Event Planning: Resources, Management, and Evaluation Report

This report, created for a Higher National Diploma in Hospitality Management, delves into the multifaceted world of event planning. It begins by defining event planning and highlighting the resources crucial for effective event execution, including goal setting, team building, and budgetary considerations. The report then explores key management skills such as planning, interpersonal communication, and problem-solving, essential for event managers. It examines various methods for monitoring and evaluating event success, such as revenue analysis, sales figures, and social media activity. Furthermore, the report addresses how to manage variances and ensure event success through risk identification and resource availability. The evaluation of event results and recommendations for improvements, including setting SMART objectives, utilizing social media, and gathering customer feedback, are also discussed. Finally, the report concludes by emphasizing the importance of effective event planning for achieving objectives and ensuring success, supported by references from relevant sources. This report is designed to provide a comprehensive understanding of event planning and management, offering practical insights and strategies for professionals in the field.

Managing and Planning an
event

• Introduction
• Resources required to deliver an effective event
• key management skills required to manage effective events through pre-event briefing and delegating
• Different ways of monitoring and evaluating success of event
• how to deal with variances in order to ensure success of event
• Evaluate the results of monitoring the success of an event and make recommendations for improvements
• Conclusion
• References
Table of content

Event planning is defined as a process of managing projects such as ceremony, tradeshow, party, event,
convention, team building activity and many more. Event planning involves developing timelines, acquiring
permits, selecting & reserving sites, budgeting and so on (Thomson, 2019). It is important for event managers to
identify market trends and requirements of customer so that they can fulfil it and gain higher success within the
market.
Introduction

There are various resources needed in order to organize an effective and successful event. Effective event
organize with the help of proper planning, coordination, effective team members, budget. There is need of
individual as well as team efforts to deliver an effective event. Organize an effective event is not that simple
organizer need to take care of some common things for delivering an effective and successful event.
Goal and objective: - First step is to define the goal and objective of an event. What is the purpose behind and
what to achieve. If organizer know the key goal of the event this help in utilization of resources and effective
working.
Resources required to deliver an effective event

• Team- An event is not get success without a team. There is need of a proper group of members to organize
an event. There are various tasks to perform to organize an effective event and this is hard for a single
person so there is need to build an effective and efficient team for an event. Recruit those who are
experienced, interested, and has potential to work hard.
• Budget- After setting goal and objective, team members there is need to do proper planning for budget.
Maintain a proper budgetary list to organize an effective event is like venue cost, planning cost, food cost,
staff, program cost etc (Hautmann, 2018). Many time events not get success because of their ineffective
budget planning so for the success of an event organizer need to plan an effective budgetary plan.
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An event organizer or manager need some creative and proper management skills to organize an effective
event. Manager should be a person who willing to organize an event, good in communication, listening,
creative, intelligent, flexible. An event manager organize various events like seminars, conferences, parties,
corporate events in order to organize these events manager need some key managerial skills.
 Planning skills – Skills to plan an effective event. Every event is done with the help of proper planning.
Planning means what to do, how to do, when to do, where to do a manager have to work with or according to
the plan to organize an effective planning.
key management skills required to manage effective
events through pre-event briefing and delegating

• Interpersonal skills – A manager need some interpersonal skills like active listening, team work, responsibility, leadership, motivation,
patience etc. To organize an effective event manager should manage their team motivate them to work hard. Properly listen their clients and
complete the tasks and responsibilities. Work with patience all these interpersonal skills lead to organize an effective and successful event.
• Communication skills - An event manager require good verbal and written communication skill. Manager should convey and share the
ideas effectively. Communication skills includes proper listening, speaking, and observing so event manager require good communication
skills.
• Problem/Conflict solving – Manager should be flexible enough to handle uncertain situation. There are many issues or problems occurs
at the time of event so manager always need to prepare plan for that pre-planning is important to handle uncertain situations.
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There are many methods which is used by event companies in order to evaluate and success of an event. These ways are
defined below:
 Measure revenue with overhead cost: In order to know the success, event companies can examine the cost that is
occurred in event and the revenue as well as profit earned by company. The three things that is involve are anticipate
revenue compare with actual revenue, Actual cost vs anticipated cost and the third is actual revenue vs actual cost.
 Sales number: The way to examine success is sales number whether it is increases or it is same as estimated (Kelly and
Fairley, 2018). By the assistance of this, companies can make improvements which assist them to make improvements and
raise their future sales.
Different ways of monitoring and evaluating
success of event

 Monitor social media activity: After completion of the event, companies can check whether their
number of followers increases or not as this assist them to analyse success of event. In relation to
Oxygen Event Services, it uses various media tools and post their event videos n YouTube, Instagram,
Facebook so that they can know how people like their event and how they can make future events. In
addition to this, it also assist them to gain an insight regarding effectiveness and success of event in a
proper manner.
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In order to deal with variances and to ensure success of event, the various methods are as follows:
Risk Identification: It is important for event mangers to identify risk that is associated with the particular
event by using risk management tools. It assist them to decline overall level of risk and also help them to develop
an alternative for any of the circumstances occurred in the future. In addition to this, it assist in attaining
objectives within stipulated time frame which in turn has a positive effect on performance and sales of company.
Availability of resources: Another way to deal with the problems is availability of resources. It is essential
for an event management company to ensure that proper resources is available to staff members to implement as
well as perform activities as it reduce occurrence of future problems and circumstances which has a positive
impact on productivity and performance of companies.
How to deal with variances in order to ensure
success of event

The results can be measured as well as evaluated by using various methods such as comparison between
overhead cost and revenue earned, increases in sales, raise in number of followers and many more. By the
assistance of this ways, the higher authorities of Oxygen Event Service can monitor or evaluate success and
make improvements where they lack. It also help them to enhance their employee’s skill and raise their
productivity level within short span of time. The recommendations which is given to company in order to
make improvements are as follows:
Evaluate the results of monitoring the success of an
event and make recommendations for improvements

 Set SMART objective: It is suggested to company to develop smart objectives as it assist them to increases their productivity and
performance level at marketplace. The smart objectives involves increases in percent of sales and profit considering the time frame
which assist in attaining their desired goals that is to expand operations in Europe and increase market share in an effective manner.
Moreover, it is recommended to company to clarify all the responsibilities and delegate the responsibility to staff members according to
the smart objectives as it will help them to earn higher profits and gain success rapidly as well as effectively.
 Using social media: Nowadays, social medial has a big impact on performance and profitability of an organisation as it help them to
aware more number of customers and enhance their customer base level. In addition to this, people post their comments whether they
like the brand or not which assist company to make improvements in an effective manner.
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