BX2094 Conference and Event Management Report: VIP Party Plan

This report outlines a comprehensive plan for managing a VIP party, addressing key aspects of event organization. The report begins by defining the aim of the organizing body and the event concept, including stakeholder identification. It then details the unique selling points (USP) of the event, funding strategies (including sponsorship plans), and a detailed budget projection. Staffing needs, including roles and volunteer requirements, are clearly defined, followed by a marketing and PR plan. An action plan with timelines, a risk management plan, and a detailed event program (including a run sheet) are also provided. Finally, the report discusses how the benefits of the event will be evaluated, offering a complete overview of the event management process.

Running head: CONFERENCE AND EVENTS MANAGEMENT
Conference and events management
Name of the student
Name of the university
Author’s note

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CONFERENCE AND EVENTS MANAGEMENT
Table of Contents
What is the aim of the organisation/organising body?...............................................................2
What is the event concept and description (including identification of key stakeholders)?......2
What will make the event ‘special’ (USP)?...............................................................................4
How will the event be funded (including identification of potential sponsors and development
of a sponsorship plan)?...............................................................................................................5
What will be the budget for the event (provide detailed projection of revenue and expenses)?5
How will the event be staffed (identify roles/positions and staffing needs, including
volunteers needs and position descriptions)?.............................................................................9
How will the event be promoted (marketing and PR plan)?....................................................11
What will be the action plan (main tasks and timeline)?.........................................................11
What are the risks associated with the delivery of the event (risk management plan)?...........13
What will be the event program (including detailed run sheet for the event)?........................19
How will you evaluate the benefits created by the event?.......................................................20
Bibliography.............................................................................................................................21

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CONFERENCE AND EVENTS MANAGEMENT
What is the aim of the organisation/organising body?
The aim of the organising body is to ensure that is to host a formal party for VIP
guests. The event can be a gala dinner party in which VIP from various fields can come
together and collaborate with one another. The programme can take place in an open area so
that interaction between the VIP members can be maintained and enough space can be
provided for movement.
What is the event concept and description (including identification of key
stakeholders)?
The concept of the event is for organising a formal party for the VIP guests. The
description of the event is that it can be hosted in a large open area so that people invited can
gain the freedom of movement from one place to another. The dinner is to be held like a
buffet system and entertainments such as music can be performed. A formal introduction
session between the VIP guests can also be a part of the programme. The key stakeholders
include of the event include the audience, the venue partners, sponsors, suppliers, media, staff
and volunteers.
Stakeholder Needs/
expectatio
ns/
interest
Impact
on
project
(by
them)
Impact by
project
(on them)
Importan
ce to
project
Proje
ct
phase
Treatmen
t measure
Audience Good
quality
hospitality
Commerc
ial
success,
Good
collaborati
on among
C I Good
hospitality
provided

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CONFERENCE AND EVENTS MANAGEMENT
and
environme
nt
funds
raised
one other,
possible
business
deals
Venue partners Proper
cleanliness
of the
place
Increase
in
revenue
and better
hospitalit
y
Increase
of
exposure
V DIF Can lead
to
repetative
purchase
of the
venue for
future
Funding
partners
Make
investment
for the
concept
Help in
making
the event
possible
May get
attracted
to attain
the party
M DIF Ability to
raise the
capital
level
Sponsors Provide
support for
the event
Provide
necessary
funding
and
resources
Increase
of
reputation
C I Signed
written
contracts
Artists/
participants
Request
VIP guests
with
talents for
providing a
Have the
ability to
attract the
guests
and gain
Increase in
reputation
and a
possible
business
V CDI Provide
good
infrastruct
ure for
performan

4
CONFERENCE AND EVENTS MANAGEMENT
performanc
e
quality
audience
related to
the
profession
in future
ce
Suppliers Supply
food for
the dinner
event
Proper
catering
services
and
quality
food
delivery
Generate
income
and
recognitio
n
V DIF Ensure
that the
supplies
are
delivered
on time
Staff and
Volunteers
Good
coordinatio
n with one
another
and proper
services
with
promptness
Successfu
l
completio
n of the
event
Recognitio
n
M DI Can help
in
improving
marketing
of the
event
Media Media
coverage,
social
media
coverage,
proper
Promotio
n of the
VIP
guests
Promotion
of the
event for
the future
C DIF Full
funded
media
application
for
promotion

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CONFERENCE AND EVENTS MANAGEMENT
promotion
Table 1: Stakeholder analysis
(Source: Created by author)
What will make the event ‘special’ (USP)?
The event can be made special mainly by the presence of the VIP guests. Each of the
VIP guests can display talents from their fields. For example, if the VIP guest is from the
musical background then they can be asked to perform a musical either in a group or as a
group. This can contribute in making the event special and at the same time ensure that the
success of the event is guaranteed.
How will the event be funded (including identification of potential sponsors and
development of a sponsorship plan)?
The sponsors can fund the event or the financial partners associated with conducting
such events. A sponsorship plan need to be developed that it can help in sponsoring the event.
For example, the sponsorship plan that can be used to identify the category of sponsorship
that can be made and the organisations involved for sponsoring the event can be analysed
(Refer to excel file for the sponsorship plan).
What will be the budget for the event (provide detailed projection of revenue and
expenses)?
The budget is based on the commissions earned and the funding received from the
Government or the treasury of the organisation. The programme is done with the support
from staffs, volunteers, cleaners and food providers and hence, payment of these people is
needed to be considered. An analysis of the budget is provided below:

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CONFERENCE AND EVENTS MANAGEMENT
Formal party of VIP
BUDGET Actual Budget
INCOME
Commissions
e.g. Ticket Sales 2,000 2,000
e.g. Merchandise 1,000 1,500
e.g. Venue artist
payments
2,500 3,000
e.g. Bar sales 1,500 2,500
e.g. Vendor
commissions
500 200
SUBTOTAL 7,500 9,200
Sponsorship & Grants
e.g. Sponsors 4,000 6,000
e.g. Government 3,000 5,000
e.g. Fund from treasury 1,000 2,000
SUBTOTAL $8,000 22,200
TOTAL REVENUE $15,500 29,200
Expenses
STAFF PAYMENTS
e.g. Services provided 2,000 1,000
e.g. Taking care of the
guests
3,000 3,000

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CONFERENCE AND EVENTS MANAGEMENT
Sub Total $5,000 $4,000
Accommodation &
Travel -
Performers/Guests
e.g. Place for staying 6,000 6,000
e.g. Travel to the event
place
5,000 4,000
e.g. Stage for
performance
2,000 2,500
Sub Total $13,000 $12,500
Catering
e.g. Quality food 5,000 7,000
e.g. Quick service and
delivery of food
1,000 500
Sub Total $6,000 $7,500
Cleaning
e.g. Maintaining clean
restroom and premises
500 250
Sub Total $500 $250
Donations
e.g. Underprivileged
people
2,500 3,000
e.g. Destructed area by
natural causes or
terrorist attack
2,000 2,000

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CONFERENCE AND EVENTS MANAGEMENT
Sub Total $4,500 $5,000
Hire Fees
e.g. Staffs 3,000 3,000
e.g. Volunteers 1,000 500
e.g. Cleaners 500 250
e.g. Stage setters 1,500 2,500
e.g. Food delivery
people
1,000 1,000
Subtotal 7,000 7,250
Marketing
e.g. Price strategy 1,500 2,000
e.g. Promotion 2,500 3,000
e.g. Product placement 1,000 1,500
e.g. Distribution of
finances
500 500
e.g. Setting up a proper
location
800 1,000
Sub Total $6,300 $8,000
Materials General
e.g. Employees 1,000 2,000
e.g. Stage set up items 1,500 500
Sub Total $2,500 $2,500
Performance Fees
e.g. Performance of the
staffs
1,000 1,000

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CONFERENCE AND EVENTS MANAGEMENT
e.g. Performance of the
volunteers
500 1,000
e.g. Catering
performance
2,000 1,500
e.g. Cleaning
performance
500 250
e.g. Stage development
performance
1,500 500
Sub Total $5,500 $4,250
Service Providers
e.g. Cleaners 500 250
e.g. Food delivery
people
1,000 1,500
e.g. Food service people 2,000 1,500
Sub Total 3,500 3,250
Administration
e.g. Insurance 3,000 2,000
e.g. Admin 500 500
CONTINGENCY 10%
Subtotal 3,500 2,500
TOTALS 64,800 57,000
Table 2: Budget analysis
(Source: Created by author)

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CONFERENCE AND EVENTS MANAGEMENT
How will the event be staffed (identify roles/positions and staffing needs, including
volunteers needs and position descriptions)?
Formal party of VIP
STAFF & VOLUNTEER ROSTER
DATE: 16th May
2019
Who Start Finish Location Duty Specific Tasks
Caterers 7:00
PM
10:00
PM
At the
event
Serve food Ensure that every customer is
provided with each food that has
been ordered
DATE: 16th May
2019
Who Start Finish Location Duty Specific Tasks
Cleaning
staff
3:00
PM
12:00
AM
At the
event
Keep the
premises
clean
Clean the premises and the
restroom clean at every time
with prompt service
DATE: 16th May
2019
Who Start Finish Location Duty Specific Tasks
Volunteer
s
6:00
PM
11:00
PM
At the
event
Manage the
event and the
people
involved
Keep out uninvited guests and
ensure no chaos takes place

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CONFERENCE AND EVENTS MANAGEMENT
DATE:
16th May
2019
Who Start Finish Location Duty Specific Tasks
Transport
facilities
5:00
PM
11:00
PM
From the
residential
place to
the event
Provide safe
and
convenient
travel
experience
for the
guests
Be alert at all time in case any
guest wants to leave early
Table 3: Staff and volunteer roster
(Source: Created by author)
How will the event be promoted (marketing and PR plan)?
The event can be promoted using social media or by putting up hoardings and
billboards across the country. This can help in attracting the attention of the media people for
the promotion of the events after its start or during its commencement.
What will be the action plan (main tasks and timeline)?
Gant Chart and Milestones
Sep
t
Oct Nov Dec Jan Feb Mar Apr May
Formal party
of VIP