Reflective Report: Redesign a Package Exhibition (TM6111)

Desklib provides past papers and solved assignments. This report reflects on a student's experience in redesigning a package exhibition.

Meetings, Incentives, Conference, and Event
Reflective Report of Redesign a Package Exhibition
TM6111 Meetings, Incentives, Conference, and Events
Student ID U1903465
Academic Year 2018/2019
Submission Deadline: 23/04/2019
Word Count: 1800 words

Table of content
Contents
Introduction...........................................................................................................................................2
Planning and costing of the event..........................................................................................................3
Promoting the event...............................................................................................................................4
Implementing the event.........................................................................................................................5
Monitoring the event.............................................................................................................................5
Appraising the event..............................................................................................................................6
Working with leading people.................................................................................................................6
Conclusion.............................................................................................................................................7
References.............................................................................................................................................8
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I
Introduction
The concept of the event has the significance of an important occurrence (either from peoples
social life or from private life ). The duality present in this significance is easy to observe
when we think that in certain areas (risk management, motorcycle traffic on public roads,
military and geostrategic system, for example), the concept of an event has a negative
connotation, while in others (culture, recreation, community solidarity, party-free time), a
strong positive connotation (Jones, 2011). The concept of the event is provided to us by
Shone and Parry (2004) which define the event as “that phenomenon that occurs in different
situations that have cultural, personal, organizational or pleasure, and which are separate
from the normal activity of daily life,whose purpose is to celebrate, entertain or challenge the
experience of a group of people.”
Event planning includes elements such as planning, monitoring, control and coordination of
Allocated resources. The management of events involves specific expertise capabilities, from
Those related to brands, target, logistics, and up to the evaluation of results obtained after the
event (Bowdin, Allen, Harris, McDonnell, and Toole, 2012).
The following individual reflective report will be taking suggestions from Gibbs(1998)model
of reflection, we will analyze the entire event, the team involved, planning, time
management, presentation and present the final examination of our event.
As part of our assignment for MICE industry we were asked to plan and organise an event.
The event was an exhibition theme and we named it “Redesign a Package Exhibition “.
The event took place on the 25th of February 2019 in LCCA Gallery.
The purpose of the event is to present new ideas in what it concerns new product packages.
The HND Graphic Design students presented new packages for different products, such as
cereal box, ice pops, energy drink, drinks, crisps, chocolate bar, tea and game box art as part
of their assignment. In order to understand better, please see attached a screenshot of their
task(annex 1).
Our main objectives is to create an unforgettable event for Graphic Design Students and for
us facing the experience of planning and organising an event.
We ensure that all the steps were undertaken in accordance with the HND Graphic Design
colleagues project. The fact that the BA Hospitality Students are organizing the event brings
advantages for both sides; on one hand, they gain experience in organizing events and on the
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other side, taking the pressure of the Graphic Design Students who will focus only on
redesigning the packages (Chaturvedi, 2009). More than that it will be an edit experience for
graphic design students, to have an event organised specially for them. They like us and all
other students we have the practical presentation almost all the time in the classroom with
tutors watching the presentation and marking the work. We are a creative and innovative
group of girls and we hope that LCCA will use this event concept for the future, and other
group students will join together to create enjoyable experiences during their studies.
Planning and costing of the event
In organising this event, the details are those that ensure the success of the whole event.
Besides the creativity and the vision that underlie good organisation, costing, implementing,
etc, the rigour, the observance of the event plan and the repeated checks of each aspect are
the elements that build a successful event. We facing a challenge to achieve our goals and
and objectives in organising this event. The challenge is the fact that our team is quite small,
the time and the limited time (Lindsey, 2011).
The team consists of three members whitch came together by choice, with different strength
and weaknesses to demonstrate evidence of learning.
 Ramona Pascalau
 Ramona Petrescu
 Alina Daniela Ilas ,Supervised by Mihaela Dareiscu, cours manager and
Armani Habib class tutor .
The primary activity that the group followed was to come with a realistic plan, defining the
role for each of us and this was decided in the meetings.
At the first meeting which took place on the 25th Feb 2019, attended the Graphic Design
lecturer Jose Pinedo, course manager Mihaela Dariescu and the students involved in
organising the event. It was discussed the event theme, the date and time suitable for Graphic
Design students and BA Hospitality Management students. The date was set for 25th of March
2019 from 16:00-18:00). We also discussed about the location where the event will be held,
that is LCCA Gallery (Bowdin, Allen, Harris, McDonnell, and Toole, 2012).
While making plans an event which is focused at a professional frame of individuals within
the hospitality industry, there are numerous questions which want to be answered, not least
where the pleasant venue to host such an occasion is possibly to be located. In this situation
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the “LCCA Galery” is visible as an especially suitable choice, because it offers all the
facilities essential to deliver an exhibition event and is very well positioned, it is spacious it
can host 120 persons. All the student and lecturers and human resource team invited are close
to the location they don’t have to make an effort to get here. In the case of the budgetary
subject was offered to us by free which allowed us to save money for catering and
decorations (Tassiopolous, 2011).
The time was strategically chosen, the majority of the students are finishing their course
during that time.
During the other meetings, it was determined: the form and text of the invitations, leaflets and
poster, the person designated for their execution, the deadline and distribution, the list of
people who will receive invitations, agreed with the food and beverage that will be served,
choosing the colors for room decorations.
The event is non-profit and the budget will be limited, this will be a major challenge in
organizing a successful event. Also, a challenge is the fact that the team is quite small and
roles have been assigned strictly, to ensure everybody is dealing with the right tasks within
time frames (Allen, 2010).
The budget for the event was £60. While they did not allowed cost us any money we focused
on room decoration accordingly as the event theme, food, and beverage.
It also needed to be mentioned that this is a non-profit event.
Promoting the event
Decisions on promotional activities are very important. Informing the public is the main task.
This should be fulfilled when all other details relating to the organisation of the event have
been planned. Once we have set the period of deployment, we can move on to the next stage,
and advertising the event.
We will consider developing an entire advertising program and we will start by the
Identification of the target market, i.e. to whom we address. In our case, the target market is
constituted
Students and lecturers from LCCA and also Student from
With regard to the communication for the promotion of this event, we will use
Online advertising, direct poster marketing And Flyers (Wagen and Whitehead, 2010).
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In collaboration with LCCA marketing team we advertised this event using social media
platforms like Instagram and Facebook where this event was promoted, placing posters inside
the college (In the lift, hallways, students lounge, and main entrance) and invitation was
given into the classes and send by email to the LCCA students and staff.
Implementing the event
In what it concerns the real execution of the event this occurred as at first arranged at the
LCCA Gallery on the 25th of March 2019. The course manager allowed us to have some
volunteer students on the morning of the event for helping our team in decorating the room,
arranging the tables, preparing the food and beverages for the attenders. Facilities like tables,
chairs, panel with LCCA logo etc., and equipment utilized was also made accessible by the
College on the day (Du, El-Gafy, and Zhao, 2015).
The arranged spending plan was not surpassed amid usage, a whole of £60,58 being utilized
altogether. Additionally, the calendar was pursued as arranged, no disturbances being noted
amid the occasion. The show began at 16.00pm, inviting and welcoming the members, which
were likewise approached to vote in favor of the most famous bundle. The arranged assets,
for example, nourishment and drinks were sufficient for the participants, the occasion being
viewed as a chance to mingle and become more acquainted with one another better.
Monitoring the event
After the completion of this event, the event organizer can follow a monitoring plan to
monitor and evaluate the performance and success of the event. The performance evaluation,
goals-setting, Time and cost analysis, and 360-degree feedback are some monitoring
techniques that the organizer can use to monitor the success of the event.
The 360-degree feedback assisted in getting the feedback from everyone who
attended the event. From this feedback technique, it was analysed that almost 80% people
were satisfied with the arrangement of the events. While some others (almost 15% people)
were seemed to find the shortcomings or negative points of the event. The remaining people,
almost 5% were not interested in giving any response (Koetter and Kochanowski, 2015).
From the Time and cost analysis, it was analysed that the event was completed within
the scheduled start and closing of the event show and within the estimated budget/ cost of
almost of £60.
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Appraising the event
The event was successfully organized on 25th march at the LCCA Gallery within the budget
of £60,58 (almost similar to the planned budget of £60) and available resources. The
integrated efforts of the event team members and the volunteer students helped the event
organizer/ planner in decorating the event room with the chairs, table, panel with LCCA logo,
equipment, projector, charter, laptop and other event resources and facilities and moreover,
serving the snacks, tea, and drinks during the event helped in implementing all event
activities on time as planned and scheduled.
Communicatinng the mission and objectives of the event encouraged the event working staffs
alongside the volunteer students in performing the tasks and actions responsibly with good
decisions instantly (Holmes, Hughes, Mair, and Carlsen, 2015). The promotional efforts of
the event team through the digital marketing efforts, social media posts, and publishing
posters and flyers assisted in spreading awareness of the people for inviting the event.
The feedback from the delegates also reflected that the event met the goals and its objectives.
The meetings with the event team and discussions with the event consultants also contributed
to the success of the event.
Working with leading people
By employing the leading people or members and moreover, ensuring their active
participation and involvement in the event to assist the event planner in implementing all
event activities timely and effectively as planned and scheduled. The event planner
communicated the event mission, goals and objectives with the leading people, like event
team members that helped them in realizing their roles, responsibilities, and duties for
performing actions and tasks in the successful implementation of the event. Additionally,
working with the leading people, like volunteer students also assisted the event planner and
team members in promoting the events through their advertising efforts, like social media
posts, flyers, posters, and digital marketing efforts to invite the public to participate in the
event and moreover, in decorating the event room with the resources and facilities required to
manage and implement each event activity on time and with efficiency (Du, El-Gafy, and
Zhao, 2015).
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Conclusion
Conclusively, it can be concluded that the events, meetings, seminars could be successfully
organized by ensuring the selection of a suitable venue, reserving a central hall or conference
room equipped with adequate arrangement of resources and facilities. The events, seminars,
conferences can be organized successfully by implementing all activities as scheduled,
arranging the necessary resources, and inviting the participants or members to attend the
event for ensuring the successful conduction and implementation of the event.
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References
Allen, J. (2010) Event Planning Ethics and Etiquette: A Principled Approach to the Business
of Special Event Management. USA: John Wiley& Sons.
Bowdin, G., Allen, J., Harris, R., McDonnell, I., and Toole, O. W. (2012) Events
Management. UK: Routledge Publication.
Chaturvedi, A. (2009) Event Management: A Professional and Development Approach.
South Africa: Global Publications.
Du, J., El-Gafy, M. and Zhao, D. (2015) ‘Optimization of change order management process
with object-oriented discrete event simulation: Case study’, Journal of Construction
Engineering and Management, 142(4), p.05015018.
Holmes, K., Hughes, M., Mair, J., and Carlsen, J. (2015) Events and Sustainability. UK:
Routledge.
Jones, L. M. (2014) Sustainable Event Management: A Practical Guide. UK: Routledge.
Koetter, F. and Kochanowski, M. (2015) ‘A model-driven approach for event-based business
process monitoring’, Information Systems and e-Business Management, 13(1), pp.5-36.
Levi, E., Hewlett Packard Development Co LP (2016) Event management systems. U.S.
Patent Application 14/895,233.
Lindsey, K. (2011) Planning and Managing a Corporate Event. UK: Hachette.
Pfister, E. R., and Tierney, T. P. (2009). Recreation, Event, and Tourism Businesses: Start-up
and Sustainable Operations. California: Human Kinetics.
Tassiopoulos, D. (2011) Events Management: A Developmental and Managerial Approach.
UK: Juta.
Wagen, D. V. L. and Whitehaed, L. (2010) Events Management: For Tourism, Cultural,
Business and Sporting Events. South Africa: Pearson Education.
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