Wonderland Agency: Family Fun Day Event Planning and Management Report

This report details the planning and project management of a family fun day event organized by Wonderland Agency, focusing on launching a pop-up art play area. The report outlines the event's objectives, which include providing a fun social day and raising money for charity, specifically Marie Stopes. It describes various entertainment activities such as quizzes, music, and themed events, targeting families with children of all ages. The report also explores the use of project management tools like Gantt and PERT charts, the structure of the project team, and the allocated budget. It also addresses potential risk factors, including marketing plan risks, existing market risks, and consumer behavior risks. The report emphasizes the importance of careful planning and risk assessment to ensure the event's success and achieve its objectives, including promoting the art gallery and supporting a charitable cause.

Events and Entertainment
Planning and Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
1.Background And Scope Of Event ............................................................................................1
2. Event Objectives......................................................................................................................2
3. Entertainment Activities..........................................................................................................2
4. Target Audience.......................................................................................................................3
5. Project Management Tools......................................................................................................3
6. Project Team Management And Structure...............................................................................5
7. Budget of the project................................................................................................................6
8. Awareness of potential risk factors..........................................................................................6
9. Evaluation of the project..........................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event planning can be referred to as process of managing specific event such as
meetings, Birthday parties, conferences, Trade shows etc. It is basically a procedure which
includes planning as well as coordinating the events. Event planning also includes determining
the destination where particular program me is to be organized. It also includes preparing
budgets, obtaining necessary permits, decorations, arrangement of resources as well as
entertainment for events. An event planning is important in order to host specific program
successfully. It assists event planners in reducing the work pressure. Event planning is also
crucial for providing high level of satisfaction to customers.
The report has focus on identifying the various stages involved in planning for family fun
day events. It also emphasizes on identifying the different strategies which can be utilized for
making family fun day event successful.
1.Background And Scope Of Event
Fun family day event is considered to be as an event is organized for engaging children in
particular activity. The idea behind organization to organize family fun day event is to launch a
new pop-up play area opening in the beautiful, leafy grounds. Earlier the educational fairs were
only organized. During the traditional times, craft producers used to visit the town for
demonstrating their products. Family fun day is considered to be as an appropriate strategy for
launching as well as promoting art galleries. It is considered to be as suitable marketing
technique as it will help companies in informing people about opening of art galleries and
influencing them to visit such place.
In present report, Wonderland agency is planning to launch a pop-up art play area which
will be free to members of the public over the summer holidays. This is suitable for children
belonging to all age group. An organization is launching a month-long summer holiday
activities program me at a new pop-up play area opening in the beautiful, leafy grounds. The
hosting of family fun day event will help an enterprise in promoting place. It will help business
entity in reaching to the target audience. A family Fun day event will be organized on Sunday.
An event has wide scope, as there are number of entertainment activities can be executed in
order to make event successful. The family event will be organized at Edinburgh’s loveliest
outdoor spaces. Wonder agency has planned to launch family Funday event in order to get
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revenue which will be utilized by an organization for supporting widow woman. Marie Stopes is
a charitable trust which provides support to widow women. Revenue earned from launched of
family Wonder agency will be given to Marie Stopes charitable institution.
2. Event Objectives
The main objective of organizing trade show is to provide a fun, social day for family
members to get together with their family members and not have to worry about compliance,
toting firearms, keeping the kids' ears covered. The emphasize of this event is to have fun - no
shooting, so everyone can participate. In addition to this other objective of the event is to raise
money for widow . In addition to this one more objective is to influence people to visit art
gallery.
3. Entertainment Activities
Making the arrangement for entertainment activities during the event is very much
important in order to make trip more enjoyable. Some of entertainment activities which can be
executed for making the annual family day event enjoyable include hosting of quizzes, contests
etc. In addition to this, loud music and dance party can be organized. This strategy can help event
company in achieving the objective of hosting an event. In addition to this, Wild West’ theme
with lots of fun activities and entertainment for all ages such as inflatables, music performances,
delicious food, and carnival games can be planned in order making event more enjoyable for
both adults and children (Gopalakrishna, Malthouse and Lawrence, 2017). In addition to this,
dancing robots patrolling, magic shows are some entertainment activities which can be organized
by event planner during family event. Unique decoration of place where the event is organized
is another effective strategy which can be implemented for attracting the children. Outwith the
art classes, the pop-up play field, which includes colourful climbing frames, play seedpod, a
balance beam and a slide, will be open daily from 11 Am to 5 PM. The various entertainment
activities will be organized every day between 1: 4 PM. In addition to this, some indoor activities
will be conducted with different family events every day. Artist, face painters, entertainers will
be invited for making the event more enjoyable for families. An organization will be offering
different artistic menu options for the audience such as white and orange ice cream and blue
vanilla ice-cream. Prizes will be distributed for the best craft item. In addition to this Visitor will
also be able to grab a picnic on the grounds. The families will be provided with an opportunity to
visit historical places where they can explore the arts and crafts of famous painters.
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4. Target Audience
Families including children belonging to all age group as well as adult has been selected
as a target. As wonderland agency by offering discount scan easily influence them to participate
in outdoor family activities(Camilleri, 2018). In addition to this, also targets people living in
urban, rural as well as semi urban areas. Business entity is targeting People belonging to middle
age group.
5. Project Management Tools
Wonderland agency aims at providing various creative events ideas and suggestions. It
focuses on attracting customers so that it can gain maximum benefits and increase its profits.
Various project management tools are used by Wonderland agency to attract more customers and
make successful events. Project Management Tools helps in planning and proper scheduling of
task and activities related to an event(Slack, 2015). These various tools and techniques help in
managing budget and resources accurately and also helps in documentation. Project management
tools helps in distribution and allocation of roles and responsibilities among different members
of task so that it can be managed properly. Following are given some different project
management tools which can be used by Wonderland agency to organize successful event of
family fun day:
Gantt chart:
This management tools help in tracking task across time by illustrating schedule and
shows inter-dependencies of different activities. Gantt charts are useful for universal tasks as it
can be used from software development to construction. This tool involves hundreds of various
activities and thus it is considered as a complex task(Mohammad And et.al., 2016). Wonderland
agency can make use of Gantt chart to organise different activities of family fun day event.
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PERT chart:
Program Evaluation and Review Technique(PERT) helps in analyzing task and activities
which are involved in completion of project(PERT Chart Templates, 2018). PERT chart helps in
identifying time required to complete each task and also calculates minimum required time for
completing whole activity. Wonderland agency can make use of PERT chart for identifying time
required to complete each activity and also time required to complete whole family fun day
event(Tonchia, 2018). Wonderland agency can make use of PERT Chart to properly organising,
scheduling and co-ordinating different tasks and manage family fun day event for children,
parents and grand parents as well and make it a successful event.
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Illustration 1: Gantt chart

6. Project Team Management And Structure
Wonderland agency focuses on organizing fun day event and entertain children and
satisfy their parents, therefore, it needs to focus on team management and structure(Martinelli
and Milosevic, 2016). Proper team management and structure will allow proper allocation of
roles and responsibilities among different team members. Project team which is properly
structured ensures completion of task or work in proper manner and on time. Proper alignment of
project management team and structures results in the best outcomes for an event. Wonderland
agency aims at properly managing activities for its family event of fun day.
Wonderland agency adopts to projectized organizational structure to manage activities of
fun day event for children's and family. It appoints project manager and provides authority for
managing different activities of event. Project manager has jurisdiction for event's schedule,
budget and also regarding project team. Project manager plays its different roles and is at top of
hierarchical structure. Other team member and employee are provided with certain duties and
resources to complete the task given(Lock, 2017). Organizational structure allows proper
allocation and clarification of roles and responsibilities among team members so they aim at
putting their efforts in given direction. Hierarchical structure facilitate fast decision making
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Illustration 2: PERT chart

process, established authority line, clear roles for every team member, saves time and also
ensures proper completion of project task.
7. Budget of the project
A budget is termed as the financial plan for a particular period that has been defined by
wonderland agency. It may also include sales volumes and revenues that has been planned along
with resource quantities, cost and expenses, assets, liabilities and also the flows of cash
(Gutierrez-Gutierrez, Barrales-Molina and Kaynak, 2018). It is the sum of money that has been
allocated in terms of satisfying particular purpose and also summary of expenditures that are
intended along with proposals in order to meet them. Thus, the budget plan of wonderland
agency in order to introduce new event has been discussed as per below context-
Expenses Cost
Survey expense $2500
Research expenses $1500
equipments expenses $3000
Advertisement expense $1200
Loans $4000
Total $12200
8. Awareness of potential risk factors
Wonderland agency if hope to launch new events has to face many risks. Competitors,
consumers and changes in terms of economies can doom even the best marketing plan. For this,
they have to assess in the best way and also prepare the cited company so that they can handle
problems easily (Chang and Taylor, 2016). Thus, risk factors of new events development
includes the following-
 Marketing plan risk- if wonderland agency wants to develop new events, the major risk
they have to face includes marketing plan. If the strategy of the cited company is that
they introduce events in double price as compared to competitors or similar substitutes
then the risk in terms of failure rises in high manner. It will also result to risk if
wonderland agency introduces new events at low cost. It will result in great loss.
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Therefore, the cited company must have awareness of marketing plan risk for new events
that is financially viable.
 Existing market risks- wonderland agency has to face most difficult path, if they develop
the events that has many competitors already. Therefore, they have to offer parents or
childrens with something that attracts them in such way that competitors don't. They have
to adopt such feature that helps them in making as the best events in superior way.
Therefore, it becomes essential for wonderland agency to identify distinctive selling point
or else the new events might fail to attract customers from established competitors.
 Consumer behaviour risk- This risk is at high level in every type of market. If the parents
and childrens dont like the event that has been launched by wonderland agency for some
reason that may be unpredictable than they may get bored and dissatisfied. The main way
for wonderland agency to minimise such risk is that they have to analyse that point or
niche which competitors fail to serve to those parents. wonderland agency must then
market the events according to target market segments like young generation. This can be
done possible and successful by careful research and awareness of such risk. This will
later help the cited company to develop high quality phone that can attract large group of
customers. This in turn helps in increasing loyalty base of parents, grandparents and
children.
9. Evaluation of the project
Event evaluation is the systematic and objective assessment and it also determine the
objectives are attain by the project or not and also realizes the effectiveness of the development
and whether the project is creates positive impact upon the company's profitability or not. As the
report is based upon wonderland agency which is going to launch its new events in market and it
can be easily evaluated through the project that by using PEST analysis the project is completed
on time and it has been evaluated that through this project is actually attain the objectives which
are defined by the company (Mulatu and et.al., 2018). The evaluation of the project can be
measure by using Smart objectives such as the quoted company is specifically introduces the
new event as per the demand of their customers which can be measures that if the events is
helpful to raise the profit margin.
If the project is helpful to attain and also maximizes the profit of the company in describe
time then it will easily attain the SMART objectives. Hence, the project evaluation process can
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be competed as it attain the goals in describe time. In evaluation process, project should also uses
efficient and valid measurement tools as this project report also uses Gantt Chart and PERT
template that help to attain the project's defined goals in describe way (Arabani, Tahami and
Hamedi, 2018). Evaluation process are require best resources such as money and time and while
conducting an event, the event management team also help such that they assign duties and
responsibilities to each and every members so that they all complete the project as per defined
time without wasting money. In the same way, while evaluating the event, it has been analysed
that wonderland agency can make use of PEST chart for identifying time required to complete
each activity and also time required to complete introduction of new events and through proper
coordination, the task will be easily manages and as a result, Trade fair exhibition successful
launch event and different promotional tools are also used in order to let people know about this
event.
CONCLUSION
By summing up above report it has been concluded that wonderland agency is
successfully launches its new event into a market and the event is also help a business to meet
out all objectives. As report also concluded that during an even there are many entertainment
activities are also played which aid to draw attention of many customers towards them. Report
also concluded that through effective team management system, company will definitely attain
all its defined objectives in time. Report also describe its completion tenure through Gantt Chart
and also concluded that If the company introduces new events then proper planning should be
done which is helpful to make the event successful and maximizes the profit as well as increases
the sales too.
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REFERENCES
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Economics and the Airline events (pp. 85-103). Springer, Cham.
Chang, W. and Taylor, S.A., 2016. The effectiveness of customer participation in new events
development: A meta-analysis. Journal of Marketing. 80(1). pp.47-64.
Gopalakrishna, S., Malthouse, E.C. and Lawrence, J.M., 2017. Managing customer engagement
at trade shows. Industrial Marketing Management.
Gutierrez-Gutierrez, L.J., Barrales-Molina, V. and Kaynak, H., 2018. The role of human
resource-related quality management practices in new events development: A dynamic
capability perspective. International Journal of Operations & Production Management.
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Lock, D., 2017. The essentials of project management. Routledge.
Martinelli, R.J. and Milosevic, D.Z., 2016. Project management toolbox: tools and techniques
for the practicing project manager. John Wiley & Sons.
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Philip, K., 2014. Marketing Essentials. A brief course: Translated from
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Slack, N., 2015. Gantt Chart. Wiley Encyclopedia of Management, pp.1-1.
Smith, E., 2017. THE KEY TO SUCCESSFUL EVENT PLANNING: A CASE STUDY ON
IDENTIFYING THE MOST APPROPRIATE MODEL OF EVENT PLANNING (Doctoral
dissertation, Cardiff Metropolitan University).
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Tonchia, S., 2018. Project Time Management. In Industrial Project Management (pp. 117-129).
Springer, Berlin, Heidelberg.
Online
PERT Chart Templates. 2018. [ONLINE]. Available
through:<https://www.lucidchart.com/pages/pert-chart-templates>
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