Event Organisation Coordinator - Assignment Example

Event management Contents Contents 2 Introduction 3 Discussion 3 Documentation of day to day activities 3 Checklist 4 Ways which are used by event managers to solve problems 5 Steps needed to plan an event 6 Conclusion 7 References 9 Introduction Event management is a field in which the project management skills are applied in order to aid in the creation and development of events which are of large scale magnitude. Examples of such events include the likes of festivals, conference, conference parties, ceremonies etc. Event management involves amongst other things the process of identifying the brand, identifying the audience who is likely to be targeted, planning the concept of the event. The other steps in the event management process involves the likes of planning the logistics for the event, technical aspects that is for coordinating before actually the event is launched. In the following pages the steps that the event manager must follow and the documentation that he must make in managing a particular event is identified. As a further step another thing that is identified is the ways in which the event managers solves the problems that might arise with hosting a particular event and the plan that details the steps needed in order to plan an event from start to finish. Discussion Documentation of day to day activities The event manager performs an important and vital role in organizing the event. The success of the event depends on the planning and execution of the event by the event manager. The event manager is therefore required to consider various aspects for organizing the event. The information provided in the document will assist in developing the event plan. The success of the event mainly depends of the planning process. The event manager is required to plan the event details in advance. The first activity that the event manager is required to perform is selecting the event place and time. The event venue is selected on the basis of the easy accessibility of the visitors and time is fixed on the basis of the convenience of the visitors or guests. After the timing and the venue of the event is selected, then the committee is organized who are assigned with the responsibility of organizing the event. The event manager supervises the volunteer of each committee by allocating the work to the respective volunteers; the volunteers will instruct the members for accomplishing the task. The event manager then plans the budget on the respect of which the expenditure is estimated. The event manager is assigned with the responsibility of organizing the event with the income or the revenue available in order to cover the expense. During the planning process the event manager also determines and estimates the risk associated with organizing the event. It is required to obtain permit from the local authority for organizing the event in the particular place and the event coordinator ensures that the venue has an easy access to all basic amenities. The allocated parking space is considered while selecting the venue. Food plays an important role in attracting and satisfying the guest, the menu should be selected in a way that it is preferred by the guest. Cleanliness is expected to be maintained. Various stalls are organized facilitating the guest to select and consume food or dishes according to their choice and preferences. While selecting the menu and number of dishes, the number of guest that are invited are required to be assumed and the age group of the visitors are required to be taken into consideration before deciding the food menu and organizing the food stalls (Bowdin, Allen, Harris, McDonnell and OToole, 2012). Checklist The checklist is required to be designed on the basis of time. When an event is planned, three weeks before the event it is required to prepare the invitation list which includes the number of people that are invited to attend the party or the event, then the stage or the venue is required to be cleaned and designed, the nest step is taking or collecting the inventory of cookware and serving dishes and bowls, confirming the entertainment rentals, selecting the party music and then stocking the bar for organizing the cock tail party. One week before the event it is required to notify the neighbours, decorate the venue with candles and apply theme decoration for that particular event, the next item is checking the medicine cabinet and setting up clean up stations, the grocery shopping is required to be completed. Just one day before the event or the party the tables are required to be arranged or organize the buffet, buy and arrange the flowers for decoration of the venue and the stage and order linens and other related materials of the party, finish the cooking that is preparing dicing, rinsing and marinating activity and provide a final touch up to ensure that everything is arranged according to plan. On the day of the party it is required to ensure that the electrical devices are functioning effectively, place and arrange the chairs to avoid mingling of the guests. Displaying the food in the food stalls just one or two hours before the guests arrives , greet and welcome the guests as they arrive to the party or the event, assisting the guest in reaching to the food stalls and other areas and ensuring that the guest are satisfied with the service offered. The event manager is also required to consider the entertainment perspective of the guest, various activities or games are required to be organized so that the guest enjoys each and every moment of the party (Ferdinand and Kitchin, 2012). Ways which are used by event managers to solve problems The problems that are normally faced by an event management organization are related to the following aspects: Amongst the different problems that are faced by event management organization are related to the fields of logistics and resource management. The problems that the event management company can face with respect to the logistics are related to the fact that logistics that is related to the event may not function in the proper way. The event manager can solve problems that are related to logistics and resource management through the process of keeping an alternative arrangement at hand to handle tricky and desperate situations. It is important that the event manager is able to effectively manage the resources that are available to him or her and extract the best from the limited resources that is available to him or her. An event may often be criticized due to the fact that that it is not easily accessible. For example in case of birthday party in order to make the event grand it might be necessary to locate the event in the outskirts in order to facilitate the large scale of the event. It might also be necessary to host such an event in an outskirts location as it will be easier to get permission and clearance to host such an event in the outskirts from the authority. However, in hosting such an event in the outskirts a common problem that the event management company may face is in the way in which the items that are necessary to host the event successfully can be transported to the venue and the way in which the people will be able to access the venue. It is the duty of the event management company to define an alternative way so that the people can come to the venue if their current mode that would be using fails. Another problem that can be faced an event management company is related to the fact that the event management company may not be able to get the necessary permissions in order to host the event. In order to overcome the problem it is required that the event management company has good connections with the authorities in order to secure permissions for the event. Steps needed to plan an event Every event whether it is big or small requires appropriate planning in the background in order to be successful. There are various steps that need to be taken in order to plan a successful event. The steps that are involved in planning an event are: The first step that is needed to execute a successful event is to visualize. It is required to visualize every minute detail about the event. It is required to identify the type of the event, all the relevant stakeholders, the sources of the fund and the application of the funds and the necessary permissions that might be required to execute the event. It is also important to define the criteria for selecting the venue in this event at this particular step. After the identification of all the ways in which the particular events can be hosted and the various ideas that comes to mind regarding the event the next step is to write down the different ideas (Bladen, 2012). After all the ideas have been written down the next step is to select the best idea out of all the ideas regarding the particular event. After selecting the particular idea the next step is to detail the same and see how the particular idea comes to life. In doing this task it is important to do all the research that is required to be conducted in order to extract all the necessary steps that is required to execute the particular idea. To see how the idea of the event actually comes out it might be necessary to paste photos and other relevant materials. The next step is to identify all the steps of the event that are related to costs and identify the costs that are associated with each step. After identification of the entire cost source the next step is to prepare a detailed budget of the same. Conclusion Event manager plays a crucial role in organizing the event. The event manager is required to formulate the checklist for performing the activities accordingly. The task is allocated to the volunteers of each committee. There are various steps that need to be taken by the event manager in order to manage an event. While identifying the steps that are required to execute an event it is also important to take stock of the fact that an event may not go in the direction in which it is planned. The successful event manager should identify all the steps that might go wrong in case of an event and the way in which the event manager can plan for these contingencies and needs to identify the ways in which the contingencies that are associated with the event can be avoided. That is to say that the event manager should always have a backup plan at hand and herein lay the success of the event manager. References Bladen, C. 2012. Events management. New York: Routledge. Bowdin, G., Allen, J., Harris, R., McDonnell, I. and OToole, W. 2012. Events management. New York: Routledge. Ferdinand, N. and Kitchin, K. 2012. Events management: an international approach. London: SAGE. Read More