Event Planning: Vision, Mission, Objectives, Theme, Organizational Structures, Screening Process, Financial Planning, Venue Selection, Marketing Strategy

Event Planning
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Table of Contents
Introduction......................................................................................................................................3
Main body........................................................................................................................................3
1. Vision statement......................................................................................................................3
2. Mission statement....................................................................................................................3
3. Event Objective.......................................................................................................................3
4. Explain choice of theme, entertainment programme elements in relation to event objective.
.....................................................................................................................................................4
5. Explain various organisational structures and choose one of them. ......................................4
6. The screening process – explain the marketing, financial and operations screening process
(theory) and how it was applied to your event............................................................................5
7. Explain the use of work breakdown structures and Gantt charts............................................6
8. Importance of financial planning in an events and how events will be funded......................6
9. Venue selection.......................................................................................................................7
10. Marketing strategy ...............................................................................................................8
11. Importance of risk management and the process of risk assessment....................................9
12. Importance of event evaluation...........................................................................................10
11. Contingency plans...............................................................................................................10
Conclusion.....................................................................................................................................11
References......................................................................................................................................12
Appendix........................................................................................................................................13
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Introduction
Event planning is the project management which is basically of meetings, party, festivals,
ceremony and trade-show etc. event planning includes budgeting, planning food, theme
development, arranging activities, selecting speakers, managing risk, arranging equipments and
developing contingency plans((Kincic and et.al., 2016). The event which is going to be organised
is One- day Gala music event is conducting in Peckham Rye Park in London. This is going to be
conducted in coming year 20th February, 2021 at 5 pm onwards. Gala is the independent south
London festival and it is a type of club culture event. It is the inclusive party with renowned
sense of community. This report covers vision, mission and objective of the event. Choice of
theme, entertainment programmes element. Various organisational structures, screening process,
use of work breakdown structure and Gantt charts. It also covers importance of financial
planning in an event, selection of venue and marketing strategy. It also explains why risk
management is important and why event evaluation is important.
Main body
1. Vision statement
To deliver a unique music festival to the audience of London. To attract cultural events
and complementary arts and also to raise profits and revenue in event industry. Then to use that
funds to donate in charity and boost production in State. Also to increase the employment
opportunities for the youths. Music Event vision is to create and present the different screening
programmes and this will be relevant to both general and local audience.
2. Mission statement
Music event mission is to create that festival which celebrates and explores screen culture
of UK with distinctive programs of screening which increase the participation of local audience.
Mission is also to increase innovation and new screen production. Also to raise funds and profits
and raise profile of arts and culture in South London festival for audiences (Korir, 2018)
3. Event Objective
Setting objectives is the most important for the event organisers because it provides them
an idea why this event is to be conducted. Objectives provides a goal to conduct the event or
music festival. The objective of this music festival is to afford student opportunity to engage
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their innovation and arts in cultural activities. Also to promote the high level of human aspiration
and integrity and interest towards the music of the people. This encourage the performance of
London composers.
4. Explain choice of theme, entertainment programme elements in relation to event objective.
The choice of theme is the most important which is selected by the event industry. As it
should be in such way that it can attract more audience and customers. The theme which is used
in this music event is the EDM (electronic dance music). This includes dance music, club music
or simple dance also. It is generally used in nightclubs or music festivals. It is played by DJs.
They performs live music in the live concert(Kurbel, 2016) . The entertainment programmes
element are used in this music festival are food and beverages, night pool parties, a special meal
serves with drink. It also includes Motor City Drum, DJ Tennis, Horse Meat Disco, Nightmares
on wax. This time it focuses on street food and craft beer.
5. Explain various organisational structures and choose one of them.
Organizational structure refers to the process of hierarchy used in the organisation. This
may be used in the event industry also. There are various types of organisational structures that is
used in the organisations. These are discuss below:
 Functional structure : In functional structures, divides in smaller groups that is
according to specific roles and tasks performed by the organisation. Each group has a
event manager and director which evaluate the performance of individual working in the
company. They need to answer senior executive who sees the all multiple departments.
 Divisional structure : Big organisation uses divisional structure in their company. It also
divides the individuals into the groups. Each group mange its resources and sees their
budget. This structure provides flexibility to the large companies with many divisions.
 Matrix structure : This structure is a blend of Functional structure. As in this,
employees working in the company reports to two or more bosses depends on the
situation. It can be recorded as tough structure because in this employees should have to
report to multiple bosses (Matthews, 2015).
 Flatarchy structure : This structure is usually for small start-ups business. This involves
more decision making in organisational structure. In this employees are suggested to
create new ideas and creativeness. As the positive way of this structure is that it gives
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