University Event Planning Report: Technical Skill Development Workshop

This report details the event planning process for a technical skill development workshop held at the Metro Bar and Kitchen within a university campus. It encompasses a comprehensive analysis of key elements essential for successful event execution. The introduction establishes the significance of event planning, highlighting aspects like budgeting, venue selection, and risk management. The main body delves into the marketing strategy, human resource requirements, and financial details. The marketing section focuses on promotional methods, including the 7Ps of the marketing mix. The human resource segment outlines the staffing needs for pre- and post-event activities, including marketing, HR, finance, and operations teams. Finally, the financial analysis covers budget formulation and resource allocation, emphasizing cost control and revenue maximization. The report concludes with a summary of the event's planning process and its crucial role in ensuring a successful outcome.

Event planning

Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
Marketing strategy.......................................................................................................................2
Human Resource requirements....................................................................................................4
Financial Details..........................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event planning is the activity which considers the management of different kind of projects
like meeting, convention, ceremony, trade-show, party and convention. The key significance of
this is as assist in analysis of the key aspects which contributes in successful completion of
project. The different sort of actions executed in event planning considering budgeting,
establishment of timelines, selection of venue, ascertainment of permits, determination regarding
food, arrangements of other linked equipments and management of risks (Dowson and Bassett,
2018). Planning also aid in allocation of responsibilities and work to the different personnels
according to nature of task they exacted. Ultimately, this assists to bring precision in work where
all stakeholders ascertain satisfaction from the performance of overall event. The main aim of
this report is holding successful event by execution of effective planning actions. The event
going to conduct within the campus at Venue of Metro Bar and Kitchen is about Technical Skill
Development Workshop. The information which are covered in this report considers
ascertainment of marketing strategy for the purpose of spreading information associated to event,
analysis of human resource necessities for carrying on pre & post event actions and formulation
of fiscal budgets to ascertain the amount of cost needed for operating an event along with
determination of Breakeven point.
MAIN BODY
Planning is essential in nature as it will consider devotion of several actions which aid
completion of some particular attribute. It considers the analysis of the diverse factors such as
internal and external in nature for the ascertainment if their influence over some particular
process or several number of activities. The engagement of such analysis further aid in
anticipation of aspects and development of contingency strategies for same. Event industry is
also one where large number of components is present that have impact over functioning of
different actions. So, planning at initial level is must to do for accomplishment of growth. In
current assessment, event is required to hold within the campus at the venue of Metro Bar and
Kitchen. The actions going to be conducted in event is linked to development of technical skills
(Jordan and et. al., 2019). It is the single event that going to be conduct for the students in
college towards development of their knowledge and skills regarding handling and usage of new
technical devices and software’s so they can utilise the same in future for development of their
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learning and professional career. Here, all the data is offered in respect to their characteristics,
usage, application, limitations, scope and advantages. The venue where it going to be held is
Metro Bar and Kitchen.
It is located within the premises of University along with space for having more than 200
students at time. These are the two key reasons behind the selection of this venue that its easy
reach among the students along with capacity to hold large number of students at time (Bikakis,
Kalogeraki and Gunupulos, 2018). Also there are several other advantages that are connected
with the assortment of this side as venue that no need to offer extra efforts over the
administration of food and beverages. This is no need to offer extra efforts over the management
of food and beverages. It is so as same is accessible at venue, only needed to offer data regarding
the demands and requirements according to the planned budgets and figures. To make this event
more successful in nature, initial planning is must as this will help to analyse the aspects
influence but aid in formulation of strategies too. The key factors that are needed to make centre
in order to effective planning in relation to the current event considers marketing, human
resource and planning. Marketing considers determination of the strategy and plan in term of
getting attention of wide number of students. The nature of this process is basic as this will aid in
accomplishment of earn reliable amount of money that is more than their BEP point. Human
resource considers analysis of the workers and staff required to manage the actions effectively
arise at pre and post time of event. It will aid in regulation of actions without complexities along
with best use of assets. Finally, financial analysis if required to ascertain the capital needed to
efficiently place event along with analysis of diverse source of fund for perfect distribution of
fund in among diverse attributes. It will aid in cost reduction by bring control over unnecessary
expenses.
Marketing strategy
It considers the strategy linked to the marketing of event. All the different aspects are
centred considers, products/services, price, promotion and place etc. The tool that has effective
significance in this regard is named as marketing mix. It is one of the successful marketing
models which consider all the diverse determinants that involves in efficient marketing of an
aspect (Sox, Sox and Campbell, 2020). It consists 7 different P’s which enable to build strategies
in context to all on the base of the situation. This further gives in promotion of the overall
components and event in front of the customers and market. The same model is utilised in
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respect to the present event of workshop regarding development of technical abilities. The
detailed explanation is defined as under in context of the all P’s:
Product/Service: Event is about occasion and workshop of technical ability
disbursement to students. During event professionals are invited from the market which has
intense knowledge towards technologies and software’s along with their scope in market place.
The different aspect in context of which knowledge is offered considers their attributes, usage,
application, scope and advantages (Njoroge, 2018). It has huge and more engage in improvement
and enhancement of abilities between the scholars along with their professional career.
Price: This is regarding the amount and cost which is charges for the entry or to attend
the workshop. The nominal charges are taken from the scholars. For instance, the cost and
amount that can be charged for this entry is £300. It considers everything such as food and
beverage are offered to the students at different time or in according to their need and
preferences.
Place: It is the place and area where occasion can be conducted and organised. The place
selected for this purpose is Metro Bar and Kitchen located at campus. It is one of the efficient
sites in the college campus. It will assist the scholars to easily reach regarding the event without
any unnecessary expenditures and obstructions. Also, this place is well equipped where all the
preparations are exist in respect to food and beverage along with the sitting of more than 200
individuals.
Promotion: It is about the utilisation of promotional methods which offers an option to
spread information regarding the event between the scholars. The methods that are going to be
utilised in this context considers placing of the advertisement over college display board along
with verbal announcement in classes. Allocation of pamphlets method is also utilised to
efficiently disburse the information for getting attention of large number of scholars to meet up
the aims or surpassing the earning over breakeven point.
People: It is about the number of people working for the completion of event actions.
Effective number of staff members is recruited for the handling or managing of the pre and post
activities of event (Shi, 2020). This will offers an option for efficient preparation of all the
aspects and offer optimistic experience to the scholars.
Process: The adequate activity is going to be utilising behind the completion of project
effectively and adequately. It is started with the planning and then afterwards all the diverse
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factors are going to be executing such as leading, organising, determining and controlling. This
has more significant behind the growth and development of an occasion as this offers an option
to complete all the activities in optimise form without any obstructions which leads regarding
cost minimisation and maximisation of profitability and revenue.
Physical evidence: It is about making the unique image that assist in getting attention of
large of scholars. In context of this, event is going to be conduct in Metro Bar and Kitchen that is
popular and situated within the hypothesis of campus (Delalić, Alihodžić and Selmanović, 2019).
It is the site that gave the image towards the hosting of too many successful events. This already
has optimistic image between the scholars which aid further aid in getting attention of wide bade
of scholars. Also, this venue has adequate sitting preparations in addition with food and beverage
options. It has efficient involvement in making unique image along with presence between
students.
Human Resource requirements
It is about ascertainment of human resources needed for the achievement of event in
effective form. These are key base in context of organising event activities as lots of aspects are
needed which are required to be on point such as food and beverages, sitting arrangement,
invitation of professionals, placement of podium and meet the demand of other requirements that
are must have for creating and starting of any occasion. These human resources are needed to be
hire on both pre and post event basis. Workers associated to pre to the occasion are execute the
actions associated to promotion and establishing of an occasion whereas those that are selected
for post are going to do the duties related to cleaning and signing off of the event. Different sort
of workers are needed to hire for the execution of numerous actions like marketing, human
resource, finance, operation and many more (Maguire, 2019). The proper assignment of their
roles and accountabilities is must because it assists to assign objectives in according to
predetermined benchmarks. The diverse needs in relation to the event at Metro Bar and Kitchen
towards workshop of Technical abilities development are explained as below:
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Marketing team
This is essential to develop separate team of marketing for events related to
grabbing the attention of huge students and also accomplishing the figures of BEP.
Moreover, the various number of workforces needed into respective team are discussed
below:
Personnel Roles and responsibilities
1 Purpose to several promotion ways.
1 Perform in accordance to obtain promotion.
1 Evaluation of its final affects as well as
formulates strategies.
The overall staffs needed within respective team are three as per the event nature. In
addition to this, whole these have its various tasks (Maguire and McLoughlin, 2019). At last, the
collaboration impacts of assistance into effectual promotion by utilisation as well as application
of various strategies. Whole are associated with pre-event practices.
Human Resource Team
Respective team needs personnel for intent of choosing staff for recruiting
professional for event. Moreover, various personnel as well as its roles and accountabilities
are discussed below:
Personnel Roles and responsibilities
1 Recruitment of staffs as well as professional.
1 Perform associated with wages as well as
salary.
The whole numbers of staff that are required within respective team are two. Moreover,
one of them performs related to recruiting and other salary & wages. Based upon evenet nature,
two personnel are appropriate. Also, among two, one is for pre and others is for post events
practices who facilitates salaries and wages.
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Finance team
Respective team performs regarding determination of funding sources with proper
allocation. Additionally, personnel and its roles & accountabilities are discussed below:
Personnels Roles and responsibilities
1 Determining the funding sources.
1 Formulation of budget as well as funds
allocation.
1 Full and final settlement
Respective team needs three personnel in order to perform various practices. Moreover,
in this two are associated with pre event while rest of them are for post who do practices
associated with final settlement.
Operating team
It incorporates staff who performs various practices related to event functioning (Clark,
2019). In addition to this the key team who perform at base level associated with arranging
whole things along with the physical stage for particular event at Metro Bar & Kitchen. Also, the
number of personnel as well as its roles & accountabilities are discussed underneath:
Personnels Roles and responsibilities
2 Set up stage.
2 Managing whole practices as well as direct
them.
2 Concentrates upon performing arrangements of
sitting of around or above 200 students
appropriately.
4 Food and beverage distribution. Distribution of
food & beverages.
4 Cleaning after accomplishment of event.
The whole numbers of personnel needed within respective team to perform the work
effectively are 14. Moreover, all have their own task that they perform to make whole event
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successful. In addition to this, the staffs associated with pre event are six which perform set up
stage, manage activities and appropriate arrangements of sitting. Also, four staff is essential
needed at the time of event. They perform practices associated with serving food & beverages
items to students. At ends, staffs needed after accomplishment of event are four and their key is
to clean whole areas as well as placing all things effectively.
Financial Details
It is considered as section which facilitates information related to overall costs that is
needed to hold whole event. Moreover, the prospects that are undertaken in it are associated with
events cost as well as determination of Break event point. In addition to this, it is also teh key
areas which are associated with event that are organised through workforce belong from the team
of finance. Also, they do not only have function associated with cost ascertainment but also need
to concentrate upon identification of financial sources in addition to its appropriate allocation to
various workforce as well as departments. The budget represented below which in determining
overall cost amount needed for setting up the events in successful manner.
Particulars Amount (£)
Workforce
Marketing 300
Human resource 200
Finance 200
Operational 1500
Venue
Metro Bar and Kitchen 2500
Food and Beverages
Starter 300
Drinks 200
Lunch 1500
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Hiring of professionals
Two Technical professionals 1000
Total 7700
The whole amount of money is needed for effectually establish event would be approx
£7700 in respect to above budget. In addition to this, they key amount of expenditure is visible
into venue, food & beverages as well as recruiting professionals. Therefore, this is the
accountability of financial workforce related to determination and ascertainment of appropriate
sourcing amount with assistance of which funds may be raise in simple manner (Ziaka and
Trendafilova, 2018). Furthermore, the key source from which finance may be enhanced at initial
stage that incorporates personal investment, loan from administration as well as by the Metro bar
and Kitchen’s management as sponsor of events.
The more capacity of venue is 200 as well as the cost incurred for per student is £ 250.
This, breakeven point in addition to few earnings would be achieved through selling 32tickets.
CONCLUSION
As per the above report, this has been concluded that planning is considered as essential
aspects which assist for conducting events successfully. Moreover, the key activity that is played
the valuable role into success of events is marketing. In addition to this, the utilization of
marketing mix model facilitates an opportunities for establishing whole needs that aids them to
allocate roles and accountabilities with effective directions towards effective practices of events.
Apart from this, the monetary analysis also has equivalent needs in analysis of costs as well as
evaluation of finding sources.
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REFERENCES
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Rural Community's Process. Event management, 23(1), pp.61-74.
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social event planning. arXiv preprint arXiv:1811.11593.
Sox, C.B., Sox, M.M. and Campbell, J.M., 2020. Giving light to mega-event planning: residents'
perceptions on total eclipse weekend. International Journal of Event and Festival Management.
Njoroge, E., 2018. Effects of strategic planning on organizational performance: A case of event
planning firms in Nairobi CBD (Doctoral dissertation, United States International University-
Africa).
Shi, J., 2020. Factors Influencing Customers Satisfaction in Event Planning Industry (Doctoral
dissertation, California State Polytechnic University, Pomona).
Delalić, S., Alihodžić, A. and Selmanović, E., 2019, October. Innovative Usage of Online
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In 2019 XXVII International Conference on Information, Communication and Automation
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Ejaz, Z., Sajid, U.A. and Waqas, M.Z., 2019. Event planning and management system (Doctoral
dissertation, Department of Computer Science, COMSATS University Islamabad, Lahore
campus).
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Makeeva, V. and et. al., 2018, December. Bachelor of tourism training to modeling and
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management in Ireland. Journal of Place Management and Development.
Clark, K.E., 2019. Event Planning as a Means of Applying Transferable Skills: The Planning of
the 2019 Communication Studies Banquet.
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