Balance University Thesis

Event Planning Portfolio

Author: Yasmin RipleyAdvisor: Zara B, Lily B

Introduction

Here is my guide on event planning, in here you can learn how to make a risk assesment, why evaluating is important and much more. Go to the next slide to experience a new interactive world and learn about event planning.

Yasmin

Contents Page

07. Event Evaluating

01. Introduction

10. Bibliography

04. Unit 3

08. Tools to evaluate events

02. Unit 1

05. Unit 4

11. Figures and tables

12. Annexes

09. Contingency Plans

06. Unit 5

03. Unit 2

01. Unit 1

Click each icon to see the outcome work

Outcomes

1. Sectors2. Event coordinators 3. Outline Plan

4. Unexpected situations 5. Health and safety

02. Unit 2

Evaluations

Click me to see Outcome 2

Outcome 1

Click each group to see how they benefit!

1.1 & 1.2 WHat is An EVALUATION and why are they IMPORTANT??

An evaluation is the process of judging or assessing something using targets or a criteria. It is important to evaluate events because firstly you can then see if your event has met all of its measurable targets. It is also helpful because it can keep track of feedback and help to improve future success

Audience/ spectators

1.3 how the following groups would benefit from the evaluation data:

Evaluation data can be helpful for partners to understand how their events ran out and exactly what happened, this will help them to make any future adjustments.

Evaluation data about an events successes can be valuable to other looking to do similar work.

Event Partners

The data is important to performers and participants because you can use feedback to identify any weaknesses, therefore being able to make your performance stronger.

Evaluation data is important to organisers because they can track whether all targets have been met, it also allows you to see how far your event was projected which can be helpful when organising future events.

Performers and paticipants

Organisers

03. Unit 3

Outcome 1

Initial Market Research

Market Research

Outcome 2

Marketing Methods

Click me for Outcome 3

Click me for Outcome 1

2.2

2.3

Click me

Click me

04. Unit 4

Outcome 2

2.1

Electrical team

Campsite Maintenance

Music

Food vendors

Advertising

Security

Water Maintenance

Equipment

Marketing

Communication & Customer serice

05. Unit 5

Click the grey buttons

Out come 1

Customer Service

Outcome 2

Equality of opportunity

Outcome 3

Communication

Unit 5 Outcome 4

Here is a short guide on what how we expect you to Communicate, demonstrate Equality of Opportunity and resolve problems at our event.

Equality of OpportunityGood equality of opportunity customer service standards involve:

• Treating all attendees with respect,
• providing equal access to services and facilities,
• making sure that the event is inclusive to everyone (disabilities, ethnicity, sexuality, gender etc),
• Being able to cater to diverse needs,and that staff are trained to recognise and prevent discrimination.

Problem solving Good problem solving customer service standard's involve approaching the issue with a proactive and solution oriented mindset Some good problem solving standards include ; 1. Identifying the problem - clearly understanding the issue at hand 2. Analysing the situation – gathering the relevant information and assessing the impact of the problem . 3. Generating solutions – brainstorming and considering different options to address the problem. 4. Applying the solution ; Taking action and putting the chosen solution in to practice. 5. Evaluating the outcome ; assessing the effectiveness of the solution and making adjustments if needed 6. Always remember it's important to be flexible ,communicate effectively and inform the relevant organisers

Communicating within our event When communicating at our event we expect you to: Use manners, please, thank you etc. (Being polite to customers in general) If you have any problems occur please resort to the nearest member of staff, however if it can still not be resolved please consult someone from the event management team- Yasmin R, Zara B, Lily B to sort it out. If you're are confused at any point of what you can help out with or where you're meant to be please seek management team aswell, we have a lot of job roles that need covering so don’t fear as we will definitely have jobs for you!!

Click me to return to Unit 1

4.2 Click the image to below to see a contingency plan covering 2 unexpected situations that could occur at our event.

Contingency Plans

05.

4.1

Why are contingency plans important?

Contingency plans are vital within event management because they help to ensure that you have a backup option in case anything goes wrong or anything unexpected happens. They can also help get a better view on the event as a whole to then in future make sure the event is run smoothly.

06. Event evaluating

Outcome 2

2.2 Why can a be important when evaluating:

The best way to evaluate your event is by setting objectives, so that when your event is over you can look back at the objectives you've set and see if you have achieved them. By clearly defining what you want to achieve you can gain valuable insights. This cycle of ongoing improvements helps you continuously improve the event experience.

2.1 The importance of setting objectives

Staff debrief

Customer satisfaction surveys/ complaints

Event revenue

Click me for Outcome 3!

Data records

3.1 Informal and formal feedback

Informal feedback Informal feedback is feedback given indirectly, this could be via:

Formal feedback Formal feedback is planned feedback. It is when the organisation slash event organisers have asked for review on how the customers felt the event went. They could do this by:

• Social media
• Face to face
• In the moment (as soon as the incident you would like to report has happened)

• They could do this by:
• handling/ emailing out a survey based off the event.
• Face to face asking for feedback
• leaving reviews on social media pages

Click me

Tools used to evaluate events

3.3

3.2

Click each yellow button!

Electronic feedback methods

Identifying threats

Interviews

SWOT analysis

Questionnaires

• One electronic feedback method could be using email or teams just to write a summary of how the customer felt our event went.

• You could also create an online survey to email out to everyone.

Click me for UNIT 3!

More teams

Secuerity

Marketing

Equipment

Electrical team

Click to go back to the teams

10.

Bibliography

Unit 1

https://trulyexperiences.com/blog/event-planning-industry-statistics/

Title book lorem ipsum

• Author's name (2013), Book title. Place of publication: Publisher.

https://www.eventunitypro.com/what-does-an-event-management-company-do/#

Title book lorem ipsum

https://www.investopedia.com/terms/c/customer-service.asp

• Author's name (2013), Book title. Place of publication: Publisher.

Title book lorem ipsum

• Author's name (2013), Book title. Place of publication: Publisher.

5.1 The importance of security at an event

Click me

It is important to include security measures when planning an event to keep everyone attending safe. By putting security measures in place we can deal with the emergencies efficiently, prevent potential risks and provide a secure environment for everyone to enjoy the event. Lack of security measures can also heighten the risk of theft, crowd control issues and gate crushing. Ultimately there is a risk of injuries.

5.3 please refer to my word prposal document

5.2

5.4 how to carry out a

Incorporating health and safety requirements whilst planning our event is important because it can help to iron out any health and safety risks that our event may have.

In order to carry out a risk assessment you need to look at the event as a whole and analyse any risks that you can see. For example: As were going to be selling food items we need to clearly label any ingredients that people could have allergens to. Then we write down the risk and look at the measures required to control the risk, and who the action needs to be taken by.

Ri s k

As s e s s m e n t

Functions of the teams at events

Hover over each one

Food vendors

Campsite Maintenance

Advertising

Water Maintenance

Music

Click for more

They are able to give you ' the full story' and their honest opinions on your event.

Feedback via interviews can be beneficial because your client can give you a more in depth response

Customer Sevice

2.1 What is customer service?

Customer service means to the support and assistance customers before, during, and after their interaction with a company or organisation. It could include customer questions, resolving issues or concerns, and creating a positive experience. The goal is to meet customer needs and build a bond with the customer.

Good customer service is essential at an event because it helps create a positive and memorable experience for the attendees. When event staff provide good customer service, it makes that attendees feel valued, heard, and supported throughout their time at the event. It can help address any concerns or issues, and build a strong reputation for the event.

3.2 Why is it important

3.4 How can customer service be improved

3.3 A customer problem staff may face

There are different ways to improve customer service for example you can take time to engage with your customers and find out what their needs are. As a result of this you will be able to fully meet the customer's needs, this will help to improve customer service standards. Another example is strengthen your communication skills because communication is essential for providing a positive experience for customers.

We could run into a problem where a customer has complained that a staff member was rude, to address this issue we would apologise to them and look at the severity of the situation. In extreme case we would fire the staff member, however a talk with them should solve the problem.

1.2

Outcome 1

For this task i went around the college and and people for an event that falls into a sector. Heres what they came up with:

1.1

Main sectors within event planning:

Sport, corporate and lesiure are the main sectors used in events. Some of these events could be:

Sport

Leisure

Corporate

• Festivals
• Weddings & personal events
• Exhibitions
• Confrences & coventions

The sports sector is the market where companies or products that are sold to consumers have something to do with sports; these can be people, places, things, services, or ideas. There are three organisational sectors in the sport industry: public, non-profit, and commercial.

Tourism and leisure sector refers to a broad category of the travel and tourism business, which includes lodging and hospitality, food and drink, entertainment, and attractions including theme parks, museums, and sports venues.

corporate

Outcome 1

Management structure for our Christmas event

1.1We are going to use a flat structure to manage the event. The three of us will be the managers of the whole event so that we can equally decide what roles and responsibilities we will designate to which students. This will work well as it will give us multiple opinions and inputs to help make the best decisions for the event.

Yasmin, Zara and Lily

1.2 Our roles and respobilities

1.3 Skills needed to manage an event

Me, Zara and Lily are the event partners so we will be handling all the roles and responsibilities of the event, whether that's handing tasks out to staff, or carrying it out ourselves. As event managers we will be in charge of:

Click the skills icons to see ours.

Click image

Functions of the teams at events

Hover over each one

Food vendors

Campsite Maintenance

Advertising

Water Maintenance

Music

Click for more

Communication

1.2 Debriefing staff is a time for reflection, feedback and a performance evaluation. It helps identify what went well and what could be improved for future events.

1.1 It's important to brief staff members before an event to make sure everyone is in understanding of their job role and where they need to be.

1.4 Communication barriers

Click for examples

1.3 Hover over each communication method

Electrical

Verbal

Written

Non- verbal

Identifying the threats of your event can open up the doorway to new opportunities for you to make your event different or better in the future.

2 Main job roles & No. of people required

3.2

3.1

Responsibilities of the following at events:

Hover over each job role to see their responsibilities

Event Management-

Event Personnel

Volunteers

Stall Staff-

or

Contracted Persons

Event Partners

3.3

Skills needed for the 2 main job roles

Stall Staff -

Event management -

• Organisation – they need to have everything planned for the event
• Communication – they need to discuss everything between each other so that they are all up to date.
• Problem solving – they will need a backup plan for everything planned
• Creativity – they need to create plans that are creative and unique so that they are different from the rest.
• Time management – they need to have everything planned in time for the event.

• Communication – they need to be able to communicate with the customers that come to the stall

• Leadership – they need to be able to direct the customers what they need to do when their at the stalls ,they also need to take control because they are in charge.

1.3

1.1 Why is it important??

Initial market research is important because it helps you understand your target audience, competitions, market trends. It ensures you make informed decisions and increases the chances of success for your business or project.

Identifying other events in advance that my directly compete with one of the selected events is very. Important as it will allow you to assess the potential impacts on attendance, sponsorship opportunities etc. If you understand the competition, you can make strategic decisions to differentiate your event, attract attendees, and utilising this and maximising its success.

1.2 Potential target audience

Sporting

Corporate

Leisure

A questionnaire is one quick way to get feedback seeing as they could have yes or no answers, which is handy for customers that don't want to write a lot

As well as that you can ask specific questions that you need answering, this could be about future events you're looking to hold or the event attended.

2.2

Being an event coordinator

Click the image to see what an event planners CV looks like

2.1

Multitasking

Responsibilities of an event coordinator

Organised

Good note takers

To be a good event coordinator you need to be able to:

Communication skills

• Work personally with customers to find out their needs and ensure customers satisfaction.

• Organise facilities, decorations, food & drinks, entertainment, transport, location, special guests, equipment etc.

Budgeting skills

Hover over the skills required to be an event organiser to see why they're important

Discrimination & Equality of opportunity

2.1 What is Equality of opportunity

Equality of opportunity means that everyone should have the same chances and opportunities in life, regardless of their background, characteristics, or circumstances. It promotes fairness and ensures that individuals have an equal shot at reaching their full potential. It's about creating a level playing field where everyone has an equal chance to succeed.

2.2 The Human Rights Act of 1998, the Equality Act (Sexual Orientation) Regulations of 2007, and the Equality Act of 2010 are some important pieces of legislation related to equality of opportunity. These legal measures want to defend people against discrimination and promote equal opportunities for everyone. It allows you to defend your rights in UK courts and requires public institutions, such as the government, police, and local governments, to treat everyone fairly, respectfully, and equitably.

2.1 What is the marketing mix?

The marketing mix or the four p’s is a combination of a companies products, pricing, places, and promotion, they uses to differentiate themselves from the competition.

For 2.3- 2.5 please refer to my christmas proposal documents

SWOT analysis's are useful when evaluating because it breaks your feedback into strengths, weaknesses, opportunities, and you can assess each category individually. the strengths is all the positive feedback, so everything you have done well on and things that you should continue doing.

Weaknesses on the other hand or what you will use to look at any improvements that could be made and to give you ideas on what you could do to stand out from your competition.

Teamwork

Organising an event is a lot of work and very difficult to manage on your own. When it comes to running an event you need a motivated group of people to ensure your event is run to the best of its ability.

Working in a team can reduce stress on any or all team members, being able to share out tasks amongst event staff takes pressure off the main organiser and helps each task to be done to a good standard.

Lastly working together can help to quickly solve any problems that may arise. Having multiple perspectives on the task at hand will help to get it solved quick and efficiently.