Managing and Planning an Event

This document provides insights into the process of managing and planning an event, including market research, development of event plans, and implementation of policies and procedures. It discusses the key principles and strategies for successful event management. The document also covers the importance of strategic communication during change management in the event industry.

Managing and planning
an event

Table of Contents
Contents
INTRODUCTION...........................................................................................................................1
PART A...........................................................................................................................................1
Examine how events plans are researched, developed and agreed to meet customers and
business requirements.............................................................................................................1
Develop and implement policies and procedures for events..................................................4
PART B............................................................................................................................................5
Covered in ppt........................................................................................................................5
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Managing and planning an event is associated with formation and progress of huge
events such as conferences, festivals, weddings, ceremonies, concerts and many more. In the
current scenario events are the cultural attraction of numerous conviction people as this enhances
relaxation time and involves so many people at once so as to entertain them in the arrangement
of any celebration. This is a chance for everyone to get relaxed and to go away from their routine
schedule so as to take out some time for enjoyment. Various job titles are hosted by event
planning and those descriptions is to manage things in various ways so as get attraction of their
clients and better outcomes. The company taken in this report is The event company which were
come into force un 2002 within UK. The company is offering modernised events to their
clientele so as to meet their objectives (Abson, 2017). Various events are conducted such as
award functions, recognition events and many more. The report includes the market sources and
client research which is having contribution in event planning; along with this logistic setting is
also included which is responsible to deliver event services on timely manner.
PART A
Examine how events plans are researched, developed and agreed to meet customers and business
requirements.
In order to gather information various sources are used so as to perform market research
which includes external and internal sources that have impact on the business. Internal factors
include strength and weakness of the company on the other side external factor includes social,
market trend, geographical changes and many more. Company is conducting research with the
view to organise event by collecting information and using different methods thereon. The events
company is collecting various information in the process of research and get knowledge of those
factors which are influencing their business performance. Research is differentiated into two
types which are explained as under:
Primary research: Under this research information is collected through direct sources such as
telephonic interviews, online surveys and many more (Balco and Studeničova, 2019). With the
help of primary research intensity of client can be recognised which helps the company in their
decision making process. Primary research involves various researches which are explained as
under:
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 Exploratory research: This research is helpful in measuring numerous consequences
which are faced by the company in the process of managing their teams. By conducting
open ended surveys and survey of small sample exploratory survey can be performed.
 Specific research: This assists in measuring issues which are originated in the market
and which is having role in growth and success of the company. This survey can be
performed by the event company with the help of arranging interviews of people in their
potential market (Bouchon, Hussain and Konar, 2017).
Secondary research: This research is conducted to draw out the conclusion from the data
which is already taken out with the help or primary research. In order to get information the
event company can use various sources so as to get to know about competitors, those methods
are explained as below:
 Public source: This can be collected by government statistics which is giving overall
information about analysis of event planning. This method is a low cost method and does
not require any additional efforts.
 Commercial source: In this market reports are gathered with the help of various
agencies. This method is a high cost method as under this company is required to
download various files from outer sources.
 Internal source: This involves financial reports of the company which helps them to
examine their revenues and profits. This is helpful for the company so as to get to know
about success of their implemented strategy.
The event company is focused in broadening their business in London or Europe, so for this
purpose they are required to use primary research, as this will help them to get specific market
edge. On the other hand, in order to perform secondary research the event company is required to
obtain data from internal sources as from this they will come to know about their financial
performance and financial resources due to which status of profit earned by the company can be
easily recognised. This will have positive impact on the company as they will be able to get
market competitive edge and high recognition (Buning and Gibson, 2016)
.
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Planning and managing event involves various activities that have been made within a
specific setup. The event company expands their business in London or Europe as they are
willing to achieve high market coverage and high business growth with the help of their
innovative ideas so as to survive in the current fast changing era. So for this the company is
performing various activities in a sequential manner. Managing and planning an event includes
rapid plans of action and it requires whirlwind implementation as well. Furthermore in order to
have proper execution the company is delegating duties to various departments so as to get
effective outcomes which may lead to achieve their targets in collective manner (Day, Van
Niekerk and Okumus, 2017). Some key principles are there which is helpful in developing and
managing event planning which are explained as under:
 The initiation process: This process is executed at the time of initiation of the event
under this a new project is authorised so that to initiate a new phase of the main project.
This process describes the point of time where company is able to admire the project so
as by examining all the aspect from the customers’ point of view. The format of the
project is made by manager and then additional changes can be modified as according to
the need of the customer.
 The event planning process: Under this process goals and objectives of the event is
required to be achieved. This process includes all the planning activities which are
introduced by manager of The event company. This is a long process which do not have
any end as on time to time processes are upgraded and modified as per market demand
and market circumstances. The team initiate to brainstorming of various options which
are associated with the venue and helps the client to have more comfort and ease.
 The executing process: Under this process the whole plan is executed so as to meet all
the pre mentioned specifications of the project. In this manger can see their vision which
is to develop plans in an innovative manner so that the performance of the company can
be improved in a considerable manner. Under this process impulsive results are drawn so
as to get recognition over the planned event (Fink and et. al., 2017).
 The monitoring and controlling process: This involves examining and regulating
performance of the project. The manager of The event company recognises various
aspect where assistance is required so as to move as per the prepared plan. Under this the
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manager prepares some contingency plans so as to meet all the unforeseeable
uncertainties.
 The closing process: This is the end process under which all the activities which re
formulated will be evaluated. Under this the manager of The event company will prepare
several notes and schedules so that to insure efficiency and effectiveness of the project.
Under this the objective of the company will be attained and will develop positive image
of the company in the marketplace due to which standards can be enhanced within a short
span of time (Ramsbottom, Michopoulou and Azara, 2018).
In order to underpin the success of The event company is required to perform their key
principles in an sequential manner so as to get market share and to enhance their goodwill.
Along with this the market share will render environment of continuous improvement and
development within the company.
Develop and implement policies and procedures for events
In the process of decision making all the procedure and policies must be flowed in a
sequential manner so as to attain succeeds. On the other hand, the procedures are the set of
regulations which are the sum of various policies. Various policies and conventions are followed
by The event company which are explained as under:
 Securing the space: With the view to manage catering, CCTV, CPS the company is
making policies so as to allow 7 days reservation system. Under this internet will be
given to the users along with their username and password to access that IP address and
their event. An E-form will be filled as according to the requirement of clients. After the
filling description the information will be sent so that to establish effective
communication between the company and client.
 Changing or cancelling an event: The policy of event cancellation should be conveyed
to the client. As there may be some contingency in which event can’t be executed so this
all comes under terms and conditions.
 Classroom policy: This is related to the activities which are associated with academics
so under this any catering services will not be provided to the client.
 Event planning assistance: This is the policy in which company provides best of their
services as in their free environment so as to meet the needs of their customer in an
effective manner (Shane, Carson and Edwards, 2018).
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 Food services: Under this the event company is providing hygienic food services to their
client so as to assure that the prepared food is best of quality and having no adverse
impact on their health.
 No Sunday policy: The event company is operating their functions for 24*7 hours which
means they do not provide any off on Sundays. As they are required to conduct some
events which are specially designed for Sunday or some holiday. So this stimulates
positivity in the customer as they feel attentive.
 After hours policy: In this policy when client d having some urgency then the employees
are required to work even after their working hours. This will help the client to solve their
issue in minimum possible time and this will enhance trust for the company in minds of
customers.
 Reserved parking policy: In this policy the place to park their vehicle will be provided to
the client which will be having high security so as to give proper secured environment to
the clients.
All these policies are required to follow by manager of The event company so as to render
environment of safety to their customers. This will help the company to boost their performance
so as to get high efficiency in the business and to get competitive advantage in the marketplace
(Todd, Leask and Ensor, 2017)
In order to implement those policies in an effective manner the company is required to follow
some procedure so as to stay updated and to cover all the aspects. This will provide positive
image to the company which will further provide enhanced sales and super profits to the
company.
PART B
Covered in ppt
5

CONCLUSION
From the above report it can be concluded that an event is required to managed and
planned in a proper format which helps the business to get their highest efficiency. Market
research is having various forms to perform and the company can choose those methods
according to their priority. There are some principles which are followed by the companies
having business in event planning. At last various policies and procedure helps the business to
attain their goals and business efficiency in a short span of time.
.
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REFERENCES
Books and Journals
Abson, E., 2017. How Event Managers Lead: applying competency school theory to event
management. Event Management. 21(4). pp.403-419.
Balco, P. and Studeničova, A., 2019, September. Impact of Automation to Event Management
Efficiency. In International Conference on Intelligent Networking and Collaborative
Systems (pp. 278-288). Springer, Cham.
Bouchon, F., Hussain, K. and Konar, R., 2017. Event management education and event industry:
A case of Malaysia. MOJEM: Malaysian Online Journal of Educational Management.
3(1). pp.1-17.
Buning, R.J. and Gibson, H.J., 2016. The role of travel conditions in cycling tourism:
Implications for destination and event management. Journal of Sport & Tourism. 20(3-
4). pp.175-193.
Day, C., Van Niekerk, M. and Okumus, F., 2017. The importance of strategic communication
during change management at palm college of hospitality and event management.
Fink, S., Le, H.A., Muthusamy, V., Rabbah, R. and Werner, J., International Business Machines
Corp, 2017. Managing external feeds in an event-based computing system. U.S. Patent
Application 15/374,201.
Ramsbottom, O., Michopoulou, E. and Azara, I., 2018. Guest introduction: Making sense of
event experiences.
Shane, M.J., Carson, L. and Edwards, M., 2018. A Case Study in Updating Academic Integrity
Policy and Procedures. New Directions for Community Colleges, 2018(183), pp.83-93.
Todd, L., Leask, A. and Ensor, J., 2017. Understanding primary stakeholders' multiple roles in
hallmark event tourism management. Tourism Management, 59, pp.494-509.
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