Encouragement Of Sporting Activities At Schools: Event Brief And Proposal

Introduction and Summary

1. What worked well?

The positive factor of the summary was that it was done with an in-depth analysis of the factors that affect event planning. The research done over conducting the events have helped in identifying the clients required for conducting the event in a positive manner. At the same time, policies and procedures of conducting the event have also been analysed.  

2. What needs improvement?

The works that need improvement include providing an analysis of the type of activity that needs to be conducted. A proper analysis of the financial constraints that may exist in the business needs to be identified so that the even can be conducted in a successful manner. At the same time, complying with the rules and regulations of the country is also an area that requires improvement.

3. How you have evaluated each policy that you have implemented?

The policies have been evaluated by identifying its validity. The validity of the policies are analysed based on the legislation that exists in the country. The manner in which these policies are implemented by the event management organisation provides evidence about the effectiveness of the policies.

4. How was staffs involved in the purpose of evaluation?

The idea of the staffs was considered while conducting the evaluation. Every staff member was provided with an opportunity to be involved in the decision-making process while implementing the policies. This encouragement can help the staffs to work effectively in the preparation of the events.

5. How you will implement each identified change?

Each of the identified changes can be implemented by analysing the present position in the event. The financial situation can be analysed and at the same time, the employees can be encouraged to ensure that the changes are welcomed in a positive manner.

a. Liaise with clients to address event needs

Name of the event	Encouragement of sporting activities at the schools
Purpose	The purpose of the event is to ensure that sporting activities are encouraged at the schools for the development of children
Objective	To encourage young children to take up sports as an extracurricular activity in school To convince parents and teachers to encourage the children to concentrate of sports
Target audience	Young children, parents and teachers
Number of guests	About 50 people comprising of the target audience
Proposed date	5th June 2018
Timing	11 am to 5 pm
Location details	Popular business hub

Table 1: Event brief template

(Source: Created by author)

b. Meet with client to discuss staging requirements

Type of event	Sports event
Place	Business hub
Number of people	About 50 people
Conference room set up	Video projectors are required along with relevant number of chairs and microphone for the speakers
Break out rooms required	Catering room for the guests that may seek to take breaks from the events and during the lunch and snack time
Accommodation	Single rooms for each of the special guests who will provide lecture on the topic
Approach to any other venue	There were no other approaches made for the event
Budget	About $50,000

Table 2: Event brief form

(Source: Created by author)

c. Participate in brainstorming meeting

The brainstorming meeting need to discuss ways by which the event can be made popular so that it can be conducted annually. The operations required for conducting the event and the services required for its implementation are analysed in the session.

d. Present information to the client

The type of event that is conducted is to provide encouragement of sporting activities at the schools. The purpose of the event is to ensure that sporting activities are encouraged at the schools for the development of children. The concept of the project can help in identifying the importance of sporting activities in schools for the development of children. The venue will take place in a business hub within a banquet hall so that every people can be accommodated. The running order includes an introductory session followed by the lectures of the guests. The lunch session precedes the second lecture session, which is the followed by a snack break and a conclusion to the event. The stakeholders involved in the project such as the event manager and the investor needs to ensure that the event is run in a smooth manner without any technical or financial difficulties.

Event Brief Template and Form

g. Conduct debriefing at the conclusion

Any operational problem that may exist in the event can be mitigated by analysing the quality required for implementing the event. Thereby the conclusion of the events can be done by analysing the success of the events and the manner in which it has managed to meet its objectives.

1. Produce an event brief

Name of the event	Encouragement of sporting activities at the schools
Purpose	The purpose of the event is to ensure that sporting activities are encouraged at the schools for the development of children
Objective	To encourage young children to take up sports as an extracurricular activity in school To convince parents and teachers to encourage the children to concentrate of sports
Target audience	Young children, parents and teachers
Number of guests	About 50 people comprising of the target audience
Proposed date	5th June 2018
Timing	11 am to 5 pm
Location details	Popular business hub

Table 3: Event brief

(Source: Created by author)

Every operational opportunity that needs to be considered includes identifying the resources that need to be maintained for conducting the events. For example, availability of cheap labour and financial constraints can be considered as operational opportunity. At the same time, the sales opportunities can include the number of tickets that are brought by the audience for taking part in the event.

Encouragement of sporting activities at the schools To (Name of the sponsor) The event will be based on the aim of encouraging schoolchildren to undertake sporting activities. At the same time, the parents and teachers of the children also need to be convinced about the importance of sports from an early part of childhood. Main activity of the event The main activity of the events includes providing video evidence about the importance of the event and the manner in which every participant can be convinced about the importance of sports. Lecture of guests from renowned sporting fields and health experts will be provided in the event Budget outline The budget of the setting up of the event by meeting all its aims and objectives is about $50,000

Table 4: Event proposal

(Source: Created by author)

Timing	The start of the event will be at 11 am with the introductory speech. Lectures on the importance of sports will be conducted from 11:30 am, which will commence for 1 and a half hour. At 1:00 pm lunch will be served to the guests and target audience and from 2:00 pm a second lecture session will commence for another 2 hours after which there will be a break for beverages. Finally at 4:30 pm a concluding session will be conducted
Catering	The catering will be done keeping in mind the requirements of food for the guests. Drinks can be available any time during the lecture
Attendee numbers	Number of target audience- 50 Number of guest lecturers-  5
Room set-up	The event will be set up in a banquet hall that can accommodate 55 people comprehensively. The placement of the chairs and the microphones need to be kept in a convenient manner so that a question answer session can commence at the end
Technical requirement	High-tech computer or laptop, video projectors, microphones

Table 5: Event order detail

(Source: Created by author)

Time	Action	Responsible person
11 am to 5 pm on 5th June 2018	Scheduling	Event manager
Experienced event managers and caterer boys	Staffing	HR manager
Technical assistance and the presence of sponsors to finance the event	Special requirement	Event manager

Table 6: Event run sheet

(Source: Created by author)

The lifestyle of the neighbouring residence need to be checked so that the event can be planned based on the tastes of the people. At the same time, it is necessary that the event have a recycling process for the wastes. The wastage of food need to be reduced so that unnecessary pollution of the environment does not take place. The lecture on sports event need to be ensure that a large passage way is kept for the entry and exit of people and no loose ends of any wire are left unattended as children are involved as the target audience. The optimal use of resource is needed so that shortage of water or failure of electricity does not occur during the event.

Quantity	Description	Unit price ($)	Total ($)
1	Video Projector	$4000	$4000
2	Microphones	$3000	$3000
3	I-cards and badges	$9000	$9000
4	Catering service	$34000	$34000

Table 7: Customer invoice

(Source: Created by author)

The event had been conducted with the help of the sponsors associated with the sports authority of Australia. However, there are certain changes that needed to be implemented. For example, the manner in which the lightning of the event was conducted needed to be better. At the same time, the food could have been served at the tables instead of conducting a buffet system.

Produce summary of the event

The sports event aimed at encouraging children to undertake sports from an early stage had been a success mainly due to the support from the sponsors. Every activity was conducted on time and with precision that was required for the success of the event. The guest lecturers were provided with special accommodation and the audiences were provided with opportunities to interact with the guests during the lunch timing.

Event Order Detail

List key policies and procedures

1. Maintaining safety of the children
2. Ensuring that the food and beverages are well served
3. Ensuring that no loose wires are placed on the floors
4. Maintain a proper dumping site for the wastes
5. Ensure that non-recyclable products are not served

Develop comprehensive plan for the event

A plan for the event can be to find out the necessities of the children and their viewpoint about participating in sports. Based on this plan, the event can be developed comprehensively so that the children can identify the interest that they possess. The plan can help in identifying the mentality of the target audience and ensure success of the event.

Detail running sheet

The scheduling, staffing and special requirement of the event needs to be based on the effectiveness of the operations and financial constraints. The special requirements in the form of technical assistance can be bumped off as the sponsors can provide the assistance. In its place, accommodation for the guests can be bumped in.

An event order

An event order for the main component can be based on the effectiveness of sports in everyday life and the professional career that can be formulated from the sports.

Checklist of eight items

Items	Achieved	Not achieved
Technical materials
Finances
Number of seats available
Places for dumping of wastes
Number of personnel available
Hygiene factors such as sanitation in the toilets
Quality of food
Availability of sufficient water

Table 8: Checklist

(Source: Created by author)

Produce summary of the event

The sports event aimed at encouraging children to undertake sports from an early stage had been a success mainly due to the support from the sponsors. Every activity was conducted on time and with precision that was required for the success of the event. The guest lecturers were provided with special accommodation and the audiences were provided with opportunities to interact with the guests during the lunch timing.

List of event documentation used

The documentation used for the event was the personality training session permit, food and health permit, spots field use of sporting activity. These documents helped in conducting the events in a successful and legal manner.

Overview of the discussion with operational staff

The discussion with the operational staff consisted of identifying any type of glitch that existed in the event. The availability of resources required for the success of the event were discussed with the operational staff and the manner in which these can be recommended were discussed.

Overview of provisions to reduce environmental impact

The provisions to reduce any environmental impact included comprehensive analysis of the wastes materials that were dumped during the lunch hours or during the preparation of the food. The manner in which the cleanliness in terms of sanitising the toilet were discussed so that the environmental impact can be reduced.

1. Any discrepancies

The discrepancy that was seen occurred while managing the technical materials required for the success of the event. This was managed by ensuring that proper suppliers are identified that can help providing the technical assistance required for the event.

1. Scenario of a negotiation

Customer Invoice

The negotiation was done with the suppliers providing assistance with the technical materials. For example, the suppliers had demanded a high rate for providing and installing the CCTV cameras required for capturing every moment of the event to maintain the security. However, negotiation was made by offering the suppliers with an opportunity to reduce the costs at the exchange of gaining service from them for future events.

1. Establish protective measures
2. Ensure every person is checked before entering
3. Control the technical requirements of the event
4. Analyse the CCTV cameras
5. Ensure that every guest and participant maintain the rules and regulations of the event
6. Inspect the progress of the event after every hour

The safety and risk issues that were associated with the event were the fact that there may have been loose wires lying on the floor. This was a huge threat for the children as they have the tendency to run around and may trip from the wire. However, it was mitigated by gaining the aid of the electrical division so that they can help in proper wiring of the place.

The discussion included:

1. Increasing the number of support staff
2. Ensuring that the food prepared are from quality products
3. Providing proper sanitisation facilities for the people
4. Accommodating comfortable rooms for the guests
5. Increasing the safety and security of the place

Post-event actions required to be undertaken includes:

1. Cleaning up the place
2. Keeping every equipment in order and stored properly
3. Ensuring that every member of the event are provided with financial assistance for their services

The recommendations that can be made include:

1. Ensure that every plan is maintained before three months of the commencement of an event
2. Check details of every person attending the event including the support staff
3. Make sure that contingency plans for the failure of technology is developed so that problems does not arise during the event

Main liaison contact at the venue

The main liaison of contact for the venue includes the security personnel and the technical personnel. These people help in providing the basic safety and increase the technical experience of the event. The chain of command includes reporting to the managers of the company before reporting to the managers of the event.  

Demonstration of usage of two-way radio

According to Hallström, Carlsson-Kanyama and Börjesson (2015), a two-way radio helps in receiving signals as well as transmits signals to the communicators. This helps security personnel to maintain communication with one another and at the same time ensure that any discrepancy regarding technical faults are reported with immediate effect.

Managing of time and stress of the staffs

The staffs can be provided with the freedom to watch television or listen to music during their free time to relive stress. They can be trained about improving the services more during excess leisure time.

How often are you liaising with your client?

The liaising with the clients are done only during the set up of any event which may be once in every six months.

Satisfaction of the client

The satisfaction of the client was maintained by keeping the environment clean and by abiding by the rules of the liaising company. Till now positive feedback have been provided by the client.

Regularity of liaison with other relevant managers

The regularity of liaison is often after 3 months.

Performance indicators of staff

The performance indicators of staff are based on the safety of the event, satisfaction of the client, type of service provided and the environmental friendly attitude denoted by the staffs. They are monitored by providing them with financial assistance for the services performed.

Planning for the Event

Unpredictable operational issue

During the event, the microphone of the speaker had malfunctioned due to some short circuit in the electronic board. This was mitigated by using tapes to connect the wires and ensuring that electrocution does not occur during the event.

Use of run sheet

The run sheet is used to identify the activities that are required to be conducted during the event. The activities that can be ignored are analysed and proper replacement activities are slotted in its place.

Bump out process

The bump out process includes getting rid of the activities that are not required for the event. In the case of the sporting event in focus, the bump out process includes removing the technical assistance from any outside organisation and including providing the people with an opportunity to witness growth of great people in sports.

Task for student

Supplier 1: Technical equipment supplier from technical stores

Supplier 2: Electrical assistance department

Supplier 3: Catering service men

The key performance indicators include

1. Technical equipment: The performance will be measured based on the smooth functioning of the equipments and the assistance it provides to the speakers
2. Electrical assistance department:The performance indicator for the electrical department will be based on the electric support it provided for the smooth functioning of the technologies and the comfort level of the customers
3. Catering service men:The catering service men will be evaluated based on the quality of food served during the event.

1. Technical equipment: Seek the assistance of the sponsors to gain technical assistance
2. Electrical assistance department:Gain the help of the local people during any electronic surge
3. Catering service men:Enrol famous restaurants that are reputed in the market

Quality: The advantage of having a good quality is that it can satisfy the customers. The disadvantage is that it may hamper the reputation of the organisation servicing the products.

Prices: High price of the suppliers may hamper future possibilities of business with the event. The advantage is that pocket friendly prices can help in increasing the reputation of the suppliers.

Payment conditions: The advantage of the payment conditions is that the people can be paid in an easy manner. The disadvantage is that the payment conditions may hamper the event if proper applications are not maintained.

Service provisions: The service provisions can help in enhancing the services of the event. At the same time, the disadvantage is that it may hamper the reputation of the organisation.

Reliability: Increases the faith and trust of the events. Disadvantage is that loss of trust may hamper the reputation of the company.  

Specific needs: This includes the technical assistance from the suppliers. Advantage of this is that it can help the event gain reputation in terms of its popularity and at the same time may hamper the reputation of the organisation.

Based on the analysis, recommendations can be over conducting one or several suppliers. Contingency plans are always useful and it can help the event from any type of technical difficulties that may arise during the events.

The relationship with the existing suppliers states that the sports event can be conducted annually and that the suppliers can provide discounts to the event managers for the regular use of the assistance from them.

The negotiations that may take place can be between the suppliers and the event managers. The negotiations can be in the form of identifying the best prices for the sale and purchase of the products. This can help the sports event to continue its annual performance and ensure that services to the community can be maintained. Apart from this negotiation, regarding the price of catering can also take place so that quality food can be served to the guests.

Hallström, E., Carlsson-Kanyama, A. and Börjesson, P., 2015. Environmental impact of dietary change: a systematic review. Journal of Cleaner Production, 91, pp.1-11.

Hosenuzzaman, M., Rahim, N.A., Selvaraj, J., Hasanuzzaman, M., Malek, A.B.M.A. and Nahar, A., 2015. Global prospects, progress, policies, and environmental impact of solar photovoltaic power generation. Renewable and Sustainable Energy Reviews, 41, pp.284-297.