Event Planning for Christmas Party at Metro Bar, Luton Campus

This report plans and manages an event for a Christmas party at Metro Bar, Luton Campus. It includes marketing mix, STP, HRM, costs and recommendations for the event.

Assignment 2 Event
planning

Contents
INTRODUCTION...........................................................................................................................4
MAIN BODY...................................................................................................................................4
TASK...............................................................................................................................................4
Overview of the event............................................................................................................4
HRM- Human resource management required for the event (roles and responsibilities).....7
CONCLUSION..............................................................................................................................10
REFERENCES:.............................................................................................................................11
Books and Journals...............................................................................................................11

INTRODUCTION
The report aims to plan and manage an event which will be hosted at Metro bar, Luton
Campus. Event planning is an essential activity to attract audience for some decided theme. It
requires a lot of planning for budget and effective workplace management to make an event
successful. Therefore, the need for costed plans which set the requirement of equipment, target
audience and a well presented area to make the moment memorable. Therefore, the event must
be created by having great team and investment. This report is going to plan a Christmas event in
the Metro bar that will be conducted on 26 December (Singh, Singh, and Bathla, 2020). There
will be a discussion about the target audience, discussion for product, price, place and
promotional activities. Also, setting roles and responsibilities for pre and post event activities.
MAIN BODY
TASK
Overview of the event
The event is all about the Christmas party which is going to happen in the Metro bar, Luton
Campus, University of Bedfordshire. The purpose of preparing for this event is to engage large
number of audience in the club and get interact on the occasion of Christmas eve. It is the most
peak time of the season when people wants to get relaxed and enjoy the evening with their close
relative’s friends and peers. The event must be most effective as well as memorable with the
engagement of large audience. The maximum limit in the Metro bar is 200 people. It shows that
the audience will be limited but the seats must be fulfilled to get the best revenue. There will be
many activities take place during the event such as dance, music, games and regulation of gifts
and prizes (Njoroge, 2018). The most attractive thing about the event will be the theme of red
and wine. Every individuals needs to follow the dress theme which should be red and white in
colour. There will be many puzzles and challenges among to people to get the best gift of the
eventing. Each guest will get free wine after winning a challenge or dares. The event will be
organised after 8 pm in the eventing which will be last till 1 am midnight.
The most surprising thing about the event is that, the celebrity face will be arrive which
will play the music and make the night most entertaining and exciting. It will include free drinks,
food and gaming zone at which people could spend time and enjoy the menu. Apart from this,
there will be a stand-up comedy show which will take place after 12 am in midnight. It will be of

1-hour duration. It will be hosted by top comedians who will entertain the audience and asks
questions related to life. The main motive of the event is to make it memorable and attractive that
will be effective and profitable. Therefore, the major task is to involve the audience and target
them widely to maintain the decency and decorum of the event night.
Marketing mix
This is the most vital analysis of performing marketing activities. In order to provide
product and service, the discussion and strategies must be effective that will easily acceptable for
the customers and the market.in order to make the Christmas event successful, an extended
marketing mix is presented below:
Product: This mix of marketing elements is concerned about the decision of product and
service. The organisation needs to take effective decision which will lead to serve valuable
product and service into market. All the people rely on the product quality and its effectiveness
to fulfil their needs and wants (Leggit, and Brundage, 2018). Therefore, it is required to carry out
all the product and service quality management to maintain its usefulness. In planning the event
of Christmas party at Metro bar, the services offered are highly quality consequences and deliver
with great quality. As the event will provide free wines and unlimited food to the guest through
which they could enjoy the services by satisfying their wants. The bar has great quality dishes
and offers drink which will be valuable and worth the money.
Price: This factor is associated with the pricing decision as the organisation needs to be
nominal while setting prices for the product and services. There is requirement of setting prices
which gives worth of using the product and services. These prices set the desire to purchase a
product and service. There is requirement of setting competitive advantage in term of price and
value of the product and service. This event will provide product and service at minimum and
affordable amount, people will enjoy more than they will pay for it. The events will be sold for
the ticket of $30 which includes complimentary food and limited unpaid drinks. Therefore, the
price skimming technique will be used through which the cost will be minimised and people will
get the services at the right price.
Place: The place factor consists that every product and service of the company needs to
distribute from an effective channel. It must be effective and convenient for the customers to
reach easily and make their purchase. Therefore, the event will be conducted at the most
common place that is easily approachable by the University students. It could be seen that the

place must be entitled which is decent and comfortable to conduct the event. The event will
happen at the Metro bar which is located at the Luton campus. The people will feel convenient to
reach there and enjoy the Christmas night. All the drinks and food will be serve within the bar
So, there will be no insufficiency of the products.
Promotion: The promotional activity is vital unction for the organisation. Promotions
keeps the products and service close to the customers and maintain a brand name. therefore,
promotional criteria are being followed by the Christmas event. Before it happens, there should
be much hype in the market about the party (Studenski, 2020). This will create a reputation and
people excitement in the audience. Therefore, the promotion of the event will be happening
through advertisement, social media marketing and collaboration. The more it would reach to the
audience; the more people will gets attracted to it. The need for great promotional activities is
require so that, people will remember the event and make participate in future.
Physical evidence: This factor involves that the company needs to provide some physical
proof of their sale. This will make customers remember about what brand or product and service
they have took for the future performance (Puska, 2020). The event which will be happen on
Metro bar provide a band and a voucher free for the next visit. Also, they provide bills for each
purchase through which the audience would get aware about their cost and spending. The
evidence for the event will be the tickets and vouchers to get special offers and deals by visiting
to metro bar.
People: This factor involves that, the organisation must have effective manpower who
will manage, control and synthesise the work. These people must be dedicated and creative
individual who will think for the betterment of company while creating any kind of strategies
related to product price or promotion (Steinhauser, and da Rocha, 2019). The people will be able
to demonstrate the need for trained and experts individuals who will be able to easily hire people,
manage them and prepare strategy accordingly. Therefore, the event must have well dedicated
employees, event planners and managers in order to assure that, no misleading activities will take
place. It is essential for this event to get control over the strategies and planning So, the
Christmas evening will become great with appropriate facilities.
From the above marketing mix elements, it has analysed that all the 7 Ps of the
marketing are become vital and essential to take the decision for product and services. The event
plans must be based on the quality management decisions of the product and services. All the

activities, foods and drinks must be served of better quality and quantity. Also, the event must be
chargeable on reasonable that will attract huge audience and fulfil the limits of Metro bar. For
that instance, the event needs to hire experts which would make strategies for the management
practices. All the music, part themes, guest arrival and checkout will be in the hands of these
experts. Also, they must be professional while attending guest and provide assistance. Promotion
needs to be done appropriately by adopting various ways like advertisement, university hypes
and bill boards, social media posts (Wijaya, 2022). These channels will be effective to create a
queue at the Metro bar; this will be effective as the cost will be covered through earning good
revenue.
STP
Segmentation: as per this strategy, the event will target their audience on the basis of
geographical and demographical basis. The event will target above the age group of 18 and
within the area of Luton campus.
Targeting: As per this, there is requirement of targeting the best audience which will
surely take part in the event (Hindi,. and Almaktoom, 2021). This could be the high income
group students and their friends who are highly interested in enjoy the parties.
Positioning: This activity is also crucial to set a standard of the services ad brand into
market. The event must be positioning in an attractive manner that will create a buzz among the
audience.
HRM- Human resource management required for the event (roles and responsibilities)
Human resource is the crucial to make an event successful. It is kind of activities which is
specially managed by the individuals only. In the current time, there are several CCTV have
build which watch and control the happening at a place. But a human involvement is necessary
to watch the activity at the time of necessity (johnston, 2018). The roles and responsibilities are
essential for the event to be divided at large level. In the huge group of audience, many activities
are necessary to take place like decoration, cleaning, management, music, theme and food or
drinks. The human resource management is vital to get the best outcome of whole efforts.
Pre event activities: The HR mangers must look for doing great planning for the Christmas
party event. The activities require for it is to set all the theme, costing, budget, celebrities arrival.
After that, the promotion is requiring to make audience aware about it (Cedar, 2020). This could

be done through social media and bill boards to regulate the hype and give rise to excitement
among the people. These promotions need to be done through making good social content, blogs
and posts.
Post event responsibilities: once the vent gets end, the cleaning must be done properly. The
bar needs to get well managed and manager needs to call the staff of cleaning departments. It
must be done before 1 am. The budgets and other costing must be settled with the bar and thank
the place owners to be being patient.
Costs
All labour, food and beverage, cleaning service, utilities, communications, and other
expenditures that the Host Committee is responsible for paying the Arena Company in addition
to the License Fee are referred to as Event Costs.
Following are the costs that would be incurred by the business for the event:
Fixed costs:
Venue Hire: £645 per night
Variable costs:
Additional hour rates:
 Staffed bar open till 1am and clean-up time till 2.30am - £185
 2 waitresses for 4 hours ( 23 + 23 ) * 4 - £184
Total Variable costs : £369
Total costs : £1014
Contribution :
Contribution = Net sales – Variable costs
= ( 30 * 150 ) – 369
= 4500 – 369
= £ 4131
Contribution per unit = Contribution / number of tickets sold
= 4131 / 150
= 27.54
Break-even Point : This point refers to a level of production at which all the costs of the
production is equal to the revenue generated by the product. This is a no profit no loss situation
for the business and every business tries to achieve this level of production in the initial years of

business and subsequently increase to raise the profits and reduce the costs of the business.
- BEP (in units) = Fixed cost / contribution per unit
= 645 / 27.54
= 23.4 or 23 Units
- BEP (In amount) = Fixed cost / PV ratio (Profit volume ratio)
= 645 / 91.8
= 7.02
PV Ratio = contribution * 100 / sales
= 4131 * 100 / 4500
= 91.8
Recommendation
For a Christmas party there should be good arrangements in a Bar which includes:
 This is a Christmas event means there will be more audience than regular days and
management can be effected, hiring of temporary workers and team to handle the large
group audience will be beneficial for the bar.
 As the this is an large event and people more people will be acquired there must be good
inventory management in the Bar. Stocks of drinks, wine and food should be availed
early for smooth and great event.
 Staffing right people for entertainment and engaging with people to attract in the event
will require good promotion and hiring entertainers, musicians, comedians etc. so that
people desire to be part of the Christmas event.

CONCLUSION
From the above report it has been concluded that good human resource work is required for
achieving targets and attract consumers in event management. In this wise use of the
management as well as marketing strategy is been used such as marketing mix and their
factors which are product, place, promotion, physical evidence, people, price and process.
Further in this report the discussion of segmentation, targetting and positioning is done.
Human resource practice in designing the event was effective and practices of hiring,
managing and assigning task is done in this report. At last the use of Human resource
practice was realised in event management.

REFERENCES:
Books and Journals
Singh, R.K., Singh, P. and Bathla, G., 2020. User-Review Oriented Social Recommender System
for Event Planning. Ingénierie des Systèmes d Inf., 25(5), pp.669-675.
Njoroge, E., 2018. Effects of strategic planning on organizational performance: A case of event
planning firms in Nairobi CBD (Doctoral dissertation, United States International
University-Africa).
Leggit, J.C. and Brundage, C.D., 2018. Adaptive sports event planning. In Adaptive Sports
Medicine (pp. 359-369). Springer, Cham.
Studenski, K., 2020. Brand positioning an LGBT+ event planning company.
Steinhauser, V.P. and da Rocha, A., 2019. Bureau de Eventos: internationalization of an
emerging country event planning company. The CASE Journal.
Wijaya, J.E., 2022. Aktivitas Event Planning di PT Sakti Rekatama Cipta (Virtualevent.
id) (Doctoral dissertation, Universitas Multimedia Nusantara).
Cedar, S., 2020. Clean Is Not Only the New Cool, It’s Also Critical for Event Planning Success.
Johnston, C., 2018. Planning for the Past, Present, and Future.
Hindi, Y.A.M. and Almaktoom, A., 2021. THE ROLE OF FORECASTING ON EVENTS
PLANNING AND STAFF SCHEDULING. PalArch's Journal of Archaeology of
Egypt/Egyptology, 18(15), pp.321-327.
Puska, H., 2020. Planning and Organizing an Event.