Event Planning Management

This document provides an overview of event planning management, including critical success factors, objectives, event type, target audience, accessibility, licensing and legal issues, risk management, health and safety, supply chain management, CSR and sustainability, and waste management.

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EVENT PLANNING MANAGEMENT
student name
4/10/2019

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Contents
Introduction......................................................................................................................................2
Section A:........................................................................................................................................3
CSF Intro.....................................................................................................................................3
Objective......................................................................................................................................3
Event type....................................................................................................................................3
Target audience............................................................................................................................3
Accessibility................................................................................................................................4
Section B:.........................................................................................................................................5
1. Licensing and legal issues....................................................................................................5
2. Risk management.....................................................................................................................5
3. Health and safety.....................................................................................................................6
4. Supply chain management.......................................................................................................7
5. CSR and sustainability.............................................................................................................8
6. Waste management..................................................................................................................8
Section C:.........................................................................................................................................9
Conclusion.....................................................................................................................................11
References......................................................................................................................................12
Appendix: Event management action plan....................................................................................14

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Introduction
An event to be successful needs to planned effectively that includes establishing a timeline,
deciding on the budget, planning food, reservation of event sites and locations, coordinating
transportation, deciding on a theme, and arranging various activities. Moreover, there are other
important aspects that have been considered while developing a plan like the risk involved and
managing risk, and sustainability development (Hitt & Xu, 2016). Various aspects of event
planning management would be discussing in report further. Event management is applying
project management to the development of large-scale programs like conference, weddings,
festivals, formal parties, charity events, health and safety events and many more. One of the
social events would be a plan in the report including managing operations. Being an event
entertainment operations manager for enlightened production, an event would be organized and
managed while considering the various aspect that would be cover in the report further (Slack,
2018).

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Section A:
CSF Intro
Critical success factors are the elements that are required for a project or organization to achieve
its objective and mission of the project. It is important to understand the critical success factors
to analyze if the action taken in the event plan is been conducted as per the standards and what
was planned for the successful happening of an event and achievement of goals or objectives set
(Alves & Sousa, 2018).
Objective
The objective of this event plan would include:
 Integrated fundraising – This is one of the major objectives of this event that is raising
fund from the event.
 Increase in the donation amount
 Wide outreach (Bird & Mendenhall, 2016)
Event type
The event that is to be planned is a charity event for raising fund for children in need. An art
event for the fundraising would be organized by enlightened production. The charity art show
fundraiser is an event in which the community is allowed to display their talents. There are
various ways that this event could be a success and the team is able to raise funds through the
event. This would include a contest like a competition where the artists can present their talent at
the event with minimal entry fees and could be professionally judged and donate the winning
prize for the children who are in need. This type of event would require keeping various things in
mind while planning like a nice décor for the place to present the artwork (Carvalho & Junior,
2015).
Target audience
The target audience for this event would be people nearby the location decided for this event.
The location where the event will be held place is the senate house in London. It is the
administrative centre of the University of London. This is an art décor building, which is

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beneficial in case of reducing the cost for the events as such libraries host such events. The target
audience, as per this location would include local artists nearby, who would be interested in
displaying the arts to the public and be the part of the contest for donating the amount to help
children. Moreover, the domination would otherwise be open if any individual wishes to give a
donation for the children, regardless of caste, colour, and religion (Cheranpanukorn & Focken,
2014).
Accessibility
Accessibility is the designing devices, services and products or providing an environment for
people with the issue of disabilities. In this event, any individual regardless of physical abilities
can present the art. This would also help disabled people to take part in a contest and contribute
to a greater cause. This could be an opportunity for such individual for being social and feel
confidence while presenting their talent to the world. The location is the heart of Bloomsbury,
which reflect that the public transportation facility would easily be available for this event for all
the individuals. Moreover, the nearby location of the senate house is some of the historical
attractions like the British Library and British museum. The popularity of this location makes the
event more accessible for the public to visit and show interest in the event (Anitha, 2014).

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Section B:
From appendix event operations plan was presented and some of the operational issues include:
1. Licensing and legal issues
It is important for the event organizers to have a license in order to avoid any legal issues for the
company. In every nation, the legal rules and regulations are different regarding initiating an
event. This is the major reason that while planning an event it is essential to have a license
regarding the same. For example in the United Kingdom, it is necessary to obtain the licenses
and permits for the public event, which includes temporary event notice or premises license for
events containing alcohol sale or any provision of entertainment like plays, dancing, music or
such contests (kingston.gov.uk, 2019). Some of the laws that must be considered by this charity
event include permission from the event office in advance, and there is also a requirement of
public liability insurance. Moreover, the food offered in the events must comply with the food
safety act. Another such act to be abided by company is health and safety Act of HSE example
control crowd (hse.gov.uk, 2019). The legal issues for the fund raising event would be similar to
that of any other event which requires getting a contract from the local council, this would also
include entertainment or catering licenses (Coulson-Thomas, 2017).
Collecting money could be a sensitive issue which must be followed with an accurate procedure,
as it is to be assured that the amount provided to the company for charity is been used for the
right purpose (Oke & Prajogo, 2016).
2. Risk management
Since the environment is dynamic and uncertainty always exists while the organization or
managing an event. The risk must be identified well in advance and must be mitigated or
minimized. This is said to be managing risk that is minimizing risk through mitigating the
potential risk. The risk can be assessed and managed through four major steps.
a. Identification of potential risk- some of the potential risk involved with this charity fund
raising event would be a loss of access to venues that are senate house, a large number of
individual’s registration for the art event as participants. Unavailability of professional

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judges for the contests, risk related to equipment and tools, food shortage, or drawback of
major sponsors of the event would be some other major risk (Tekle, 2017).
b. Impact of risks – The risk impact must be analyzed that is finding out the potential risk,
which would influence very much for example loss of access to venue could lead to
cancelation of the event. The drawback of sponsors could lead to a lack of availability of
resources or funds for the event (apps.treasury.act.gov.au, 2028).
c. Development of mitigation plan – This would include preparing mitigation plan after
analyzing the risk and understanding how to reduce the risk. For instance in the case of
access to the venue, a written document with the senate house according to proper
procedure and law would reduce this risk. The risk of a large number of participants, the
risk can be mitigated by communicating the limit of participants by 500, which would
reflect first come first serve rule. Some of the mitigation strategies can be adopted by the
company would include greater transparency to the associated stakeholders like the
participants, the client organization for which the event is organized, sponsors, visitors,
staff members and all other. Another strategy would meet the legal, insurance, and
contractual requirement in order to avoid any legal risk. The checklist could be other
controlling strategies to avoid risk. This would include serve an aid of assessment while
making significant decisions and make authorities understand the risk associated make
kept informed regarding the potential risk to take action to mitigate it (Ahn, 2015).
d. Work your risk – This would include reviewing the plan that is a continuous check over
the change in risk and its impact and the implementation as per the scheduled check-in
points (husdal, 2018).
3. Health and safety
Health and safety include a safe environment for the stakeholders of an event. A safe and healthy
environment has to be maintained in an event also according to the legislation and it is important
to ensure the safety of participants and people visiting the event. This would include providing
and maintain a safe place for work for the staff members, safety equipment and tools to be used,
safe systems for work (Page & Getz, 2016). Ensuring hazards that were identified and assessed
regarding the risk involved and is considered to be a priority while managing the event to
mitigate such risk. Providing information, training and instruction to the staff and volunteers are
necessary to make it sure that the employees and all other stakeholders are safe to visits the place

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and healthy working environment is maintained. Use of appropriate preventive and protective
measures is another act included in this aspect. This would also include promoting awareness
regarding health and safety and encouraging best practice considering the act of health and
safety. One of the health risks is the increase in the number of visitors, which can be controlled
by limiting the number of registration to visit at a time. The event will be held for two days in the
daytime, which has to be registered two days before the happening of the event and the number
of people visiting can be controlled by proving a limited number of passes. The health and safety
in this charity fundraising event also include the security, which must be managed through
corridors, gangways, and through fares to keep a check over the obstruction. Moreover, a team
could continuously work over the reporting of any sought of damaged floors or equipment
damage for safety purpose. Some of the considering areas would be trailing wire, unloading
vehicles, or moving equipment, and there should be the availability of first aid at the event
location, in case of any accident or injury (Choo, 2002).
4. Supply chain management
This is one of the most crucial aspects to consider. The supply chain management is a process
initiating by procuring the raw material and equipment and machines required for the event to
take place. This would also include transportation and transferring assets from one place to
another. This is the fund raising event through an art contest, which would also include material
handling (Ayers, 2017).
To ensure fast and efficient delivery of goods, the goods here would include the raw material for
food preparation, machines and equipment. This would be helpful for the company to consider
the local supplier, which can make the availability of goods as fast as possible and must the
nearby supplying would reduce the cost of transportation. While working with the suppliers,
some of the basic requirement would include the carriage charges, it is suggested to have a large
number of suppliers to reduce the risk of unavailability of goods on time and with adequate
quantity (Sodhi & Tang, 2014). The goods like décor related goods or machines and equipment
must be available at the location before the event day to organize the event. However, the raw
materials like food items must be procured just before starting of the event that is on the same
day of the event. The art materials must be transported at the time of the event. The services
would include catering services, décor related services, health and safety services, and

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transportation services, which must be managed well before the happening of an event (Birasnav,
2014).
5. CSR and sustainability
Corporate social responsibility and sustainability are the company’s responsibility towards the
society that would include responsibility towards the environment and various stakeholders. For
instance, the event planning must consider various aspects like energy consumption that is the
use of electricity, and other non-renewable resources through the event (Kim, 2015). Moreover,
the company CSR activity would include non-use of plastic and poly bags. This would also help
to enhance the visibility of the company and the brand name (Munson et al., 2017).
Moreover, the company is working for equality, promoting equality and let every individual
irrespective of caste, religion, colour, and physical appearance to participate in the contest or
visit the event. As already discussed, disabled people are also allowed to present their art and
talent in the event and participate in the event. Moreover, the cause of this event is to raise fund
for children in help, which is a social cause reflecting the social responsibility of the company
(Kolk, 2016).
6. Waste management
Waste management is the actions or activities that are needed to manage waste to its final
disposal. This would consider the transport, collection, disposal of waste, and treatment of waste,
and it includes Integration of observing and regulating waste management process. Waste
management is part of the sustainability of the event management, which would include
minimizing the influence of environmental waste that would be going to landfill and take
initiative to protect it. This will include initiates by the company like recycling, which is the
choice of goods in a way that can be recycled and use again (Rashid & Raj, 2017).

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Section C:
Being an event entertainment operations manager for enlightened production, I thought raising
fund from the event would be difficult as there would be various legal and social challenges. As
the event initiated, the decision regarding the venue was an initial task for our organization,
which end up to senate house considering feasibility and cost, as it was observed that the location
is centralized where public transportation is easily approachable. I had to interact with
professionals in the industry; one of the reasons was for appointing a judge for the contest
results, which turned out to be increased in building a relationship in the industry. The major
learning from this experience was
 Importance of operations management – it is the responsibility of the operations manager
to make the delivery of products and services on time considers the cost and quality of
the services. Another importance of operational management would be a revenue
increase, in this event, I was responsible for fund raising and reduction of cost was
happened due to effective operations management. Waste reduction and time
management are other relevant importance of Operations management (Sanders & Reid,
2015).
 Importance of legal legislation and licenses- From the experience it was understood that
taking licenses regarding holding event is very relevant. This is important to reduce the
risk of legal issues that may have to occur and can be responsible for the cancellation of
the event.
 Risk management and risk assessments – there is various risk involved in the event,
which was understood from the experience. The risk has to be analyzed and assessed well
before its happening that the potential risk is to be identified in order to reduce the impact
of risk on the event success factor. This would include a risk management plan to avoid
or mitigate risk to maximum possibility through operation management.
 Importance of critical success factor – it was learned that the critical success factors are
very essential to analyze to track the success rate of the plan continuously and it was
helpful in achieving the objective of the event.

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 Importance of value, quality, and effectiveness – This would be another major learning
from this event management, that is understanding the relevance of effectiveness while
implementing operations management that is the completion of each activity in the plan
on time as per the schedule and with minimum cost. This also includes the creation of
value to the customer through effective operations management through the inputs used
like labor, materials, equipment, land, capital to be transformed into goods and services
as output.
Some of the challenges faced were finding and managing suppliers that were searching out the
suppliers to minimize the cost of the event. Moreover, the requirement of promotional activities
regarding the events was learned and I would prefer to add to the plan in case events in the near
future when implementing operation management. The operations management theory was very
useful while developing the event plan. It has been identified that the modern operation
management depends majorly on four major theories that are reconfigurable manufacturing
systems, business process redesign, lean manufacturing, and six sigma. The six-sigma theory is
majorly concentrated on the quality of product or services. This was helpful in developing a plan
considering quality constraint. This theory provided defined steps structured and monetary
targets like reducing cost in the event planning (Davis et al., 2016).

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Conclusion
From the report, it can be concluded that the event management is applying project management
to the development of large-scale programs like conference, weddings, festivals, formal parties,
charity events, health and safety events and many more. The objective of the event planning was
integrated fund raising, an increase in donation amount, and wide outreach. The event was a
charity fund raising event for helping children in need. The venue selected for the event was
senate house London.
Some of the operational issues considered while preparing event planning included licensing and
legal issues, risk management, health and safety, supply chain management, CSR and
sustainability, and waste management. Among these it was observed that the license regarding
health and safety, permission for conducting event from local council and food and safety act
was to be considered. The major learning from the experience as an event entertainment
operations manager for enlightened production included the importance of operations
management, the importance of legal legislation and licenses, risk management and risk
assessments, the importance of critical success factor, and importance of value, quality, and
effectiveness. Some of the challenges faced were finding and managing suppliers that were
searching out the suppliers to minimize the cost of the event. Moreover six sigma theory was
also learned and applied while preparing the event plan for considering quality in operations
management.

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Appendix: Event management action plan