BSS005-1 Assignment 2: Event Planning Report - Metro Bar New Year

This report presents a comprehensive event plan for a New Year's event hosted at Metro Bar, focusing on key aspects of event management. It begins with an introduction to event management and its importance, followed by a detailed examination of the event's market strategy, including the application of the 7 Ps marketing mix to ensure success. The report then delves into the human resource requirements, outlining the roles and responsibilities of key personnel like event managers and supervisors, both before and after the event. Financial details, including budgeting and pricing strategies, are also covered. The report concludes with a summary of the findings, emphasizing the importance of meticulous planning and execution for a successful event. The report aims to provide a practical guide to event planning, showcasing the strategies and resources needed to make the event a success.

NEW YEAR EVENT- AT
METRO BAR

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
i. Market Strategy........................................................................................................................3
ii. Human Resource Requirement...............................................................................................5
iii. Financial Details....................................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Event management will be when there will be a party which would want to organize an
event they get event management to do this event for them so that can enjoy rather can running
from one place to the other themselves instead of attending the guests. This can be done for a
festival, ceremonies, formal parties, concerts, conferences, etc. Budget will be provided to them,
and they are supposed to take care of everything else about event in that budget.
The study would be covering that Metro Bar would be hosting an event for new year, and
they have hired event manager so that they can make event take place smoothly which will be a
very important factor. Report would be covering marketing strategy which event management
must use to make event happen without any errors and make it a success, financial details about
event which would be held in Metro bar and human resource which will be required to make an
event take place.
MAIN BODY
i. Market Strategy
There are a lot of factors which are important while organizing an event and strategies
like 7 P's can help in making event a success and make a brand name for Metro bar which will be
using this strategy. Metro Bar will be hosting an event for new year's and with help of 7 P's the
event organizers can plan the new year event accordingly (Erkmen and Hancer, 2018).
Product
The event organizers will help the Metro bar to organize the event successfully and make
most from it because it will help the place have a better name for themselves which will be
known for products they are providing to customers. Quality of Bar would be very good and will
very well maintained therefore they would be hiring event organizers to help them maintain
standards and host event. This event has to be well managed by right people so that event can be
a hit and there are more customers which are coming by Metro Bar (Mallen and Adams, 2017).
Managers of events are going to get technicians, so that there will be dancing floors and lights
which can be put according to manager of event. There are a lot of factors which have to be kept
in mind when it comes to organizing any event and to make that event take place in a better way
without any errors there have to be a lot of people which need to be involved in process so that
quality of event can be maintained.
Place

Place will be a reputed Metro Bar where event will be going to be held but not many
people who know that Metro Bar would be organizing new year event therefore place will have
to be promoted in a lot of different ways possible. Internet has played most important part in
Metro Bar which will be why Metro Bar will be having customers they have had over years and
internet would play a great role in making place a success in this event as well. Word of mouth
will play a great role in making event a success therefore Metro Bar will target for right
customers who have experienced there visit in this Metro Bar so that they can help Metro Bar
make this event get prosperity (Levi, Hewlett, 2016).
Promotion
There are a lot of promotions which would be taking place for this event because at this
point of year there are a lot of restaurants and other place which would be organizing events.
Mails which will be put out by Metro Bar, bill boards will be put out by marketing department,
advertisements on radio, televisions, etc will be another way to promote event. Special offers and
discounts will be put out for members of restaurants and also for those who book there place in
Metro Bar before days of event to be held (Padron and Stone, 2019). Discounts and offers attract
a lot of customers in Metro Bar. Competitions in market for this night will be increasing and to
make a place for themselves in market Metro Bar will be hosting this event so that they can
increase there sales in next year. Managers of event can also add gifts in end of event so that
customers which are coming to event stay for longer.
People
A special management team will be got for event so that there are lesser errors in Metro
Bar and customers will be able to enjoy every bite of evening. Event managers also get new
ideas and creativity in event by getting events which would entertain customers and make then
get what they expect out of Metro Bar. Employees will be trained to give there best to customers
so that customers can have a better experience, and they would want to visit Metro Bar again
later (Olson and Brown, 2018). Culture of Metro Bar has to be managed by right employees and
manager of event so that customers leave Metro Bar satisfied and with good experience so that
they are talk to people about it which would attract more customers in Metro Bar.
Price
Prices of event is going to be set higher because Metro Bar which has a set of standards
for themselves and other reason will be that the event manager will be being got specially for

event therefore tickets for event will be going to be higher than usual. Prices of tickets are going
to be initially low so that event can be measured if they are going to have a lot of customers or
not then it can shift to higher pricing as day of event comes closer but according to tickets which
Metro Bar has already sold (Jones, 2017). This pricing strategy will be known as penetration
pricing strategy and this would be used by Metro Bar for this event so that they can make a profit
with customers who are coming for new year event.
Process
Commitment which event organizer will be providing to Metro Bar will be going to be
maintained because experience event planner has will be great and that will make Metro Bar
have a better name for themselves. Complains which Metro Bar had got earlier by customers
have been worked upon so that event can be planned accordingly. Services will be given to
customers on time and events which are planned for night are going to be liked by all customers
which would include all customers in Metro Bar which will be a very important factor for Metro
Bar.
Physical Evidence
Facilities which Metro Bar will be proving customers will be very good and event
organizer they have picked for hosting event will be also good which will be another advantage
Metro Bar has. Interiors of Metro Bar will be very good and ambience which will be being given
to customers will be also of a high standard which will be peaceful and to liking of society
(Brunt, Horner and Semley, 2017). Metro Bar will be located at a place where it will be easy to
find Metro Bar with perfect couches for customers which makes customers even more
comfortable in Metro Bar. Event organizer will be going to get more comfort to customers
because organizers will understand customers better and that will get more customers in Metro
Bar on a long run. Metro Bar has been made in a way which will be accepted by all cultures and
very society friendly which will be making Metro Bar have a positive impact on customers.
ii. Human Resource Requirement
There would be a requirement of a lot of human resource to make this event a success
which are technicians, event manager, staff, supervisor, etc. Roles and responsibilities of all of
them in making this event take place would be different from one another and roles of them
would be different pre-event and post event.
Roles and responsibilities

Event Manager
Managers of event roles would be to handle budget of Metro Bar so that process of event
can be done properly. To work as a team and make sure that team which will be making event
happen to them have to be guided properly otherwise there chances of an error to occurs
frequently (Maeng and Jang, 2018). Feedback's must be taken after the event because a
professional would want to improve as much as possible so that they can be hired for bigger
events as well. Event manager must know how to make most out of a limited budget and have a
standard of their own so that Metro Bar will be satisfied.
Pre-event responsibilities of manager will be to collect finest of employees they have
under them and give right instructions so that event can be held smoothly (Li and Luo, 2018).
Have a logistic ready so that event can be decorated with budget which has been given to them
and Metro Bar can be handled in right way so that customers are satisfied with services. Manager
will also have to get serving staff with them which are trained and have right set of standards
which can match Metro Bar wants and needs. Event manager must make sure that problems
which arise during event also have to be solved by manager of event so that customers do not
have many complains about Metro Bar.
Post event responsibilities of the manager is that they have to make sure that the place is
left clean and as they had got it before the event took place (Raj, Walters and Rashid, 2017). The
manager must make sure that the event has had no errors which can cause any trouble for the
customers who are coming in the Metro Bar for the new year event. By the end of the event the
manager must have a report as to the events which took place during the event and if the event
was done in the budget which was allotted to the manager of the event.
Supervisor of Event
Track on all events which are taking place have to be tracked by someone which will be
major role of supervisor of event. Meeting will be held by supervisor of event so that they are
updated about all where about of event and what will be being planned for event also has to
come in notice of supervisor (Kaur and Silva, 2017). Material which will be used for the event
and which will not be used should have been discussed with supervisor so that event can be
properly planned. All departments are under supervisor of event which will be why there will be
a lot of pressure on supervisor so that event does not make any errors and event can take place
smoothly.

Pre-event supervisor has to be updated about everything managers for event are planning
and what actions which are being taken by them so that supervisor can control those activities as
planned. It will be very important for event to occur as planned and supervisor's role will be to
make sure that it will be occurring in that format. To make event famous without any errors will
be work of supervisor in event or Metro Bar has to make sure of. Make sure that all
communications have taken place properly and all employees of events know what they have to
do and what are standards they have to match up to.
Post event supervisor will make reports as to how event was and errors and complains
which came up by customers which need to be improved so that Metro Bar and event
organization team can improve in the future (Pearcy and et.al., 2017). Emergencies which came
in front of supervisor or employees of event or Metro Bar during or before event took place that
will be a very important factor which needs to be improved so that Metro Bar can benefit out of
that factor for a better market for themselves.
Technicians of Event
Roles and responsibilities of a technician in an event will be that they have to make sure
that all equipments and technical aspect of event are being done properly. Lighting of a place
really makes Metro Bar look appealing to customers therefore technicians have to make sure that
they are doing a good job for Metro Bar so that Metro Bar can have a stable customer after event
takes place. This will be like a promotion therefore Metro Bar has to make sure that they are
using right technicians and event managers to make event take place properly.
Pre-event responsibilities of technician will be that they have to make sure that décor
they have done has been done properly, and they are all functioning without making any error
while event will be being hosted (Cronin and et.al., 2018). There should be proper tools and
microphones, etc have to be used so that there will be communication between event hosts and
technician have to make sure that they have right tools and equipments which are required.
Technicians of event also have a great role in making event a prosperity which will be why they
have to know there role which event manager will communicate to them with decisions which
manager of event has taken. Any technician trouble which comes up before or during event if
responsibility of technician.
Post event roles of technician will be that all décor technician has done have to be
removed properly and hand over Metro Bar just like Metro Bar had handed over Metro Bar to

them. It will be very important for technician to use budget properly, and they have to make sure
that they are not spoiling property in any form and if they are doing something then prior
permission should be taken. Technicians can also help in promotions of event so that event can
take place properly and that will help event to be more popular than expected.
iii. Financial Details
Break even point is a point at which the expenses and the revenue of the company is at
the same point. At this point there is no profit and there is no loss in the business (Jones, 2017).
There will be a set of budget which will be given to the manager of the event and the manager
has to make sure that the break even point of Metro Bar is met.
Expenses which are incurred in business are mostly of variable nature which impact the
cost of products and this can be recovered with additional increase in margins of sales of per unit
of products.
People 200
Rent 450
Deposit 100
Security 120
Bartenders 120
Hire fee 300
Revenue 90000 450*200
V Security 120
Bartenders 120
BEP 0.36
120/(450-
120)
CONCLUSION
Event will be being hosted after looking at all factors of Metro Bar and this will be being
used as a promotional step by Metro Bar so that they can create a standard for themselves which
will help Metro Bar get loyal customers in the future. Metro bar took the right decision by hiring
the event management for themselves for hosting the event because this will help the Metro Bar
to build a name for themselves for the future reference. Event management are professional
workers who take care of every small details about customers therefore this will help Metro bar
to make loyal customers and word of mouth will really help Metro Bar to get a market for
themselves.

REFERENCES
Books and Journals
Brunt, P., Horner, S. and Semley, N., 2017. Research Methods in Tourism, Hospitality and
Events Management. Sage.
Cronin, J and et.al., 2018. Restaurant table management system. U.S. Patent Application
15/467,805.
Erkmen, E. and Hancer, M., 2018. Creating value for restaurant customer: The role of other
customers in dining experience. In Tourist Behavior (pp. 157-171). Springer, Cham.
Jones ML. Sustainable event management: A practical guide. Routledge; 2017 Dec 6.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kaur, N. and Silva, D., 2017. Best Practice Strategies for Customer Base restaurant.
Levi, E., Hewlett Packard Development Co LP, 2016. Event management systems. U.S. Patent
Application 14/895,233.
Li, X. and Luo, C., 2018. Developing competitive advantage for a restaurant.
Maeng, J.H. and Jang, H.Y., 2018. The Reestablishment of Event Factors in Buffet Restaurant
Choice Process and the Interactions between Customer Satisfaction and Behavioral
Intention. The Journal of the Korea Contents Association. 18(6). pp.204-216.
Mallen, C. and Adams, L.J., 2017. Event management in sport, recreation and tourism:
theoretical and practical dimensions. Routledge.
Olson, E.D. and Brown, E., 2018. Perceptions of students in an event management program of
annotation systems and their influence on student learning. Journal of Hospitality &
Tourism Education. 30(2). pp.118-126.
Padron, T.C. and Stone, M.J., 2019. LEADERSHIP SKILLS IN EVENT MANAGEMENT
COURSES. Event Management.
Pearcy, D.P and et.al., 2017. Integrating security policy and event management. U.S. Patent
9,548,994.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.