Event Management Engagement in Organizing the Monsoon Cup

Question: Describe about the Report for Event Management for Engagement in Organizing the Monsoon Cup. Answer: Budget for the project The estimated budget for the Fund Raising Event is mentioned asunder Event Budget for Fundraising Program (Amount in ) Site Expenses Estimated Actual Staffs 300 160 Accommodation Fees 460 250 Equipments 370 150 Total 1,130 560 Publicity Expenses Estimated Actual Advertisements 640 750 Graphical work 500 820 Total 1,140 1,570 Decorations Expenses Estimated Actual Candles 250 160 Lighting 300 260 Paper decoration 320 280 Flowers 200 230 Total 1,070 930 Refreshment Expenses Estimated Actual Food 550 610 Beverages 460 400 Catering Staffs 750 820 Total 1,760 1,830 Event Expenses Estimated Actual Performers 250 550 Travel 300 550 Hotel Charges 450 350 Musical Equipments 650 500 Speakers 300 255 Others 300 500 Total 2,250 2,705 Rewards and Prizes Expenses Estimated Actual Trophies 460 500 Medals 200 340 Gifts 390 460 Total 1,050 1,300 Miscellaneous Expenses Estimated Actual Stationery 500 600 Transportation Cost 380 460 Telephone and Fax 400 250 Total 1,280 1,310 Estimated Actual Total Expenses 9,680 10,205 The organizers have selected seven heads of budgetary elements which are imperative while discussing budgetary estimates for the event. At the outset, it is important to learn that the aim of this event is to celebrate and promote diversity. This cultural day Event will help promote local businesses, as well as bring together the community located in Newham community neighborhood. Total expenses as estimated amounts to 9,680 while the actual expenditure is 10,205 Income Budget for the Fundraising ceremony is laid below Estimated Actual Estimated Actual 320 250 Adults 5 1,600 1,250 190 196 Children 2 380 392 40 50 Others 3 120 150 Total Income 2,100 1,792 On the other hand, the income budget states that income proceeds would be available from admissions mainly. The total income estimated is 2,100 as opposed to 1792. It is worthwhile mentioning that the variance between estimates of both income and expenditure is minimized which means that the organizers have utilized the funds diligently and effectively. A summary of the target market for the event The event has been planned to take place in a community in East London. Therefore, the targeted invitees for the event might be the local people residing in East London. 36% of the population of London resides in East London, making it one of the populated immigrant regions of London (Duarte-Alonso 2016). There are people belonging to different religions and communities. The event is open to all residents and any person willing to participate in the charitable event will be welcomed. The main targeted people are the families with children. The proposed age group of the members is between 25 and 50 years and the children of age between 8 and 14 years. Demography of the region shows the presence of various ethnic groups. Therefore, people from different backgrounds such as White British, Irish British, Asians including Pakistani and Bangladeshis will be the invitees (gov.uk, 2016). Event management tools and techniques Certain strategic tools are needed for successful planning of an event. These tools can be mentioned here: Visioning the situation: Understanding the aim and objective of the event is the primary requisite of organizing an event. The aim theme behind the event is to raise fund for community development. Therefore, all kind of arrangements has to be made depending on this criterion (Cserhti and Szab 2014). There will be arrangement of game shows for the children and other programs where the children will participate. Along with that there will be also arrangements of food and beverages for the invitees. At the end of the event, the invitees will be asked to contribute or donate for the cause. Making a mind map: The complete event has to be planned step by step so that the process can be carried on smoothly. Scheduling each and every step of the event is very important. Communicating with the various stakeholders and the invitees plays a vital role in this factor (LesiĆ¡, RuÃ…Â ¾iĆ¡ and PavloviĆ¡ 2015). The plan has to be disseminated among the members and each and every person must be made aware of their respective roles and duties. In order to schedule the whole event and keep a trace of each step of the event, use of technology is preferred. Certain computer software and programs can be used to make the task easy. Building a team and thorough communication: The success of an event depends upon the coordination among the members of the events. Building a team and letting them know about their individual tasks and duties is very important. It also falls under the responsibility of each and every member to help each other whenever necessity arises (Abdullah et al. 2014). The event is expected to be held on a holiday that would facilitate the invitees to participate without any problem. In the busy life, attaining an event on a regular working day may not provide the opportunity where many participants would come and join the event. Apart from the invitees, scheduling the event with the stakeholders is equally important. The caterers, decorators and others responsible for the success of the event should be co9mmunicated and scheduling has to be done in accordance to the event. Team management and structure The event management hierarchy reveals the management group involved in the event. The management of the team can be structured in the following manner: Event coordinator: The event coordinator is at the top of the management level and the person is responsible for the most crucial work that is coordination. Major responsibility lies on the co-coordinator (Getz and Page 2016). For the charitable event, it is important to coordinate with the invitees and the participants. They should be acknowledged about the theme and the intention behind the event. Event planner: Planning an event requires numerous things to be handled at the same time. The person responsible for the event planner has to be the best skilled person. The person must possess the vision and the detailed facts of the event. The plan regarding the participation of children and their parents to help in raising fund should be planned by the event planner. Client service event manager: The main responsibility of an event manager is to coordinate with the clients and the staff members of the event. It falls under the responsibility of the event manager to keep an eye on the complete event and manages every little detail of the event (Silvers and Goldblatt 2012). Taking care of the comfort of the invitees and the need of the stakeholder is the prime responsibility of client service event manager. Event manager: Scheduling the event and taking care of the decoration, catering and other inputs in the event are the responsibility of the event manager. It is expected that the person responsible for this task is responsible enough to handle everything. Other staffs: Apart from the important coordinators and the managers, the need of numerous staffs cannot be neglected. About 20 members or staffs will be required to conduct the event who will act as helping hand while conducting the complete event. The above mentioned roles are equally important for each and every member. Organizing an event requires support and coordination of numerous members. For a successful event, it is important to maintain coordination these members. Event communication and stakeholder management Communication plan of an event include both internal and external communication. Internal communication depends upon the members of the team whereas external communication depends on the stakeholders of the event. The stakeholders for this particular event are the members who would be invited to the event for the purpose of contributing towards community development. The invitees include children, their parents and other members who would join the event willingly. Other stakeholders are the owner of the community hall, the caterer, members who would be responsible for taking care of the invited children and others. The communication plan can be prepared in three stages: Pre-event communication: All the necessary arrangements are done in this stage of communication. It is expected that the event organizer will communicate with all the stakeholders and narrate them the requirements (McNeil, Frey and Embrechts 2015). Since it is a community program, there must be a community group who would be involved in the event. The detail of the event has to be discussed with them. Apart from them, it is required to communicate with the other stakeholders such as the decorators, costume designer, caterer, people responsible for the technical things such as light and sound and others. Several means by which internal and external communication can be made can be stated here: By meeting: Face to face meetings are the most effective and clear way of communication. At the time of deciding the plan for the event, meeting with the stake holders and the members and staffs of the event management is very vital. Over phone-calls: People can be frequently communicated by phone calls whenever requirement arises. The invitees can be invited by directly approaching them via phone calls. Apart from that the stakeholders and the members can also be communicated via phone calls. Emails or other text messages: An official mail can be sent to the invitees from an official website of the community forum. Apart from that general announcement can also be made by the means of posters or announcement in the locality (Jones 2014). Communication during the event: Communication during the event is equally important as the communication needed before the commencement of the event. It is the responsibility of the managers of the event to take care of the invitees and the participants of the event. Keeping a check of the requirements and the needs of these members is the most important part of communication during the event. Apart from that, there should remain a continuous communication with the stakeholders. Keeping a thorough communication during the event will help to carry on the event smoothly. Moreover, in case if any kinds of troubles or issues are found to arise it can be solved easily. Communication after the event: It is not that when an event ends, the responsibilities of the event organizer ends. Post event communication holds equal importance. The two most important things that are done in the post event communication period are taking feedback from the attendees of the event and tallyi9ng accounts with the involved stakeholders (Braglia and Frosolini 2014). Therefore, it is recommended that the manager of the event would communicate with the invitees and other participants and try to get feedback from them. For the same purpose, a form can be made where the members would be asked to answer a few queries. This would help to improve the plan of the event for future purposes. The stakeholders who have been a part of the event also need to be communicated. All kinds of financial issues and settlements are to be made after the event. Risk management plan There might be certain situations that would result in certain risks in the event. In case of charitable events, there are a number of areas where the chances of risks increases. Some of these expected needs can be stated here: Risk category Examples of risks Governance risks The structure of the management team might be inappropriate The members might lack the relevant skills and commitment There might arise conflicts of interest Operational risks The operational function might lack safety or other beneficiary welfare Staffing and other recruited employees might show poor functionality (Michalco and Navrat 2012) There is also a risk regarding the security of the assets Financial risks The management might have inaccurate or insufficient financial information regarding the expenses of the event External risks The event might not imprint a positive impression on the members of the community There also lies a chance of turbulent political and economic environment Compliance with laws and regulations Any kind of birch in the trust and acts of the government will result in governmental risks (Bowdin 2012) The staffs might have poor knowledge of the regulatory requirements of the activities like fund raising In order to combat against such risks, certain recommendations can be made. These recommendations are: It is important to know the governmental laws and regulations regarding fund raising events. There are certain guidelines set by the government that states the methods of raising funds. These ways are: Door-to-door fundraising or public collection on the street By the means of gaming and lotteries By organizing events or street fair (Brown 2014) Therefore, it can be said that organizing an event for fund raising might not be counted as a risk factor. In order to avoid any kind of operational risks, it is important to train the members and the staffs. The detail of the event needs to be discussed with the members and each and every person must be assigned with their respective responsibilities. At the time of recruiting staffs for the event it is important to take account of the capability and ability of the members to work for the purpose (Coombs 2014). It also falls under the responsibility of the managers of the e3vent to keep a detailed account of the assets and other things that would be used in the event and prevent any kind of damage or unavailability. The financial requirement also needs to be solved. Therefore, the management must be conscious about the budget and the financial requirements. Necessary sponsorship needs to be availed prior to the event (Getz and Page 2016). To overcome any kind of external risks related to community or neighborhood, it is important to inform the community about the event. If required, pamphlets can be distributed in the neighborhood or the invitees of the event. In the pamphlet the detail of the motive and intention of the event has to be mentioned. If required, the same can be approved by the local authority of the region so that the acceptability of the event can be increased (Andersson and Lundberg 2013). It is very important to conduct the event abiding the rules and regulation of the community and the government. Conclusion There is a great opportunity of the success of the event. People of England believe in charity and it has been found that people heartily participate in such social processes. Therefore, there is no such risk of conducting the event. The aim of the eve3nt can be easily fulfilled if the invitees are encouraged and they are convinced to participate in the charitable cause. The risks of the event can be easily avoided if proper measures are taken. All it requires is a proper plan of the event. The mode of communication and the tools required for the success of the event has to be used properly to achieve the objective behind the event. When all the criteria are met successfully using proper management tools, success of the event can be easily expected. Reference list: Abdullah, N.H., Hassan, H., Ali, M.H. and Karim, M.S.A., 2014. 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