Event Planning: Research, Development, and Policy Implementation

This report examines the key aspects of managing and planning events, focusing on research, development, and policy implementation. It begins by exploring market and customer research methods, including primary and secondary research techniques, crucial for understanding customer needs and market trends. The report then delves into the core principles of developing and agreeing on event plans, outlining the initiation, planning, execution, monitoring, and closing processes. Furthermore, it provides an in-depth look at various policies and procedures, such as securing event spaces, handling cancellations, and implementing classroom, food service, and parking policies, to ensure smooth and successful event execution. The report emphasizes the importance of these policies and procedures for maintaining customer safety and satisfaction, ultimately contributing to the company's competitive advantage and market success. The report also highlights the significance of adhering to these policies in a procedural format to maximize effectiveness and project a positive image of the company.

Managing and planning
an event

Table of Contents
Contents
INTRODUCTION...........................................................................................................................1
PART A...........................................................................................................................................1
Examine how events plans are researched, developed and agreed to meet customers and
business requirements.............................................................................................................1
Develop and implement policies and procedures for events..................................................4
PART B............................................................................................................................................5
Covered in ppt........................................................................................................................5
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Managing and planning an event is related to the creation and development of the large
size events as like conferences, festivals, weddings, ceremonies, concerts, parties, conventions
and many others too. In today’s scenario events become the cultural attraction of all the different
religion people as it increases the leisure time and it entertains the large number of people in
form of celebration. It is an opportunity for all to get relax from the tough schedule of daily life
and it emphasis the certain time in which everyone gets enjoying (Burka, 2018). Event planning
is an event that hosts various job titles and descriptions whereas managing refers to the
management of the different ways by which the better outcomes will be measured that attracts
the attention of the clients. This report is based on The event company that is established in
2002, UK and they offers the streamlined events to their clients that matches their objectives.
They conduct different events as from awards dinner, exhibitions, recognition events and others
too. This report includes sources of market and customer research, key principles of developing
and agreeing event plans, approach to research developing and agreeing event plans and
contribution to event plan, different policies and procedures for events, logistics and resources
that ensure that events delivered in time
PART A
Examine how events plans are researched, developed and agreed to meet customers and business
requirements.
There are different sources or market and customer research that helps to gathered
different information that is generated in the market and it includes both internal and external
factors that affect the performance of the company. Internal factors are as like strength and
weakness of the company while external factors includes the market advancements, competitors
profile, technological advancement, social and demographic changes etc. In order to plan the
event company must collects different information from the market and that is performed by
various methods (Iarygina, 2019). Market research is the process through which The events
company collects the different relative information and knowledge by which they influenced the
market performance. It will be categorising into two different markets that is as defined below
as:
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Primary research: It is the research, in which the information is collected from online
surveys, telephonic interview etc. It is helpful for the company as it established the personality of
the buyers and it furthermore, includes different research that is as explained below as:
 Exploratory research: It helps to measure the different consequences that have been
faced by the company in order to manage the team of the company. It could be conducted
by open-ended interviews, survey of a small amount of peoples.
 Specific research: It helps to measure the issues and opportunities that is generated in the
market and provides the platform to the company to measure the success and
development (Zachko, 2018). It could be conducted by The event company by taking the
interviews from the targeted market.
Secondary market: It is the research that is conducted to draw the conclusion from the
already search data. It is performed The event company to gain the information about the
competitors and there are different sources as well that is defined below as:
 Public source: It is the source that is conducted without paying any cost and it is
generated from the government statistics that provides the complete analysis of the event
planners.
 Commercial source: It is defined as like market reports that are conducted through the
agencies but it insert some cost to the company in order to download the file.
 Internal source: It includes the financial report of the company that helps to analyse the
revenue per sale, retention rate etc that help the company to came to the conclusion and
analyse which strategy is better for the company and which is not.
As The event company interested in widening their market share of the events in London or
Europe thus they must uses specific research in terms of primary research as through this they
target the specified customers and it helps to gain the higher competitive advantage. While in
concern on secondary research The event company must conduct internal source research
through which they get to know about the financial resources and the profit loss status of the
company that helps to attain the better event in an effective manner. It has positive contribution
in the event of the company and induces more success and development of the event that further
helps to gain the higher competitive advantage as from their competitors (Albertine, 2019).
The event planning and managing includes the different activities that are constructed in
certain format. The event company widens their business in London and Europe thus they wants
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to achieve the better success in that new era with their innovate events. Thus the company
performs each activities one after the other in an ordered manner. The management and planning
of an event is the whirlwind of different plans and its execution. In addition to this while
planning the event each individual department will get assigned different duties by which the
collective and effective outcome will be achieved (Hughes, 2019). Thus there are some of the
key principles of developing and agreeing event plans that are as defined below as:
 The initiation process: It is the process that is performed at the starting of an event in
which a new project will get the authorization to start the new phase of the project. It
defines the state where the company approves the project by analysing all the certain
requirements of the customer by holding the meeting to get an easy assess. The format
will be developed by the manager of the company and then they further add different
extra equips as per the desires of the clients.
 The event planning process: It is the process that is required to accomplish the goals
and objectives of the event. It defines the lot of actions or the activities that are performed
by the manager of The event company. It is the never ending process as in this up
gradation will be implemented at any time as per the recent condition and according to
the demand of a particular condition. In this the team reviewed all the certain parameters
and start brainstorming the different options for the venue that provides more comfort
and easiness to the participants of that event (Shmueli, 2018).
 The executing process: It is the process in which the complete plan will be executed to
satisfy the specifications of the event. In this the manager will be more eager to saw that
the vision of the company will be achieved in improvised manner and best result will be
pay off. It is the series of all the unpredictable results as everything will be executed and
it’s the time to gain the return of the entire plan.
 The monitoring and controlling process: It includes the tracking, reviewing, regulation
the overall performance of the project. In this the manager of The event company
identifies the different areas at where up balance in required and then further plan it
according to the certain situation. It is the time at where the manager will be getting ready
to face the uncertain or unexpected issues that is generated on random basis.
 The closing process: It is the end process in which all the different activities that are
perform in execution of the event will get formularised. In this the manager of The event
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company will make the preparatory notes, the complete schedule of the event and ensure
that everything will be attain in effective and efficient manner. It is the most valuable
source in which objective of the company will be achieved and it develops positive
values and belief of the company towards the market. That further helps to achieve the set
standard of the company within the specified period of time (Hautmann, 2018).
To underpinning the success The event company must perform all the key principles as one after
another that helps to gain the more market value and larger market share and also provides the
continuous improvement and development.
Develop and implement policies and procedures for events
Policies and procedures are designed by the company to influence the decision-making process
of the company and the standardise boundary that must be followed by the company. While
procedures are the specified path that are operated with the help of different policies. There are
different policies and procedures that are followed by The event company to form the varieties of
the events that are as defined below as:
 Securing the space: It is the policy under which the company allows the 7 days
reservation resource in order to manage the catering, IP, CPS, AV, CCTV will be
processed. In this the AU mail/ internet will be provided to the users with their name and
password in order to select the event. Then the form will e filled by the client as per their
ability and requirements. After that the complete description of the event will be posted
to make an effective communication with the company (Celuch, 2019). In that the time,
event details, personal details, contact, reservation entry will be served and then space
will be booked after the confirmation from both the parties.
 Changing or cancelling an event: It is the policy in which the event will be cancelled or
changed as per the different uncertainties or the imbalance conditions.
 Classroom policy: In this the catering services will not be provided it includes the room
services only in which room will be served in order to accommodate the classes related to
the academics.
 Event planning assistance: It is the policy in which company serves the best and free
environment and assist the most relatable services as per the requirement of the clients.
 Food services: It is the service in which The event company provides the most hygiene
food and beverages to the people and ensure that everything will be cooked in best
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suitable environment that doesn’t has negative impact on the health and wealth of the
people.
 No Sunday policy: It is the policy of The event company in which they serves their
services 234*7 without any off (Ivanov, 2019). They conducted the party of different
vacations or occasions as well by in order to spread more positivity in the market. But
Sunday must not be counted as staffs are not presented on that day and the event will be
conducted only if there is urgency.
 After hours policy: In this policy if there is any problem related to the heating or the
cooling then the client must contact to the campus public safety as it include the list of all
the numbers that must has been used at the time of urgency.
 Reserved parking policy: In this the appropriate place will be provided to the clients in
whom the parking place will be provided as a safety back.
This all policies must be manages by The event company in which they followed all these
policies and procedures to provide the safety and security to their customers that emphasis
the performance of the company. It will be implemented in an effective manner that
maximise the effectiveness of the company in the market and helps to gain the higher
competitive advantage.
To effectively implement the different policies and procedures company must manage all
these and follow each of the policy in a procedural format to maximise the effectiveness
(Konsti-Laakso, 2018). In also reflect the positive image of the company by which more and
more customers get attracted towards the company and it enhances the sales and profit of the
company.
PART B
Covered in ppt
5

CONCLUSION
It has been concluded from the above report that managing and planning of an event is
necessary as it helps to gain the higher effectiveness. There are different sources of the market
and customer research that is mandatory to plan the event. There are some key principles that
develop and agree the event planning to accomplish the requirements of the business and the
customers. There are different policy and procedures that helps to implement the maximise
effectiveness in timely manner.
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REFERENCES
Books and Journals
Burka, J.L., Planning Simple LLC, 2018. Collaborative event planning system. U.S. Patent
9,881,281.
Iarygina, E., 2019. Planning and managing a successful event in Company X.
Zachko, O. and Kobylkin, D., 2018, September. Discrete-event modeling of the critical
parameters of functioning the products of infrastructure projects at the planning stage.
In 2018 IEEE 13th International Scientific and Technical Conference on Computer
Sciences and Information Technologies (CSIT) (Vol. 2, pp. 152-155). IEEE.
Albertine, S.H., Golubic, K.V. and Huber, I.T.J., Blackbook Media Inc, 2019. Managing event
databases using histogram-based analysis. U.S. Patent Application 16/269,174.
Hughes, R., Kinder, A. and Cooper, C.L., 2019. Managing a Crisis. In The Wellbeing
Workout (pp. 339-343). Palgrave Macmillan, Cham.
Shmueli, O. and Ronen, R., Technion Research and Development Foundation Ltd,
2018. Methods and systems for managing a multi participant event. U.S. Patent
9,906,486.
Hautmann, S., 2018. Managing wills and tax. Personal Finance Newsletter, 2018(445), pp.8-10.
Celuch, K., 2019. Managing the Selling and Marketing of the Destination.
Ivanov, D. and Dolgui, A., 2019. Low-Certainty-Need (LCN) supply chains: a new perspective
in managing disruption risks and resilience. International Journal of Production
Research, 57(15-16), pp.5119-5136.
Konsti-Laakso, S. and Rantala, T., 2018. Managing community engagement: A process model
for urban planning. European Journal of Operational Research, 268(3), pp.1040-1049.
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