Detailed Event Planning Report: Strategies for a Successful Seminar

This report provides a comprehensive analysis of event planning, focusing on a seminar at Metro Bar for Management postgraduate students. The introduction outlines the event's objective: to introduce students to advanced technologies used in their future companies. The main body delves into the marketing strategy, utilizing the 7Ps of the marketing mix (Product, Price, Place, Promotion, Process, Physical Evidence, and People). It then details the human resource requirements, including roles and responsibilities for the Event Manager, Event Coordinator, Information Manager, Logistic Manager, and Security Manager. Finally, the report addresses financial details, covering costs and break-even points. The report emphasizes the importance of a well-defined marketing strategy, effective human resource management, and sound financial planning for the successful execution of the event.

Event Planning

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

INTRODUCTION
Event Planning is the process of coordinating the event which includes all the
budgeting, scheduling and site selection etc. In the same way, the current study is also focus
upon event planning and describe the things which are needed in order to meet the define
aim. The current study is based upon the new event planning i.e. to set up an event in Metro
Bar for Management Post graduates students in which they understand the how to use of
advance technology in their Future companies. For that, study will determine the marketing
strategy by using marketing mix analysis for the chosen event. Moreover, report will describe
the human resource requirement which includes all the detail of staff for an event, lastly study
will provide financial details that includes all the cost and also provide break event point as
well.
MAIN BODY
Marketing Strategy
According to Nunkoo and et.al., (2018) marketing strategy is refers to the business
complete plan for reaching to the consumer and turning them into the customers of a product
and services that a business provides. Thus, by using Marketing mix, which is the set of
action, tactics that company uses to promote its brand within a market. Thus, the 7P’s of
marketing mix are as mention below:

Product: As per the study, Metro Bar offer the event for the students of Management
Post Graduates so that they understand how to use the advance technologies in their future.
The event provides live session in which Artificial Intelligence is used that helps to minimize
the load of a company so that business improve their own performance (Kassens-Noor and
Lauermann, 2017). Through this event, Metro Bar make sure that the advance technique used
should be high in quality so that it do not creates any negative impact upon customers. Also,
currently Metro Bar is already offered range of events for society, education purpose and
corporate world. That is why, in order to introduce this education cum professional event will
help to attract range of students towards it because it is a new event held in a Bar which assist
students to enhance their knowledge towards a advance tools and techniques.
Price: Another key element of Marketing Mix in which price is decided in order to
offer the product within a market. Such that Metro Bar is organizing an event show for their
students and for that, it comply with penetration pricing strategy that assist to draw attention
of many customers toward it. Through this, it tie up with top Universities of state so that
ticket are sold at bulk and for that the price of the ticket is lower so that all the variety of the
students may easily afford and enjoy the seminar (Sox, Sox and Campbell, 2020). On the
other side, another strategy which Metro Bar uses such that at the end of the date of ticket
selling, it lower down the price of ticket up to 5% so many other students are also attract
towards it. Along with this, proper dinner is arrange for that no extra charges will be taken
from students and this in turn attract range of people towards it.
Place: The event is host at Metro Bar because it is a famous bar in UK which hold
capacity of 200 people single time and that is why, choosing this place will help to sustain the
brand image at local level and even youngster come to know the place and also visited the
same in next time too. Moreover, the place is located in middle of the city and that is why,
most of the people may easily reach, thus because of its easy suitability, the place is chosen
which in turn attract the range of customers. Further, the place is almost offer range of
product to their customers and that is why, organizing the seminar in Metro Bar is well
suitable.
Promotion: It is the best tool that helps to promote the event at range of students,
because for promoting the product, every company require range of tool which in turn grab
attention of many customers towards it. In the same way, for organizing the seminar for
management students, Metro Bar uses social media in which Facebook is used (Dowson and

Bassett, 2018). It is so because this is used by more than 70% of the people in order to learn
new option available within a market and in the same way, to promote the event at large
level, Facebook is used in which an advertisement is prepared which provide brief detail of
an event and this in turn attract range of people.
On the other side, pamphlet are also distributed to top Universities whose students are
target in order to meet the define aim. Though it is analyzed that company uses both
traditional and modern form of promotion tool which in turn leads to grab attention of any
students.
Process: The process of enrolling is quite simple and not time consuming, as online
website is provided to the Universities and in all the promotional tool and students simply
have to click and fill the detail and pay the amount online as to get ticket. Thus, process do
not require extra time an even there is an offline process is also available in which offline
transaction is proceed (Bikakis, Kalogeraki and Gunupulos, 2018). These process are
available as per the students need and suitability which in turn leads to manage the things and
also leaves a good impression upon other people as well.
Physical Evidence: Physical evidence are consider the things which are touched and
for that Metro Bar is consider as an evidence where the event is conducted and also, pamphlet
which are distributed to the students in Universities are also consider as a Physical Evidence
in order to meet the define aim. Also, the arrangement done for executing the entire event
successfully, is also consider the physical evidence such as human resource, students, staff
members of a bar are consider under this. Beside this, consistent branding across the
communication is another thing that is counted in this P of marketing mix.
People: It means that people who invested their time in order to execute the project
successfully in the market. So, staff members of Metro Bar are known as a people because
that make proper arrangement for the seminar and deliver the event at greatest level too
(Mitsakis, 2020). Further, students who come and enjoy the services are also consider as a
key people, while the suppliers and SEO who advertise about the event are also consider the
key people for the event and media who cover the entire event is brief manner are another
key people of a seminar.
Human Resource Requirement
Human resource are consider the key people who make the event successful and for
organizing the seminar at Metro Bar for Management students. With the help of human

resource, event is successful, though financial and technological resources are also plays an
important role in order to make the event successful. There are different key people required
who assist them in order to meet the define aim. These are as mention below:
Event Manger:
Roles and Responsibilities:
 The main human resource of the entire event because they are responsible for the
planning and producing the whole event.
 Also, responsible for procurement management and resource management, make sure
that all the work is completed as per the requirement (Roles and Responsibilities of
human resource within an event, 2020).
 Event Manager also formulates, prepared and implement the risk management plan in
order to protect the event from any risk.
 On the other hand, Manager is also liable to organize the promotional tools in order to
let the people know about the event happening at Metro Bar. As it can be stated that
event Manager plays an important role in the success of an event.
Event Coordinator:
Roles and Responsibilities:
 As the name suggest, they are liable for coordinating all event professionals and also
make sure that business operations are effectively run or not.
 They are also known as an event specialist and event planner because their main
duties include selecting venues and determine the cost and also arranging the event
services, along with monitoring client approval (Cubukcuoglu and et.al., 2020).
 Even Coordinator also liable for event’s success and keep submit the findings, also,
they determine the loopholes and try to overcome the same for next event as well.
 Make sure that all the key stakeholder of an event are well known with the concept of
event because it may somehow affect the entire success of an event into opposite
manner.
Information Manager:
Roles and Responsibilities:

 The same suggest that they provide information or related data to Event Manager
from different sources in order to make better decision out of many. The person at Metro Bar is also liable for all documentation of all business operation
which are carried out in pre- event, at- event and post- event. Further with the help of
these data, Information Manager keep concern with event planner in order to make
changes in an event to deliver the best output. Information manager also maintain database of service provider, delegates, guest and
sponsors so that proper data are determined with regards to event. With the help of event managers, Information manager also formulate, prepare and
implement the risk management plan so that students do not suffer from any issue and
event is successfully launch.
Logistic Manager:
Roles and Responsibilities:
 They are responsible for custom clearance and other type of clearance, as they are
also liable for warehousing of cargo and cargo insurance as well (Mahdi Rezaie,
Fakoor Saghih and Motahari Farimani, 2020).
 They are also expected to move goods and merchandise from one destination to other
in an efficient manner so that there is no loophole. So, it is analyzed that with the help
of logistic manager, event perform in well manner and also maintain up to date
knowledge of all the internal department process.
 Logistic Manager is also liable for procurement management as well as resource
management and keep help information manager to implement the risk management
plan.
 At Metro Bar organize a seminar for students, the logistic manager is liable for
transportation of all the equipment required for the event and if any kind of theft
happened, they are only liable for the same.
Security Manager:
Roles and Responsibilities:
 The entire strategy for security is made by security manager and they are responsible
for formulating, preparing and implementing the security strategies.

 Security manager also advise event planner for an emergency exit in case of any
emergency because it is concern for the safety purpose of the students.
 Moreover, security manager is also monitoring the security operations for a firm and
then implement the policies, regulations and norms in order to make sure that the
environment is safe for the students as well as visitors (Xu and et.al., 2018).
 Further, they also develop and implement the security policies for the students in
order to provide them safety environment.
Pre-event activities:
 Under this, event planner should hire the person who well known the key activities of
an entire event such that promotion is comes under pre- event activities and for that
SEO should hire or tie up in order to promote the event up to large scale.
 A team should be developed by the event Manager and also make sure that they
delegate the roles and responsibilities to them so that the event is successfully
implemented within a market. For the current event, the main purpose is to let
students aware with the advance techniques which are used in their professional
career and that is why, proper team should be set who provide complete guidance.
 A budget and outline of the event should also be set in order to execute the event at
successfully in a market. Further, this will help to execute the entire event at proper
manner without causing any loss.
Post-event activities:
 This type of activities includes cleaning because when the event is closed, some staff
should be hired in order to clean the entire premises and this in turn leads to close the
event successful manner (Baum, 2018). Further, any type of damage cause during
Metro Bar, then logistic manager is liable and pay the amount for the same
 All the dues of contractor and other person should be cleared before leaving the place
and this in turn help to successfully closure the entire event in perfect mode.
Financial details
Financial detail include the cost of the item which an event is required to complete the
event. Further, the cost analysis for seminar conducted at Metro Bar is as mention below:
Particulars Amount (£)
Venue charges 52

Staffing 89
Décor 45
Speakers and performers 14
Signage and event branding 12
Travel 23
Event Application 25
Live streaming 8
Social Media 16
SEO 18
Merchandise 31
Printed material 11
Marketing and Promotion 25
Miscellaneous Expenses 98
Total 467
Break Event Point is well known tool that is used to determine at what point the
company is and how it will be get profit. Thus, it is a financial calculation which is used to
determine the number of product and service needed to sell to at least cover the cost. Hence,
the main purpose of the break even analysis is to determine the minimum output which must
be exceed by the business to profit. Thus, for the current event and execute the same in better
manner, the below mention formula is used i.e.
Break even point = Fixed cost / (sales price per unit – variable cost per unit)
= £258 / (89 - 86)
= £258 / 3
= £ 89
Thus, it is analyzed that the current figure i.e. £ 89 which is consider the break- even point
which shows that at this point, company will be profitable.
CONCLUSION
By summing up above report it has been concluded that proper planning is required in
order to make the event successful and thus, marketing plays a crucial role in order to

promote the event at large scale. Thus, study concluded that with the help of 7P’s of
Marketing mix, it is analyzed that through effective modern and traditional form of
marketing, Metro Bar attracted range of people towards it. On the other side, there are variety
of human resource are required in order to make the event successful such as event planner,
event coordinator, information manager, security manager and logistic manager. Also, pre
and post event management activities are also included in this in order to successfully launch
the event into market. Lastly, is required in order to organize the event and its break event
point is also suggested the amount through which cost of production is equal to the revenue
for a product.

REFERENCES
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through: <http://www.eventeducation.com/event-organizers.php>.