TSM 314 Report: Disaster Relief Food Festival Event Management

This report details the planning and execution of a food festival organized by university students to raise funds for disaster relief efforts. The report provides a comprehensive overview of the event, including its purpose, vision, mission, and objectives. It outlines the organizational structure, roles of group members, and the involvement of external suppliers such as catering and security. The report analyzes venue selection, risk management strategies, sponsorship acquisition, and the event budget. It also covers marketing efforts, the event program, bump-in and bump-out schedules, site maps, and sustainability policies. The report further discusses evaluation methods and offers a reflection on the event's success. A timeline is also included. The event aimed to raise funds and provide support to victims of natural disasters, with a focus on community involvement and awareness. The report highlights the rationale behind the event, its structure, risk assessment, and financial considerations. The report also contains the individual reflections of the students which demonstrates critical thinking about their experiences and what they have learned about themselves through them.

Running head: MANAGEMENT
Tourism
Name of the Student:
Name of the University:
Author’s Note:

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Table of Contents
Introduction......................................................................................................................................4
Event overview – What is the event?..............................................................................................4
1.1 What is the purpose and rationale based....................................................................................5
1.2 Vision, mission and objectives for the event.............................................................................6
2.0 Organizational structure.............................................................................................................6
2.1 breakdown of group...................................................................................................................6
2.2 external suppliers (Eg staging, performers, catering, security).................................................7
3.0 Venue selection..........................................................................................................................8
4.0 Risk management.......................................................................................................................8
5.0 Sponsorship..............................................................................................................................13
6.0 Budget......................................................................................................................................14
Analysis.........................................................................................................................................16
7.0 Marketing.................................................................................................................................16
8.0 Program....................................................................................................................................16
9.0 Bump-in and bump-out schedules – before and after the run sheet........................................18
10.0 Site maps – visual and explanation of site flow....................................................................19
11.0 Sustainability policies and practices –rowing wastes around them.......................................19
12.0 Evaluation method.................................................................................................................20
Reflection.......................................................................................................................................20
Timeline.........................................................................................................................................22
13.0 References..............................................................................................................................24

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Executive summary
Natural disasters usually cause a huge loss of property, lives and the natural surroundings. People
who become victims of natural disasters are unable to regain their normal lives. As a result of
this, they are in need of huge mental and socio economic support. Some of the basic needs that
the disasters victims need is medical facilities, service providing them food, clothing, money and
many other such help strategies. However this has to be made sure that the Government is
making all the young people of the country including the school and the college students aware
about the roles that they can play in raisin the disaster relief funds and provide help to the
victims. University students have taken the responsibility of conducting a disaster relief food
festival so that they can collect the funds and use it for helping the victims.

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Introduction
The event that will be conducted is mainly based on the purpose of providing relief finds
to the victims of disasters. There are several disasters that happen in different places. The
different types of disasters can be natural or even man-made. In order to make sure that the
victims of the disasters are getting regular funds, the Government must make sufficient
arrangements for them. It is the collective responsibility of the Government, the community, all
the political leaders and the society as whole to make are that they are being able to provide help
and support to all the different people who have suffered through the different kinds of disasters
(Lundqvist and Vilhelmsson 2018). This report has talked about the food festival event that was
conducted by the students in their University in order to get the maximum amount of responses
from all the people. Conducting the event in the University had several advantages like sufficient
amount of space, an active support from all the teachers, principal, students and the other visitors
as well.
Event overview – What is the event?
The event conduced is known as food festival for disaster relief. As is evident from the
every name this was mainly conducted for the purpose of helping the disaster victims. The evnt
will be conducted in a big stadium in the University. This will be much beneficial and cost
intensive for the students as they will be able to make sure that they are keeping sufficient
amount of fund for sig them later in some other purposes like arranging for the food, distribution
facility and others. As per the opinion of Hopkin (2018), the problem of getting sufficient pace
also causes one of the major issues in the successful conduction of the event. It is for this reason

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that the event was conducted in the University (Policy.usc.edu. 2019). This will be helpful in
getting a sufficient amount of space. It can be expected that there will be no issue for the
different works functions like car parking, entertainment facilities and other such aspects. It is
because the sufficient amount of space that there can be proper means of entertainment for the
visitors. In other words there will be enough space available for the games zone and then car
parking facilities as well.
1.1 What is the purpose and rationale based
Purpose of the event is to help the victims of natural disasters and also to help them know
about the safety tips that they can use in future. It must be noted that the event or the food
festival was mainly been conducted because of the purpose of rendering help or aids to the
victims of natural disaster.
The event will comprise of several interesting cooking shows and also a wide range food and
wine from different parts of Australia. This event will mainly comprise of the best flavors of
food and wine to differ people coming from many different parts of Australia and also from
outside Australia. The rationale will be as follows-
 To bring a wide range of locally made delicacies from various parts of Australia
 To bring about a wide range of wine and dishes to all the people so that they can enjoy
the food and at the same time help in raising money for the purpose of providing some
relief funds or money for the purpose of helping the disaster victims

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 To develop some training sessions and some workshops so that the students can get a
complete understanding about the different issues that an arise in the festival and how to
handle the same
 To conduct some sessions for helping people to know about the different natural disaster
and the ways in which that can be solved in future
1.2 Vision, mission and objectives for the event
Vision To help the victims of natural disaster by providing them funds to cope with the initial
trauma of the initial stage.
Mission-To provide a better, safe and healthy life to the Disaster Victims
2.0 Organizational structure
Functional organizational structure will be used so that all the different team members
can easily participate in the decision making process. They will be able to follow a horizontal
communication system so that a collaborative team effort can be given for overcoming the
challenges.
2.1 breakdown of group
I was in charge of taking up the role of being a supervisor and making sure that all the
work is being done in a proper way or not. Apart from this, I was in charge of conducting some
seminars on the different disasters that can take place and the safety habits that people will have

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to take up in order to make sure that they are being able to manage the disaster in a better and a
prepared way in future.
I had one of my group members as the assistant supervisor. He was in charge of looking after the
accommodation facilities for the guests. In other words he had to take care of number of
attendees that are about to come to the food festival the number of seats that actually have been
arranged for them
Two of the other group members had to look after the availability of the food and the
wine along with certified tests regarding the quality of food so that there is no threat being faced
by the attendees and the other people who will be offered the food.
The other two group meets were asked to look after the availability of the first aid
services so that they can consult with doctors and the health care professions in order to cater to
the emergency needs. If there is the mal-handling of any kinds of impellents then there can be
some kind of injury as well. Therefore all the helpers have to be instructed properly so that no
one among them is handling the tools and the implements in a bad or a negative way.
2.2 external suppliers (Eg staging, performers, catering, security)
 Catering is needed from the local catering groups or agencies so that the food and the
wine can be served properly to all the different attendees who are coming to the food fest
 The gaming zones will be set u for the proper caring of the kids. The children are
vulnerable to risks and must be kept in proper care and supervision under the care of the
child care supervisors and others specialists.

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 The University security guards will be looking after then safety and the security of the
food festival however for being extra secure some security guards along with a strong
support from the police force will be taken.
 Some risk management analysts will be bought to take part in the food festival so that
they can take care of any kinds of risks that can occur in the course of the food festival
3.0 Venue selection
The venue that has been selected is the University campus. As the food festival was
mainly conducted by the students of the University, it was a really very good choice to select the
venue rights inside the University campus. This would be very helpful for the purpose of making
the parking lot, gaming zone and other game stalls properly. The selection of this workplace has
been totally justified because this will be giving enough amount of space and also the
opportunities for conducting the seminars and the workshops on teaching people about the
different ways in which they can avoid the natural disasters in future. A big and open space
needed for the purpose of conducting the seminars so that all the people can be given a proper
accommodation and can also be given proper means of entertainment facility so that they can get
rid of the different kinds of trauma that they have gone through.
4.0 Risk management
Name of Event: food festival for disaster relief Exact location of event: (University main campus gate)

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Date and Time of Event: 19th October, 2019 Expected number of attendees:1000
Event Organiser: (Name, address, telephone) Person completing risk assessment:
Task / Issue /
Hazard
What Could
Go Wrong
Person/
s /
location
affected
Risk
Rating
(Low,
Mediu
m,
High)
Risk
Control
Measur
es
By who
and when
How will it be monitored
(Suggestions provided below are not
and will vary for types of events)
Issues at parking
slot
 There can
be the
issue of
several
clashes
when the
cars are
unable to
find proper
places for
Persons
getting
affected
can be
children,
women
and also
guests
coming
for
High Appointi
ng
traffic
control
experts,
guides
and
others
Traffic
experts
and
security
check
experts at
the paring
sites right
from the
starting
The parking zone will be kept under the
strict rule of the traffic control experts
and the University people so that
they can carry on the traffic
control properly.
All the cars are to be kept at a proper lin
so that none of the cars

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parking intervie
w
till end of
the show
are suffering from lack of space or
the proper space for parking.
Children at
event
Parents might
lose their
children at the
site due to
crowd
Family
will get
affected
and also
the
Universi
ty
campus
will also
get
affected
High The risk
control
measure
will be
to keep
child
care
experts
and care
takers
This will
be done
throughou
t the event
and
children
will be
kept by
the child
care
experts
The children who have been
suffering from the terrors of disaster wi
be taken care of by child experts by
Keeping them busy at the gaming zones
Extreme
weather
conditions
There can be
the problem of
untimely rain
and it will be
a problem to
accommodate
so many
people
All the
different
persons
incusing
the
disaster
victims
will also
Mediu
m
There
must be
the
availabil
ity of
sufficien
t space
for
emergen
This will
be taken
care of by
the
students,
teachers
and
others.
The students organizing this event
must make sufficient arrangements
like vacating some hall rooms
or the balconies for conducting
the event in case of any unforeseen
Weather condition.

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be
affected
cies like
rain or
any
other
such
foul
weather
Improper
handling of the
implements
There can be
physical
injuries or
accidents like
stampedes or
any other such
accidents due
to lack of
improper seats
The
affected
persons
will be
the
disaster
victims
and the
others
who
come or
attendin
g the
show
High The risk
control
measure
will be
to make
sure that
students
are
being
given
proper
training
before
they are
undertak
ing the
The
measure
will be
implement
ed by the
trainers
and the
other
coaches
like event
managers
The University board and the teachers
must execute the process
of bringing some eternal
event managers or trainers
who will be helping the
students to learn the tips of safe
handling and conducting an event

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festival
Food poisoning
of the foods that
are being served
The food
being served
can get stale
and can also
cause some
disease among
the people.
Therefore they
must be taken
for some
security
checks
The
people
that will
be
affected
are the
ones
taking
part in
the
event.
Very
high
The
food
experts
and the
quality
analysts
will be
checkin
g for the
quality
of food
before
outing
them up
in the
exhibitio
n
This will
be done
by the
food
experts
and the
quality
analysts.
The students in charge of the
festival
Must make sure that they
are keeping food
Experts and quality control analysts
so that all the food Quality is
being checked before
Being brought to the stalls.
5.0 Sponsorship
Sponsorship is needed for the purpose of making sure that there is no shortage of funds
during the event. However in order to make sure that the disaster food festival is being conducted

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properly the sponsorship was mainly taken from the University board trustees, the guardian of
the students and also some of the other disaster relief organizations that would be very helpful in
providing funds and also some valuable tips for the purpose of carrying on this food festival in a
successful manner.
Sponsorship will be needed for strengthening the amount of funds and the revenue that is
actually being collected. The money or the revenue will be used in order to distribute it to all the
people or the victims of the disaster.

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6.0 Budget

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Analysis
In order to make sure that the event is being conducted properly it is needed that the
University students are able to collect $64,276.92. Though this is a big amount but at the same
time, this will be easier when students get a proper help from their University teachers and also
some of the other sponsors and Governing bodies as well.
7.0 Marketing
The targeted market of this food festival are the people of Australia and also other Global
citizens who will be interested in tasting the delicate food and the wine that is being from the
local resources of Australia. The office goers and the business persons or the rich influential
industrialists will be mainly targeted so that they can also make some kinds of investments in the
festival and make sure that they are
8.0 Program
Time Action or
Task
Responsible person Notes
9AM that is the start
point of the festival
till 6pm that is the
end.
Opening
speech
Calling upon
the guests
and the
Supervisor To make sure that all the
people are getting
proper space in terms of
parking space and also

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professors
for stating
the event
12.30pm to 2pm Program on
slide shows
of different
natural
disasters like
floods that
can happen
and how can
people fight
with the
same.
Risk analyst This will help in making
people aware about the
disasters that can occur
and then solve them
later

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9.0 Bump-in and bump-out schedules – before and after the run sheet
Time Bump in
action
Bump out action Desired outcome
day before the festival
18th October
Bringing in
all the food
items and the
wine to be
displayed at
the festival
To wash all utensils
and clean the area so
that the normal
campus activities
may begin
This will ensure that
there is no hamper done
to the normal studies
and other activities of
the University

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10.0 Site maps – visual and explanation of site flow
The Event will be conducted in the University campus itself so that there can be enough
space available for the food festival to be conducted properly. There will be a proper availability
of space and parking zones as well.
11.0 Sustainability policies and practices –rowing wastes around them
 To make sure that the campus is kept clean
 To ensure no ne of the students, teachers, festival attendees are suffering from any kinds
of health hazards.

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 It must also be noted that there are no wastes littered around. All the people taking part in
the festival must be able to enjoy without any kinds of health hazards or issues.
Policy of health and safety management was used. One of the major tenants of this USC
policy is Hazardous Waste Management (Environmental Management). As per this policy any
events or fests taking place in the University campus that involves the usage of plastics, waste
papers or any other such objects must be collected by them and then disposed off
(Policy.usc.edu. 2019).
12.0 Evaluation method
 To see the number of people who have come to attend the food festival. This will help in
understanding the amount of money that will actually be collected for the purpose of
providing relief to the victims of the natural disaster.
 To see if the sponsors or the other supporting stakeholders have been able to develop a
good relationship with the University and are trying to enter into more such disaster
relied festivals in future.
Reflection
What was the best part of the whole event planning experience?
The best part was to work for a noble cause and to understand the trauma that people go
through when they are suffering from any natural disasters. There can be many natural disasters

TOURISM 21
like floods, cyclone and other such aspects. The best part was to give a joined collaborative effort
and learn the important aspects of team bonding.
• What were some of your key learnings?
The key learning was to understand about the different steps that can e taken by the
people when they are facing any natural disasters. It is true that during any natural disaster
people are not able to find our any immediate solution. They are usually panicked and do not
understand what will be the next best step that they can use. However I have learned from the
planning of the food festival that the community has to take strong steps in order to help out
people during natural disasters. People often suffer from the after effects or the trauma like
physical injury, lack of support from one’s own family and others. However empathy and
cooperation are two most essential skills that must be present among the disaster relief volunteers
who will be helping people to recover from this trauma.
• What were some of the challenges?
The challenges were to take care of children and women. They were too afraid and did
not want to come in the festival. They felt that nobody will be helping them. They feared from
the presence of danger. However we assured them that is a food festival that has been co ducted
by the University students in order to help them. This festival will help them to be a part of some
seminars and workshops where they will be getting to know about the different aspects or tips
that they need to follow while they are facing any dangers or any natural disasters in the near
future.
• How did you overcome them?

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I was able to overcome the same by making sure that I am able to use empathy and a
proper cooperative attitude. This helped me to develop a deep connection and understand with
my team members and also all the disaster victim s who were brought to that place.
• What skills will you take away with you that will be useful in your career?
I have developed a good team bonding skills and also the ability of working under
pressure. I will be able to work in a competitive environment and also make sure that all the
works are being done in a fast smooth and error free manner, I will also be able to work with all
the team members and make sure that all of them are being included in the decision making
process.
Timeline
The program at
the event
Resources
needed
Feedback system Desired output Time frame
Setting up seats
in a proper
manner
The seats are to
been placed at
the stadium
based on the total
number of people
or the event
attendees that
will be coming
Regular and
hourly feedback
will be taken
from the team
members
regarding the
arrangement of
seats and
The desired
result is that the
attendees are
able to get proper
seats without
facing any
problems
8am to 10am 2
hours
Commencement Resources The regular This will help in 1 hour

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of then program
by the opening
speech and by
addressing the
guests
needed are the
microphone, a
well developed
sound system
ICT materials
feedback system
will be
maintained by
taking feedback
from the
different event
managers
making the
audiences
including the
disaster victims
feel comfortable
and attend the
food fest
Risk analysts
talking about the
safety tips or
methods to be
followed while
facing any
disaster
Laptops, sound
system, slide
projectors
To take feedback
from the event
organizers and
also the
audiences
regarding the
lessons they are
learning in the
event
This will be
helping people or
the disaster
victims know
about the
different
strategies or the
safety tips that
they will be
following if they
face such
situations later.
2hours

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13.0 References
Dalmia, H., Nikil, C.V., Rani, S. and Kumar, S., 2018, December. Pre Disaster Management
Using ICT Technology. In 2018 4th International Conference on Computing Communication
and Automation (ICCCA) (pp. 1-5). IEEE.
Hopkin, P., 2018. Fundamentals of risk management: understanding, evaluating and
implementing effective risk management. Kogan Page Publishers.
Lundqvist, S.A. and Vilhelmsson, A., 2018. Enterprise risk management and default risk:
evidence from the banking industry. Journal of Risk and Insurance, 85(1), pp.127-157.
Policy.usc.edu. 2019. policy.usc.edu. [online] Available at: https://policy.usc.edu/ [Accessed 16
Sep. 2019]. Available from- https://policy.usc.edu/
Policy.usc.edu. 2019. policy.usc.edu. [online] Available at: https://policy.usc.edu/staff-
workplace/ [Accessed 16 Sep. 2019]. Available from- https://policy.usc.edu/staff-workplace/