Event Report
1 – Introduction This report shows progress in planning event and Evaluation of the organised event. For our event, we have ogerniced an exhibition of photographs it did take place in Yang Sing Restaurant at 6. 00pm on the 18th March 2009. In the group of five people which are Anna Wolnik, Anna Lekstutis, Iram Khan, Mariah Arfan and Ashley Huges. The exhibition of photographs what we did prepare was a theme which is called ‘the beauty of the city’. We had different photographs taken for the event and we arranged for this to happen.
The photographs were auctioned and this is was a charity event with all profits going to our charity. We advertise the event by using posters and selling tickets. We also prepared food and drink to guests at the event with different dishes and cosines such as Asian food, English food and polish food to have mix of everything. 1. The events business introduction Event management is the purpose of project management to the creation and development of festivals, events and conferences.
Event management involves studying the details of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually executing the modalities of the proposed event. Post-event analysis and ensuring a return on investment have become significant drivers for the event industry. The recent growth of festivals and events as an industry around the world means that the management can no longer be ad hoc. Events and festivals, such as the Asian Games, have a large impact on their communities and, in some cases, the whole country.
The industry now includes events of all sizes from the Olympics down to a breakfast meeting for ten business people. Many industries, charitable organizations, and interest groups will hold events of some size in order to market themselves, build business relationships, raise money or celebrate. 4 ways of success 1. unique – doing something different 2. make it good – so like this people want to come 3. newsworthy – so people find it interesting story 4. Package – sell the size. “Success of any events depends upon a large number of people with different skills and roles who are involved in the execution of the event” Diwakar, S. 005. Planning Planning is concerned with the process in which the organiser looks towards the event and what action is required to arrange it, and which course of action would be best. Five people in a group have organised this event. Having five people in a group was a good idea because according to the Forsyth 1999 the bigger the group is the more different it will be to achieve on the integrated approach. However I do think this event which we all have organised would have also been possible with three or four people only.
It was really hard to get the team together to work on this event planning as each person had different ideas about the event and also some people not truing up in the groups meeting which it did get better at the end. For a successful event team work is really important as it makes it easy to complete the task which been set by everyone in the group. We had to make sure we have got enough time to plan the event and get everything organised. To get the team working together we all got to know each other a lot better so it’s easy to work together in a group.
Group work on event has started at the beginning of November 2009, where the group meetings are organized at least twice a week. During the preparing of the event, group have been focussing on an organization, planning regular meetings, budget, suppliers and goals, which group wanted to achieve as a successful event. Firstly group had brainstorming to find the best advice of a creative event, which will be interesting and persuade people to go and to see our event, but finally we have chosen the exhibition of photographs with “beauty of the city”.
After this, the group shared their responsibilities and duties between themselves. Anna L. and Mariah and arranged an appointment with Anna’s manager Ali in their restaurant in the city centre called Yang Sing, to talk about room we used for our 1-2 hours Exhibition and additional things we needed, which the restaurant offered for getting ready this place, such as: tables, chairs if necessary, jugs and projector. We didn’t have to pay for anything in this case, even for renting the banqueting room that’s because Anna works at this restaurant.
Restaurant has got excellent access and separate toilet for disabled people and parents with children so we had no problems with guests finding the toilet as each flour has one. Anna W and my self organized appointment with a photographer Elzbieta Kolder who was our special quest during the evening, showing example of pictures which she has taken. We used them pictures to put around the hall which we have booked and we have put few pictures on auction. Most of them pictures got sold by the guests on auction however not all of them got sold.
Each picture had its own price starting 4rm ? 5 to ? 15. Profit has been made through them pictures and been given to the charity which was cancer. Food We have prepared menu of polish, Asian and English dishes for that night, which are traditional polish vegetable salad, several types of sausages and ham, bigos (traditional polish dish made from young cabbage and sausage served with bread). Asian food will include Samoa’s, kebabs and much more to suite everyone’s taste. Additionally, our quests will find some baguette with garlic filling, salted bread sticks and cookies.
To drink will be available some soft drinks, such as orange and apple juice, but also people will have the opportunity to test the Chinese tea. Apart from this the drink bar will be open too, however all earned profit from this will be given to owner of the restaurant. Admiring exhibition, quests will help themselves picking food and drinks straight from the table, which probably is going to be placed on the middle of the room. Probably we are going to have one or two volunteers helping us during this day. Advertisement
To achieve a good attendance of coming quests, group decided to advertise event using mainly several posters, which will designed by us and printed out in print shop. The exhibition room is quite big, that is why, we decided to prepare about 30-35 tickets of ? 4 for quests with an intention to cover the exhibition expenditure, at least part of it and things related to this, such as polish food, drinks and pictures frames. People will have the opportunity to purchase these tickets from us on the beginning of January.
The number of sold tickets will tell us how many people we can exactly expect and how much food prepare for the event. Costing Guests We targeted guests with different age range and also guests with different backgrounds. 41 guests visited the event and there were few children came down with their family. Adults came with their friends and family also group off university guests have come with their friends. All the guests had different backgrounds such as Pakistani, Indian, English, polish however that shows our target for pulling guests from different backgrounds and age was successfully done
