Analysis of Event Management and Project Planning Report (BBS013-1)

This report examines the management of a trade show event focused on warehouse automation. It includes a case study of a proposed event, the London Technology & AI Trade Show, and the implementation of an automated warehouse system by Vero Solutions. The report covers project planning, including a Gantt chart, WBS, and ROI calculations. It details the rationale for exhibiting, project milestones, and the benefits of warehouse automation. The report also reflects on communication and numeracy skills developed during the project. The project aims to demonstrate the application of business management functions and tools, highlighting the importance of effective project management and communication in achieving project goals and objectives. The report further includes project management plan, project milestones, and staff training programs.

Running head: MANAGING AN EVENT
Managing an Event
Name of the Student:
Name of the University

1MANAGING AN EVENT
Part 1
Summary of the case study
In this growing age of technology, most of the businesses are becoming completely
dependent on technical operations. Infact businesses who are not using enough of technologies
are failing to meet the expected project objectives and goals as well. In order to strengthen the
brand name and grab multiple customers from the target market trade show exhibition is one
very vital activity. Event that has been selected for the paper is London Technology & AI trade
Show. The event will take place in last week of August, 2020. The company nominated where an
automated warehouse system will be implemented is a Vero solution which gives warehouse and
logistic service to their clients.
Due to quality and affordable services the numbers of customers of the company is
increasing rapidly. Managing large numbers of customers is little difficult for the organization.
The company initially had traditional data and warehouse management system. In order to
manage these difficulties the company has planned to implement automated warehouse solution
and the way through, it can be implemented is presented in the event planned. A detail
demonstration based on the technology innovations will be elaborated in the event organized.
Software simulation will also be done for managing the warehouse. The reasons for which the
warehouse robots are needed to be selected re also elaborated in the meeting. A large size
location is selected where the trade off presentation will be conducted. In order to promote the
trade of event based on warehouse automation, the different promotional activities those will be
used are also elaborated in this report.

2MANAGING AN EVENT
Business case
The trade show is defined as an event that helps to bring the members and particular
industry together. It also demonstrates, display and discusses the latest products and services that
the company will offer to their customers. The London Technology and IT Trade event show is
organized and arranged by Vero Solutions to be held on 28th August, 2020. The total budget
estimated for the project is £27.859. In the proposed trade show different technology based
innovations that Vero solution is willing to bring in their operations and functions will be
demonstrated. The manual warehouse management system will be automated to improve the
employee morale, accuracy, reliability, productivity and consistency. The process of
manufacturing, supply chain will be changed with an automated warehouse system. It increases
flexibility, reliability and efficiency if the organization. The workforce needs to equip itself for
tracking and optimizing the real time routes. The logistic, product loading and unloading will
also be improved a lot after this arrangement.
In order to track the products the other technology that Vero Solution will use include
RFIF tags, packing machines, bucket elevators, forklifts, silos, stackers, conveyor system,
driverless automated guided vehicles etc. If all the theoretical and management aspects are
considered successfully then Vero Solutions would be able to accomplish the project in assigned
budget and time as well. Staffs will also play essential role in success of the project. Social
media advertisement plays essential role to improve sales and promote materials. Managing both
the internal and external operations become easier and faster with the successful implementation
of the trade show. Gantt chart and WBS will represent the activities to be accomplished. The
WBS tool helps to divide a large project into small segments. It also showcases the products and
services to grab new customers and also to retain existing.

3MANAGING AN EVENT
Business functions and use of management tools
The trade show will demonstrate how business can earn benefits from the international
trade show. In order to execute the trade show different project management tools those will be
considered include Gant chart, WBS, cost estimation and Return on Investment (ROI)
calculation etc (Kerzner 2017). If these tools are properly used then the company would be able
to meet the company objectives and goals. For implementing the proposed trade shows different
project management tools that play important role include time management, quality
management, communication, risk, procurement, scope, HR management and budget and risk
management.
Project management plan
Rationale for exhibiting
Warehouse automation system is referred to as an important management function that
gives huge beneficial solution to the organizations. Automation warehousing can dramatically
reduce the requirements of manual labors. The warehouse will also have automation robots to
increase the overall work efficiency (Meredith, Mantel and Shafer 2017). It helps to save money
as well mainly during the peak periods when employees will require working overtime. With the
help of warehouse automation system Vero Solution Company would be able to meet
expectation of the customers. The machines can also run much efficiently 24X7 if automation
mechanism is implemented. However, it would also not require any such additional cost.
It can greater the company accuracy and efficiency as well. Based on essentials of the
supply chain management system warehouse automation is required. It will give safety to the

4MANAGING AN EVENT
products that are stored in warehouse. It allows only the authorized users to access products from
the warehouse while required. No unauthenticated user is allowed to access the warehouse
storage without permission (Fleming and Koppelman 2016). It can maximize the space size. An
automation system can simply facilitate the operations and functions. Above all theses the
automated warehouse is more sustainable than any others.
Project milestones
Milestone 1: Completion of initiation trade show plan phase
Milestone 2: Completion of planning
Milestone 3: Completion of executing trade show
Milestone 4; Trade show closure
ROI
Trade show
cost
Discount
rate
£
0.03
Hardware
software
budget
£
12,000
.00
set up cost
£
14,000
.00
Others
£
10,000
.00
Year
of
Project

5MANAGING AN EVENT
Initial 2020 2021 2022 2023 2024
Expected
benefits
£
700.0
0
£
500.00
£
800.00
£
600.00
£
1,200.0
0
£
1,200.0
0
Discount
£
0.15
£
0.25
£
0.40
£
0.50
£
0.65
£
0.78
PV
£
105.0
0
£
125.00
£
320.00
£
300.00
£
780.00
£
936.00
Profit (PV)
£
105.0
0
£
230.00
£
550.00
£
850.00
£
1,630.0
0
£
2,566.0
0
£
2,566.
00
Assigned
cost for the
project
-£
10,00
0.00
Recurring
cost
£
-
-£
14,000.
00
-£
14,000.
00
-£
14,000.0
0
-£
14,000.
00
-£
14,000.
00
Discount
£
0.50
£
0.50
£
0.55
£
0.60
£
0.65
£
0.75
Recurring
PV
£
-
-£
7,000.0
0
-£
7,700.0
0
-£
8,400.00
-£
9,100.0
0
-£
10,500.
00
Net value
-£
10,00
0.00
-£
17,000.
00
-£
24,700.
00
-£
33,100.0
0
-£
42,200.
00
-£
52,700.
00
-£
52,700
.00
Total NPV
-£
50,134
.00
Return in
Investment
(ROI)
-£
0.95

6MANAGING AN EVENT
Project plan and budget
WB
S Task Name Duration Start Finish Resource Names Cost
0 Trade show scheduling 83 days 12/10/0
9 03/02/10 £27,169.00
1 Initiation stage 15 days 12/10/0
9 30/10/09 £1,008.00
1.1 Defining trade show
objectives 3 days 12/10/0
9 14/10/09 Project manager £240.00
1.2 Feasibility analysis 2 days 15/10/0
9 16/10/09 finance manager £128.00
1.3 Scope documentation 5 days 19/10/0
9 23/10/09 Event organizer £320.00
1.4 Training the staffs 5 days 26/10/0
9 30/10/09 Trainer £320.00
2 Project planning stage 50 days 02/11/0
9 08/01/10 £26,161.00
2.1 Purchasing equipments 4 days 02/11/0
9 05/11/09 Operation
manager £256.00
2.2 Purchase software 6 days 06/11/0
9 13/11/09 software cost[1] £8,400.00
2.3 Purchase hardware 8 days 16/11/0
9 25/11/09 hardware cost[1] £5,600.00
2.4 setup plan 3 days 26/11/0
9 30/11/09 Setup cost[1] £6,500.00
2.5 Designing banners 7 days 01/12/0
9 09/12/09 banner design
cost[1] £5,400.00
2.6 planning advertisement 5 days 10/12/0
9 16/12/09 Advertisement
cost[1] £5.00
2.7 Determining ROI 8 days 17/12/0
9 28/12/09 £0.00
2.8 Scheduling dinner and
meetings 2 days 17/12/0
9 18/12/09 £0.00
2.9 Booking hotels 5 days 29/12/0
9 04/01/10 £0.00
2.10 Inviting guests 4 days 05/01/1
0 08/01/10 £0.00
3 Project execution stage 8 days 11/01/1
0 20/01/10 £0.00
3.1 Arranging staff training 3 days 11/01/1
0 13/01/10 £0.00
3.2 Developing risk 5 days 14/01/1 20/01/10 £0.00

7MANAGING AN EVENT
management plan 0
4 Project closure phase 10 days 21/01/1
0 03/02/10 £0.00
4.1 Submission of final draft
for the trade show 4 days 21/01/1
0 26/01/10 £0.00
4.2 Stakeholders signoff 6 days 27/01/1
0 03/02/10 £0.00
Gantt chart and plan
Figure 1: Gantt chart for the project
(Source: Created by author)

8MANAGING AN EVENT
Work Breakdown Structure (WBS)
Trade show scheduling
Initiation stage
Defining trade show
objectives
Feasibility analysis
Scope
documentation
Training the staffs
Project planning stage
Purchasing
equipments
Purchase software
Purchase hardware
setup plan
Designing banners
planning
advertisement
Determining ROI
Scheduling dinner
and meetings
Booking hotels
Inviting guests
Project execution stage
Arranging staff
training
Developing risk
management plan
Project closure phase
Submission of final
draft for the trade
show
Stakeholders signoff
Figure 2: WBS for the Amazon Go project
(Source: Created by Author)
Conclusion
The discussion concludes that automated warehouse solution is complimentary to
company’s logistic activities as well. The prospect of automated warehouse system is very
exciting and gives long term sustainability planning. Continuous functionalities and operations
can be facilitated because those are not restricted by the staffs shit as well as capacity. It helps to
decrease the rate of labour cost. It will give precise knowledge on over stocking, stock levels and
obsolescence as well. Therefore, it can be said that effective warehouse automation system can

9MANAGING AN EVENT
improve the business efficiency and its commercial profit as well. If Vero solutions implement
this warehouse automation system successfully then the company would be able to earn massive
commercial profit as well. It helps to avoid contaminations and increases the warehouse safety
rate as well. The delivery time and accuracy also gets increased a lot with this application.
Human errors also get reduced with this automation system. .

10MANAGING AN EVENT

11MANAGING AN EVENT
Part 2
Communication
In order to conduct and operate business functions and projects communication is one of
the most important project knowledge areas that have to be managed and maintained throughout
the project development life cycle period. I have learnt that for managing projects both verbal
and written communication play important role. Different types of communication approaches
are there widely used in business organizations such as upward, vertical, downward, horizontal
etc. I have also learnt about some other communication medium such as face to face meeting,
email, verbal conference etc.
The teams of students need to be involved in periodic meeting to let all the associates
familiar about the current project status. I have learnt that, communication plays important and
integral role to keep a project on track. The project manager and team need to participate in the
communication process because communication is very important for information sharing.
Though while communicating the frequency and medium are also needed to be considered
seriously by the project team associates. I have learnt that in order to clarify the goals and
objectives of any project, the teams with effective knowledge are important as it can create
roadmap and show direction to team members. I have learnt that communication gives an
accurate direction.
I can say that for understanding the relationship among the project manager, employees
and other staffs communication is necessary. I have learnt that for managing any project among
much other open communication is the most effective one because open communication allows

12MANAGING AN EVENT
all the project team members sharing their ideas and point of creativity as well. I have
recognized that for developing creativity as well as camaraderie among the team members
communication plays essential role. Apart from this, to ensure that stakeholders have met the
project objectives and goals, I have learnt that effective communication is essential. I have
distinguished that whether stakeholders and staff members are on the same page or not
communication plays vital role.
Numeracy
I have attended all the lecture classes and workshop arranged. I have understood that
until or unless academic skills are enhanced its application never become successful. Therefore,
in order to implement any real world project successfully the project manager and staffs need to
have enough of theoretical knowledge as well. I have learnt that in order to enhance
mathematical skills the aspects that require attention include basic operations, fractions,
decimals, data analysis, statics and measurement units.
Numeric knowledge plays important role to manage and control difficult situations as
well. I have learnt that in order to manage and control project activities the project manager and
staffs are needed to have proper employability skills and knowledge as well. Effective and
expectation management skill can improve the skills of the employees and working staffs. I came
to know that before developing and executing any project self discipline, self like and strong
communication plays important role.
The consequences of loss in return on Investment are the other important and core
management skills that a project manager and project team members need to posses. If any
project needs to earn effective as well as measurable commercial profit then the staffs should

13MANAGING AN EVENT
hold strong problem solving ability, strong communication skills and also good managerial skills
as well. It would help an organization to earn additional 25% of revenue in the coming 3 years.
Thus, in order to implement a feasible project the project staffs need to have knowledge on
different cost estimation techniques such as top down cost estimation, bottom up approach etc.
From the precise calculations actual value that an organization can earn from successful delivery
of a project is measured. I have learnt about theses estimation methods. Apart from that, I have
also recognized the role of motivation and leadership in project activities.
ICT evidence
I found that these days projects are dependent on technology and projects those are not
supported by effective technologies will fail to meet the preliminary objectives and aims. I have
studied that in order to store useful data n organization should always use record keeping system;
the system is used to store data. The systems also have proper security aspects and due to this
only authorized users are allowed to access information from the storage. The data can also be
updated and deleted as well while required. I have learnt that ICT support increases the
reliability, scalability, accountability, flexibility of the project and business as well. It can
improve the project speed and its accuracy as well.
Problem solving
I have learnt that in order to fight against difficult situations and organizations the project
manager and staffs are required to have effective problem solving skills. Effective problem
solving skills and knowledge will help to resolve decision making issues. I have learnt that with
the help of this skill one can prioritize, identify and select alternative problem solving
capabilities as well. I have realized that project manager and staffs need to have skills and
knowledge on different problem solving methods. I have learnt while engaging the teamwork

14MANAGING AN EVENT
that effective use of teamwork with people from various backgrounds could help in solving
major problems. The stages to be considered to resolve problems include defining the problem,
determining the causes, generating ideas, selecting best possible solution and considering
accurate action resolve that problem.
Working with others
I have learnt achievement and breakdown of a project is not only dependent on its nature
and complexity rather it is also dependent on team performance and individual’s skill and
knowledge. I have studied the Belbin’s team role theory and Gibbs reflective theory. I have
learnt that in order to successfully execute and manage any project team work plays important
role. Therefore, project manager and other staffs should work collaboratively.
Belbin’s theory defines the behavior that a project manager and other staffs need to
posses while working for any project. I have learnt about the three actions oriented roles in terms
of shaper, implementer and completer finisher. The theory deals with three people oriented roles
in terms of coordinator, team worker and resource investigators. The three different cerebral
roles that are to be played by project staffs while working for a same project include plant,
monitor and evaluator. Probably for any project 5 to 8 roles are assigned. I have learnt that in
order to complete any project on time and budget the individual’s contribution is measured.
I have recognized that in order to identify behavioral strength and weaknesses of
individual staffs the Belbin’s theory plays important role. Apart from Belbin’s theory I have also
learnt about Gibb’s reflective cycle which is comprises of 6 steps in terms of description, feeling,
evaluation, analysis, conclusion and action plan. I have learnt that using this particular theory

15MANAGING AN EVENT
based model the situation of class experience could be effectively described as well as analysed
properly. Based on analysis role play can be distributed and judged as well. Infact what staffs
are feeling regarding project progress activities taken and their responsibilities can also be
determined easily with this theory. I have understood the theory and its importance and
requirements while managing and operating team. It allowed me to learn about how experience
is dependent on time. Infact, I have learnt that over changing time it will give accurate judgment
capabilities. However, I have recognized that teamwork will never work if motivation and
leaders are missing.

16MANAGING AN EVENT
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