International Event Management

This document provides an event plan for managing a musical concert by A.R Rahman in Canada. It includes information on suppliers, project planning, financial plan, catering and hospitality, marketing plan, risk management, and legalities.

Running head: MANAGEMENT
International event management
Name of the student
Name of the university
Author note

1MANAGEMENT
Table of contents
Introduction......................................................................................................................................2
Suppliers..........................................................................................................................................2
Project planning...............................................................................................................................2
Financial plan...................................................................................................................................3
Catering and hospitality...................................................................................................................5
Marketing plan.................................................................................................................................5
Risk management and Legalities.....................................................................................................6
Conclusion.......................................................................................................................................6
Bibliography....................................................................................................................................7

2MANAGEMENT
Introduction
In all over the world very few people may disagree the artistic excellence of A.R
Rahman. Depending on his musical ability, the Oscar-winning musician A.R Rahman has
brought revolution in Indian musical trends. In the music concert of A.R Rahman, which is going
to be held in Canada on 25th June, 2019, the total number of 2000 guests will be present. In this
report Event plus has introduced an event plan for managing the musical concert in proper
manner.
Suppliers
Musical instruments, electronic devices and tools are the major equipment required for
conducting the musical concert. The musical instrument providing companies such as Sony and
Casio will be the major suppliers in the concert. The Entire event will be sponsored by Indian
marketing brand Reliance, Maruti Suzuki and Ford.
Project planning
Step 1
Project layout will be developed by Event Plus in which the detail information regarding budget,
location and timing of the event will be managed.
Step 2
After the completion of budgeting stage designers will be appointed for designing an attractive
stage so that large numbers of audience can be attracted.
Step3:

3MANAGEMENT
Sitting arrangements will be done by properly and security of the guests will be maintained. In
order to maintain the guest security, total numbers of 200 staffs will be recruited.
Step 4:
Marketing plan will be developed
Task Assigned to Start End Duration
Pre show
marketing
Marketing team 11h April, 2019 11th May 30 days
Booth layout
plan
Marketing
executive
11h April, 2019 15h April, 2019 5days
Reservations
Banners
Marketing
executive
15h April, 2019 25th April, 2019 10 days
Multimedia
presentation
Marketing
executive
25th April, 2019 30th April, 2019 5days
Press release Marketing and
sales team
30th April, 2019 11th May, 2019 12 days
Financial plan
Event
Number of attendees 2,000
Meal (dinner)
Food $23.00 $46,000.00
Tax (10%) $2.30 $4,600.00
Food and beverage gratuity
(20%) $5.06 $10,120.00
Meal Costs Subtotal $60,720.00
List Services

4MANAGEMENT
Valet services 1 $300.00 $300.00
Entertainment #1 1 $800.00 $800.00
Entertainment #2 1 $1,200.00 $1,200.00
Other services 1 $200.00 $200.00
List Service Costs Subtotal $2,500.00
Audio/Visual Services
Basic PA system and podium 1 $0.00 $0.00
Screen 1 $0.00 $0.00
XGA data/video projector rental 1 $45.00 $45.00
Wireless mouse 1 $12.00 $12.00
Power strips 1 $0.00 $0.00
Extension cords 1 $0.00 $0.00
Lavalier microphone 1 $0.00 $0.00
Labor and AV technicians 1 $300.00 $300.00
Tax (8.8%) $31.42 $31.42
Audio/Visual Services
Subtotal $388.42
Additional Costs
Invitation
(printing and postage costs) $834.00 $834.00
Time & Expense (T&E) $600.00 $600.00
Company staff T&E $200.00 $200.00
Customer testimonial T&E $100.00 $100.00
Additional Costs Subtotal $1,734.00
Giveaways 0
Giveaway #1 25 $10.00 $250.00
Giveaway #2 25 $5.00 $125.00
Giveaway Subtotal $375.00
Event Costs Total $65,717.42
Event Price per Person $32.86
Promotions
Product giveaways 50 $8.00 $400.00
Product discounts 300 $3.00 $900.00
Special offers 200 $2.50 $500.00
Promotions Costs Total $1,800.00
Advertising
Brochures (development and
production) 5,000 $0.15 $750.00
Mailings 15,000 $0.04 $600.00
Postcards 15,000 $0.03 $450.00
Television 2 $600.00 $1,200.00
Radio 4 $300.00 $1,200.00
Newspapers 6 $220.00 $1,320.00

5MANAGEMENT
Billboards 2 $556.00 $1,112.00
Bus sides 3 $125.00 $375.00
Advertising Costs Total $7,007.00
Public Relations
Charity events 3 $200.00 $600.00
Advertising 4 $200.00 $800.00
Employee promotions 6 $200.00 $1,200.00
Sponsorships 3 $200.00 $600.00
Public Relations Costs Total $3,200.00
Catering and hospitality
Standard accommodation including seat arrangements, lights, parking place, food and
beverage will be provided. Indian as well as Chinese and continental food items will be provided
for the gests. By putting little bit effort in case of selecting the menu can meet the needs of the
guests.
Marketing plan
Objective:
 To grab large numbers of customer attention for sustaining in the event management
industry
Target audience: From the demographic segment, 15 to 55 age group of people will be targeted
for the event. Depending on the income level, upper class and upper middle class people will be
targeted for the event. Depending on the psychographic segment, people who have interest in
music and mainly the major fan base of A.R Rahman.
Marketing Message: ‘Stage on fire with A.R Rahman’
Marketing medium:

6MANAGEMENT
Internet medium: Social media like Facebook, twitter and Instagram.
Offline medium: Newspaper and leaflets
Online medium: TV and FM advertisement
Risk management and Legalities
In order to avoid any kind of risk, strict security will be provided. A medical as well as
technical team will be appointed in the event for avoiding any kind of emergency. Band as well
as gig contracts are quite simple and easy to understand. In order to conduct the event a legal
document will be developed in which the name as well as information of both the Parties will be
provided. In the service details description, venue as well as time will be mentioned. Adding the
payment details, deposit as well as cancellation policy will be introduced in the contract paper.
Conclusion
Analyzing the entire event plan, it can be concluded that if the plan can be properly
implemented by the company, it can bring huge success for the event.

7MANAGEMENT
Bibliography
Atluri, R., & Tirumala, A. S. (2015). U.S. Patent No. 8,949,395. Washington, DC: U.S. Patent
and Trademark Office.
Jones, M. L. (2017). Sustainable event management: A practical guide. Routledge.
Lee, Y. K. (2016). Impact of government policy and environment quality on visitor loyalty to
Taiwan music festivals: Moderating effects of revisit reason and occupation
type. Tourism management, 53, 187-196.
O’Reilly, D., Larsen, G., & Kubacki, K. (2016). Marketing live music. In Coughing and
Clapping: Investigating Audience Experience (pp. 29-42). Routledge.

8MANAGEMENT
Appendix
Format, theme and name of event A.R Rahman Musical concert
Date of event Date: 25th June, 2019
Time of event 8:30 PM
Location of event (venue) Canada
Attendees (ie. Board Members, VIPS, etc.) 2000 guests
 Bollywood celebs
 Industrialist
 Musicians
Target audience – who Upper class and upper middle class people
Music lovers
A.R Rahman Fan base
Campaign Message – ‘Stage on fire with A.R Rahman’
Objectives –  To grab large numbers of customer
attention for sustaining in the event
management industry
Detailed description of event – Marketing medium:
Internet medium: Social media like Facebook,
twitter and Instagram.
Offline medium: Newspaper and leaflets
Online medium: TV and FM advertisement

9MANAGEMENT
Risk assessment – what In order to avoid any kind of risk, strict security
will be provided. A medical as well as technical
team will be appointed in the event for avoiding
any kind of emergency. Band as well as gig
contracts are quite simple and easy to understand.
In order to conduct the event a legal document
will be developed in which the name as well as
information of both the Parties will be provided.
In the service details description, venue as well as
time will be mentioned. Adding the payment
details, deposit as well as cancellation policy will
be introduced in the contract paper.
Evaluation criteria In order to measure success public review will be
collected through the post marketing process