Event Planning: Marketing, HR, Finance, and Operations

This document provides an overview of event planning and its importance in successful project completion. It covers marketing strategies, human resource requirements, and financial details for holding a successful event. The document also includes information about the venue, food and beverage arrangements, and hiring of professionals. Subject: Event Planning, Course Code: N/A, Course Name: N/A, College/University: N/A, Document Type: N/A, Assignment Type: N/A

Event Planning

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Marketing strategy ..........................................................................................................................2
Human Resource requirements........................................................................................................4
Financial Details..............................................................................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Event planning is the process that includes about the management of different kind of
projects such as meeting, convention, ceremony, trade-show, party and convention. The major
importance of this as help in determination of the major aspects that contributes in successful
completion of project. The different kind of activities or actions performed in event planning
includes budgeting, establishment of timelines, selection of venue, ascertainment of permits,
determination about food, arrangements of other related equipments and management of risks.
Planning also aid in distribution of duties and work to the different personnels in accordance to
the nature of work they performed. Ultimately, this help to bring precision in work where all
stakeholders ascertain satisfaction from the performance of overall event. The main aim of this
report is holding successful event through performance of effective planning activities. The event
going to organise within the campus at venue of Metro Bar and Kitchen is about Technical Skill
Development Workshop (Akutagawa and Myslinski, 2017).
The aspects which are covered in this report includes ascertainment of marketing strategy
for the purpose of spreading information related to event, determination of human resource
requirements for carrying on pre & post event activities and formulation of financial budgets to
ascertain the amount of cost required for running an event along with determination of Break
even point.
MAIN BODY
Planning is important in nature as this will includes adherence of different activities that
aid completion of some specific attribute. It includes the determination of the different aspects
like internal and external in nature for the ascertainment of their impact over some specific
activity or different number of activities. The contribution of such analysis further aid in
anticipation of aspects and formulation of contingency strategies for same. Event industry is also
one where large number of factors are present that have impact over functioning of different
activities. So, planning at initial level is must to do for attainment of success. In the current
report, event is needed to hold within the campus at the venue of Metro Bar and Kitchen (Event
planning. 2019). The activities going to be organised in event is related to development of
technical skills. It is the single event that going to be organise for the students in college
regarding development of their knowledge and skills about handling and usage of new technical
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devices and software's so, they can use the same in future for development of their learning and
professional career. Here, all the information is provided in respect to their features, usage,
application, limitations, scope and benefits. The venue where it going to be held is Metro Bar
and Kitchen. It is situated within the premises of University along with space for having more
than 200 students at time. These are the two main reason behind the selection of this venue that
its easy reach among the students along with capacity to hold large number of students at time.
Also, there are many other benefits which are associated with the selection of this side as venue
that no ned to provide extra efforts over the management of food and beverages. This is so
because same is available at venue, only required to provide information about the needs and
requirements in accordance to the planned budgets and figures. To made this event more
successful in nature, initial planning is must as this will not help to determine the factors impact
but aid in formulation of strategies too. The main aspects upon which required to provide focus
in respect to do adequate planning in relation to the current event includes marketing, human
resource and planning. Marketing includes analysis and determination of the strategy that help in
attraction of large number of students. The nature of this activity is prime because this will aid in
attainment of earn significant amount of money which is more than their BEP point. Human
resources includes determination of the employees and staff needed to handle the activities
adequately occur at pre and post time of event. This will aid in regulation of activities without
hindrances along with optimum utilisation of resources. In last, financial analysis is needed to
ascertain the amount of cost required to effectively place event along with determination of
different sources of fund for perfect allocation of amount in between different attributes. This
will aid in cost reduction through bring control over unnecessary expenses (Almgren,
Alshahrani and Lee, 2015).
Marketing strategy
This includes the strategy related to the marketing of event. All the different aspects are
focused includes, product/service, price, promotion, place etc. The model which has effective
importance in this regard is named as Marketing Mix. It is one of the successful marketing model
that includes all the different determinants that contributes in effective marketing of an aspect.
This includes 7 different P's that help to build strategies in respect to all on the basis of the
conditions. This further contributes in promotion of the overall aspect or event in front of the
consumers and market. The same model is used in respect to the current event of workshop about
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development of technical skills. The detailed description is provided below in respect to the all
p's:
Product/Service: Event is about workshop of technical skill disbursement to students. At
event professionals are invited from the market that have intense knowledge regarding
technologies and software's along with their scope in market. The different aspects in respect to
which knowledge is provided includes their features, usage, application, scope and benefits. This
has huge contribution in development skill among the students along with their professional
career.
Price: It is about the amount charged for the entry or to attend the workshop. The
nominal charges are taken from the students. The amount which will be charged for their entry is
£250. This includes every thing where beverages and food are provided to the students at
different times or in accordance to their demand.
Place: It is the place where event is going to be organised. The place chosen for this
purpose is Metro Bar and Kitchen situated at campus. This is one of the effective venue within
the college campus. This will help the students to easily reach towards the event without any
unnecessary expenses and hindrances. Also, this place is well equipped where all the
arrangements are present in respect to food and beverage along with the sitting of more than 200
persons (Duan and Chan, 2016).
Promotion: It is about the use of promotional methods that provides an opportunity to
spread information about the event among the students. The methods which are going to be used
in this respect includes placing of the advertisement over college display board along with oral
announcement in classes. Distribution of pamphlets method is also used to effectively disburse
the information for attraction of large number of students to meet up the goals or exceeding the
earning over BEP points.
People: It is about the number of individuals working for the completion of event
activities. Sufficient number of staff members are hired for the handling of the pre and post
activities of event. This will provides an opportunity for effective arrangement of all the aspects
and provide positive experience to the students (Zorn and Shamseldin, 2015).
Process: The adequate process is going to be use behind the completion of project
properly and effectively. This is initiated with the planning and then afterwards all the different
aspects are going to be perform like directing, organising, monitoring and controlling. This has
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huge importance behind the success of an event because this provides an opportunity to complete
all the activities in optimise manner without any hindrances that leads towards cost reduction and
increment of earning profit.
Physical evidence: This is about building the unique image that help in attraction of
large number of students. In this regard, event is going to be organise in Metro Bar and Kitchen
which is famous and located within the premises of campus. This is the venue that have the
image regarding the hosting of too many successful events. This already has positive image
among the students that aid further aid in attraction of large number of students. Also, this venue
has sufficient sitting arrangements along with food and beverage options. This has effective
contribution in building unique image along with presence among the students (Getz and Page,
2016).
Human Resource requirements
This is about ascertainment of human resources required for the completion of event in
appropriate manner. These are main base in relation to conducting event activities as lots of
aspects are required which are needed to be on point such as food and beverages, sitting
arrangement, invitation of professionals, placement of podium and fulfilment of the need of other
requirements which are must have for creating and starting of any event. These human resources
are required to be appoint on both pre and post event basis. Employees related to pre to the event
are perform the activities related to promotion and setting up of an event whereas those which
are appointed for post are going to perform the activities related to cleaning and signing off of
the event (Zamer, 2018). Different kind of employees are required to hire for the performance of
various activities such as marketing, HR, finance and operation. The proper disbursement of their
roles and responsibilities is must as it help to attain objectives in accordance to predetermined
standards. The different requirements in relation to the event at Metro Bar and Kitchen regarding
workshop of Technical skills Development are provided below:
Marketing team
It I important to build separate marketing team for event regarding the attraction of large
number of students along with meeting of BEP figures. The different number of personnels
required in this team are mentioned below in tabular format (Matthews, 2015).
Personnels Roles and responsibilities
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1 Determination of different ways of promotion
1 Work related to promotion
1 Analysis of their final impact and build final
strategies
The total number of employees required in this team are 3 in accordance to the nature of
event. All these have their different work. End last, collaborated effects of help in effective
promotion through the use and application of different strategies. All are related to pre event
activities.
Human Resource Team
This team requires the personnels for the purpose of selecting employees along with
hiring professionals for an event (She, Tong and Chen, 2015). Number of personnels and their
roles and responsibilities are defined below:
Personnels Roles and responsibilities
1 Hiring of employees and professional
1 Work related to salary and wages
The total number of employees needed in HR team are 2. One is work regarding the
hiring and other related to their salaries. In accordance to the nature of event, 2 personnels are
sufficient in nature. Out of 2, 1 is for pre and second is for post event related activities who
provide salary and wages.
Finance team
This team works related to the identification of sources of funds along with its perfect
allocation. Personnels and their roles and responsibilities are defined below:
Personnels Roles and responsibilities
1 Identification of sources of fund
1 Preparation of budget and allocation of fund
1 Final settlement
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This team requires the need of 3 personnels in the team for the functioning of different
activities. Here, 2 are related to pre event activities whereas 1 is related to post who perform
activities related to final settlement.
Operating team
This includes the employees who work different activities associated with the functioning
of event. This is the main team who work at ground level regarding the arrangements of all
aspects including setting up physical stage for the event at Metro Bar and Kitchen (Müller,
2015). The number of personnels and their roles and responsibilities are defined below:
Personnels Roles and responsibilities
2 Setting of stage or podium
2 Management of overall activities or guidance
2 Focus over doing sitting arrangement of more
than 200 students properly
4 Food and beverage distribution
4 Cleaning after completion of event
The total number of personnels required in this team for effective performance of team
are 14. Each and every one has their own different work which they perform for making overall
event successful. The employees related to pre event activities are 6 in total. They perform the
work related to setting of an stage, management of activities and proper sitting arrangement. The
4 employees are mainly required during the period of event, These perform the activities related
to the serving of food and beverage items to the students. In last, the employees required after the
completion of event are 4. The main work performed by these is related to the cleaning of overall
place and placing everything back to normal as earlier.
Financial Details
This is the section that provides the information about the total cost which is required in
holding of the overall event. The aspects which are covered under this are related to the cost of
event and determination of BEP point. This is the main function related to the event which is
performed by the personnels belongs from the finance team. They not only having the function
related to ascertainment of cost but also required to focus over the identification of sources of
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funds along with their proper allocation to the different personnels and departments (Müller,
2015). The budget is presented below that help to determine the total amount of cost required to
setup the whole event successfully.
Particulars Amount (£)
Workforce
Marketing 300
Human resource 200
Finance 200
Operational 1500
Venue
Metro Bar and Kitchen 2500
Food and Beverages
Starter 300
Drinks 200
Lunch 1500
Hiring of professionals
Two Technical professionals 1000
Total 7700
The total amount of money required to effectively setup the event will be around £7700
in accordance to the above budget. The major amount of expense is visible in venue, food and
beverage and hiring of professionals. So, it is the duty of one of the financial personnel regarding
ascertainment and identification of the sufficient amount of sources which funds can be raised
easily. The main major source from where funds can be raised at initial level includes personal
investment, loan from management and through the management Metro Bar and Kitchen as
sponsor of the event.
The maximum capacity of venue is 200 and the price charged for per student is £250. So,
the BEP along with some earning will be attained by selling of 32 tickets (Preuss, 2015).
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CONCLUSION
It has been concluded from the above report that planning is the important aspect that aid
to build any event successful in nature. One of the main activity which played the price role in
the success of event is marketing. The use of marketing mix model provides an opportunity to
setup all the strategies and apply them for attainment of accurate results. Ascertainment of
human resource requirements help in allocation of roles and responsibilities along with proper
guidance towards the successful operations of event. Financial analysis also has equivalent
requirement in determination of costa and ascertainment of sources of funds.
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REFERENCES
Books and Journals
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.
Almgren, K., Alshahrani, S. and Lee, J., 2015. Weather Data Analysis using Hadoop to Mitigate
Event Planning Disasters.
Duan, B. and Chan, L., SAP SE, 2016. System and method of enterprise action item planning,
executing, tracking and analytics. U.S. Patent 9,262,732.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Matthews, D., 2015. Special event production: The resources. Routledge.
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.
Preuss, H., 2015. A framework for identifying the legacies of a mega sport event. Leisure
studies. 34(6). pp.643-664.
She, J., Tong, Y. and Chen, L., 2015, May. Utility-aware social event-participant planning.
In Proceedings of the 2015 ACM SIGMOD International Conference on Management of
Data(pp. 1629-1643). ACM.
Zamer, K., eBay Inc, 2018. Integrating event-planning services into a payment system. U.S.
Patent 10,095,987.
Zorn, C.R. and Shamseldin, A.Y., 2015. Post-disaster infrastructure restoration: A comparison of
events for future planning. International Journal of Disaster Risk Reduction.13. pp.158-
166.
Online
Event planning. 2019 [Online]. Available Through: <https://www.wildapricot.com/articles/how-
to-plan-an-event>
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