Practical Approach To Management Of Event Operations - Essay Example

Practical Approach To Management Of Event Operations Introduction Before probing into the issue of an event management, we should first get to know what actually event means. Event means an occurrence or some sort of occasion which is organized in order to make the people enjoy and get information about various matters of life. Event is planned by the organizing committee for the sake of some sort of occurrence and also get together of people. When we talk about event, we must talk about the event management. Event management means to properly control or administer all the factors related to any specific event. Raj, et al., (2009) stated that ‘Proper planning plays an effective role for managing any event’. In this report, we will write about a real event which is being organized by the event management committee and we will see how different matters related to the event are being managed. The event proposal While planning for an event, we need to make a proper event proposal. An event management proposal comprises of those set of activities which are to be undertaken while planning that event. Without a proper plan or proposal, a people participating in that event may not be able to achieve that level of pleasure from the event because it will not be clear in their mind as what to explore in that event and how to explore. So, it is very important for the organizers to properly plan the event by keeping in mind the motive and objective of that specific event. But for achievement of the task of making a perfect event proposal, following are the factors which should be kept in mind by the event organizing committee: Budget management Event management Budget management The first thing which will be properly considered is budget management. Provost (2009) states that ‘As far as the economy goes event managers need not worry’. Any event by any event organizing committee needs some funding and when there will be shortage of available funds, proper event can not be planned. It will also be taken into consideration that importance of availability of funds is related to the management of those funds. When there will be huge amount of budget available for the event but no proper management techniques will be implemented, the success of event can never be sighted due to improper management which may lead to scarcity of funds in the middle of the event. But when there will be low budget but proper budgeting methods are applied, the event will become successful even with low amount of available budget. So, it is very crucial for the management of the event organizing committee to apply proper and effective measures in order to manage the available funds for the event. Event management Another important aspect of a successful event is that how effectively the sub events will be managed. Tum, et al., (2006) stated that ‘An event manager must work with eyes, ears and mind open to activities’. Only in this way the event can become a successful one. Coming to the events in the event proposal, people will be given a proper guidance and direction to effectively participate in the event. Approach to every place will be made easier for the participants so that they may not feel tired up during the event. Whenever they need to go to some place, free transport facility will be made available for them in order to reach the desired place quickly and safely. In short, proper measures will be taken and all aspects will be kept in mind by the event organizing committee to plan a successful event for the participants. Events included in the event proposal For making the event remarkable and treasured, following are the factors and sub events which will be taken into consideration by the event management committee in order to make the event enjoyable and successful. These are the events which reflect the organizers’ mindset before planning any event. Bowdin, et al., (2006) stated that ‘The enthusiasm of community groups and individuals for their own interests and passions gives rise to a marvelous array of events’. These events or factors for the event proposal are: Art event Sports event Best movie event Best restaurant selection event Educational event Software industry event So, these were the events or factors that will provide the participants with great deal of entertainment throughout the event which is being organized by the event management committee. Let’s describe all of these events that will make the event successful. Art event In the art event, the main aim of the organizers is to the let the participants know about different art works made by different artists which will provide them with the knowledge about those works. Art galleries always play a significant role in making an event memorable because they provide the people with knowledge about its art and the artists. Aim and the target market The basic aim of this event will be to let the people get familiar with the mindset of the artists as artists always depict the cultural and social aspects of the society in which they are living their lives. The people will be able to get familiar with the following things in the art gallery: Art works Name of the artists who developed those art works Material used to prepare those art works, and History of art works and their artists So, visiting an art gallery will be a perfect idea to be included in the event proposal as it will provide the people with great enjoyment. The target market of this event will be the local and international tourists visiting our country. Cost of the event The cost of the art event will be 10000 dollars which will include booking, display arrangements and refreshments. Venue of the event The venue of the event will be the best art museum of the country for organizing the art event. That museum will be selected from the list of most famous and most visited museums of the country in which the event is being organized. Capacity The display and seating capacity of the museum will be taken in consideration while selection of the museum. A huge amount of people will be expected to participate in the event, so, such an arrangement will be made so that capacity of the museum doesn’t get short as compared with the amount of participants. Evidence of peoples’ participation Evidence of people’s participation in the art event can be known by the fact that entry into the event will be kept at very economical price. The event will be for all age groups so that even school children and old aged people can come and enjoy. The event will be organized in a very friendly environment so that people may feel comfortable while participating in the event. Marketing plan A comprehensive marketing plan will be implemented by the organizers so that each and every person can get to know about the event while sitting at their homes. Following marketing methods will be used for making the marketing plan successful for the event: Media advertising through television ads Advertising will also be done through famous newspapers Television ads will play a vital role in letting the public informed about the event as television is present in almost all of the houses these days. Newspapers will be also effective for the booming advertisement of the art event. People involved In arranging any event, different people play different roles in order to achieve the goals and objectives of the event. In our art event, following are the persons who will be involved in its proper arrangement and management: Chief organizer of the event Marketing personal Database manager to keep the participants information up to date Manager of the selected museum The first person involved in the event will be the chief organizer of the event. His role will be to supervise all of the arrangements of the event including setting of costs with the manager of the museum. Marketing personal will be given the job to properly advertise the event using appropriate methods. Database manager will be responsible for inserting and updating the information of the participants of the event. The last person involved in the event will be the manager of the museum. His role will be to organize the event at his part. His part will be to take proper measures in order to perfectly arrange the art works of the artists and making the capacity available in the museum for a huge amount of participants. Sports event While talking about art event, we must also talk about the event related to sports activities as they provide the tourist with a great deal of enjoyment from the tour. Aims and target market The aim of sports event will be to entertain the people participating in the event. It will be included in the event proposal as sports are proving to be a great source of entertainment for any person these days. In the event, the participants will be given opportunity to not only visit any specific sports club or ground but also personally participate in the local events that may be arranged by the people of that specific country. Following are those sports related activities in which the participants will partake according to the event proposal: Visiting different sports grounds Meeting the sports organizing committees Meeting different local teams Getting information about local games Knowing histories of those local games A brief meeting with the ministry of sports Getting information about the local infrastructure of the sports clubs, and Personal participation in different sports like football, rugby etc Here, it can also be said that sports related events not only provide entertainment for the participants but also they are helpful in building friendship terms with the other members of any team. For the participants, it will be very pleasurable for him to engage in different sports activities, especially in those sports which are not renowned internationally. So, these local sports or games will be of great amusement and delight for the participants. Young and energetic people will be targeted to participate in the sports event as they really like to play and enjoy games. Cost of the event The cost, which will come in sports event, will be 15000 dollars approximately. Out of these 15000 dollars, one- third will be of arranging the sports club for the participants and the remaining cost will include arranging famous players and officials in the event. Venue of the event The venue of the event should be the most famous sports ground in a big city of that specific country in which the event is being organized. In our event, we have selected London sports club considering its beautiful location and access to the people. Selecting a proper venue has a critical importance in success of any event. Capacity of the event The club which we have selected has a very high capacity to accommodate at least 55000 people at a time. Capacity of the club is of great importance because in a event like sports, people rush towards the sports club to enjoy the games being played. Evidence of people’s participation Evidence of people’s participation in the sports event can be known by the fact that sports is a great entertainment in today’s busy life style. When people will be given a chance to not only come but also play with their superstars, they will definitely come to the event and will want to participate. Another factor of people’s participation will be that of economical entry tickets for the event. The event will be organized in a very pleasant setting so that people may feel relaxed while participating in the event. Marketing plan for the sports event A wide-ranging marketing plan will be put into practice by the organizers so that public can get to know about the event even in their schools and offices. Following marketing methods will be used for making the marketing plan successful for the event: Online advertising through internet Famous newspapers, and Schools’ and colleges’ notice boards Online advertising will play an important role in letting the young people informed about the event as in today’s world; young people make a vast use of internet for various purposes. So they will be notified about the event through websites and emails. Notice boards will be also effective for the advertisement of the sports event as it will let the young children inform about the event being at their schools and colleges. People involved in sports event In organizing any event, several people play their roles in order to attain the objectives of the event. In the sports event, following are the persons who will be involved in attaining the required level of success of from the sports event: Management of the event Sponsorship personal Database manager Famous players, and Manager of the selected club The role of management of the event will be to oversee and administer all of the arrangements of the event. The management will contact famous players and will make sure that they participate in the event in order to attract the public towards the event. Sponsorship personal needed to arrange a perfect sponsorship to effectively organize the event in terms of funds. Database manager will be responsible for inserting and updating the information of the participants of the event. Renowned players will also play an effective role in attracting the public towards the event. Their presence in the event will give a real boost to the success of that event because they are seen as icons or role models for the sports loving community. The last person involved in the event will be the manager of the sports club. His role will be to supervise the arrangement which will be taking place at the sports club. His responsibility will be to make sure the presence of higher sports officials and the players. Best movie selection event Another event which will be included in the event proposal is regarding selection of the most successful movie of the year. For that purpose, an event will be arranged in the biggest cinema hall of the city. Aims and targets The aim for organizing this event is to let the public enjoy a little part of their lives from their busy schedule. For the participants, it will be a great source of entertainment to make a visit to the cinema hall in order to participate in the selection ceremony of the best movie of the year. In this event following happenings will take place: Best movie of the year award Best actor of the year award Best actress of the year award Best director of the year award Best film producer award, and Best cinema of the year award When a person plans to participate in some event, he has a wish to enjoy the event at its best and cinema hall is one of those places where a person can surely entertain himself and make the event memorable for him. Following are the arrangements which will be included in the event for the participants: Visiting theatres Meetings with the cinema officials Meetings with the famous artists Visiting the studios Visiting the production houses, and Meetings with the famous directors In the event, various arrangements will be made so that the participants can explore and discover the reasons behind the success of cinema industry in that specific country. Event is not just to plan any specific set of activities somewhere, it also means to enjoy and get maximum pleasure out of those activities. That’s why a best movie selection event is being added in the events list. People from all age groups will be participating in this event as in these days, watching a new movie is a great source of entertainment for any person. Cost of the event The cost, which will come in best movie selection event, will be 10000 dollars approximately. Out of these 10000 dollars, 6000 dollars will be given to the management of cinema hall for organizing the event. 4000 dollars will be given to the marketing firm to advertise the event in such a way that it turn out to be the most successful event of the event organizing committee. Venue of the best movie event The venue of the event will be the most famous cinema hall of the city, that is, lock heart cinema in the middle of London. We have selected lock heart cinema hall considering its beautiful location and access to the people as we know that location and easy access plays a vital role in success of any cinema hall anywhere in the world. Capacity of the event The hall which we have selected has a very high capacity to accommodate at least 5000 people at a time. Capacity of the hall is of great importance because in the event like award ceremony, people run towards the place of the ceremony in order to occupy their place in the event and to enjoy each and every moment of the ceremony. Evidence of people’s participation Evidence of people’s participation in the best movie selection event or we can say, award ceremony event, can be known by the truth that people have a craze for watching new and latest movies which involve best actors and actresses. Cinema entertainment is a great source of entertainment in today’s busy life style. When people will be given a chance to not only come and watch the ceremony but also to meet with their favorite cast and crew, it will come out as a really attractive thing for the people and they will love to come to the event as soon as possible and participate. Another factor of people’s participation will be that of cost-effective entry tickets for the event. The event will be organized in a very pleasurable and gratifying setting so that people may feel stress-free and hassle-free while participating in the event. Marketing plan for the event A thorough marketing plan will be carried out by the organizing committee so that public can get to know about the event not only in their schools and offices but also in their favorite magazines which they read out in order to get such entertainment related to this event. Following marketing methods will be used for making the marketing plan prosperous for the event: Entertainment magazines Radio broadcast Famous newspapers, and Television ads There are various modes of advertising and publicizing such king of event. Entertainment magazines will play an important role in letting the young people informed about the event as in today’s world; young people love to read out entertainment magazines and journals which have the information about all events related to the entertainment and cinema industry. Young people also make a vast use of internet for these purposes. So they will be notified about the event through the magazines and journals. Radio broadcasts will be also effective for the advertisement of this event as it will let the people inform about the event even when they have no television at their work place. People involved in sports event In organizing any event, quite a lot of people play their roles in order to accomplish the objectives of the occasion. In the best movie selection event, following are the persons who will be involved in attaining the required level of success of from the event: Management of the event Marketing firm Famous actors and actresses, and Manager of the cinema house The role of management of the event will be to oversee and administer all of the arrangements of the event. The management will contact famous actors and actresses and will make sure that they participate in the event in order to attract the public towards the event because people will love to see and meet their favorite artists in the event. Marketing personal will be given the job to properly advertise the event using appropriate methods. It will be the responsibility of the marketing firm to apply such methods of advertising so that the targeted audience comes to know about the event which is being organized. Sponsorship personal needed to arrange a perfect sponsorship to effectively organize the event in terms of funds. Availability of famous actors and actresses will also play an effective role in attracting the public towards the event. Their presence in the event will give a real boost to the success of that event because they are seen as heroics in the entertainment industry. The last person involved in the event will be the manager of the cinema house. His role will be to supervise the arrangement which will be taking place at the cinema house. His responsibility will be to make sure the presence of proper technical and technological staff for the ceremony. Educational event One of the most exploring and educational event will be to visit to different schools and explore the teaching and learning systems of those schools. The event organizing committee will include this visit in the event proposal because of its significance in the field of education. Aim and targets The participants will be given opportunity to visit a school and understand the schooling system of that specific country. The basic aim will be to teach the children the importance of high level education and motivate them so that they become a part of the success of their country, development. It is of great importance for a person to make such a visit because education is not just limited to school level education or college education, it’s also necessary for a student to undergo high level education to get aware of latest technologies related to information technology field and others. Following are the arrangements which will be made for the participants: Arranging visit to famous schools Meetings with the senior and junior teachers Meetings with the students of that school Examining the student-teacher relationship by attending a class, and Analyzing the examination system of that school The importance of educational factor in any society can never be sidelined. When we talk about educational standards, a person should be given an opportunity to gather some knowledge about the education being provided to the children living in that country. So, such an event will be very motivational and informational for the school level children. Cost of the event The cost of the educational event will be 20000 dollars which will include visits to different schools, arrangements of meetings and transport costs to different schools and colleges. Venue of the event The venue of the event will not be just one school or college. It will be rather different schools and colleges. As we said earlier that its basically an educational event whose purpose is to motivate children towards higher education. So our venues for this event will be the auditoriums of all schools and colleges where we can address the children. Capacity The seating capacity of the auditoriums will depend upon the schools. In an educational and motivational event, it’s not the main issue to see whether the hall is large or small. Rather we will make use of the available auditoriums in the specific schools. Evidence of people involvement Evidence of people’s participation in the educational event can be known by the fact that in these days, parents are so much concerned about their children’s education. So when there will be a proper educational event being arranged in a professional way whose purpose will be to motivate the children, in such case, a lot of people will move towards the event. Marketing plan Newspapers, television, internet and web advertising methods will be appropriately used for the advertisement of that educational event. People involved The people involved in this event will be management of the event, parents as participants, marketing firm to advertise the event and management of different schools in order to get the arrangements ready for this event. References Raj, R. Walters, P. & Rashid, T., 2009. Events Management: An Integrated and Practical Approach. London: Sage Publications. Available at: http://www.amazon.com/Events-Management-Integrated-Practical-Approach/dp/1412923352 [Accessed 15 December 2009]. Provost, L., 2009. Breaking Into Tour Management. Available at: http://ezinearticles.com/?expert=Laura_Provost [Accessed 15 December 2009]. Tum, J. Norton, P. & Wright, J., 2006. Management of Event Operations. Oxford: Butterworth-Heinemann. Available at: http://books.google.com.pk/books?id=EiBzPxhx5N8C&pg=PT17&lpg=PT17&dq=Tum,+Julia%3B+Norton,+Philippa%3B+and+Wright,+J+Nevan+(2006)+Management+of+Event+Operations.#v=onepage&q=&f=false [Accessed 15 December 2009]. Bowdin, G. et al., 2006. Events Management. 2nd ed. Oxford: Butterworth-Heinemann. Available at: http://www.ebooks.com/ebooks/book_display.asp?IID=270055 [Accessed 15 December 20089]. Read More