Comprehensive Event Management For Sunshine Coast Business, IT And Tourism Students

Event overview

Events have played a significant part in human beings` social life and offering people a platform interact with different people from different backgrounds. However, for the event to turn out successful, there is a need to develop a detailed and thorough planning process. Moreover, all stages and entire planning processes need to be in harmony and well correlate with one another. This report will give comprehensive event management for the Sunshine Cost Students. The social event will be for IT, business and Tourism students which will provide them with an opportunity to celebrate their progression through their studies and give students a chance to network with another individual at the event.

Event overview

There is no special event for business students at the university. The event, which is called Business Ball 2018. This event provides a platform for the IT, Busines and Tourism students to interact, get to know each other and gain career assistance from their fellows where necessary.  The main objective of this event is to create a career networking among students and help students in building contacts as possible.

The rationale for the event

The rationale for the event is that there are no events held for business students at the institution. As a result, this event will offer an informal and a night of fun not only business students but also those of IT and Tourism. After a long and hectic semester, students are exhausted from all the lectures and endless assignments (Kong, 2005). The event will take place towards the end of the semester, giving students an opportunity to blow off steam after a rough time during the semester.

Vision, Mission, and Objectives of the Event

The vision of the event is to present a memorable occasion for the business, IT and Tourism students and give them an opportunity to celebrate their progression in their students. Furthermore, the event will present the students with a chance to network with their fellows.

The mission is to create an annually themed and celebrated Business Ball for students across the Sunshine Coast Students within the business, IT and Tourism faculty.

Event Concept and Marketing

The event`s social media channels and website for the event will be used to provide the attendee with any information or inquiries they may need. Information on transport terms and conditions of among others will be attending will be provided. The information and emergency directions will be provided to the public through the PA system that will be available at the venue.

The rationale for the event

Timing, locations, and Format of the Event

 Effective planning and preparation are crucial for the success of the event. Information on when and where has a significant impact on the success of the event (Amabile et al., 2005, p. 369) When deciding on the date, various factors such as the best time of the day, month to hold the event was put into consideration. The date of the event will be on Saturday the 20^th of October. This date is convenient as there will be no other events that are complementing or competing with this event. 20^th October will be on the twelve weeks of the semester. The event will kick off at 7 pm to 11 pm. An after-party will continue after 11 pm.

Since this is a social gathering, students are expected to mingle, make new contacts and unwind (Bladen et al. 2012, p.  25). The venue will be at Mooloolaba Surf Club. Various factors have been put into consideration when selecting the venue if the events. According to (Evans et al., 2011, p. 33), some of the factors put into consideration is the accessibility, to the venue which can easily be accessed with public and private transport. In addition, since the event will continue late in the night, they are those who would wish to get some rest.  Mooloolaba Surf Club has a right and enough accommodation facilities. Mooloolaba S.C has all the facilities that would be needed for the event at affordable prices.

Target Market

The target audience for this event for this event would build students aged 18 to 40 years of age that are studying within Business, IT and tourism sector at Sunshine Cost Students or the TAFE. The events also target lecturers and course coordinators age of age twenty-five and above. Furthermore, both males and females students are encouraged to attend. The education level of those in attendance must be of those in TAFE level or up. Also, the events target students who are enrolled explicitly for either business, IT or Tourism at USC (Silvers, 2012).

Students will come and experience one of the memorable occasions through socializing, creating student network among themselves, have fun, and enjoy (Freeman, Wicks & Parmar 2004, p. 368). The event will allow the students to have a connection not only at the university but also with the business people at the coast. Possible memories will be created from the night of enjoyment and fun. The staffs from the university will also have a chance to create more connections with students and the local business people.

Vision, Mission, and Objectives of the Event

Event Program

With the proper planning and preparation, the event is expected to run smoothly. A study by (Friis and Hansen 2015, p. 323) explains that a checklist of task and time frames to keep the events on the track. Further to ensure that the event goes on well, effective communication will be incorporated in the event planning process.

How the Event will be Promoted

Regardless of the size of the organization, it is vital to take into consideration the level of publicity and promotion required. According to (Jones 2017, p. 66), some events would need more advertising than the others.  This event aims at maximizing profile of the organization and the event that is coming up through promotion. These promotions will be controlled and paid by the organizer. 

Research by (Kilkenny 2010, p. 42) elaborates that when the promotions and publicity aspect of event planning is ignored, the result is poor exposure for the vent and poor turn out of the participants and unsatisfied sponsors. Various forms of media will highly be considered especially social media platforms such as Facebook, Instagram, and Twitter (Mallen and Adams 2008, p. 36). Other print media to be considered is the television and radio. Information on the print media will be guided in a way that helps form the information in a manner that is understandable and attractive.

Venue Analysis

Organization structure

My role as the event manager is integrated with those of suppliers, venue management and event staff. I have assigned roles and responsibilities to the committee members in charge of organizing the event (Pritchard & PMP 2014, p. 80).  As a manager, I have overall control of the event and the responsibility for making significant decisions and directions of the committee.

Vehicle and people flow

We are expecting that over seventy-five of students arriving at the venue will arrive in a car. Using the car occupancy of 2.5, we are expecting over two hundred cars in the public car park.  The Parking area of Mooloolaba S.C has enough space which will provide sufficient parking space for the cars. In addition, Mooloolaba S.C has plenty of overflow space in case the event area space is full or unsuitable. People coming on the occasion are advised to use public transport.

Risk Management

The event is likely to face a number of risks and challenges. Some of the potential challenge is is a small budget which may fail to integrate all the crucial elements required in the event (Robinson & Brumby 2005, p. 66). In addition, there is a large a  number of resources to a certain thus would need to recruit volunteers, resell decorations and props after events or use a venue that has extensive functional packages. Another challenge is the failure to gain extensive or sufficient participation (Slivers 2012, p. 52). The mitigation, factors to this risk are to extensively engage in marketing and promotional strategies to increase public awareness (Torkildsen 2012, p. 33).

Event Concept and Marketing

Staff or Event team may also be insufficient. The organizers, in this case, would need to recruit university staff or the TAFE students seeking events experience. Time may also pose a challenge to the organization of the event. To reduce the time constraint factor, the organizers would need to make sure that the event is realistic and achievable within the set period (Torkildsen 2012, p. 44). In addition, the organization team would need to plan everything and make adjustments where necessary.

Sustainability Policies and Practices.

No gambling activities will be allowed at the event. There will also be a control point that will provide 24hrs assistance to attendees. Several vehicles routes will also be created to provide the best possible access to emergency vehicles in the event of an emergency (Yeoman et al., 2012, p. 20). Safety fire assessment will be conducted to analyze the potential and likelihood of fire and provide measures to mitigate them. Crowd management will be done by a specialized contractor who will involve the role, method, control, and evacuation. A cloth wristbands will be issued to the antecedents and staffs in the event for identification purposes. Further, the attendees will be subjected to security searches.

Funding

The four primary sources of revenue that the event will use is from sponsorships or donations, ticket sales, raffle ticket sales, and capital. The organizing committee has the clear potential of what we want from the sponsors, which is money. Relevant sponsors were targeted and were explained to the need of being part of this event. The below table summarizes the monetary contribution from various sources of income.

Table: Source of Revenue

Budgeting

The event has integrated various sources of income, including the hidden cost and in-kind support. According to (Wolf & Wolf 2005, p. 79), developing a checklist is essential to ensure that all costs are considered. The event manager will work closely with the financial manager and treasurer to ensure that the evens processes flow as planned and relevant financial procedures are followed.

The Following Table Provides the Budget for the Event

The potential event’s sponsors are the USC, the TAFE QLD, faculty of business and varsity.

Potential Sponsors

Evaluation Method

The event has specific objectives such as expecting over two hundred students attending the event, have on aboard about three sponsors and at least four volunteers. The measurable performance metric is through analyzing the total number of tickets sold (Lindsey, 2011). The objective is to have about one hundred tickets sold by September 30. Other quantifiable parameters are the total number of students that will attend the event and the number of TAFE students that will attend the event (Yeoman et al., 2012, 83). Finally is the total number of non –students that will attend the event.

After the event ends, the following will occurs. First is to formally thank everyone who managed to attend. Further, the sponsors who offered their help will be given reports on the event. Other processes that will be done is to clear any outstanding accounts, review the event and keep the correct record of the organization`s committee reports and activities. This report is significant to help understand where the event went wrong and develop mitigation measures o that the mistakes do it happen again.

References

Amabile, T.M., Barsade, S.G., Mueller, J.S. and Staw, B.M. (2005) Affect and creativity at work. Administrative science quarterly, 50(3), pp.367-403.

Bladen, C., Kennell, J., Abson, E. and Wilde, N (2012) Events management: An introduction. Routledge.

Evans, K.N., Sie, K.C., Hopper, R.A., Glass, R.P., Hing, A.V. and Cunningham, M.L., (2011) Robin sequence: from diagnosis to development of an effective management plan. Pediatrics, pp.peds-2010.

Freeman, R.E., Wicks, A.C. and Parmar, B., (2004) Stakeholder theory and “the corporate objective revisited.” Organization Science, 15(3), pp.364-369.

Friis, I. and Hansen, A., (2015) Line-item budgeting and film-production: Exploring some benefits of budget constraints on creativity. Qualitative Research in Accounting & Management, 12(4), pp.321-345.

Jones, M.L., (2017) Sustainable event management: A practical guide. Routledge.

Kilkenny, S. (2010). The complete guide to successful event planning. Ocala, Fla, Atlantic Pub. Group.

Kong, D., (2005) Performance-based budgeting: The US experience. Public Organization Review, 5(2), pp.91-107

LINDSEY, K. (2011) Planning and managing a corporate event. Oxford, How To Books.

Mallen, C. and Adams, L.J (2008) Sport, recreation and tourism event management: theoretical and practical dimensions. Routledge.

Pritchard, C.L. and PMP, P.R (2014) Risk management: concepts and guidance. Auerbach Publications.

Robinson, M. and Brumby, J (2005) Does performance budgeting work? An analytical review of the empirical literature(No. 5-210). International Monetary Fund.

Silvers, J.R. (2012) Professional event coordination (Vol. 62). John Wiley & Sons.

Torkildsen, G (2012) Leisure and recreation management. Routledge.

Wolf, P., & Wolf, J. (2005) Event planning made easy: 7 simple steps to making your business or private event a huge success. New York, McGraw-Hill.

Yeoman, I., Robertson, M., Ali-Knight, J., Drummond, S. and McMahon-Beattie, U. eds. (2012) Festival and events management. Routledge.

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