Event Production Report: GSM CARES Charity Event, College Premises

This report provides a comprehensive analysis of event production, focusing on the planning and management of a charity event aimed at raising funds for student well-being. It begins with an introduction defining the event's purpose and scope, emphasizing the importance of strategic planning, team organization, and resource allocation. The operational manual section details essential aspects such as health and safety protocols, venue site design, site communication, and stakeholder management. The report also addresses ethical and sustainability considerations, critical for successful event execution. Key elements like budgeting, marketing, and risk management are thoroughly examined, with specific examples like the 'GSM CARES' event and its financial plan. The report includes a critical reflection section, evaluating the event's strengths and weaknesses and offering insights into its overall effectiveness. References support the information provided, offering a robust framework for understanding the complexities of event production.

EVENT
PRODUCTION

Table of Contents
INTRODUCTION...........................................................................................................................3
Part 1: Operational Manual..............................................................................................................3
PLANNING AND MANAGEMENT..............................................................................................3
HEALTH AND SAFETY................................................................................................................4
VENUE SITE DESIGN...................................................................................................................5
SITE COMMUNICATION.............................................................................................................7
WORKING WITH VARIOUS STAKEHOLDERS........................................................................8
PRODUCTION TECHNOLOGY...................................................................................................8
ETHICAL AND SUSTAINABILITY CONSIDERATIONS.........................................................8
Part 2: Critical Reflection................................................................................................................9
REFERENCES..............................................................................................................................12

INTRODUCTION
Event is a public and planned occasion in which a group of people come for the purpose
of getting knowledge or information (Vanhoucke, 2014). Charity event is organised for meeting
two purpose which are to raise awareness for a specific cause and to raise money for that specific
cause. A charity event is going to be organised in order to raise the money for the well being of
the students. This event will have the great workshops, good and awesome food, along with the
coolest ambience which will be hosted in the campus premises of a college. This event will be
conducted in 9 weeks in which the process from planning to the execution will be done after
analysing the required resources, audiences etc. This is organised in the college premises due to
which the occurred cost will be low. This event is being organised for gathering the funds which
are required for the well being of the students. Charity event is basically organised for gathering
the money and funds which can be provided to the needy people so that their issues can be
eliminated or reduced to a lower extent. This event will be organised in the college premises due
to which the venue cost can be saved and will be provided for the well being purpose. This report
will cover the Planning and management, Health and Safety, Venue site design, Site
Communication, Temporary structures, Production Technology, Ethical and sustainability
considerations etc. which are required for the success of any event.
Part 1: Operational Manual
PLANNING AND MANAGEMENT
It is essential for a organiser to plan their event according to the funds they have and the
resources available as then only it would be possible for them to attain higher success in the
event. So in the starting of the event, team will be decided according to their capabilities and
skills, as various departments are required to plan and execute the event like risk team, catering
team, marketing team etc. Main motto of dividing team is to remove the role ambiguity in the
mind of the team member so that they would be able to perform their task with highest
productivity (Stellingwerf and Zandhuis, 2013). Now it is the responsibility of the team leader of
the event is to make coordination with the sub group leader so that they can check the status of
the function accordingly. While planning the event there are various issues which is faced by the
management like budget and allocation of the resources. It is important to make the budget
according to the capabilities so that maximum utilisation of it would be attained by the

management. For instance, if management and team leader prefers to make the food delicious as
better food will attract more charity for the event then higher budget would be allotted to it. But
on the other side, due to limit of budget, they have to decrease the budget of other department as
then only highest utilisation would be achieved. So it is the responsibility of management to
make their arrangement accordingly with the aim of attaining higher charity. Besides this, venue
plays an important role in the event as if it is to far from the reach of people then no one would
prefer to visits it physically which at last leads to failure of event. So management have to
consider various factors while deciding the venue like public transport, charges for renting it,
security etc. So it can be said that team leaders and management have to work according to the
aim and objectives of the event as then only they would be able to deliver the event as planned.
Budget of the charitable event for well being is given below,
Elements Expenditure
T – shirt £150
Catering £550
Marketing £100
Design £200
Deliverables £100
Entertainment £250
Total 1350
Income or Fund Raising
Student contribution = £1200
Sponsorship from Bisaba Ankara Ltd. = £150
Total = £1350
HEALTH AND SAFETY
Food hygiene: While organising the charitable event, hygienic food must be priority of
the management in order to ensure that the people or audiences who are going to attend the event
may not face health issues or food poisoning. It is necessary for the management team to check
for the area regarding the cleanliness and hygiene at where the food is kept. The project

management team needs to ensure that area where food is kept must be far away from the water
and air supply lines as well as for the open windows and cracks from where the pest and other
unhygienic animals or insect can enter in the area where the food is prepared or kept. This check
is also essential for the project team in order to provide quality based food which can satisfy the
hunger of people who came to attend the event (Spalek, 2013). Also the satisfied people will
provide the charity money to the event organiser as they can ensure that their money will be
utilised for well being purpose.
Every event organiser has responsibility to use proper health care equipments so as to
preventing any kind of health issues which can occur in an event (Sharp, Peters and Howard,
2017). As the firm is organising a charity programme in a venue so that, it is very important to
analyse all things so that issues of health and safety can be prevented in effective manner. There
are some issues along with measures which can occur at the time of event are given as under:
 Project management should prepare a proper backup location which can be used for
organising the same event In the case of natural calamities.
 Project managers should also make some effective plans and policies for health expert or
medical kit so that in case of health issues of any individual can be sort out in easy
manner.
 They should also arrange electricians and technicians so that in case of technology failure
proper measurement can be taken for running the even in smooth manner.
Crowd management- As an event organiser, it is also very essential to managing the
crowd in the event. Management should make effective relations with their employees so that
better cooperation can be taken for managing the crowd in the venue. There are some duties that
should be adhered to by the organisers of event are given as below:-
Food Hygiene- Making proper health and safety arrangement so that in case of serious
concerns proper measures can be taken for sorting these issues.
Safety- Hire security guards and positioned them at the venue so that issues of failure
crowd management system can be resolved in effective manner.
VENUE SITE DESIGN
As the charity event “GSM CARES” is going to be organised in college premise in order
to raise money for well being of students, the event manager has to take into account certain
aspects in relation to successful management of events. These aspects are referred to as facets of

event design. This event will have a pleasant ambience, awesome food and several great
workshops. Mentioned below there are some facets of event design by using EMBOK model.
EMBOK FACETS OF EVENT DESIGN
Administrative: Administrative function of event planning includes factors like, human
resource, information, procurement, stakeholders, system, time management and financial. As
considering this, it is important for event planners of GSM CARES that are going to organise
event in college to maintain budget, cash flow management, costing & pricing and accounting
budgetary in order to conduct event in sound manner without expensing any unnecessary waste.
Along with this, it is also necessary to maintain great relationship with workforce relation with
volunteers and other employment legalities (Seymour and Hussein, 2014). By doing this event
planners can effectively ensure best conduction of their event by grabbing more attention and
response from audience.
Design: This is one of the most important factors of event planning which acts as a
strongest element as it helps in attracting more attention of audience (Klein, Biesenthal and
Dehlin, 2015). Design factor in event planning include, content, entertainment, environment,
production, program, theme and catering. Thus, it is important for event planner to propose their
theme which is fund collection for well being of needy student with attractive images and
cultural iconography.
Marketing: It is the plan development which covers marketing plan, promotions, public
relation, materials, sales, merchandise and sponsorship. As per this it is essential for event
planner for fund collection to effectively advertise about their actual cause of doing an event in
order to gain more advantages form event.
Operations: This factor within event planning includes communication, infrastructure,
logistics, participants, site management and technical production. All these factors are necessary
for event planner of GSM CARES to effectively consider as conducting event in best manner IN
college premises without any further disrupts.
Risk: In order to control risk circumstances of event it is important for event planner to
comply with compliance instrument, statutes and regulation in best way (Greiman, 2013). Along
with this risk factor in event management include, emergency management, health& safety
measures, insurance related to any kind of loss and security. By considering this event planning
function in college proves out to be more advantageous for event cause.

ADMINISTRATION DESIGN MARKETING OPERATIONS RISK
Financial
- Budgets
- Costing & Pricing
- Cash Flow Management
- Accounting
Catering
- Menu Selection
- Service Style
- Alcohol Management
- Catering Operations
Marketing Plan
- Plan Development
- Target Markets
- Messages/Media
- Guest Relations
Attendees
- Registration/Ticketing
- Admittance Controls
- Movement & Traffic
Flow
- Crowd Management
Compliance
- Statutes & Regulations
- Accessibility
- Property Rights
- Compliance Instruments
Human Resources
- Organizational
Structure
- Workforce Relations
- Volunteers
- Employment Legalities
Content
- Communication
Objectives
- Educational Obligations
- Topic & Format Selection
- Speaker Selection
Materials
- Promotional Materials
- Collateral Materials
- Design & Production
- Delivery
Communications
- Internal/External Modes
- Equipment & Protocols
- Briefing & Debriefing
- Production Book
Decision Mgmt.
- Decision Framing
- Resources & Criteria
- Deliberation &
Collaboration
- Authority &
Empowerment
Information
- Information Acquisition
- Distribution & Control
- Documentation
- Record Keeping
Entertainment
- Sourcing & Selection
- Entertainer Requirements
- Entertainer Controls
- Ancillary Programs
Merchandise
- Product Development
- Brand Management
- Manufacture
- Distribution
Infrastructure
- Transportation & Parking
- Utilities
- Waste Management
- Sanitation Services
Emergency Mgmt.
- Medical Services
- Evacuations
- Crisis Management
- Disaster Management
Procurement
- Solicitation Documents
- Source Selection
- Change Controls
- Contract Administration
Environment
- Décor & Furnishings
- Site Layout
- Way-finding
- Learning Environments
Promotions
- Advertising
- Promotional Events
- Cross Promotions
- Contests/Giveaways
Logistics
- Task Sequencing
- Contractor Coordination
- Equipment & Materiel
- Move-In/Out &
Maintenance
Health & Safety
- Fire Safety
- Occupational Safety
- Health & Welfare
- Crowd Behaviour &
Control
Stakeholders
- Client Management
- Constituency
Management
- Participants/Providers
- Communications
Production
- Lighting
- Sound
- Visual Presentations
- Special Effects
Public Relations
- Image Management
- Media Relations
- Publicity
- Crisis Management
Participants
- Speakers & Performers
- Celebrities & Dignitaries
-
Athletes/Coaches/Referees
- Officials/Experts
Insurance
- Loss Prevention
- Liability
- Coverage Requirements
- Policy Management
Systems
- Database Systems
- Knowledge
Management
- Accountability Systems
- Technology
Program
- Agenda Choreography
- Activities & Attractions
- Ceremonial Requirements
- Amenities & Hospitality
Sales
- Ticketing Operations
- Sales Platforms
- Concessions
- Cash Handling
Site Management
- Site Sourcing &
Inspection
- Site Selection &
Contracting
- Site Planning
- Site Development
Legal
- Contracts & Negotiation
- Licenses & Authority
- Policies & Procedures
- Ethics
Time Management
- Activity Architecture
- Timelines
- Production Schedules
- Schedule Controls
Theme
- Purpose & Message
- Cultural Iconography
- Image & Branding
- Theme Integration
Sponsorship
- Sponsors & Donors
- Benefits Packaging
- Solicitation
- Servicing Sponsors
Technical Production
- Staging & Equipment
- Installation
- Operation
- Technicians
Security
- Personnel
- Equipment
- Deployment
- Command & Control
SITE COMMUNICATION
Communication on the day of the event will take place by way of a number of
communication technologies as these will be required to set coordination and cooperation for
effective execution of event activities and programmes (Conforto and et. al., 2016). The
communication within college premises in relation to the event will take place with the use of
Mobile phone, posters on the wall, Mass Communication etc. All of these will assist the event
planner to communicate with the key parties involved in the execution of this event.

WORKING WITH VARIOUS STAKEHOLDERS
STAKEHOLDER INTEREST IN EVENT
Students They are part of this University and thus they possess interest in the
event being organised within college premises.
Alumni Alumni are fevered for this event as they have option to come to
university. Furthermore, they are interested to get engaged in the
workshops and programs being organised in the college premises.
Supplier For successfully conducting an event, event planner requires resources
which would enable them to conduct activities and programs in an
effective manner
Sponsors In relation to GSM CARES, sponsors will be interested to supply events
as through this they will be able to promote their products and services
among a large base of audience.
Faculty They are interested in this event as they will be able to meet the old
students as well as be able to raise funds to provide financial assistance
to needy people.
PRODUCTION TECHNOLOGY
There will be a number of programs and workshops that will be a part of GSM CARES.
The programs will make use of audio and video technologies. Also, the event organiser of this
event is making use of project mapping technique which is a technology widely used within
events industry with a view to enhance the experience driven by participants (Glukhov, Ilin and
Levina, 2015). There will also be use of PowerPoint presentations to conduct this charitable
event in an attractive manner so as to raise maximum possible funds from this event.
ETHICAL AND SUSTAINABILITY CONSIDERATIONS
The event manager of GSM CARES will make use of Triple E model in order to
undertake steps which can imply the consideration of ethical and sustainable aspects while

organising the event within college premises. The three Es of this model are briefly explained
below:-
Economic sustainability: This stresses upon the utilisation of available resources in
relation to management of event in an effective and efficient manner so that the expenses
incurred on executing the activities and processes do not exceed the stipulated budget of £1350.
This is essential so as to ensure that all the financial obligations in association with event
formulation are met.
Environmental sustainability: It is essential that an event organiser ensures that the
events conducted do not cause harm to environment and is carried out by making use of eco-
friendly practices. Taking this into account, the event manager of GSM CARES is making use of
recycling paper and ensuring that there is no wastage of food.
Ethical sustainability: The event manager of GSM CARES has ensured that the
programs and activities organised as a part of it does not offend the beliefs, practices or customs
of any section of society. Further, it has been ensured that the charity event that is being
organised within college premises respect all types of cultures and lifestyles (Glukhov, Ilin and
Levina, 2015). In this relation, event manager has specifically made arrangements for vegetarian
food even though majority of the personnel within the college have a liking for non-vegetarian
food.
Part 2: Critical Reflection
Throughout my overall journey of present event, it has been realised by me that my
whole experience is mix and match. This means some of its phases were good which have
boosted up my confidence. On the other hand, some of other phases of my experience have
demotivated me as I was not conduct event according to my expectation. During the start phase
of the event, I have planned to conduct event within college premises for few number of people.
In which seating arrangement was done for only 27 and standing arrangement was conducted
only before 8 people. My whole event team have planned to record each and every attendees in
order to analyse in the end that what proportion of people have actually attended the function.
According to this planning, I have thought that my event would going to be best one as all the
things are preplanned and it would be easier for me to execute it with the same plan. But, at the
actual time when the event started I was shocked to see number of attendees they were more than

70 people. It was very complex situation for me as it was actually impossible for me to arrange
similar kind of facility for all guest in order to make this social cause event successful. In order
to deal with this situation, I have instantly arranged seating area outside the room and focused on
adjusting people by making them for whole event. The main concern of adopting this decision is
to make sure that all people attends whole event without even missing any single phase of it. In
this, I have captured place of open hall to make all attendees comfortable. At the end of this
event, it has been evaluated by team mates that total number of 100 people have attended this
social cause event. Among this proportion, my team have collected feedback from 26 attendees
for the purpose of checking that this event was successful or not in terms of attendees viewpoint.
By evaluating feedback received from attendees, it has been seen that according to 17 people
overall event was excellent as they were happy with offered food, atmosphere(decoration) and
presentation theme of event. Whereas, leftover 9 attendees have said that event was good and
satisfactory and they do not have any kind of complain from the event planner as they have
presented their best possible efforts.
On the basis of clients feedback, I have realised that all the feedback which have been
received by me was satisfactory as they were happy with conducted event. But, when I have
overlooked my overall experience, it has been realised by me that there are some negative points
which are observed by us. The main issues which I have identified due to event are lack of
effective communication that means communication gap. This deficiency have affected
coordination among my overall team as they were not able to discuss appropriate situation and
planning with each other. But, later with the passing time I have observed that when team
members became comfortable with each other they have started discussing all the major issues
with each and other this improvement in communication have impacted positively on my event
and made it extremely successful.
Further, I have also realised that team working capability of my team was not good. Thus,
it is essential for them to improve it further so that they could conduct more better and interesting
event in future without facing this similar kind of situation in future. The next limitation of my
event that has been realised by me and my team members is related to time management. This
means, it is essential for them to deal with the situation related to time. In addition to this, my
team members have also noticed that there are were some health and safety related issues. This
was because, the room in which event was conducted was too small in size and event. Thus, it is

required by us to organise events in big hall in future so that large situation can be tackled. Due
to insufficient space, it was difficult for me and my whole to team to display all equipments
effectively in front of people without harming any of the attendees who have attended the event.
Last but not the least observation of this event displays that planning time of this event
should have been more effective. It can be said that, it is required by me to focus on planning
effectively so that I could assume and discuss all possible situation with my team members so
that I could conduct a better one for all. As per the overall experience of mine, the conducted
event was good enough for me to learn better skills and make myself confident so that I could
conduct better event for me in the coming future and contribute toward society by donating profit
earned by this event.

REFERENCES
Books and Journals
Conforto, E. C., and et. al., 2016. The agility construct on project management theory.
International Journal of Project Management. 34(4). pp.660-674.
Glukhov, V. V., Ilin, I. V. and Levina, A. I., 2015. August. Project management team structure
for internet providing companies. In Conference on Smart Spaces (pp. 543-553).
Springer, Cham.
Greiman, V. A., 2013. Megaproject management: Lessons on risk and project management from
the Big Dig. John Wiley & Sons.
Klein, L., Biesenthal, C. and Dehlin, E., 2015. Improvisation in project management: A
praxeology. International journal of project management. 33(2). pp.267-277.
Seymour, T. and Hussein, S., 2014. The history of project management. International Journal of
Management & Information Systems (Online). 18(4). p.233.
Sharp, J. A., Peters, J. and Howard, K., 2017. The management of a student research project.
Routledge.
Spalek, S., 2013. Improving industrial engineering performance through a successful project
management office.
Stellingwerf, R. and Zandhuis, A., 2013. ISO 21500 Guidance on project management–A Pocket
Guide. Van Haren.
Vanhoucke, M., 2014. Integrated Project Management and Control. Springer. Doi. 10. pp.978-3.