Assignment Code: BHC-012/AST/TMA-2/2021-22

Course Code: BHC-012

Assignment Name: Event Planning

Year: 2021-2022

Verification Status: Verified by Professor

Note: The assignment has three sections. It contains questions, which require long, medium, and short answers. A long answer should not exceed 700 words. Medium answers should not exceed 400 words each. Short answers should not exceed 100 words each.

Long Answer Questions Maximum Marks:30 (30 x 1 = 30)

Attempt any One of the following:

Q1) Discuss the feasibility assessment parameters / domains of an event.

Ans) A brainstorming session when the complete event crew gathers and discusses various ideas may be held to determine feasibility. This must be done in a systematic manner. Intensive methodologies are used to assess the viability of significant events. The areas or domains included in the feasibility study vary depending on the event's goal and focus.

Possibility of Marketing

The viability of the event to the target market must be tested after numerous ideas and concepts for the possible event have been identified. Through a brainstorming process including the event organising team and the client, or some pilot research of the possible market, the event organisers or clients should find out what ideas and concepts will be most appropriate to the target market. Because the event organisers may not be representing the target market, this is critical.

The type of people in the target market, their demographic profile, their hobbies, age group, income group, familiar activities, past event experiences, target group size, and so on are all things to consider. The primary goal of marketing feasibility is to determine whether or not various concepts will be successful in the target market. To avoid organising groups putting on nearly the same type of event and conflicting with dates, it is also vital to ensure that the ideas are distinct from those of successful competing events.

Feasibility of Operation

Operational feasibility is a measure of how successfully a proposed system solves issues, exploits opportunities, and meets requirements. Although some events contain elements of both volunteer and professional operations, most events fall into one of two operational styles: volunteer or professional. Volunteer committees may have little or no experience and rely on their own knowledge of previous activities, their sense of how to run the event, and their own experience.

Expertise is available from professional groups such as EMC organisers or consultants. The operational feasibility of professionally conducted events can be done in the style of the organisation. However, in the case of a volunteer-based organisation, achievability is critical. The organising committee must have the necessary knowledge in this area.

Risks and Possibilities

The production of events comes with a slew of dangers. The organisers will benefit from a brainstorming session that will assist them in identifying and analysing hazards. There are dangers such as equipment/building/structures collapsing, severe weather such as wind or rain, security threats to VIPs and participants, fire, venue accidents, crowd management, food poisoning, water or power outages, and many others.

Possibility of Finance

Numerous large and small businesses have experienced financial difficulties and even insolvency as a result of holding an event. As a result, it is advisable to ensure that the initial budgeting processes are precise, and to aim for a significant profit. The most common method for determining financial feasibility is economic analysis. It's also known as cost-benefit analysis, and it's used to evaluate the projected advantages and savings from an event to the costs.

If the benefits outweigh the expenses, the decision to participate in an event is taken. In a cost-benefit analysis, it's critical to identify cost and benefit elements, which are divided into two categories: (i) development expenses and (ii) operating costs. This is a breakdown of the costs that will be incurred as well as the benefits that will be derived from the event.

Feasibility of Time or Schedule

There are several important criteria that influence whether there is enough time to make all of the essential plans and arrangements for a special event. There are two critical factors in particular: (i) the ability to reserve a place; and ii) the requirement to provide adequate notice to participants. Any event requires a slew of responsibilities.

As a result, would-be organisers should pay special attention to the amount of time allotted to execute such activities. Events are treated like projects, and the schedule's viability is crucial. If a project takes too long to complete before it is beneficial, it will fail. The timeliness of a project is measured by its schedule feasibility. Some initiatives are started with a deadline in mind.

Medium Answer Questions Maximum Marks:40 (20 x 2 = 40)

Attempt any Two of the following:

Q1) How do you identify appropriate sponsorship?

Ans) The following are the ways to identify appropriate sponsorship:

Customer Audience: You must assess if the demographic, attitudinal, cultural, and lifestyle profile of the target audience matches the demographic, attitudinal, cultural, and lifestyle profile of the product market. Is sponsoring this event the best approach to get the word out to the target demographic about your product?

Potential for Exposure: The following questions should be addressed as sub-criteria to understand exposure potential:

1. What will the event's inherent news value be?

2. Will the media's extended print and television coverage be local, regional, or national, and will the media's geographic scope encompass the product sales area?

3. Is it possible to link the event to other media advertising channels? Will sponsorship include banners and signage, and will they be visible during telecasts?

4. Where will the product's name appear in the programme brochure?

Distribution Channel Audience: Will wholesalers, retailers, or franchisees attend the event and become aware of the benefits and incentives associated with sponsorship?

A Competitive Advantage: To determine this benefit, ask yourself the following questions:

1. What makes this event special and distinct from others?

2. What is the event's distinct advantage over its competitors?

3. Is it distinguished by a USP (unique selling proposition)?

4. Are the sponsors reliable, and has the sponsorship paid off?

Characteristics of the Event: What type of event will be held? Is it the most effective of its kind? Will this type of event help to improve the image of the product? Will this be a one-time event or will it be repeated?

Reputation of the Event Management Company: Is the EMC well-known? Is it affiliated with a brand that the sponsoring firm wants to be identified with? Is there a track record of the EMC staging the event and previous events? Was the sponsoring company's previous experience positive? It must be determined whether the EMC has complete control and jurisdiction over the activity it regulates. Is there insurance for the company's potential liabilities?

Entertainment and Hospitality Opportunities: Will this event provide possibilities for direct sales of the product or associated merchandise? Will this event provide opportunities for direct sales of the product or related merchandise? Will there be any celebrities who act as brand ambassadors for the product? At what price? Is it possible to get tickets to the event as part of the sponsorship? How many tickets are used, how many events are there, and what activities are there?

Q3) Discuss the essentialities of an event proposal.

Ans) The essentialities of an event proposal are:

Event Proposal

An event proposal is a document that the event bidder (the firm that will host the event) prepares and submits to the customer, the event owner. It's a highly focused document with a lot of information and solutions to the client's individual needs. The proposal serves as a springboard for the event planner to envision the full event design. Depending on the scope and importance of the event, it provides specifics. As a result, the proposal serves as a framework for the event. A well-crafted proposal necessitates much research and preparation. The event proposal could consist of a single page, a full folder, or a presentation. It is a vital document selling a service (event) in whatever format it is, and it must represent professionalism. The event company's particular knowledge, expertise, experience, commitment to the customer, and event objectives should all be reflected in this document.

A Good Proposal's Requirements

When responding to a request for proposal (RFP) or a request for quotation (RFQ), the proposal must include the correct quote or proposal parameters. This means that the proposal must be written in accordance with the RFP or RFQ's specifications. This is a critical point. Before preparing a written proposal, the EMC must first gain a thorough grasp of what makes a customer respond positively to ideas and why they choose one EMC over another to handle their event. Once this is established, a proposal can be tailored to each event and customer. Every proposal provided to the client, no matter how big or small, should be of the best quality.

Contents of the Proposal for an Event

The proposal’s ‘meat' is the content. The event manager should only give the reader of the proposal the information about the event that is essential for the client to grasp it clearly. It could be a simple event that requires minimal explanation, or it could be a major event or a unique or novel type of occurrence. It is vital to explain the nature, characteristics, and goal of the event, regardless of its size. This covers descriptions and prices for all of the EMC's services. At the same time, it's important to keep in mind that too many details can turn the reader off.

Short Answer Questions Maximum Marks:30 (5 x 6 = 30)

Write short notes on any Five of the following:

Q1) Event bidding lifecycle

Ans) The event bidding process revolves around two key players: the event owner and the event bidder. The event owner is a client that owns the rights to an event and is looking for a host to help her or him organise and execute it properly. The event bidder is a corporation that bids on the right to host a certain event. There is a lifecycle associated with the bidding process. A bid application's lifespan is split into two parts (the bid and post-bid outcome). Furthermore, the event bidding lifecycle is not a set of rules that all EMCs must follow for all events.

Q2) Destination level bids

Ans) Convention Bureaus or Destination Marketing Companies (DMCs) / Destination Marketing Organizations assist in the preparation of destination level bids (DMOs). Convention bureaus are marketing or promotional organisations that work on the level of a country, a country's region, or a specific town or city. Convention bureaus bring in conference business to a given location. The Moscow Convention Bureau, for example, was established by the Moscow government in August 2013 with the goal of assisting and guiding convention organisers who are interested in making Moscow their next gathering venue. It is totally funded by the government.

Q5) Tools for event planning and management

Ans) The tools for event planning and management are:

1. Staffing Requirements for an Event: A brief summary of tasks performed by persons or the people executing each function can also be included in an organisation chart.

2. Maps and Models: A model can be useful in a variety of situations, such as crowd control, where bottlenecks and other possible issues are more likely to surface when viewing a three-dimensional picture.

3. Gantt Chart: A Gantt chart is a form of planning sheet with dates printed across the top and rules used to show how long each task will take.

4. Run Sheets: A run sheet is a schedule or programme of events. The run sheet is fairly straightforward in the early phases of preparation, with only particular aspects of the event receiving time allocations.

5. Checklists: This checklist serves as a guide for taking important steps to ensure that the event stays on track in terms of cost, scheduling, and performance.

Q6) Team building

Ans) Team building strengthens the relationships between members of a group. Individual members appreciate each other's diversity while working toward common aims and objectives. Team building can refer to the daily interactions that employees have while working together to do the tasks that their professions need. This is a natural kind of team development that can be aided if the group takes the time to develop a set of team rules. These norms guide group members' interactions within the team and with the rest of the organisation.

Q8) Principles of event design

Ans) The principles of event design are:

1. Any design or work of art must attain a physical feeling of balance that adds to stability when it is made.

2. In design, proportion relates to the size and scale of distinct parts in relation to one another. The relationship between things or components of a whole is defined by proportion.

3. Rhythm is defined as a pattern of timed movement through space. An artwork gains consistency and predictability as a result of this.

4. A design with a focal point, such as a large statue or a water fountain, attracts spectators' attention and piques their curiosity.

5. In design, unity refers to the overall coherence. Consistency in pattern, colour, idea, form, and shape can help to build unity.