Managing and Planning an Event

This report explores the process of managing and planning an event, focusing on research, development, and implementation of event plans. It discusses different sources of customer research and market analysis, as well as the formulation and implementation of procedures and policies for successful events. The report also highlights key principles and strategies for event planning and management.

Managing and
Planning an Event

Contents
INTRODUCTION...........................................................................................................................3
PART A...........................................................................................................................................3
Examine of different ways related with event plan research, develop and agreed to match with
business and customer requirements......................................................................................3
Formulation and implement of procedures and policies for successful events......................6
PART B............................................................................................................................................7
Covered in PPT.......................................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................9

INTRODUCTION
Event planning is an effective process which is used for managing a project that is related
with meeting, convention, ceremony, team-building etc. Event planning undertakes several
aspects that includes budgeting, time-lines and selecting the individual who perform a key role in
managing the events. This report is written from the perspective of AOK events which is an
award winning event management organisation. The motive of organisation is to plan a corporate
event for dream sales Ltd. Moreover, company has a track record to manage successful events
either they are managed at small or large level (Albertine and et. al, 2019). This report highlights
on several aspects that are related with research and developed of event plans. Different sources
of customer research and market will also be included in this report. In the last, different policies
and procedures which is related with different variety of events and its implementation to
understand practical knowledge will also be focused in this report.
PART A
Examine of different ways related with event plan research, develop and agreed to match with
business and customer requirements
Market and customer both are dynamic in nature so it is essential for an organisation to
gather and collect right as well as relevant information. There are various sources utilised by
organisation that exist on internal and external level. This also impacts on the performance as
well as goals on organisation. Internal aspects of AOK events are its employees and on other side
external aspects includes competitors, society, environment safety and many more. There are
various plans are utilised by organisation which is leading company to perform its work in
systematic and accurate manner. Thus, it is essential for management of AOK events to
implement effective research methods. The methods which are used by management are mention
as follow:
Primary research- This is one of the most effective research methods that leads organisation to
gain information directly from the respondents (Gauss and Largent, 2015). There are various task
and operations performed by management so with the direct information from respondents it is
easy for management to gain better results through coordinating between all functions. Methods
of primary research are as follow:

 Exploratory research- The term exploratory research helps the organisation to measure
all consequences that is faced by organisation in order to manage and perform all work
effectively. Interview and survey are most effective method for primary research.
 Specific research- This is most effective method to conduct research for an event
industry. The main role of specific research is to complete and manage organisational
work with motive of identifying opportunities and challenges in an event industry by
understanding needs of target market.
Secondary research- This method of research is used by the organisation to gain information in
minimum time period. With implement of secondary research market analysis and understand of
customer needs will be performed in accurate manner (Hughes, Kinder and Cooper, 2019). Some
sources for secondary research are mention as follow:
 Public source- This is an effective source that conduct market research without pay of
cost that is generated by analysing government statistics that is beneficial for analysing
all aspects such as involvement of individuals, time management etc. for making an
event successful.
 Internal source- As per internal sources leads organisation to perform operations and
functions for analysing revenue, sales figure, employment engagement and retention
rate etc. which leads organisation for making an effective conclusion and strategy to
manage each task related with event.
 Commercial source- This is defined according to market source and reports which is
conducted with involvement of agencies. But it also generates cost for organisation to
analyse effective sources of evaluation.
The motive for this organisation is to generate and develop company interest to enhance
market share and event management activities. They are performing organisational work for
completing and increasing market area research through targeting customers which leads to gain
competitive advantage. On the other side, secondary research and its activities perform work to
increase and understand financial resources and profits and loss perspective for company
(Iarygina, 2019). This also leads the organisation to provide contribution among events that
induce more successful aspects by managing operations in right direction such as to accomplish
organisational goals.

Event planning and managing includes various activities which are designed and formulated
into a decided format. The perspective for organisation is to increase their market area in London
and overall Europe market. AOK events is generating long term results by managing
organisational work which is helping companies such as dream sales ltd. to perform all
operations and functions in proper manner. Therefore, it is essential for the organisation to
follow certain steps that is leading company to plan and implement all decided actions into
proper manner (McEachern and et. al, 2014). This leads company and the management to assign
all tasks to individuals according to their skills and capabilities. It results all operations of
organisation lead company to complete its task with desired outcomes. Some of the key principle
for developing agree for events plans are mention as follow:
Initiation process- This process is performed from the starting of the event that is used
to authorise a new project. Each phase for this project is designed to state and accomplish
organisational goal that is beneficial to provide equal responsibility and authority to all
individuals in order to complete all work according to process of organisation.
Event planning process- Event planning process require by the organisation for
accomplish of the organisational goals. This defines that there are various action and activities
are performed by management of AOK events. Moreover, an event organisation face regular
challenges that impact on overall performance of company such as changes in customers demand
and inadequate transportation system. Thus it is essential for management to decide some
benchmarks for performing all work appropriately and it also offer easiness to participants for
making an event successful.
Execution of activities- This works as the process that leads organisation to complete
plan and execute them according to satisfying activities and match them with specification of
event. In the execution of work performance an organisation must improve vision of
organisation. This is leading management to gain better results as all activities are executed to
perform all work as per plan and strategy.
Control and monitor- The term controlling and monitoring includes all those activities
that is used for tracking, reviewing and regulating overall performance of activity (Mokhtar, Said
and Saad, 2014). This also determines that with the execution of all task and operations it is
identified that management must focus to complete work as per execution of decided strategy.
Therefore, unpredictable issue are solved by organisation in minimum time period.

Concluding process- This is the final step for organisation that is related with all
organisational activities. It governs that all actions and activities which are performed by
management must be focused to accomplish the goals of company. Top authorities and event
manager plays a crucial role in the final process because it is leading company to decide right
schedule for the overall event (Müller, 2015). This also determines the most valuable asset for
AOK events is all those individuals and process activities which is included in event. Example-
Event of dream sales ltd. includes all individuals for developing positive perception about
products and services.
For the overall success of the event company and the event organiser must follow all
principles that are related with organisational success. This all methods helps the organisation to
increase its market share as well as value for continue increase in market potential that constantly
enhances development of organisational activities.
Formulation and implement of procedures and policies for successful events
Policies and procedures are designed for the organisation for influencing decision making
process that is leading company to perform their work beyond the local boundaries. This
determines management complete all task for managing operations with implement of different
policies to deal with uncertain market situations. Different varieties that are related with different
types of events are mention as follow:
 To ensure space- This work as an effective policy under which the organisation allow the
organisation to reserve the space for managing the catering work IP and CPS system are
processed. It also determines that there are various task and operations leading company
to perform task according to events and then post them to analysis the event and its
success. In this event all personal details, contact and reservation are served by the
organisation to gain engagement of both parties (Perić, Đurkin and Wise, 2016).
 Change in the event- It refers to a policy that relates with event and its cancellation
depend on the work by which firms define various uncertainties in order to make balance
between all functions appropriately.
 Classroom policy- As per this policy the organisation offers only room services are
included in this report. Therefore, it leads management to complete the task as per class
activities.

 Event planning assistance- In this policy organisation serve best and free environment
that assist to work with relatable services which match with requirement of customers.
 Food services- This refers to the services through which event organisation undertakes all
those steps which is used in ensuring all times that are cooked for suitable environment
and it is not negatively impact on health of individuals.
 No Sunday policy- It is the policy that is related with event organisation because most of
the events specifically corporate event and trade show are organised on week off days. In
this analysis it also defines that event organisation perform their work by providing duty
to all persons for constant week days and hours.
 Urgent policy- While managing the live event there are various challenges faced by
management which are solved on urgent time basis. Sometimes while managing events at
large level some steps are taken for security of individuals such as to increase in number
of safety instruments and transportation methods.
With all of such policy it is identified that manager must try to manage an event more successful
by implementing right policies and the procedures. The main concern for managing the event at
such a huge level it is identified that individuals manage and complete all task with motive of
increasing the market size and effectiveness of the organisation (Ross, 2015). Moreover, with
right policy and strategy it is identified that business are performing all task to increase
effectiveness that increase market area and also leads the organisation to gain competitive
advantage in market. The implement of right policy and procedures is beneficial in managing
each operations to gain long term results and it also leads the management to complete task and
attract all individuals that directly increases profits and sales for organisation.
PART B
Covered in PPT
CONCLUSION
In the last, with the above report it is concluded that planning and managing for an event
plays a crucial role for organisation which also increase effectiveness of project. Moreover, to
perform all task in the effective manner research plays an important role to manage all task of
events in proper manner. With the different task and its operations all events are designed for
managing and accomplishing business requirements for managing the success of event. Some

different principles are also included in this report to match event function with customer
requirements. Further, policy and procedures are also helping industry to increase its operational
effectiveness.

REFERENCES
Books and Journals
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Burka, J.L., Planning Simple LLC, 2018. Collaborative event planning system. U.S. Patent
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Gauss, S. and Largent, A., CDK Global, Inc., 2015. System and method for managing a
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Hughes, R., Kinder, A. and Cooper, C.L., 2019. Managing a Crisis. In The Wellbeing
Workout (pp. 339-343). Palgrave Macmillan, Cham.
Iarygina, E., 2019. Planning and managing a successful event in Company X.
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for creating and managing ad-hoc groups linked to an event and spanning multiple
modes of communication. U.S. Patent 8,817,663.
Mokhtar, N.M., Said, A.R. and Saad, Z.A., 2014. Managing Event: Environmental Friendly
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Perić, M., Đurkin, J. and Wise, N., 2016. Leveraging small-scale sport events: Challenges of
organising, delivering and managing sustainable outcomes in rural communities, the
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Shmueli, O. and Ronen, R., Technion Research and Development Foundation Ltd,
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