Planning an Event: Tips and Strategies for Success

This report provides tips and strategies for planning and organizing a successful event. It covers topics such as venue selection, marketing strategies, risk management, and event expenditure. The report also discusses different types of events and their categorization based on size.

Planning an event

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
MAIN BOODY...............................................................................................................................3
Vision:..............................................................................................................................................3
Mission:...........................................................................................................................................3
Objective:.........................................................................................................................................3
5.Typologies of events:....................................................................................................................3
According to size.........................................................................................................................3
Types of events:...........................................................................................................................4
6.Screening process.....................................................................................................................5
7: Gantt charts..............................................................................................................................6
8.Typical event expenditure.........................................................................................................6
9. Venue or Site Selection Considerations..................................................................................8
10: Marketing strategy.................................................................................................................9
11: Risk management..................................................................................................................9
12: Event planning.....................................................................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES................................................................................................................................1

INTRODUCTION
Management of events is a submission of development administration which involves the
creation and organising of different small and large scale personal, commercial and corporate
events which consist of festivals, wedding ceremonies, conferences, birthday parties and baby
showers and large-scale music and celebrity events. This following report is about a small music
event, which is going to be organised for a day. It is basically a small-scale public and cultural
local event. This is going to be organised on a personal level and it is a single day event. Being a
minor event all the necessary budgeting and screening in regard with operational, financial and
marketing must be conducted. Also various source of funds will be identified for the proper
functioning of its operational activities.
MAIN BOODY
Vision:
The live music event is a dynamic cultural strength that provide a finest music experience to
people and appeal to the wide range of music lovers and will transform the way in which people
here and interact with authentic music.
Mission:
The organising management organise such a premium event in order to discover the sense of
music and celebrate various cultures and diversities through music. Providing access to high
quality musicians and performances by special artists.
Objective:
To share the beauty of music by organising an exceptional music festival event which will be
friendly and full of entertainment. To inspire the culture and also to contribute to the socio-
economic development.
Typologies of events:
Events are categories on the basis of their size and types and they are as follows:
According to size
Mega Events: These are the events which took [place on a national or international level like
FIFA and Cricket world cup.

Regional events: They are specifically designed to increase the revenue and tourism of a
particular region or destination
Major events: These programmes attract huge number of candidates and participants which
result in increasing the revenue for tourism. For example, Chinese New Year was celebrated in
many of their capital cities and many other events were also celebrated like lion dance, boat race
etc. so people from various other nations come to take part in those events (Backman, 2018).
Minor event: These are the functions which were conducted in domestic, local town and cities
and states. These are the base for or the organisers to gain certain amount of initial experience in
that field.
Types of events:
In regard with types they can be categorised as follows:
1. Sport events
2. Entertainment and socio-cultural
3. Promotional
4. Art gallery and exhibitions
5. Fundraisers
6. General family functions
From the other categorisation the event organiser was conducting fall by the size into the minor,
entertainment & cultural event.
Theme of the event: The organiser can choose Urban Graffiti theme for their music event as
they facilitate the viewers and audience to wear their choice of clothes instead of wearing
according to the theme. If the organiser is planning to spice up the fun for their audience, they
can add graffiti theme without expecting much from the attendees, this will be convenient for the
people as it allows them to come in their choice of attire but still get the gist of the function.
They can add one entertainment activity to this that people can also draw their choice of patterns
and designs on the creative wall specially designed for them to utilise and present their creativity.
Entertainment programmes: Organising some of the entertainment and fun activities for the
attendees will be fun and can help the vent organiser to generate some extra income and will also
help to keep the people engaged and entertained. During the gaps between the performance of if
any technical glitch happens during the performance providing people other option to enjoy is

the best thing possible (Bradley and et. al., 2020). Entertainment activities like stand-up comedy,
magic shows, dance fillers, audience interaction activities etc.
Screening process
Market screening: The market screening process consist of various stages which need to be
evaluated before conducting the event these factors includes basic needs potential and identifying
economic, political and legal, social and competitive forces of the market. These are some of the
main factors which need to be look into by the organiser because permit from the local
government need to be issued and all of the programmes should be selected in such a way that
they will not harm the cultural or social beliefs of the localises (Naumenko and et. al., 2019).
Event must include some unique and x factor qualities which help them to gain competitive
advantage from others operating in the same industry. And lastly personally visiting the market
and analysing the factors.
Operations screening: This process includes development and groundwork for all the operations
and also rectifying all the basic issues which can cause issue at the time of the main event and
can cause inconvenience. Also recheck and make sure that all the electric equipment works
properly or not having issues. Various musical instruments, equipment’s, decorative items,
mechanical and technological gadgets were required for the function make sure maintain a log
book for all the items so it will prevent and keep track of items if they get lost or misplaced. In
that event there will be huge rush and because of all the lightings and electric equipment’s were
use lots of electric wiring were there which will increase the chances of any hazard. Operational
screening includes identifying all the risk prone areas and take all the precautionary measure to
prevent any mishappening in priority.
Financial screening: This refers to the investment criteria that what will be the best potential
area for investment which will give better returns. In the case of music event, it is good idea to
determine the ticket pricing, the cost of the ticket should not be that high otherwise people won’t
come the pricing should be affordable and the organiser must do partnership with sponsors and
promotors through this they can get their brand promoted and event also receive funds.
Investment should be done in arranging talented and profession musicians and artist which were
popular among the public (Hardy , Kener and Grinzaid, 2018). This way it will become magnet
to attract more people which increase sales and installing kiosk, food trolleys, selling event
merch’s and accessories will also increase revenue.

Gantt charts
Day 1 Day 2 Day 3 Day 4 Day5 Day 6
Event
Planning
Venue
Selection
Risk
Assessment
Sounds
The event planning-
Planning stage was made within 4 days because in order to develop effective level of goal
achieving performance each consecutive step was developed separated to make sure that all the
actions are up to the mark and is sufficient to develop effective working output (Higgins-
Desbiolles, 2018).
Venue selection-
Once the planning was developed the next step was to find a suitable geographic location
at which all the requirement can be achieved and also it was made sure that it is easy to reach and
also in case of emergency necessary services can also be made available with ease.
Risk assessment-
In order to reduce the chances of occurring risks each criteria was efficiently selected and
also with that it has to be made sure that risk factors are updated to the events and thus its
working was done till the event because of which effectiveness of the event was increased and
also chances for high level of customer satisfaction in terms of safety was achieved (van der
Hoeven and Hitters, 2020).
Sounds-
Sounds are the main factors which have to evaluated in this analysis and because of
which its complete organization was completed with a couple of days, with that high quality of
effectiveness was also taken into consideration by which chances of failure were reduced
(Kulczynski, Baxter and Young, 2016).
Typical event expenditure
The cost and budget of an event depend on its scale and type:

Travel and
Accommodatio
n
The participants in the events generally pay for their own travel. But the
profession and artist hired by the organisers their transportation and
accommodation will be paid by the company.
Salaries Salary and wages to be paid to the workers and the artist.
Telephone Events require communications with various vendors, dealers and the event
management team.
Stationery Paper rims, pens, photocopying and letterheads required to write e-mail,
messages, information etc.
Medical Aid
cost
Events require professional with First Aid training. Sometimes they also
arrange doctor or medical staff in case of emergency.
Venue Very important part of the budget. Booking the venue prior will cost a little
less but organiser should always be aware that the site owners sometimes
impose some hidden costs like security deposit, and electricity cost.
Insurance Insurance of inventory and heavy equipment need to be done to cover risks,
financial losses related with the event.
Printing Programmes required posters, fliers, documents to be printed
Promotion Investment on the marketing, advertising and promotional activities will be
needed to earn further revenue and attract huge quantity of spectators for
the function. It also covers expenses of give-aways and sponsors signage.
Equipment
Hire
Equipment utilised by management staff like sound systems, PC, walkie
talkies etc.
Transport Transporting equipment and rented taxis or vans.
Source of funding for the event:
The potential source of funding for this small-scale music event are as following:
Sponsors: Sponsorship can be the best source for acquiring funds for the functions as sponsor
invest in the event in the exchange of their promotion through that event this is a good way
because through that both of the parties get benefitted as the lender will get their promotion done
and the organizers will get necessary financial support to organize their event.
Crowd funding: This basically refers to collect and gather funds from various small scale or
individual or partnership business entities and sole providers. Crowdfunding basically done
through online or digital mode. This will also be a good source to attain economical help. People
from across the different region can provide their help as pet their capabilities. Company just
need to post a requirement ad. With valid authentication, so then funders and investors who are
interested can pay their contribution.

Personal savings: This can be helpful but not fulfilling as personal savings can be used in case
of crisis and situations like shortage of funds. This is helpful to some extend at the initial stage
when business is at their introductory stage (Park and Park ,2017).
Angel Investors: These are individual bodies who lend money to business who are need. That’s
why they are named as angel. Organisers can easily get financial help from them but there are
some terms and conditions which first need to be agree upon. In the exchange of money these
lenders ask for certain share in the profit or sometime they ask for ownership of some
possessions and assets of the industry.
Venue or Site Selection Considerations
The organizer wanted to be organized this event in outdoor location, so the first step is cleared
as the location is decided, now the next important step is to find a suitable and affordable
venue. Apart from the property, it is also necessary to look after other factors that to include
in the venue selection process are as follows:
Services & Amenities
Catering: The selected venue must have a kitchen and catering facility because it will cost-
effective than outsourcing catering and provide them sperate place to cook. If in case the venue
is good and affordable and they don’t have kitchen, ask them if they have partnership with any
catering company or they allow you to bring own.
Equipment: See if furniture’s and linens are available for utilising purpose because if the event
staff can make use of these in their function that will save a lot of cost. And also ask for projector
and WI-FI availability.
Clean-Up Crew: Every venue does not offer a clean-up or housekeeping people. If they don’t
have any cleaning staff then the team should adjust your budget for these expenses as well.
Setup Time: Ask the owner if they charge extra for pre-arrival or late checkouts so the activities
and arrangement can be designed according to that time frame (Chokoshvili, Borry and Vears,
2018).
Storage Area and Backstage Rooms: Always find out that there should be backstage or
storage facility available to store all the equipment’s and all the necessary extra supplies.
Also, green room and changing room facilities which is facilitated for back stage
operations.
Parking facility: Proper parking of vehicles should be there because people tend to ignore going
at places where proper space for their vehicle is not allotted. For the safety perspective it is also

mandatory to have designated parking lots for two- wheelers and cars. Other wise the near by
locality will get affected by the crowding.
Accessibility: The accessibility of the venue should be a considered factor. Organiser should
choose remote location which is easily accessible and have proper transportation facility to all
part of the city.
Marketing strategy
The main aim of the event was to provide high level of customer satisfaction to many people and
because of which it was very necessary to reach a wide range of customers in such a way that
high level of awareness can be spread and also expenditures can also be reduces. Due to which
social media marketing was taken into consideration in which digital invitations were spread to
the targeted audience through the means of online promotions. With that a social media platform
was also develop which will act like a customer touch point through this customers were
motivated for remotely fill their entries and in such a way that economical growth was also
achieved with the help of online payment. Marketing was also done through the means of
traditional marketing at which the pallet paper were used to achieve high customer touch point
by which customer were allowed to advertise the event at their end this was the main reason
through which high level of effectiveness was achieved. With that in order to reach the targeted
audience was efficient because of the technological advanced online platforms like social media
were used to sort and reach the selected audience (Nordvall and Heldt, 2017).
Risk management
Type of Risk Probability Impact
Fire Moderate Concert can be interrupted and
negative image will be
developed for customers.
Sound High Concert can be interrupted in
between.
Customer conflicts High Concert reputation will be
decreased and negative impact
on future events.
Risk Assessment

Risk Assessment is the combined analysis of all the potential factors which may make a
direct impact on the working of the event. While organizing such live music events, organizers
have to make sure that proper safety is provided for on time hazards because of which the event
must have proper facilities to tackle fire hazards whose chances are moderate but since high level
of electrical equipments are available because of which chances of occurring fire are high there
(Llopis-Amorós, Gil-Saura and Molina, 2018). Sudden technical issues may arise which are
having high level of probability and because of which event working can be affected, these
interruptions are having a high probability because of which the organizers have to make sure
that they are able have a additional backup by which chances for interruptions because of
performance can be neglected. With this the organizers can also have to proof check all the
working process by which it can increase the chances of successful operations through the event.
With that the organizers also have to check that it is able to provide high level of event
experience to its selected audience but with high level of security and because of which it has to
make sure that customer conflicts are solved in the shortest span of time.
Event planning
Live music event has to organized and in order to achieve high level of economical growth
market place was segmented on the basis of customer availability and psychological needs
because of which the targeted audience of this event were the young generation and because of
their high involvement in trendy topics the chances for event success where increased. Thus in
order to organize a event like this in a large scale effective working has to be implemented at
which all the requirements were analysed in such a way that a completed planning can be
developed on the basis of that requirement by which chances for effectiveness can be increased
because planning is developed in such a way that weaknesses can be removed (van der Hoeven
and Hitters, 2020). Once the road map was developed now actions has to be implemented as per
the developed planning in such a way that high level of work productivity can be achieved,
however after every step improvisations and customizations in the planning were done because
of these small improvisations high accuracy and synchronization was achieved. This motivates
the organizers to increase their engagement with the event and because of which high level of
creativity can be achieved which will improve the final provided products.

CONCLUSION
From the analysis in this report it is concluded that live music events provide audience a
great opportunity to divert their concentration from other negative fields and increase their
engagement in other fields because of which negative psychological impact can be reduced. But
the organizers have to make sure that they take all the necessary steps by considering all the
other factors by which the chances of successful organization can be achieved. With that
organizers also have to make sure that effective marketing is done in order to make sure that it is
able to high sales which will provide high level of awareness.

REFERENCES
Books and journals
Backman, K.F., 2018. Event management research: The focus today and in the future. Tourism
management perspectives. 25. pp.169-171.
Bradley, C.J and et. al., 2020. Time to add screening for financial hardship as a quality
measure?. CA: a cancer journal for clinicians.
Chokoshvili, D., Borry, P. and Vears, D.F., 2018. A systematic analysis of online marketing
materials used by providers of expanded carrier screening. Genetics in Medicine, 20(9),
pp.976-984.
Hardy, M.W., Kener, H.J. and Grinzaid, K.A., 2018. Implementation of a carrier screening
program in a high-risk undergraduate student population using digital marketing, online
education, and telehealth. Public health genomics. 21(1-2). pp.67-76.
Naumenko, V.V and et. al., 2019. Analysis of modern decisions in the field of safety event
management. In Приоритеты и тенденции управления бизнес-процессами в
структуре информационных систем (pp. 51-55).
Park, S.B. and Park, K., 2017. Thematic trends in event management research. International
Journal of Contemporary Hospitality Management.
Higgins-Desbiolles, F., 2018. Event tourism and event imposition: A critical case study from
Kangaroo Island, South Australia. Tourism Management, 64, pp.73-86.
Kulczynski, A., Baxter, S. and Young, T., 2016. Measuring motivations for popular music
concert attendance. Event Management, 20(2), pp.239-254.
Llopis-Amorós, M.P., Gil-Saura, I. and Molina, M.E.R., 2018. The role of marketing
communications in generating brand equity for an event. Event Management, 22(5),
pp.825-848.
van der Hoeven, A. and Hitters, E., 2020. The spatial value of live music: Performing,(re)
developing and narrating urban spaces. Geoforum.
van der Hoeven, A. and Hitters, E., 2020. The spatial value of live music. Geoforum, pp.1-11.
Nordvall, A. and Heldt, T., 2017. Understanding hallmark event failure: A case study of a
Swedish music festival. International Journal of Event and Festival Management.
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