Various Modes of Event Management - Assignment Example

The annual cultural fest of my college [fund raiser] January 2010, the month scheduled for our annual cultural fest often referred as ‘Cult-fest’, seemed to be the most coveted part of the academic year for students. This year we had a dual motif underlying for the pre-event planning and scheduling for the cult-fest. One of the prime intent for the event was maintaining the ecstasy which the institute portrayed in front of other institutes to be a highly well accentuated and managed institute. The other motif was garnering funds for our social cell so that we could render the financial help to the orphanages of the targeted areas. The programme is supposed to be an eclectic of various events schedules, participations, seminars and a valediction ceremony ornate by a special guest. The following sub sections delineate our various modes of event management for the same. Background – the event came upon as a routine scheduled in our annual agenda to be a part of our curriculum. Also when we struck with an idea to merge two of our main committees’ viz. the cultural cell and the social cell, this became a prime base to fabricate an event plan that might cater to both of their requisites. The context of the event finally came upon to be centrally themed on ‘Efforts’ so that we can actually make a theme of amalgamating the cultural fest aspects with those of efforts towards our social endeavours. Thus the contextual plinth of the event came to be dual cause of sufficing the social cell with the obligatory monetary feed and to that of the cultural cell for better event commencement, thereby justify the theme ‘Efforts’. Event concept – the event comprised of various events and seminar as a part of agenda for the two days of it, excluding the valediction ceremony on the concluding day. The concept came out to be a blend of our cultural and social prerogatives both being unified and solely serrated to be on prime hold and selectively nurtured for their targets. We wanted a cultural fest that may keep up with the imagery of the institute and further append to raise it to new heights with better and triumphant commencement /planning strategies. As for our social responsibilities we wanted design of the event so that to garner ample amount for the social cell requirements. So the overall concept came to be an event featuring some cultural programmes like those of ad-mad, brand-o-city etc and exclusive seminars about the soul purpose and responsibilities we need top share as a matter of fact for our social roles. Event management – we came upon a separate committee called the event management committee which was further subdivided into following four divisions: 1. Marketing issues linked with event, branding, publicity – this committee dealt with all the marketing and branding tactics applied for promotion and publicity of the event. Not only this the team organised various tasks allotted to different members like a) Handling various e-mails and newsletters – a group of 3 members took the responsibility of drafting the e-mail in an invitation format and been sent to various colleges which were at similar level and were cordially invited. The specific information was sent to the various colleges regarding the schedules and details history of the fest through newsletter. The team not only did the job of drafting and sending mails but also took a revert back process towards all the queries posed on to them in return of the mails. b) Banners and various pamphlets featuring the event details – limpid banners and posters were designed by this team who not only aesthetically crafted the appearance of these display to portray maximum info about the events and various schedules of the programmes. c) The special attractions of famous Australian cricketer visiting the event for social cell and involvement of the event with the prudent fund raising motif for social cause, welfare of social cause. d) Other promotional attempts like visits -- a team of good presenters was made to visit other colleges of parity and supposed to deliver the presentations regarding the various conceptual and initiation related norms of the event. The presentations in various colleges deliberately focussed on emphasizing the prizes and certificates linked with various events, stimulating a further addendum publicity over the cricketer visit. 2. Identifying the target audience, positioning the event, sponsorships –the target audience came out to be the majority of students in similar education model as of ours and we made a special positioning plan by attacking the centralised theme of reviving the gradually moribund social prerogatives which the present day students are now vigilant about. Not only this but a covert initiative to promulgate the overall concerns of the present day student generation to be more attentive towards opting for a common interest and intention. 3. Strategically devising the event concept - The concept is devised to be a blend of our cultural and social prerogatives both being unified and solely serrated to be on prime hold and selectively nurtured for their targets. We wanted a cultural fest that may keep up with the imagery of the institute and further append to raise it to new heights with better and triumphant commencement /planning strategies. As for our social responsibilities we wanted design of the event so that to garner ample amount for the social cell requirements. So the overall concept came to be an event featuring some cultural programmes like those of ad-mad, brand-o-city etc and exclusive seminars about the sole purpose and responsibilities we need top share as a matter of fact for our social roles. 4. Managing and planning logistical arrangements – The logistics involved in the organising part of the event came in forms of enlisting, validating, purchasing, categorizing and transporting of various good and articles that may be required from time to time and used in the event. The most common use comes in form of stationary and other such objects which might be a usefully contributing factor in terms of the requisite of conducting various cultural events like those of ad-mad show which must mandatorily need sketch pens and drawing sheets for various competent participants and may further require an adhesive for pasting their prime creativity into real world simulation. 5. Organising all the technical contingencies – organising such an event requires two main spots of information and the commencement of various events respectively. So that we need to public announcement systems at two spots within the venue. The first spot ought to be an information/announcement desk that may serve as counter for information seeking regarding any event about commencement, participation and results of various competitions running parallel to each other. Any welcoming, informative, urgent or advertising announcement could be made through this counter. As for the other spot we focussed on a proper stage prepared for organising the competitions and showcasing the various developments undergone by the event till date in addition to the sponsor advertisements. The announcement spot caters to the various presentations and displays required for the event advancement and its better publicity in front of those attending it. A special audio/visual arrangement needs to be met to showcase the various proceedings and delineate the various steps and stages the social endeavours have accomplished along the years. Event vision – the event vision came as a prerogative we students want to suffice for the social responsibilities and also maintain a reputation in sync with the chain of successful events conducted by the institute so far and simultaneously rendering the orphanages a respectable amount as a donation through the well designed functions of the social cell of our college. “To revive the various monetary and psychological buttresses in which the social prerogatives have been lacking behind, simultaneously harmonizing an eclectic cultural fest that keeps up with the level of what we have done earlier.....” This came out to be the vision statement which was delivered by our event co-ordinator during the inauguration ceremony and further ordained the first page of epilogue of the event special newsletter.Thus it envisaged that the mission objectives for the event comprised of following objectives: a) Garnering sufficient amount of fees in form entry from the various participation in the component competitions b) Handing over the fees collected with proper records as a charity to the orphanage institutions in Sydney c) Providing high value completion and lucrative prizes to participants d) Effectively manage the various resources linked with the event like those of the human resources and money Human resources management – the various students linked with the event were clubbed into following sub-committees a) Chief administration and monitoring committee – this committee monitors the various functions and duties linked with the concerned committee and time to time operations managed by them individually. The budgeting planning and task allocation to various committees is sole prerogative of this team. b) Logistical management committee -- the logistical management committee garners a list of various needed articles and objects required for various programmes and competition from time to time. The enlisting, procurement and transportation delivery of such articles can be unanimously accentuated and accomplished. c) Event planning and scheduling committee – the scheduling and planning of the chronological order of various programmes to be organised and their mutual time frame within which each needs to be segregated so as to provide ample information and time management to be allocated to the various events and the specific time of announcement of their results. d) Marketing committee -- the marketing committee deals with the various promotional and publicity management issues linked with the branding and positioning of the event. Also the various pre and post event communication management is done through the members of this committee. e) Public relations committee – the committee worked with organising various presentations and visits to different colleges and contacting them through e-mails and notifications. The various event info journals and newsletters are drafted and communicated through this team. f) Event presentation and organizer committee – the anchoring and individual event heads come under the functionality range of this committee and they together focus on various requisites for the current events and the way they ought to be carried forth and presented to the audience. g) Finance management team – this team is supposed to prepare the financial statements and monetary allocation to different tasks accomplished during a particular section or segment of the even in addition to the expenditure occurred and various costs linked with the operations of the above mentioned activities. Budget--The finance management team was the earliest one to function pre-event and they presented the administrative committee with a profit and loss statement which estimated 75 % participation in the events and calculate the overall profit generated from this event. The profit and loss accounted for the budgeting of input of money in form of the money generated through registration fees for various competitions and that of the sponsorship amount received from the various event sponsors and media partners. Not only had this been accounted for, but different expense of publishing banners, pamphlets, transportation and logistical charged are to be separately deducted. Since we called the Australian cricketer in name of social cause no money was spent on him other than transportation and memorandum expenses. The amount that finally came upon as the profit earned out of the event was the amount donated to the social cell to be donated to the concerned orphanage. Profit and loss statement for the cult –fest Jan 2010 FEE (reg.) + Sponsor’s contribution 25, 00, 00 $ Less purchase/transfer cost of goods OWN CONSUMPTION 11, 00, 00,$ BOUGHT OUT 7, 00, 00 $ TOTAL COST OF GOODS 18, 00, 00 $ GROSS CONTRIBUTION 7, 00, 00 $ Less production/marketing/ MANPOWER COST GENERAL 1,00,00, $ MANPOWER COST SALES 2,00,00 $ DISTRIBUTION COST 2,00,00 $ ADVERTISING AND SALES PROMO COSTS 25,00 $ EVENT PROFIT 1, 75, 00 $ LESS CORPORATE OVERHEADS 1, 20, 00 $ GROSS PROFIT (PBT) 1,20, 00 $ LESS TAXES 2, 00 $ NET PROFIT 18, 000 $ Read More