Comprehensive Event Planning Report: Prom Party at University

This report provides a comprehensive analysis of the event planning process for a "Prom Party" hosted by the Luton Campus of the University of Bedfordshire for its higher education students. It delves into key aspects such as the marketing mix, human resource requirements, and financial considerations essential for a successful event. The marketing mix section details the product (beverages and food), pricing strategy, venue selection (Metro Bar), and promotional activities, emphasizing the use of social media to engage students. The report also outlines the necessary human resources, including decorators, marketing staff, waitresses, and security personnel, along with their respective roles and responsibilities. Furthermore, it includes a financial analysis, projecting the income and expenses associated with the event to ensure profitability. The ultimate goal is to create a memorable and enjoyable prom night experience for the students, fostering a sense of community and celebration.

Event planning

Table of Contents
INTRODUCTION...........................................................................................................................1
Overview of the event......................................................................................................................1
Marketing mix........................................................................................................................2
Human Resource requirement................................................................................................5
Financial analysis...................................................................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
The process of planning, organising and coordinating any event or an occasion which can
include the venue selection, budgeting, scheduling, transportation, food etc. There are the
organisations that work on this process of event planning as they have role of planning different
types of events such as mega events like national awards shows, concerts etc. and small events
like birthday party, farewells etc. it is very important to manage the vent in order to make it
successful and entertaining. For a successful event along will the event planner there is
requirement of other human resource such as vendors, caterers, electricians, decorators etc. that
plays a key role in making the event blaster (Anwar and et. al., 2020). Along with planning and
managing the event is also important because it involves research of the venue, marketing of
event, planning of human resource etc. The person who organise the event are known as event
planners. For the present report a “Prom Party” event is hosted by the Luton Campus, University
of Bedfordshire for their higher education students. The report will include the marketing mix of
the vent, human resource requirement of vent and the financial details as per event.
Overview of the event
The university of Bedfordshire is organising a prom night event for their passing out batch of the
higher education. Basically a prom night is event of dancing and entertainment party for the
students to enjoy and cherish their days at university (Lee and Wang, 2017). For the event boys
are are required to dressed in the Tuxedos and girls are required to dress in the gowns and party
dresses. At the end of the event the principle of the university will announce prom king and
queen. The part is hosted at Metro Bar, Luton Campus . In the event there are maximum 200
guests including students and teachers. The timing of the event are 7 pm to 11 pm.
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Marketing mix
The marketing mix refers to the series of actions conducted by a company in order to
promote their products and services (Bagade, Thaker and Ghate, 2017). The marketing mix
includes four elements of product, price, place and promotion traditionally while additional
elements of people, process and physical evidence is also included in the marketing.. The
application of marketing mix to the event of Prom night hosted at Metro Bar, Luton Campus,
University of Bedfordshire is provided below:1. Product: The information about the product or services offered by the company is
provided in this part of the marketing mix. The services or products provided at an event
need to be determined in order to provide maximum satisfaction to guests so that guests
are retained at future events and word of mouth promotion increases guest retention. In
case of the event of Prom night, alcoholic and non-alcoholic drinks will be served at the
event along with extensive menu serving vegan and non-vegetarian culinary items. The
decision to serve alcoholic and non-alcoholic beverage along with vegan and non-
negative food is justified as it will maximise guest satisfaction. Guests with different
beverage and culinary preferences will be able to enjoy the event. In addition to this wide
range of beverages and menu items will also influence the guests to attend the event for
longer time. Professional waitress staff will be providing their services to the guest at the
event to maximise their satisfaction. This decision to offer waitress services at the event
will increase guest satisfaction as students will feel welcomed by the professional staff at
the event. They will be able to clear any queries quickly and the staff will help resolve
any issues related to serving products or services.2. Price: This element of the marketing mix focuses on the amount paid for maximising
consumer satisfaction (Kublashvili, 2019). It is important for business firms to select an
appropriate pricing in order to maximise consumer satisfaction and gain high return on
the event. The price for the event is 7.26 per unit. The decision to select this price for the
event is justified as it is hosted for students. This is appropriate for attracting University
level students who have yet to gain employment and regular remuneration. Students
attending the event will be able to enjoy the event without worrying about the high
charges. In addi6tion to this, this type of pricing will attract maximum number of students
and help increase profitability of the event without decreasing satisfaction of the guests,.
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This justifies the price decision as it will lead to increased guest attendance and
maximisation of guest satisfaction.3. Place: This part of the marketing mix involves information about the location at which
the products are services are available for the target audience. It is important to ensure
that the products or services are accessible to target audience as it helps promote the
brand name and attracts potential consumers (Wijayanti and Mulyo, 2019). In case of the
prom night event which will be held at Metro Bar, the place selected for this event is the
Metro bar Luton Campus, University of Bedfordshire. The decision to hold the event at
this location is justified as it can be assessed by the passing out student batch easily and
they will not face barriers in reaching the location. In addition to this beverages and
catering can be served at this place and it also provides professional waitress staff which
will help in easily acquiring staff required for successful completion for the event. These
factors justify the selection of Metro bar as the place for the vent because it is easily
accessible, allows serving beverages and food and provides access to professional HR
staff. Apart from this the passes for the event can be collected by the students through the
official University of the Website. This decision is also taken to increase accessibility of
the event as students can easily download their event entry passes from the University
website which is made to increase accessibility of students from different cultural
backgrounds and students with disabilities. This marketing decision is justified as it will
promote the event to every student, increase the accessibility of students and will help
keep in check that uninvited individuals do not attendant the event.4. Promotion: This element of the marketing mix focuses on the promotion of the event.
The success of the event is dependent upon the promotion of the event as it helps create
curiosity about the event and increase the number of attendance (Moayeri, Mahmoudi
and Dabaghi, 2018). The event of prom night at the Metro bar will be primarily promoted
by suing social media marketing. This involves using social media sites such as
Instagram, Facebook and Twitter to promote the event. The event will be advertised on
the official social media pages of the University and students will be asked to interact on
social media pages by positing creative hashtags and posters for the event. This is an
effective promotion tactic as it utilizes the best ways to interact with the students and also
encourages students to interact with each other and increase curiosity about the event.
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This promotional decision it justified at it will help gain authentic response from students
and will motivate every student to attend the event and create life-long memories. This
will also create a perception that the event is student centred as is being initiated to value
the passing put batch who will soon leave the University. This will provide additional
value to the students as they will feel emotionally connected with the event's purpose and
will be motivated to attend the event.5. Process: It is important for to create smooth processes so that guests are satisfied (Saji,
2020) . This element of the marketing mix focuses on the better procedure in Metro Bar,
Luton Campus, University of Bedfordshire. As the event is majorly followed, the
decoration must be presentable to attend by student and guest can enjoy and provide them
proper food and beverage system that needed to provide them effectively. Lights and
technician are one of the most important processes needed to generate proper facilities
that event could succeed in a better manner. Quality of food and beverages are counted as
because of people or guest are the critical part of event and their satisfaction level creates
a major part in it. To make them satisfied, the university team can make a better plan to
provide refreshment in the event environment and gain more positive feedback.6. People: For Metro Bar, Luton Campus, University of Bedfordshire, the management
team along with expertise volunteers, are the ones who would plays an important role toi
generate the better work attainment. This focuses on creativity and potential people are
the ones that could generate more positive outcomes. This would generate to enhance
more experience about to creates to allows for better management to attend guest
provided in a better manner. Event management team need to hire professional expertise
that they could generate more productivity and positive result to better management
system
7. Physical Evidence: This element of the marketing mix refers to the environment
experienced by the guests (Gupta, 2020). The physical evidence for Metro Bar, Luton
Campus, University of Bedfordshire are the ones to focus on student awareness and the
event quality which provide and create positive image in environment effectively. This
can make more market evolution to generate better event function which specify about
better event managing practises effectively. To making better event management in
University it relies on decoration and specification which provided to the student and
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how event has been succeed in the University environment effectively. Promotional team
of event management and University would play an important role to create better work
arrangement and creates effective awareness in market.
Human Resource requirement
The human resource is the essential for the organisation of the event and its elements. For the
effective management and planning of the event the human resource is allocated into different
roles and responsibilities (Leigh, Cairncross and Lamont, 2020). For the prom night event there
is requirement different staff and labour for the pre- event preparation, staff during the event and
at last to wind-up the event post party staff is also essential. The staff needed for the flourishing
prom party event of the University at the Metro bar, Luton campus is highlighted below with
their title, numbers and role and responsibilities. Each staff is managed and allotted by the
manager of the event planning. The staff are :
Pre event staff
Decorators: for the prom night event there is requirement of 8 staff. The decorates are creative
department of the event planning that has role of making the event beautiful and attractive as per
the theme. It is the responsibility of a decorate to make the venue attractive and eye catching.
Decorator’s collective different types of decorating items from the different vendors in order to
decorate the stage feelings tables on also responsibility to create the various entertaining photo
booth props light in order to make place attractive. Also it is the responsibility of a decorator to
decide the colour themes as per the requirement of the event.
Marketing and promotion staff: for the problem when there is a requirement of the chief
marketing and promotions staff. The role of the staff plant and develop different marketing
strategies and promotion as and brochures (Werner, 2021). Duty of the marketing team to decide
the names of the prominent and to make it isn't and leaves invitation cards for the students in
order to engage them to attend the prom night.
Staff during the event
Waitress: there is a requirement of the three waitress the role of the waitress of the metro bar is
to provide the guest with the prince on the tables also the waitress as a responsible to talk politely
with the guest and ask them for the requirements and tell them drinks menu. All the waitresses of
the metro bar are licensed by the bar.
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Security guard: the staff is very essential for the university as do you maintain the safety and
security of the students of the university. Roll ask the students about the entrepreneurs while
entering into the value look at the different security matters and check that no outsiders can crash
the event for any kind of misconduct.
Caterers: requirement of the 10 caterers for the prom night event as the responsibility is to serve
the foods and snacks to the students and teachers over the table and over the food counter the
caterers provide the students in the teachers with the dishes and checks out the management
related to the food service.
Post event staff
Cleaning staff: the matter was there is a rule that the client will be required to clean the venue
after the event there for the university requires the five number of cleaning staff in order to
sanitize the venue (Aboramadan and Karatepe, 2021). The cleaning staff is the responsibility of
collecting all the wastage and dump into garbage bin. Staff make the venue typing order to
maintain the hygiene of the place.
Financial analysis
Break even analysis (menu planning) (Horal, Shyiko, and Yaroshenko, O., 2019).
Price Per Unit 7.26
Number of Units Sold 200
Total Sales 1452 100.00%
Less: Variable Production
Costs 620.8 42.75%
Less: Variable Selling Costs 369.6 25.45%
Total Variable Costs 990.4 68.21% 4.95 Per Unit
Contribution Margin 461.6 31.79%
Less: Fixed Production Costs 120 8.26%
Less: Fixed Selling and
Administrative Costs 80 5.51%
Total Fixed Costs 200 13.77% 1.00 Per Unit
Income Before Taxes 261.6 18.02% 1.31 Per Unit
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Break Even Analysis Chart
Break Even Point volume = 48 units
Formulas:
BEP (units) = TFC/ (SPU-VCU)
BEP ($’s) = BEP (units) * SPU
CONCLUSION
From above market strategy, it summarised about the overall event management is
comprised about different event planning to examined in perspective of University perspective.
Each department plays an important role such as Marketing, Human resource and other staff
played their responsibilities in better form to generate post event activities effectively. To more
further analysis, Marketing mix plays elaborated about different factors where overall procedure
of event planning has been described such as how it execute, planning of people arrangements,
resources and other factors. There are many other important marketing factors to examined to
creates better work attainment in University event management
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REFERENCES
Books and Journals
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green organizational support and their effects on hotel employees’ behavioral
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industry. Indian Journal of Ecology, 47(spl). pp.132-134.
Anwar and et. al., 2020. Green Human Resource Management for organisational citizenship
behaviour towards the environment and environmental performance on a university
campus. Journal of Cleaner Production, 256. p.120401.
Bagade, P. M., Thaker, N. M. and Ghate, P. D., 2017. Marketing mix of Nagarjuna fertilizers and
chemical limited in Buldana district. International Journal of Commerce & Business
Management, 10(2). pp.157-168.
Gupta, K., 2020. Role of 4c's of marketing mix in building trust to achieve brand loyalty in case
of fastener's industry: a PLS-SEM approach. International Journal of Public Sector
Performance Management, 6(5). pp.587-604.
Kublashvili, T., 2019. The Marketing Mix in a Marketing 3.0 Context. International Journal of
Innovation and Economic Development, 4(5). pp.7-19.
Lee, J. and Wang, J., 2017. Developing entrepreneurial resilience: Implications for human
resource development. European Journal of Training and Development.
Leigh, J., Cairncross, G. and Lamont, M., 2020. Training for event volunteers: factors
influencing event managers' resource allocation decision-making. International Journal
of Event and Festival Management.
Moayeri, A., Mahmoudi, G. and Dabaghi, F., 2018. Factors affecting patients' preference in
choosing a hospital based on marketing mix (7p) in Iran. scientific journal of ilam
university of medical sciences, 26(1). pp.62-72.
Saji, T. G., 2020. Testing marketing-mix effects on consumer ratings of Swadeshi brand: the
case of Patanjali Ayurved. International Journal of Indian Culture and Business
Management, 20(4), pp.550-567.
Werner, J. M., 2021. Human Resource Development: Talent Development. Cengage Learning.
Wijayanti, N. and Mulyo, J. H., 2019. Marketing mix of Sumbawa Forest honey in
Indonesia. EurAsian Journal of BioSciences, 13(2). pp.2243-2247.
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