Event Planning: A Report on the Rio Carnival at Coventry Uni

This report provides a comprehensive overview of the Rio Carnival event, detailing the planning, administration, and marketing strategies employed. It begins with an introduction that highlights the event's cultural significance and the importance of effective event planning. The report covers various aspects of event management, including background information, administrative procedures, risk assessment, financial planning, operational logistics, marketing strategies, and design elements. The Rio Carnival, a medium-scale event hosted at Coventry University, aims to attract students, staff, and the wider public. The report emphasizes the importance of market research, stakeholder management, and organizational structure. It addresses potential risks such as legal issues, health and safety concerns, and market trends. Financial considerations, including budgeting and income sources, are also examined. The operational section outlines logistical requirements, staging plans, and checklists. Marketing strategies focus on identifying target markets, promotional activities, and the use of social media. The design aspect describes the event's theme, activities, and decorations. The report concludes with a call for further research and a detailed reference section.

Festivals and Events of Cultural Significance Rio Carnival

Table of Contents
INTRODUCTION...........................................................................................................................1
Background to event –.................................................................................................................1
Administration –..........................................................................................................................1
Risk –...........................................................................................................................................2
Finance –......................................................................................................................................3
Operations –.................................................................................................................................3
Marketing –..................................................................................................................................3
Design –.......................................................................................................................................4
Next Step –..................................................................................................................................4
REFERENCES................................................................................................................................5

INTRODUCTION
Event planning can be describe as the procedure in which all activities and task to perform
event are includes. In event planning process different strategies and action plan to carry out
event activities in effective manner is mention below in detail (Nunkoo and et.al., 2018). This
aim of this study is to increase understanding about festival and event of culture significance.
This report will include detail information regarding different activities in event planning or
designing. Event is combination of different task and activities that needs to be properly
managed and implemented in effective manner. The event is developed and designed with the
aim of providing information and experience of festival and event of culture significance. Rio
carnival event is one of the largest event of the world and it will lead to have influence over the
performance of event. Environment scanning is important for event planning and designing of
successful event as well as accomplishment of desired objective.
Background to event –
The Rio carnival will be held in the university which means it will be a medium-scale
event. The public who will attend the event will include the students, teachers and other staff
members of the university. The main aim of the university for organizing the respective event
will be to attract as many people as possible who will contribute to the overall profitability of the
university as well as create a brand name in the market (Abdulredha and et. al., 2018). The scope
of the event is that there an extensive market research will be required prior to the evet which
will help the management in understanding the latest trends and resources that will be required to
make the event successful. Since this carnival is a medium sized event, its financial value will
not be very high. But still, the university will be required to invest a considerable amount of
capital to make sure that the event is able to attract students from other universities as well.
There are other universities within the area who also organize similar carnivals within their
respective campuses once a year. Sometimes the objective of the carnival is to raise money for a
charity, while sometimes it is to raise awareness for a cause (Bennett, 2018). Therefore, this
means that the respective university faces competition from other colleges and universities which
is one of the reasons why Rio Carnival is being conducted. This will help the university not only
in attracting students from other universities, but also in increasing brand awareness.
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Administration –
In administration activities of event plan information regarding time and data of event
along with the primary stakeholder are determined. It is crucial that organisational structure is
well defined and systematic in order to successfully perform event activities in effective and
appropriate manner. It is essential that key dates regarding event as well as deadlines or
milestones for performing organisational task in better manner. Rio carnival event will take place
with in the Coventry University College campus and set data for this event is 3 July 2020. This
event will start onwards 6 P.M and it will includes different aspects regarding Rio carnival
festival as well as culture significance (Milohnic, Lesic and Slamar, 2016). Primary stake
holder that will crucial part of this event and support in managing activities of this event is Head
Director of Coventry University College, Staff members, students, workers, government and
trustees. All of these are the primary stakeholder and it is crucial that manager of Rio carnival
event is considering view point of these stakeholder while conducting administration activities.
Rio carnival event is considered one of the largest event of the world and this includes
celebration through parades, parties, open air performance etc. Organisational structure of event
company will lead to have significant impact on performance and productivity of employees
working in this event. Organisational structure will lead to define the flow of information and
decision making process regarding important aspects of event and support in taking better
decisions. Key dates regarding this event is 25 June on which design of this event plan will be
submitted to stakeholder and after this modification or required changes should be completed on
28 June. The deadline of the event planning is 30 June. It is essential for event team to coordinate
and connect with suppliers in order to gain high quality of raw material and other supplements to
carry out event activities in correct and accurate manner (Dowson and Bassett, 2018).
Milestone of this event is to successfully develop event plan and design it according to the needs
of University and primary stakeholders. Collection of required resources or raw material from
suppliers should be completed before deadline and all major task requirements to effectively
conduct business activities of event.
Risk –
This can be describe as the issues or problem that is faced by event company while
conducting event activities and operations. It is essential for Rio carnival event to identify and
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determine all risk factors in order to resolve them and smoothly perform event operations. There
are major issues which is included while performing Rio carnival event activities as well as
designing effective event plan to attain desired goals. Risk and issues that is associated with this
event includes legal issues, insurance issues, local compliances laws, health and safety as well as
issues related to major trends that will have impact on event activities. It is essential for
respective event team to determine various risk and follow all rules or regulation set by
government in order to overcome these risk. Rio event have to deal with the legal issues that
includes copyright, employment law and so on. These legal issues can have influence over
performance of event and it can impact to accomplishment of objectives. it is very important that
Coventry University College and event organisation is focusing on health and safety of all guest
or participant in event. Health and safety of large gathered people is one of the major risks and
this can lead to failure of event (Getz and Page, 2016). There are different risk that is related to
market trends and change in major market trends is the issues or risk for event activities. It is
very important for event team to scan environment and market trends in order to identify
different marketing trends and activities of similar type of event. This will lead to support in
minimizing risk and enhancing performance.
Finance –
It is essential to estimate the cost of event and determine other financial requirement in
order to carry out event activities in better manner. In designing of event plan different financial
resource and amount that will be required by event team for Rio carnival festival event. Event
management team needs to develop a draft which will includes information regarding budget that
will be needed to collect raw material, resources, logistical item as well as performing marketing
activities. Draft with information about the financial data and resource should be mention
properly in order to analyse the estimate financial budgets which will be required by effectively
conduct different actions of event according to the plan and accomplishment of objectives. While
determining finance detail and requirement major cost as well as sources of income will be
determine (Maguire and Hanrahan, 2017). The major cost that will be needed while Rio
carnival event in operational activities which consist of staging and sitting arrangements,
marking practices that consist of promotional and advertising activities in order to create
awareness about customers. The major sources of income are funds form University head,
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trustees or amount collected from selling tickets. In this ticket scaling data and information
regarding how to distribute tickets for Rio carnival events is determined properly. Tickets scaling
will include receipt of tickets in which price of charges of tickets in mention. The tickets of Rio
carnival event will be distributed through camp in University as well as website.
Operations –
Operation includes the implementation of action plan that will attain in desired goals and
activities of event plan. In operational process all raw material and inputs are process in order to
gain final and finished product. It is important for respective event team to consider logistics in
order to successfully draft event plan as well as attain desired goals. Staging plan needs to be
drafted so that stakeholder can have look at the idea of staging plan and provide suggestion for
required changes (Bikakis, Kalogeraki and Gunupulos, 2018). Logistical consideration in Rio
carnival event planning includes information about the needs of specific room set up, number of
table with size and quantity, chairs, lights as well as other equipment and other technical needs.
It is very important event team is identify logistical consideration as well as making checklist for
all those items which will be required in this event. In operations activities a draft which includes
details regarding staging plan is determined. Checklist for staging plan needs to be created for
event planning and designing process. In this planning information regarding the stage its length,
parameters and heights are determined. Staging planning draft is significant for proving
information where event team in planning to set up the stage as well as other information
regarding it.
Marketing –
Marketing is the one of the essential part of event planning and designing. It is very
important that event team is focusing on marketing activities while planning of Rio carnival
event at Coventry University College. Marketing consist of all those activities and operation
which is crucial for providing knowledge and information to other regarding event. This will
help in attracting larger number of customers towards the event and making Rio event
successfully. In marketing activities different important task needs to be done by event team such
as identifying target market, proposed sponsors as well as other funding streams to effectively
conducting event activities (Elo, 2016). This is event designing draft for promotional schedule
that will includes information regarding promotional activities and ideas is mention to
stakeholders. In this idea of promotion and different media that will be includes explained. For
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Rio carnival event targeted market area is the place Coventry University College is located.
Students of university is the potential customers who while purchase the tickets of event as well
as young crowd form the city is targeted market area. The funding for this event is collected from
the stakeholder such as head officer of Coventry University College as well as trustees. In this
other sources of funds includes the money which is collected through the sold tickets of Rio
carnival event. Promotional activities will support this event to provide more information to
targeted customers about the event as well as create buzz in market area. Promotion idea
includes the cultural significance of Rio carnival event and innovative tool or techniques needs to
be consider for inflecting more customers. Social media platform and official website of
Coventry University College can be used as the media of marketing and promotional activities.
Design –
Rio Carnival will be a 3-day long event that will not only attract students, teachers and
staff members from the university that is organizing it but will also invite people from other
universities to attend the same. The program of respective carnival will include various activities
and the theme of the carnival will be a tropical landscape which will exhibit different colors.
Exhibitors of from different parts of the city will be invited to showcase their products for the
public. Apart from this, there will be a lot of options for entertainment as well which will include
magic show, musical chairs etc. The decorations will include colorful curtains, palm trees, beads,
lanterns etc. A selfie booth will also be set up wherein the public can come and take pictures.
Various kinds of colorful props like masks cube chairs, costumes etc. will also be made available
for them. Apart from this, the lighting of the carnival will also set a light and carnival mood
(Collins and Potoglou, 2019). The lighting plays an important role and will help in setting up a
party atmosphere. Paper lanterns of different colors and light panels will be installed in different
corners of the venue. All of the designing process will require an extensive research. This way,
the organizing team of the carnival will be able to develop an effective budget and also keep a
track of all the expenses that will be involved in the carnival. Also, the attractive and colorful
theme of the carnival will prov to be effective and also attract a lot of people.
Next Step –
Once the feasible study is approaches by Coventry University College Head Director and
other important stakeholder then planning to carry out activities of this event will be state. After
gaining approval of the draft or information of event design is submitted, event team will state
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planning to carry out its activities according. It is essential to divide large and complex team into
smaller groups so that all activities of this event can be smoothly conducting and desired
objective can be successfully achieved (Hanrahan and Maguire, 2016). Classification of large
event team into small part will help in clearly defining roles and responsibility of each team
member in correct manner. If the feasibility study is approved by respective stakeholder team
member of Rio carnival event will focus on collecting and gather important or required resource
to conducting activities of event plan and accomplishing desired goals. Each team member will
concentrate on their work and carry out their roles and responsibility in effective and efficient
manner.
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REFERENCES
Books and Journals
Nunkoo, R. and et.al., 2018. Public trust in mega event planning institutions: The role of
knowledge, transparency and corruption. Tourism Management, 66, pp.155-166.
Milohnic, I., Lesic, K.T. and Slamar, T., 2016. Understanding the motivation for event
participating-a prerequisite for sustainable event planning. In Faculty of Tourism and Hospitality
Management in Opatija. Biennial International Congress. Tourism & Hospitality Industry (p.
204). University of Rijeka, Faculty of Tourism & Hospitality Management.
Dowson, R. and Bassett, D., 2018. Event planning and management: principles, planning
and practice. Kogan Page Publishers.
Getz, D. and Page, S.J., 2016. Event studies: Theory, research and policy for planned
events. Routledge.
Bikakis, N., Kalogeraki, V. and Gunupulos, D., 2018. Attendance maximization for
successful social event planning. arXiv preprint arXiv:1811.11593.
Elo, L., 2016. From Event Planning to Legacy Planning.
Hanrahan, J. and Maguire, K., 2016, April. Local authority planning provision for event
management in Ireland: A socio-cultural perspective. In Journal of Convention & Event
Tourism (Vol. 17, No. 2, pp. 129-158). Routledge.
Abdulredha, M. and et. al., 2018. Estimating solid waste generation by hospitality industry
during major festivals: A quantification model based on multiple regression. Waste
Management. 77. pp.388-400.
Bennett, A., 2018. Popular music scenes and aging bodies. Journal of aging studies. 45. pp.49-
53.
Collins, A. and Potoglou, D., 2019. Factors influencing visitor travel to festivals: challenges in
encouraging sustainable travel. Journal of Sustainable Tourism. 27(5). pp.668-688.
Maguire, K. and Hanrahan, J., 2017. Assessing the economic impact of event management in
Ireland: A local authority planning perspective. Event Management, 21(3), pp.333-346.
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