Project and Event Management: Client Needs and Event Planning

This report delves into the intricacies of project and event management, specifically focusing on the planning and execution of a Christmas-themed festival event. It begins by assessing client needs, wants, and expectations, emphasizing the importance of ambiance, convenience, and motivational factors like gifts and games. The report then identifies audience requirements and motivational drivers, highlighting incentives such as shopping days. A detailed market analysis follows, defining event marketing and experience. An event plan is developed, including the event's name (Holidaze 2019), date, location, target audience, and objectives. The report identifies and classifies both internal and external stakeholders. It provides a budget estimation, covering expenses and revenue, alongside event planning timelines. The theme and layout of the event are designed, with the chosen theme being vintage. The report discusses pre-event information, emphasizing the importance of early planning and clear communication. It outlines event logistics, including decorations, catering, and staffing. The report concludes with a critical evaluation, referencing relevant literature to support its findings and highlighting the importance of a decentralized working model. The report is designed to provide a comprehensive understanding of event planning, from initial assessment to final execution.

Project and Event
Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.Assess client needs, wants and expectations for festival event................................................1
2.Identification of audiences requirements and their motivational factors for the event.............1
3.Analyses of event markets, market demand and event experience...........................................1
4. Development of Event Plan.....................................................................................................2
5. Recognize and Classify the internal and external stakeholders...............................................3
6. Estimate the event budget and event planning timelines.........................................................3
7. Design the Theme and Layout.................................................................................................4
8 Creation of Pre Event information............................................................................................6
9.Plan the event logistic...............................................................................................................6
10 critical evaluation way............................................................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Festival event means the event which is organized on the occasion of festival. The report
will assess the clients' needs, wants, expectations, requirements and their motivational factors. It
will analysis the event markets, develop event plan and identify the stakeholders. Report will
estimate the budget, design the theme & layout, create the pre event information and plan the
event logistics. It will lastly do leverage the event.
MAIN BODY
1.Assess client needs, wants and expectations for festival event
Clients and audiences wants and expect a good ambiance and environment in which they
can feel peace, from a Christmas event. They also expect a convenience place and right time of
organization. Place should be convenience where all guests can arrive on time without facing any
type of problems. Christmas is celebreated because it brings entertaining distraction from the
stress, so guests and kids prefer and expect gifts cards for loyalty rewards along with some
games which can provide them pleasure and fun(Getz .and Page, 2016).
Audience spent a lot of time in an event so they also prefer a good and healthy food.
Some children want to experience the joy and pleasure of giving. By teaching them the way of
making hand made gifts for others, an event can be made more successful and cheerful for
children. By giving hand made gifts to each other, they can feel immense pleasure(Routledge,
Nellore and Hancke, 2016).
2.Identification of audiences requirements and their motivational factors for the event
For making a festival event more successful, it is important for an organization to know
requirements and expectations of guests. The main purpose of knowing their requirements is to
provide and attract them by offering them some motivational factors. Christmas can be a
notoriously difficult time for businesses with increase workloads and disengaged employees. But
by providing some motivation, an event manager can inject some energy in their guests.
Incentive outside the box: For motivating guests and attract them, an event manager can
provide them attractive incentives. For example, by treating a team and guests to a trip to the
movies(Getz .and Page, 2016).
Providing a christmas shopping day: By offering employees and guests a half day to go
and pick up some gifts in town for giving them it to each others can also be excited and
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motivated.
3.Analyses of event markets, market demand and event experience
Event Marketing- it is known as the promtional strategy that involves face to face
contact between the companies and also their customers at special events like Christmas
Event(Getz .and Page, 2016).
Market Demand – it is defined as the total amounts of total amounts of gods as wll as
services that all the customers are ale to purchase at a particular price within a market place.
Event experience- In a party like Christmas a great event experience is like people get to
meet the other people,also create new and long lasting friendship in terms of business. it creates
an environment for the connections as well meeting new people(Routledge, Nellore and Hancke,
2016) .
4. Development of Event Plan
Name of Event Holidaze 2019
Date of Event 25th December 2019
Time of Event 2 pm and onwards
Location of Event Soho, London
Event Coordinator IE Live Event Services
Target Audience The target audience will be Youth and college going students.
There will be pool party and music party for the targeted
audience to attract them towards the Christmas party.
Message The event is organized to make Christmas night memorable in
order to create awareness about the customs of Christmas.
Objectives  To make Christmas Night Enjoyable and Memorable
 Build a good brand image of the company
Mission  To stand at the expectations and make guests' life
memorable.
Vision  To create great event for the guests in order to enhance
the customer satisfaction.
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Strategy Following strategy will be followed by the Company -
 Early Bird Discounting Strategy
 Blogging
 Social Media
 Email
 Partner Outreach
5. Recognize and Classify the internal and external stakeholders
There are various stakeholders which are as follows -
EXTERNAL
STAKEHOLDERS
 Guests
 Suppliers
Guests are those people who attend the events
for various reasons such as for gaining
knowledge, for get together and for
entertainment etc (Nunkoo and et. al., 2018).
Suppliers are those parties of event management
company who provide (supply) them required
resources and equipment for the purpose of
organizing events.
INTERNAL
STAKEHOLDERS
 Employees
 Management
Team
Employees are the one who work for the
organization for the purpose of earnings. They
are the one with the help of whom, Company is
able to organize events.
Management team refers to the group of people
who are experts in the management of company.
They are the one who makes plan for the events
and ask employees to execute them (Ickman and
et. al., 2016).
6. Estimate the event budget and event planning timelines
EVENT BUDGET
EXPENSES ITEMS Amount in £
Hotel Rental 500
Equipment Rental 400
Decorations 200
Swimming Pool Party 600
Foods and Drinks 150
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Performers 300
Paid Advertising 150
Special Discounts 100
Stationary 300
Others 500
TOTAL EXPENSES £3,200.00
REVENUE ITEMS Amount in £
Registration 3000
Fund-raising Revenue 250
Sponsorship 750
TOTAL REVENUE £4,000.00
TOTAL REVENUE £4,000.00
TOTAL EXPENSES £3,200.00
NET REVENUE £800.00
EVENT PLANNING TIMELINES
ITEM TARGET DATE COMPLETION DATE
Create Event Plan 10th October 2019 10th October 2019
Create a Budget 30th October 2019 25th October 2019
Select Venue 30th October 2019 30th October 2019
Create Sponsor Packages and
Marketing of the Event
1st December 2019 12th December 2019
7. Design the Theme and Layout
THEME OF FESTIVAL EVENT
The theme of the event will be linked to the purpose. It will be completely comfortable
with the needs of the guests. The colour of the scheme will be red and white as it is related to the
Christmas Festival. This will make attendees more excited about the event (Jordan and et. al.,
2019).
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LAYOUT OF THE EVENT
8 Creation of Pre Event information.
For setting the Christmas party eve is setting the the dates as the Christmas is very busy
period and many people have there own events as the meeting should be there as soon as
possible. So ensure the good turn there should be the recommend saving the date. With continues
to that there should be proper planning with budget along with the allocation which can fulfill the
needs and e3xprectaion of people(Du, Jordan and Funk, 2015.). There should be be clear
understanding of what type of party is there and what facility is available in the area of London.
Make the proper identification of the resources according to budget. The list of the guest should
be confirmed the charges and the quote should be clear to guest without any hidden charges.
Themeing should be mentioned like vintage,pantomime,circus and many more but should be
clear. As this party the vintage as been taken vintage which may include the focus table centers
in the venue along with drinking, reception drink,and other complementary understanding.
9.Plan the event logistic
In the planning of the logistic of the Christmas party there should be proper allocation of the
budget. There will be proper distribution of decorating the club or the venue with
audiovisuals ,sound and light and the artist(Van Rensburg and Petrov 2016). There should will
be good DI and live bank to the venue. The vintage Duke box will go better with theme. Along
with completion of decoration part there should be proper catering . The dishes should be
according to the theme so that may look perfect to organize successful party. to accomplish all
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Illustration 1: Layout of the Event

these objective there will be proper allocation of resources along with responsibilities among the
staff members. Proper teams will be made with team leader and there will be one manager to
coordinate with leader of each team. The proper team communication will be there to accomplish
the goals and objectives and meeting the expectation. There will be all the members who will be
accountable for the task assign to therm.
10 critical evaluation way.
According to author Du, Jordan and Funk (2015)the Christmas party is the important festival of
the country and it should be celebrates in the traditional and cultural way. So supporting this
statement of author the idea of vintage theme is perfect. On the ot5her hand the uat5hor Van
Rensburg and Petrov( 2016) argued that the new generation have there own way of
understanding of the Christmas. So the new concept should be developed.
As per the views of author the company should perform the decentralized mode f working which
means the power should be distributed among the team members so that efficient and effective
work can be performed. On the other hand the author argues that decentralization leads to
happening of mistake in the team members. On the basis of the view of the author------- the
company has decide d to perform the decentralize way.
CONCLUSION.
From the above report it can be concluded that the the company has properly analyses the
event and the understanding of the demand of the guest. The company has proper analyses the
theme and catering service that should be perform in the Christmas eve. There will be proper
planning and understanding of various resource. Proper teams will be made with team leader and
there will be one manager to coordinate with leader of each team. The proper team
communication will be there to accomplish the goals and objectives and meeting the expectation.
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REFERENCES
Books and Journals
Du, J., Jordan, J.S. and Funk, D.C., 2015. Managing mass sport participation: Adding a personal
performance perspective to remodel antecedents and consequences of participant sport
event satisfaction. Journal of Sport Management, 29(6), pp.688-704.
Ickman, S. and et. al., 2016. Event planning within social networks. U.S. Patent 9,253,615.
Jordan, T. and et. al., 2019. Stakeholder Engagement in Event Planning: A Case Study of One
Rural Community's Process. Event Management.23(1). pp.61-74.
McCullough, G., Frey, J., Barenboim, O. and Fu, L., Red Hat Inc, 2017. Managing computing
infrastructure events having different event notification formats. U.S. Patent Application
15/055,163.
Nunkoo, R. and et. al., 2018. Public trust in mega event planning institutions: The role of
knowledge, transparency and corruption. Tourism Management.66.pp.155-166.
Van Rensburg, C. and Petrov, A., RingCentral Inc, 2016.Systems and methods for managing an
event scheduling request in a telephony system. U.S. Patent 9,241,073.
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