Planning and Delivering an Event: Theory and Practical Considerations

This report focuses on the theory and practical considerations of planning and delivering an event. It covers topics such as the event cycle, event research, feasibility study, event operations, and budgets. The report also discusses industry trends and cultural considerations in event planning.

Planning and Delivering an Event the theory
and practical considerations
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EXECUTIVE SUMMARY
In this report, it has been focused on the research development while gathering information from
literatures reviews and also using effective planning models for further analysis. it will aid in the
selection model which become consider appropriate to perform different kind of event session,
program in proper manner. in this report, it is mainly focused on the event planning and
management but it should include planning model to represent its current importance. It has
been determined that event would provide benefit in the final decision and allows for
incorporation of different element of event. Discussion on the international meeting and events,
characteristics of range of international tourism event which impact on the business. A review of
research areas in meetings and event management, and also identify the economic investment,
capital investment appraisal, return on the investment, analysis of performance. Moreover, it will
discuss about the operational decision-making and key performance indicators, which applicable
in the organisation.
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Contents
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................4
MAIN BODY..................................................................................................................................4
The Event Cycle..........................................................................................................................4
Event Research............................................................................................................................6
The feasibility Study....................................................................................................................7
Event operations- The practicalities............................................................................................8
Feasibility Study & Budgets........................................................................................................9
Industry trends or cultural Considerations that were considered...............................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
Appendix-1....................................................................................................................................15
Appendix-2....................................................................................................................................16
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INTRODUCTION
Event planning refers to the method in which help for building a strong connection between
different individual people on the basis of their operational tasks such as scheduling, budgeting,
acquiring necessary permits, coordinating transportation system and parking. These are all kind
of facilities and services handled by the management within hospitality industry. it is mainly
focused on the even research in which identify its different operational tasks and manage all kind
of services in proper manner. This report will discuss about the event cycle, event research, the
feasibility study, operations- the practicalities, feasibility study & budget. Moreover, it will be
examined the current trends of market on the basis of cultural perspectives.
MAIN BODY
The Event Cycle
The Event cycle is based on the process in which explain an ability to identify, track and
take appropriate action on the event at right time, right sequences. In order to gather or collect
large information from different sources, assign the tasks for individual people at different stages
of event (Apgar and et.al., 2017). Therefore, hotel enterprise can easily fulfil all essential need or
requirement for consumers in the organisation.
Planning –
It is one of the important phase of event life cycle in order to identify the application of
event project to create or develop the proper facilities of event, conferences (Laing, 2018). There
are different activities involved in the process of marketing and also managing event requires
certain steps to be followed.
In context of event planning, there are different kind of activities usually performed but it can be
divided on the basis of need for program or event session. Once marketing process has been
managing where it will directly converting into the specific fulfil need for people and also doing
work, if in case event starts (Kennelly, 2017). The following is a sequential flow of how meeting,
conference event in hotels actually happens. Generally, it consists of different phases:-
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Pre-event activities- in this phase, all staff members of hotel can establish a strong
coordination between each other. Event typically progress on the basis of team work, hence
responsibilities are mainly assigned to each member. Coordination among team member in very
important.
For Example- hotel has been started the event session in regards of silver anniversary and
other educational institution functions. It is an essential aspect to select or choose the event
manager where they can establish a strong coordination with other coordinators. Hotel managers
provide instructions or advice to individual members. First step is to create conceptualiser plans
for event, using creative theme such as Sponsored Dinner and performance by an artist, as
represent the grand finale of event.
Delivery
In this phase, hotel manager is inspecting the facilities prior to move and ensures
operational readiness. In order to deliver the excellent facilities or service to the guest during
event. Keeping an eye on the delivery of food & beverage, verified it is fulfilled all essential
need or requirement for consumers.
During-event activities- it should include actual implementation or execution of event
plan done at the time of pre-event activities (deLlano-Paz, Calvo-Silvosa and Soares, 2017). In
this process, event manager of hotel is always available for client in which share all necessary
information or detailed. Moreover, it is always monitoring or tracking the successful event
execution and make sure that include food & beverage, special effects, display objects etc.
Post Event and Evaluation
In the phase of post event and evaluation, hotel’s manager is always focused on the
physical tasks of dismantling of sets, manage final account setting, and handle post mortem
analysis such as evaluation, performance appraisal for multiple coordinators (Mallen and Adams,
2017). After successfully done the event, it would require to give a thanks for guests, who have
been attending an event. Moreover, it is also including the post event questionnaires seeking to
measure client satisfaction and also obtain a better suggestion for future improvement.
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In event evaluation, typically include interviews, focus group, plus the collection and
analysis of fact. In this way, it can easily examine the overall success of event and also consider
measurement such as quality, quantity, cost, resource allocation, productivity, efficiency, and
staffing level. These kind of facets of event production and programming.
Event Research
Event management is the conceptualised termed in which denote the overall production
process for event session. There are large number of people uses ability to handle the different
roles in proper manner (Grimes, Delivering-Hemmonsbey and Tichaawa, 2019). It encompass all
activities involved in the process of planning, organising, staffing, leading, executing and
evaluating.
There are different theories or model that would applicable in the event so that it can
achieve success. On the basis of model, it would be considered the characteristics while
evaluating the entire successful event session. In order to find the better strategy aspect and then
gain more success (Berridge, 2020). On the basis of conclusion, it has been identified that create,
build a strong coordination with guest members and remain constant positive experience.
Additionally, it can be focused on the understanding towards emotional aspect off staff
members. For example- it would be inspired or motivated the people with full of enthusiasm or
aversion. In order to achieve successful event session (Walters, 2021). It has been suggested that
focus on the planning and management and also suggested that create a dynamic atmosphere and
ambience hold a great power when evaluating what constitutes a successful event.
According to Salem model of event planning, it is mainly focused on the different
elements in regards of planning approach. That’s why, it become easier for implementing the
successful framework and done the entire planning because of event (Ziakas, 2020). Within
hotel, an event manager can utilise the planning model in order to make an effective plan to
achieve success of event (Jones, 2020). As per consideration of Salem et.al. Model, it is mainly
performing the depth process which become differs. The primary reason for utilising a need of
model and easily identify different phases of event development. The model consist of four
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phases, decision, detailed, planning, implementation and evaluation. These are basically adopted
to fit the format of any event, it may occur some changes in the life event such as wedding,
educational based celebration etc. It has been compiled a model for successful event planning
and also differentiate with their model is that it does not include any kind of stage for event itself
(Kelly and Fairley, 2018). At some point, it would be created a margin of error as monitoring
progress of effective contingency plan and shutting down process that have not received in
enough successful planning event.
According to Getz Model of event planning, it is mainly explain that events are basically
identified the certain space or place and also often be describe all necessary tangible process. the
model has shown a very linear approach in order to implement strategic plan and identify
whether event that they are planning or not (Nunkoo, Ribeiro and Gursoy, 2018). At some point,
it is also being complicated and thus not practical to use themselves. In this way, event manager
can make important decision in regards of facilities and service arrangements.
The feasibility Study
In this section, it has been concerned about the feasibility aspect of event planning which
means that predict, analyse all related to financial outcome. Afterwards, it is also done the event
within reasonable degree of accuracy (Camilleri, 2019). It is one of the important aspect in
context of create or develop appropriate budget and easily predict the revenue of event
completion. The most important aspect is to estimate the possible revenue, ensure that include all
possible costs.
In context of support feasibility, event manager must identify the support for event from
different hotels. This is vital as an event which generally work and other helper must be
identified. Within different hotels, manager should conduct organisational meeting arrangement
and fulfil all essential demand of guests at the time of session (Nunkoo, Ribeiro and Gursoy,
2018). Even often need support from other hosting enterprise. If they can achieve success and
reason to contact or consult other enterprise.
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 To calculate the amount of interest in participating
 To share facilities and venues
 To seek funding and Sponsorship
Staffing feasibility-
In hotel industry, Human resources plays important role in event planning to organise and
stage of event include everyone from director down to volunteers, who can server as food &
Beverage facilities. it is an essential part to assess whether enterprise is likely to provide
sufficient personnel for all kind of event management tasks (Vo , Thanh Seraphin and Koseoglu,
2020). The feasibility stage is that when analyse and understand the different kind of operational
tasks such as security, front desk service, food & beverage etc. these are basically managed by
Human resource department in hotel.
Venue & Equipment Feasibility-
There are different people who are responsible for assessing feasibility of an event and
must be consider whether there is access to become suitable venue (Vartiainen, 2020). The
selection of venue is one of important part in which identifies specific standard expected by
multiple participants.
On the other hand, there are some categories of equipment’s used such as personal
apparatus, score boards, timing equipment, lighting etc. these are playing important role in order
to manage the entire event celebration in proper manner (Thomson, Proud and Dodds-Gorman,
2021). In this way, it may be considered the feasibility problem if a proper sufficient equipment
does not exist locally. Therefore, it is very difficult or expensive to transport equipment from one
place to another.
Event operations- The practicalities
In tourism hotel industry, Event operations are mainly representing the department of
responsible which is establishing a coordination, integration of all other operations (Wise, 2020).
The manager of event operations are performing different tasks and assists event organiser, host
venue, committee to make a plan and deliver successful event session.
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Main event operations are performed that assign the different roles and responsibilities of
their staff members. Event owner can focus on the overall budget of event in order to implement
suitable strategies to inspire or motivate other members (Weaver, Tang and Zhao, 2020).
Moreover, Event operations are becoming consider a good coordinators that put a staff in place
to get ready for an occasion. There are different operations performed such as Cooking, budget
estimation, maintenance of venue, implementing technology etc. these are essential event
operations in order to support the event planning and then successful done event effectively
(Korstanje, Raj and Griffin, 2018). One of the top most thing is that make sure everything is in
right place for event because it including modern technology to maintain cleanliness of space or
areas.
Feasibility Study & Budgets
In order to maintain a feasibility study, it is mainly focused on the budget of event
planning and development. Event manager is focused on current availability of budget in term of
event planning. On the basis of analysis, it should include all kind of internal and external
sources (Walters, 2021). Moreover, it is also determine which expenses will be assumed by
potential sponsors, attendees and potential host.
If event manager is hosting a revenue generating, it will help to determine break-even point
and cover all essential expenses of hosting the event.
Budget items to be consider:-
 Transportation
 Cost of Food & Beverage
 Taxes and gratuities, service chargers etc.
 Marketing expenses such as design fees, printing and postage
 Guest Accommodations
 Investing on privacy and security
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Industry trends or cultural Considerations that were considered
In context of industry trend, Event technology is kind of digital tool or platform that help for
event planner to execute the different projects. Typically, it can use variety of event technology
such as event software, mobile application, event marketing software etc. Nowadays, these are
major trends in context of event planning because it support for executing different tasks in
proper manner (Thomson, Proud and Dodds-Gorman, 2021). For Example- Within hotel
industry, it has been rapidly changing the cultural or environment where hotel manager provide
the various kind of technology advancement service for different organizations, where they can
easily execute their event in dynamic manner. Moreover, it is always attracting the guest’s
members, those are joining the event.
Using Live Streaming trend- it is the most commonly used trend in world of technology.
However, Covid-19, many enterprises are completely changing their events and try to create
virtual events. Generally, it may select as live stream events in direct response to pandemic.
Streaming as trend has variety of benefit or advantage (Walters, 2021). It is helping to extend the
event for users, who were no able to make it, engage with consumers.
Customized Personalization trend- it is kind of terrific event trend in which targeting the
invited guests through ads, customized emails etc. personalizing an excellent experience for
every people who are attending an event and also establish a strong conference communications
with other people (Slee, 2019). Before start event, it may ask attendees to weigh in on which
sessions will be offered. Afterwards, it would be suggested to participate into real-time activities
by using loaded information. Customized map is era in which conduct the event in hotel
conference rooms, restaurant and other places. In recent times, this kind culture adopted by
different companies in which successful done event session.
Sustainability trend- while going green concept so that companies are mainly focused on the
trend of sustainability and promises to push the boundaries of imagination and resourcefulness
(Thomson, Proud and Dodds-Gorman, 2021). In hotel industry, event manager is always aware
about the society or cultural so that it is focused on the recycling concept, develop a thoughtful
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approach that demonstrate event’s commitment to environment. At the time of event session,
event manager serve food & Beverage items with sustainable materials such as paper based
plates, glass etc. it could be simple as selecting sustainable name tags, food cartons and
registration bags (Lee, Martin and Yu, 2020). In context of cultural aspects, sustainable
development is great trend in which space including better offers, and fair trade food options.
CONCLUSION
From above discussion, it has concluded that Event planning is becoming consider the
process in which fulfil all essential need or requirement for consumers, and also meet
expectation level of guests. As per analysis, it has been conducting a research on the event
planning, management and procedures. In order to determine operational tasks and manage all
kind of services in proper manner. This report has been described about the event cycle, event
research, the feasibility study, operations- the practicalities, feasibility study & budget, industry
trends or cultural considerations that were discussed in the report.
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REFERENCES
Book and Journals
Apgar, J.M. and et.al., 2017. Getting beneath the surface in program planning, monitoring and
evaluation: Learning from use of participatory action research and theory of change in the
CGIAR Research Program on Aquatic Agricultural Systems. Action Research. 15(1).
pp.15-34.
Berridge, G., 2020. Designing event experiences. In The Routledge handbook of events (pp. 378-
395). Routledge.
Camilleri, M.A. ed., 2019. Tourism planning and destination marketing. Bingley: Emerald
Publishing.
deLlano-Paz, F., Calvo-Silvosa, A. and Soares, I., 2017. Energy planning and modern portfolio
theory: A review. Renewable and Sustainable Energy Reviews. 77. pp.636-651.
Grimes, R., Delivering PLE: Part 2. In Public Legal Education (pp. 34-78). Routledge.
Hemmonsbey, J.D. and Tichaawa, T.M., 2019. Strategic planning of sport tourism events on
destination brands: examining the role of home-grown sport. GeoJournal of Tourism and
Geosites.
Jones, L.J., 2020. The Event Planning Toolkit: Your Guide to Organizing Extraordinary
Meetings and Events. Rowman & Littlefield Publishers.
Kelly, D.M. and Fairley, S., 2018. What about the event? How do tourism leveraging strategies
affect small-scale events?. Tourism Management, 64, pp.335-345.
Kennelly, M., 2017. “We’ve never measured it, but it brings in a lot of business”: Participatory
sport events and tourism. International Journal of Contemporary Hospitality
Management.
Korstanje, M.E., Raj, R. and Griffin, K. eds., 2018. Risk and safety challenges for religious
tourism and Events. CABI.
Laing, J., 2018. Festival and event tourism research: Current and future perspectives. Tourism
Management Perspectives. 25. pp.165-168.
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Lee, C.S., Martin, D. and Yu, W.C., 2020. Principles of value creation in event tourism:
Enhancing the competitiveness of regional clusters. Journal of Global Scholars of
Marketing Science, 30(4), pp.437-453.
Mallen, C. and Adams, L., 2017. Event management in sport, recreation and tourism: theoretical
and practical dimensions. Routledge.
Nunkoo, R., Ribeiro, M.A. and Gursoy, D., 2018. Public trust in mega event planning
institutions: The role of knowledge, transparency and corruption. Tourism Managemen.
66. pp.155-166.
Nunkoo, R., Ribeiro, M.A. and Gursoy, D., 2018. Public trust in mega event planning
institutions: The role of knowledge, transparency and corruption. Tourism
Management, 66, pp.155-166.
Slee, B., 2019. Delivering on the concept of smart villages–in search of an enabling
theory. European Countryside, 11(4), pp.634-650.
Thomson, A., Proud, I. and Dodds-Gorman, R., 2021. Virtual Reality for Better Event Planning
and Management. In Impact of ICTs on Event Management and Marketing (pp. 177-198).
IGI Global.
Vartiainen, T., 2020. Developing the ATLAS Business Tourism Conference.
Vo Thanh, T., Seraphin, H. and Koseoglu, M.A., 2020. Organizational ambidexterity in tourism
research: A systematic review. Tourism Analysis, 25(1), pp.137-152.
Walters, T., 2021. Delivering employable event studies graduates: Student perspectives on the
benefits of experiential le-arning. Event Management.
Walters, T., 2021. Delivering employable event studies graduates: Student perspectives on the
benefits of experiential learning. Event Management.
Walters, T., 2021. Delivering employable event studies graduates: Student perspectives on the
benefits of experiential learning. Event Management.
Weaver, D., Tang, C. and Zhao, Y., 2020. Facilitating sustainable tourism by endogenization:
China as exemplar. Annals of Tourism Research, 81, p.102890.
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Wise, N., 2020. Urban and Rural Event Tourism and Sustainability: Exploring Economic, Social
and Environmental Impacts.
Ziakas, V., 2020. Leveraging sport events for tourism development: The event portfolio
perspective. Journal of Global Sport Management, pp.1-30.
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Appendix-1
Timing:- 11:00 to 5:30
Date: - 8.06.2021
11:00 am to 11:30 am Registration and Reception
11:30 am to 12:00 am Continental Breakfast
1:00 am to 1:30 am Starting
1:30 am to 2:00 pm
Presentation: Discussion on the overall budget of event planning by
operational Department
2:00 pm to 2:30 pm Lunch
2:30 pm to 3:30 pm Presentation: event management and planning
3:30 pm to 3:45 pm Break
3:45 pm to 5:00 pm Presentation: assign and handle tasks
5:00 pm to 5:30 pm Closing
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Appendix-2
Event budget
TOTAL EXPENSES
Site Estimated
Venue £8,000.00
Equipment £5,000.00
Event app £1,300.00
Total £14,300.00
Programme Estimated
Performance £9,000.00
Speakers and presenters £10,500.00
Travel expenses and
accommodation £5,000.00
Total £24,500.00
Staff Estimated
Site staff (register and
greeters) £5,000.00
Waiters £2,000.00
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Security guards £4,000.00
Total £11,000.00
Miscellaneous Estimated
Mobile bills £1,000.00
Stationery supplies £4,000.00
Total £5,000.00
17