Posted: May 9th, 2015

BUSINESS EVENT MANAGEMENT

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Event Management
Assignment guidelines
 Title
 Table of contents
 Acknowledgments
Task 1
1.1 Write a report on the benefits of carrying out an identified event or project within an agreed time scale in order to meet the need of the project
Guideline:
 Identify which ones are the stakeholders for this event and what will they gain from this event
 Identify the time line
1.2 List all the documents that are required for such an event using your experience as an event planner to evaluate and analyse the importance of these documents
Guideline:
 Identify how will the teams be divided and the steps to be followed
 What each team is expected to do
EXAMPLE The following proposed documents are:  Budget  Operational Plan  Contract document Example
Action plan
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Statement of objectives/ goals Implementation Evaluation What needs to be done
What resources what evidence indicate progress
How and when will evidence be
gathered Prepared the budget excel Agenda, Minutes, and email developing the event vision. By showing or sending email to the group. By telephone, by text Emergency plan tools established
Financial
Divide the financial expenses for each department Fixed costs plan different departments By monitoring each department expenses. Legal expenses plan
By auditing
Marketing / advertising and operation expenses plan Budgeted plan
Strategic Action Plan Prepared by Aynalem
Objectives
Action Steps Responsibility Start date Completion date
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Organising event Proposal 19/01/2015 20/02/2015
Create a budget £25,000 26/01/2015 20/02/2015
Validate contingency plan (10%) 02/02/2015 20/02 /2015
Contact details Employers/ Adviser email address 20/02/2015
Schedule /plan For HND Business Management 20/02/2015
The event/ project plan is scheduled week1, week2, week3, week4
Action steps
Week 1
Week 2
Week 3
Week 4 19/01/2015
Information gathered
26/01/2015
Draft
02/02/2015
Start writing
Completion
20/02/2015
The table : shows milestones out task dates. The red colour indicates the event need to start The yellow colour shows the draft project /event The green colour shows the completion date
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What is project budget?
When I am preparing the budget need to carefully plan before start the budget. I have to make sure the outgoing is not exceeded the income. Overspending is the negative sign of your event and leave the company in debt. If the event is successful it makes a profit for the company. So planning and controlling the expenditure is the main issue for this event. In order to be successful in this budget the
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following question needs to be answer.
Income
 How much money I have to spend?
 What expenses are mandatory?
 Is the estimate money is realistic
Expenditure
 Staff salaries
 Equipment (need to buy the project and deliver to the event)
 Communication (telephone, postage etc)
 Travel expense( bas pass, fuel
 Venue (cost of hiring a venue)
 Other expenses (Insurance)
Excel is the appropriate document for my role.
The great advantage of spreadsheets is that they allow modeling and ideal for forecasting and budgeting. Business problems calculations can be solved by using spreadsheets/ Excel. It also helps companies maximise the value of their data, helping to control costs more effectively and obtain business information.it also help to display financial information.
PROPOSAL BUDGET FOR CAREER FAIR 2015
Advertisement, marketing
Particulars £ Amount
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Printing and documentation
1500.00 2 Documentary on Technical Schools 2000.00
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Video for the event
2500.00 4 Brochures for companies, and institution 1400.00
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Registration Kit (at least 150)
1000.00 6 Leaflets of companies and details for aspirants 1200.00
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1.3 In your report you must ensure that resources that are required for this event are listed and their benefits to the project/event are discussed and documented within your report
Guideline:
 What resources are required: Finance, physical, HR
 How will resources be distributed (economic, human and physical resources).
1.4 The final part of your report should give a critical analysis of how reviews and evaluations including the methods and resources were carried out
Guideline:
 Justify your choices of resource. Eg. How your choice of resources will lead to the success of event or fulfil the objective
Task 2
2.1 In your report you will document how you will Set up the Project, choose the completion date and allocate responsibilities
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Badges, Coupons
2000.00 9 Press and Media 2400.00
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Publicity (registration forms, pamphlets, animations, seminars)
1500.00 11 Equipment 1700.00
SUB TOTAL
17200.00 Operational/legal
Particulars
£ Amount 1 HR cost -staff 3000.00
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Refreshment packet
1000.00 3 transportation Cost – Internal team 1700.00
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Venue hire
2400.00 SUB TOTAL 7800.00
GRAND TOTAL
25,000.00
A
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Guideline: Prepare operational plan (which contain steps, resources required at each stage and completion date)
2.2 Detail within your report what leadership, effective time management skills will be necessary to pull such an event /project off
Guideline: Write about the importance of leadership, effective time management
Example
The primary role of the team leaders and the project team members is to ensure that the project delivers all the initially agreed outcomes. The team leader ensures that the project team finishes the project on time.
A good leader has the ability of the ethical person to shine through to leadership. Need to prioritise the work load effectively without one aspect infringing upon the other. Also use the ability of the work; demonstrate the skills, knowledge and experience in order to manage the effective time in the event management
The most important person is in a team is leader. He/she is the one who needs to control other members and create a good working environment to achieve the strategic goal. Leaders need to have great leadership skills in any way to motivate and coordinate all the members. Leader need to understand of the team their strength and weakness in order to be successful.
Each Leader shall be organiser, a good listener, strategist, knowing himself, well communicator and the contributor. It means in which a leader uses his treats to inspire the success of the event goal. As a leader one should be himself, figure out what he/she is good at, choose the good people who care and treat people the way he/she want to be treated. To become effective leader each individual must analyse their own leadership style.
According to the situation I must use a leadership skill and control the situation. I must follow a strategy to motivate members to achieve the targeted goal.
Working as a group will enable to carry out difficult task in an easier way because it will include different types of ideas of all the members also will help to do it in a short span of time in an effective way. When I am working in team sometimes conflict can occur due to different ideas of different people. As a group leader or member I need to sort out every conflict and built a strong relationship with each other. There are lot of effectiveness due to working together and it will also improve group effectiveness and help organisation perform better and achieve the goal. Whenever possible, delegate the work to the team members as a whole. But be sure that the team understands the whole process. You can also connect them in a group if possible.
2.3 Assess and document the significance of stakeholder analysis when formulating new strategy
Guideline:
Write about the Stakeholders and their divergent interest
Importance of stakeholders interest for the event success
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2.4 Take corrective action if necessary to keep the project on schedule and document this in your report
Guideline:
Identify if any delay or likelihood of any conflict, or discipline/cooperation problem etc
Also write about the corrective measures
Task 3
1. Choose the Appropriate size team and document each person’s role writing down what skills this person has in adding value to the project, and hence why you choose that person to play that role
Example
Finance Department was set up by 8 employees. The names of the employees are stated the table below:
Name
Surname
Email Address

Finance & Sponsorship Department
Marketing Department
Legal Department
Operation Department
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[email protected]
xz
Z
[email protected]
Role and importance of financial management:
 Ensure adequate funds are available for resources needed to achieve the event objectives.
 Controlling the expenditure.
 Ensure adequate cash flow.
 Need to establish and control profitable levels
Check out all of the options available to you to help answer your career queries.
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Explore the subject information and insider knowledge we have available to give you the edge when planning your future career.
Knowledge and abilities
Based on the individual skills and ability, Finance Department allocate the roles everyone on the team to strategically align the events to meet financial objective. Everyone in a team has different responsibilities:
A has responsibilities management of budget, staying within strict parameters and controlling money management of project effectiveness. She has abilities and skills to perform the right mathematical techniques to prepare this event budget. The group believe that she has the right skill to achieve these project objectives successfully.
K has responsibilities managing all projects with one a company, and monitoring every department the work has done by employee on time and controlling contingency plan. Kati has leading ability she was born with it. She motivates her employees in order to improve productivity and efficiency through communication and high visibility.
J and M are responsible the sponsorship for this event. Both they have business experience, and they have abilities how to deal with people. So the group believe that they can meet the target successfully.
C is a good communicator and her communication skill would be advantageous to convince people and meet her target. Mo is a trustworthy and responsible person for fundraising.
P is a hardworking and committed for his work. E are responsible for admin work: such as printing document and both are good for helping the team.
Project management is the application of knowledge, skills and techniques to achieve projects effectively and efficiently. We also made a proper planning and a qualitative decision in order to achieve our objective. There is an expectation that the skills, attitudes and knowledge essential to deliver successfully projects will
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be gained while these projects develop.
2. Document within your report what types of team building and conflict management skills are required when diffusing anger
Guideline:
Overcome obstacles and resolve any conflict
Acknowledge and respect different opinions and view points
If an individual or a team is failing below standard try and identify the cause / reason behind underperforming.
The roles and responsibilities of the leader and project team members in implementing strategy are wide in choice
3. Detail methods of co-ordination and communication used, and why you believe they were the most appropriate methods. Do not forget to include documents i.e. minutes of meeting, emails, telephone call logs etc.
Guideline:
To be effective in the team:  Interact effectively with others on a one-to-one and whole group basis  Encourage contributions and listen to others  Work with a range of people from different backgrounds and experiences and attitudes
To be effective in the team:  Interact effectively with others on a one-to-one and whole group basis  Encourage contributions and listen to others  Work with a range of people from different backgrounds and experiences and attitudes
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 Understand individual responsibilities in order to complete assigned tasks  Seek feedback and discuss and accept ideas from others  Support each other and contribute to a positive atmosphere among the group
 Risk taking – You can learn how to assess risk and run scenarios that will help you make better decisions.
 Regular meeting in a form of team is a great way of reviewing and assessing individual and team progress
 I make sure that the team members understand what I am exactly want them to do. If I have any clear idea about successful outcome, I have shared it with the group.   Understand individual responsibilities in order to complete assigned tasks  Seek feedback and discuss and accept ideas from others  Support each other and contribute to a positive atmosphere among the group
 Risk taking – You can learn how to assess risk and run scenarios that will help you make better decisions.
 Regular meeting in a form of team is a great way of reviewing and assessing individual and team progress
 I make sure that the team members understand what I am exactly want them to do. If I have any clear idea about successful outcome, I have shared it with the group.
4. What, why and how are resources going to be used in order to ensure the project is a success?
Guideline:
Planning is a process by which an organisation makes fundamental decision about the future strategic direction of the organisation and it is used to set priorities and focuses on future achievements and condition.
The importance of developing: making the staff more efficient at a job or capable of facing different responsibilities and challenges.
Financial planning is the background of company growth. If there is no planning then there is no finance determination resulting in company debt. Knowledge of financial planning is a must for any investor.
What is action plan?
Action plan is needed to develop your action especially for the first six months’ time. This plan shows that how individual can be dedicated to get things done properly. For example action plan can save time and energy. It also helping us to increase the chances to control that people will do what the requirements to be done.
Moreover this action plan is intended to clarify how the department will fulfil its key responsibility.
I prepared the action plan in order to monitor my work is done properly as it should be and aiming to achieve the success of the event. You can see my action plan below this.
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Task 4
1. Create clear records of communication both internally, externally and of team meetings.
Guideline:
Steps:
Explain emails with dates and subject
Minutes of meetings with dates
Excel sheets
2. Document where use of information technology has been used
Guideline:
Explanation of Emails exchanges etc in chronological order. Emails will go in annexure
3. Produce information clearly, regularly and on time documenting when and what was produced.
Guideline:
Minutes of the meeting in chronological order. Minutes will go in annexure

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