Event Management Report: XYZ Organization Conference

This report provides a detailed analysis of event management, focusing on a conference organized by XYZ organization. The report begins with an introduction by the event manager, outlining the objectives of the event. Part A explores the event concept using the 5 Ws (What, Why, Who, Where, When), detailing the conference's purpose, target audience, venue selection, and scheduling. Part B delves into a feasibility analysis, utilizing PESTLE analysis to assess the political, economic, social, technological, environmental, and legal factors influencing the event's success. The analysis considers market feasibility, competitor analysis, and financial aspects, including investment and sponsorship. Operational feasibility is also evaluated, covering necessary equipment and resources. The report concludes with a bibliography of relevant sources, supporting the findings and recommendations presented throughout the analysis. The event aims to foster social networking among employees and delegates, with a focus on the new generation's involvement.

Running head: EVENT MANAGEMENT
Event Management:
Name of the Student:
Name of the University:
Author Note:

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Introduction:
I am the event manager of XYZ organization and it has been my responsibility to take
care of the events that the organization organizes. Moreover, being the organizing body of the
entire business, I am supposed to look into how the event can be successful, when should it be
the best time to host an event or how can it be an interesting one, and helping the betterment of
both the organization as well as the people.
Part A: Event Concept using the 5 Ws
1. WHAT is your event? What is that the people will do/ experience at your event?
The event is an arranged conference, which would be taking place for one day, in
the conference auditorium of the organization, where eminent guests will be invited into
the program. The people at the conference would get to experience the different
relationships and bonding with others , present at the organisation. The delegates would
be offered with baskets of food for six people and he would be planning a sort of indoor
picnic that would be supposed to facilitate social networking.The officials would also
have an increased knowledge about the aim and vision of the organization and why is it
important for them to take part in the social programs.
2. WHY is the event being held? What is the purpose?

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The event will be organized by the organization in the city that has recently been
developed.. Being the event manager of the organization, it will be easier to bring in the
concept of introduction of the delegates with one another over food. The aim of the
conference aim will be to invite the new generation into the social bonding and
relationships, so that it becomes easier for them to communicate. The conference has an
intermingling purpose where the delegates and the employees are expected to walk up to
themselves with the meals and make friendships..
3. WHO is it directed at? Who will participate in / attend your event?
The conference will be directed to all the employees and the delegates so that
they get involved in the social relationships and help each oitehr through the journey of
friendship. The conference will be held for the delegates but keeping in mind the
betterment of the social climate of the organization. Thus it will be directed towards the
innovative and creative atmosphere as well. However the main participants of the event
will be the eminent guests of the organization, and the people who ahd been a part of the
business. Also will be other delegates who will be invited into the event. The celebrity of
the city, who had been actively associated with the organization, will also be invited to
share his experience and encourage the new generation to improve their connections and
maintain a communicative environment with creativity.
4. WHERE will you hold your event? What venue will best support the event? Why
this venue?
The event will be held in the organisation itself. The venue has been selected for
this purpose because the delegates can easily perform the event within a single day in the
office. Moreover the meals that would be provided could be easily available from the

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nearby shops of the organization. The conference could be successful because what
matters the most is the venue. Being a one day conference, it is also important that the
people who would attend the conference should be made comfortable. Moreover being in
the centre of the city, the venue is the best because it had been well connected with all
public transports. Moreover the most important reason for choosing the organization
premises itself for the conference because the delegates could avail the office and it
would be a place of convenience for them as they were the people to whom the
conference had been directed at.
5. WHEN will you hold your event? What is the best season, day and time? Why this
time/ date?
The conference will be held in the season of winter, because the weather is
favorable and the entire conference will be held for one whole day. Conference will be
organized from 11 am in the morning till 4.30 pm in the evening. This time has been
considered suitable because the delegates will get the opportunity to communicate with
the other people and have a good indoor picnic. Moreover, they could easily have their
food and enjoy for one whole day within the office working hours.
Part B: Feasibility analysis supporting the decision to conduct the event
On analyzing the external analysis of the event, the PESTLE analysis can be made
use of. Politically the event had been extremely feasible because the ruling political party
would be involved in this event thus providing an additional opportunity. However the
rival political party, organizing another interesting conferences in another part of the city

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can be a threat to this event. The entire event is supposed to be economic and using the
least resources possible. Purchasing the food is indeed an investment but it would help
the people to come closer and bond. In accordance to this, socially this event would be
achievable and successful since it involved the delegates of the office, and improving the
communication would be beneficial for the organization in the future. Moreover, the
threat that this event can possess is that since it does not involve the entire society into
the event. The involvement is restricted to the delegates of a particular organization
which could be an opportunity for other social events in the city. However the
technological opportunity for this event is that being in a confined place, it can make use
of the technological equipments, the projector and the other materials which the social
events in the city cannot make use of. However, other organizations have a social media
platform and are technologically advanced in their promotional purposes Being a new
organization, this office needs to grow up in involving the social networking websites.
This can be a major threat to this event since this event does not have the same.
Environmental opportunity of this event would be this that the event would think of the
environment and not throw if the wastes here and there. They would be making use of
proper dustbins to dispose of their wastes, which might be a threat for the other social
events all across the city. Being in a confined venue and with the new generation
participating, there would be proper taking care of the environment because the young
children are quite series of the environment. Legally this event would involve the eminent
legislations for a proper event organizing and also there would be strict following of rules
and code of conduct.. The opportunity is that the people involved in the event would have
a taste of the legal attitude and the policies of the organization which would help in the

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betterment of the office. This can be missing in other events, because there would be a
doubt among the participants whether their money is used properly or it is going in the
pockets of the organization. Thus on doing a PESTEL analysis it can be found that the
political, the economic, social, technological, environmental and legal factors act as both
opportunity and threat for the event and ensures a better functioning of the event. The
other brand and companies would be happy to invest and sponsor this event because this
is for the betterment of the society.
On an analysis of the market feasibility, it can be said that this kind of event is for
the improvement of the market of the organisation. Thus the conference meets the need
and the interests of the people who are associated with the same. The competitors of this
kind of conference is the other non governmental organizations and the other small
businesses which have a social service motive, and which also try to involve innovative
measures within their organization. However, even if the purpose of the other
organizations are same, there is a difference from the other events that are held in the
city. This conference that would be held in the office and would target the newer
generation, but the other events invite the entire society to help in their social service
programs. Moreover, in other places of the city where other events are organized, it
would be impossible for them to accommodate delegates because there would not be
restricted entry. This conference in that case is much more standardized taking care of the
betterment of the future.
The financial investment of the conference will not be much. The estimated cost
would increase and the limit did exceed but the event had been successful because there
had been effective contribution from the end of the management and there had been a

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good social networking consequence as a result of the same.. The event is surely expected
to cover up the cost because there had been grants from the management fund. Moreover
there would be few sponsorships of different event management teams and brands, such
as Coca Cola and Classmate who have a social responsibility for the people. Since the
event had been organized in the office premises, there had been no ticketed entry and the
employees and the delegates were allowed to enter the campus free of cost.
When analyzing the operational feasibility, it can be said that the equipments that
would be needed for the event are the sound system, the food baskets, the food hall and
there should be the audio visual equipments which would make the conference more
technologically advanced. The internal event management team had been sufficient
enough to make the event successful. The resources that had been available had been
enough for the event to achieve its aim.

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Bibliography:
Awwwards.com. (2020). Event Websites. Retrieved 12 April 2020, from
https://www.awwwards.com/websites/events/
Evans, N. (2015). Strategic management for tourism, hospitality and events. Routledge.
Mediaconference.co. (2020). Home | World Conference on Media and Mass Communication
2020. Retrieved 14 April 2020, from https://mediaconference.co/
Refinery29.com. (2020). These Are Google's Biggest News Stories Of 2019. Retrieved 14 April
2020, from https://www.refinery29.com/en-us/2019/12/9001265/top-news-stories-2019-
google-search-data
Rogers, T., & Davidson, R. (2015). Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Tripathi, A., Pabbisetty, N., & Roychoudhuri, S. (2014). U.S. Patent No. 8,887,067. Washington,
DC: U.S. Patent and Trademark Office.
www.associationexecutives.org. (2020). Event Strategy and Planning Conference. Retrieved 14
April 2020, from https://www.associationexecutives.org/event/event-strategy-and-
planning-conference.html