Business Event Report

This report comprehensively analyzes a business event, specifically an employee appreciation event organized by the OCS group. It covers various aspects of event planning and execution, including the event's purpose and history, promotion and design, venue appraisal, risk management, staff effectiveness, sustainability practices, and a post-event evaluation. The report details the selection of the Imperial War Museum in London as the venue, highlighting its advantages and disadvantages. A risk assessment matrix identifies potential risks such as fire, unwanted entry, injury, and emergency exits, along with mitigation strategies. The effectiveness of the deployed staff is evaluated, emphasizing their training and positive impact on the event's success. The report also discusses the event's commitment to sustainability, including waste management and the use of renewable energy sources. Finally, the report concludes with an evaluation of the event's overall success, based on employee feedback and suggestions for future improvements.

A Report on Business Event

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
TASK 2 / TASK 3 ...........................................................................................................................3
i) Introduction, purpose and history ......................................................................................3
ii) Promotion, designing and planning...................................................................................4
iii) Appraisal of the venue and location.................................................................................6
iv) Risks associated and management of risk.........................................................................7
v) Effectiveness of the staff deployed....................................................................................8
vi) Practices of the greening...................................................................................................9
vii) Evaluation......................................................................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
A business event is something where the business logics and the terms will be
communicated to all the employees or other companies which are related to that field. These type
of days are organized and managed by the employers. To organize any appreciation day, it will
require a profound knowledge of other business companies, a proper interaction between
different stakeholders, as well as the professionals who are managing a business event (Wang
and et.al, 2016). There are various types of business events like; product launch parties, business
dinners, network launch party, holiday party, client appreciation, employee appreciation, trade
shows, charity function etc. To organize any business event, the management must make sure
that all the participants and the members who will be included in this event should enjoy this
event and there should not be any mistake in organizing that event.
TASK 1
The business event which is chosen is “Employee Appreciation Event”. This is organized
to give thank you note to all the employees who have contributed in the success of the company.
These events are generally exciting and innovative ways to keep and build up the team spirit, and
to encourage the employees, so that they will work hard in achieving goal of the company. The
impact of these events huge. It boosts the morale of employees such that, they start working
harder in achieving their goals and at the same time, they are achieving the objectives and goal
set by the company (Park and et.al., 2013). During their whole career, the employees of that
company spend more time in their office, than any other place or extra time in doing work than
other activities, so it is the great way to organize the employee appreciation event, to show them
that how much the company is caring and appreciating the hard work and the loyalty putting the
employees.
TASK 2 / TASK 3
i) Introduction, purpose and history
Employee Appreciation day was organized for the employees of “OCS group” to
acknowledge the efforts, dedication and hard work throughout the year. The main purpose of this
was to motivate the employees, help them in increasing their confidence level, to appreciate their
effort in achieving the company's goal and targets. To appreciate the employee for what he is
doing is a great thing and most of the time it has proved to be effective and the result is shown in

the output of the company's performance and their profitability. This has given advancement and
new approach to the employee to think out of the box for any problem and the employee will
focus more towards the company's goal and objectives. The employees want good salary and
benefits. But the important thing they want from the company is to be treated fairly without any
partiality, this will be just like an extra contribution to the company because they will work more
and this will show through the performance and the outcome of the profits, the company will
gain.
March 4, is known as the employee appreciation day. It is the day when OCS group
pauses for one day, just to consider the importance and the value of their employees and
appreciate the staff who are currently working with the organisation (Vanden and et.al 2016).
The history of these function shows that, whenever a company is not celebrating or organising
such type of appreciation day, concentration of the employee gets distracted. They will feel like
they are not important to the company, and the company is treating them like machines. This will
result in the decrease in the performance of the employee, resulting in the decrease in the quality
of the services and the product of the company. The organization cannot afford to have such kind
of low quality of services, so they declare 4 March as a day to celebrate and appreciate the
employee. They want that company should treat them like humans, not machines when they are
working. The appreciation and applaud for the hard work is a basic human need, and all the
employees want that their performance should be applauded. The company should let them know
that they are making tremendous effort in the success of the company and the management must
take this into account and plan a day or function to appreciate the employees.
Such kind of events give the satisfaction to the employees and at the same time, it will
increase the happiness of the employee. The company want that their employees are not only
satisfied and loyal toward the company but also they are happy at their work and they love what
they are doing (Kasravi and et.al., 2017). These also improve the culture of OCS group. Culture
is the main part of attracting, engaging and finally retaining the employees. By doing such
events, the employees will make the working environment better and the culture friendlier, so
that people will work freely and with more effectiveness.
ii) Promotion, designing and planning
To plan any type of event, first of all, the company have to decide what type of function
they want to organize and according to that they start planning. OCS group has planned this

event to appreciate the employees and for that, they have to look for the company’s policies. This
means how many employees are working and who did a great job this year etc. After going
through all the policies, the company's prime focus is on the budget. It does not matter on how
creative it will be, but to implement those ideas, the company needs budget, and if money is not
enough, all the innovative ideas will vanish. So, the company has decided that this much amount
they will spend on this event (Wong, Rosenbaum and Liu, 2015).
After the budget case, OCS group management plans the demographics of the event, they
have to decide apart from the employee of the company, whom they will go to invite. This can
define the proper shape of the event, because after this the selection of venue is to be done and
food, entertainment all the things need to be done. The promotion will be on the inside level
only, as this is an internal event. The company will promote this by putting some posters within
office premises. Social media is also an important element. The company will post some pre-
event pictures on social media, so that all the employees get excited about this and those
employees who are not aware will also get to know about this event. After that the company will
call a specialized photographer, so that he can capture the whole event inside the pictures, this
will become the memories of the appreciation day.
The designing will be such that it will start & end on time. The company management
will plan this event in a way that all the functions and fun activities can be organised in the given
specific time. The event will first start with welcoming speech, which will be delivered by
manager of the company, and then the appreciation speech will be given by CEO of the company
(Connolly, K and Connolly, 2014). Thereafter, there will be some fun activities like games,
singing competition etc. The prize distribution will be done by the special guest. The function
should be planned in a six A's, and they are
 Anticipation
 Arrival
 AtmosphereActivity
 Amenity
OCS group management firstly will send all the invitations to the members and the employees of
the company, so that they can attend the program. There will be a guest list at the entrance of the
place and the guests have to make registration over there, showing that they arrived for the event
and then proceed (Loo, 2015). During the event, the atmosphere of the place should not be too

bad and suffocating, the management must make sure that all the guests should feel comfortable
there.
For any event, the food is the most important thing, and OCS group management is well
aware about that, so they have ordered food from the best restaurant. The food is delicious and
all the guests likes the food. This makes the company a little happy because their event is going
well till now. After food, there comes the activities part, where they have organized some games
and other fun activity so that no one feels that they are getting bored. There will be some team
games also, this will enhance the team spirit in the employees. The fun activities are there so that
all the people from same department or from different will get to know each other and they will
develop the understanding level. During the activity time only, there will be a prize distribution
ceremony, this will be for all the workers putting the efforts and hard work in achieving the goal
of the company. The last part of the event will be the amenity, where the management is
returning the favours of all the crew and members who makes this event such successful. Then
the company's MD will give thank you speech to all the employees for attending the event and
for working hard for the company and for being so loyal to the company.
iii) Appraisal of the venue and location
The employee appreciation day is an internal event, so there should be a place which is
very much close and a little isolated from the surroundings. So OCS management have selected
“Whole Venue, at imperial war museum, London”, for this (McGuire and Gläser, 2013). This
place is best known for the company and business event. IWM is located in zone one, and it is
just walking distance from London's south bank. This place offers a huge space for more than
500 guests, and can further hold up to 300 guests more. The space is very wide open and have
plenty of area for the games and other activities. This main advantage of hiring this place is the
area and the location of this place, which is very close to the office and the local transport is
available to all the time. This will make very easy for the employers who use public transport for
travelling from one place to another.
The interior or ambience of this venue is very great and very pleasing. This will give
positive vibes to all the people present inside the building. Imperial war museum is a very old
building and the architecture is also from the royal time, so this looks absolutely stunning from
outside as well (Foley, EDWArDS and Schlenker, 2014). This place is having hiring rates
according to the hour, so this will make very easy for the management to schedule this in the

prescribed time limit, as they have planned already. This is very important because sometime it
can happen that the event will start a little late and finish a little late and for that the management
have to pay extra money. But in this place it is not the case, as the time is already fixed as the
company mentioned when planning the event.
Another thing which puts this place above all other places is that it is near to the south
bank of London and there is a garden just on the back side of the hall. This place can be useful
for various outdoors activities which was planned by the management team. One major
drawback for this place is the south end is very far away from the other place where most of the
employees are currently living, so it will take more time for them to reach the IWM (Atkins and
et.al., 2014). But at the same time, the local transport is available 24*7, this will make things
easy for the employee to travel and attend the event.
iv) Risks associated and management of risk
Risks Impact Risk management
1. Fire This is the major risk at any venue,
because at any moment fire can take
place which can harm the
individuals, and also the property.
Fire can also cause damage to the
environment because it is producing
carbon and this is not environment
friendly. It can also destroy the
property of the venue and the
company have to pay a huge amount
for that loss.
To manage fire, there are various
types are extinguisher which are
placed at different locations, and
easily accessible to the crew
members, so if by mistake the fire
took place, it can be easily
extinguished. There is a fire brigade
also just outside the venue, if the fire
is major the fire brigade can deal
with that. Different types of smoke
detectors are place at different
locations, so in case of fire, the
alarms gets activated, and this will
directly dial a call on fire control
room and the team will informed and
they will extinguish the fire.

2. Unwanted entry This is another major risk involved
with the event. Because, at the
entrance if proper security is not
there, then anyone can enter in the
hall and create major problems.
This is managed by putting a well
armed security force at the entrance,
and there will be a check list where
each employee have to show their
company id card and sign in front of
their name, then only they can get
the entry. This will protect any
unknown person form going in the
event.
3. Injury Injury can happen to anyone at
anytime. In the event, there were lots
of outdoor activities arranged by the
team, so while playing games, it is
possible that the person can get
injured. This will affect his health, if
the person is not getting cure at the
right time.
For any injury, there is always a first
aid kit available, which can be used
in curing the injured person. All the
crew member is specially trained for
this purpose only, so that they can
operate the first aid kit very
effectively and efficiently.
4. Emergency exit In case of fire or any other risk, there
should be a way from which the
people can go. If the way is not
visible, and if fire took place then it
might be possible that people gets
stuck there which will be very
dangerous and life threatening for
the individual.
This can be managed by properly
marking emergency exit. The
emergency doors should be open all
the times and all the doors should
have a red light which is visible from
very far to everyone. So in case of
fire, everyone can leave the place
quickly and no one get injured.
v) Effectiveness of the staff deployed
The staff which was deployed during the event was very effective. They were very quick
and very fast in response. The staff knows their roles and each individual know their
responsibilities like what they have to do, if anything wrong happens (Brown and et.al., 2015).

They were serving very well and attending each individual separately if they are having any
problem. The way crew was attending the people was very good and very positive, so the guests
were also feeling very happy. The management has trained the staff very well prior to the event,
so that they can serve the guests well. Right staff was employed to the right job, and those who
are effective in those jobs, so that if any problem occurs, they can handle that problem very
effectively.
There was a manager appointed to the staff whose job was to lead them and guide them
to do proper service. He was very effective in his job as he managed all the staff members very
effectively. He has allotted the jobs very well to the staff under him, and if any major problem
occurs he was the one, who can deal with those problems and getting the solution as quick as
possible (Appel and et.al., 2014). All the staff were given proper first aid training on how to
operate the first aid kit, and how to operate fire extinguishers. This was very helpful for the
management as they don't have to put professionals for each small work. While serving the food
also, the staff was well aware about the quantity of food and the food is fresh or not. Another
thing is the behaviour of the staff members, all the guests were impressed by their behaviour as
they were treating all the people very nicely and politely. The staff leave a good impression on
the guests.
vi) Practices of the greening
Greening and environment impacts is an important aspect regarding any event. This will
be having following areas like health, economic responsibility, environment, human rights and
labour standards. Our function is very sustainable towards the environment, the sources and the
place is environment-friendly. It will not cause any damage to the environment. Because the
resources used are all natural resources and that are not affecting the environment. This is also
the reason, OCS groups selected IWM as their event place, because of the use of solar energy
(Lisa, 2017). The museum is having number of solar panels which can be used in storing the
solar energy and later on that energy can be used as the form of electricity. So this will prevent
any damage to the environment.
The management has made sure that no food is wasted during the event that is why the
waste management plant was employed. Whatever waste was left, that waste was not thrown out,
instead whole waste was burnt in the management plant, so that it will protect the environment.
The leftover plastic was sent for the recycling so that can be used again, and it will not cause

harm to the environment (Sammi, 2017). All the resources which are used in the event are
natural resource, so that the ecological balance is maintained. As far as the food is concerned, the
leftover food was given to the charitable trust, so they can distribute that food to the needy
people. No food is wasted because that is the harm to the natural sources and to the environment
as well. The management has make sure that whatever sources they are using should be harmless
to the environment.
vii) Evaluation
When the appreciation day was planned, the management wanted to evaluate that by
doing a group discussion in the office. After the day got over, all the employees were called in
the office, and they were asked to give their opinion on the day. By the point of view of each
employee and with the help of their discussion, it was evaluated that the event was successful.
All the employees were giving very positive reviews and they all were very happy.
But later on the company identified that the evaluation could have been done at the time
of event only (DEBRA, 2017). Chief guests, family members of employees all were present
there. The evaluation could have been through a feedback form. The form contains certain
question which are related to the activities and procedures carried out through the appreciation
day, and the crew members. This will be more helpful and easy in evaluating, but by the views of
the employees, it can be said that the event was very successful.
CONCLUSION
It has been concluded from this report that, the event was very successful. The employee
appreciation day is very helpful in knowing the staff and encouraging them to reach to their full
potential. It is not necessary that the organization should do the appreciation on one fixed day. It
can also be done throughout the year. If someone is performing very good, then the company
should appreciate their work. To organize such functions, there are many risks which needs to be
taken care of. The location, place and event venue should be such that it is easily accessible to all
the people. There should be strict security for the safety of the guests. All the staff should be very
supportive and can deal with the may occur. The management team must make sure that they are
not harming environment and nature. There should be less wastage of food, and if leftover food
remains, than it should be distributed to the charity trust.

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