chances of error during the time of event. For better execution of tasks a proper plan is followed
by project team. In the initial part the concept of the event is provided to make the planning team
aware of what kind of project or event they are working on. This is important to make them
aware of this to open up their creativity to provide their best (Ziakas and Trendafilova, 2018).
The in this procedure they are informed with various details of event which are important for
them. The strategical and tactical planning is used by project team to design a plan for event with
minimum percent of error. Further other things like marketing, communication, budgeting, and
HR strategy are considered to reduce the issues of event and increase the audience engagement
in Indian Film Festival.
CONCLUSION
This report is Concluding the importance of event planning for certain high level cultural
functions like IFF (International Film Festival). The brief information of film festival event is
provided in the study and improve the planning for better organization of event in October. For
better get better result in end Different aspects like marketing, communication, Hr strategy and
Budgeting process has been used.
8

REFERENCES
Books and Journals
Akutagawa, C.E. and Myslinski, L.J., 2015. Social networking event planning. U.S. Patent
Application 14/631,279.
Akutagawa, C.E. and Myslinski, L.J., 2017. Device for implementing body fluid analysis and
social networking event planning. U.S. Patent 9,704,205.
Brock, C., 2018. Students gain event-planning experience though fall festival.
Chi, C.G.Q., Ouyang, Z. and Xu, X., 2018. Changing perceptions and reasoning process:
Comparison of residents’ pre-and post-event attitudes. Annals of Tourism Researc. 70.
pp.39-53.
Chien, P.M., Kelly, S.J. and Gill, C., 2018. Identifying objectives for mega-event leveraging: a
non-host city case. Marketing Intelligence & Planning. 36(2). pp.168-184.
Clark, K.E., 2019. Event Planning as a Means of Applying Transferable Skills: The Planning of
the 2019 Communication Studies Banquet.
Kassens-Noor, E., 2019. Transportation planning and policy in the pursuit of mega-events:
Boston's 2024 Olympic bid. Transport Policy. 74. pp.239-245.
Lynch, S., 2019. Planning Institute Australia: Young planners. Planning News. 45(5). p.8.
Müller, M., 2015. The mega-event syndrome: Why so much goes wrong in mega-event planning
and what to do about it. Journal of the American Planning Association. 81(1). pp.6-17.
Müller, M., 2015. What makes an event a mega-event? Definitions and sizes. Leisure
Studies. 34(6). pp.627-642.
Wirasinghe, M., Trailervote Corp, 2019. Automated event planning system. U.S. Patent
Application 15/832,494.
Zamer, K., eBay Inc, 2019. Integrating event-planning services into a payment system. U.S.
Patent Application 16/129,037.
Ziakas, V. and Trendafilova, S., 2018. Event Planning and Leveraging for Sport Tourism
Development: The Case of a Rural Motorcycle Event. Case Studies in Sport
Management. 7(1). pp.11-16.
9