Description of an Event and Scope
Events provide a great opportunity for a firm to meet and greet new people. Companies organize several events in order to interact with people from the surrounding areas who can become the company’s potential customers in the future. Also, these events often act as a promotional event for the company itself. The company gains popularity and also has a positive impact on the people as these events are often seen as the company’s contribution to the society. Planning an event beforehand involves various kinds of research and analysis and processes. For the purpose of this, the organizations tend to hire and event manager who can look after the planning of the event from the scratch and execute the plan efficiently. Event management can hence be defined as the process that involved into preparation, planning and implementation. The event manager is the person who is responsible for all the activities like researching, planning, organizing, making budgets, decision making, execution and controlling of the event from day one till the end of the event. An event can have different themes like cultural event, sports event, fashion event, historical event and such food festival events. The basic idea behind conducting an event for any organization is to gain popularity among masses and strengthen their brand image. There are several activities conducted at an event which can include competitions, promotions, occasions, ceremonies and conferences.
This report details the event management of a sports event that is being organized by a sports club in the New Castle area with the help of the city council. The details about the processes involved in the conduction of the events is stated in this report.
As an event manager, this report will discuss all the requirements and processes involved in planning and executing the event. The sports event is being held by the sports club in order to revitalize the area of New Castle. The scope of this event includes fitness events, sports and activities that will create awareness about the importance of staying healthy and also will act as a way of indirect promotion of the sports club itself. Due to rise in work pressure people hardly get any time to carry out fitness regime and leisure activities (King, 2014). This event will give the people of the area a break from their busy routine and also provide them with a chance to spend some quality and fun time with their friends and family. This event will also help people to understand the importance of physical fitness and make them more aware about healthy living style using various educational and recreational activities. The scope of this event is very wide. Hence, a lot of research and planning is involved to make the event successful. Also, since a number of physical tasks will be involved, medical facilities should be made readily available at the event location for safety purposes.
The sports event that is being conducted has two main objectives, namely revitalization of the area and promotion of the sports club that is organizing this event. The council of the area is very concerned with the high rate of obesity and several other diseases that have been affecting the people of the region. The main reason for this increase in the diseases is the fact that people barely give any time to their bodies (Zawawi, 2011). A very less percentage of people conduct any physical fitness activities for themselves in daily routine as they are already so caught up with their personal and professional responsibilities. People are working like robots and have failed to understand the importance of physical activities and fitness. This event will act as an eye opener for these people. The main focus of the event will be on motivating people regarding fitness and its importance, reducing the percentage of obese children in the area, creating awareness about eating healthy and to conduct recreational activities to give people a break from their busy routines.
Aim and Objectives of Fitness Event
The second area of focus in this event is the promotion of the sports club. This event will undoubtedly motivate people to adopt a healthy lifestyle, who in turn might want to join some sports club to get professional advice and training. These people can become the clubs prospective customers who might end up taking a membership in this club. This is the best way to get in touch with customers as it does not only promote the sports club but also makes it look socially responsible. This can prove to be one the most effective mode of marketing ever conducted by the sports club. Additionally, it will also have the support of the local government which can be very beneficial in the future (Health, 2011).
The fitness event planning involves lots of steps like an organization need to prepare the plan, decide the location, the budget and then make a plan accordingly.
Target market refers to the people who are the prime focus of the event. These people are expected to be present at the event at a large scale. The target market in this case will be young adults, students and old age people. The anticipated turnout is around 100. The event will be planned keeping in mind the , preferences and expectation of these people. The demographic distribution of the people in this event will be very wide since everybody wants to stay fit. The activities of the events should be planned on the basis of this demographic distribution. Everyone’s should be kept In mind while including sports activities in the event.
Selecting an appropriate location for conducting the event is the next step in event planning. Since the size of the audience visiting is anticipated to be around 100, an area big enough to accommodate these people should be selected. Also, since the theme of the event is sports and fitness and open air area with spacious ground should be chosen. The event could hence be conducted in the playground of any school or university or in the sports club itself. There should be optimum parking space available in order to avoid any inconvenience. The organization to get a consent certificate from the owner of the place where the event has to be conducted. As an event manager, it is suggested to conduct the sports event in the sports club itself. It will have all the equipments and space for carrying out the event which will save a lot of money (AFHK, 2008). Also, this will give the people attending the event a chance to get a feel of the sports club which could motivate them to ultimately join the club. The sports club would also have other amenities like clean washrooms, cafeteria and restrooms and medical facilities. This is overall going to save a lot of money while organizing the event.
In the wake of setting up the required exercises, the subsequent stage is arranging. The arranging is the procedure that includes an arrangement of exercises to be performed to accomplish its targets. The most fundamental piece of the arranging is to assemble a group that will work in coordination towards the accomplishment of its objectives.
Target Markets
Develop a team- The arranging group contracted for the wellness occasion needs to assume some essential parts like venture improvement, initiative group, occasion group, correspondence group, chance administration group, and so on. The initial an association begins their anticipating the premise of the needs and certainties that as of now have on the psyche of a group and furthermore propel others to put their endeavors for better arranging. The gatherings needs to be led on the normal premise with the group to share imperative data or to empower them for the effective usage of the arrangement. The designation of the obligations and work is essential for good outcomes. The following stage is the defining of objectives and preparing needs to be given to the group to spur them and to show them how to advance the need of solid bodies (Passingham, 2008).
There are various ways that you can sort out a wellness occasion in your group.
- The inclusion of individuals of all ages is an absolute necessity. The Brainstorm exercises need to be performed to keep up the enthusiasm of individuals in the wellness occasion. The distinctive sorts of activities and games exercises needs to be acquainted with the gathering of people like soccer,three legged sack races and so on.
- The kind of provisions a man requires for the diverse arrangement of exercises needs to be resolved. The solid snacks and drinks needs to be incorporated like water, products of the soil.
- It is critical to choose the quantity of the general population going to that occasion and the area is settled on the premise of quality.
- The engagement and inclusion of the children need to be there with the goal that they can tune in and take in great things from that occasion. The children can be locked in by sorting out a portion of the fun loving exercises for them.
- The wellness recordings or motivational films can be played to educate the general population concerning the significance of the wellness or sound body (Passingham, 2008).
The communication of the project and management of stakeholders should also be considered of the highest priority. The partners are considered as the particular key towards the achievement of any occasion. The occasion happened on an extensive scale, so it requires different partners to bolster them physically and furthermore be useful in making the occasion fruitful in a particular way. Both the perspectives can be talked about on an individual level.
The project communication is essential to manage because by this, the chances of delivering expected output can be increased on a large scale.. The venture correspondence should be possible on the premise of administrators and their relational abilities. The accomplishment of venture correspondence will be completely relied on utilization of aptitudes by the directors. The most proper system needs to be set up for the correspondence of the venture and every one of the perspective identified with the venture needs to be cursed to every one of the individuals from the group. The correspondence should be possible with the assistance of booklets, drafts, sees and the advanced medium, for example, messages, messages and different strategies for circling messages starting with one then onto the next. By this, the appropriate coordination can be kept up and correspondence of venture should likewise be possible.
The management of stakeholder is also identified as the most suitable aspect which is recommended to be followed. The partners can be overseen by taking after appropriate strides in a clear course. The correspondence and interview are distinguished as an essential stride to be taken after. By this, the partners will be certainly inspired by the current venture. For the social occasion, different gear and instruments are required to be utilized fittingly. This must be satisfied by the reasonable finances on an underlying level. Aside from this, the bargains and solid relations among each other are likewise distinguished as the key towards the venture’s prosperity. By keeping up the connections and by trading off, the odds of appropriate outcomes can end up plainly more grounded.
There are a number of physical risks involved while conducting this sports event. These risks need to be identified and managed properly ways. A portion of the techniques executed in the wellness occasions by the occasion administrators is specified below:
Location
Risk acknowledgment : – The dangers which are low in noteworthiness and their effect on the occasion are acknowledged by the group and director. The occasion administrator and the group acknowledge the dangers which don’t have a negative effects on the association, which enables the association to be prepared of these dangers (Rowbottom, 2010).
Risk Avoidance: – Some of the dangers having a huge effect on the wellness occasion of the association are evaded by the occasion administrators . These dangers are kept away from on the premise of an examination between their effects on the general population and the expenses of alleviating it. One of the cases of the dangers which are maintained a strategic distance from by the occasion administrators is the exercises which are unsafe to the well being and security of the arranging group in the work environment (Team, 2010).
Risk confinement: – This system permits as far as possible the negative effects to specific dangers by adjusting the relating wellness occasions of the association. This thus enables the association to be prepared for these dangers with proper arrangements.
Risk Transfer : – This system permits to exchange certain dangers to the insurance agencies and outsider accomplices keeping in mind the end goal to limit their effects on the plan of action of the association (Government, 2007).
The marketing and the advertisement is also important to create an awareness among the public and attract the maximum number of people for this event. The promotion and advertisement of this event should be possible through online networking destinations like Facebook, Twitter, Google+, Linkedin and different systems. This is one of the strategies to pull in the clients and building a decent brand picture. Other components of marketing strategy in the sports event planning include the following:
- Pricing: – The costs of utilizing the wellness administrations ought to be low to draw in the more individuals for the wellness clubs. This technique is useful on the grounds that in this day and age each individual contrasts the administrations and one another.a thus of which the costs mirror the association’s central goal and nature of its administrations (The Academy of Architecture for Health, 2012).
- Distribution: – This wellness occasion ought to happen for the group too for the group moreover.
- Advertising and Promotion: – Social media, press, Printed material, introductions, publicizing in industry particular diaries and an extensive site will be utilized to make the mindfulness among the general population about the wellness occasion (Medovich, 2009).
- Customer Service: – The Fitness occasion ought to deal with the fulfillment of the general population to elevate the well-being and to and decrease the stoutness issues of the nations.
Conclusion
In this report, all the activities required to organize an event is discussed. The benefits of this fitness event are clear that it will have a positive impact on the community and it will improve the health of the people. In this report, every one of the exercises required to sort out an occasion is examined. The advantages of this wellness occasion are evident that it will positively affect the group and it will enhance the well being of the general population. It is inferred that the occasion chief and the group are the one with the assistance of them the association can sort out any sort of the occasion. As it has been seen that the occasion supervisor is the individual who is in charge of the considerable number of exercises like investigating, arranging, sorting out, basic leadership and controlling. The fruitful usage of the arrangement and the promoting system is vital to sort out the effective wellness occasion. The best some portion of this occasion is that it won’t limit to a specific gathering of individuals, this wellness part is for all gatherings of ages. It is critical that the general population ought to focus on the sound sustenance and connect themselves with some physical exercises like running, any games diversion, moving, and so forth so that these exercises encourages them to consume their calories in any capacity and stay them far from the maladies. The making of this arrangement is not the end; it is only a beginning or the initial step. The end will happen when one could see the distinction in the rates of corpulence and the sound individuals. In the wake of propelling this arrangement, it is imperative to screen the arrangement and survey the advance and after that take the restorative activities if required anytime of time.
Finally, this sports event ought to likewise share the endeavors taken by the administration to diminish the medical problems of the nation. The general population ought to think about a few choices of people in the general area to lessen adolescence corpulence. Along these lines, it is essential to work with nearby specialist and government relationship to handle with the youth heftiness and the medical problems. These intercessions help in the estimation of the conduct of purchasers and the impact of income from deals. At last, this report propels the general population to remain sound and cheerful.
References
AFHK, 2008. School Events Planning Guide: Action for Healthy Kids, Available at: https://www.actionforhealthykids.org/storage/documents/pdfs/GITA/School_Event_Planning_Toolkit_Final.pdf
Government, N., 2007. Risk Management of Events: Sparc, Available at: https://www.sportnz.org.nz/assets/Uploads/attachments/managing-sport/strong-organisations/Risk-Management-of-Events.pdf
Health, M., 2011. Wellness and Health Fair Planning Guide, Available at: https://www.modahealth.com/pdfs/wellness/health_fair_planning_guide.pdf
King, M., 2014. Organize a Fitness Event: Corporation for national and community service, Available at: https://www.nationalservice.gov/sites/default/files/documents/OrganizeaFitnessEvent_MLKDay.pdf
Medovich, K., 2009. Health Fair Manual, Available at: https://www.lourdes.com/media/2751/HealthFairManual.pdf
Passingham, S., 2008. Organizing an event, Available at: https://www.stoptb.org/assets/documents/getinvolved/resmob/tool2_eventplanning.pdf
Rowbottom, N., 2010. How to Organise a Walking Event, Available at: https://www.walk.co.uk/uploads/file/w4l%20how%20to%20guides/how%20to___walking%20event.pdf
Team, C., 2010. Planning a run/ walk event, Available at: https://cdn2.hubspot.net/hub/190333/file-2571932346-pdf/Resource_Guides/run-walk/run-walk-final.pdf
The Academy of Architecture for Health, 2012. How to Organize a Healthcare Design Event: AIA, Available at: https://network.aia.org/HigherLogic/System/DownloadDocumentFile.ashx?DocumentFileKey=cdfeb964-d5f8-4c63-8c90-204fe3964531
Zawawi, J., 2011. Planning and Running Sporting Events, Available at: https://www.ipswich.qld.gov.au/__data/assets/pdf_file/0017/8045/event_management_workbook.pdf
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