Event Planning Report: Dream Sales Machine Ltd. Event Management

This report delves into the intricacies of event planning, specifically focusing on Dream Sales Machine Ltd.'s management of a Rock and Pop Concert in London. The report begins with an introduction to event planning and its importance, followed by an examination of market and customer research sources, including identifying the event type, assessing audience response, financial requirements, competitive analysis, risk assessment, and investment identification. It then explores key principles for developing and agreeing on event plans, such as setting objectives, budget planning, knowing the target audience, creating timelines, venue selection, supplier management, marketing, sustainable thinking, risk management, and backup plans. The report also reviews examples of event policies and procedures, including environmental, safety, waste disposal, and government policies, providing a comprehensive overview of the critical elements in successful event management.

Event Planning

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1: Investigation of sources of market and customer research....................................................1
P2: Key principles of developing and agreeing event plans........................................................2
TASK 2............................................................................................................................................4
P3: Reviewing of examples of policies and procedures of events...............................................4
P4: Producing of policies and procedures for an event................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event Planning is a process which is followed in order to ensure that the management of
the events can be done in the right manner effectively and efficiently (Byun, Ellis and Leopkey,
2020). By following it, the mangers of the different types of events can ensure that they are able
to manage them in the right manner. Thus in this way the management of different types of
events can be done properly. This report will focus on Dream Sales Machine Ltd., London. It is
an event management company which manages different types of events in the market. It is
going to manage a Rock and Pop Concert in London for which detailed planning has to be
carried out. In this assignment, detailed focus will be made on examination of event plans.
Additionally, specific analysis on development and implementation of the policies for events will
be made as a part of this particular project.
TASK 1
P1: Investigation of sources of market and customer research
It is important for the purpose of event planning that the different types of sources of
market and customer research can be done in the right manner for ensuring that the event
planning is done in the right manner (Deng, Poon and Chan, 2016). Dream Sales Machine Ltd.
has to ensure that it is able to carry out research by taking following steps before organizing an
event in the right manner-
 Identifying the type of event to be carried out- It is important for the purpose of
organizing an event that a detailed investigation of the type of event can be made. Thus
Dream Sales Machine Ltd. Will be able to make sure that it is able to identify the type of
event which it has to host. There has been an increase in demand of hosting a Rock and
Pop Concert which therefore provides the company an opportunity to be able to attain the
desired goals and objectives.
 Assessment of response- For the event management companies it becomes quite
important that they are able to assess the response which the hosting of event will receive
in the market. Thus for Dream Sales Machine Ltd. It becomes important that it is able to
assess the response which it will receive in the market by hosting the event of Rock and
Pop Concert. Therefore in this way it will be able to ensure that the measurement of
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response is done by using the Questionnaire method in which different types of questions
will be asked to different people about their particular expectations regarding the event.
 Financial requirements of the event- The financial requirements of the event have to be
considered before the event is planned out in the right manner (Evans, 2018). It is
essential so that the event is planned and managed properly. Thus it is quite important for
the management of Dream Sales Machine Ltd. that they are able to ensure that they can
frame out the budget of Rock and Pop Concert which has to be held in London so that the
management of the event can be done in the right manner quite effectively and efficiently
without facing problems and issues.
 Assessing the competitive event management companies- It is quite important for the
event management companies that they are able to assess the level of competition before
hosting out the event in a proper manner (Goebel, 2020). Dream Sales Machine Ltd. has
to make sure that it is able to effectively and efficiently assess the competition before
hosting a Rock and Pop Concert which will help in devising of different types of
strategies and methods for the purpose of successfully hosting the event.
 Assessment of the level of risk- For the event management companies it is important to
assess the level of risk which is present in the hosting of the event. Thus for a company
like Dream Sales Machine Ltd. it is quite important that it assesses the overall level of
risk which is present with the hosting of the Rock and Pop Concert in London which will
help a lot in ensuring that the overall level of risk can be identified and the right steps can
be taken in order to manage this type of particular risk quite effectively and efficiently.
 Identification of investment to be made- Event Management Companies are required to
identify the investment which has to be made by them in the hosting of the event
successfully. For a company like Dream Sales Machine Ltd. It is quite essential that it is
able to assess the level of investment which will be made by it in the Rock and Pop
Concert in London so that it is able to ensure that it can achieve the specific goals and
objectives which have been set by it for the event in the right manner effectively and
efficiently.
P2: Key principles of developing and agreeing event plans
There are different types of key principles which are required to be applied for the
purpose of developing and agreeing event plans. These key principles are explained as follows-
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 Event Objectives- It is important for event management companies to identify the event
objectives (Lee, 2019). Thus for Dream Sales Machine Ltd. It is quite important that for
hosting a Rock and Pop Concert it identifies the objectives which it will plan to achieve
effectively and efficiently in the future so that it is able to manage its work in the right
manner regarding the event. In this way the customer and business requirements can be
met and the event can be managed in the right manner.
 Budget planning- It is crucial to ensure that the budget planning is done properly so that
the expenses and receipts are managed effectively and efficiently (Park, 2016). For
Dream Sales Machine Ltd., it is quite crucial that for hosting the Rock and Pop Concert
the budget planning is carried out so that the event can be hosted in the right manner. In
this way the customer and business requirements can be met and the event can be made
highly profitable.
 Knowing the target audience- For the event management businesses it is important that
they know the target audience so that they are able to ensure that they are able to plan and
host the event in the right manner (Rossit, Tohme and Frutos, 2019). Dream Sales
Machine Ltd. Can ensure that it is able to host the Rock and Pop Concert by assessing the
target audience for the concert so that it can be made highly successful. In this way the
event will be held in the right way by properly meeting out the different types of
customer and business requirements.
 Creating a timeline- Event Management businesses have to create a particular timeline
which has to be followed by them for the purpose of hosting the event successfully.
Dream Sales Machine Ltd. Has to make sure that it is able to create a particular timeline
for the purpose of hosting the Rock and Pop Concert which will help a lot in hosting the
event according to the different types of customer and business requirements.
 Venue Selection- Event Management Businesses are required to be managed properly by
ensuring that the venue selection is done effectively and efficiently. Thus Dream Sales
Machine Ltd. needs to make sure that it selects the right venue for hosting the Rock and
Pop Concert so that it can be made highly successful. This will help a lot in meeting out
the customer and business requirements effectively and efficiently.
 Management of suppliers- Event Management Businesses are required to make sure
that the management of different types of suppliers can be done in a proper manner
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effectively and efficiently so that they are able to handle the event which they want to
host appropriately. For a company like Dream Sales Machine Ltd. it is quite important
that the supplies are managed effectively and efficiently which can help it a lot in hosting
out an event like Rock and Pop Concert.
 Marketing and Communication- For the Event Management Businesses it is important
that the marketing and communication can be carried out by them properly so that they
are able to make sure that they can host an event like Rock and Pop Concert effectively
and efficiently. Thus in this way it can be said that in this way the different types of
customer requirements can be met easily and the event can be hosted successfully.
 Thinking sustainably- Event Management Businesses have to ensure that the application
of sustainable thinking can be done by the managers while hosting out an event so that
the event does not affects the environment. Therefore it is important that for a company
like Dream Machine Ltd. That it can be applied so that the hosting of Rock and Pop
Concert can be done successfully and the customer requirements can be met out
effectively and efficiently.
 Management of risk- The Event Management Businesses have to make sure that the
management of the level of risk of the event is done in a right way so that the hosting of
the event can be carried out successfully. In Dream Machine Ltd., it is quite crucial that
the management of risk can be done so that the Rock and Pop Concert can be hosted in
the right way without facing problems and issues and the various types of customer
requirements can be met out.
 Backup plan- Event Management Businesses have to make sure that they have a
particular backup plan so that the event can be hosted in the right way. Dream Machine
Ltd. Has to make sure that a backup plan is create for hosting Rock and Pop Concert so
that the customer requirements can be met out in an effective manner.
TASK 2
P3: Reviewing of examples of policies and procedures of events
There are different types of policies and procedures of events which are required to be
followed so that the event can be hosted successfully. The different types of examples of policies
and procedures for hosting of events can be explained in the following manner-
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Policies-
 Environmental policy- In it, the details regarding the way the care of environment can
be taken are displayed. Thus this can help a lot in hosting of the event in a sustainable
manner (Schwung and Lunze, 2018). Dream Machine Ltd. Has to make sure that this
particular policy is followed so that the Rock and Pop Concert can be handled out in a
highly effective manner in an environment-friendly manner effectively and efficiently.
 Safety policy- In it, the finer details regarding safety can be ensured so that the safety of
the people who are attending the event can be ensured (Stewart and Rayner, 2016). In a
company like Dream Machine Ltd. It is important that consideration is given to these
policies which will help the company a lot in ensuring that the level of safety can be
maintained in a highly effective manner in the Rock and Pop Concert.
 Waste disposal policy- Here, the details regarding the way waste disposal of the event
will be done is explained. For a company like Dream Machine Ltd. It can be very helpful
so that the company is able to ensure that the waste disposal is carried out effectively and
efficiently in Rock and Pop Concert.
 Government policy- In it, the details regarding the Government policies are explained.
This helps in ensuring that the event is hosted according to these policies. In Dream
Machine Ltd., it is important that these policies are followed so that the Rock and Pop
Concert can be hosted in the right way (Tilley, 2020).
Procedures-
 Initiation- In this step, the event planning is initiated and thus the steps are taken to make
sure that the initial work regarding the event management is carried out properly
(Selekman and Melvin, 2017). This can help a lot in ensuring that the hosting of the event
of Rock and Pop Concert can be done in a proper way by Dream Machine Ltd.
 Planning- This step ensures that the plans for hosting of the event are initiated in the
right manner which helps in ensuring that the event management is carried out in the
right manner (Zehra, 2018). Thus for a company like Dream Machine Ltd. It can be
important so that Rock and Pop Concert can be hosted.
 Implementation- In this step, the implementation of the plans which have been framed is
done which thereby helps a lot in attaining the short-term, medium-term and long-term
goals and objectives. In Dream Machine Ltd. This will help a lot in ensuring that the
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implementation of the right framework can be done for the purpose of hosting Rock and
Pop Concert.
 The Event- It is the phase where the actual event is held. Thus this is a crucial phase to
be considered by the Event Management Companies to make their events successful.
Therefore hosting of Rock and Pop Concert will require Dream Machine Ltd. To be able
to identify and apply different types of specific techniques.
 Closure- In this phase, the event has been held successfully and thus the steps are taken
for its closure. Therefore it can be important for a company like Dream Machine Ltd. To
be able to ensure that an event like Rock and Pop Concert can be hosted successfully.
P4: Producing of policies and procedures for an event
For the hosting of an event it is important that the framing of different types of policies
and procedures can be done. This can help in ensuring that the event is handled successfully and
thus the overall goals and objectives related to it can be achieved. The following are the details
of policies and procedures to be followed in Rock and Pop Concert which will help in making it
successful-
Rock and Pop Concert
Policies- Details
Environmental policy Detailed code of conduct regarding the
environment will be framed here so that the
concert can be held according to the different
types of rules and regulations of the
environment can be covered up effectively and
efficiently.
Safety policy Fire Safety Measures, Event Safety Measures
will be applied here so that the safety of the
people can be ensured in the right way
properly.
Waste disposal policy Different dustbins for various types of waste
will be kept, encouragement will be provided
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to the audience to reduce wastage.
Government policy The government rules and regulations can be
adhered to which will help in ensuring that the
event is hosted according to these rules and
regulations.
Procedures-
Initiation The event planning will be done here by setting
up the budget, assessing the particular needs
and requirements related to the event and
meeting them out so that the event can be
managed effectively and efficiently.
Planning The event plans will be made here by ensuring
that the use of a proper method is made
effectively and efficiently.
Implementation The event planning will be implemented here
by using the methods and techniques in the
right manner. This will be quite helpful in
ensuring that the implementation of the plans
can be carried out properly for the perfect
management of the event. Thus here, the
different types of formalities regarding the
event are to be fulfilled and thus it has to be
ensured that the event is highly successful.
The Event The actual event has to be carried out
successfully by applying a wide variety of
methods and techniques. Therefore in this way
the handling of the event can be done in the
right manner. For this event it is essential that
the management is able to frame out the plans
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and can use the right methods and techniques
for applying them.
Closure The event will be closed once it has been
carried out and thus in this way the various
types of benefits will be derived. This will help
in ensuring that the event leads towards a right
impression among the people who are
attending it.
CONCLUSION
From the above report, it can be concluded that Event Planning refers to a specific
process in which the detailed information regarding the hosting of several events is provided.
There are different types of sources of market and customer research which can be used in a
proper way for event planning. There are various types of key principles which can be used in
order to ensure that the customer requirements are met out. Review of different types of policies
and procedures can be made so that the implementation of policies and procedures can be done.
Producing of policies and procedures for an event needs to be done so that the event can be
hosted successfully.
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REFERENCES
Books and Journals:
Byun, J., Ellis, D. and Leopkey, B., 2020. The pursuit of legitimacy through strategic alliances:
the examination of international joint sport event bidding. European Sport Management
Quarterly. pp.1-20.
Deng, Y., Poon, S. W. and Chan, E. H. W., 2016. Planning mega-event built legacies–A case of
Expo 2010. Habitat international. 53. pp.163-177.
Evans, A., 2018. Planning for Brexit: the Case of the 1975 Referendum. The Political Quarterly.
89(1). pp.127-133.
Goebel, A., 2020. An Inside Look into Event Planning.
Lee, J. W., 2019. A winter sport mega-event and its aftermath: A critical review of post-Olympic
PyeongChang. Local Economy. 34(7). pp.745-752.
Park, J. H., 2016. Implementation of an agent-centric planning of complex events as objects of
pedagogical experiences in virtual world. International Journal of Contents. 12(1).
pp.25-43.
Rossit, D. A., Tohme, F. and Frutos, M., 2019. Production planning and scheduling in Cyber-
Physical Production Systems: a review. International journal of computer integrated
manufacturing. 32(4-5). pp.385-395.
Schwung, M. and Lunze, J., 2018. Networked event-based trajectory planning for mobile
objects. IFAC-PapersOnLine. 51(23). pp.170-175.
Selekman, J. and Melvin, J., 2017. Planning for a violent intruder event: The school nurse’s role.
NASN school nurse. 32(3). pp.186-191.
Stewart, A. and Rayner, S., 2016. Planning mega-event legacies: uncomfortable knowledge for
host cities. Planning perspectives. 31(2). pp.157-179.
Tilley, E., 2020. Introduction Strategy Developing a strategy Planning. Public Relations: Theory
and Practice.
Zehra, K., 2018. Resource mobilization among informal entrepreneurs: A case of event planning
industry of Pakistan (Doctoral dissertation, Jönköping University, Jönköping
International Business School).
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