Planning and Delivering an Event

This assignment focuses on the planning and delivery of an event, specifically the Olympics Games. It covers the event cycle, event research, feasibility study, event operations, budgets, and industry trends.

PLANNING AND
DELIVERING AN EVENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
The Event Cycle..........................................................................................................................1
Event Research............................................................................................................................2
The Feasibility Study...................................................................................................................3
Event Operations- the practicalities.............................................................................................4
Budgets........................................................................................................................................5
Industry trends or Cultural Considerations that were considered................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Event planning can be defied as a kind of process for organizing an event successfully in
a step by step and systematic manner (Kassens-Noor and Lauermann, 2017). Event planning
focuses upon planning every detail of event within budget and defied time period. Mega events
like Olympics require proper, detailed and appropriate planning so that this event can be
organized and hosted successfully within defined time period and budget. It is important to do
proper planning of this event because this event is organized at international level. This further
helps in promoting tourism for host country, increase trade changes etc. due to this, event
planning for such mega international event is important. This assignment is based upon
Olympics Games which is a mega international event in which more than 200 countries and
thousands of athletes participate. It is one of the most prestigious sports event. This assignment
will lay emphasis upon Olympics event cycle, event research, feasibility study, event operation,
budgeting, industry trends.
MAIN BODY
The Event Cycle
Event cycle helps in understanding time period in which an event occurs. It helps in
identifying time period during which a sequence of recurring session of event occurs (Horneand
Whannel, 2016). Every event has its own event cycle and a global event like Olympic require
proper planning. These Olympics games are held in every four years alternating between summer
and winter Olympics. These four years cycle of recurring session of Olympics is known as
Olympiad. Whenever an Olympics games is required to be held, country that will be hosting next
Olympics is decided (Lauermann, 2020). Asit is a mega global event for next 2 Olympics
country that will be hosting Olympics is pre-decided. The main reason because of which
Olympics are held in 4 years’ time- period is to respect ancient origin of these games as in
ancient times Olympia was heled in every for years. These four years interval in ancient times
was known as Olympiad and this time period was counted in these Olympiads rather than in
years. Hosing such kind of a mega event at a large scale in which approximately 26 number of
countries participate. Host country need to organize accommodation arrangement of guest,
athletes, food and beverage facilities for athletes and guest an many other kinds of arrangements
that require proper time period (Nunkoo and et. al., 2018). This event cycle of Olympics is never
changed, since 1896 tis event occurs in every four years. But in the history of this event first time
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in year 2020 due to the pandemic effect of coronavirus Olympics event of 2020 was postponed to
year 2021 so that drastic effect of Covid-19 cannot affect this event and all the athletes
participating in this event.
Event Research
Modern Olympics games which is also known as Olympics is one f the most prestigious
and leading international mega ports event that includes both winter and summer sports
competition. This event is hosted in such a large scale that in this, thousands of athletes from
different countries participate in variety of competitions. It is considered as world's foremost and
most prestigious sports competition in which approximately 26 countries participate. This event
was majorly inspired by ancient Olympic games that used to held in Olympia, Greece from the
8th century BC to the 4th century AD. In 1896 first modern Olympics games were held in
Athens. In order to govern Olympic games movement, structure and authority a committee was
formed named as international Olympics committee. Till 21st century several important changes
have been brought in these games (Broudehoux and Sánchez, 2016). These changes were made
especially to include both summer and winter sports competition, organization of Paralympic for
athletes who are disabled, inclusion of youth Olympics games for athletes aged 14 to 18 and for
creation of world games for sports that are not included in Olympics games. Due to advancement
in technology and modernization, international Olympics committee has brought various kinds of
changes in these games and has brought many economic, political, and technological
advancements so that these games can be held without any issue or problem. In every four years
these games are held in different countries for a certain number of days only five times in history
this event has been cancelled. First three times was during world war, next time during large-
scale boycotts during cold war and last time recent in 2020 due to Covid-19 pandemic. However,
Olympics games 2020 has not been cancelled but it has been postponed to July, 2021. In this
event there are approximately 35 different kinds of sports and 400 different kinds of events in
which thousands of people participate and athletes who finish at first, second and third place are
rewarded with gold, silver, and bronze Olympics medals respectively.
Olympic games event planning requires lots of research because this event is planned for
thousands of athletes and for millions of visitors in which approximately 300 medal competition
held in different sports venue (Kassens-Noor and Lauermann, 2017). Not only this, it is
important to focus upon ways in which all the main requirements of this event will be done. This
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is because such kind of mega event can have a direct impact upon environment, sustainable
urban development, economy, transportation and tourism of country. Planning of Olympics event
require proper and smooth transportation facility, accommodation facility, availability of ports
events and games venue, food and beverages facility and many more (Jordan and et. al., 2019).
Planning for this event is also important because Olympics works as marketing and promotion of
host country where they can promote their country in order to enhance travel and tourism. Most
country forms a national Olympics committee who is majorly responsible for funding this event.
Most of the countries government work on collecting funds for such kind of mega event though
tax, many brands or corporate also sponsor this event as it works as a global promotional event
for their organization. Other than this, many people take initiative for contributing small amount
as a personal fundraising.
The Feasibility Study
Event feasibility study is a kind of analysis that focuses upon analysis of all the factors
that contribute in success of an event like economic, technical, legal, and scheduling factor into
consideration. Event feasibility study helps in analysing all the factors that are important to be
considered for a successful event (Jordan and et. al., 2019). When mega international event like
Olympics is organized there are various factors that are required to be considered and evaluated.
Three main factor or area that can impact event feasibility are:
 Financial factor: this factor involves costs, revenue, funding sources etc. there are various
kinds of cost associated with organization of this event like infrastructure cost, construction
of new places for accommodation cost etc. Such kind of heavy infrastructure cost is mainly
covered by government and tax payers of UK. This infrastructure development not only help
in increasing accommodation facility for visitors and athletes but it also helps in development
of UK and will provide large benefits to community (Dowson and Bassett, 2018).
Development of increasing public transport reserved for visitors and athletes this cost will
also be covered by government. Other than this remaining cost will be covered through
personal fundraising, corporate fundraising, sponsorship etc. Hosting such a mega event will
help UK in increasing tourism as it is one of the main sources of economy. It will further
help in increasing trade opportunity for UK in future. It will not only help in enhancing
country economy but will also help in increasing new jobs for local people.
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 Operational factor: This factor focuses upon venue availability for all games and events,
requirement of skilled employees, making alternatives available for localities etc. Some of
the operations for planning of this event will be carried out by government such asocial
cleaning to make sure that society, roads etc. are clean so that positive impression can be
made. National Olympics committee will be giving contacts to top construction organization
for development of roads, hotels etc. This will also be a contribution in development of
society (Dowson and Bassett, 2018).
 Market Factor: this factor focuses upon fulfilling needs of target market (visitors, athletes
etc.), demand, supply etc. there is a large demand of food and beverages for all the visitors
and athletes so in order to fulfil this supply of food and beverages on venue will be required
and for this contract to large hotels will be given or sponsorship from top hotels and
restaurants.
Event Operations- the practicalities
While planning for such large- scale international event like Olympics it is important to
identify main event operations so that all the departments with their roles and responsibilities can
coordinate with each other and all the operations can be integrated (Dowson and Bassett, 2018).
Planning event operations helps in successful organization of event in a proper and appropriate
manner. Some of the main operations of this event are as follows:
 Security: it is one of the most important operations which is focused upon. This security
includes security of athletes, their mangers, sponsors, visitors etc. Some security tools will be
used for protecting public and athlete from any kind of risk (Jordan and et. al., 2019). Other
than this due to Covid-19 impact everyone and everything will be sanitized, mask will be
made compulsory and social distancing will be tried to be maintained.
 Availability of venue and accommodation: It is one of the main event operations which is
required to be completed in timely manner. Infrastructure development is required so that
accommodation to all the guest, visitors, athletes etc. Can be provided (Dowson and Bassett,
2018). Other than this, it is extremely important to develop Venue where all the sports and
event will take place.
 Volunteers for supplying or delivering important material or information: one of the most
important operation for Olympics games is to hire volunteers so that other operations can be
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carried out smoothly. Volunteers will also help committee in keeping a track or record of
resources, and other necessary goods.
 Construction: it is another important event operation which is required for organizing tis
event successfully (Dowson and Bassett, 2018). As hosting a mega international event like
Olympics require availability of accommodation for guest, athletes, visitors etc. Government
will be ging private construction parties’ contract for constructing hotels and for maintenance
of venue for event and other sports competition (Jordan and et. al., 2019). This construction
also includes updating venue interior so that overall experience of viewers and athletes can
be improved.
 Transportation is another important operation which is required to be completed successfully
so that athletes can be transferred from their accommodation to event venue easily and with
complete security.
 Food and refreshment: it is another important event operation which is required to be carried
out so that food, beverages and refreshment to athletes and guest can be provided on time it
includes water, energy drink as well (Dowson and Bassett, 2018).
 Mass media: It is an important operation so that best possible information on the Games can
be provided to public easily. Not only this, mass media will also help committee to restrict
viewers to use their cameras and mobiles in middle of event.
Budgets
In order to organize Olympics Games, it is extremely important to analyse overall budget
of this event as this analysis will help the committee in analysing and identifying sources though
which this event will be funded. Budgeting help in identifying what will be the overall cost of
organizing and hosting this event but will also help in identifying ways in which this cost can be
reduced. This is because any kind of failure in analysing correct cost of hosting this event can led
to failure of hosting this event (Jordan and et. al., 2019). As per the feasibility study and analysis
of event operations it has been identified that overall cost of hosting this event will be $ 1.9
million. Bifurcation of this budget will further help in planning this event in an appropriate and
effective manner. So overall budget bifurcation of $ 1.9 million of Olympics games event which
will be held in November 2021 has been explained below
Coaching $ 1.50 million
Food and refreshment $ 0.02 million
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Travel $ 0.15 million
Stringing and customization $ 0.03 million
Trainers $ 0.20 million
Safety equipment’s $ 1.00 million
Total $ 1.9 million
This budgeting is useful for forecasting and identifying expenditure that event will incur.
This information is useful in for step by step planning so that any kind of problem or issue in any
event operation can be identified at earlier stages and can be resourced as soon as possible.
Industry trends or Cultural Considerations that were considered
Advancement in technology is changing each and every sector in variety of ways. This
technology advancement has helped organization to increase their online presence so that it
becomes much easier for them to communicate with their customers. In fact, most of the
organizations are developing their own applications in order to secure their data and information,
provide much better service to their customers (Dowson and Bassett, 2018). Event industry is no
exception to it. According to current industry trend today most of the people prefer using online
applications, websites, social networking sites and many other applications in order to gain
knowledge about upcoming events, people who will be participating in those events, and all
other kinds of relevant information (Jordan and et. al., 2019). Not only this, today interactive
mobile applications are developed so that accessibility to event information, booking tickets etc.
can become much easier for people. So, while planning Olympics Games a web application can
be developed where all the important information related to this event, any kind of update,
schedule of all the sports and event will be update. Not only this, medals awarded to athletes and
countries who won maximum medals will also be updated. Other than this, this application will
also provide a way of booking tickets or passes in order to attend this event (Dowson and
Bassett, 2018) .
Cultural consideration helps in understanding what’s important for clients that might
influence everything. Due to this current pandemic situation people have lived with a fear and
were not able to interact with each other. So cultural consideration for this event will be to
reduce cultural and country difference.
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CONCLUSION
From the above assignment it has been summarised that event planning plays a vital and
important role in planning any kind of event. Event planning helps in identifying main operations
that are required to be completed in order to organise an event successfully. Event planning
further helps in analysing feasibility of an event so that risk associated with the event so that
event can be organized successfully. It further helps in providing guidance so that all kinds of
minute details can be covered. Event planning can further help organizations in identifying
overall budget of the event, funding and sponsors of event.
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REFERENCES
Books and Journals
Broudehoux, A.M. and Sánchez, F., 2016. The politics of mega-event planning in Rio de Janeiro:
Contesting the Olympic city of exception. V. Teoksessa, Viehoff & G. Poynter (Eds.),
Mega-event cities: Urban legacies of global sports events, pp.109-119.
Dowson, R. and Bassett, D., 2018. Event planning and management: principles, planning and
practice. Kogan Page Publishers.
Horne, J. and Whannel, G., 2016. Understanding the olympics. Routledge.
Jordan, T., and et. al., 2019. Stakeholder Engagement in Event Planning: A Case Study of One
Rural Community's Process. Event management. 23(1). pp.61-74.
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.
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.
Lauermann, J., 2020. Visualising sustainability at the Olympics. Urban Studies. 57(11). pp.2339-
2356.
Nunkoo, R., and et. al., 2018. Public trust in mega event planning institutions: The role of
knowledge, transparency and corruption. Tourism Management. 66. pp.155-166.
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