Event Planning: Staffing, Cost Distribution and Departmental Analysis

This report provides a detailed analysis of staffing requirements for an award ceremony event. It outlines the necessary staff members, including catering, security, and decoration teams, along with their respective roles and responsibilities. The report further breaks down departmental costs, covering expenses for housekeeping, catering, security, presenters, and decorations, providing a comprehensive cost distribution analysis. It includes specific cost breakdowns for items such as uniforms, equipment, and supplies. The conclusion emphasizes the importance of strategic staff deployment and advance planning to ensure event success, and highlights the need for detailed cost segregation to manage the budget effectively and achieve profitability. References to relevant event management literature are also included.

STAFFING REQUIREMENTS
IN EVENT PLANNING

Table of Contents
INTRODUCTION
Staffing Requirements
Departmental costs
CONCLUSION
REFERENCES

INTRODUCTION
• The file speaks about event management.
• There is a function being organised which has to be an awards ceremony and will be an auspicious
occasion for the company.
• The company wants to choose the best venue for the event which can hold the event within the
budget constraints of the company.
• The file describes the event’s staffing requirements, the functions needed to be performed as well
as their deployment.
• It gives a breakage of cost structure department wise of the requirements of each function.

Staffing Requirements
• The function requires a staff of 45 employees.
• The catering staff along with the chefs which will be required are 12 in number to help in the
preparation of food and serving to the guests.
• The drinks and beverages section require 6 members to serve the drinks and snacks to the guests.
• There would be security needed for the event which will be required 8 in number at various check
points to check the security of the event being well covered up.
• There would be 4 security personnel required to be deployed near parking area to help in parking of
guests’ vehicles.
• Two members would be required to receive and welcome guests at the venue and also marking entry
for the same.

Continued
• The function will be an award function and thus
housekeeping staff of 4 members would be
required to clean up the place.
• There would be a supervisor required to check
their work.
• Two announcers as host of the event will be
required to address the event and present the
awards.

Continued
• The decorating team would consist of 4
members along with 1 manager to see
that the whole venue is well lit up and
craftery as per the theme of the function
is seen as the guests enter the event as
well the dining tables being laid out
with special showpieces too.
• One event manager will be overseeing
the whole process running smooth.

Departmental costs
• The departmental costs will be covering all the
departments including housekeeping, catering,
security, presenters etc.
• The costs have been segregated according to
the requirements of the function.
• There would be items required for dressing
room by the decorating department.
• The housekeeping function requires 2 vacuum
cleaners for cleaning the carpets.

Continued
• The catering department requires utensils and crockery for menu as well as beverages purpose.
• The security function will be requiring walkie-talkies to communicate with each other and scanners
to scan the vehicles.
• The presenters of the function will be requiring podium as well as mike systems in place.
• Plus there would be requirement of uniforms for all the staff as per function.
• Below is a segregation of costs of various departments involved.

Cost distribution
Particulars Amount (GBP)
Event manager 3500
Housekeeping
Staff 300
Vacuum cleaners 100
Supervisor 500
Uniform 100
1000
Catering
Staff 1000
Crockery and Utensils 500
Trays 250
Uniform 250
Tables and chairs 500
2500
Security
Staff 1000
Walkie talkies 500
Scanners 250
Uniform 250
2000
Announcers
Staff 800
Mike and audio systems 400
Podium 400
Stage 200
Uniform 200
2000
Decoration
Staff 500
Items 500
1000
Total 12000

CONCLUSION
•This is to conclude that event management is a function which has to cater to different departments
realising prominence of each of them.
•The staff deployment at the right place and the right time is the requirement to make function a
success.
•This can only be achieved when the staff requirements have been planned in advance with their
requiring of equipment needed.
• A cost segregation of different departments is necessary to optimally allocate the budget to achieve
results within budget constraints and realise profit for the company.

REFERENCES
• Allen J., 2021. Event management. Wiley.
• Mallen C. and Adams L.J. eds., 2017. Event management in sport, recreation and tourism: theoretical and
practical dimensions. Taylor & Francis.
• Brunt P., Horner S. and Semley N., 2017. Research methods in tourism, hospitality and events management. Sage.
• Shaw M.K. and Keeler H.R., 2018. Supervision and Management: An Introduction for Support Staff (Vol. 6).
Rowman & Littlefield.
• Park S.B. and Park K., 2017. Thematic trends in event management research. International Journal of
Contemporary Hospitality Management.
• Vielberth M. and Pernul G., 2018. A security information and event management pattern.