Business Event Management: Planning and Execution for Acorns Trust

This report provides a detailed analysis of business event management, focusing on planning and execution for Acorns Children's Hospice Trust. The report covers various aspects, including the benefits of events with agreed timelines, required documentation, resource allocation, and evaluation methods. It also delves into project setup, responsibility allocation, leadership, time management, stakeholder analysis, and corrective actions. Furthermore, the report discusses team building, conflict management, communication strategies, and resource planning for achieving success. The study also examines record-keeping, the use of information technology, and producing information clearly and regularly. The report concludes with a summary of key findings and recommendations for effective business event management. The report emphasizes the importance of time management, resource allocation, and effective communication in ensuring the success of any event.

Business Event
Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1 ...........................................................................................................................................3
1. Benefits of carrying out an identified event with agreed time scale........................................3
2. List of documents required for event and its importance........................................................4
3. Resources required for event and their benefits to the project.................................................5
4. Critical analysis of ways in which reviews and evaluations including methods and resources
are carried out..............................................................................................................................5
TASK 2............................................................................................................................................6
1. Ways of setting up project, completion date and allocation responsibilities...........................6
2. Leadership and effective time management skills...................................................................6
3. Significance of stakeholder analysis when formulating new strategy.....................................6
4. Corrective actions if necessary to keep the project on schedule..............................................7
TASK 3............................................................................................................................................7
1. Appropriate sized team with knowledge and ability required for project...............................7
2. Team building and conflict management skills.......................................................................8
3. Methods of coordination and communication as well as their appropriateness .....................8
4. Resource planning for achieving success................................................................................9
TASK 4............................................................................................................................................9
1. Records of communication......................................................................................................9
2. Use of information technology................................................................................................9
3. Producing information clearly, regularly and on time documenting.....................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
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INTRODUCTION
Business event management is referred as the practice that incorporates business logic
into labeling, communicating and handling events. It is the procedure of compiling and assigning
varied events of business for resolution that is based upon event context. Business event
management requires cooperation between stakeholders and managers to complete the project
within time scale (Business Event Management (BEM), 2015). In the present report, business
event management has been discussed with respect to Acorns Children's Hospice Trust. The
study entails to plan an event. Further, it effectively administer an event. In addition to this, the
report includes organizing team work when managing an event. Lastly, it covers use of range of
business communication systems in managing the event.
TASK 1
1. Benefits of carrying out an identified event with agreed time scale
The time scale in order to carry out the event for children which are suffering from Ebola
in Africa is as such:
Business Activities
Week
1
Week
2
Week
3
Week
4
Week
5
Week
6
Week
7
Week
8
Week
9
Week
10
Wee
k 11
Setting of
Objectives
Analysis of market
Team Building
Creating Agenda
and Setting Date
Budget creation
Covering Cost
Public Relations
Catering/
Hospitality
Event
Regular Meeting
There is greater benefit in adopting the particular time scale for the event that is being
organized by Acorns Children's Hospice Trust. In the initial week, the planning of event and its
objectives are being determined. Further, the analysis of market will be carried in order to
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determine the number of children which are suffering from such disease. The benefit of
determining the time scale and event directs the efforts of organization in similar direction.
Further, the flaws in each stage can be determined in an effective way. With the assistance of
this, organization can develop resources which are required to carry out the activities with
specified duration of time.
2. List of documents required for event and its importance
Documentation is essential for the purpose of carrying out an event in appropriate
manner. This needs to be planned with coordinators along with implementer under the guidance
of top management (Carrick, 2011). The role documenting event is crucial. This can be carried
out by recording, keeping as well as filling all the essential information. The list of documents
and records that are required to be kept are as follows:
1. Event plan
2. Planning regarding site
3. Stakeholder contacts
4. Applications for license
5. Emergency plan
6. Logo
7. Advertisement
It is essential for the event manager of Acorns Children's Hospice Trust to manage the
event appropriately. Initially, the legal requirements for setting up the plan needs to be complied
with by the organization. Further, proper measures for health and safety provision needs to be
taken (Carter, 2013). This is important for the manager before launching any event. Acorns
Children's Hospice Trust has to prepare all the documents regarding the activities that needs to
be carried out. Further, it is important to include the resources as well as time scale for the plan.
This is important for the purpose of carrying out the event in an appropriate way.
3. Resources required for event and their benefits to the project
In order to execute the event that is to feed the children, it is essential for Acorns
Children's Hospice Trust to plan the resources which are required to carry out these activities.
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This assist the business in carrying out the project within specified budget and time. Major
resource for the execution of this event is human resource. This is because they develop plan and
put their skills for the successful completion of event (Goldblatt, 2010). Thus, for this, Acorns
Children's Hospice Trust needs to determine the recruitment and selection plan in order to fulfill
the requirement for man power. It is essential for the human resources to possess required skills
so that “feed the children event” can be accomplished with pre-determined schedule. Another
resource which is required is finance. In order to provide proper care to children who have
suffered from Ebola in Africa, it is important for the company to possess essential medical
equipment. The firm is required to take permission from local authorities so that activities of the
event can be carried out successfully. This helps in meeting the needs of clients as well.
4. Critical analysis of ways in which reviews and evaluations including methods and resources
are carried out
In order to implement the plan there is existence of several methods that can assist in
reviewing the success of the event. Through these methods the outcomes can be effectively
examined. It is comprised of all the functions that are required to be performed in relation to the
event launch in the market. It is important to attain effectiveness through event. By using 360
degree feedback and review method event manager can gain information about the areas they are
lacking (Karadakis, Kaplanidou and Karlis, 2010). Such will assist in bringing improvement in
the performance. In additional to this it assist the manager in offering relevant responsibility to
the employees in accordance with their skills and capabilities. It is important for the event
manager to organize meeting and reports regarding event plan. This act as an aid in organizing
event effectively and thus results in attainment of goal. By adoption of such method company
can review the activity of team and can increase its performance. It is carried out by the specialist
who have sufficient knowledge about the area.
TASK 2
1. Ways of setting up project, completion date and allocation responsibilities
Establishment of the event and making essential arrangement are the actions that needs to
be performed by the event manager. In order to set up the event it is essential to develop team
that is skilled at offering proper care to the children. This needs to be effectively performed by
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the event manager. The manager will assign the roles and responsibilities in order to make sure
that the event in accomplished in an effective manner (Marks, 2005). Acorns Children's Hospice
Trust is required to develop sound communication flow and make essential arrangements in
order accomplish the targets. Proper development of responsibility matrix needs to be carried out
by the firm that includes four factors such as accountable, responsible, consulted and informed.
Such ares needs to be determined in advance by the organization. Another responsibility is
offered in order to carry out market research. Event will be completed on 30th July 2015. The
supervisor will be assigned with the task to make sure that all the team members are performing
their roles effectively.
2. Leadership and effective time management skills
Several leadership and time management skills are required in order to carry out the event
in an effective manner. The targets needs to reflect the kind of skills as well as competencies that
are possessed by individual member. The leader needs to have sound skills of delegating the task
in accordance with the skills of the personnel. He needs to look forward in the direction to
achieve common goal of the business. In addition to this leader needs to be honest and must have
effective skills for communication (Reid, 2011). This would assist in enabling sound interaction
with the members to carry out the event in an appropriate manner. Leader must have ability to
motivate the workforce at Acorns Children's Hospice Trust so that they can effectively perform
the assigned duty in best manner. In addition to this there is greater requirement for time
management skills in order to accomplish the event within specified duration of time. This
includes scheduling of work so that activities can be carried out in pre-determined manner which
in turn result in achievement of target that is of providing care to the children.
3. Significance of stakeholder analysis when formulating new strategy
There is greater significance of stakeholder analysis while formulating new strategy. It is
very essential for the firm to consider the needs of different stakeholders such as suppliers,
investors, government and etc in order to attain success. The suppliers require Acorns Children's
Hospice Trust to make payment of material supplied on time. This assist in carrying out the work
in smooth manner. With this the suppliers will feel delighted and they will offer superior quality
of equipments that enables in attaining in the outcomes in the best manner. The customers of the
company requires product as per their specification (Van der Wagen, 2010). Here the children
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suffering from Ebola requires proper care, support and treatment so that they can live happily.
Thus while formulating the strategy the trust needs to consider the requirements of the customers
so that they can provide them satisfaction. It is essential for the company to fulfill the needs of
the government. This is in relation to considering the rules and regulation that have been
developed in relation to health care.
4. Corrective actions if necessary to keep the project on schedule
After reviewing of the plan it is essential to take corrective actions if necessary so as to
bring improvement in the overall performance. There is important role of event manager in
assessing the progress of the activities so as to accomplish them within the desired time schedule.
In addition to this certain corrective actions needs to be taken so that opportunities can be
enhanced and better outcomes can be achieved (Getz, 2008). The event manager is required to
make sure that all the activities are carried out in an appropriate and planned manner. For the
event feed the children the trust needs to examine that the activities that have been designed by
the event manager. Thus through this the children can be offered with proper care that can help
in treating the disease from which they are suffering. The flaws that are determined in the actions
needs to be corrected in order to make the event successful. Proper monitoring is essential in
order to make sure that the things are going in right direction. The list of activities, time duration
with their preceding activity that are given as under:
S. No. Activity Time duration Preceding
Activity
1 Setting the objectives 1 week -
2 Market Analysis 4 week 1
3 Team Building 1week 1
4 Creating the agenda and setting data 1 week 2,3
5 Budget creation 2week 3,4
6 Covering cost 1 week 4,5
7 Public relation 3 week 2,3,5
8 Catering and Hospitality 2 week 5,6,7
9 Event 2 week 8
10 Regular Meeting 1 week 9
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Gantt chart and network diagram: It represent the time period that the project will take
for completion. The gantt chart and network diagram is presented here for the given project:
The network diagram indicates that project will take total time duration to 110 days to
complete. The project will start on 16th December, 2015 and complete on 5th April, 2016.
Moreover, the diagram represent that activity 3 team building and activity 6 covering cost
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prevails under the critical path. Activity 3rd can be done with the activity 2nd and activity 6th can
be done with the activity 7th.
Allocation of responsibilities: For the project completion, one project manager is have
to be appointed that manage the overall operations regarding the project. It is responsible to
identify that all the activities of the project have taken place within the decided time duration.
Further, project executive may be appointed that is responsible for reporting all the operations
that have been done to the project manager. Further, leaders can be appointed that is responsible
for managing the subordinates operating activities and also report to the executive. Subordinates
are motivated by the team leader and provide them directing and guiding them. They control
their subordinates and also help them in difficulties. By allocating such responsibilities the
organization is able to complete the project at right time and also at the decided cost.
TASK 3
1. Appropriate sized team with knowledge and ability required for project
In order to carry out the event of feed the children there is requirement of sufficient team
members. This is essential for the purpose of performing different roles and responsibilities.
There are 20 members for the event that are important in order to accomplish the work in an
effective manner. In accordance with the skills and knowledge of the personnel the team
members are assigned with appropriate responsibility. Four of the members will be assigned the
duty to manage the communication. Through this the work will be carried out in an appropriate
manner. The grievances that are being faced by the children suffering from Ebola needs to be
communicated so that they can be offered with proper care. Further five members will be allotted
with responsibility to search the number of children suffering from disease in the market (Brown
and James, 2006). Other staff will be engaged in establishing coordination between the several
activities in order to attain the outcome within specified time period. Further they are required to
report the management about the flaws that are occurring in the activities. Thus corrective
actions can be taken in order to bring improvement in the event.
2. Team building and conflict management skills
The skills of team building needs to be developed within the team so as to make sure that
the activities are performed in an effective manner. Event manager needs to possess skills related
to communication in order to establish coordination among work teams. In addition to this the
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leader needs possess skills to define the roles and responsibilities of the members. It is important
in order to attain the objectives in the best manner. Further it is important for the member to have
conflict management skills. This is in order to reduce the anger that makes the employees free
from stress (Conflict Resolution Skills, 2015). It is essential for the event manager to know the
capability of the personnel and then allocate the responsibility to them. This would act as an aid
in generating interest of employees to work with full zeal and enthusiasm. Team needs to be
developed in accordance with the task so that outcomes can be achieved effectively.
3. Methods of coordination and communication as well as their appropriateness
The role of communication and coordination is effective for the organization in attaining
success to a significant level. Acorns Children's Hospice Trust needs to examine the
competencies of the personnel so that effective coordination between the work performed by
them can be effectively established. Proper motivation to the employees helps in developing
appropriate work culture which results in developing coordination among the work teams. In
addition to this coordination assist the business in carrying out work in appropriate way (Conflict
Resolution Skills, 2015). This assist the business in achieving its objectives in an effective
manner. With the assistance of coordination and effective communication the work can be
assigned in an effective manner and is then accomplished within specified period time. There is
greater role of communicating the essential information regarding the plan in order to remove the
flaws in the actual performance of event.
4. Resource planning for achieving success
With an aim to achieve the success of the given event varied type of resources will be
used. It consists of following such as human, physical and finance etc. In order to accomplish the
task in the successful manner the need of human resources is being arises (Garvey, 2014 ). This
is because, it is with the help of human resources only, proper arrangement at the venue can be
made. In the given event, physical resources will be needed in the following form such as tent,
stage and table for the seating of guest etc. These all thing will be arranged by the event
management company if it possesses sufficient amount of financial resources.
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TASK 4
1. Records of communication
For the event organizing organization it is very important with regard to maintain the
clear record of communication that is being carried out by them with their parties. This is
because, it is through such type of practices only the event planned such helping children who
are affected by Ebola in Africa can be organized in a proper way (Krumeich and et.al., 2014). In
this regard, different techniques identified with the help of which proper record of
communication will be maintained. Employees are being regarded as the internal part of
organization. With an aim to communicate with these internal workers, event management
company uses the tool like email. By creating the separate folder for the communication that is
being held between the manager and its employees, the record of internal communication can be
maintained. In addition to this, event company has to maintain regular contact with the suppliers
of goods and services (Lin and Atkin, 2014). In this regard, it uses the communication tool like
mobile phone. By creating the separate folder for all the class history, the record of external
communication will be maintained. Team meetings is another important aspect of event
management company. The record for whatever points being discussed in the team meetings of
the enterprise will be maintained by creating separate note book with respect to same (Jones,
2014).
2. Use of information technology
In the today's era the aspect relating to the information technology (IT) plays very
important role. This is because, by seeking assistance from the such type of technology only the
work of the event management company can be carried out in a smoother way. In this respect,
there are various tools and technologies relating to information technology is being identified. It
consists of following such as Microsoft office software and Security Information and Event
Management (SIEM) etc. By using the different software of Microsoft office, appropriate record
of varied data relating to the specific event such as helping children suffered from Ebola virus in
Africa can be maintained. It is through such type of practices only the event organized can be
carried out in a successful way (Janiesch, Matzner and Müller, 2012). In addition to this, by
seeking assistance from the information technology tool the promotion of the such type of event
can be carried out in an effective way. In this regard, event management company can place its
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advertisement in the various social networking sites like Twitter and Facebook. Through this
way, large number of audiences can be influenced.
3. Producing information clearly, regularly and on time documenting
For the event management company, it is necessary that it will produce the information
regarding the specific event in a proper and regular ways. This is because, through such type of
efforts only the goal of specific event can be met. In this respect, there are different type of
information identified that needs to be gathered by the event management company associated
with the specific event such as helping children suffered from Ebola virus in Africa. It consists of
following such as statistics relating to percentage of children suffered from the given virus and
information relating to the budget as well as material used in the given program etc (James,
Thomas and Jacqueline, 2014). However, these all information will be being produced or
presented by the organization by using the tool like MS presentation and office etc. From the
given event, output will be gain by the company in the following manner such as successful in
organizing the event relating to helping children suffered from Ebola virus in Africa in an
appropriate way.
CONCLUSION
It can be concluded from the study that event planning is required to be carried out in
order to attain success from the project. It has been inferred from the study that proper time
schedule of activities has to be designed so that task can accomplished within specified duration
of time. The resources required for the event needs to be determined in advance so that project
can flow smoothly. Proper monitoring needs to be done so that flaws can be determined and
further corrective measures can be taken for attaining success.
REFERENCES
Journal and Books
Garvey, W. D., 2014. Communication: the essence of science: facilitating information exchange
among librarians, scientists, engineers and students. Elsevier.
James, K., Thomas, B. and Jacqueline, K., 2014. Entrepreneurial Marketing Strategies and
Sustainability of Hospitality Event Management Ventures in Eldoret Town, Kenya. African
Journal of Tourism and Hospitality. 1(1).
Janiesch, C., Matzner, M. and Müller, O., 2012. Beyond process monitoring: a proof-of-concept
of event-driven business activity management. Business Process Management Journal. 18(4).
pp. 625-643.
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