The Purpose of Promoting the Product and Brand - Assignment Example

Business Event Management Introduction A career fair provides possible employers with a prospect to meet and undertake formal interviews forthe purpose of employing both interns and full time employees. It also provides an opportunity for students to learn about employment projections in the various fields or industry (Hoyle, 2002). A career fair is an opening for an employer to brand his or her organization on University and educate potential applicants on career paths and their hiring procedures. There are various departments that are essential in managing and planning events within a structural organization. Marketing is a crucial department that entails creating awareness of a product or anything else that is intended for. In event planning, marketing is essential in product value and service to clients, for the purpose of promoting the product and brand. On the other hand, finance involves an assessment of cash needs and a decision on how to raise the money, such as through borrowing or issuing extra shares in an organization. It is, thus, vital in ensuring that other aspects such as legal and marketing are driven within the timeframes set. Legal entails seeking advice as per the complexity of event organization. This may include contracts with staff or volunteers, necessary insurance and maybe taxation issues amid many others. It is significant to address the legal issues since they are important in event planning and compliance with other appropriate laws. Therefore, it is particularly significant to be realistic and understand that assets are limited. The organizations management team needs to carefully plan the use of funds, the procurement of facilities and equipment and the development of people within the organization to achieve goals. These facilities include issues such as sources of funding, organization structure and physical resources. Notably, the objective of event planning departments is to predict possible problems that might occur and thus plan, organize and control activities so that the project is completed as successfully as possible in spite of all the threats or challenges. The pervasive element of uncertainty means that events and tasks leading to completion can never be predicted with absolute accuracy. LO1/LO2/LO3 AC 2.1 Copy of Meeting Minutes Career Fair Project Meeting Summary 1ST Meeting TEAM MEMBERS Acrom, Daniela, Aibol, Reem (me), Soukaina and Ted Absent from meeting: None Date: 09/02/15 Hour: 14 pm Chairperson: Soukaina Agenda 1 Location - LSBF Notes: The event that LSBF required us to organize is a career fair. The purpose of the career fair is to help undergraduate students from LSBF to find career opportunities or internships with high profile companies. The event will take place the 28th of April. As the legal department, we will be discussing and work on the legal aspects of the event. AC 1.2 2nd Meeting TEAM MEMBERS Acrom, Aibol, Ted, Reem and Soukaina Absent from meeting: Daniela Date: 10/02/15 Hour: 12:24 pm Chairperson: Reem Agenda 2 Location - LSBF Notes: Today we have all discussed about our responsibilities as legal department. As the chair of the meeting, I came up with a list of all legal aspects that we need to consider for this event. License Health and safety Insurance VAT registration Contracts Documentations Inspections In order to work on these legal aspects, we will be in contact with the different departments of the event. AC 3.1 3rd Meeting TEAM MEMBERS Acrom, Aibol and Soukaina Absent from meeting: Reem, Daniela and Ted Date: 17/02/2015 Hour: 12:52 pm Chairperson: Acrom Agenda Location - LSBF Notes: Today we allocated the previous listed responsibilities among the team members. Aibol - Catering company Soukaina - Venue Acrom - Due Diligence + VAT registration Reem - Marketing Daniela - Security company Ted - Human resources Acrom has decided to be in charge of due diligence and VAT registration because he believes that he is experienced in this field as an accountant would be an advantage to complete his task. Soukaina has decided to be in charge of the venue although she doesn’t have any experience in this field she feels confortable to complete this task due to her personal and professional skills. Reem claimed that she would be able to cover the marketing role as she has had previous experience as a business associate in the marketing department for a real estate company. Ted was absent today so we all agreed to give him the responsibility to work on human resources due to his previous experience in this field. Daniela has been absent today, therefore, the rest of the team decided to allocate her the security company role because we believe that she has the right ability to complete this task although she does not have any experience in the field. Aibol was absent today therefore we all decided to allocate him the catering company due to his previous experience in restaurants. AC 1.2 Appropriate documents As the team leader, I assisted in coming up with a structural plan that will guide team members to conduct the project in a systematic way. This includes the following phases: Publicity plan: This is done through development of publicity pieces and request of logos from cooperate sponsors. There is also the production of posters, tickets and event pages. This will include email notification page, Facebook page, YouTube page, online calendars and numerous others (Hoyle, 2002). There is also an urge to generate a responsive online marketing website page in order to ease efficiency and publicity. In addition, the listing of spreadsheet is also done for the event planning process step by step (Masterman & Wood, 2005). The spreadsheet should start with items like message development and conclude with post-event tasks such as paying invoices. Each task should have its timeline and completion date so that progress can be easily traced (Johnston & Clark, 2008). Phase two This phase involves sending reminders to conduct list of registered members. This is done to confirm accommodation details (Van Der Wagen, 2002). There is also a need to follow up on sponsorship and underwriting. Phase three This phase entails the confirmation of media attendance, registration of media tables and other tools such as badges, pens, books and others. It involves ensuring that all promotion items, trophies etc. are on- site. Phase four This is the crucial day where each member ensures that copies of instructions, directions, keys, extra parking spaces, seat charts and various guests’ lists are on track (Anderson, 2004). This day involves the identification of tasks, analyzing the tasks and delegating such tasks. Identifying tasks will involve brainstorming all of the tasks needed to accomplish objectives (Hoyle, 2002). Arguably, this involves identifying tasks such as planning methodology, budget estimates, operational strategies and many other essential planning tools required. Analyzing tasks involves checking on tasks that are necessary and those that are not. It also involves addressing the project structure from beginning to end (Hoyle, 2002). It also involves checking tasks that can be dropped and those that carry the functions and objectives of the project. On the other hand, delegation of tasks involves giving individuals responsibilities and establishing deadlines for individual tasks. 4th Meeting TEAM MEMBERS Acrom, Soukaina, Reem and Teodora Absent from meeting: Daniela Ted Aibol Date: 16/03/2015 Hour: 12:35 pm Chairperson: Soukaina Agenda Location - LSBF Notes: Reem (Me) specifically came up with strategic some strategic approaches for the accomplishment of tasks and responsibilities. We have all agreed, after reviewing our responsibilities and roles, as the legal department that we shall hire a new team member in order to help us cover all the required responsibilities. Therefore, Teodora, the new team member will join the legal department and she will be covering the cleaning company role. Teodora claimed to be comfortable working on this task due to her familiarity with the area. AC 3.4 Action plan: Checklist Initial phase of the project This phase will involve the following activities; Establishment of event goals and objectives, Selection of dates Identification of venues and negotiations Acquisition of cost estimates Identification of event sponsors or partners. Resources and documents needed include: Name tags template Event program timeline Parking memo Keynote speaker itinerary Event ushers First aid kits menu cards, program cards, place cards Event pamphlet LO1/LO2 AC 1.3 The mentioned resources were ordered and acquired by the marketing and finance department team. This included making phone calls and email address exchanges. The first Aid kits were provided by the Olympia bookings team who confirmed through an email that they had a first Aid facility available on site. The event pamphlet, cards, and name tags were also provided by the marketing team. I offered a draft design of the pamphlets to the marketing department who designed the pamphlets and the cards. The keynote speaker itinerary was also offered by the marketing team. AC 1.4 i. Evaluation and assessment Once the marketing department is done with most items, the finance will ensure that all the resources needed are ordered and brought on time (Levin, 2004). This would ensure the event planning process runs in smooth manner. The legal department is also important to avoid some unnecessary hitches that may occur during and after the whole event process (Anderson, 2004). Constant review and analysis is done on each team member to ensure project deadlines are met in time and initial target set is achieved. ii. Challenges Most timelines, however, are hard to meet as some team members do not delegate their duties on time (Anderson, 2004). For instance, the finance department issued the money late and thus there was a delay in ordering the resources required. The other challenge involves the marketing strategy used. This proved to be time consuming and used up a lot of resources, thus, the budget had to be reviewed once again (Johnston & Clark, 2008). AC 2.2 iii. Leadership skill demonstrated I will lead in strategic thinking as to ensure the goals are met and the initial strategy followed is still on. I will demonstrate problem solving skills by coming up with alternatives to solve the marketing challenges experienced. iv. Time management: Although the team has issues with coordination, I will ensure that all events planning processes are dealt with on time. The entire event outcome is expected to be triumphant. We stressed mostly on the significance of teamwork and how it is crucial in meeting set timelines. LO2 AC 2.3 v. Prioritizing and Delegating: It is important to prioritize issues based on complexity and urgency. This ensures important issues are first solved thus most of the event workflow runs smoothly (Hoyle, 2002). It is also important to delegate work according to individual strengths to ensure faster accomplishment of tasks. Delegating tasks guaranteed that every individual within the team is fully aware of his or her duties. List of stakeholders: Event Director- Oversees all the coordination performs executive duties and issues instructions. Guest and VIP manager Welfare – the catering department Medical- their duties is to perform first aid procedures if any. Security- their duties involve ensuring that law and order is maintained throughout the whole process. Publicity- their role is to market or advertise various items within the event structure Volunteers- their duties vary and they perform all duties as per instruction. AC 3.2 vi. Team building Team building is important within the team as it develops trust. Trust is crucial within the team as it makes or breaks the team (Levin, 2004). Team building is also important as it eases conflicts between individual team members. Individuals get to know one another on a personal level (Levin, 2004). Effective collaboration within the team is also enhanced as most of the tasks need to be solved as a group. Team building will also increase collaboration within members who might blame one another when problems arise within shared business projects. The team members undertook some team building activities. One of the activities was the Sneak-a-Peek which was an exercise in observation, communication and teamwork. In this exercise, employees were involved in teams. The aim is for one member of each team to investigate the sculpture for a set amount of seconds or minutes. Continue rounds until everyone have taken a turn or the sculpture has been re-created. Another activity was scavenger hunt which encouraged teamwork, helped to build creative problem-solving skills and result in laughter. This in turn reduced anger within the team. AC3.3 vii. Effective coordination and communication Our team emphasizes on the importance of effective communication to eliminate confusion and foster a healthy and happy team. Better harmonization guaranteed that work was done more efficiently and quickly. As a key coordinator, I will rectify any communication problems that may occur. The team has embraced the use of technology to ease communication. AC 1.1 Timelines: 1 Activity - Establish planning group and appoint chair. Hold planning meeting for re event goals and details then establish responsibilities. It is also significant to establish funding and budget sources. Reserve attendance dates calendars – follow protocol for. It is also crucial to determine and reserve venue for confirmation of speaker. The guest list is also determined and request of alumni data is done. Final stage Activities before the event should include creation of cards, invitations, response cards and related tools for instance maps. The event organizer also ought to meet with Communications Manager to discuss publicity then draft program agenda. Additionally, these activities include the determination of on-site registration steps, including ushers and contacting fleet services for bus and car transportation. Lastly, there should be contact made to vendors as required for stage, podium, chairs, tent and tables and ordering other equipment like sound, computers, projector and many others. The reviewing timelines should be one week before event. It is also important to review members’ assignments to establish progress and challenges. Other activities include meeting on site with various operational staff such as ushers to discuss the different responsibilities. Programs are also printed and confirmation arrangements done with vendors. It is also important to confirm with caterers to verify all the necessary tools. Lo4 AC 4.1 Records of Communication AC 4.2 Importance of Information Technology We employed the use of technology as facilitates real-time data capture and outlook intelligence such as digital badges using near frequency communication. This has eabled us completely transform the event space as a whole by allowing the team members understand who they are talking with and deliver personalized immersive experiences. In addition, social walls such as tweets and Facebook posts have ensured that post responses are achieved in real-time thus more effective. Websites have enabled online marketing and orders are made in a faster and more efficient manner. Technology thus has played a bigger role from event marketing strategy, operations and safety to attendee and many other ways. An Example of effective use of technology to communicate is shown below. AC 4.3 Meeting deadlines This has been achieved greatly through constant fair and balanced conversations where all members are given a chance to present their views and thoughts. This enables best possible ideas implemented thus meeting predetermined deadlines. Through teamwork approaches, most activities are accomplished on time. Proposals As a team, we have used detailed proposals to ensure that various stakeholders are convinced on the project goals thus contribute through partnerships and many other financial avenues. This is evident through the constant social network communication exchanges via email services. Queries These have been resolved easily by members through minute signing. Documentation and evidence of various malpractices is presented to help resolve issues in advance. Group members who fail to adhere to the rules are expelled from the group and therefore will not take part in the assessment process. Response time in sending and receiving minutes This has been greatly achieved through mobile messages, emails or by hand. This has enabled every member of the team to be fully aware of the various activities taking place, thus continuous progress and flow of events in an efficient and faster manner. Updates Updates have been done more often and majorly performed by the chair or the coordinator. This guarantees that all the members are on the same page when performing their activities. The updates are further communicated mostly via group email addresses and constant phone calls. Pending Issues 31 March 2015 General Meeting Minute takers: Akrom and Teodora The day of Career Fair: 28 April 2015 Agenda The time of venue: 10:00 am – 5:00 pm Pending issues from Operational Department: The venue that we have chosen will be on Kensington Olympia London. We are expecting the proposal from Operational Department and also the layout and general information about Security, including Badges for Securities and Entry passes. Additionally, First Aid kits have not been obtained from the Exhibitor’s Company. Pending issues from Managerial Department: Inclusion of another TV Company apart from ITV Pending issues from Financial and Sponsors Department: Obtaining a 5th Sponsor Operational has given us an estimate of 500 people till communicated otherwise. They have decided there will be buffet with a range of foods (without alcohol). TV Media has been discussed with Marketing and they acknowledge that ITV’s live coverage will go on as planned. Finance and Sponsor Department have agreed upon Sponsors such as Waitrose for food, Apple for Computers, Evian for water, Waterston for papers and pens. We decided to leave out the VIP Longue as it will be needed. Schedule for the Venue: Opening 10:00 Keynote Speaker- Richard Branson 11:00-11:30 Entrepreneurship issues 12:00-13:00 Lunch 13:00-14:00 or 14:30 Finding Investors for your ideas 15:00-15:30 Closing 17:00 Matilda will be responsible for the above mentioned issues and for additional enquiries please contact her. Appendix will be included below. Outcome: We have discussed all main enquiries of the Career Fair, including ideas on how to improve the general service of the venue. However, some of the issues have been left pending because the concerned departments said that they will respond in a week’s time. Appendix Program for today’s meeting Chairperson Matilda Minute takers Akrom and Teodora Attendance: Introduction by chairperson Agenda Start and finish time 10:00-17:00 Venue Kensington Olympia Layout of the stores pending Number of people to attend 500 estimate Food service buffet with range of food. No alcohol Arrangement for the security pending Badges for securities & entry passes pending First aid pending TV media on the day ITV and one more pending Exhibitors company pending Sponsors Waitrose, Apple, Evian, Waterston and last one pending VIP longue not needed Activities of the day Opening 10:00 Keynote speaker (Richard Branson) 11:00-11:30 Entrepreneurship 12:00-13:00 Lunch 13:00-14:00 or 14:30 Finding investors for your ideas 15:00-15:30 Closing 17:00 References: Levin, P. (2004). Successful teamwork! For Undergraduates and Taught Postgraduates Working on Group Projects. London: Open University Press. Anderson, J. (2004). Teamwork: Interactive Tasks to Get Students Talking. New York: Delta. Hoyle, L. (2002). Event Marketing: How to Successfully Promote Events, Festivals, Conventions, and Expositions. New York: Wiley. Johnston, R. and Clark, G. (2008). Service Operations Management. London: Prentice Hall. Van der Wagen, L. (2002). Event Management: For Tourism, Cultural, Business and Sporting Events. Melbourne: Hospitality Press. Masterman, G. and Wood, E. (2005). Innovative Marketing Communications: Strategies for the Events Industry. Oxford: Butterworth-Heinemann. Read More