EVENT MANAGEMENT ASSIGNMENT

STRUCTURING & ORGANIZING AN EVENT

Submitted to,
Mrs.Lekshmi R.L Faculty of IMK, IMK , Kundara.

Submitted by,
Lekshmi Mohan S4 MBA Roll no: 1005615 IMK, Kundara.

INTRODUCTION

Event: Occurrence happening at a determinable time and place, with or without the participation of human agents. It may be a part of a chain of occurrences as an effect of a preceding occurrence and as the cause of a succeeding occurrence. Event management is the application of the management practice of project management to the creation and development of festivals and events. Event management generally means conceptualizing, planning, organizing and finally executing an event. Events can bring community together for purpose of fundraising, change a town or citys image, expand its trade, stimulate its economy, help companies to market and introduce its product and also for the entertainment of society. During the early part of the 1900s the industry had spent up to Rs. 20 Corers, per annum on events. And in the last couple of years, all the event companies are spending to the tune of approximately Rs. 1,800 Corers, per annum. TYPES OF EVENTS An event can be described as a public assembly for the purpose of celebration, education, marketing or reunion. Events can be classified on the basis of their size, type and context. An event can be: 1) Social / lifecycle events Events like Birthday party, Hen/Stag party, Graduation day, Bachelor's party, Engagement, Wedding, Anniversary, Retirement day, Funeral etc.

2) Education and career events Events like education fair, job fair, workshop, seminar, debate, contest, competition etc. 3) Sports events Events like Olympics, World Cup, marathons, Wimbledon, wrestling matches etc. 4) Entertainment events Events like music concerts, fairs, festivals, fashion shows, award functions, celebrity nights, beauty peagents, flash mob, jewellery shows, stage shows etc. 5) Political events Events like political procession, demonstration, rally, political functions etc. 6) Corporate events Events like MICE (meetings, incentives, conferences, exhibitions), product launches, road shows, buyer-seller meet etc. 7) Religious events Events like religious festivals / fairs, religious procession, Katha, Pravachan, Diwali fair, Dusherra fair etc. 8) Fund raising/ cause related events Any event can be turned into a fund raising or cause related event e.g. auctions.

STRUCTURE OF EVENT The organisational structure for an event forms the framework around which the various activities & services operate. It has been previously noted that the events provide a mix of products & services, for eg: ceremony & celebration; food and drink services; support and ancillary services. These activities will probably come under in operations department which might itself be subdivided into visitor services & support operations.

Operations: support services

operations: visitor services

EVENT ORGANISATION

Finance department

Marketing department

Administration department

Structure of event

 CONCEPTUALISING YOUR EVENT PLANNING YOUR EVENT Building an Organising Team Creating the Agenda Making the Event Budget Covering Your Costs Raising Funds for Your Event Promoting Your Event Coordinating the Media Logistics

EXECUTING YOUR EVENT AFTER YOUR EVENT

ORGANISING AN EVENT

How to Organise an Event

Step 1:Be clear about what you want to achieve This might be a specific fundraising target .If you clearly communicate the objectives of your event and the difference that you believe it will make, others will feel inspired and support you. Step 2:Write an outline or plan of your event Ask yourself the following questions: When will it be held? Where will it be held? Is your event weather dependent? If so, do you have a wet weather contingency plan? Who will attend? How will you get people to attend? What do you need to make your event happen? Will the date of your event clash with any other big events being planned for the same time? Do you need sponsorship? Do you need volunteers? Do you need permission? What will your event be called? Naming your event can be key to promoting it. Make your event name clear and ensure people know that you are holding this event to raise money for charity. Having the answers before you start will help to avoid any unwelcome surprises as you get closer to the event day.

Step 3:Book your venue You might be able to book a school, community hall, church or public park free of charge if you say that youre organising a fundraising event . Step 4:Share the load Recruit the help of family and friends. Events often take more time to organise than you think. In case of sickness or unexpected problems its always advisable to have someone to fall back on. Step 5:Get Sponsored Step 6:Publicise your event The website is the easiest way to organise sponsorship for your event. In just minutes you can build your own online fundraising page and approach your friends, family and colleagues to support your fundraising efforts. You may also be able to get support for your event from local businesses approach them to see if they can donate a prize or help in some other way.Contacting local media to let them know what you are doing to raise funds could help to raise awareness of your efforts and prompt more people to attend and/or donate. Step 7:Prepare a checklist and ensure that everything is in place DO NOT leave anything to chance. Check with your helpers that they know what their jobs are and reconfirm their commitment to help. Ensure that ALL items are at your venue or at a central collection point THE DAY BEFORE the event. Do not rely on people to drop things off or collect items on the day.

On the day, arrive at your event early to ensure everything is in place. Enjoy your day and remember to acknowledge those who have either sponsored the event or have given up their time to help. Step 8:Be passionate The more passionate you are about, the more likely other people will be inspired to support your event. Step 9:Post event follow-up Follow-up is an important aspect to any event, and will ensure that your community, helpers and sponsors will work with you again. Write a letter of thanks to everyone involved. Tell them that without their generosity of time/money/goods your event would not have been the success that it was. A little thank you can go a long way and people like to know that they have helped to make a difference.

CONCLUSION
An event can be of different types in which the structuring and organization may differ depending on the event. Event marketing allows a company to break through the advertising clutter and target an audience by enhancing or creating an image through an association to a particular event. People should be made aware about the fact that hiring an event management company would help them save time, efforts and cost. Based on the prior trend the expected number of events in future are approx105, out of which the probability to provide services (partial and complete both) is 56% the figure comes around to be 60 events per annum.