The Local Children's Charity - Case Study Example

 The 5 girls and a Guy’s charity talent show Successful event management is dependent on successful planning and implementation of plans and objectives. The 5 girls and a Guy’s charity talent show was not only a well-planned event but also an event that portrayed different aspects of project management. The event was held Roxx club between 6 pm and 10 pm on March 23 2013. The main objective of the day was to revitalize the lives of destitute children who have either been abandoned by their parents or gone through abuse. Barnardos (a local children home) was the main collaborator in the event and together the event was successful. Being the main home featured during the event, the event’s main ideas were borrowed from Barnardos. That is the event purposed to expose the talents of the children while raising money for the local children’s charity. This paper presents a report on the 5 girls and a Guy’s charity talent show. The 5 W’s: In an event like The 5 Girls and a Guy’s Charity Talent Show, identifying the target group is a complicated undertaking. This is because the event has mixed agendas and objectives and therefore it would attract different audience. Being a charity as well as an entertaining event, the event expected mixed audience. However, like any other event, the show had its own list of invited guest. Moreover, the event required a select committee or members to oversee the planning and execution of objectives. People involved in the event included me (Theo Rushton), Tara Richardson, Talia Leles, Chelsea Marquardt, Charlotte Jewer, Paola Dyankova and Evelin Barbosa. Our roles include promotion and planning, Charlotte being the Co-ordinator/Group leader, Tara and Paola being in control of finance with finally both Evelin and Talia in charge with the staging and logistics. This was a complete list of members overseeing actual planning and execution of the event’s objectives. The success of an event is dependent on how well its objectives are. Been an event with mixed agendas, the team needed to establish the main theme through which to establish the purposes and the objectives of the event. The event was to run as talent show intended to raise money for the Barnardos Charity. The venue for the event was selected depending of the nature of the event and convenience. The choice for Roxx nightclub was partly due to the nature of the event and its convenience with the attendees. Moreover, the venue was selected in a way such that it brings the right mood out of the participants. The venue was also selected since it is located in the heart of Southampton city nightlife (Smiciklas, 2012). The club is very popular among students and entertainers. In addition, the venue was selected due to existence of facilities such as stage and dance hall. Selecting Roxx nightclub as the venue for the event was one of the best achievement for this event. This is because, the choice also acted as a strategy for attracting the right audience. This confirms the management theory of group dynamics whereby individual within a group act alike. We expected that more students and entertainers would come to the event due to the association factor. However, unlike other events held in the same venue, this one was expected to be a charity event whereby participants made financial contribution. The last W represents the strategy of making the event a success (Fight, 2006). The main factor that distinguishes events is that some are successful while others are not. For this event, we were cautious about achieving the desired level of success. The main factors or measures of success for the event were to mobilize attendance for our talent show and the need to create awareness on the event’s agenda. Aims and Objectives The main factor or determinant of strategic management is to set out goals. The following were identified as the aims of the event Establish a well-functioned talent show that would help raise funds for Barnardos charity Hit our financial target of a minimum of £250 Create an opportunity where the actors could show their talents and entertain the event’s participants Have at least 100 attendants Create a sale legal and free event for all the participants. The aims and objectives of the event can be described through a multiple of factors. However, the main aspect of the aims is their level of description and ability to be analyzed through management tools. Firstly, the goals are specific since the represented tangible and actual factors of the event. Moreover, the goals provided definite targets that could be achieved through the right combination of skills and objectives. Secondly, the goals of the event were designed in such a way that they were measurable. The main aspect of measurability is the ability of the goals to define real steps in real time (Vinehouse.com, 2013). Moreover, the objectives were achievable in the real-time and therefore measurability. Financial and audience targets were the main measures attached to the goals and objectives of the event. Other aspect of measurability included the ability to define and play according to the set plan. The other factor that defined our goals was their attribute nature. Ideally, the goals had specific attributes that they contributed to both the society and the attendants. Firstly, the event was aimed to raise awareness on the need to be charitable and care for destitute children. Secondly, the event was meant to inspire and brighten the lives of such children. The event was also relevant since it brought the society together under a common objective. The event was also relevant since it created the awareness and the need to contribute to a common goal. Lastly, the goals of the event were time based. Each objective was selected in such a way that it had a time limit. The limit dictated the amount of time that would be dedicated for each of the event. This ensured that all the objectives were implemented within schedule. Making the event’s objectives time based also enabled the participants to set the right pace for each activity. Actual Planning The event was planned in a formal way whereby each detail and document was used where appropriate. The organizing committee wrote a letter to confirm the venue and to dedicate the appropriate time for the event. The letter was accompanied by a contact list for the team members, which contained their names email, addresses and phone numbers. This was done to avoid any form of inconvenience that might arise during the planning period. The recording was done to ensure smooth transition of event and that all members adhered to their tasks. Gantt chart was the main management tool that was used in the event planning and management. The chart was used to break down tasks for the event. The tool also provides options where managers can add other associated factors such as time. Burke (2003) states that the display of a Gantt chart provides or conveys the activities and timings accurately and precisely and in a format that ordinary people can easily understand. The tool was helpful since it made the management of the event effectively and efficient. Moreover, the management team settled for the Gannt chat since it also provide summaries and history of the event. This is helpful since it enables the members to plan future events and avoid the flaws that were committed during the first event. The other factor that made the team to settle for the chat is that it provides an opportunity for members to improve their rating and provide a reference for future event. Event planning is a costly affair and planners require learning from events. Site Map and Stage Plan The event was planned in accordance to the requirements and nothing was left to chance. This was done by creating a site and a stage map to demonstrate how attendees would get to the venue. This was necessary since the event was set on a busy environment and therefore the planners needed to direct members appropriately. The main purpose of a stage plan, ‘is to give people who are setting up the stage an idea of where everything will be’ (Astral sound, 2011). Having a venue layout also enabled the event managers to plan on many factors of the event such as invited guests and venue regulation. Since it was an indoor event, strict measures were required to be put in place to enhance performance. The event managers also needed the venue layout to enable them design people’s movements. Risk Assessment Risk assessment is a significant aspect in event management. In any undertaking, there are associated risks that need to be analyzed. Risk assessment for the event was done by setting up a contingency plan. Contingency Plan A contingency is a planning process, which defines or underlines the state of uncertainties. This enabled the planners to define technical and managerial aspects of planning and associated uncertainties. This enables the team to prevent and respond to emergencies effectively. Contingency plans for the event included security details and people management techniques. Charlotte Jewer was the event manager and she ensured that all necessary precautions were undertaken to avert any risks that might arise. Security for the event and attendees was also taken into consideration (Weil, 2004). Security details included police and a team of guards from the club. The main reason for involving the security was to control crowd movement, analyze and identify security threats, assist police officers and to direct traffic. Most entertainment event avoids the involvement of security officials due to the interests of the attendees. The contingency plan also included communication mishaps and handling of lost properties. Lastly, the contingency plan provided a detailed evacuation policy for the attendees. Pre-Event Promotion The fact that the event required ticketing was disadvantageous to the team. Nevertheless, events that rely on entrance fee for income need efficient ticketing procedures (Bowdin et al., 2010:527-528). A ticket can be defined as ‘A paper slip or card indicating that its holder has paid for or is entitled to a specified service, right, or consideration’ (Thefreedictionary, 2012). Tickets for the event were sold at the door to avoid certain logistics and security issues associated with ticketing. Although selling of tickets at the door has several disadvantages, the teams did all they could to avoid risks and uncertainties arising from the ticket sales. For efficiency and security purposes, tickets should have the following features; - Name of the event, Date and Start time, Serial Number, Price and ticket category, Disclaimers note, Site Map, Contact Phone Numbers, Security features (Shone and Parry, 2004, p. 193). The planning team also took the challenge of promoting the sales of tickets to promote the level of sales. Financial Planning Financial planning was carried out effectively and in accordance with the event’s budget. Financial planning involves careful recording and monitoring of income and expenditure of the event (Shone and Parry 2010, p. 104). This was facilitated by the presence of a well-defined budget that had allowances for uncertainties and contingency plans. According to Bowdin (2011), ‘A budget acts as the master control of an event’ (p.318). A budget not only helps to determine expenditures against the available income but it also help to ensure that the planning process runs out smoothly. The proposed budget was communicated to all members of the organizing team to ensure that it was compliant with the event’s theme and objectives. The other aspect of financial management defined how the team members would manage funds raised from the event (Shone and Parry, 2010). Cash flow estimates provides information about cash receipts and payments for a given period. The forecast can then be used to help with it the profit and loss balance sheet. (Rao, 2011, p. 268). Finally, financial management also stipulated or accounted for petty cash that was either given to the organizers or used during the planning phase. Effective financial management is vital for successful event. Indeed, the members were successful due to emphasis on effective financial management tools and use of up-to-date management systems. Works Cited Accounting Tools, 2013. What is a petty cash system? 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[Online] Available at: http://www.vinehouse.com/smart-objectives-and-smart-goals/ [Accessed August 20, 2013]. Read More