In-House Events: Charity Event & AGM Planning & Execution Report

This report outlines the planning and execution of two distinct in-house events: a charity event and an Annual General Meeting (AGM). For the charity event, the report details the initial client liaison, brainstorming sessions, event proposal, and coordination with internal personnel and external suppliers. It covers key aspects such as event type (casino night theme), purpose (raising awareness and funds), venue features (London Earth Hall), stakeholder roles, and feedback mechanisms. The report also addresses operational problem evaluation and provides an event brief with theming options, operational needs, and sales opportunities. Similarly, for the AGM, the report includes client interaction, event proposal presentation, internal and external coordination, and feedback collection. Both event scenarios include the creation of event briefs, proposals, orders, environmental and social impact assessments, and post-event summary reports with recommendations for future improvements. Desklib offers a wealth of similar solved assignments and past papers for students.

PLAN IN-HOUSE
EVENTS OR
FUNCTIONS

Table of Contents
PART A...........................................................................................................................................4
CHARITY EVENT.....................................................................................................................4
Liaise with client to address the event needs and submit an event brief.....................................4
Meet with client to discuss staging requirements, options and ideas on event concept, theme
and format....................................................................................................................................4
Participate in a brainstorming meeting regarding the operational and service practicality with
colleagues and suppliers..............................................................................................................5
Verbally present the event proposal to the client, including the following:................................5
Liaise with internal personnel and external suppliers to plan the event......................................6
Obtain feedback from customers and contractors on event operations.......................................6
Conduct the event debrief at the conclusion of the event, including an evaluation on any
operational problems...................................................................................................................7
PART B...........................................................................................................................................7
Produce an event brief with at least two options and ideas on the theming for the event. The
brief should also include a summary of all operational needs and additional sales
opportunities. Distribute electronically......................................................................................7
Produce an event proposal that includes options and ideas on event concept, theme and format;
range and style of products and services and accurate costing. Distribute these electronically..8
Produce an event order detailing timings, catering, attendee numbers, room set-up and
technical requirements. Distribute electronically.......................................................................8
Create a list of environmental and social impacts and how you will address them. Ensure you
include the following:..................................................................................................................9
Submit a report that summarizes the event and make recommendations for future events.........9
ASSESSMENT 2...........................................................................................................................11
ANNUAL GENERAL MEETING............................................................................................11

Liaise with client to address the event needs and submit an event brief...................................11
Meet with client to discuss staging requirements, options and ideas on event concept, theme
and format..................................................................................................................................11
Participate in a brainstorming meeting regarding the operational and service practicality with
colleagues and suppliers............................................................................................................11
Verbally present the event proposal to the client, including the following:..............................11
Liaise with internal personnel and external suppliers to plan the event....................................12
Obtain feedback from customers and contractors on event operations.....................................13
PART B.........................................................................................................................................13
Produce an event brief with at least two options and ideas on the theming for the event. The
brief should also include a summary of all operational needs and additional sales
opportunities. Distribute electronically....................................................................................13
Produce an event proposal that includes options and ideas on event concept, theme and format;
range and style of products and services and accurate costings. Distribute these electronically
...................................................................................................................................................14
Produce an event order detailing timing, catering, attendee numbers, room set-up and technical
requirements. Distribute electronically.....................................................................................14
Create a list of environmental and social impacts and how you will address them. Ensure you
include the following:................................................................................................................14
Submit a report that summarises the event and make recommendations for future events.......15
REFERENCES..............................................................................................................................16

PART A
CHARITY EVENT
Liaise with client to address the event needs and submit an event brief.
A charity event has two purposes: it raises money and raises awareness for a certain
cause. People are naturally generous and eager to donate to organization in order to make a
difference. It is very important for the organization as well as people to describe about the event
planning so that they can explain about what their Charity and how it is impacting on the lights.
For better Charity event planning it is very important for the company as well as for the
individual to implement some steps so that they can maximize monetary donations and
attendance as well as. It is very important for the company to set a budget because as a
nonprofits company they are going to depend on the sponsorship donation and ticket sales so it is
very important for them to set a particular budget after that it is very important for the company
to select a theme because a theme always develop for a fun event and it is very important
individual change because the charity event is increasing the consciousness of a diet because that
the event is somehow supposed to be kind of serious that is very important for the company to
choose a particular venue that fits with the theme if the companies choosing Moonlight Garden
theme so they are required to select some outdoor access. After that, this is very important for
them to promote the event on the social media platform so that they give from their Charity
while keeping costs to a minimum. And then continue to promote after the event because it
encouraging individual to continue to donate and keeping their followers updated on the total
contribution amount.
Meet with client to discuss staging requirements, options and ideas on event concept, theme and
format
As this Charity event is conducted in order to increase the awareness for a specific cause
and increase money. In this stage the organization is meeting with the clients and going to
discuss about the requirements of the events and ideas and things. For this event the individual
going to consider casino night in which they set up several card game tables in which the guest
can test their luck. This activity support them to bring the additional money and the guests can
also donate money are winning by them. Along with this De select London Earth hall because

this when you has enough space in order to accommodate the expected turnout and additional
equipment like game booth.
Participate in a brainstorming meeting regarding the operational and service practicality with
colleagues and suppliers.
People convene (in person or electronically) to debate, draw out, explain, and write down
ideas to solve issues or develop something new during a brainstorming session.In this meeting
going to inform the team so that we cannot deny that some of the best outcomes and ideas and in
this meeting we can facilitate the procedure and focus on their goals so that we can motivate the
participants and follow up on their ideas. In this meeting its help the individual as well as person
to describe about the problem so that the company can pick an appropriate facilitator and invite
the appropriate people in order to set the agenda and holding the session.
Verbally present the event proposal to the client, including the following:
Type of event:For this report the selected event is Charity event and the venue which is
collected by the organization is London Earth hall and they are going to consider casino night so
that they can play card game tables.
Purpose of the event: the aim of this Charity event is to increase the awareness and
consciousness for a particular cause and increase money so that they can analyse that how it is
impacting lives.
Key features: Organizing events is one of the most effective methods to increase
awareness for any cause. An event gives a charitable organization the opportunity to let people
know what they're all about, what they've accomplished so far, and what they want to do in the
future.It is critical to communicate effectively with the target audience, which necessitates
extensive research on the demographics of the participants.
Venue features:Rows of chairs facing the front of the room, separated by a single row,
and a platform for the speaker in the front of the room. This approach is most commonly seen in
TED Talks and Apple presentations.Set up several card game tables so guests may try their luck

at a casino night. This aids in bringing in extra funds. Guests can also give the money they won
freely. For this event, the company considers banquet style seating because It's a traditional
sitting configuration with circular tables for 8 to 10 people. Participants are encouraged to
interact with one another since the seats are arranged such that they face each other.
Overview:As the organization is going to conduct Charity event and in which they are
going to select casino style theme so that they can test the luck and provide several entertainment
services and food and beverage services. Food and beverages services are kind of services which
is this concept of preparing and presenting the food and beverages to the people. These all
activities help the company to achieve customer satisfaction and get more positive outcome.
Roles and responsibility of stakeholder:A stakeholder in the context of charity
marketing is an individual, group, or organization with a vested interest in a charity's success.
The following are examples of such groups: Beneficiaries are the individuals or groups who
benefit from the charity's efforts. Donors are people who contribute to the charity.Volunteers,
sponsors, spectators, and participants are among the employees, volunteers, and sponsors.
Secondary stakeholders are just as crucial to the event's success and survival as major
stakeholders, but they don't have the same direct influence.
Liaise with internal personnel and external suppliers to plan the event
An event is a one-of-a-kind occurrence that is celebrated or observed to meet a specific
purpose. It is anything remarkable that occurs in accordance with a predetermined strategy that
involves the networking of a multi-media package in order to reach a goal. Occurrences,
happenings, incidences, occasions, and experiences are all synonyms for events. In this event the
company is going to holdthe meeting with suppliers so that they can formulate the planning in
order to get positive outcomes and success.
Obtain feedback from customers and contractors on event operations.
In order to obtain a feedback from the customer and from the contractor they are going to
schedule polls and surveys because it is the easiest way to receive a customer feedback. Service
the kind of activity which usually take a few minutes and it is not too time consuming. It helps
them to collect the information and feedback from the constructor as well as from the customer
that may be crucial for their development.

Conduct the event debrief at the conclusion of the event, including an evaluation on any
operational problems.
It's a structured, voluntary discussion aimed at putting a strange occurrence into context.
It provides employees with clarity regarding the catastrophic incident they have been through
and supports them in developing a recovery plan.Debrief evaluation is the brits Caesar which
concentrates on the street list of what work and what is relevant for the event. It also helps the
company to analyses what went well and what could have gone better. There are several kinds of
problems with our facing by them in context of operational activities so all the activities and
situation help them to overcome the problems and get positive outcomes.
PART B
Produce an event brief with at least two options and ideas on the theming for the event. The
brief should also include a summary of all operational needs and additional sales opportunities.
Distribute electronically.
Event brief
Objectives: organising a conference related to discussion upon impact of covid-19 on global
economy.
Goals: the goal of the organisation is to successfully involve a meeting of 50 people that are from
different countries and order to discuss the impact of covid-19 on global economy
Timeline: the timeline of the event will be from 1st September 2021- 3rd September.
Resources:
 Accommodation for 3 days
 catering and food for 3 days
 hospitality services
 transport services
 health care services
Budget: the overall budget will be 100000 Australian dollars.

Produce an event proposal that includes options and ideas on event concept, theme and format;
range and style of products and services and accurate costing. Distribute these electronically.
Event concept: this will be the conference on discussion about the impact of covid-19 on global
economy. The conference will be held between 50 representatives of different countries. The whole
event will be held in Melbourne, Australia.
Theme and format: the theme of the event will be formal where all formats are related according to
a formal meetings and conferences.
Range style of production services: the all production services will be simple and sober that consists
quality of a formal meeting at proper attention paid to hygiene.
The total cost will be approximately 100000 Australian dollar
Produce an event order detailing timings, catering, attendee numbers, room set-up and technical
requirements. Distribute electronically.
Day one
Transporting biggest from airport to hotel.
Providing basic facilities and hospitality services.
Taking guest to day 1 of conference.
Taking back hotel.
Providing services.
The similar format will be followed for all three days until the departure of representatives of different
countries to their homeland.
Create a list of environmental and social impacts and how you will address them. Ensure you
include the following:
 It is a general conference that does not impact the lifestyle of neighbouring residents as it
will cover under a single roof and will only include hotel and the destination where the
conference will be held.

 There is proper use of recycling program where there will no use of any disposable item
all the cutlery will be used will include recyclable material where there will no
involvement of plastic.
 A separate crowd movement will be observed where there will be a limited number of
people attending the conference because of covid-19 restrictions.
 In context of uses of energy there will be use of solar panels that will help in consuming
the energy from renewable sources. For this the solar panels will be installed on different
locations where the conference will be held so that there will no interaction within energy
consumption.
 Along with this water and other resources are also maintained in an appropriate manner
where the separate water tankers and authentication from local authorities will be used to
maintain adequate supply of water and other resources.
Submit a report that summarizes the event and make recommendations for future events.
The overall project is based upon a conference that will discuss the topic of covid-19 and
its impact upon the global economy. It is an international conference where the representatives of
more than 50 countries will be participating. The program will be take place in Melbourne
Australia where the adequate arrangements are done in order to achieve the positive results of the
conference. All the resources are gathered and arranged in an appropriate manner where separate
catering and hospitality staffs are also applied to serve the customer. There are proper
arrangements for transportation of individuals from one place to another by following all the
safety norms and covid- 19 protocols. It is analysed that the project is an appropriate aspect of
understanding different evaluating techniques to manager project and provide adequate event
management information.There are some recommendations that can be followed for future
events by considering this event as a base.
 Firstly, the event has a scope of improvement in its implementation where a single hotel
can be used to do a conference and staying of participants.
 Secondly, it is also recommended that there are continuous changes to the environment
protocols where a separate location can be used such as London or any other country

where each and every country can easily reach and it will also decrease the cost as
Australia is an end of the world that in a huge amount for reaching there.

ASSESSMENT 2
ANNUAL GENERAL MEETING
Liaise with client to address the event needs and submit an event brief.
The annual general meeting of the local tourism organisation will be held at our facility.
There will be around 150 people in attendance, so theatrical seating will be necessary. The
meeting will begin at 2.30 p.m. and end at 6 p.m. A lectern, microphone, and table for a five-
person executive committee must be set up on stage.
Meet with client to discuss staging requirements, options and ideas on event concept, theme and
format
A lectern, microphone, and table for a five-person executive committee must be set up on
stage. A registration desk and two seats are also needed at the room's entrance. Outside the
conference room, afternoon tea will be provided.During this stage, the organization will meet
with clients to discuss the event's needs, as well as suggestions and other items.They willselect
London Earth Hall because it has adequate capacity to meet the projected attendance as well as
extra equipment such as a catering facility.
Participate in a brainstorming meeting regarding the operational and service practicality with
colleagues and suppliers.
During a brainstorming session, people gather (in person or online) to discuss, draw out,
explain, and write down ideas to solve problems or build something new. In this meeting, we
will inform the team so that we cannot deny some of the best outcomes and ideas; in this
meeting, we will facilitate the procedure and focus on their goals so that we can motivate the
participants and follow up on their ideas; and in this meeting, we will facilitate the procedure and
focus on their goals so that we can motivate the participants and follow up on their ideas. This
meeting will assist the individual as well as the person in describing the problem so that the firm
may select an appropriate facilitator and invite the right individuals to create the agenda and
conduct the meeting.

Verbally present the event proposal to the client, including the following:
Type of event:The selected event for this report is the Annual Broad Meeting, and the
location that the organization has gathered is London Earth Hall, and they will be considering
general discussion on meeting agenda which is local tourism.
Purpose of the event: The purpose of this Annual General Meeting is to promote local
tourism and raise awareness for a specific topic so that they may analyze how it is affecting
people's lives.
Key features: One of the most successful ways to raise awareness for any cause is to
organize events. An event allows to share what they're all about, what they've done so far, and
what they want to accomplish in the future. Effective communication with the target audience is
important, which involves comprehensive research into the demographics of the participants.
Venue features:A platform for the speaker in the front of the room, divided by a single
row of chairs facing the front of the room. This method is used frequently in TED Talks and
Apple presentations. Theatrical type seating is being considered for this event since it is a classic
sitting layout with circular tables 5 individuals. Because the seats are positioned such that they
face each other, participants are encouraged to interact with one another.
Overview:As the organization is going to conduct Annual general meeting event and in
which they are going to select basic and simple theme so that they can openly discuss upon the
meeting agenda which is local tourism and provide several entertainment services and food and
beverage services. Food and beverages services are kind of services which is this concept of
preparing and presenting the food and beverages to the people. These all activities help the
company to achieve customer satisfaction and get more positive outcome.
Roles and responsibility of stakeholder:An individual, group, or organisation with a
vested interest in the success of an annual general meeting is referred to as a stakeholder in the
context of annual general meeting marketing. These are some instances of such organisations:
Individuals or groups who profit from the annual general meeting's work are known as
beneficiaries. Employees, volunteers, sponsors, spectators, and participants are among the
volunteers, sponsors, and participants. Secondary stakeholders are equally as important as main
stakeholders for the event's success and survival, but they don't have the same direct impact.