The Event Planning Process

Questions: 1. Discuss necessary documentation that an event manager may need to record during their day to day activities? 2. Provide a comprehensive checklist which explains the criteria required to ensure that the correct venue is selected for a client? 3. Describe the ways in which event managers may be required to problem solve, and give an example and solution to a problem that may be faced by an event manager when organising a birthday party? 4. Construct a plan detailing the steps that need to be taken to plan an event from start to finish? Answers: 1. Necessary documentation required The documents required by an event manager to organize an event in proper manner are:- i) Financial Planning of birthday party The main planning which is required to be done in starting of any event is financial planning i.e. budget has to be decided by consulting the customer (Damm, 2012). Any event to be completed successfully financial planning has to be done carefully in the starting. (a) Birthday party budget To decide the budget of birthday party income and expenditure of the client is to be known by event manger (Carter, 2007). The total amount of expenditure in organizing birthday party will be calculated on the basis of income of client and the estimated amount decided by client for organizing the event. The budget of birthday party will focus on the total amount of expenditure and the total amount available by the client i.e. income. Income It is the total amount available or given by the client to event manger for organizing the event. Expenditure The expenditure section will consist of following: Birthday party site cost Hiring of land of the event. Catering cost Dinner/lunch preparation cost, catering equipments cost. Stage preparation cost Invitation cost invitation cards cost and etc. While balancing the birthday party budget total amount of income should be greater or equal to the amount of expenditure of the birthday party. If expenditure is higher than the income or amount given for event by the client, the budgeting process has to be done again. ii) The Venue This section of documentation is done to create a comprehensive plan of the event site. While selecting the venue the following factors have to be taken into consideration: Client budget Guest number Venue location and facilities available are matching client requirements. Parking facility. Security facility available or not. Availability of emergency services. iii) Potential Hazard analysis Before selecting the events venue the event manager has to analyze the risk which may occur while event. According to the risk precautions have to be taken in advance by the event managers. The hazards can be natural or artificial as: Problem with terrain of venue Climatic changes like high winds, extreme temperature Problem with water supply Problem related to decoration Problem with food or in catering. iv) Traffic and pedestrian planning The event manager should provide parking to the guests of the clients properly. While finalizing the venue event manager should see that the venue is having adequate space for parking because if parking is not available there will be huge problem for the guest as well as the people living nearby (Allen, 2009). The venue should be finalized if only there is adequate car parking available, lighting is proper in nearby area, public convinces are available and etc factors. v) Incident Management The event manager should make the proper arrangement of first aid for any emergency situation if occurs. The contact details of the incident management should be maintained properly for emergency situation. The fire fighting equipments should be available throughout the venue so that is fire emergency occurs any one can help in stopping the fire. There should be proper security facility available on the location. vi) Proper hygiene should be maintained on the location. The event manger should see that the availability of the toilets, washrooms are in enough number so that the guests do not have any proper. The main point which should be always considered by the manger should be the hygiene in food stall, location and etc. 2. Comprehensive checklist explaining the criteria required for ensuring that the venue selected is correct for client Facilities Status Parking Facility Appropriate Hygiene Maintenance Good Security Service Good Sitting Arrangement or Space Appropriate Water Supply Appropriate Public Transport Facility Good Traffic Management Good Hazard Maintenance Good Availability of sanitary facilities Appropriate Lighting and power Faculty Good Pedestrian Management Good Shelter Facility Good Waste Management Good Noise Management Good Surrounding environment Good Catering Facility Good Stage or decoration space Appropriate Considering these points the selected venue for birthday party is appropriate as all the facilities are available for making the event success. Event manager before deciding the venue discussed the facility which is required by the client for birthday party (Kilkenny, 2006). The above comprehensive checklist consists of all the facility with their status present on the location decided by the event manager for birthday party. Status of the facility is shown for the client to convince him that the venue is correct for birthday party. 3. Problem faced by event manager for organizing birthday party Deciding budget of the client for the event. While deciding venue as per client requirements and budget. Event manager while distributing the work among the subordinates according to their skills and expertise has to face problem. Event manger has to face problem in negotiation done from caterers, venue owner, decorator and etc. Making team members work as one team for successful event and motivating them to complete their work on time. In doing risk assessment and planning the precaution if any hazard occurs. Finalizing the client guest list or the invitation list for birthday party. In finalizing the entertainment for the event in client budget and as per his choice (Mehndiratta, 2008). The ways in which event managers may be required in solving above problems Creating a list of all the locations coming within the client budget and having maximum facilities as per client requirement. After deciding the venue for birthday party with the client suggestions book caterers, decorators and etc three months prior to the event. Event manager should motivate all his subordinates to complete their job on time. Event manager should maintain good communication with all the subordinates as well as with decorators, caterers and etc. 4. Steps required planning birthday party from start to finish. In the beginning Plan the budget required for organizing birthday party. Discuss the fund available by the client to the event manger for the event. Make list of all the guests. Divide the task among each other. The duration of the event has to be finalized. The date of the event i.e. on which date event has to take place. Where the client want to organize the event. Three months before the event Take confirmation of the guest from the client. Order the invitation cards for printing. Order the caterers for the event date. Order the decorators for decoration of the location. Confirm the venue for birthday party. One month before birthday party Confirm the menu consulting with the client. Confirm the style of decoration for birthday party as per the client requirement. Invite the guests. Confirm the parking space for car as well as two wheeler parking for the entire guest. On the event day before event The event manager should personally check all the arrangements. Check the welcome arrangements of the guests Food arrangements, parking and etc should be checked before the event starts. Show the client all arrangements before the event start if he needs any change can be made (Whitford, Dunn and Cooper, 2013). References Allen, J. (2009). Event planning. Mississauga, Ont.: J. Wiley Sons Canada. Carter, L. (2007). Event planning. Bloomington, Ind.: AuthorHouse. Damm, S. (2012). Event Management. Hamburg: Diplomica Verlag. Goyal, S. (2010). Event management. New Delhi: Adhyayan Publishers Distributors. Kilkenny, S. (2006). The complete guide to successful event planning. Ocala, Fla.: Atlantic Pub. Group. Mehndiratta, V. (2008). Event management. Chandigarh, India: Abhishek Publications. Whitford, M., Dunn, A. and Cooper, C. (2013). Event Management. Oxford: Goodfellow Publishers Ltd.