Managing and Planning an Event

This assignment focuses on event planning and development to meet customer and business requirements. It discusses sources of market and customer research, principles of developing event plans, and recommendations for ensuring a successful event. It also covers event development and implementation policies and procedures, including analysis of various events and ways in which they are implemented. The assignment concludes with a summary and references.

MANAGING AND PLANNING AN EVENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
PART A...........................................................................................................................................1
Activity 1 Event planning and development to meet customer and business requirements........1
Activity 2 Event development and implementation policies and procedures..............................2
PART B...........................................................................................................................................4
CONCLUSION................................................................................................................................4
REREFENCES................................................................................................................................5

INTRODUCTION
Event planning can be defined as a process of managing a project such as shows, annual
meetings, ceremony, party and many more (Ziakas and Trendafilova, 2018). Event planning and
management is a long, time taking and important part to be focused on as it helps in successfully
organizing an event. This assignment will lay emphasis on ways in which events are planned,
researched and developed, policies and procedures for an event, management of resources and
logistics to ensure events are delivered in line with event plans and evaluation of events to ensure
customer and business requirements are met.
PART A
Activity 1 Event planning and development to meet customer and business requirements
Sources of market and customer research for event plans
Before organizing any event, it is important to analyses whether there is a market for the
intended event or not. This analysis is important it helps the event planner to understand whether
the organized event will be a success or a failure. One of the main sources of market research for
event plan is analysis of the market and competitor’s analysis. Market analysis helps in finding
information related to intended market, resources available, financial goals, environment
information such as place of the event, timing, location, special requirements, sources to fulfil
financial goals and many more. Using different kinds of tools Market research and competitor
analysis can be done which will help the event planner in planning the event. However, it is not
only upon the event planner to do some researcher to develop an even plan (Bishop, Gibbs and
Lantz, 2020). It is also important for the customers as well to do some research for event plan.
Customer can do research by understanding legal and regulatory requirements of the event. Other
than this Customer can also research about both environmental and ethical considerations that
are required to be focused on.
Principles of developing and agreeing event plans in line with customer’s requirements
There are various principles of developing event plan. Working on these principles
according to the requirements of the customers helps in organizing a successful event. Some of
the most common principles of developing an even plan are as follows:
 Event objective: in order to plan a successful even it is important to identify and develop a
clear objective of the event without which planning of the event is not possible.
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 Budget planning. It is extremely important to decide and agree on a common budget.
Deciding and agreeing on a budget helps in minimizing risk associated with event planning.
 Knowing target audience: third most important principle of event planning is to know target
audience who will be attending the event (Kassens-Noor and Lauermann, 2017).
 Timeline: Understanding when the event is required to occur and schedule of the event
 Venue Selection: selection of venue is quite simple but it is extremely important to find out
right venue that is under the budget of client, is reachable for the audience and can
accommodate target audience as well.
 Marketing and communication: Audience who will be attending the event requires marketing
of things that will be delivered to them.
Recommendations for ensuring underpinning successful event
Here are few recommendations that can help in underpinning a successful event. First is to
determine the main objective of the event i.e. to understand what is the main purpose for which
the event is to be organized. After understanding the main objective of the event, planners should
focus on understanding the target audience, overall budget of the event. Focusing on these things
can help in organizing a successful event.
Activity 2 Event development and implementation policies and procedures
Analysis of policies and procedures from variety of events and identification of ways in
which they are implemented
On reviewing some of the event policies and procedures few important things were
identified which will help in understanding ways in which it is implemented.
 First is to develop event objective. This helps in answering what is required to be organized
and ways in which it is required to be achieved.
 Second is to organize a team so that all the task of the event can be handled in an easy
manner
 Creation of master plan: master plan helps in outlining all the potential area that are required
to be focused, risk associated with the event, requirement for each activity and many more.
 Establishment of the budget is another important thing which is required to be focused on
which include overall cost associated with all the activities of the project (Kassens-Noor and
Lauermann, 2017).
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 Determining venue is another important factor which is required to be focused on as venue
should accessible to all the audience and should be easily reachable.
 Setting date and timeline helps in checking availability of dates and preparing a timeline
helps in designing a schedule of activities and determining overall length of the events.
 Focus on fulfilling legal and regulatory requirements
Producing policies and procedures for an event, outlining ways in which it is implemented
to maximize its effectiveness
 Objective: main objective of this event plan is to organize an annual event at Dream Sales
Machine Ltd at London.
 Target Audience: Target audience of the event is all the employees of Dream Sales Machine
Ltd London Branch.
 Team: Overall team of this annual event includes: event manager, venue and logistics
management team, guest management team, presenters, sponsors, transportation and
volunteer management and food and beverage team. Event manager will be responsible for
organizing following things such as: stage, mikes, speakers, tables and chairs
 Budget: Overall budget of the event will be £10,000 and this budget will include cost of staff
members, venue cost, taxes, arrangements, food and beverage etc.
 Venue: this event will be taking place at Dream Sales Machine Ltd. Itself as it is known by
all the employees and is easily reachable.
 Date and timeline: this event will be organized on 1st April from 8 PM onwards.
 General Guidelines: legal requirements for this event such as sound permission, taxes and
many more required to be double checked by the event organizers
 Public safety: Security arrangements will be done for all the employees who will be attending
the event.
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PART B
covered in ppt
CONCLUSION
From above discussion, it concluded that Event planning is a type of process that managing
a project such as shows, annual meetings, ceremony, party and many more It has summarised
about the ways in which events are planned, researched and developed, policies and procedures
for an event, management of resources and logistics to ensure events are delivered in line with
event plans and evaluation of events to ensure customer and business requirements are met.
Furthermore, it also identified different management skills, monitoring technique for identifying
success of event.
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REREFENCES
Books and Journals
Ziakas, V. and Trendafilova, S., 2018. Event Planning and Leveraging for Sport Tourism
Development: The Case of a Rural Motorcycle Event. Case Studies in Sport
Management. 7(1). pp.11-16.
Bishop, P.C., Gibbs, T.M. and Lantz, J., 2020. Crowd Management and Special Event Planning.
In The Professional Protection Officer (pp. 283-293). Butterworth-Heinemann.
Kassens-Noor, E. and Lauermann, J., 2017. How to bid better for the Olympics: A participatory
mega-event planning strategy for local legacies. Journal of the American Planning
Association. 83(4). pp.335-345.
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