BSS005-1: Event Planning Report - University Prom Night

This report details the comprehensive planning of a university prom night event. It begins with an overview of the event, including its thematic focus, location (Metro Bar, Luton Campus), and target audience. The marketing section explores the 7Ps of the marketing mix, outlining strategies for product, price, place, promotion, process, people, and physical evidence. The report then provides a detailed breakdown of human resource requirements, including pre-event, on-day, and post-event staff roles and responsibilities. Decorators, marketing staff, vendors, technicians, waitresses, security, caterers, DJ, anchor, cameraman, and cleaning staff are all accounted for. The financial details section presents a break-even analysis, examining costs, sales, and contribution margins. The report concludes with references to relevant literature.

Business practice
Explored

Table of Contents
INTRODUCTION...........................................................................................................................1
Overview of event............................................................................................................................1
Marketing section.............................................................................................................................1
Marketing mix (7P’s).............................................................................................................1
Human Resource Requirement........................................................................................................3
Pre event staff.........................................................................................................................3
Staff on day of Event..............................................................................................................4
Post event Staff.......................................................................................................................6
Financial details...............................................................................................................................7
CONCLUSION................................................................................................................................8
References:.....................................................................................................................................10
Books and Journals...............................................................................................................10

INTRODUCTION
A process of planning and executing a formal or informal event is term as the event
planning. There are various events such as official conference, festive event, birthday’s,
marriages, and concerts, convocations etc. at large or small scale. To plan and coordinate the
event it includes requirements like finance, budget, staff like vendors, caterers, electricians,
venue, transportation, decor etc to execute the event successfully (Allen, 2021). There is another
term interlinked with event planning that is event management it involves the research about the
venue, target audience, marketing of event, segmentation and positioning before the launching
the event. The following report is the event planning of the university prom event. For which
report outlines the marketing strategies like marketing mix, market segmentation and
positioning, and targeting audience. The report also gives detail description about the human
resource required for the organising and running the event and also for the post event. The report
also present the financial details that are cost required for the event with its break even, profit,
loss, and contribution.
Overview of event
The thematic of event is prom night of university for the passing out batch. The prom is a
dance party event that is organised for the high school students. The students are required to
come with their prom date with dressing code for girls is dresses and gowns with corsages at the
wrist and for boys tuxedos with tie or bow. In the end of the event the prom king and queen are
also announced. The location where this event will be hosted is Metro bar, Luton Campus. The
event will have 200 members of university which include students and teachers. The event
timing will be 7pm to 11pm.
Marketing section
Marketing mix (7P’s)
Marketing mix is an essential part of the marketing strategy as discuss about the various
comprehensive areas that are required to plan the marketing of a product or service. To make the
event successful and touch the broad range of audience effective marketing is the only way to
attract and influence the target audience (Jones, 2020). The marketing mix is classified using the
7P's to develop effective marketing strategy. The 7p’s of marketing mix in context of prom event
are discussed below:
1

Product: First P of marketing mix is a product or service or an experience that is developed
according to the needs and desire of the customer. Product or service or an experience created by
the organisation must satisfy the customers to sustain the market. The event planning service
must satisfy the students and teachers by give them a life time experience and memories.
Price: Price of service for product must be developed using the liquid pricing strategy which can
provide the organisation with the profits. Planning service must be priced according to the
service provided by them the mast coordinator budget to plan the event to meet the cost off the
price along with earning of profits. There must be keeping proper break even of the items used
during the event planner lays the fixed cost and variable cost of the items (Do and Vu, 2020).
Place: Places a very important factor within the marketing mix that defines the location of the
products to be developed and launched for the world to watch. In the present event planning of a
prom night is very important to choose the location that is appropriate for the students and
teachers to reach and also that have a space for the larger audience. The venue must also be
attractive for the students so that define fascinating to attend the prom night at such amazing
venue.
Promotion: Promotion important marketing mix technique that helps in the advertisement and
the promotion of the product developed by the organisation. In the event planning of the prom
night for the higher education students the promotional methods must be digital and social media
accounts where the youth is highly available. Promotions the fireflies must also be designed and
printed so that they can be distributed all over the place.
Process: Another element of the marketing mix is the process is defines the whole process that is
used to develop and distribute the product of the organisation. For the event planning of the prom
night the whole process from the event preparations to the post event wrap up must be decided
and defined in details successful organisation of the event. Analysing of the process for the
launch of the event is important to recheck each and every activity for successful event
occurrence.
People: The sixth element of the marketing mix is the people which define what people are
required for the execution of the product and what people are required to be targeted to distribute
the product. In the event planning service this requirement of various types of staff and the
people attending the events are the students the higher education and some of the teachers
(Sajjatanawat and Yonwikai, 2020).
2

Physical evidence: Physical evidence the last element of the marketing mix that describe there
must be a physical evidence success report of the product to be developed so that it is legally
ethical. For the event planning the physical evidence will be tickets and the brochures and
invitations that are being sent to the students to attend the prom night.
Human Resource Requirement
The human resource is most important part for the efficient planning and running of the
event. The event requires various types of staff before the event, on the day of the event and post
event that perform roles and responsibilities as per the activities. Each staff has varied roles and
duties according to their skills and work assigned to them in an event. The staff required for the
successful prom event of the university at the Metro bar, Luton campus is mentioned below with
their title, numbers and role and responsibilities. Each staff is managed and allotted by the
manager of the event planning. The staff are :
Pre event staff
Staff title Numbers
required
Roles and Responsibilities
Decorators 8 The decorators are also considered as the
event designers as they are persons that make
the site beautiful and attractive with their
vision of eye catching decoration. The
decorators collects the decorating items from
vendors decorate the space which include
setting stage, ceiling and table decoration,
props and photo booth, lightings etc that makes
a place beautiful. It is a role of the decorator to
decide the colour theme of the place as per the
event.
3

Marketing and promotion staff 3 The marketing and promotion staff role is to
strategies various marketing plan, deign
promotional digital ads, brochures. The must
also promote the event on social media
accounts. It is the duty of marketing staff to
target the audience and develop good
marketing plan for various promotional
activities. The marketing team also decides the
name for the prom event. The promotional
staffs also design the digital and paper
invitations cards for the students to influence
them to attend prom night (Richards, 2020).
.
Vendors 4 The vendor will collect and gather the items
required at the place of event occurring such as
chairs, tables, curtains, food and beverages,
other decorating items, stage banner etc. the
vendors are the persons that helps in accessing
of item from various locations and then
provide them at location of event.
Light and sound Technician 2 The electrician role will be to plug in the
electricity connection at the venue and set as
the lightings required for the decoration and
also checkout any electric faults and repair it
instantly. The sound technician duty is to check
all the sound checks and speaker volumes for
the better sound quality. The sound technician
will also setup the microphones on the stage.
Staff on day of Event
Staff title Numbers Roles and Responsibilities
4

required
Waitress 3 The role of the waitress of the Metro bar is to
serve drinks on the table to the guest. The
waitress duty is to talk politely with the guests
and provide them with their drinks over the bar
and table. The waitress hired will be licensed
by the bar (Ahmadi and Zare, 2020).
Security guard 1 The security guard will look after the safety
and security of the students while entering the
venue and at the time of exiting the event. The
security guard also look after the security of
the item used to plan the event. The security
guard checks the entry pass so that no outsider
can crash the event for any misconduct.
Caterers 10 The caterers are important staff as they will be
serving foods and snacks to the students and
teachers on the tables and over the food
counter. The caterers will all the food and
dishes at the food section and mange the
availability of the food on the counter. It is a
duty of caterers to provide the guests with
plates, spoons etc.
DJ 1 The DJ (Disc Jockey) is a person that will be
playing songs and music for the students to
dance on. The DJ set up the disc for the dance
floor and entertains the people with remix and
outstanding playlist of songs. The DJ operates
the whole song and music system in the event.
The role of DJ is to play interesting sound
tracks for the guest to dance on.
Anchor or entertainer 1 The anchor is the person over the stage that
5

speaks about the event announces various
performances and also entertains with various
punch lines. The role of anchor is to continue
the show with entertainment and fun. The
anchor also announces the names of prom king
and queen. The responsibility of the anchor to
connect each elements of the even together
with is words and entertainment section and
involve guest interest for the event.
Cameraman 1 The cameraman is the person that captures the
moments of the event. the role of the camera
man is to click photographs of the beautiful
moments happening in the event and also
record videos for the future records and
memories. It is the duty of camera man to click
beautiful lifelong memorisable everyone’s
pictures on the photo booth, click pictures of
the event, decor and guests.
Post event Staff
Staff title Numbers
required
Roles and Responsibilities
Cleaning staff 5 The cleaning staff is very necessary for the
post activity of the event which a sanitation of
the venue. The cleaning staff will collect all the
un required items and dump it as garbage. The
cleaning staff role is to complete make the
venue clean and tidy as provided by the owner
of the place. The cleaning staff will collect all
the food wastage, disposable glasses and plates
6

and mob the place.
Accountant 1 The role of the accountant will be to be before
the event also in planning the budget of the
vent and after the vent the accountant will
provide all the payments to various staffs and
then calculate the profit and loss and
contribution. To analyse the fixed and variable
cost of the items used in event. the accountant
will measure the key financial performance in
the event (Yasseen, Salie and Small, 2019).
Financial details
Break even analysis (menu planning) (Horal, Shyiko, and Yaroshenko, O., 2019).
Price Per Unit 7.26
Number of Units Sold 200
Total Sales 1452 100.00%
Less: Variable Production
Costs 620.8 42.75%
Less: Variable Selling Costs 369.6 25.45%
Total Variable Costs 990.4 68.21% 4.95 Per Unit
Contribution Margin 461.6 31.79%
Less: Fixed Production Costs 120 8.26%
Less: Fixed Selling and
Administrative Costs 80 5.51%
Total Fixed Costs 200 13.77% 1.00 Per Unit
Income Before Taxes 261.6 18.02% 1.31 Per Unit
7

Break Even Analysis Chart
Break Even Point volume = 48 units
Formulas:
BEP (units) = TFC/ (SPU-VCU)
BEP ($’s) = BEP (units) * SPU
CONCLUSION
It is concluded from the above report that for the planning of an event a most important
thing that is the selection of venue as that will help in further decisions regarding the decor,
arrangements, staff required etc. a good service is really essential part in the event planning for
which there must be skilled staff as a outstanding service bring stars to the whole event. It
concluded from the above information that before launching the event there is vital need of good
marketing strategy and understanding of target audience and their positioning in market. To
arrange all these essential needs the most necessitate item is the flow of cash there must be
proper budget, break even of cost of items required in event to analyse profit and loss at the end.
8

References:
Books and Journals
Ahmadi, S. and Zare, M., 2020. The role of leadership style (transformational/exchange) in the
promotion of organizational identity and social accountability of staff. Journal of New
Approaches in Educational Administration. 11(43). pp.49-68.
Allen, J., 2021. Event management. Wiley.
9

Cortez, R.M., Clarke, A.H. and Freytag, P.V., 2021. B2B market segmentation: A systematic
review and research agenda. Journal of Business Research. 126. pp.415-428.
Do, Q. and Vu, T., 2020. Understanding consumer satisfaction with railway transportation
service: An application of 7Ps marketing mix. Management Science Letters. 10(6).
pp.1341-1350.
Horal, L., Shyiko, V. and Yaroshenko, O., 2019, September. Modeling break-even zone using
the integral methods. In 6th International Conference on Strategies, Models and
Technologies of Economic Systems Management (SMTESM 2019) (pp. 172-176). Atlantis
Press.
Jones, L.J., 2020. The Event Planning Toolkit: Your Guide to Organizing Extraordinary
Meetings and Events. Rowman & Littlefield Publishers.
Richards, G., 2020. Measuring the dimensions of event experiences: Applying the Event
Experience Scale to cultural events. Journal of Policy Research in Tourism, Leisure and
Events, 12(3), pp.422-436.
Sajjatanawat, A. and Yonwikai, W., 2020. Marketing Mix Factors (7Ps) Affect Decision on
Enrolling into The Culinary Program of Undergraduate Students in Bangkok and Vicinity
Area. Dusit Thani College Journal. 14(2). pp.534-554.
Sharma, R.R., Kaur, T. and Syan, A.S., 2021. Market Segmentation, Targeting and Positioning.
In Sustainability Marketing. Emerald Publishing Limited.
Yasseen, Y., Salie, H. and Small, R., 2019. Re-inventing the professional
accountant. Professional Accountant. 2019(35). pp.8-9.
Zhang, Q., Chen, J. and Zaccour, G., 2020. Market targeting and information sharing with social
influences in a luxury supply chain. Transportation Research Part E: Logistics and
Transportation Review. 133. p.101822.
10