Balance University Thesis

Unit 1 - Unit 5

Jodie Steel

Event Planning Portfolio

1.1Sport sector event planning consists of football games, Olympics, and common wealth games. Leisure sector event planning consists of concerts, festivals, and exhibitions. Corporate sector event planning are for businesses that include conferences, team building, and product launches. 1.2 Provide an example of an event which falls within each sector. An example of an event in the sports sector could be the planning and organisation of a local football match. This would involve coordinating teams, securing a venue, arranging referees, promoting the event, and managing the day's schedule. An example of an event in the leisure sector may be a music festival. This could involve booking singers, arranging the location, managing ticket sales, organising food and drink, and booking security. An example of an event in the corporate sector could be organising a business conference. This includes arranging invites, booking a location where the conference takes place, planning the schedule, and handling registrations.

Unit 1 Outcome 1

Unit 1 outcome 1 - 1.2 extended

2.2Example cv

Unit 1 Outcome 2

2.1DUTIES - Conception, planning, and execution of events - Selecting and booking venues - Liaising with vendors - Managing budgets - Overseeing operations - Coordinating staff RESPONSIBILITIES - Creativity - Organisational skills - Problem solving skills

Purpose and Type of event Mine and Megan's event plan falls in the leisure sector. We would like to create a Christmas themed prom for all students to attend. This is because a lot of people did not attend their proms in secondary school, and unlike sixth form college students don't receive a prom at the end of the year. Event Partners Originally, the event idea has come from Megan and I, however if we are deemed with the best idea by the panel we will then be joined by the rest of the class in enforcing this idea. However, not only will it be our class enforcing this, we have also reached out to the Miskin Theatre and asked whether we could use their space to carry out our event. However, at this time it has not yet been confirmed. Budget Overview We have not yet settled on an exact figure, however we are aware that this event will not be costly. We can provide speakers where the music for the event will be played from, and if our request to use the theatre is approved then we will not have to hire a location for the event either. Therefore, our budget will cover food, decorations, and beverages. This money will also be made back quickly due to charging students £5-£10 per ticket to attend the prom. Timeline As our event is Christmas themed and likely to occur after college hours, we would like to propose our event to take place on the 10th December 2023. This falls on the last Friday of the term before we break up for the Christmas break. We have asked this event to take place from 6pm-10pm. Physical and Human resources requiredPhysical resources will consist of the speakers, food, beverages, and decorations. Human resources would be required more. If our idea was to be successful, we would ask each of our class mates to contribute different things, whether that be decorations, playlists, or more speakers that we can connect to one another. Target Audience Our target audience is specifically designed for the students who attend NKC Tonbridge, however we can account for students to bring an extra paying person as their "date" however a list of these people will be made to ensure that there will be enough space. Promotional Activities To promote our event we will make creative posters that we can put around the college, as well as send members of our class to different classrooms to notify everyone of what will be occurring and when. Our main way of doing this successfully is not only pitching this to the panel but to the students as well to create our event to be promoted through word-of-mouth. Promotional Activities To promote our event we will make creative posters that we can put around the college, as well as send members of our class to different classrooms to notify everyone of what will be occurring and when. Our main way of doing this successfully is not only pitching this to the panel but to the students as well to create our event to be promoted through word-of-mouth. Performers and/or participants At the night of our event, we have invited many courses to perform and participate. We have invited the following courses: hair and beauty, music, performing arts, photography, and catering. We are inviting these courses as we believe it is a chance for all students to become recognised by the college and build a community. With a collaboration with all courses, the event will be a huge success.

Unit 1 Outcome 3

A contingency plan is essential as it prepares an organisation for unforeseen circumstances it’s a proactive measure designed to safeguard against potential disruptions. This plan outlines the procedures to follow when unexpected situations occur, minimising the impact on the operation or event. it’s a critical aspect of risk management, ensuring the continuity of operations and maintaining the organisation’s reputation.

Unit 1 Outcome 4

4.1 Explain the need for a contingency plan

5.3 To conduct a risk assessment for a Winter Wonderland ball, you must first identify potential hazards. This involves a thorough examination of all elements of the event, from physical decorations to the provision of food and beverages. Next, it is necessary to determine who might be harmed by each hazard and in what way. This requires an understanding.

5.2Incorporating Health and Safety requirements into event planning is essential. It’s all about ensuring the wellbeing of everyone involved. This includes things such as food handling, first aid provisions, fire safety measures, and even safe staging equipment use. By following these guidelines, it prevents accidents and ensure a safe and enjoyable event for all attendees. It’s not just a legal obligation, but also a sign of a responsible and professional event planner.

Unit 1 Outcome 5

5.1 The inclusion of security measures in event planning is immensely important. These measures serve to protect attendees, staff, and property from potential threats or hazards. They include a range on strategies, from employing security personnel to developing emergency evacuation procedures. By effectively managing risks, we can prevent accidents or disturbances and ensure the smooth execution of the event. Furthermore, security measures enhance the trust and confidence of attendees, reinforcing the event’s reputation for safety and professionalism.

Unit 2 Outcome 1

1.2 The evaluation of an event is of paramount importance as it provides a comprehensive understanding of its overall success and areas of improvement. through evaluation, one can gauge the level of attendee satisfaction, financial outcomes, and the achievement of set objectives. This critical analysis can illuminate strengths and weaknesses, thereby guiding the planning and execution of future events.

1.3 Organisers – A post-event review can assist an organiser in identifying their strengths and areas for improvement. Where necessary, they can alter security or health and safety protocols. Performers and participants: When attendees provide an assessment of an event, the organisers may learn more about the kinds of sponsors and performances that should be booked in the future, as well as how well-suited they are for collaboration and communication. Audience/Spectators: Taking a look at an event from the viewpoint of the attendees may assist organisers identify what went well and what needs improvement for the next event to be better and draw in more people. Event partners: By assessing whether they will receive a return on their investment, event partners may use this information to support the need for further events in the future.

1.1Evaluation is an intricate process of methodically determining the merit, value, or signifificance of a subject or performance. it invloves critical analysis and objective appraisal to discern the subject's effectiveness or impact. It is a vital tool in numerous domains, aiding in the formulation of informed decisions and strategic improvements.

Unit 2 Outcome 2

2.1 You can assess the success and effectiveness of an event by setting evaluation objectives. You can create smaller activities to achieve these aims when you have well-defined goals. You may evaluate the effect and level of engagement of your event on the audience if you have goals.2.2 A staff debriefing is a post-event discussion where staff members discuss their own experiences, as well as their areas of strength and weakness. Through the provision of firsthand feedback from those who have actually attended the event, customer satisfaction surveys and complaints enable a valuable assessment of an event. The assessment of an event's financial success is aided by its income; a higher revenue indicates a more successful event.

Unit 2 Outcome 3

3.2 SWOT analysis: A swot analysis considers both internal and external aspects in addition to identifying strengths, weaknesses, opportunities, and threats. Questionnaires: You can find out about the participants' opinions, sentiments, and favourite parts of the event by using a questionnaire. Interviews: Interviews provide a thorough understanding of your event's advantages and disadvantages as well as participant satisfaction and expectations.

3.3 Business owners and event planners may use online surveys as a means of sending a questionnaire-style survey to their personnel, guests, and consumers. These polls are easily accessible by emails, QR codes, or URLs. Feedback from participants can also be obtained through social media surveys, which are frequently made through Facebook, Twitter, or Instagram postings. In order to facilitate real-time contact and feedback, attendees may also write comments on postings or even send the event organiser a direct message.

3.1 Formal feedback is typically given in a formal setting through written reports and questionnaires, which are frequently fairly extensive. Informal feedback is frequently provided in a more relaxed setting, including via social media, emails, or even chats.

Unit 2 Outcome 3

3.2 SWOT analysis: A swot analysis considers both internal and external aspects in addition to identifying strengths, weaknesses, opportunities, and threats. Questionnaires: You can find out about the participants' opinions, sentiments, and favourite parts of the event by using a questionnaire. Interviews: Interviews provide a thorough understanding of your event's advantages and disadvantages as well as participant satisfaction and expectations.

3.3 Business owners and event planners may use online surveys as a means of sending a questionnaire-style survey to their personnel, guests, and consumers. These polls are easily accessible by emails, QR codes, or URLs. Feedback from participants can also be obtained through social media surveys, which are frequently made through Facebook, Twitter, or Instagram postings. In order to facilitate real-time contact and feedback, attendees may also write comments on postings or even send the event organiser a direct message.

3.1 Formal feedback is typically given in a formal setting through written reports and questionnaires, which are frequently fairly extensive. Informal feedback is frequently provided in a more relaxed setting, including via social media, emails, or even chats.

1.1 To understand your audience, spot trends, and make wise judgements, you must conduct initial market research.

1.2 Sporting - a potential target audience may be local sports enthusiasts, fitness clubs,and families. Corporate - a potential target qaudince may be local businesses, entrepreneurs, and professionals. Leisure - a potential target audience could be families, tourists, and hobby groups.

1.3 An essential component of event planning is determining which events are competing with yours before it. You may change your strategies, stay out of trouble, and differentiate yourself from the competition. This is a calculated approach to increase sales or attract the largest audience.

Unit 3 Outcome 1

Unit 3 Outcome 2

2.1 The Marketing Mix, often reffered to as the '4P's', is a business tool used in marketing. It's comprised of product, price, place, and promotion. These elements are adjusted until the right combination is found to serve the customer, while generating optimum income.

2.5 When promoting an event, timing is crucial since it allows you to reach the appropriate individuals at the right moment. Being able to obtain a thorough financial estimate for your event is crucial when promoting it. The ability to guarantee adequate support for an event's seamless operation makes personnel crucial while promoting it. The equipment is what powers the entire event; without it, there would be no event. The ability to initially persuade people to attend an event is an essential part of event promotion materials.

Unit 4 Outcome 1

1.1 The purpose of management structures is to make sure that activities are far more efficient and operate smoothly. If you have an effective staffing structure, you will be covered both in terms of assistance and in case something goes wrong.

1.3 Skills needed to manage events- organisation- communication - problem-solving- multitasking - creativity

2.3 Working as a team is essential, especially when organising an event. Effective cooperation encourages productivity, divides the workload, fosters diversity of thought, and speeds up problem-solving.

Unit 4 Outcome 2

2.1 Music department, dance department, photography department, finances department, marketing department2.2 Music Department - for live music Dance Department - for entertainment purposes.Photography Department - for capturing photos.Finances Department - for organising tickets and budgets.Marketing Department - for advertising.

Unit 4 Outcome 3

3.1 Event personnel: they organise schedules, assist guests, handle security, and handle logistics. Volunteers: they help with registration, setup, visitor orientation, and promotional activities. Contracted persons: their duties are outlined in their contract, and they may include performers, decorators, security guards, and caterers. Event partners: offer goods or services, assistance with promotion, or services in exchange for visibility.

Unit 4 Outcome 3

3.2 We would have needed nineteen people because everyone in the class would have had primary roles and duties for our event. Organisers and decorators would be the primary work roles.Skills needed in these job roles:Organisers- Planning- Multitasking- Problem-solving- CommunicationDecorators- Design skills- Creativity- Attention to detail- Communication-Problem-solving skills.

Unit 5 Outcome 1

1.3 Verbal - is used to coordinate with each other, provide instructions, and help out attendees. Non-verbal - is used to communicate without the use of words. Information can be conveyed through the use of facial expressions, body language, and sign language. Written - personnel use written communication so that attendees can recieve information though brochures, posters, signs, and programmes. This gives a sense of independence for attendees if they feel uncomfortable to speak up.Electronic - personnel can use radios, smartphones, and tablets to communuicate quickly incase of an emergency. This also keeps the team in the loop of how the event is going.

1.1 Ensuring personnel is breifed before an event serves several critical purposes. It ensures all team members are informed about objectives, roles and responsibilities, and expectations. Also a good opportunity to recap on safety measures before the event takes place.

1.2 Debreifing personnel after an event is crucial. It provides a structured opportunity to review what went well and what could be improved in the future.

1.4 Two potential barriers to communication at an event are noise and language differences. Noise can drown out messages, to resolve this, personnel can use radios with ear-peices or create quiet zones for important conversations. Language differences can cause a barrier between personnel and attendee. To overcome this, clear signs with symbols and having multilingual personnel can be a great solution.

Unit 5 Outcome 1

2.3 Discrimination refers to the unjust or prejudicial treatment of different catergories of people, particularly on the grounds race, age, sex, or disability. It involves actions, policies, or behaviors that result in a group or individual being disadvantaged or treated less favorably than others.

2.2 - The Equality act 2010- The Equality Act (Sexual Orientation) Regulations 2007- The Equality Act (Gender Reassignment) Regulations 2007- The Equality Act (Age Expectations for Pension Schemes) Order 2010- The Equality Act (Disability) Regulations 2010

2.1 Equality of opportunity is the principle ensuring all individuals have the same chance to pursue success, irrespective of their inherent or circumstancial attributes. This requires the removal of discriminatory practices and the provision of equitable resources and conditions.

Unit 5 Outcome 2

3.2 By being attuned to the customer, you'll help ensure a better outcome for them, and they'll be more likely to rehire your organization for their next event, or recommend you to others.

3.1 Customer service is the direct one-on-one interaction between a consumer and a company representative. The interaction is commonly done when a consumer is buying a product or service from the company.

Unit 5 Outcome 3