Event Planning and Management Proposal

This assignment details a proposed event plan with a budget of $42,500. It emphasizes the inclusion of renowned bands such as The Clash in the lineup. The document outlines the event's organizational structure, resource allocation, and management by an event manager responsible for overseeing all activities.

EVENT

Table of Contents
INTRODUCTION...........................................................................................................................1
Background and Scope of Event............................................................................................2
Event Objectives.....................................................................................................................2
Entertainment Activities.........................................................................................................3
Target Audience.....................................................................................................................3
Event Deliverable...................................................................................................................3
Project Management Tools and Techniques...........................................................................4
Project Team Management and Structure..............................................................................7
Budget for the Project.............................................................................................................8
Awareness of Potential Risk Factors......................................................................................9
Evaluation and Control of your Project...............................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES .............................................................................................................................11

INTRODUCTION
An event takes place at a determinable time and place. With or without involvement of
human agents the events takes place (Homburg, Vollmayr and Hahn, 2014).. In the UK , each
year there are many events that occurs. But the most popular one is the musical festival that is
there in London. So , in this report being event manager of the musical festival a new event that
is wireless music festival in London will be planned.
This report will represent the background and scope of wireless music festival that will be
held in London. The objective of the vent that will be taking place will also be explained in this
report. Further more the activities that will be there in this music festival will also be discussed.
The project management tools, team and budget regrading this event will also be discussed in
this report.
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Background and Scope of Event
Background
The event industry is a huge industry as regularly there are multiple shows and vents that
are hosted. In London musical events are liked by the people who are staying over there and also
the number of tourists that are visiting UK also are interested in the musical events that is hosted
by this country. Various visitors across the globe come to UK in order to visit the musical events
that is being hosted by this country.
Scope
The event that will be hosted by London will be a wireless festival in which music such
as pop, dance and urban dance festival will be hosted. The well-known names such Drake,
Rihanna and many others have played host in these events .These events that is planned will be
held at Finsbury Park Endymion Road London N4 UK. All sort of entertainment that people are
looking for they will be getting in this event that will be held on 31st December 2017.They will
get to meet their favourite celebrity such as Simon Cowell and Chase who will host this show.
The tickets of this event will sold out both online and through offline mode. The audiences can
purchase the tickets by clicking on this event site that is wireless musical events and also they
can also buy it through offline mode by visiting out office at address space, 22 Baker Street
London United Kingdom W1U 3BW. The price of the tickets will not be so high nor so low .It
will be decided keeping in mind the target audience so that it can be affordable by them easily.
The bands that are liked by people the most will be singing the pop songs and rock song that is
liked by people (Kim and Feamster, 2013).. All the facilities related to food, drinks, toilets etc
will be given to the audience that will be coming to this musical night. And the timing that will
for this musical night will be from 12pm-10 am. All sort of entertainment will be given to the
audiences.
Event Objectives
 To provide the audience with the best musical event
 To provide the people with a music that is liked by them
 To make this event a successful by fulfilling the needs of the audiences
 To target youngsters and the tourists in order to earn a profit from this event
 To ensure that as per the budget of the vents the activities are planned and worked out on
that manner only.
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 To provide the tickers to audience at an affordable range that can be easily purchase by
them.
Entertainment Activities
The various activities related to entertainment will be taking lace in the wireless event
that is taking lace in UK on 31st December 2017.All type of music such as rock, pop , urban etc
will be played by their celebrities Jagadish and Shahabi, 2014)..And also this event will be
hosted by well-known faces such as Simon Cowell and chase. The artists will be singing the
music that is preferred by the people to which the audience can enjoy themselves. The stalls of
food will also be there so that audience that will be coming for this show can enjoy the food
while listening to their famous artists. The popular artists such as the famous bands such as the
Beatles, Pink Floyd and The clash will be playing the music for the audience.
Target Audience
The audience that will targeted for these events will be the tourist that are visiting UK as
each year the number of visitors that are visiting UK are increasing So, in a way it is a good idea
to attract more number of tourist towards the events that is hosted in London. Also the
youngsters who are staying in London will also be targeted as their interest is more in these vents
and they are varied much fond of bands such the battles and The clash. The entry tickets will also
be affordable for them as it will not be costly for them. The medium range will be keep that these
audience that are being targeted can purchase it easily. The age that will be targeted will be form
15-35 years. As in this age group of people are more interested in pop and rock music in
comparison with people of other age-group. The tourists are also visiting UK mainly fort he
musical events that is being hosted by this country (Najjar and Najarian, 2014). So, they will
also be targeted. In order to reach out to the tourists across globe the promotion of this event can
be done through website of the company or through social websites such as Facebook, twitter
and blogs. This will be done in order to make more and more people aware about the wireless
musical events that is hosted in London in the year 2017.By using this site people will come to
knew about the events and their interest will also develop .So, more and more tickets will be
purchase by them.
Event Deliverable
This event that is occurring on 31st December 2017, will deliver the best entertainment to
the audience that will be coming for this musical events. All sort of arrangement will be done in
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order to provide comfort and satisfaction among the people. The people who will be coming with
their family or friends will feel some sort of relaxation and they will get a positive atmosphere.
They will also be given a refreshing atmosphere from the daily work as by listening to the
famous band they will forget the burden of the daily activities and they will enjoy the music and
will get to spend some quality time with their friends and family. They will also be able to get
facilities such as toilets so that all the requirement regarding the guest coming for that musical
event will be fulfilled (McDermott and Hodi, 2015.). Various stalls of food item will be there
and drinks also be there. The audiences can purchase that drinks and food by paying for the
particular items. The food items and drinks will not be charged form the tickets. The audience
have to pay for it separately. The chairs and tables will be arranged fort he audiences so that they
can take some rest when they are tired of standing. So, in a way the best experience will be given
to the audience from this event that will be taking place.
Project Management Tools and Techniques
In order to plan this event and make it a successful the planning of the resources, people,
equipment and procedures need to do in the appropriate way in order to get a complete project.
This will include planning, organizing, leading etc. There are basically four stages that need to be
included in the project management process phases and they are as follows-:
1. Initiating the events
2. Planning the event
3. Executing the events
4. Closing down the event
Stages Description Duration
1.
Initiating
the event
In order to support the later activities of
the project in this the activities related
to size, scope and complexity of the
events will be based and the procedures
will be established that will support the
activities at a later stage. In this scope
of the events that is what all activities
will their in the vent. Its size that is
audience that will be targeted by this
Week -1
The time taken will be around 5-6 days
in order to discuss this phase.
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event will be a large or small. All the
things will come discussed in the initial;
phase. The size of the audience will be
medium nor big nor low.
2.
Planning
the event
In this phase all the work related to the
events will be disused. The clear and
discrete tasks or activities that is
required to do each activity will be
defined. In this related to events such
bands that will be coming for this
musical events in order to entertain the
audience or the celebrities that will be
hosting the show will be discussed. And
the menu for stalls and drinks will also
be planned in this.
The prices of the tickets, the entry point
and venue etc will be planned. In order
to make it a successful events all the
activities is planed in this phase. Being
the event manager I need to plan out all
these activities and also monitor these
activities so that they are managed
easily.
The activities such as the risks of the
event will be identified ad assess. And
the resource plan will also be estimated
and created regarding the vents and a
schedule fort his events will also be
developed. In this organizing the events
basically three resources will be needed
Week 2 – It will take around 10-15 days
as the entire best depends on the
planning and it need to be impact.
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such as
Human resource – The staff will be
needed in order to decorate and mange
the event .So, there is a need to recruit
more staff.
Material or equipment- The materials
such as lights, stage and many other will
be need for this events. The technology
for sound system will also be required
in this(Kim and Feamster, 2013).
Financial- In order to make this event
possible the investors is needed who
will invest in this events. All the
financial requirement regarding this
event will be fulfilled by the investors.
For big events the experts need to be
consulted. There can be staffing cost,
operational cost , capital cost etc.
Time- In order to make this event a
successful one , certain time will be
need to plan out things.
3.
Executing
the event
During this stage a plan will be made in
order to put to action. Against the
baseline of the project the progress of
events is being monitored and the
workbook related to event will be
maintained during this stage(January
and Murray, 2014).
Week 4 -This will take around 5-6 days
as all the tasks need to be monitored in
order to see whereas as per the plan the
event is progressing or not.
4. Closing
the event
In this stage, the event will be come to
an end. And it is an essential stage as
Week 5- This will be done in 8-9 days
and all the activities will be executed
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until it is closed the event will not get
complete .In this the post review
regarding event can be done.
before coming this stage.
Project Team Management and Structure
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Illustration 1: Structure of organization
(Source:Structure of organisation , 2017)

In this event , the management of the team will be one by the project manager who will
be given more power and will manage the team leader and will also manage the marketing,
venues, catering etc. And there will also be a project board who will mange the project owner,
project sponsor and other stakeholders. The marketing oft eh vent will be monitored by team
leader they will make use that appropriate portion is done regarding this wireless musical events
and campaigns and advertisements will be given for this event (Jagadish and Shahabi, 2014).
The team leader will see that venue is scheduled, and food items catering in the event is done
properly. The sponsor and other stakeholder that are investing in the events will be managed by
project boards. They will keep information the owner, sponsor and stakeholder regarding the
progress of the events and other issues that are related with management of vets all be discussed
by them.
There are other team managers that will be needed such as
Human resource management – Thy will be required in order to recruit and hire staff that will be
needed in order to manage this event. The staff will be required for arranging the events to see to
it that all the work such as lights, decoration etc are done. So, this team need to appoint talented
staff for this work.
Technical staff- It is needed in order to see that sounds and arrangement of stage is proper .In
order to see to it that lightening is working properly, background music etc all will be done by
them. They need to have technology related knowledge (Homburg, Vollmayr and Hahn, 2014).
Finance department – They will see tat all the cost that is need for the event to make it possible
such as operation cost, staff cost etc are managed properly.
Budget for the Project
The budget of the project need to be made in order to make sure that as per the budget the
activities will be carried out in the event. The budget that is made for this event will be
Items Estimated price
Strategy for event launch
 Marketing focus of the event
 The project objective and strategy
 Promotion and communication plan
$5500.00
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 The team of operation and management
 dates and venues
 Estimation of budget
 Funding sources
Preparation
 The price of bands that are performing
 Soft promotion campaign
 Communication materials
 Finance, budget and administration
system
$11,000.00
Implementation
 Registration and allocation of stand
 All the premises' and services checking
 Customer-information services
 Al involved staff briefing
 Administration and logistic
administration
 Assessing and evaluation of outcomes
 Post-event communication
$ 26,000.00
Total estimated budget for the event $42, 500.00
Awareness of Potential Risk Factors
The potential risk that can be there in the event can be related to fire/ explosives
/combustibles (Beyer-Westendorf and Tittl, 2014). There is also a risk that if the number of
audiences that are coming fro the event is less than was predicted then there is a high risk that
this event will not be successful. If due to nay technical problem the sound will not be able to
reach out to the audiences then they will not able to hear the band in proper way. So, all the risks
such as fire, promotion of the events and technical requirement need to be take care.
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Evaluation and Control of your Project
All the activities related to event is done keeping in mind the target audience and the
band that are performing at this musical event stare well-known by the people. It is been
expected that this event will be able to have a positive impact in the minds of the people and
more and more people will be coming for their event (Andersson and Lundberg, 2013.). This
project will be controlled by the event manager who will see and monitor all the team members
and also guide them .
CONCLUSION
Thus summing up the above report it can be concluded that wireless musical events will
be held in London on 31st December 2017.All the activities regarding this event that is the band
that will be performing its budget and resources are planed. The budget will be around $
42,500.00 and famous bands such the clash will be performing at this event. The event manger
will control all the activities of this event.
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REFERENCES
Books and journals
Andersson, T.D. and Lundberg, E., 2013. Commensurability and sustainability: Triple impact
assessments of a tourism event. Tourism Management. 37. pp.99-109.
Beyer-Westendorf, J. and Tittl, L., 2014. Rates, management, and outcome of rivaroxaban
bleeding in daily care: results from the Dresden NOAC registry. Blood. 124(6). pp.955-
962.
Homburg, C., Vollmayr, J. and Hahn, A., 2014. Firm value creation through major channel
expansions: evidence from an event study in the United States, Germany, and
China. Journal of Marketing. 78(3). pp.38-61.
Jagadish, H.V. and Shahabi, C., 2014. Big data and its technical challenges. Communications of
the ACM. 57(7). pp.86-94.
January, C.T. and Murray, K.T., 2014. 2014 AHA/ACC/HRS guideline for the management of
patients with atrial fibrillation: executive summary: a report of the American College of
Cardiology/American Heart Association Task Force on practice guidelines and the Heart
Rhythm Society. J Am Coll Cardiol. 64(21). pp.2246-2280.
Kim, H. and Feamster, N., 2013. Improving network management with software defined
networking. IEEE Communications Magazine. 51(2). pp.114-119.
McDermott, D.F. and Hodi, F.S., 2015. Survival, durable response, and long-term safety in
patients with previously treated advanced renal cell carcinoma receiving
nivolumab. Journal of Clinical Oncology. 33(18). pp.2013-2020.
Najjar, S.S. and Najarian, K.B., 2014. An analysis of pump thrombus events in patients in the
HeartWare ADVANCE bridge to transplant and continued access protocol trial. The
Journal of Heart and Lung Transplantation. 33(1). pp.23-34.
Online
Structure of organisation . 2017. [Online] Available through:
<https://www.ivoryresearch.com/writers/andrea-powers-ivory-research-writer/>
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