Event Management - the Dvd Promotion Event - Business Plan Example

Business Event Management The DVD Promotion Event Table of Contents Table of Contents 2 Introduction 4 Task 5 1 Timetable (Gantt Chart) 5 2 Flowchart 7 7 1.3 Resources Required for DVD Promotion Event 8 1.4 Reviewing the DVD Promotion Event through Balanced Scorecard Technique 8 Task 2 9 2.1 Required Activities for Setting up the Event 9 2.2 (A) Characteristics of a Good Project Manager 11 (B) Effective Management of Time 12 2.3 Approaches to Monitor the DVD Promotional Event 13 2.4 Corrective Actions 14 Task 3 14 3.1 Suitable Team for the DVD Promotion Event 14 3.2 Team Building for the DVD Promotional Event 15 3.3 Importance of Coordination and Communication in Managing the DVD Promotion Event 16 3.4 Budget for the Event 17 Task 4 18 4.1 Communication Plan for the DVD Promotional Event 18 4.2 Importance of Information Technology in Managing the DVD Promotion Event 18 4.3 Team Meeting Report 19 5. Conclusion 20 References 21 Introduction Business events management is a management process that includes the practice of implementing the logic of business into events such as levelling, handling as well as communicating. Managing any kind of event or activity requires a combination of pertinent skills which can facilitate to direct the diverse tasks appropriately. To manage an event, the event organisers need to evaluate as well as consider every aspect of the event. The concept of event management is growing rapidly especially in the developing countries. Effective accomplishment of an event would require the assistance of people from various areas of the society (Beloviene & et. al., n.d.). With this consideration, the aim of this paper is to present a plan for managing a DVD promotional event. The event would be a part of the endeavour to expand the accessible media services provided within the LSBM library. Task 1 1.1 Timetable (Gantt Chart) Task Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Acquiring The Required Resources Reviewing the Event Necessities Planning of the Activities Appointing Project Manager Managing the Time of event Monitoring the Event Team Building Implementing Information and Technology Communication Plan Team Meeting 1.2 Flowchart Figure: Flow Chart of the Event 1.3 Resources Required for DVD Promotion Event Event management is an important process that revolves around the utilisation of project management practices in the creation of programs and events. There are various important resources required for delivering an efficient event. The resources that are required for the successful DVD promotion event would be proper venue, equipments related to the event, financial resource and human resource among others. The resources mostly would be hired and not owned (Government of Western Australia, n.d.). 1.4 Reviewing the DVD Promotion Event through Balanced Scorecard Technique The event of the DVD promotion would be reviewed using the balanced scorecard technique. According to the technique, performance of an event could be reviewed by using four dimensions that include financial perspective, customer perspective, learning and growth perspective as well as internal process perspective (Talloo, 2007). The DVD promotion event would have to be managed by considering the perspective of the customers. This is quite an important aspect to be considered in any event. The needs and the expectations of the customers would be given the prime preference while managing the whole event of the DVD promotion. In this context, the customers are the students and the staff who come to or work in the library. The DVD they prefer would have to be included as they are the ones who are going to utilise it (Talloo, 2007). It has been noticed that learning and growth perspective is also essential in reviewing the DVD promotion event. The people who are related with the project would be given proper training about what event is all about. Training of the associated members would be quite essential as without them the success of the event would be highly improbable (Talloo, 2007). Financial perspective is also quite a critical aspect with regard to the promotional event. The finance available for the event would be used with proper planning and accurate data of the expenditure occurred in the event would be maintained (Talloo, 2007). Internal business perspective is also quite imperative as it would enable the event manager to understand how the entire event is shaping out and whether it is following the required goals or not (Talloo, 2007). These four perspectives or dimensions would be quite effective in reviewing the performance of the DVD promotional event. Task 2 2.1 Required Activities for Setting up the Event The success of the promotional event would be highly dependable on how it is being planned. The event would have to be organised proficiently and every member associated with it would be assigned with their own responsibilities. There are various activities involved in managing an event. The various activities that would be involved in DVD promotional event would be in the following form. The first activity the event manager or the management team should do is to inform the local government or authority about the event and take the necessary approval. Moreover, the event organiser should see whether there is any other program or event organised on that day within the college premises so that any kind of collision could be avoided. In the next step, the event manager would be required to make the budget of the event. It is quite important to make the budget with utmost care as it has a big role to play for the effective execution of the entire event. The event management should also be quite careful regarding the location of the event. The location for the event would be selected well in advance. While selecting the location or the venue for the event, the management has to be careful about its distance from the place of the targeted audience. The place should not be too far away from the place of the targeted audience. Also it has to be seen whether the selected venue have good parking facilities or not and select accordingly. In the subsequent step, the event manager would have to determine the goal of the event and develop a timeline accordingly. The event sponsor would also be identified in this stage. The sponsorship packages would be delivered to the potential sponsors and follow up would be sought for a particular period of time. The next step would be the marketing & promotional process where the marketing and the communication plan would be made. The promotional activities might include media interaction, designing of promotional materials such as hoardings and banners. Furthermore, the event management would inform the local event calendars and website about the event. The event manager would also have to take the license or the permit if there is an inclusion of music in the event. Moreover, if there is any road closures needed for the event, prior permission has to be taken. Contextually, the management of the event has to book first aid officer and create a risk management plan as a countermeasure for any kind of risks. Other than this, the management of the event would also have to develop a security plan for crowd control and other concerns. Furthermore, the traffic management as well as waste management plan is also essential with regard to the event. Additionally, the event manager has to take decisions regarding organising volunteers and staff. Overall, it can be said that the event management team would have to consider and closely supervise every aspect related to the event. 2.2 (A) Characteristics of a Good Project Manager The event would be managed by an effective leader. The event manager or the project manager would acquire the combined balanced composition of inspiration, managerial skills and good communication skills among others. The manager would direct all the other members towards the activities that are being targeted to be fulfilled during the event. The manager should also allow all the other members to present their views or inputs to the event. The event manager would acquire impressive communication skills. He/she would need to clearly communicate the goals, objectives as well as expected performances to the team members as well as the event organizers. Moreover, the manager would also intend to maintain unity amid the members associated with the entire event. Additionally, it would be quite essential for the manager or the leader to be very much enthusiastic so that other team members can take it as an example and work effectively towards the accomplishment of the goals of the event. Furthermore, the manager should intend to understand the needs or feelings of the team members and attempt to motivate them. Again, one of the most important functions of the project or the event manager would be to delegate the work or the task to the team members. He/she should select the right person for the right kind of jobs. The manger should endeavour to understand the competencies of the team members and allocate the work accordingly so that the chances of any kind of mistakes from the side of the team members would get minimised. On the whole, it can be said that the event manager should keep a close supervision of the entire event and should also consider every aspect of it to make it a successful one (Ramroth, 2006). (B) Effective Management of Time Time is one of the prime concerns in any activity or task or work. Any work which is not completed in time would not be considered as an effective one. The manager should therefore need to divide and organise the entire task with regard to the required time to complete the entire project on time. In this regard, the time management matrix would be utilised for the promotional event. According this matrix, the required tasks are to be divided or put into four sections primarily on the basis of their importance and urgency. The time management matrix of the entire event would be in the following way: 2.3 Approaches to Monitor the DVD Promotional Event The success or effectiveness of an event is highly dependable on how it is being supervised or monitored. One of the key approaches in monitoring an event is project auditing. According to this process, the event management team would have to identify the activities which are working correctly and also find the reason behind it. The event manager should also attempt to find out the activities that are going wrong and also the reason behind such failures. The manager should intend to determine the factors that are responsible or effecting the accomplishment of the event goals. He/she should further intend to come up with corrective measures. Furthermore, the event manager would also have to evaluate the efficiency of the team members and other associated members of the event. Monitoring the entire aspects of the event would certainly affect the expenditure, budget and performance of the event substantially (Damster & Tassiopoulos, 2006). 2.4 Corrective Actions It is quite significant to complete the entire event on time. The event manager would need to supervise the event on a regular basis. He/ she would need to understand the lack of efficiency in a particular task and would also have to find out the reason behind it. Once the reason for inefficiency is identified, the manager could take the necessary steps to rectify it. If likewise all the other issues regarding the event is examined and afterwards solved then there is a good possibility that the event can finish on time. Task 3 3.1 Suitable Team for the DVD Promotion Event For any group task or event, it is quite crucial to have an effective team or group of people which would work collaboratively for one common goal. The size of the team i.e. the number of people required for the accomplishing the entire DVD promotional event is quite vital. The event would need a set of 25 people with expertise in different aspects regarding the promotional event. There would be an event manager that would have all the power to take the required decisions. Three people would be there to supervise the whole event and would convey the message of the top manager to the other team members. Four of the team members would handle all the legal issues regarding license and permits among others. Again, a set of four people would work towards the security concerns related to the event. A set of another four people would work towards assembling all the contractors. The rest of the team members would be on the flying work i.e. they would work wherever needed at particular time. Overall, it can be said that every team members would have their own set of delegated responsibilities. 3.2 Team Building for the DVD Promotional Event The team for the event would be quite crucial with regard to the success of the event. The process of the team building can be executed with the assistance of the five stages of team building process. The stages include forming, storming, norming, performing and adjourning. The first stage of the process would include forming the right kind of people for the tasks. In this stage, the manager of the event would interact with a group of people and would intend to know how they would be important for the task. He would further try to understand the competencies of the people and would structure the kind of work that would be given to that person (Alleman, 2004). The next step would be the storming stage where the manager would intend to present the entire tasks or the objectives of the event in front of the team members. In this stage, the manager would provide the details about the event to the members. The manager would mainly attempt to guide the team members towards clear goals, acceptable team behaviour along with a mutual feedback process for team communication (Alleman, 2004). The next stage would be the norming stage where the event manager would attempt to encourage participation and professionalism within the team members. The manager would also endeavour to develop good behaviours, positive team work, group and mutual trust amid the team members which could further be utilised effectively for the accomplishment of the event goals. This step is very important in the process of team building (Alleman, 2004). The subsequent stage i.e. performing is also a crucial stage in the process of team building. In this stage, the manager would endeavour to develop high level of loyalty, motivation, participation and group-decision making among the team members. It has been observed that this is quite effective in developing personal growth and sharing nature among the team members (Alleman, 2004). The final stage of the team building process is adjourning where the team discusses and shares the improved process all through this stage. After this stage, there is always a bitter sense of achievement along with unwillingness to detach from the entire process (Alleman, 2004). 3.3 Importance of Coordination and Communication in Managing the DVD Promotion Event Coordination and communication are among the two most significant requirements for the success of effectiveness of any event. The DVD promotional event would also require a good coordination as well as communication among the members associated with the project or event. One of the most significant benefits of having effective communication is that it would lead to higher productivity. Proper communication facilitates to coordinate the actions of all the members involved in the team of the event. Also, communication is necessary in sharing the important information regarding the event. Additionally, communication is also quite necessary for the event manager in making the decisions regarding the DVD promotional event. It has been noticed that communication is also requisite for the manager to understand the needs and the requirements of the team members. On the other hand, coordination is also quite essential in attaining the goals of the event. It would encourage the team spirit and would also show proper direction to the team (Turkalj & Fosic, n.d.). The DVD promotional event would use the pre-bureaucratic structure that is used in organisations. According to this structure, the power of decision making would lie to one person. In this event, the power of the decision making would lie to the event manager. He/she would take the decisions with the consent of the team members. Furthermore, according to this structure, communications amid the team members and the manager would be face-to-face and there would be no middle person involved. It has been observed that this structure is quite effective in managing events (Osifo, 2012). 3.4 Budget for the Event Cash Flow (Pound Sterling) Investment 10000 Costs     Marketing 1000 Conference and Meetings 500 Remuneration of Team Members 3000 Resource 2500 Miscellaneous 1500   Total Cost   8500 Net Cash Flow   1500 Task 4 4.1 Communication Plan for the DVD Promotional Event The type of communication that would be used in managing the DVD promotional event would be upward communication. In this process the flow of the information would be from both the manager to the team members and vice versa. This type of communication is quite effective as the team members would be allowed to provide their views, ideas as well as feedbacks in front of the event manager. This kind of communication would only be used among the event management team. The communication would happen twice a week and would be an interactive session. On the other hand, the communication with the potential sponsors (i.e. college) for the event would be through meetings among the top officials once a week or may even increase depending on the necessity (Richmond & et. al., 2005). 4.2 Importance of Information Technology in Managing the DVD Promotion Event Technology performs a key role in every aspect of society. It has been observed that the use of technology in the events management arena is rapidly increasing. Innovation as well as software developments are enabling to ascertain a vast improvement in terms of speed and effectiveness in events management programs. It has been observed that there are event management software companies which provide specific management software tools to event managers which enable them to delegate responsibilities effectively. This software would further enable the management team of the DVD promotional event to get the sources and contact details of all the contractors that might be required in managing the event with just a click in the computer mouse. Moreover, it has been observed that there is also software called event management calendar software that would enable the event management team to track the events that they are assigned to take up (Chaturvedi, 2009). 4.3 Team Meeting Report The manager of the event would call a meeting of the team members where all the different issues regarding the event would be discussed. This would be done in the later stage of the event. It has been observed and discussed in the meeting that the health of the team members would be an important issue. Thus, in this regard the event management has decided to maintain a few alternative team members who would operate if there is any injury or any other health related issues of any team member. Again, the issue of time would also be discussed in the meeting. Finishing the event on time is also an important issue. The meeting also discussed how the whole process would be supervised to complete the entire event on time. Regarding the health issues of the management would place a healthcare provider in the workplace. It has been decided in the meeting that in order to ensure that the entire event gets completed on time, a full time supervisor would be maintained in the workplace. 5. Conclusion From the overall study, it can be summarised that event management is a quite a crucial process. Its success depends on many factors including time management, planning and incorporation of effective team members among others. It has been observed from the overall DVD promotional plan that the role of the event manager in organising the event is quite significant. The entire decision regarding the event would be completely taken by him with the consent of the people involved within the process. However, efficient team work is also highly required for the effective accomplishment of the overall event. From the entire analysis of the plan, it can be concluded that the planning is quite vital in event management. The plan this paper provided would certainly be effective in carrying out an effective DVD promotional event. However, there are certain issues which need to be rectified with the supervision of the senior management. References Alleman, G. B., 2004. Forming, Storming, Norming, Performing and Adjourning. Niwot Ridge, LLC, pp. 1-24. Beloviene, A. & et. al., No Date. Event Management Handbook. Education and Culture DG, pp. 1-86. Chaturvedi, A., 2009. Event Management: A Professional and Development Approach. Global India Publications. Damster, G. & Tassiopoulos, D., 2006. Event Management: A Professional and Developmental Approach. Juta and Company Ltd. Government of Western Australia, No Date. Event Management Plan Check List and Guide. Files. [Online] Available at: http://www.gdc.wa.gov.au/uploads/files/Event%20Management%20Plan%20%20GDC%20Toolkit.pdf [Accessed March 13, 2013]. Osifo, C., 2012. Organization and Coordination. University of Vaasa, pp. 1-24. Ramroth, W. G., 2006. Project Management for Design Professionals. Kaplan Publishing. Richmond, V. P. & et. al., 2005. The Nature of Communication in Organization. Illinois State, pp. 1-16. Turkalj, Z. & Fosic, I., No Date. Organizational Communication as an Important Factor of Organizational Behavior. Interdisciplinary Management Research, pp. 33-42. Talloo, T. J., 2007. Business Organisation and Management. Tata McGraw-Hill Education. Read More