Individual Report: Event Planning for Metro Bar Prom Night

This report provides a detailed analysis of event planning, specifically focusing on organizing a prom night at the Metro Bar. It begins with an introduction to event planning, followed by an in-depth discussion of the marketing mix, outlining the seven P's (product, place, price, promotion, physical environment, people, and process) and their application to the event. The report then delves into the human resource roles, detailing pre-event and post-event activities and the responsibilities of different team members. Financial aspects, including budgeting and cost management, are also addressed. The report concludes by summarizing key findings and offering insights into improving future event planning strategies. The report covers topics such as marketing strategies, human resources, financial details, and pre-event and post-event activities, providing a comprehensive overview of the event planning process. This report is a valuable resource for students studying business practice, offering insights into real-world event management.

Event planning

Table of Contents
INTRODUCTION...........................................................................................................................2
MAIN BODY...................................................................................................................................2
Marketing mix ............................................................................................................................2
Human Resource Role.................................................................................................................4
Financial details..........................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event planning can be defined as the process of planning the event. It includes
coordinating, budgeting,catering, arranging for speakers, arranging décor etc. There are many
types of events like, seminars, conferences, birthday parties, trade shows, workshops etc (Dost
and et.al., 2019). In this report prom night is being organized at Metro Bar. In this report
marketing strategy is discussed and also seven P's are described. Further, Human Resource is
discussed which includes roles and responsibilities of various people who are involved in the
planning. Pre- event activities and post-event activities are also discussed in the report. Financial
details are also provided in the report, related to the event.
MAIN BODY
Marketing mix
Marketing mix can be defined as set of strategies that is used for promotion of the
company's brand and product of the company. Marketing mix refers to seven P's i.e., product,
place, price, promotion, physical, people and process (Maguire and Hanrahan, 2017).
 Product: In the prom night people will get different variety of foods and drinks will be
provided. Various types of snacks will also be provided. Different games and gifts will be
given to the winners. The tickets will be available online and also available in the college
campus. Special gifts will be given for the best attire. Gifts will be given for the King and
Queen of prom night. Product strategy is made with proper planning because product
plays an important role in achieving the success. While making product strategy, market
survey should be done. Market analysis helps in making good strategy and helps in
identifying competitors. Market analysis also helps in identifying the latest trends in the
market (Pomering, 2017). This will help in making good plans for prom night and people
will enjoy this party. Party will be unique and will be well managed. All the activities
will be well organized.
 Place: The place where this prom night is being organized is Metro bar. This Metro bar
has all the essential facilities and its interior is also good. This bar has capacity of 200

people so the event is planned according to that. People will enjoy prom night at thus bar.
All the arrangements will be made according to the latest trend. The decoration for the
party will be amazing.
 Price: Price of the tickets for this prom night is not very high. This price is set after
calculating the expenses and this price is affordable. Penetration pricing strategy is
applied here. In penetration strategy initially the price is kept low to attract customers and
after sometime increase the price. This will affect competitors as customers will move
towards the product where price is low. The price of metro bar is low but its service will
be good and quality of the food will also be good. Competitive pricing strategy can also
be used, in the competitive pricing strategy prices are set according to price set by the
competitors.
 Promotion: Promotion for this prom night can be done through advertising.
Advertisements on social media can be done. Today's generation is more active on social
media, so social media is one of the best platform for promotion. Social media includes
Instagram, Facebook etc (Jordan and et.al., 2019). In the university campus pamphlets
can be distributed and hoardings can also be used for promotion. Pamphlets will be made
simple but attractive like, decent colours will be used in the background and information
will be written in creative way. Make creative posters and put on the notice board of the
university campus to promote this night party. Blog post help in promotion as it includes
all the information related to the event. Short videos can be prepared containing all the
necessary information and also includes pictures of metro bar which will attract people to
buy tickets for this prom night. Email marketing is also one of the method for promotion.
Today's young generation is more attracted towards creativity and innovative ideas and
they are more active on social networking sites.
 Physical: The decoration for the prom night will be amazing. All the arrangements will
be made according to the latest trends and will keep in mind the choice of young
generation. A separate area for clicking photographs will be decorated and different
prompts will be available. All the facilities will be provided like, good music facility,
dance floor and snacks, food and soft drinks will also be provided and good quality will

be maintained. The decoration will be done based on the theme. The theme for the prom
night can be winter wonderland. All have to dress up according to the theme.
 People: In arranging this prom night many people will be involved. For planning and
deciding price two to three people are required. A team of five to six members will be
require for the decoration part. For the arrangement of food and drinks a team of seven to
ten members will be required. One leader is also required who will provide guidelines
and give instructions to the members. A leader will check that all the members are doing
their work properly or not. In total a team of 20 to 25 members are required to properly
manage the event. Leader will assign the duties to the members and they have to follow
the instructions given by the leader.
 Process: Process can be described as steps taken while delivering the services. Initially a
warm welcome will be done by the event planning team. After that various games will be
played which will be enjoyed by the people and they will have lot of fun. Further, they
can have snacks and soft drinks and after that all can enjoy according to their needs. At
last, gifts are given to the King and Queen of the prom night.
 Performance: Last P of marketing mix is performance in which productivity is
measured. In this quality is checked that whether target is achieved or not. What
improvements are required to make better performance next time. This last P of
marketing mix helps in knowing what are the weaknesses that should be improved and
what changes can be made to improve performance so that next time customers get
satisfied. This helps to identify that which part need improvement. It helps in identifying
that whether planning is not done properly, pricing strategy is not good, promotion is not
done properly or more people are required for proper management. Performance can be
evaluated by taking feedback from the people that what are their views about this prom
night. What they like in this party. According to them what improvements are required
for next time (Jones, 2020). This is essential as it helps in taking review from the
customers and make modifications. This will help in making better strategies next time
and will get better feedback.

Human Resource Role
Pre event activities are the activities that are planned before implementing the event.
Duties are distributed among different members so that all the activities are performed on time.
In managing the pre event activities human resource is required. In pre event activity a team of
twelve people are required. Pre event activities are as follows:
 Project outline: It includes details of the project that what event is planned and location.
In this information related to prom night is described and plans are made according to the
need and requirement of the customer. Plans should be made properly because if plans
are not good then other activities will be spoiled. In this planning process two person is
required.
 Market research: Before implementing a project, market analysis should be done.
Market research helps in getting information related to current market trends and
competitors strategy (Singh, Singh and Bathla, 2020.). For market research two people
are required. They will collect all the necessary information and tell to their leader. This
will help in making improvements in plans. Do market survey and collect information
regarding what are the needs of customers. In this proper market research should be done
so that strategies can be made according to that.
 Promotion: For promotion activity three people are required. Their role will be to give
ideas how to do promotion (Oliver,2017). The person who is assigned the duty for
promotion is responsible for making strategy for promotion and how to attract customers.
In this promotion strategy is made according to the need of the customer like, promotion
should be done through advertisements in newspaper, social media, hoardings etc. All the
three people will find different ways how to promote prom night. As young generation is
using social sites, so an attractive advertisement or short video can be made.
 Cost and event measures: In this two people are required. They will have to calculate
cost, effort and time. It plays an important role as while making plans cost should be
calculated, so that profit can be estimated. For different events, different cost required as
few events require low cost and some require high cost. In this ll the cost are included
like, staff, equipment, marketing, other facilities etc.

 Team leaders: Team leaders should be made for different pre event activities. The
members of that team will provide all the information to team leader. For promotion, a
leader is required. All the members of promotion activity will give information to their
leader. Leader will decide how promotion will be done. For market research and project
outline, leader is appointed and team have to work according to the instructions given by
the leader.
Post event activities are the activities that are performed after the event is finished or
completed. Post event activity includes gathering feedback, evaluating work performance,
improvements for next time etc. Post event activities are important because from this
performance can be measured and reviews from customers can be received. In this post event
activity ten people are required (Blut, Teller and Floh, 2018.). Post event activities are as
follows:
 Gather feedback: After the event is completed then gather feedback from the customers.
For collecting feedback two people are required. Feedback can be collected either online
or paper based. In paper based, a form can be prepared in which questions related to the
event can be asked like, whether they like the decoration, quality of the food,
arrangement etc. This feedback will help in making modifications next time. With the
help of survey, feedback can be collected.
 Send thank you: After the event is completed then say thank you to everyone present in
the event. Say thank you to all the members who are involved in the pre event activity
and post event activity. Saying thank you to everyone creates a good impression. An
email for thank you can also be send to all the members.
 Social media: Social media is important for both pre event activity and post event
activity. After the event is completed successfully then reviews and feedback of
customers can be shared on social networking sites. Videos of the event can also be
uploaded. Good reviews and feedback can be shared by involving customers. One best
way to engage more people is to share content of the event which is successfully
completed.

 Balance budget: After the event is finished successfully then next step is to balance the
budget. Balancing the budget will help in finding how much profit is earned (McKinley,
2017). All the events are not related to gaining profit. Balancing the budget will also help
in finding the gap between income and expenses. It will also help in identifying where
improvements are required. This will also help in finding where the mistakes are done
and how to improve that mistake. After knowing the mistake it should not be repeated
next time.
 Debrief: In debrief, evaluation of success is done with the stated goals and objectives. In
this assess that whether stated goals and objectives are achieved or not. Also evaluate that
what work is done and what are the improvements that are required for next time. If
success is achieved then what are the key points behind the success of the event. Mistakes
which were done this time should not be repeated next time.
Financial details
Particulars January February
Cash inflows
Opening cash inflow 7000 8300
Sales revenue 62000 68200
Other income 2000 2000
Total cash inflows 71000 78500
Cash outflows
Material 22500 24750
Labour 15000 16500
Marketing Expenses 5000 5000
Other expenses 4500 4725
Fixed Expenses 17000 17000
Distribution Expenses 2500 2625
Administration expenses 8000 4000
Total cash outflows 74500 74600
Cash deficit / surplus or closing cash
balance -3500 3900

Particulars Formula Figures
Selling price per unit 20
Variable cost per unit 12
Contribution per unit Selling price per unit - variable cost per unit 8
Fixed cost 204000
BEP (in units) Fixed cost / contribution per unit 25500
BEP (in value or monetary terms) BEP (in units) * selling price per unit 510000
Units need to sell for attaining desired profit margin
Particulars Formula Figures
Fixed cost or expenses 204000
Desired profit 50000
Contribution per unit 40
Number of units required to sell
Fixed cost + desired profit margin / contribution per
unit 6350
In this above financial analysis Break Even Point is calculated from fixed cost divided by
contribution per unit. In this cash inflows and cash outflows are calculated. This financial
analysis will help in evaluation of business, projects and other transactions related to finance.
Financial analysis helps in determining performance of the event. Financial analysis help
managers in taking future decisions based on past financial analysis (Ziakas and Trendafilova,
2018). Financial analysis is of many types: fundamental analysis, technical analysis, vertical
analysis, horizontal analysis, leverage, growth, profitability, liquidity, efficiency and cash flow.
Financial analysis helps in preparing long term goals and objectives. Financial analysis helps in
comparing financial statements of one company with the financial statement of other company.
CONCLUSION
From the above report it can be concluded that, in event planning marketing mix plays an
important role. In marketing mix there are seven P's which includes, product, price,
place ,promotion, people, process and performance. After that pre event and post event activity

are discussed and role of Human Resource is also described. Different roles are also discussed in
pre event activity and post event activity. Pre event activity includes project outline, market
research etc. and post event activity includes gather feedback, debrief, send thank you, social
media and balance budget. At last, financial analysis is discussed in which break even point is
calculated.
REFERENCES
Books and Journals
Blut, M., Teller, C. and Floh, A., 2018. Testing retail marketing-mix effects on patronage: A
meta-analysis. Journal of Retailing. 94(2).pp.113-135.
Dost, F., and et.al., 2019. Seeding as part of the marketing mix: word-of-mouth program
interactions for fast-moving consumer goods. Journal of Marketing. 83(2).pp.62-81.
Jones, L. J., 2020. The Event Planning Toolkit: Your Guide to Organizing Extraordinary
Meetings and Events. Rowman & Littlefield Publishers.
Jordan, T., and et.al., 2019. Stakeholder Engagement in Event Planning: A Case Study of One
Rural Community's Process. Event management. 23(1). pp.61-74.
Maguire, K. and Hanrahan, J., 2017. Assessing the economic impact of event management in
Ireland: A local authority planning perspective. Event Management. 21(3). pp.333-346.
McKinley, S., 2017. Oracle marketing: Open‐source sustainability for corporate event
planning. Global business and organizational excellence. 36(6). pp.6-18.
Oliver, R., 2017. Sport mega event planning in Toronto: From a democratic demand to a
democratic demise. The Canadian Geographer/Le Géographe canadien. 61(2).pp.292-
299.
Pomering, A., 2017. Marketing for sustainability: Extending the conceptualisation of the
marketing mix to drive value for individuals and society at large. Australasian
Marketing Journal (AMJ). 25(2).pp.157-165.
Singh, R. K., Singh, P. and Bathla, G., 2020. User-Review Oriented Social Recommender
System for Event Planning. Journal homepage: http://iieta.
org/journals/isi. 25(5).pp.669-675.
Ziakas, V. and Trendafilova, S., 2018. Event planning and leveraging for sport tourism
development: The case of a rural motorcycle event. Human Kinetics, Incorporated.
Online Reference

Hanlon, A. 2020, Marketing Mix [Online]. Accessed
Through:<https://www.smartinsights.com/marketing-planning/marketing-models/how-
to-use-the-7ps-marketing-mix/>
Ayer, R. 2020, Human Resource Role [Online]. Accessed Through:<https://gethppy.com/talent-
management/7-responsibilities-of-hr-professionals>