Tourism and Event Management Live Project Reflective Essay: Evaluation

This reflective essay evaluates the implementation, performance, and outcomes of a live event management project focused on organizing a FIFA tournament at a university. The essay begins by outlining the chosen reflective model (Gibb's reflective cycle) and providing an overview of the project, where the student acted as a feasibility manager. It then delves into the implementation phase, analyzing five key communication and management tools: Goldblatt's 5 W's, feasibility testing, marketing and promotional tools, financial management, and risk management. The essay further reflects on teamwork, utilizing Belbin's theory for team roles and Tuckman's stages of development, along with an assessment of individual contributions. Project performance is evaluated against set objectives, highlighting any encountered challenges. Finally, the essay offers two recommendations for future project enhancements, aiming to improve the overall event management process.

Assessment Essay Plan

Table of Contents
REFLECTIVE MODEL..................................................................................................................2
Considering the Reflective Model i will use to help with my evaluation and reflection?.....2
INTRODUCTION...........................................................................................................................2
IMPLEMENTATION OF PROJECT PLAN FOCUSING ON COMMUNICATION AND
MANAGEMENT TOOLS...............................................................................................................3
Reflecting and evaluating the project plans implementation, focusing on five communication
and management tools that were used....................................................................................3
Goldblatt's 5 W's.....................................................................................................................3
Feasibility Testing..................................................................................................................4
Financial Management...........................................................................................................5
Risk Management...................................................................................................................5
TEAM WORK AND INDIVIDUAL CONTRIBTION..................................................................5
Reflecting and evaluating on team work and individual contribution...................................5
Belbin’s Theory for team roles...............................................................................................5
Tuckman’s stages of development.........................................................................................7
Individual contribution...........................................................................................................8
PROJECT PERFORMANCE AND OUTCOMES.........................................................................8
Reflecting and evaluating the projects performance and outcomes, outlining any challenges
that are experienced................................................................................................................8
RECOMMENDATIONS ON ENHANCEMENT OF PROJECT IN FUTURE.............................9
The two recommendations.....................................................................................................9
REFRENCES.................................................................................................................................10
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REFLECTIVE MODEL
Considering the Reflective Model i will use to help with my evaluation and reflection?
I have used Gibb’s collective model to help with the evaluation and my reflection about the
management project. Gibbs reflective cycle was developed by Graham Gibbs in 1988 resting
structure of learning from experiences. This reflective cycle offers a framework to me for
examining by experiences and giving it a cyclic lens particularly well to be repeated. Is reflection
model allowed me to learn and plan from my past experiences and accordingly make changes or
improvements in the actions (Snowdon, 2018). The model suggest six stages in a circular form
which are description of the experience, feelings and thoughts gained from the experience,
evaluation and analysis of the experience by considering both good and bad points, analysing
situation for making it sensible, drawing conclusion about the learnings and the improvements.
Last stages of action plan about the future while dealing with the situation or about the changes
that might be appropriate.
INTRODUCTION
The project idea is basically social event management of FIFA tournament is being organised in
the university for the students. This FIFA tournament is organised in which all the students
belonging to different levels can participate as players and as spectators. In this event
management project I was working as a feasibility manager. As the name suggest feasibility
manager is responsible for analysing and determine the viability of the event for the project
ensuring the idea is feasible with legal and technical ways and also in economical manner. The
reflection report or essay consist of thermal reflection and evaluation of the plan which was
implemented by focusing over different communication and management tools. Moving forward
a reflection is provided about the teamwork and individual contribution. Over the performance of
the project is also evaluated according to the outcomes and objectives made in the beginning.
few challenges are also highlighted which are experienced while implementing the project.
Furthermore recommendations are given about how the project can be enhanced for the future
implementation.
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IMPLEMENTATION OF PROJECT PLAN FOCUSING ON
COMMUNICATION AND MANAGEMENT TOOLS
Reflecting and evaluating the project plans implementation, focusing on five communication and
management tools that were used.
the project plan of conducting a FIFA tournament in the university was implemented by focusing
over 5 different communication and management tools that were used by us while planning for
the event and while preparing and procuring all the resources. I was working as a feasibility
manager had a responsibility of checking the feasibility of the event and different plans and ideas
suggested by people for conducting the event. I was basically responsible for determining and
identifying the doablity of the event in the university and making it a success by bringing
together all the plans and executing them in the most efficient manner. The 5 communication and
management tools used by us for preparation and implementation of plans are as follows:
Goldblatt's 5 W's
As a event planner before planning any event There are several responsibilities which are are
needed to be fulfilled in order to communicate the right information to the respective people for
making sure that the event it is a success and can be conducted in the best and the most potential
way. The Goldblatt’s 5 W's model is basically a communication tool for developing effective and
appropriate information and its record in order to communicate them to the higher authority so
that there plants can be approved an event can be planned in the best efficient way (Davis and
Yen, 2019). The 5 W’s of this model are as follows:
 Why- The first w represents the overarching objective of the event. In simple words the
first “W” focuses over the goal of the event and the main motive behind hosting and
planning such a big event in the first place. This “W” answers the question about the
expectations of the planners and set appropriate goals ensuring that each piece of the
event is focused towards the same purpose. Our event of FIFA tournament is a charitable
event which is organized for bringing in sponsors for raising funds the motive of giving
more scholarships to the students who are excellent but cannot afford the expensive
education at universities.
 Who- The second “W” is focusing over the question that who will be our targeted
audience for the attendees. Our event was a charitable event therefore the main focus and
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the targeted audience of us are the wealthy parents and other family members of the
existing students in the university. These are the targeted audience who invited for the
tournament where they will be e scene their children’s taking part in the event.
 What- The third “W” is about the time constraint when is the time for starting out the
conversation about the event topic. That means what messages we were hoping to convey
to audiences an attendees for attracting them.
 Where- The next “W” was about where the event will be conducted. This was easy for us
because it is a University tournament which is organized by the university for raising
funds for scholarship students and therefore it was very clear that the venue will be
University itself (Clarke, 2018).
 When- The last “W” refers to when that is about the timing of the event. The timing of
an event is mostly dedicated and dependent upon the choice of the venue and its
availability. In our case the FIFA tournament was taking place in the University itself and
therefore time was not the issue because we have the flexibility to conduct the
tournament according to our needs and preparation speed.
Feasibility Testing
This this is a management tool which was my area as I was appointed as the feasibility manager
of the event. Feasibility testing as the name suggest states that the review of the plan for
identifying that whether or not a plan is within the capacity of the resources available with the
planner. According to my analysis and feasibility testing identify that we had enough resources
and very less investment. The feasibility testing I conducted off the plan states that it is doable
because the venue is not a issue which saved a lot of cost, the participants are from the
University itself therefore this is also a promotional activity for university and the parents are the
targeted audience enriching them is easy because they are automatically attracted as their
children’s are taking part in this event and this is a social welfare event which nobody skips.
Marketing and Promotional tools
The marketing and promotional tools is another management model where we spread the word
about the event for attracting the most possible audiences. The marketing and promotional tools
used by us are posters and brochures which we provided to each student for their parents. We
made use of social media platforms for racing awareness and spreading the word about the
tournament where we uploaded attractive posters on the official website of our university.
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Another Marketing tool used by us was newspaper advertisement and print media where we
placed an advertisement the daily newspaper about a tournament taking place covering all the
respective audiences and targeted attendees.
Financial Management
The financial management is another tool which we used while implementing our plans for the
event because it is a very essential and important asset which is required at all levels. In this
tournament are several activities taking place and which needed a lot of funds. The venue was
not a problem but there are other extra expenses such as maintenance of the field preparing the
university according to the audiences and their sitting areas. Preparing for the refreshments for
the students of the university who are taking part in the tournament as players as and as
spectators. Along with it there were also refreshments for the parents and the audiences attending
the charitable event which was going to take place after the tournament which is basically a
fundraiser. These are the different areas in which funds required and these funds are accumulated
by the University from its CSR reserves and few funds raised by the trustees of the university.
Risk Management
The FIFA tournament is not a small tournament which was conducted by the University and
therefore there were huge risks associated with it. The first and biggest risk was a failure of the
event and that will lead us to failure of our goals (Abdel-Basset, Mohamed and Smarandache,
2018). For identifying and understanding the risks we made use of SWOT analysis model in
which they are identified the strengths of the events and the respective weaknesses associated
with it internally from the university level. We analyse the opportunities in front office in the
external environment in relation with the tournament and the respective threats associated with
exploring those opportunities. SWOT analysis help us to to identify r advantages and to change
our weaknesses into our strengthening points.
TEAM WORK AND INDIVIDUAL CONTRIBTION
Reflecting and evaluating on team work and individual contribution.
Belbin’s Theory for team roles
Belbin theory of team role is ineffective tool for assessing the reflective strengths and
weaknesses of a group helps in understanding the ways in which the performances of the
members can be improved. Discovery has suggested nine team rule behaviour and states that
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each individual team needs to access to each of these 9 team role behaviour for becoming a high
performing team. These nine rules are divided into three groups which are elaborated below:
Action oriented roles
Shaper early people who basically changes the team into an effective team and are extrovert by
nature which is finding the best and the creative solutions to every problem and enjoy
stimulating each other. The shapers were the planners of the romantic in the university for
charitable prospective (LI and et. al., 2018).
 Implementer are the individuals who get things done. Basically these are the people turn
on the ideas and concepts of the team into practical plans and actions. The implementers
were the workers who you are in the maintaining department of the university responsible
for completing the decorations and other important activities of the tournament.
 Completer other people or the group members supervise the project and see that the
project is completed thoroughly. The supervisors were the managers of event which were
appointed by the top level management and trustees of the university.
People oriented roles
 Coordinator is basically the team leaders who guide the team in the right direction for
achievement of goal behind development of that team. The coordinators were the tactical
management people of the university who were engaged in planning this event.
 Team worker were the supporters of the team who always make sure that the the
implementers are working together and effectively so that all the activities and the plans
can be implemented in the best manner and in the given time frame.
 Resource investigator is innovative and curious people who explore available options
and opportunities in front of them for negotiating the resources for the team. These are
the leaders and sometimes the superior members of the team works as the mediator
between the team members and the top level management.
Thought oriented roles
 Plant is the very initial person of the team came up with the idea and the approaches for
implementing the plans in a very creative manner. These are introvert people who love
their desk job and experts in analyzing and grabbing a opportunity (Drury, 2018).
 Monitor is the people who are best in evaluating and analyzing the ideas that often
people at the plant roles introduced. The top level management that is chairmans the
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trustees and the dean of a University what the monitor and evaluator of plans in relation
with the tournament.
 Specialist is the people who have expertise knowledge in a particular field that is needed
for completing the job. In our tournament event we need experts for conducting
marketing and promotional activities. the marketing team of University administration
department and their expertise are used for conducting promotional plans for the FIFA
tournament and charitable event.
Tuckman’s stages of development
The tuckman’s team development theory is basically of five stage model which allowed us to
develop effective teams and fulfil all the objectives of the tournament in order to make it a
successful event (Driskell, Salas and Driskell, 2018). The five stages of this framework are as
follows:
 Forming is the first stage of team development where we were divided into respective
groups according to our expertise and job roles which are required for attaining a specific
objective of the team that will contribute to the end objective of the tournament. The
stage the all were new to each other and little bit uncomfortable with one another. Team
leader had the job role of making us comfortable and answering the different questions
we had in our minds.
 Storming stage is a second stage which is considered as the complex stage. This stage a
lot of distress and complexities occurred between us all team members because we were
not trusting each Other as the never knew each other.
 Norming is the next stage where are you comfortable which one another a little bit and
make use of effective communication channel in order to there are few points with one
another either for the common goal of the group or bringing solutions for different
problems faced by us while working together (Bennett and Gadlin, 2019).
 Performing is the second last stage where the leaders have the role of supervising as and
our performances as now we are clear about the roles and responsibilities we hold in the
team for attaining the group objectives.
 Adjoining is the last stage where we were appreciated and rewarded by our superiors and
team Leaders because at this stage teams were dissolved as the was completed and other
job roles as a team members were completed.
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Individual contribution
I was king with the university for the FIFA tournament and charitable event as a feasibility
manager. My job role and responsibility was to appropriately evaluate the plans which are
developed by plant team members. Responsible for providing a report to the monitors and
evaluators of the university where I will be suggesting that the plants and approaches
suggested by the people for the tournament are visible or not. Contribution towards
University for this tournament was accountable because I was the one who was responsible
for analysing the opportunity and there profitability to the varsity and their goals for
conducting the tournament. The tournaments don’t to be a success therefore my contribution
was very important significant towards success of the FIFA tournament and charitable event
took place in the university with the motive of raising funds for the needy and scholarship
students.
PROJECT PERFORMANCE AND OUTCOMES
Reflecting and evaluating the projects performance and outcomes, outlining any challenges that
are experienced.
SMART OBJECTIVES
 To conduct a FIFA tournament and charitable event.
 To raise funds for scholarship students by the tournament and charitable event.
 To raise scholarship for approximately 40 students.
OUTCOMES
The project FIFA tournament which was conducted by the University with the motive of raising
money for the scholarship students you cannot afford the expensive education in in reputed
universities like ours. The outcomes of the event are supportive and beneficial because from the
FIFA tournament and charitable event conducted afterwards we have raised enough money for
funding free studies for almost 35 needy students who are excellent in their interest areas
(Sekarwinahyu and et. al., 2019). This event was also a CSR activity which is conducted by the
University in favour of the society. The event is considered to be a success as the objectives
Were met by 85% and that is considered as effective achievement of goal. With this FIFA
tournament and charitable event another benefit which will be enjoyed by the university is
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Goodwill in the market and eyes off people have raised which provided a competitive advantage
to it from other educational institutes and universities present in in the country.
RECOMMENDATIONS ON ENHANCEMENT OF PROJECT IN FUTURE
The two recommendations
 The event was a success and we have achieved almost 85% of our goal by managing to
raise money for funding the education of 35 students in our university. A target was of
two rays money for 40 scholarship students and even more if possible. Therefore the
recommendation today University for future is the marketing activities and the targeted
audience were concentrated. Target audience for the parents of the students provided it is
very less accessibility to the larger resources. It is suggested to university that in future it
should consider and make plans for attracting more and other segments of society then
just the parents of students (Jiang and et. al., 2018).
 Another area which act and can be improved in future is of financial management. The
funds which were accumulated and secured by the university for conducting the
tournament and the charitable event was not sufficient enough for making it a successful
and attractive event. There were various areas cause marketing in which more money
need to be invested in order to cure larger audiences and effectively make them inform
about the initiative and the objective of University behind conducting this and charitable
event. Parents of students in two part in the event because they were not convinced by the
teams of the university which can be influenced in future with the help of effective
marketing tools and better financial resources.
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REFRENCES
Books and journals
Abdel-Basset, M., Mohamed, M. and Smarandache, F., 2018. An extension of neutrosophic
AHP–SWOT analysis for strategic planning and decision-making. Symmetry. 10(4).
p.116.
Bennett, L. M. and Gadlin, H., 2019. Conflict prevention and management in science teams.
In Strategies for Team Science Success (pp. 295-302). Springer, Cham.
Clarke, W. S., 2018. Learning from Somalia: the lessons of armed humanitarian intervention.
Routledge.
Davis, W. S. and Yen, D. C. eds., 2019. The information system consultant's handbook: Systems
analysis and design. CRC press.
Driskell, T., Salas, E. and Driskell, J. E., 2018. Teams in extreme environments: Alterations in
team development and teamwork. Human Resource Management Review. 28(4).
pp.434-449.
Drury, C. G., 2018, August. Belbin on Inspection: A 50-Year Retrospective. In Congress of the
International Ergonomics Association (pp. 879-887). Springer, Cham.
Jiang, R. and et. al., 2018. A SWOT analysis for promoting off-site construction under the
backdrop of China’s new urbanisation. Journal of cleaner production. 173. pp.225-234.
LI, X. and et. al., 2018. Research on the Building of Reading Promotion Team Based on Belbin
Team Role Theory. Journal of Library and Information Science, (1), p.1.
Sekarwinahyu, M. and et. al., 2019, February. Development of problem based learning for online
tutorial program in plant development using Gibbs’ reflective cycle and e-portfolio to
enhance reflective thinking skills. In Journal of Physics: Conference Series (Vol. 1157,
No. 2, p. 022099). IOP Publishing.
Snowdon, K., 2018. Humour in reflective practice. Journal of Paramedic Practice. 10(4).
pp.144-146.
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