Sample Report on Business Event Management

Sample Report on

Business Event Management

TABLE OF CONTENTS

introduction ..................................................................................................................................... 1

LO1/LO2/LO3 ................................................................................................................................ 1

AC 2.1 Developing a set up plan for the event, choosing the completion date and allocating

responsibilities ............................................................................................................................ 1

AC 3.1 Choosing the appropriately sized team with the required knowledge and abilities ....... 1

AC 1.2 Appropriate documentation ............................................................................................ 2

AC 3.4 Plan the actions and resources needed to achieve the success of the event or project ... 3

LO2/LO2 .................................................................................................................................... 5

AC 1.3 Organizing resources to carry out the event or project .................................................. 5

AC 1.4 Performing regular reviews and evaluations including the methods and resources....... 8

AC 2.2 Demonstrating leadership, effective time management and skills of prioritizing and

delegating .................................................................................................................................... 9

AC 2.3 Assessing the significance of stakeholder analysis when formulating new strategy ..... 9

LO3/ LO1 ................................................................................................................................. 10

AC 3.4 Taking corrective action if necessary to keep the project on schedule ........................ 10

AC 3.2 Demonstrating team building skills and how to diffuse anger ..................................... 10

AC3.3 Importance of effective co-ordination and clear communication when liaising with the

team ........................................................................................................................................... 10

AC 1.1 Carrying out an identified event or project within an agreed timescale ....................... 11

LO4 ........................................................................................................................................... 11

AC 4.1 Creating clear records of communication both internal, external and of team meetings

................................................................................................................................................... 11

AC 4.2 Demonstrating good use of information technology where applicable ........................ 12

AC 4.3 Producing information regularly and on time .............................................................. 12

conclusion ..................................................................................................................................... 12

references ...................................................................................................................................... 13

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TABLE OF FIGURES

Figure 1: Roles and Responsibilities of each team members ......................................................... 2

Figure 2: Minutes of meeting .......................................................................................................... 6

Figure 3: Minutes of meeting with operation management team ................................................... 8

LIST OF TABLES

Table 1: Budget for Career fair event ............................................................................................. 3

Table 2: Event plan ......................................................................................................................... 3

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INTRODUCTION

Business events can be defined as a practice of integrating business logics for attaining a

specific objective. Managing such types of an event is very complex task for the organizations. It

requires appropriate planning with time scale for attaining objective with a specific level of

standard (Jalal-Karim, 2013). The current research project is based on business event management

in which it will focus on career fair event for students of LSBF. Further, it will be managed by

ABC ltd which is one of the leading organizations of event management. The current research will

focus on planning of event, allocation of resources and execution of the event (Linskell and Hill,

2010). Further, it will compare the actual performance of the event with the expected and required

level of standards.

LO1/LO2/LO3

AC 2.1 Developing a set up plan for the event, choosing the completion date and allocating

responsibilities

The current project is focused on a career fair event of LSBF which is managed and planned

by ABC Ltd. This event will be completed by 20th Feb. Career fair is an event in which the students

can take appropriate guidance about what career to pursue in future. In addition to this, in these

types of events students who are looking for a job can easily meet possible employers. Major goal

of this event is to increase the work based learning opportunities for students of LSBF. Along with

this, to provide a strong network to employer for selecting right candidates especially among the

students of LSBF is also a major goal of this event (Luckham, 2011). Event manager of ABC ltd

is responsible for entire planning of career fair, making communication and allocating

responsibilities to all team members. Including this, he/she must assure about attaining goals and

objectives of career fair by event plan.

AC 3.1 Choosing the appropriately sized team with the required knowledge and abilities

Event manager of ABC Ltd. has chosen an internal team of operation department which

includes 9 members. Every team members has some specific skills, capabilities and knowledge to

complete different tasks of career fair event. Team members are capable to make strong



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communication, leadership, management and coordination among team members (Etzion and

Niblett, 2010). Roles of each team member are as follows:

Figure 1: Roles and Responsibilities of each team members

AC 1.2 Appropriate documentation

There are different documents which are necessary for completing this event in an effective

manner. These documents include emails, minutes of meeting, proposal of the event and contract

paper between ABC and LSFB (Moutinho, 2011). All these documents are also necessary for

recording important information of career fair.

Proposal:

Proposal of the event will include following information:

Event contract

Responsibilities of ABC

Payment information

Cancellations

Promotion and advertising Applicable laws and other regulations



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Schedule

Contingency plan

Budget, etc.

Budget:

Table 1: Budget for Career fair event

Payment schedule Amount

Advance deposit £5000

Mandatory cost £7000

Working budget £12000

Quality budget £5000

Marketing and promotion budget £6000

Total budget £35000

AC 3.4 Plan the actions and resources needed to achieve the success of the event or project

Table 2: Event plan

Activities of event plan Scheduled / completion date Required resources

1. Formulating aim and

objectives of the career

fair event

Developing

responsibility

sheet

Communicating

responsibilities

to the team

members

22nd January 2016

Event manager of

ABC

Computer

Internet connection



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2. Developing plan:

Deciding

different

activities

Allocation of

resources

Arrangement of

all resources

(Kutsch, 2008)

Developing a

contingency

plan

30thJanuary 2016

Event manager of

ABC

Technical resources

Operation

management team

with effective time

management skills

3. Execution of event

planning

Implementation

Monitoring and

control

Modification if

required

Reporting and

documentation

18th February 2016

Event manager

Operation

management team

4. Evaluation process

Evaluation of

performance

Final project

closer

20th February 2016

Event manager

Operation

management team



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LO2/LO2

AC 1.3 Organizing resources to carry out the event or project

Above discussed event play will help ABC Ltd. to satisfy all needs and requirements of

LSBF in an effective manner. Along with this, career fair will be beneficial for all those students

who are seeking for good job and better career opportunities (Spekman and Davis, 2004).

Activity 1: Event manager is the most appropriate human resource who can formulate aim and

objectives in an effective manner. He/she is required to computer and internet connection for

communicating with students, team members and employers.

Activity 2: In this activity, event manger can develop appropriate plan and allocate roles and

responsibilities in an effective manner. Event manager of ABC can conduct meeting for organizing

resources to carry out the event (Carole, 2008). Minutes of these meetings are as follows:

Sample Report on Business Event Management

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Figure 2: Minutes of meeting



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s



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Figure 3: Minutes of meeting with operation management team

Activity 3: Each and every team member needs to fulfill all responsibilities in effective manner.

It will help in implementation of the event plan.

Activity 4: In this activity event manager and other team members can evaluate the performance

of event by comparing actual and planned performance standards (Emiliani, 2006).

AC 1.4 Performing regular reviews and evaluations including the methods and resources

Gantt chart of this event will be a best method for regular review and monitoring of every

task of event. Further, it will also help in analyzing performance and actual progress of activities

on regular basis. Meeting is also one of the best method for getting reviews from different team

members is also help in making effective communication which will play significant role in

analyzing performance of the event (Chalip, 2004).



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AC 2.2 Demonstrating leadership, effective time management and skills of prioritizing and

delegating

For this career fair event manager needs to have some basic leadership skills which include

communication, honesty, confidence, commitment towards work, positive attitude and creativity,

etc. All these equalities help in making appropriate decisions for completing every task on time.

Including this, for managing time in effective manner event manager needs to focus on missed

deadlines, inefficient workflow, poor work quality and higher stress level. Along with this,

manager needs to try to give best solution to resolve all these issues (Weske, 2012). These actions

will help in improving work as well as also play important role in managing time in effective

manner. In addition by deciding priority and delegating responsibilities to skilled and experienced

person.

AC 2.3 Assessing the significance of stakeholder analysis when formulating new strategy

Power and interest matrix is one of the major tool for analyzing stakeholder’s and their

needs and requirements towards career fair event. Stakeholder analysis is beneficial because it

helps in satisfying the actual needs and requirements of LSBF as well as students. In addition,

using this analysis event management firm can easily identify most and least important

stakeholders for attaining goals of event. As per this analyses LSBF is most powerful and interested

stakeholders. It can change the entire event planning if it is not in line with the goal of career fair.

Along with this, sponsors are also considered as important stakeholders because they provides

finance for running different activities of event but, they are least interested towards different

activities of event. But ABC Ltd (Ryszard, 2012). needs to maintain communication with both of

these stakeholders. In addition, government, local authorities are not directly involved in the event

planning but they can affect the event plan by their formulated rules and regulations. So, using

stakeholder analysis ABC Ltd can easily identified



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LO3/ LO1

AC 3.4 Taking corrective action if necessary to keep the project on schedule

Time management is one of the important task to keep the project on decided time and

schedule. Regular meeting and monitoring of the performance help in managing time in effective

manner. Gantt chart is also one of the important tool for managing time because it helps in

completing every activity on time. In case of delay in any single activity event manager needs to

motivate every employee to give their best performance. It will help in completing each and every

task on time. Along with this, using root cause analysis will also be appropriate method for taking

corrective action because it will help in determining the actual reason behind the delay in project

(Damm, 2010).

AC 3.2 Demonstrating team building skills and how to diffuse anger

Communication, leadership and motivation are most appropriate skills for managing team

in effective manner. Appropriate communication helps in completing each and very task of event

with coordination and one time. Participative leadership is most suitable style of leadership for

taking important decisions. It will help ABC Ltd in developing strong relationship and

communication between different team members of event. Motivational skills will play important

role in encouraging each and every team member to give their best performance (Mark, 2005).

Along with this, in case if any situation where event manager will have to face a situation

of anger and disputes than he/she has to maintain appropriate communication with team members.

Along with this, event manager needs to listen both parties in the situation of anger. It will help in

resolving issue of conflict and situation of anger.

AC3.3 Importance of effective co-ordination and clear communication when liaising with the

team

Communication is important for distributing information among team members of event.

It is also beneficial for communicating roles and responsibilities, review of performance,

monitoring and evaluation of career fair, etc (Etzion and Niblett, 2010). Appropriate

communication plays important role in managing inter team conflict as well and helps in



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completing each and very task one time. For making effective communication event manager has

used emails, meetings, verbal communication, etc.

Co-ordination is significant for accomplishing career fair event on agreed time scale. It is

required for developing a successful plan for this event. Along with this coordination is important

for doing all important functions of this event (Spekman and Davis, 2004).

AC 1.1 Carrying out an identified event or project within an agreed timescale

As per the above discussion the current event has started on 22nd Jan. All minutes of

meetings and mails have reflected that each and every task has accomplished on time. After

completing each activity the whole event will be completed in 22 working days. Therefore, it will

ended on 20th Feb.

LO4

AC 4.1 Creating clear records of communication both internal, external and of team meetings

Minutes of meetings and emails are appropriate methods to record all internal and external

communication. Minutes of meetings has helped in recording all information about the allocated

roles and responsibilities to each team member. On the other hand, emails have also generated by

event manager to develop suitable communication with sponsors, external stakeholders and



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internal team members. These communication channel helps in maintaining written record of all

information (Moutinho, 2011).

AC 4.2 Demonstrating good use of information technology where applicable

As per the above discussion event manager has used computer system, internet connection

for making communication. It is one of the best technology for developing communication with

large team members in less time. Along with this, internet connection has also helped in promotion

and advertising of this event in different areas (Chalip, 2004).

AC 4.3 Producing information regularly and on time

Communication through email is one of the best way to conduct monitoring of performance

of the event as well as also help in producing necessary information about the event on time. This

process also helps in making necessary changes for improving performance and attaining all

objectives in effective manner (Weske, 2012). All these methods play very significant role in

completing this event on 20 Feb.

CONCLUSION

The current research project has concluded using appropriate planning and suitable

methods ABC Ltd can successfully completed this event on 20th Feb. For this event meeting with

operation team members and emails are appropriate channels of communication. These methods

have also help in recording necessary information in effective manner. Effective leadership,

management, communication and time management skills are important for accomplishing a

successful event.



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REFERENCES

Books and journals

Chalip, L., 2004. "Beyond impact: A general model for sport event leverage." Sport tourism:

Interrelationships, impacts and issues. pp. 226-252.

Damm, S., 2010. The implications of best practice event management when applied to small-scale

local events. diplom.de

Emiliani, M. L., 2006. Origins of lean management in America: The role of Connecticut

businesses. Journal of Management History. 12 (2). pp.167 - 184.

Etzion, O. and Niblett, P., 2010. Event processing in action. Manning Publications Co.

Jalal-Karim, A., 2013. Evaluating the impact of information security on enhancing the business

decision-making process. World Journal of Entrepreneurship, Management and Sustainable

Development. 9(1). pp.55 - 64.

Kutsch, E., 2008. The effect of intervening conditions on the management of project risk.

International Journal of Managing Projects in Business. 1 (4). pp.602 - 610.

Linskell, J. and Hill, J., 2010. The role of smart home technology in enhancing supported living

for people with complex needs and challenging behaviour. Journal of Assistive

Technologies. 4 (4). pp.24 - 35

Luckham, D. C., 2011. Event Processing for Business: Organizing the Real-Time Enterprise. John

Wiley & Sons.

Moutinho, L., 2011. Strategic management in tourism. CABI.

Spekman, R. E. and Davis, E. W., 2004. Risky business: expanding the discussion on risk and the

extended enterprise. International Journal of Physical Distribution & Logistics

Management. 34(5). pp.414-433.

Weske, M., 2012. Business process management: concepts, languages, architectures. Springer

Science & Business Media.

Online

Carole, A., 2008. Resolving conflicts in work teams. [Online]. Available through

:<http://gram.eng.uci.edu/~ghubbard/mae189/Townsley.html>. [Assessed on 22nd January

2016].

Mark, T., 2005. Learning how to diffuse tense situations. [Online]. Available through

:<http://www.mindtools.com/pages/article/dealing-with-angry-people.htm>. [Assessed

on 22nd January 2016].



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Ryszard, B., 2012. Strategic management: formulation and implementation. [Online]. Available

through :<http://www.strategy-implementation.24xls.com/en118>. [Assessed on 22nd

January 2016].



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Sample Report on Business Event Management