Event Planning: Gala Music Event at Peckham Rye Park

EVENT PLANNING

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
1.Vision Statement.......................................................................................................................3
2. Mission Statement...................................................................................................................3
3. Event Objectives......................................................................................................................3
4. Explanation of theme choice, entertainment program elements in relation to event
Objectives....................................................................................................................................4
5. Types of organizational structures and explanation of the one chosen in this event...............4
6. The screening process – explain the marketing, financial and operations screening process
(theory) and how it was applied to the event...............................................................................5
7. Work Breakdown Structure and Gantt Charts.........................................................................6
8. Significance of Financial Planning..........................................................................................6
9. Venue Selection.......................................................................................................................8
10. Marketing strategy.................................................................................................................8
11. Importance of Risk Management...........................................................................................9
12. Importance of Event Evaluation..........................................................................................10
13. Contingency Plans...............................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
APPENDIX....................................................................................................................................14

INTRODUCTION
Event planning mainly deals with handling the various tasks of the event such as
conducting research, creating design, arranging for food and decor, sending invitations to the
audience, Coordinating the activities, conducting evaluation etc. The report is focussed on the
Gala Music event which is going to be held on 20th February, 2021 at Peckham Rye Park in
London. The event will start from 5 pm onwards. This is a one day music event. The report will
highlight all the details of the event from all the aspects.
MAIN BODY
1.Vision Statement
The main vision statement of this Gala music event is to develop a world where all voices
are free. It’s another vision is to bring communities together to experience musical excellence.
It’s another vision is to organize a music festival for people where they can enjoy music (Nunkoo
and et. al., 2018). Their another focus is to raise funds for charity, increase opportunities of job
for people. This event also helps in increasing awareness about music among people.
2. Mission Statement
Main mission statement of this Gala music event is to create a platform for singers where
they will get a chance to perform in front of large group of people who have gathered together to
attend festival from different communities. Another mission of this event is to rise funds so that,
that fund can be used for various purposes including charity.
3. Event Objectives
Setting objectives for organising any event is extremely important as it helps in
identifying main purpose of the event and things that, that event will help in achieving
(Schedule, 2019). Main objectives of this Gala music event are as follows:
 To organize an event where singers will get a chance to sing and show their talent to large
number of people.
 To organise an event though which funds can be raised for charity and for helps
communities.
 To motivate people so that they can get inspired and take interest in music so that singers can
get motivated and participate in this event.
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4. Explanation of theme choice, entertainment program elements in relation to event Objectives
Theme of an event is always chosen as per the main objectives of the event and target
audience so that chosen theme can help audience to understand main purpose of the event and
can understand main objectives that, that event will help in achieving (Král and Králová, 2016).
For organising this Gala music event it is important to choose an appropriate and relevant theme
that suits this entertainment program so that event organisers can successfully. Main theme
chosen for this Gala music event is classical dance music which will include old/ classical dance
music, platform for people to dance with a proper Musical band that will play old retro classical
music singers to perform live. Not only this, there will be a dance platform where people will be
provided an opportunity to dance on live music. Other than this entertainment program will
includes, live singing performance on classical dance music, food and beverages, dance program
on live music.
5. Types of organizational structures and explanation of the one chosen in this event
Organizational structure can be defied as a kind of structure that helps in outlining certain
activities so that desired goals and objectives of an organization or of an event can be achieved.
This structure helps in explaining ways in which information will be flowing between different
level (Král and Králová, 2016). There are various kinds of organizational structures but most
commonly found structures that can be used for an event are as follows:
 First type of structure is hierarchical structure which is a pyramid type of structure which is a
top- down structure from top level to low level employees. This structure helps in providing
better level of authority to top management and better responsibility to staff members. Not
only this, it further helps in motivating staff members so that they can give their best in order
to move up in hierarchical level.
 Another type of structure is horizontal or flat structure in which there are extremely a smaller
number of levels between top management and staff members. This structure helps in
including all types of employees in decision making so that if employees have any kind of
creative ideas then they can share those ideas with top management as well.
 Third type of structure is functional structure. It is a kind of structure in which
responsibilities from top to down is distributed as per their functionality and corresponding
functions within an organization or of an event.
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Organizational structure chosen for this event is hierarchical structure that consisted of five
main departments that are: food and beverage department, IT department, finance department,
marketing department, and many other departments so that whole Gala music event can be
organized in an effective and appropriate manner.
6. The screening process – explain the marketing, financial and operations screening process
(theory) and how it was applied to the event.
Screening process is extremely important to be focused upon within an event as it helps in
checking feasibility of whole event, identify risk associated with the event and hurdles that
whole team can face in management and organization of this whole event. marketing, financial
and operations screening process and ways in which it was applied to Gala music event has been
explained below:
Marketing screening process: It is a process of screening a desirable market on the basis of
various factors (Král and Králová, 2016). This process helps in evaluating target market for
whom music event is being organized. This process was applied to this event to identify type of
music event target audience will prefer so that marketing approach can be designed in such a
manner that awareness about this event can be generated so that target audience can get to know
about this event. Market screening process will further help in identify type of music that target
audience will prefer. This will directly help in increasing success chances of this Gala music
event.
Financial screening process: It is a process that helps in taking investment decisions or
decisions related to budget, ticket prices etc. This process was applied to this Gala music event to
identify ways in which this event will be funded, who will be the sponsors, how fund will be
arranged and what will the price of final ticket so that revenue generation for charity funds can
be done.
Operations screening process: This process helps in identifying ways in which activities can be
organized so that all the activities can be arranged accordingly and event can be completed in
pre- defied time period. This process was applied in Gala music event for identify number of
labour required for organizing all activities, select and use all the available resources so that
required arrangements can be done accordingly.
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7. Work Breakdown Structure and Gantt Charts
Work Breakdown Structure is considered as the foundation tool for managing the projects
effectively and this does not need the involvement of the team for its creation. The WBS helps in
defining the scope of the project as well as the complete work (Qi and et.al., 2018). If the WBS
is made at the project’s beginning, then the risk level of the project can be decreased and the
chances of success can be increased. This also helps in building the team and refining the
requirements gathering. The process of the project can be shortened; team engagement increases
and also helps in lightening the load on the project manager (Vanni and Grigolini, 2017). This
also helps in guiding the project team for the planning, execution and control of the project
effectively. WBS for the Gala music event which is going to be held in Peckham Rye Park in
London on 20th February from 5 pm onwards is given below:
Gantt chart
Gantt chart is basically used in managing the project as it helps in showing the activities
and tasks of the project. Its main aim is to plan and schedule the projects. This also helps in
assessing the time in which project completes, determining the required resources and planning
the order of tasks completion. This also plays a major role to manage the dependencies between
the tasks. The Gantt charts are used in simplifying the complex projects in the form of easy-to-
follow plan and tracking the status of the tasks along with progressing of the work (Way, 2017).
The Gantt chart plays a crucial role in keeping the track of deadlines, hours and milestones along
with addressing the delays before wreaking havoc on the project (Robles, 2018). This can be
considered as an effective planning tool which provides start to finish view regarding the
timeline of the entire project.
8. Significance of Financial Planning
Financial planning is basically a step by step approach which helps in meeting the goals
of the project. Before proceeding for the project, detailed financial analysis must be conducted.
This mainly involves identifying the event costs and the streams of revenue along with carefully
considering the cash flows throughout cycle of planning. There are various stages such as
identifying and quantifying all the anticipated revenues, costs, budgeting, cash flow forecast,
establishing the financial outcome etc.
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