International Event Management Plan: A.R. Rahman Concert (BUS8520)

This document outlines an international event management plan for an A.R. Rahman concert, including detailed aspects such as supplier selection (musical instruments, sponsors like Reliance, Maruti Suzuki, and Ford), project planning (budgeting, stage design, accommodation, marketing, and implem...Read More

International event management
By
Event Plus

Introduction
In all over the world very few
people may disagree the artistic
excellence of A.R Rahman.
Depending on his musical ability,
the Oscar-winning musician A.R
Rahman has brought revolution in
Indian musical trends

Suppliers
• Musical instruments, electronic devices and tools are the major
equipment required for conducting the musical concert. The musical
instrument providing companies such as Sony and Casio will be the
major suppliers in the concert. The Entire event will be sponsored by
Indian marketing brand Reliance, Maruti Suzuki and Ford.

Project planning
•Step 1: Budgeting
•Step 2: Stage designing
•Step 3: Accommodation
•Step 4: Marketing
•Step 5: Implementation

Financial plan
Event
Number of attendees 2,000
Meal (dinner)
Food $23.00 $46,000.00
Tax (10%) $2.30 $4,600.00
Food and beverage gratuity (20%) $5.06 $10,120.00
Meal Costs Subtotal $60,720.00
List Services
Valet services 1 $300.00 $300.00
Entertainment #1 1 $800.00 $800.00
Entertainment #2 1 $1,200.00 $1,200.00
Other services 1 $200.00 $200.00
List Service Costs Subtotal $2,500.00
Audio/Visual Services
Basic PA system and podium 1 $0.00 $0.00
Screen 1 $0.00 $0.00
XGA data/video projector rental 1 $45.00 $45.00
Wireless mouse 1 $12.00 $12.00
Power strips 1 $0.00 $0.00
Extension cords 1 $0.00 $0.00
Lavalier microphone 1 $0.00 $0.00
Labor and AV technicians 1 $300.00 $300.00
Tax (8.8%) $31.42 $31.42
Audio/Visual Services Subtotal $388.42
Additional Costs
Invitation
(printing and postage costs)
$834.00 $834.00
Time & Expense (T&E) $600.00 $600.00
Company staff T&E $200.00 $200.00
Customer testimonial T&E $100.00 $100.00
Additional Costs Subtotal $1,734.00
Giveaways 0
Giveaway #1 25 $10.00 $250.00
Giveaway #2 25 $5.00 $125.00
Giveaway Subtotal $375.00
Event Costs Total $65,717.42
Event Price per Person $32.86

Continue…
Promotions
Product giveaways 50 $8.00 $400.00
Product discounts 300 $3.00 $900.00
Special offers 200 $2.50 $500.00
Promotions Costs Total $1,800.00
Advertising
Brochures (development and production) 5,000 $0.15 $750.00
Mailings 15,000 $0.04 $600.00
Postcards 15,000 $0.03 $450.00
Television 2 $600.00 $1,200.00
Radio 4 $300.00 $1,200.00
Newspapers 6 $220.00 $1,320.00
Billboards 2 $556.00 $1,112.00
Bus sides 3 $125.00 $375.00
Advertising Costs Total $7,007.00
Public Relations
Charity events 3 $200.00 $600.00
Advertising 4 $200.00 $800.00
Employee promotions 6 $200.00 $1,200.00
Sponsorships 3 $200.00 $600.00
Public Relations Costs Total $3,200.00

Catering and hospitality
Standard accommodation including
seat arrangements, lights, parking
place, food and beverage will be
provided. Indian as well as Chinese
and continental food items will be
provided for the gests. By putting little
bit effort in case of selecting the menu
can meet the needs of the guests.

Marketing plan
Objective:
• To grab large numbers of customer attention
Target audience: From the demographic segment, 15 to 55 age group
of people will be targeted for the event. Depending on the income level,
upper class and upper middle class people will be targeted for the event.
Depending on the psychographic segment, people who have interest in
music and mainly the major fan base of A.R Rahman.

Marketing Message
‘Stage on fire with A.R Rahman’

Marketing medium:
• Internet medium: Social media like
Facebook, twitter and Instagram.
• Offline medium: Newspaper and leaflets
• Online medium: TV and FM
advertisement

Risk management and Legalities
In order to avoid any kind of risk, strict security will be provided. A
medical as well as technical team will be appointed in the event for
avoiding any kind of emergency. Band as well as gig contracts are quite
simple and easy to understand.

Conclusion
Analyzing the entire event plan, it can be concluded that if the plan
can be properly implemented by the company, it can bring huge
success for the event

Bibliography
• Atluri, R., & Tirumala, A. S. (2015). U.S. Patent No. 8,949,395.
Washington, DC: U.S. Patent and Trademark Office.
• Jones, M. L. (2017). Sustainable event management: A practical guide.
Routledge.
• Lee, Y. K. (2016). Impact of government policy and environment quality
on visitor loyalty to Taiwan music festivals: Moderating effects of
revisit reason and occupation type. Tourism management, 53, 187-196.
• O’Reilly, D., Larsen, G., & Kubacki, K. (2016). Marketing live music.
In Coughing and Clapping: Investigating Audience Experience (pp. 29-
42). Routledge.