University Event Planning: MF Husain Art Show Report and Analysis

This report presents a detailed plan for an art show featuring the works of renowned artist Maqbool Fida Husain. The event, scheduled for June 2, 2019, at the Talkatora Indoor Stadium in New Delhi, aims to showcase Husain's legacy, sell artworks, and raise funds for charity. The report outlines the event's format, target audience (art enthusiasts), objectives, and detailed activities, including speeches, exhibitions, and an auction. It also addresses risk assessment, evaluation criteria, and a comprehensive checklist covering all aspects of event management, such as staffing, promotion, and logistics. The report emphasizes security measures and amenities for guest comfort, including wheelchair access and valet parking, ensuring a successful and well-organized art exhibition.

Running Head: INTERNATION EVENT AND PLANNING
International Event and Planning
Name of the Student
Name of the University

1INTERNATIONAL EVENT AND PLANNING
Format, theme and name of event – what type of
event will be hosted?
(ie. sports day, art show, contest, concert, launch of new
program, etc.)
The event is an art show for one of the most eminent
artists in the modern generation – Maqbool Fida
Husain
Date of event 2nd June, 2019
Time of event 4 PM to 8 PM
Location of event (venue) Talkatora Indoor Stadium, New Delhi
Attendees (ie. Board Members, VIPS, etc.) CM of Delhi, some of the eminent modern day artists,
art enthusiasts and common people
Target audience – who
Who is this promotion targeted at?
What does the audience need to know?
What will hold their interest?
The main target audiences are the art enthusiasts
who are interested in MF Husain’s artworks.
However, there is no bar on attendees – anyone with
a valid ticket is allowed to enter the stadium for the
event.
However, 30% of the seats will be reserved for art
enthusiasts who will participate in auction.
Message – what
What do you want to say to the target audience?
What do you want them to know/do?
 The target audience needs to
be interested in MF Husain’s artworks.
 In spite of artistic genius,
Husain has generated some
controversy in the country. Knowing
this, no audience inside the venue is
allowed to do hate speech or generate
controversy as it is purely an art
exhibition.
Objectives – why
Be clear about what you hope to achieve with this event.
To highlight the legacy of the great art genius MF
Husain
To sell some of the artworks that will surely light up
the personal collections of some art enthusiasts
To raise funds for donating to charity
Detailed description of event – what will take place
(thoroughly describe the activities, etc.)
The show will start with some light music and speech
from Delhi Chief Minister and some of the most

2INTERNATIONAL EVENT AND PLANNING
reputed modern day artists.
The next part is exhibition of some famous artworks of
Husain.
The final part is the auction where the registered art
enthusiasts can bid to purchase an artwork.
Risk assessment – what
Identify possible risks and develop strategies to
minimize risks.
Some risks may include security risks and heath
related risks.
It is assured to all guests that all security measures
will be deployed for the event.
In addition to security, medical assistance and
assistance for the disabled will be readily available at
the venue.
Evaluation criteria
What tools will be used to measure success?
The success will be measured by the number of
guests, funds raised as well as a positive art related
environment inside the venue.
Checklist
 Who will be involved in the event?
 What expenses need to be budgeted?
 How will expenses be covered?
 Will sponsors be recruited? If so, who?
 How will attendees (target audience) be invited?
 How will the event be promoted?
 Does talent need to be booked? Who?
 Are signage or plaques needed?
 What will be included in the Program?
 Who will speak?
 Are there special security needs?
 What is the attire (upmarket or casual)?
 Will food be served? How can menu reflect the
theme?
 Will servers be needed?
 What equipment is required?
 What are the audio/visual requirements? (ie.
lectern, lighting, speakers, etc.)
 What staffing is required?
 How will the ambiance be set?
 Art enthusiasts
 Security costs, wages for volunteers,
transportation costs of the artworks
 Funds generated from the auction and sponsor
 Yes, some art enthusiast business organisation
 Online tickets and special invitations
 Social media promotion
 Rising artists
 No
 Speech, exhibition and auction
 Delhi CM and other reputed artists
 Yes, because of high value artworks
 Casual but professional
 Snacks and beverages
 Yes
 Security equipments
 Speakers and microphone for music, speech and
auction
 Volunteers and other art handling staffs
 Light Indian classical music
 Wheel chairs for disabled

3INTERNATIONAL EVENT AND PLANNING
 Are amenities required for guest comfort (ie. wheel
chair access)?
 Are there hospitality needs (valet parking, cloak
room, etc.)
 Are there operational considerations (seating,
housekeeping, registration, floor plan, etc.)
 Valet parking and restroom
 Yes