Planning and Delivering an Event: EDM Fest Case Study

This article discusses the planning and delivery of an Electronic Dance Music (EDM) Fest, covering the event cycle, research, feasibility study, event operations, budgets, and industrial trends. The case study highlights the importance of understanding the market trends and coordinating with them to achieve higher profitability and sustainability.

Planing and delivering an
event

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Explaining event cycle................................................................................................................1
Examining event research...........................................................................................................2
Explaining feasibility study of event...........................................................................................3
Describing event operations........................................................................................................4
Formulating budget.....................................................................................................................5
Explaining trends of specified industry.......................................................................................5
CONCLUSION ...............................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Planning and delivering an event is considered with gaining effective activities like
establishing timelines, budgeting, coordinating with other departments. Etc. In the current era,
planning & delivering event has become little complex due to larger number of competitors
prevailing in the market which require firm to pay attention on attaining competitive benefits.
The present study is based on conducting of Electronic dance music fest which is highly featured
by the strong dance able beat. There is involvement of the several popular artists who uses
different kinds of equipment and sets. EDM event will be organized by The Event Company
(TEC) in Hall Warring-ton where larger number of people can attracted. The current study will
involve event cycle, research, feasibility study, event operations, budgets, industrial trends that
are needed to be considered.
MAIN BODY
Explaining event cycle
This is basically considered with having the proper capability to recognize and taking
appropriate action in the right manner. The main stages of the event cycle includes planning,
organizing, measuring, analyzing and taking crucial actions. For conducting the EDM event in
the specified region the TEC need to pay attention on developing the relevant course of action
that can contribute in attaining higher level of success. The main course of the action which can
be executed by business for gaining the ability to successfully execute different event activities
such as spreading information about EDM by using different kinds of media, accessing proper
venue, having effectual availability of resources, etc. in order to plan and organize in the
effective manner (Allen, 2021). The three stages of event life cycle possessed for gaining higher
profitability & sustainability. This involves taking crucial action for before, during and after.
 Planning stage is one of the significant stage in which focus is given on clients,
stakeholders, functional areas eventually transitioning into more detailed venue centric
planning process. In this much emphasis is provided on developing effective research
and setting goals such as number of targeted audience, profitability expected expenses,
etc.
 Designing and organizing event by paying attention on having significant operational
practices through considering real time scenarios, finalizing the operations, developing
contingency, training workforce. In this having all surety abut the EDM required tools
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and artist so that proper significant understanding delivering relevant form of event can
become possible.
 In the event conducting, the third phase which is related with delivering the planned
activities by finalizing things and testing commerce operations. The operational actions
involve giving emphasis on obtaining materials, ensuring optimum utilization of
resources, proper execution of being live, controlling activities, communicating with
stakeholder, having proper implementation as per the planned scenarios (Getz, 2022).
There is focus is provided on receiving feedback regarding event so that required
modification can be made.
 The closure phase of this particular life cycle of electronic dance music which
concentrates on evaluation of project, overlay removal, reinstatement, return of venues
& delivering of finial accounting. On the basis of this, it can be interpreted that these
actions involve in particular event cycle.
On the basis of this, it can be interpreted that firm is using this event cycle to conduct its
operational practices for EDM program.
Examining event research
This is associated with having relevant level of evaluation of the impact that can be
occurred in form of unforeseen situations on value of event. It is helpful in gaining the
appropriate information about the prevailing situations such as the revenue generating,
profitability margin, etc (Backman, 2018). On the basis of conducted evaluation for the current
electronic dance music it can be specified that there are several actions which are needed to be
taken into consideration so that higher performance in corrective manner can be derived.
There is higher level of the demand of the particular form of the event due to prevailing
trend of health consciousness and greater support for the legal requirement of the noise
pollution. The particular firm is focusing on target audience having objective of enjoying
through participating in EDM events which is helpful in achieving objective of higher
profitability via cope up with prevailing trend. This kind of the event is helpful in receiving
ability to properly coordinate with requirement of reducing noise pollution which is basically
hampered by other kinds of music event (Antonschmidt, 2022). It is one of the trending activity
which is not highly conducted so people easily get detracted towards it to experience such
creative form of practice. It has allowed the business to understand that there is need to execute
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such effective promotional action which can boost enthusiasm among buyers to experience such
entertaining event. The present implemented research has been useful in analyzing that utilizing
three Es in marketing process such as engaging, educating and earning emphasis for meeting
objective of attaining larger number of customers.
From the assessment regarding this event it can be mentioned that there are few
threatening factors which can affect smooth functioning of event so making strategic
management action becomes essential (Allen and et.al., 2019). The set of risk which are needed
to be managed involves general, liquor liability, security management, collapse of electronic
devices, unsafe behavior, over crow, unavailability of artist, etc. on the basis of this it is
interpreted that mitigating this threats by having proper testing so that quality performance as
per legal trend can be provided.
Explaining feasibility study of event
The feasibility study is related with conducting analysis of relevant factors of event so
that depth understanding about its success can be attained (Feasibility: What to assess? 2022). It
is one of the crucial activity that helps in attaining the reliable and accurate information so that
higher ability to cope up with prevailing situation can become possible. Recent feasibility study
of the project regarding electronic dance music will involve evaluation of risks, venue, dates,
findings, staffing ,environment, equipment, support, etc.
 Risk feasibility include having relative degree of confidence by The Event Company to
mitigate & eliminate situations like financial losses, compliance with legal & industrial
standards for crowd and noise. Avoiding damage to venue, injury to staff & reputation to
the stakeholders.
 Time feasibility pay attention on having necessary plan for arranging the stage event by
focusing on two components. The mentioned firm for achieving ability to book venue on
time and giving appropriate length of notice to participants so that relevant conducting
can become possible. It is important to book the venue in advance to avoid complications
and having enough capacity to spread tickets to generate greater amount of revenue,
profitability, mitigating competitions, etc.
 Funding feasibility is concerned with having accurate insights about the expected
revenue and expenditures through everlasting sources of income, etc (Goel and et.al.,
2019). The Event Company can get appropriate ability to make it successful by analyzing
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unexpected losses through venue costs, escalate, errors, etc as per the prepared budget
via identifying unforeseen situation. It is helpful in indicating that proper capacity to
avoid financial difficulties by concentrating on event revenue and cost so that aim of
sustainable profitability can be obtained.
 Staffing feasibility helps in evaluating that sufficient capacity to ensure that corrective
form of personnel can be attained. This aids in supporting organization to meet deadlines
on time for successfully executing of operations. This can hep in achieving higher
productiveness so that conducting music event by those who can manage properly
electronic devices.
 Venue & equipment analysis for the present type of case is helpful in understanding that
advanced level of electronic devices to the specified place in highly safe manner. This
involve paying attention on acquiring equipment like score boarding, lighting, timing,
etc, having enough and transportation facility.
 Environmental management and support for organization through managing traffic
congestion & parking problems to damage sustained by eliminating noise pollution, etc.
On the basis of this it can be interpreted that these are the crucial areas which are
required to be managed accurately for gaining significant processing of EDM event.
This is helpful on making reliable strategies for attracting targeting audience by
eliminating thes prevailing situations so that higher profitable situation can be formulated.
Describing event operations
There are different kinds of the operational repeatabilities which are needed to be
coordinated at all the levels so that smooth functioning of electronic dance music event can be
derived. For the current event such as conducting electronic dance music the operations which
will be involved includes on site registration, technical elements, agenda management, managing
vendor service and assisting guest, feedback, emergency monitoring, etc.
there are different activities which are needed to be executed for gaining the significant position
to delivering quality based electronic dance music (Draper, Young Thomas and Fenich, 2018).
The form of actions which are basically taken into process for attaining higher productivity from
staff includes having excellent team collaboration, efficient formulation of budgeting quality &
systematic operation checking, managing crow & traffic, executing unique branding. In all the
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practice executed there is ned to focus on having higher-level of integration & coordination so
that better success giving factors can be provided.
On site registration involve having proper enrolling for event so that efficient number of
resources required can be assessed. In addition to this, technical elements involve having all
logistics such as all electronic devices, audio visuals, coordination with contactors, etc. the
agenda management is taking time to analyse that proper goal achieving & objective through
delegating relevant proportion responsibilities to staff. Other actions of operations that can be
effectively procuring inputs, optimum utilization of resources, having significant ability to
eliminate errors, etc. by ensuring proper level of coordination with budget formulated. The other
form of operational actions which is exerted for having success is taking feedback from clients
in turn improving lacking areas for offering higher satisfaction clients. These mentioned course
are helpful in gaining capability to recognize prevailing lacking areas in operational actions so
that improvement strategies via focusing on motoring & controlling practices can be done.
Formulating budget
Expenditure Amounts £ Income Amount £
Venue hiring 120000 Sponsorship 3500000
Foods & refreshment stall 200000 Ticket sales 1500000
waiters 15000
Artists fees 500000
Cleaning fees 300000
transportation expenses 70000
Set up and pack down charges 15000
Electronic devices rent 75000
Advertising and promotion
expenses 40000
Utilities expenses 160000
Volunteers cost 85000
Recording and photography cost 1250000
salary and wages to staff 1500000
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Profitability 670000
5000000 5000000
On the basis of the above prepared budget it can be specified that particular firm in order
to conduct electronic dance music event will generate profitability of £670000 by incurring
mentioned costs.
Explaining trends of specified industry
There are several factors which are required to be highlighted in order to ensure smooth
functioning of business. These trends of specified industry can aid in meeting the need of
formulating higher effective & reliable plan via understanding needs of market so that suitable
strategies can be applied. The crucial industrial trends involves live steaming, social
ambassadors, experimental marketing, event apps, smart phones, conducting of hybrid even,
adopting health protocols, value flexibility, technological broadcast, quality productions,
interactive entertainment, great registration, integration of more augmented, consideration to
eco-friendly practices, etc.
For offering the successful service ion the event industry it becomes essential for the
organization to pay attention on gaining significant level of processing which is capable of
coordinating with prevailing situations. The trends in music industry is highly considered with
achieving higher profitability and sustainability so that much emphasis on attaining ability to
offer such service that is demanded in market. While offering the music event practices it
becomes essential for the organization to give emphasis on developing practice in such a manner
that is perfectly able to coordinate with prevailing trends in the sector (Fernandes and
Alexandre, L.A., 2019). There is requirement to ensure that proper artists are participating in
event organized as electronic dance music by checking their social media followers, income
generating capacity, awareness among audience, etc. In the music industry there are number of
aspects which are needed to be focused on gaining better performance.
There are certain other areas where much focus on the activities for ensuring success of
event. This includes understanding purpose of event, knowing audience, selecting right venue,
ensuring accurate time of conducting event, etc. In order to conduct proper EDM event focusing
and coordinating with these trends of specified sector so that higher profitability can be derived.
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On the basis of this, it can be mentioned that following current trends aids in meeting goals in
higher effective manner such as higher profitability, stability, greater market share, positive
brand image, etc.
CONCLUSION
From the above report it can be concluded that planning and delivering event requires
number of practices which aids in accomplishing objective of conducting successful project.
The current study has given emphasis on event cycle that includes planning, organizing, etc. in
addition to this, event research has been conducted along with feasibility study that involves
risk, time, fund and other factors. Present report has involved event operations such as on site
registrations & other activities and budget. There are different trends such as integration of more
augmented, interactive entertainment, great registration, etc has been highlights in current study.
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REFERENCES
Books and Journals
Allen, J. and et.al., 2019. Festival and special event management. John Wiley & Sons.
Allen, J., 2021. Event management. Wiley.
Antonschmidt, H., 2022. Sustainable Food Operations. In Encyclopedia of Tourism Management
and Marketing. Edward Elgar Publishing.
Backman, K.F., 2018. Event management research: The focus today and in the future. Tourism
management perspectives. 25. pp.169-171.
Draper, J., Young Thomas, L. and Fenich, G.G., 2018, January. Event management research
over the past 12 years: What are the current trends in research methods, data collection,
data analysis procedures, and event types?. In Journal of Convention & Event
Tourism (Vol. 19, No. 1, pp. 3-24). Routledge.
Fernandes, M. and Alexandre, L.A., 2019. Robotchain: Using tezos technology for robot event
management. Ledger.
Getz, D., 2022. Event management. Edward Elgar Publishing.
Goel, P. and et.al., 2019. A data-driven alarm and event management framework. Journal of
Loss Prevention in the Process Industries. 62. p.103959.
Online
Feasibility: What to assess? 2022. [Online]. Available through:
<http://www.leoisaac.com/evt/top072.htm>
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