EMGT301 Event Management Report: ACU Careers Day Proposal

This report provides a detailed analysis of the ACU Careers Day event proposal, focusing on various aspects of event management. It begins with an executive summary and table of contents, followed by an introduction that outlines the event's purpose and objectives. The report delves into event details, including the concept, target audience, and event organizers. It then explores budgeting and finance, presenting a cash flow statement and strategies for securing funding. The report also addresses stakeholder management, site mapping, and logistics planning, including inventory management and supplier contracts. Furthermore, the report covers promotional strategies, targeting students interested in job opportunities. The conclusion summarizes the key findings, and the recommendations section offers suggestions for improving future events. The assignment is a comprehensive evaluation of the event, emphasizing the importance of stakeholder participation, effective budgeting, and strategic promotion.

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

1EVENT MANAGEMENT
Executive Summary
The report provides the recommendations for proposal of networking event which assist
St Patrick’s Student Business Society that would be hosted at North Sydney campus of ACU.
The recommendations would be provided by methods of the interest as well as power matrix,
logistic plans and program, cash flow statements, contingency and recruitment plans. The report
would consist of event program as well as recommendations for maximizing participation of
stakeholders in event, giving opportunity to staff for liaising as well as students to the network
with the local business.

2EVENT MANAGEMENT
Table of Contents
Introduction......................................................................................................................................3
Details and Concept of Event..........................................................................................................3
Budgeting and Finance....................................................................................................................4
Mission, Objectives and Vision.......................................................................................................6
Stakeholder Management................................................................................................................6
Site Mapping and Location..............................................................................................................8
Location of Mackillop Campus...................................................................................................8
Parking.........................................................................................................................................8
Site Map.......................................................................................................................................8
Logistics Plan...............................................................................................................................9
Contract Suppliers.......................................................................................................................9
Promotional Plan.......................................................................................................................10
Conclusion.....................................................................................................................................10
Recommendations..........................................................................................................................11
References......................................................................................................................................12

3EVENT MANAGEMENT
Introduction
The report would be discussing event proposal to the event of ACU Careers day, which
demonstrates the recommendations for the event details, implementation, concept as well as all
other considerations like publicity and promotion, security, contingency plan, and sponsorships.
Objective of the report is recommending most ideal strategies for successfully carrying out
networking event which involves the local businesses as well as staff students. ACU Careers
Day’s purpose is maximizing participation of stakeholder, provide opportunity to the staff to
liaise or network as well as students in networking with the local businesses (Park and Park
2017). In addition, business students could learn much more relevant information with the help
of industry guest as well as increase awareness of local business. ACU Careers Day consists of
invitation of former students as the guest speakers for discussing their entrepreneurial and
business ventures after graduating. Purpose of the event is focusing on the mistakes as well as
lessons which are learnt from the ventures.
Details and Concept of Event
ACU Careers Day’s purpose is maximizing participation of stakeholder, providing
opportunity to the staff to liaise or network as well as students in networking with the local
businesses. ACU Careers Day consists of invitation of the former students as the guest speakers
for discussing entrepreneurial and business ventures after graduating. Objective of this event is
focusing on the mistakes as well as lessons which are learnt from the ventures, along with talking
about the experience which is transitioned for the university to workforce (Vorobjovas-Pinta and
Hardy 2019). The students who are currently in study’s last year as well as those who are looking

4EVENT MANAGEMENT
for work opportunities and guide, could be assisted by internship programs as well as stalls
which are offering job opportunities within campus available to the graduates. Key members of
the event are Shane Nguyen, Linda Truong, Bianca Costa and Bea Tiama. This group of event
management has handled huge events as well as possess great experience along with huge risk
events. This team’s skill is efficient time management as well as abundance of skills of human
resource.
There would be presentations at the ACU Careers Day from the guest speakers, photo
and food booths and career booths. The event would occur at North Sydney Campus of ACU on
20th March. The presentations would be held in Ryan Auditorium and Library, career booths
would be situated within recreational area as well as food stalls would be found in the cafeteria.
Budgeting and Finance
Monetary resources needs careful planning as well as strategizing for ensuring money is
effectively utilized. Every activity has own cost, hence, developing strategy of budgeting is vital.
For this event, Business Student Society has given budget of 400 dollars, though this event need
more flexible budget for ensuring the event takes place smoothly and any unexpected
expenditure is covered. For increasing the budget of the event, event organizer would operate the
strategies like fundraising, seeking grants or sponsorships, asking for the donations, charging for
the catering and charging for the career booths (Stoyanova-Bozhkova 2017). The event would be
in budget as well as would turn over small profit.
This event’s main objective which is requested by the client is for organizing networking
event, which is designed for inviting local businesses for engaging with students of Peter Faber
Business School. Objectives of this event is:

5EVENT MANAGEMENT
 Satisfying the requirements of several businesses who develop contacts, offering
internships and liaising.
 Maximizing attended interaction, participation and inclusiveness.
With respect to budget, this is imperative that this event would:
 Look for partnerships or sponsorships.
 Increase budget to better options of catering and invite the special guests.
 Turn profit for the client.
Cash flow statement highlights estimated channels for income as well as expected expenses
for this event. Estimated profit along with loss had huge deviation as result of expenses’ increase
(Vlahakis, Apostolou and Kopanaki 2018). In spite of this, budget of this event is enough for
assuring that budget of event was followed.
Prior to this event, the team established a budget of 400 dollars. The extra funding is done
from the fundraising event ‘sausage sizzle’, donations along with participating in Small Grants
Program of North Sydney Council as the belief to celebrate as well as support students and
education, especially in ACU along with support the local businesses, which corresponds with
objective of event (Barron and Ali-Knight 2017). Revenue’s other forms would be sourced from
the event itself along with the costs on photo booth and catering use. As this event’s main focus
is in networking students of ACU with the local businesses as well as potential employers, this
events doesn’t aim in making profit, however funds would be required still for covering
logistical and operational expenses and costs.

6EVENT MANAGEMENT
Mission, Objectives and Vision
The networking event is inviting local businesses for engaging, liaising, developing
contracts as well as for offering internship programs for the business students of Peter Faber
Business School. Functional objectives of this event are:
 Business students learning much more appropriate information with the help of industry
guests.
 The attendees in connecting with the other clients and customers.
 Connecting the students with the potential employers.
 Increasing brand awareness of the local businesses.
 Industry guests should network, liaise as well as promote the internship programs.
The strategic objectives of this event are:
 The event to be bi-annual/annual event.
 Increase the student attendance, future prospects and student engagement.
Stakeholder Management
The stakeholders are groups, organizations and individuals which have concern or
interest in outcome of the event. Every stakeholder possesses several perspectives about how this
must run. The stakeholders must be categorized in internal as well as external stakeholders for
visualizing who to involve with (Granadillo, El-Barbori and Debar 2016). For the event, the
internal stakeholders identified are:
 Volunteers

7EVENT MANAGEMENT
 Management Committee
 Event Staff
For the event, external stakeholders identified are:
 Attendees
 Local businesses
 Contractors
 Suppliers
 Sponsors
 Performers
 Local authorities
 Government departments
 General public
 Community groups
 Local residents
Prioritizing and organizing is crucial to proper stakeholder management. As per the Interest
Matrix and Stakeholder Power of Mendelow, stakeholders are prioritized as well as organized as
per interest in this event as well as their influence over outcome of this event. The
communications plan should be created for ensuring the stakeholders are quite satisfied with the
objectives of the event.

8EVENT MANAGEMENT
Site Mapping and Location
Proposed location of event is at Australian Catholic University on Mackillop campus of
North Sydney. The campus’s size allows for the multiple events in taking place during period of
two hours. The location is appropriate for the event as this university is known well to the
students who would be attending.
Location of Mackillop Campus
Campus’s location could be accessed easily by people travelling by a train as this is 15 to
20 minute walk. Few local institution and businesses might find this tough for carrying the
marketing equipment. Loading dock would be available to those who require their equipment
and tools dropped off (Backman 2018).
Parking
As result of the space restrictions close to campus, limited parking is there around
campus. Local council would meter parking close to campus. This is multitude of the parking
lots short distance away, which surrounds Pacific Highway if there is no preference of public
transport.
Site Map
Site map consists of vital information of campus, especially location of:
 First Aid
 Entrances
 Exits
 Toilets

9EVENT MANAGEMENT
 Drinks and food
 Loading dock
 Career booths
 Presentations
Logistics Plan
Logistics plan’s preparation is essential for this event. The specific program’s logistics
planning would consist of dynamic management of inventory packaging, demand forecasting,
information processing and materials handling. Logistics planning of program of ACU Careers
Day are as follows:
Inventory management: This would involve selection of several types of physical equipment
which would be used in the program (Armbrecht, Lundberg and Andersson 2019). It would
consist of tables, chairs, laptops and speaker boxes and plates that would be used for serving
foods. Handling of materials as well as packaging would be seen by project manager in this
process.
Demand Forecasting: This could be calculated by survey methods’ use over feasibility of
program.
Information Processing: This information during meeting would be shared with every
stakeholder along with project team’s members by social media as well as media’s other sources.
Contract Suppliers
For local, one-off and low complexity event needs the event in having small quantity of
suppliers and contractors. Maximum facilities are offered by North Sydney Campus of ACU,
required for main part of event. Suppliers’ need is relevant for lunch as well as stalls portion of

10EVENT MANAGEMENT
events. Catering is required for lunch, however desks would be used at ACU and distribute.
Volunteers like ACU students need to be utilized as this would be budget friendly. Pop-up stalls
should be hired for setting up as participating businesses could present brochures as well as
could answer questions (Islam, Ahsan and Nayeem 2018). Photobooth would be hired for
providing memorable and valuable aspect and help with promotional and marketing factors.
Promotional Plan
Major target audience of the event are the students of ACU, especially having interest in
job seeking and post-graduation opportunities. For the event, several mediums and platforms
would be used for promoting this event. Digital platforms which would be used for promoting
the event would be mainly by social media profiles of ACU. Traditional forms for promotions
would be by posters. Posters would be hung all over campuses of ACU as well as pinned to the
bulletin boards.
Conclusion
The report discussed event proposal of ACU Careers Day, which demonstrated the
recommendations for the event details, implementation, concept as well as all other
considerations like publicity and promotion, security, contingency plan and sponsorships. This
report discussed the objectives, budget, preparation, financial plan and implementation of the
budgets for this event.

11EVENT MANAGEMENT
Recommendations
Both traditional and digital forms of marketing should be utilized as integrated approach
which provides communication’s effective as well as efficient form. Digital platforms could be
used for promoting this event through social media profiles of ACU. Mailing list as well as
newsletters should be used for forecasting this event to target market. Traditional forms for
promotion could be done by using flyers and posters. Flyers could be distributed by the
volunteers at fundraising event. Posters could be hung around campuses of ACU as well as
pinned to the bulletin boards.