BSS005-1: Event Planning Report for Business Practice Explored

This report provides a detailed analysis of event planning, focusing on a product launch event organized by Vision Events. It explores the marketing mix, including strategies for promotion, pricing, and place, while also considering the target audience and physical evidence. The report delves into human resource requirements, outlining staff roles, responsibilities, and necessary skills, alongside pre- and post-event activities. Furthermore, it examines financial planning aspects, including cost management and the break-even point. The report aims to provide a comprehensive understanding of event management, covering various aspects from initial planning to execution and financial sustainability. This report is a valuable resource for students to understand the practical application of business concepts in event planning.

business
practice
explored

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Marketing Mix strategy of Vision events...................................................................................3
Human resource requirement in event and include staff requirement, roles and responsibilities
of staff, prevent activities and post event activities.....................................................................5
Financial planning for event and detail of break even point........................................................7
CONCLUSION ...............................................................................................................................7
REFERENCES................................................................................................................................9

INTRODUCTION
Event management involves planning controlling organizing and executing of the live
event. There are different types of event or services which can include promotion of any product,
wedding, private event and business event etc.
This report will take vision events as a company and it will organize corporate event for
the product launch of company in Metro bar which is located in UK. This report will cove
marketing strategy, which include the marketing mix and it will also include human resource
requirement and it will explain the staff required for this event and roles and responsibilities of
all the staff. In the end of this report will analyse the financial details to organize and run this
event and it will also include break even point.
MAIN BODY
Marketing Mix strategy of Vision events
Marketing mix is important for organizing a event because, it will help Vision company
to advertise their event in the market so people can be aware about the event and people can
attend (CTFA and Zuckerman., 2016). We are organizing product promotion event for the
company, so we have to make proper strategy which can be possible through Marketing Mix.
Marketing Mix of Event
Product
Vision events is organizing a corporate event for the product promotion in Metro bar and
the management and services they will provide are their product. It is important for them to make
proper plan for the event, so they can satisfy the needs of the clients. They have to target people
who are seller of the same category products, so they can understand what are specification of
the product and how they can get benefits by selling the new product (Deng, Poon and Chan.,
2016). Manger of the Vision events company have campus which have capacity of 200 people,
so they have to send invitation to the limited retailer who can attend this event. Vision events
company can organize giveaway, so they can attract retailers to attend their events and event can
be successfully launched.
Price
Vision events is organizing event, and they will charge with the host for their product
promotion, so they have to charge that much in which they can make profit after calculating all
the expenses in the event. For the organization of proper event they have to manage whole

management where they should have proper financial plan and it will include cost of equipment
needed for event, salaries of staff, medical expanses, decoration (Glover And et.al., 2018), food
and beverage and many more other. They also have to look for the profit as well because they
are working for the profit, and they have to pay for the event as well, so they need to add value in
the list so company can earn profit after reducing all cost from the event. It will help company to
take growth, and they can also increase their reputation in the market.
Promotion
Event promotion is one of the necessary element, without the promotion of event cannot
be successful. Vision events is organizing product promotion event, so they have to target people
who are dealing with the same category products. They can do email advertisement where they
can send mail to the selected retailer of the product and convince them and give them a link
where they can register their contact number and detail. When they get enough people who can
attend event then company and organize their event successfully. It should be managed because
they have to invite selected people only. There will be no other will be invited to the event who
from other industry or who are not having any relatability to the product.
Place
Vision events company will organize their event in the campus of Metro bar where more
than 200 people can attend the event. Location of the campus is centre of the city so all top
retailers can attend the business promotion event, and they can give pre order for the product at
the time. Metro bar have parking slots where people can park their vehicles otherwise they can
face problem to park their vehicles and it will also effect the others (Haynes., 2016). Metro bar
also provide the audio and video facilities which will be plus point for the company, so the
company can visualize their product on the screen and other people who are stand back side can
also see the front activities, and they can listen as well but company have to pre- book campus,
so they can confirm the place of event. There are many events which is organized in Metro bar
campus before, and if anyone wants to organize their event then they have to book their venue.
People
People Vision events company are inviting should be retailer of the same category
product, or they can invite people who are related to the same product industry. It is important
for them so retailer can come to know about the new product, and they can understand what
benefits they will get from the new products (Jaelani., 2017). Vision events will also add some

other activities for the people, so they can take more interest to attend the event. Company will
provide gifts hampers to the retailers who will give order to the company. Gift will be depend on
the quantity of the order they will take from the company. More quality means high and Vision
events premium gifts. This will be the best way to promote the company product and the host can
get new retailer who can buy their product on the regular basses, and they can show their
presence in the competitive market.
Physical evidence
Physical evidence are the most important element of the marketing mix in which
customers can see and experience when they use the services and which contribute to the
perceived quality of the services during the event (Kirschbaum And et.al., 2016). Vision events
company will launch the product promotion event and other companies professional and leaders
will explain how there products are different from the others and how they can product then
benefits, and they also have to test their product in frond of the all attendee, so they can see
quality of the product and understand the benefits they will get if they will retail those products
on their shops.
Plans
It is important for the event manger to see that event is going according to the plan or not
and if it is not going according to the plan then they should have other back up plan where, so
they can use the plan and solve the problems they are facing during the event. Back up plans are
always necessary for the Vision events because they can face some situation where they will
need the proper solutions of the problems. They can use back up plan in those situations and
overcome from the problems effectively and properly. They have to plan for the pre-event
activities and post-event activities both. In the pre- event activities company have to plan the
activities will be done by the staff member, and they also have do. After end of the event it is
important for the event manger to look for the cleaning of the hall where even has organized, and
they have to check all the equipment which was used n the event through the checklist.
Human resource requirement in event and include staff requirement, roles and responsibilities of
staff, prevent activities and post event activities.
Vision events company have to look for staff who should have necessary skills and
potential to take positions of event staff (Khan and Baloch., 2019). Event manger of the company
have to find candidates. Event mangers of the company will give instruction the staff, and they

will give them responsibility and their dusty in the whole event. They will need staff for the
welcoming guest, checking of equipment which will be used in the events.
Skills required in staff
 Candidates should have outstanding organizational skills.
 They should pay attention and diligence to the details (Shukla, Keast and Ceglarek.,
2017), so they can understand their responsibility and their work in event.
 Manager and supervisors of the Vision events company should have excellent verbal and
written skills, so they can give instructions to the staff who are working under them.
 Manager should have management skills, so they can mange all the activities during the
event.
 They should have stamina because they have to work for the long time and their energy
should be high.
 Supervisor have to motivate staff member who are working under them, and they also
have to solve their problems (Samani And et.al., 2017). if they are facing problem during
the work and their task.
 Staff should have multitasking abilities, so they can also help company in the other event
activities.
 Manager should also have conflict management skills, so they can control the conflicts
during the event and provide the proper solution to the staff who are involved in the
conflict.
Event staff responsibilities
There will be 6 staff members who will help to unload the equipment from the trucks,
and they will also set of the venues for the event. it will also include the chairs for the guest, so
they cane sit properly. they will collect all the chairs as well when event will be finish, and they
all to reload those trucks again (Kirschbaum And et.al., 2016). One of the staff will be
supervisor who will ensure that staff who were responsible for the sitting arrangement have
done their work properly or not, they will have their own team to whom they will supervise.
They will also look for the cleaning of hall by the staff who are Woking under them. They will
ensure that after the event hall should be clean and all things should be well maintained because
they have duty to clean after the event will be ended. Operator will carry register with them, and
he will operate cash register, and they will provide money if other staff required for their food

and personal needs. Event manager will give instruction and other have to follow those
instructions to the staff members they will look for all problem which are occurring during the
event (Littlejohn and Hood., 2018). They will make the proper plan and give instruction to the
staff according to their plan, and they all have to follow managers instructions. Catering
services will be needed during the event because guest can feel hungry during the event so staff
in the cratering will make lunch and serve to the guest. They will also have responsibility to post
event activities, they have to clean all the plates and clean kitchen after end of the event.
Manager will also responsible for the fire shifty equipment because fire can take place during the
event, so they will ensure that proper fire safety equipment are available in the event or not. If it
is not available then they have to arrange the equipment which can save guest from the fire
dangers and guest can feel safe when they will attend the event and event can be successful.
Catering service provider will also provide drinking facilities to they guest, and they will put the
water bottle to the guest tables, so they can drink water (Pulido., 2018). There will be medical
staff who will be present during the event, and they will provide medical treatment to the staff
and guest both because during the event staff can be injured and that time they will need medical
treatment, this can also happen with the guest, so they will ensure medical facilities. Security
guard will provide security to the guest, and they will ensure that people who are coming in the
event are invited or not (Rollenhagen, Alm and Karlsson., 2017). There will facilities such as
audio and video will be available so guest can understand better so audio and video operator will
be look for the sound and visual quality in the event, and they will also look for the proper
lighting in the hall, so they provide better visualization to the audience, and they can have good
experience during the event (Samani And et.al., 2017). Inspecting agent will also play important
role in the event, and they will inspect equipment for the damage after use and cheeking it
against an inventory list, so they can insure all the equipment in the list.
Post event activities
There are some activities which should be done after the end of event such as cleaning of
the event hall. Staff have to clean whole hall and manager of the event company have to give
instruction to clean hall. Staff who were involved in the particular activities have to mange their
recoupment have they have to clean area which they were responsible. Otherwise, they also
appoint another other staff who will only responsible for the cleaning, and they will look for the

cleaning of hall but it will be better will staff members mange their equipments and clean their
areas themselves because it will not take time, and they can clean whole areas easily and faster.
Financial planning for event and detail of break even point
Fixed expenses Amount
Metro bar hiring 300
leaflet 150 26.6
leaflet 100 23.75
flyers200 25.65
Hiring DJ 420
Insurance 83
Cleaning products 2
cloths for cleaning 10
Decoration 20
Total 911
Variable cost
Catering 11.5 (Per person)
2 waiters 65.68 =8.21*4*2
2 cleaners 32.84
=8.21*2*2
Total variable expenses 110.02
Selling price per person 130 (Assumed)
Variable cost per person 110.02
contribution per person 19.98 =130-110.02
Fixed cost 911
BEP 46 =911/19.98
BEP in amount 5927 =46*130
CONCLUSION
As per the report has analysed event organized by vision events company which is based
on promotion of product. This report has been provided marketing strategy for vision events, so
they can organize their event and this has explained through the marking mix (Shukla, Keast and
Ceglarek., 2017). This report has been explained 7 p's of marketing – product, price , promotion,
place, people, physical evidence and plan. This report also has been concluded staff requirement
in the event and explain the roles and responsibilities of the staff for pre-event and post-event

both activities. It has been explained role of manager, operator, supervisor, medical staff,
catering staff and security guard etc. in the end of this report has been analysed financial detail of
the whole event. This has been included the cost will need during the event and also provided
break even point of the financial details as an evidence proof.
REFERENCES
Books and journal
CTFA, A. and Zuckerman, J. L., 2016. Planning for Your Clients' Care with Advance Directives.
Journal of Financial Planning.29(12). p.40.
Deng, Y., Poon, S. W. and Chan, E. H. W., 2016. Planning mega-event built legacies–A case of
Expo 2010. Habitat international.53. pp.163-177.
Glover, T.L. And et.al., 2018. Advance Care Planning: Senior Center Members' Perceptions of a
Death Over Dinner Event. Journal of palliative medicine.21(7). pp.892-892.
Haynes, P., 2016. The Critical & Cultural Marketing Mix. Marketing Mix (February 2, 2016).
Jaelani, A., 2017. Event and festival in Cirebon: Review of shariah marketing mix. Available at
SSRN 2967233.

Khan, R. S. R. and Baloch, E. R., 2019. STRATEGIC FINANCIAL PLANNING AND
FORECASTING OF EVENT MANAGEMENT COMPANY (Doctoral dissertation. Bahria
University Karachi Campus).
Kirschbaum, J. W. And et.al., 2016. Civil Support: DOD Needs to Clarify Its Roles and
Responsibilities for Defense Support of Civil Authorities during Cyber Incidents. US
Government Accountability Office Washington United States.
Littlejohn, A. and Hood, N., 2018. Becoming an online editor: Perceived roles and
responsibilities of Wikipedia editors. Information Research.23(1).
Pulido, M., 2018. Acts or events? A perspective from the marketing mix. IROCAMM-
International Review Of Communication And Marketing Mix. (1). pp.55-66.
Rollenhagen, C., Alm, H. and Karlsson, K. H., 2017. Experience feedback from in-depth event
investigations: How to find and implement efficient remedial actions. Safety science.99.
pp.71-79.
Samani, F. S. And et.al., 2017. INVESTIGATING THE RELATIONSHIP BETWEEN
MARKETING MIX ELEMENTS (7PS) AND IRANIAN EFL LEARNERS’CHOICE OF
LANGUGAE INSTITUTIONS. European Journal of Foreign Language Teaching.
Shukla, N., Keast, J. E. and Ceglarek, D., 2017. Role activity diagram-based discrete event
simulation model for healthcare service delivery processes. International Journal of
Systems Science: Operations & Logistics.4(1). pp.68-83.