Event Planning Report Sample

Event Planning Report Sample

Assignment TaskFor this assignment, you are required to devise an original event proposal, based on a scenario of your choice, taken from the following list:

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A high-quality charity Ball for the Cancer Research UK

A launch of a leading beauty product range range at a Museum and Art Gallery

A Jazz  Festival in Mosely.

Tasks:

1. Critically identify the range of events and categorise them in line with an academic event typology.
2. Critically evaluate the role of the public, private and voluntary sectors (or a combination) in events provision.
3. Critically evaluate the impacts that events provision can have on visitor perceptions and residents attitudes.
4. Critically identify, and evaluate the planning issues for your chosen event, including venue, theme, programme, entertainments.
5. Critically define the various organisational structures of events teams and apply the structure most suited to your event.
6. Analyse and apply the different marketing techniques your group will consider for the event. Evaluate the potential success of the chosen techniques.
7. Critically explain the financial objectives of your event and possible sources of income, to include sponsorship opportunities
8. Investigate the legal and risk management issues applicable to the event.
9. Analyse the methods you would use to measure the effectiveness of the event.

 Task GuidanceFor guidance on this assignment, please access the assignment vodcast available through Canvas.

Event Planning Report – Suggested Structure

Facing Page

1. Contents Page
2. Introduction to the Report – brief outline of everything to be included
3. Industry Environment Audit –  referenced definitions/explanations of the event categories by size (mega, hallmark, major, local/community) and by content (leisure, cultural, personal and organisational) – referenced definitions of the public, private and voluntary sectors and explanation as to why these sectors use events, with appropriate event examples. Referenced definitions/explanations of the major event impacts (political/social cultural/economic and environmental) and their potential impacts on visitors and residents – no examples needed. Summarized by a conclusion as to the nature of the event industry.
4. Introduction to the event concept – date, time, place, outline of the  product experience
5. Vision Statement – why do we use them (theory) and a vision statement itself.
6. Mission Statement – see above
7. Objectives – explain why the setting of objectives is important (theory) and state your objectives in full.
8. Explain your choice of theme, entertainments programme elements in relation to your event objectives.
9. Define and explain the various organisational structures and choose one that is most suitable for your event, explaining why.
10. The screening process – explain the marketing, financial and operations screening process (theory) and how it was applied to your event.
11. Explain the use of work breakdown structures and Gantt charts as important planning tools and include WBS for all areas of planning responsibility and one Gantt chart covering the entire event in the appendix – this work must be detailed.
12. Explain the importance of financial planning in an events context and discuss a range of ways of funding your event. Explain the nature of sponsorship and show which sponsors would be most appropriate to your event.
13. Venue Selection – explain venue and location selection theory and apply it to the selection of your venue for the event. Include a weighted criteria analysis chart in your appendix.
14. Marketing Strategy – explain who your target market is, how you arrived at it and then outline the various marketing tools you will deploy to reach that target market – include examples of your marketing materials in the appendix.
15. Explain why risk management is so important and what the five step risk assessment process is – theory. Then include a detailed, event specific risk assessment in your appendix
16. Explain why event evaluation is so important to the planning process and explain when evaluation takes place – theory. Discuss the various methods of evaluation and decide which ones will be most suited to your event.
17. Conclusion.

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