Individual Report - Event Planning

This report on event planning discusses the marketing strategy, human resource requirements, and financial details involved in organizing an event. It covers the 7Ps of marketing mix, the roles of staff members such as bartender, waiter, bouncer, and security guard, and the financial projections with the break-even point calculation.

Individual Report - Event
Planning
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Table of contents
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
i) Marketing strategy with details of marketing mix...................................................................3
ii) Human resource requirements with details of staff for the event...........................................5
iii) Financial Details of all cost involved in organization with details of break – even point.....7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................11
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INTRODUCTION
Event planning refers to make plans or strategy for organizing an event. It means to make all
the arrangements properly, involves studying the brand, identify target audience, coordinating
technical aspects before launching event (AlWaer and et.al., 2021). Metro bar has capacity of
maximum 200 people and event of art gallery is being organized.
The report includes, marketing strategy which is used for attracting people and providing
them information about art gallery. Various staff required for event and their roles and
responsibilities is discussed in report. Staff required for pre activities and post activities.
Financial details like, cost involved in organizing whole event, expenses and income is
discussed.
MAIN BODY
i) Marketing strategy with details of marketing mix
Marketing Mix is the foundation model of business which provides the information of
product, price, place and how the product and service is being promoted and branded in the
market at large scale. Marketing mix helps in creating the value of the product and services of
Metro Bar and for the Art Gallery Event which is being conducted. Marketing mix is described
as –
Product – The product which are displayed at Metro Bar are the drinks which are made
available for the customers so that they enjoy the services and drinks which are made available at
metro bar (Pistol and et.al., 2017). There is variety of food which is being served to the
customers and along with that all the food products and services are being served and the menu
serves the best of what the Metro Bar serves at large scale. The products which are being served
at Art Gallery Event were drinks, and eatables were being served to the customers from the
Metro Bar.
Price – The Metro Bar products were being served with the prices which are known to the
customers. The main thing which is been observed is that the prices are framed for the people
who are visiting the Art Gallery Event. The Event has organized the food items and drinks as per
the prices which are already set for the menu at the Art Gallery Event. The prices of the food
items and drinks are made reasonable for the Art Gallery Event in which the people are being
served as per their choice at the event.
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Place – Metro Bar is situated in United Kingdom at Luton campus, University of Bedfordshire.
The place where the Art Gallery Event is being organized is at Metro Bar. The place describes
that the Art Gallery Event is there at Metro Bar (Saidani and et.al., 2019). The place is being
decorated and the event is done with 200 people in it. The people in Art Gallery Event are
invited to attend the event which provides the food items and drinks at the place as the event is
taking place. The place is having the capacity of accommodating 200 people and more for event.
Promotion – Metro Bar promotes its products and services through social media platforms like
Instagram, Facebook and official website page which the company is handling. The promotion of
the products and services is being done at large scale so that more number of customers are
engaged in imbibing the services of Metro Bar. The products and services of the Metro Bar are
being promoted at the Art Gallery Event. The Art Gallery Event served the food and services
which is helping in providing the services to the people and this helps in creating the value of
Metro Bar.
Process – The process which is being followed at Metro Bar for the Art Gallery Event which is
being conducted at the place follows the procedure of how the event is taking place and what are
the possibilities of conducting the event with having all the requirements with 200 people at the
place (Ramadani, 2020). The process which is being followed at the Art Gallery Event is
incurring all the essential requirements which are being provided to the people who are attending
the Art Gallery. The process which is being followed benefits the people who are attending the
Art Gallery Event.
Physical Evidence – The physical evidence is known at large scale which is the place where the
Art Gallery Event is conducted at the place of Metro Bar and this helps in providing the services
to the 200 people who are invited and are attending the Event which is taking place at the Metro
Bar. This is the physical evidence presents how effectively and efficiently the main services are
being served at the Metro Bar and this helps in creating the value through which the physical
evidence is being known which is the Metro Bar placed at.
People - The people being invited at the Art Gallery Event are 200 people and the
accommodation at the event was done accordingly. The people at the Metro Bar in the Art
Gallery Event are taking place at large scale and this is conducted by taking concern of the
people which are attending the event (Praveen, 2020). This helps in taking care and fulfilling the
major requirements of the people at Metro Bar initiating the Art Gallery Event. The people are
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invited for visiting the Art Gallery Event which helps in creating the value of the 200 people
which are at the Event.
The 7P’s thus helped in framing and knowing what are the characteristics of how Metro
Bar conducted the event with 200 people in it. The Art Gallery Event which was conducted
defined the essential requirements of the people with all these characteristics of knowing how
effective and efficient the major functions took place and this also helped in providing the
information of how and in what terms the major characteristics were known for analyzing the
basis through which effective and efficient services were being provided to the people for the Art
Gallery Event at Metro Bar (Abdul-Hamid and et.al., 2017). The main characteristics which
consisted the event were how the people attended the event and what were the main points which
were to be mentioned through the 7P’s. The detail is only known through the 7P’s which made
and created the process through which all factors in which the Art Gallery Event was conducted
at Metro Bar was known. All the requirements and needs of the 200 people were fulfilled by
serving them drinks and the food items which were made available along with the costs of each
item provided. Thus, in this way all effective forms of event were known at large scale (Aldoski,
2017).
ii) Human resource requirements with details of staff for the event
The human resource requirements are very important which provides the scale of how
effective and in significant manner the services at Metro Bar and this helps in framing the event
at the Art Gallery where there is necessity of the products and services to the people who are
taking concern of providing the best services by placing the human resources at the event so that
all the services are being served to them at large scale (Man, 2020). The human resource
requirements include the staff members for the event -
Bartender – Bartenders are the essential human resource which is very important at the Metro
Bar. At the Art Gallery Event which is organized at Metro Bar bartender plays major role which
helps in creating the value of how the drinks are being served to the people at the place. The
bartender serves the beer and wine at the Art Gallery Event to the people and provides them with
all the essential requirements and fulfils their needs and requirements at large scale. Bartender
also provides the drinks which are either mocktails or cocktails to people at the Art Gallery
Event at Metro Bar (Duque and et.al., 2020). Bartender provides drinks and other drinkable items
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to the people at the Art Gallery Event which is conducted at Metro Bar for all services which are
provided by them. Bartender took care of services which were being offered to the people at the
Event which was conducted. The services were being provided at the scale of how the things are
considered at large scale and this helped in taking care of the people who were present in the
event. Bartender at the event provided the drinks to 200 people and took care of their
requirements at the event which was being conducted at Metro Bar. Thus, this is the role and
responsibility of the bartender in the event.
Waitress or Waiter – The waiter or the waitress at the Metro Bar where the Art Gallery Event
was conducted took care of the services and the food items which were to be provided to the
people concerning and facilitating their requirements. Lunch and Breakfast both types of food
items were provided to the people who attended the Art Gallery Event and this helped in
knowing what were the requirements and needs of the people who were there at the event. The
waiter and the waitresses were giving all food items which were there in the menu decided and
provided the people at the event with all requirements which were fulfilled by the Metro Bar
(Mbhele and et.al., 2019). All the services and the food requirements were taken care of for the
people who were there visiting the Event. Waitress and waiters at event took care of the people
by providing them all the necessary and essential requirements which they are in need of. Thus,
the waitress and waiter at the pre event made all arrangements which were for the Art Gallery
Event. The post event session included the cleaning part of the event and all the arrangement
which were messed up was cleaned at large scale. This is the main role of the waiter and waitress
at the Art Gallery Event which was conducted.
Bouncer and Security Guard – A bouncer or security guard checks whether the person is old
enough to check in to the bar. The Art Gallery Event which was organized took concern of the
people who were at the event. The security guard is the person who takes care of the people who
are entering the vent and whether they are allowed to enter the bar section or not. Bouncer also
handles any mishaps which may occur between the people at the Metro Bar section. They are
also appointed at the gates of the Bar so that they can see and observe what type of people are
entering in the bar and they check the age of each person who is entering in the bar (Kay, 2017).
The event which took place at the bar consisted of the people who were in the age group of
attending the bar and can have the drinks which were being served to them. Bouncers and the
Guards also takes care of the bar mishappenings which may occur inside the bar which usually
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takes place. Security guard takes care of the people who are there at the Metro Bar attending the
event at large scale of 200 people in it. Security guards also monitor any illegal activity which
may be carried on within the Metro Bar effectively.
Thus, bartender, waiter or waitress, bouncer and security guard are the people who made
the event run in proper manner with all the management and various roles and responsibilities
delivered by them at significant scale. All the three positions helped in making the Art Gallery
Event run successfully at the Metro Bar. Also, the roles and responsibilities were being
effectively fulfilled by three of them. The people at the Metro Bar for the event did not face any
problem and all the services were being taken care of. Bartender, waiter or waitress and security
guard played their part well and delivered their roles and responsibilities well enough for the
sake of the 200 people who attended the event and were there (Negoiţă and et.al., 2017). All the
pre and post processes and arrangements for the function were made by the bartender, waiter and
waitress and the security section was taken care of by the body guards and bouncers. All the
three provided all the services which were required by the people at the Art Gallery Event at
Metro Bar. This made the scale of how effectively and in proper manner the major parts can be
delivered and through this all the things were taken care of which the people at the event needed.
The needs were being fulfilled with all the drinks and eatables provided to people at event in an
effective and efficient manner.
iii) Financial Details of all cost involved in organization with details of break – even point
The financial details of the cost which is involved in the organization Metro Bar with the
details of Break – Even point are described as –
Financial
projections
Sales £
10,000.00
Sales of By-products £
1,200.00
Net Revenues £
11,200.00
Materials £
300.00
Labour £
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300.00
Overhead costs £
200.00
-
Cost of goods sold £
800.00
Gross profit 93% £
10,400.00
Other Expenses:
Rent Expense
£
645.00
Printing and
stationary
£
100.00
Marketing cost
£
500.00
Lighting & heating
£
150.00
Salaries £
1,000.00
General expense £
100.00
Legal expense £
200.00
Maintenance expense £
300.00
Utility Expenses £
200.00
Catering £
500.00
Total Other
expenses
£
3,695.00
Earnings Before Tax £
6,705.00
Less: Tax @ 30% £
2,011.50
Earnings After Tax £
4,693.50
Event Budget
Building £
80000
Plant £
70000
Machineries £
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65000
Equipments £
30000
Salaries and wages £
25000
Raw Materials £
3000
Marketing Expenses £
5000
General expense £
500
Caterings £
1000
Utility Expenses £
1600
Rent Expense £
8000
Transport £
1500
Insurance £
2000
Total 292600
These tables show that both the Break – Even point calculation is being analyzed and this helps
in creating the value of how the calculations are being framed and these calculations are
precisely in the exact form and the calculations are in the form of how the costing are taking
place for the event in Metro Bar (Alexander, 2018). All the essential requirements are fulfilled at
large scale and this helps in creating value through which all the costs are being calculated in
significant manner. For break – even analysis, event budget is created. All the other costs are
taken place within the financial projections which provided the information of the information
with their costs. The financial projections helps in creating the value through which all the
information is known and the budget is created in exactly the same calculations for the costs
which is being calculated.
CONCLUSION
From the above discussion it can be concluded that, organizing an event includes many
activities and plans should be made properly. Marketing strategy which includes marketing mix
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like, product, price, place and promotion of event has been discussed. Art gallery is being
organized in Metro bar. Human resource requirement like, staff members required for the event,
their roles and responsibilities has been described. Further, financial details are discussed which
includes, how much money is required for the event and also provide details of breakeven point.
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REFERENCES
Books and journals
AlWaer, H. and et.al., 2021. Design-led events in collaborative planning: improving post-event
planning and delivery. Archnet-IJAR: International Journal of Architectural Research.
Pistol, L. and et.al., 2017. The „7Ps” &” 1G” that rule in the digital world the marketing mix.
In Proceedings of the 11th International Conference on Business Excellence-Strategy,
Complexity and Energy in Changing Times (Vol. 11, No. 1).
Saidani, B. and et.al., 2019. Marketing Mix-7ps: The Effect on Customer Satisfaction. Jurnal
Pendidikan Ekonomi Dan Bisnis (JPEB).7(1).pp.72-86.
Ramadani, C.P., 2020. The Effect of Marketing Mix 7Ps, Customer Experience, and Customer
Relationship Marketing on Customer Loyalty Mediated by Indomaret Customer
Satisfaction in Surabaya.
Praveen, M., 2020. Customer Engagement with 7P’s of Marketing in Online Platform. Customer
Engagement with P.7.
Abdul-Hamid, I.K. and et.al., 2017, June. Sustainability Marketing: The 7ps Perspectives. In 5 th
International Conference on Contemporary Marketing Issues ICCMI June 21-23, 2017
Thessaloniki, Greece (p. 595).
Aldoski, S.R.N., 2017. The impact of service marketing mix 7p's on consumer behavior.
Man, M.M.K., 2020. Human resource development requirements in industrial revolution 4.0.
In Contemporary Global Issues in Human Resource Management. Emerald Publishing
Limited.
Duque, E. and et.al., 2020. Bartenders and customers’ interactions. Influence on sexual assaults
in nightlife. Sustainability.12(15).p.6111.
Mbhele, N. and et.al., 2019. A criminological exploration of patrons’ interaction with
bouncers. Acta Criminologica: African Journal of Criminology &
Victimology.32(1).pp.76-95.
Kay, T., 2017. Human Resource Requirements for Meeting the Needs of Ageing Societies. Asia-
Pacific Population Journal.32(1).
Negoiţă, D.O. and et.al., 2017. Conceptual modelling of human resource evaluation process.
In MATEC Web of Conferences (Vol. 121, p. 05004). EDP Sciences.
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Alexander, J., 2018. Financial planning & analysis and performance management. John Wiley
& Sons.
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