Bevaa UK Annual General Meeting 2011 - Event Management - Case Study Example

BEVAA UK ANNUAL GENERAL MEETING 2011 Event Management Plan 1st October 2011 The Business of Events TAL006-1 Name Contents Topic 1.Introduction Page 1. what is Event Management 3 2. Upen Event Management 3 3. The Brief 4 4. Plan Aim and Objectives 4 5. Event Management Structure 5 6. Venue 5 7. Accommodation 6 8. Transportation Management 7 9. Food & Beverage 7 10. Health and Safety policy 7 11. Emergency Procedures 8 12. Notifying The Guest 8 13. Equality Impact Statement 8 14. Event Schedule 8 15. Risk Assessment 8 16. Budget 8 17. Review 9 18. References 10 Appendix 1 – Event Schedule 11 Appendix 2 – Budget Overview 12 Appendix 3 – Roles and Responsibilities 13 Appendix 4 – Key Contacts 14 Appendix 5 – Risk Assessments 15 Appendix 6 – Menu 16 Introduction Event Management is a process of planning ceremonies, conventions, meetings, ceremonies among others. It involves processes like, selecting and preserving venues, budgeting, acquiring permits, establishing dates, looking for means of transport and costs and looking for parking. (Silver,2004) It may include other processes depending on the kind of event. For example, one may be required to develop a theme for the event, put up speakers, coordinate all position supports like electricity, water and other utilities, tables, chairs, tents and decors. One also needs to plan on security issues, portable toilets and health care professionals. In this regard, this paper aims at outlining or rather explaining some of the processes that will be involved in planning the Bevaa UK annual general meeting 2011. 1. What is Event Management Burke (2010) explains that event management is the application of the management practice of project management to the making and development of events, festivals, and conferences. It also involves studying the ins and outs of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually executing the proposed event. Maylor (2010) also agree with this. She states that ‘the event manager is the people who executes and plans the event’. She continues by saying “event managers and their teams are often behind-the-scenes running the event. Event managers are also involved in more than executing and planning of the event, they are also involved in brand marketing, brand building and communication strategy. The occasion manager is experts at the original, logistical and technical elements that help an event succeed. This includes logistics, event design, audio-visual production, scriptwriting, budgeting, negotiation and client service. It is a multi-dimensional profession”. 2. Upen Event Management Upen Event Management is a leading company here in UK, when it comes to occasion planning activities. We are creative and reliable in making our customers events successful. From corporate functions to all sorts of events we deliver quality work that leaves our customers satisfied and happy. Our approach at Upen Event Management (UEM) to meeting and event planning is, first, to understand the reasons why our clients are staging an event. We create events in a way that will permit our clients to positively influence their audience. This involves influencing morale or perceptions, skills or knowledge and attitudes or behaviours. It may be in the form of a month-long brand communications occasion across Europe, or one-to-one training sessions here in the UK. It is our easy approach to event management that allows us to orchestrate your event. Our services are designed to allow you to choose how best we can help to stage, from the beginning to the end. Listening to your needs and matching them with our services is what makes us strong. By having all of our important services in-house, we benefit from easy way of communication internally, thus ensuring a smooth experience for our clients. Robust systems and processes are in place to ensure our project management team are equipped to deal with the complex logistics that the management of large-scale events require. Our event planning services includes: Venue finding & site assessment Strategy and concept development Event planning, programming and scheduling Budget monitoring Event production, decor, theming and staging On-site management team Logistics and operations Communications and marketing Social programme and add-on events Evaluation, management reporting and post-event analysis 3. The Brief Bevaa UK, one of the world’s leading pharmaceutical companies are planning to hold an Annual General Meeting (AGM) on 1st October 2011. Adina Stevenson (an Executive has approached UEM to make the necessary plans for this grand occasion. She has outlined the basic necessities which are listed below: Event required to be in London 150 delegates (shareholders and senior managers) will be invited with friends and family The delegates will be from all around the world The event should be memorable The event should incorporate drinks reception and a meal Transportation to the venue is insisted on Some form entertainment must be available All delegates will require some form of accommodation The event should last for 5 to 8 hours It should take place on 1st October 2011 Budget of £100,000 for the event 4. Plan Aim and Objectives This plan is designed to bring together all of the individual organisations & agencies plans involved in the event into one document to provide a complete integrated event plan. Its main objectives are: to facilitate the running of a safe and enjoyable event to consider and plan for problems that may happen define trigger points at which other plans may be implemented The proposed planning for the Bevaa AGM is as follows: Delegates arrive in the UK where they will be met by a Seffa Executive chauffeur Delegates are chauffeured to their apartments and cared for Nevec staff Delegates will then be taken to The Central Hall Westminster and given further instruction Annual General Meeting commences Delegates have Lunch courtesy of Ravan Hospitality Annual General meeting resumes Annual General meeting draw to a close Delegates are taken back to their apartment and looked after by Nevec staff again Delegates leave Nevec establishment and taken to where ever they need to go by a Seffa Executive chauffeur At the outset, all delegates must contact UEM in relation to their arrival details to the UK so that necessary plans are made and UEM can make all compulsory arrangement. Compulsory contact details can found in Appendix 4. 5. Event Management Structure The operational event management team will comprise a representative from: Organising Committee and Other agencies as involved All crucial detail can be found in Appendix 3. 6. Venue After looking at other venues including the best and beautiful gardens in UK, we chose the Central Hall Westminster.The Central Hall Westminster provides thirty various size meeting rooms, all catered to specific needs, plus a variety of additional spaces for syndicate rooms, exhibitions, offices and dinners. A conference centre, exhibition centre, concert hall, art gallery and a Methodist Church also operates within the walls adding to the appeal. It is opposite the Westminster Abbey and the Houses of Parliament, Central Hall is a unique and historical building.   Central Hall offers a wide variety of event space and the Conference Centre which possesses the capacity to suitably hold over 250 delegates meets requirement for Bevaa UK. Furthermore, all rooms within Central Hall come fully equipped with necessary requirements to host an event of such magnitude. Central Hall Westminster remains one of the most technologically advanced venues in London and as such they are able to offer bespoke solutions to fully meet the needs of your event. Below are details of the services they have available however they are able to meet any requirements given to them.  Cabling Infrastructure Cyber Café Dedicated Internet Connectivity Wireless Internet (Wi-Fi/WLAN) Wired Internet Connection (LAN) Telephony Analogue Lines ISDN2e Lines Video Conferencing IPTV CCTV Technical Support Conference presentation is increasingly sophisticated. The Central Hall Westminster can supply for all your audio visual needs - PowerPoint, video, digital projection and all popular audio formats can be catered for. They have a wide range of equipment for standard conference needs. They can also provide backdrops and all sets for your events if required (Central Hall Westminster, 2011). 7. Accommodation To accommodate these guests, we recommend that all delegates use the service of our partners; Nevec Apartments. It is a leading serviced apartment’s provider; Nevec Apartments in London combined with first class locations and a welcoming personal service to help their clients with their entire accommodation requirements; whether they require business accommodation in London or are looking for a place for a short term leisure trip. They have over 497 London serviced apartments under their ownership; they have top-quality accommodation at an affordable price. Nevec Apartments also specialise in luxury accommodation for corporate, graduate, conference and entertainment group bookings in Central London. And recently reviewed by The Times Mystery Guest, Nevec Apartments was rated at 8.75 out of 10. Whether one requires apartment for leisure or corporate accommodation, for a short or term stay, Nevec Apartments in London offer excellent values and flexible prices than other London flat accommodation options. They have unique modern serviced apartments and all rooms designed and furnished with security, space, space, comfort. Delegates can rest assured that every Nevec Apartment has the same high-quality furnishings and thoughtful finishing touches, offering the best of both worlds for long or short term stays: the freedom to explore London and the comfort to relax and entertain in a home from home. INCLUDED IN THE COST OF ALL THIER SERVICED APARTMENTS ARE: Wide-screen televisions DVD players Broadband Internet access Personal entry systems Digital TV Luxury Gilchrist & Somas toiletries Modern and luxurious furniture Weekly maid service and linen change Concierge 24 Hour Emergency Contact High-powered shower Fully-fitted contemporary kitchen High-specification bathroom Multi-function dishwasher Full range of utensils Integrated washer/dryer Stainless steel oven/hob Additional features available in some of their apartments in central London include: spacious balconies, under-floor heating and premium views. 8. Transportation Management Seffa executive chauffeur services is a London chauffeur luxury driven car service company which has been established since 1999, and has partnered UEM for practically 4 years. They are executive chauffeur services company in London for corporate and VIP. They are reliable and professional which has allowed them to become known as the best chauffeur service in London. Their chauffeurs are experienced and trained to drive all vehicles in their fleet. 9. Food & Beverage We know how important it is to have the right catering available, whether it is for a large conference, banquet, corporate event or small meeting, Chatuverdi, (2009) which is why we put all of our clients catering requirements into the capable hands of the professionals at Ravan Hospitality. Ravan provides bespoke quality catering solutions which can be tailored according to the clients need. Either creating an innovative selection of canapés, mouth licking and varied business lunches or sumptuous fine-dining three-course dinners, Ravan ensures they make use of the highest quality food as well as sources from reputable hotels. Their three course dinner menus offer a diversity of choices to suit all occasions. A vegetarian alternative may also be selected. This package includes half a bottle of mineral water, half a bottle of house wine, coffee and chocolate mints are also included. For a list of starters, main and deserts, have a look at Appendix 6. 10. Health and Safety policy UEM is committed to providing a secure and healthy workplace for all its employees and other individuals present.This commitment is underlined by Senior Management who has the overall responsibility for policy formulation, policy implementation and on-going policy development and review. The purpose of UEM is to place health and safety as a high priority in relation to Central Hall Westminster’s overall aims. It is UEM’s Policy to: Provide the appropriate financial and physical resources. Provide appropriate arrangements for communicating safety and health matters. Plan regular reviews and develop the policy. Identify lawful requirements as a minimum acceptable level of safety and health performance. Make requirements for progressive improvement in health and safety performance. Provide safe systems of work. Maintain and provide safe plant and equipment Provide a safer environment with safe access and way out. Provide safe handling, storage, use and transport of all the items. Provide a safe working environment. offer sufficient and sufficient information, consultation, supervision, instruction, and training Provide a system for internal/external auditing to ensure safe and effective controls are in place for UEM and Service Partners. UEM acknowledges the requirements according to Health & Safety at Work Act 1974 and makes sure s all its employees are aware of their responsibilities and other people’s safety and health under this Act. 11. Emergency Procedures If UEM event management team consider that an emergency is to be declared then operational command will fall to London Metropolitan Police. An emergency service point will be established with London Metropolitan Police. From there the operational commander will task and control the response. Some of the main health and safety issues affecting the event are excessive noise levels, mechanical dangers, excessive heat or cold. Medical cover will be provided by all organisations involved in the event and details and contact numbers can be found in Appendix 4. 12. Notifying The Guest As there’s a limit to the invitees, Bevaa will require to send invitation to those who are needed to attend. If however, guest desire an invitation, they will have to contact Bevaa UK and make them aware of the situation. Guest who do attend without prove of invitation will be admitted into the event. 13. Equality Impact Statement All parties have been requested to consider the needs of all members of society that may attend your event such as non English speakers and those with disabilities. 14. Event Schedule The programme for the day can be found in Appendix 1. 15. Risk Assessment The success of the event is measured by safety. In any planning process, hazards should be identified and risks assessed and controlled to decrease the possibilities of harms and injuries. Events vary in size, nature and type, but all events require assessment, control and monitoring of risks. (Shone and Parry, 2010) Hazard identification is the process of recognising hazards associated with an event. It is helpful to identify risks by considering the people involved and their roles to ensure their safety at all times.(Silver 2004) Therefore, it’s necessary that all parties complete a risk assessment sheet (Appendix 5) to identify and prevent any hazardous situation. Therefore, we have put into place the necessary precautions in the event area. For example, we have put up surveillances all around the compound; sniff dogs will be available on the day of event as well, security. Individuals and cars will also be screened at the gate before they enter the compound. 16. Budget The cost of this event is £92,300 The budget can be found in Appendix 2. 17. Review To summarise, this event management plan must be must be tested through drills and exercises that test the plans, the people involved and the tools needed. No one knows what events will occur but you can be certain that taking the necessary planning and cautious steps ahead of time will limit damages and speed the recovery process. Having good plans in place, drilling on them and using a robust management system to implement and track their execution will prove to be invaluable. Therefore, it’s imperative that all parties work together in ensure that this event is played out exactly so. Conclusion With all the above explained processes included, we as UPEN event planners assures you a quality work leaving you satisfied as well as entertained. If all things remain constant we expect the event to have no downfalls before and during the event. There is also health and safety measures that have been put into place to ensure everyone is free from danger. We only need to work with other individuals concerned with the event, like emergency services and local authorities. 18. References (300 words) Burke R. (2010), Fundamentals of project management: tools and techniques,2nd Edition; Ringwood Publishing Central Hall Westminster (2011): accessed on 10/05/2011: http://www.c-h-w.com/ Chatuverdi, A Dr. (2009). Event Management A professional & Development Approach. Global India Publns Maylor H. (2010), Project management 4th Edition; Harlow: Financial Times Prentice Hall Shone A. and Parry B. (2010), Successful event management 3rd Edition; Cengage Learning Wilson J. (2010), Essentials of business research: a guide to doing your research project; SAGE Silver .J. (2004), Wiley Event Management Series. New Jersey: Hoboken Appendix 1 – Event Schedule The framework of the event schedule 1.00pm - Delegates are taken to the venue 2.00pm - Annual General Meeting commences 3.30pm - Refreshment courtesy of Ravan Hospitality. 4.00pm - Annual General Meeting resumes Dinner 6.00pm - Delegates have are served Dinner courtesy of Ravan Hospitality. 7.00pm - Annual General meeting resumes. 8.00pm - Annual General meeting draw to a close. If any problems arise, contact ...........Name............. to resolve Appendix 2 – Budget Overview Expenses Cost Upen Event Management Fee’s £10,000 Ravan Hospitality Fee’s (catering company) £7,500 Nevec Apartments Fee’s £15,000 The Central Hall Westminster Venue Hire £50,000 Seffa executive chauffeur services £9,800 Total Expense £92,300 Appendix 3 – Roles and Responsibilities List roles and responsibilities for organisations taking part. Company Names Roles Upen Event Management …..........Name............ Project Manager Upen Event Management Edward Thomas Event Administrator Upen Event Management Tania Sparks Logistic Manager Upen Event Management Rajesh Patel Account Manager The Central Hall Westminster Ryan Ingram Manager The Central Hall Westminster John Beale Manager Nevec Apartments Chris Smart Manager Seffa Executive chauffeur services Andrew Davies Manager Seffa Executive chauffeur services Sofia Gurkan Customer Service Ravan Hospitality Shannon Taylor Manager Ravan Hospitality Wai Ki Business Advisor Ravan Hospitality Nikolai Mazeika Account Administrator Emergency Services Yusuf Ali H&S Officer Emergency Services Bruce Wayne H&S Officer Appendix 4 – Key Contacts Company Names Contact Number Upen Event Management ….........Name............ 02085458876 The Central Hall Westminster Ryan Ingram 02075538765 Nevec Apartments Chris Smart 02076439988 Seffa Executive chauffeur services Andrew Davies 02088325555 Ravan Hospitality Shannon Taylor 02076548376 Emergency service 999 Appendix 5 – Risk Assessments Category Hazard Who might be harmed Is Risk Adequately Controlled Manual Handling Bending, lifting and stretching causing muscle strain and back problems. Employee Train employee in safe manual handling techniques. Discuss any physical limitations they may have. Working at Height Risk of falling causing serious injury. Employee Use of Power Tools Risk of electric shock. Risk of severe injury deep penetrating wounds. Employee Ensure any extension leads avoid water sources. Use an ELCD circuit breaker. Vehicles Employee & Guests Check driving licences. Tripping Employee & Guests Fire Employee & Guests Check necessary equipment in working order e.g. extinguishers, fire blankets etc. Preparation of Pre-cooked food stuffs 1. Food coming into direct contact with tools, surfaces, equipment & handlers. 2. Food kept above 8o C Consumers 1. YES 2. YES Appendix 6 – Menu The details of what Ravan Hospitality will be serving for dinner Starters 1. Steamed white asparagus with fresh mint hollandaise and wild rocket salad (v) 2. Chick pea and tomato soup scented with chorizo and green chilli 3. Kohlrabi, apple and fennel salad with a liquorice dressing (v) 4. Baked fillet of sea bass on a fennel, watercress and orange salad 5. Cream of celeriac soup scented with wild honey and truffle oil (v) 6. Jerusalem artichoke soup scented with thyme and garlic (v) 7. Asparagus and poached quails egg salad with a pancetta and sherry dressing 8. Char grilled vegetable gateau with olive tapenade and sakuro cress salad (v) 9. A soft bed of smoked salmon topped with a lemon dressed crab salad 10. Spiced chorizo and tiger prawn salad with a spring onion and chilli oil dressing 11. Chicken and sweet pepper terrine with a balsamic dressing and pea shoot salad Main course 12. Butternut squash and shitake mushroom filo strudel with a port wine sauce (v) 13. Roast rack of pork with a Savoy cabbage parcel, crispy pancetta pan seared new potatoes and calvados reduction 14. Harissa marinated chicken supreme on a pearl barley risotto with roasted squash, red peppers and wild rocket cream 15. Oven roasted fillet of cod on a tomato, bean and pancetta broth 16. Pan seared rump of lamb served on a white bean puree with 17. Rioja sauce and crushed steamed potatoes 18. Asparagus and Maris Piper potato tart with roasted balsamic beetroot and wild rocket puree (v) 19. Slow roasted pork belly with red cabbage, fondant potato and rich red wine sauce 20. Pan seared supreme of duck scented with aniseed, served with bitter orange marmalade, dauphenoise potatoes and a bundle of fine green beans 21. Roast sirloin of beef on a bed of spiced spinach, braised onions and served with red wine sauce, fondant potato and a bundle of baby carrots 22. Steamed fillet of Pollock with a white bean puree, asparagus and roasted new potato gateau 23. Seasonal wild mushroom and parmesan creamed risotto (v) 24. Roast rack of lamb with a shredded lamb parcel, white bean puree and fondant potato 25. Mixed bean and rice Wellington with assorted wild mushrooms, roasted new potato tatin and butter sauce (v) Desserts 26. Individual rhubarb and stem ginger crumble with sweet vanilla cream 27. Homemade pear and hazelnut meringue 28. Fig, honey and mascarpone tart with pistachio biscuit 29. Warm sticky toffee pudding with vanilla cream and fruit compote 30. Chilled chocolate and orange parfait with a spiced orange compote 31. Assorted cheese served with homemade chutney, spiced apricots and mixed cracker Read More