Assignment Code: BHC-013/AST/TMA-3/2021-22

Course Code: BHC-013

Assignment Name: Event Coordination and Control

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 Event Implementation phase in detail.

Ans) The components that are emphasized in the implementation phase include:

Acquire Goods, Services and Human Resources

Purchasing items and services for the event could take a long time. This necessitates the event organiser conducting preliminary market research in order to identify the essential providers, as well as networking and liaising. Purchasing policies and procedures are defined at this stage, and bidding and contracts are frozen. The event manager's goal is to obtain goods and services from a reputable and authorised supplier. The goal is also to obtain a sufficient quantity. Before contacting an outside vendor, the event organiser must first determine what resources (goods and services) are available within the organisation, as well as what resources are available through donations, sponsors, or partnerships. While procuring goods and services from a third-party vendor, the event manager must also determine the logistical and spatial requirements for each product and service so that they can be well integrated into the event site and produce the required results.

In the same way, the event manager deploys the organization's workers for event activities initially. The remaining deficit is covered by hiring paid workers and enlisting the help of volunteers. To help with event execution, the event personnel receives suitable training and induction. For effective human resource usage, timeline sheets, worksheets, timetables, responsibility charts, and performance indicator grids are prepared during this phase. The event manager, on the other hand, makes measures to provide them with a pleasant working environment by attending to their basic needs for food, beverages, and rest spaces, as well as special needs, and ensuring a smooth work flow. The event management must be careful to avoid overstaffing and understaffing situations by monitoring the workforce requirements on a regular basis during the event's lifespan.

Coordinate Logistical and Spatial Requirements

Every aspect of an event must be provided all of the necessary inputs in terms of space, time, and technical support in order to work at the event site and contribute effectively to the event. The providers, as well as their people, equipment, and supplies, must be able to fit into the site layout and action plan. To avoid conflicts, limits, and snags in event performance, all of these requirements must be ironed out well in advance of the actual event. In fact, when the event manager handles the logistical and spatial arrangements with care, chances for integrating and dovetailing the needs of various service providers without jeopardising the event's performance arise. As a result, the entire process is more cost-effective and resource-efficient.

Establish Communication Infrastructure

Communication is one such medium that allows different stakeholders to stay in touch and work together to achieve the event's aim. This has already been covered in prior Courses. When a large number of individuals are involved in event production, effective communication is critical to success. Communication becomes a proactive method for informing stakeholders on what they should do, when they should do it, how they should do it, where they should do it, and who they should contact. The event management must ensure not just the adequacy of communication infrastructure, but also that it is operational at all times.

To connect with sponsors, partners, donors, vendors, organisation personnel, volunteers, performers, the host community, and any other stakeholders, communication infrastructure is essential. Depending on the needs of the concerned receiver and the nature of the assignment, the event organiser must employ several channels of communication. Various forms of communication, including as telecommunication, social media, the internet, e-mails, websites, mass media, and face-to-face communications, are commonly employed and integrated into the communication plan at today's events.

Monitor and Control Scope, Schedule, Costs and Risks

Monitoring and regulating are two other crucial aspects of the implementation stage. People active in the implementation stage are, without a doubt, more numerous than those involved in the planning stage. Though the event manager ensures that the workforce understands their duties and responsibilities through an effective communication framework, an eagle's eye is necessary to oversee the entire activity. The event manager is usually in charge of overseeing all aspects of an event and ensuring that everything runs smoothly according to the action plan.

In order to do so, the event manager creates a reporting structure. Conditions vary, environmental factors change, and stakeholder expectations change throughout time, therefore changes are inevitable. Continuous supervision allows for the integration of those adjustments with alternative solutions without jeopardising the event's success. Small errors become blunders in the absence of a competent monitoring and control system, resulting in conflicts, confusions, task repeats, extra spending, deviations, and, of course, unsatisfactory event performance and stakeholder unhappiness.

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

Attempt any Two of the following:

Q2) Explain the technology trends in Event Management.

Ans) The technology trends in Event Management are as follows:

1. Tablets are used in the event sector to create floor layouts, event schedules, contracts, supplier information, client information, and stock and order information. The information is always available, whether from the tablet's memory or from the cloud. They are usually equipped with a camera for still photography, video recording, sketching, and taking notes.

2. Smartphone: Keeping in continual contact with stakeholders at an event location has become impossible without a smartphone. Smartphones are less desired than tablets for things like reading floor plans and producing sketches due to their small size, but they are undoubtedly portable.

3. Microsoft (MS) Office: Microsoft Office is widely used in a variety of industries, including business, service, institutions, and, most notably, the events industry.

4. Lists of clients, suppliers, and performers, venues, and sometimes inventory items like décor or A/V equipment, lists of event attendees, conference schedules, presenters, hotel room bookings, auction items, or transportation bookings are all examples of relational databases used by event management companies.

5. Accounting Software is used to keep track of a company's spending, accounts receivable, accounts payable, employee wages and deductions, taxes payable, inventory, and to generate reports such as income statements, balance sheets, inventory evaluation, cash flow, and a variety of other activities.

6. CADD (Computer-Aided Design and Drafting) is the software that allows event planners to meet this demand. Two-dimensional sketches and vivid three-dimensional simulations of the full event venue, featuring genuine lighting and surface textures, are possible with CADD tools.

7. Video and Photo editing: As the event sector becomes more competitive, professional photography and videography are becoming increasingly important. Event producers might earn new business by using good photos or videography from previous events. Similarly, as event memories, images and videos of the actual event are significant to clients.

8. The internet is something that we are all familiar with. It's like a massive knowledge bank that's increasing by the second. Its most basic functions are to retrieve and provide data. An event planner can make good use of the internet by focusing on giving and receiving pertinent information.

9. Event Management Website: Through their company website, businesses supply information to those looking for it. Nowadays, there are a number of good online do-it-yourself (DIY) providers that allow anyone to create a website using standard language. This has made the process of producing websites easier and less expensive.

10. Blogs: Beyond the hyped-up one-sided sales pitches of commercial websites, blogs provide informed analysis of products, services, theories, opinions, politics, and concepts.

11. Social Media: Using social media sites like LinkedIn, Facebook, and Twitter to reach a larger audience is beneficial. This is especially true in the event sector. This is how things work. Within social media, there are communities dedicated to the event industry.

12. The Cloud: The cloud is a significant step forward in the evolution of computers.

13. The Internet of Things (IoT) is built on the idea of equipping all people and items with unique identities via RFID. RFID may hold information about an object or a person, and it employs electromagnetic fields to detect and track tags attached to objects.

14. Cell phones, tablets, and laptops are all examples of mobile technology. These include the use of radio waves, microwaves, infrared signals, GPS, and Bluetooth to convey data via voice, text, video, two-dimensional barcodes, and other means.

Q4) Describe the dimensions of evaluation and discuss about qualitative and quantitative evaluation

Ans) The dimensions of evaluation and discuss about qualitative and quantitative evaluation are:

Evaluation from the Event Organizer's and Client's Perspectives: Evaluation should take into account not just the client's impression of the event, but also the organiser's. Staff, volunteers, logistics, equipment, and other resources should all be acceptable for providing great service, according to the organiser. There must be a smooth event execution with no delays or damages.

Using Sensitivity in Evaluation: Before we go any further, we must first grasp the concept of sensitivity in evaluation. Via establishing the target audience for whom the event was planned, evaluation by measurement is possible. The audience for a commercial event could be end users who use the company's products. After the audience has been determined, make a list of what each member of the audience is anticipated to think, feel, and do after attending the event that they did not think, feel, or do before.

Evaluation to Determine Performance: We must recognise that events have a high cost of production. As a result, performance against stated targets should be measured in a forward-looking manner so that deviations can be discovered before they occur.

Reach is Measured at Two Levels in Event Evaluation: external reach and actual event reach. Publicity is achieved by the use of the press, radio, television, newspapers, and other forms of media. The circulation data of newspapers, as well as promotions on television and radio, are used to determine external reach. The promotions might be scheduled to coincide with the most popular shows. In this approach, measuring the external reach of a promotion campaign on television is an effective method.

Evaluation to Measure Interaction: Evaluating interaction is far more complex than evaluating reach and performance, as described above. Gauging the amount of interaction points that have been prepared for an event yields quantifiable data that aids in measuring engagement from the clients' perspective.

Event Quality Monitoring and Audience Assessment: Event quality may be maintained by adhering to standards and avoiding mistakes. Quality must be judged not just by the organiser, but also by the client and the target audience. In order to generate an event of desired quality, it is necessary to match the client's expectations and the desired response of the target audience with the minute aspects of the event.

Return on Investment for Entertainment: The return on investment for the entertainment that was included in the event, as well as the entertainers that were hired, must always be considered. The event organiser must determine whether enough entertainment was supplied, whether it was efficiently arranged, whether there were any gaps in the programme, and whether the primary entertainment investment met the event organizer's expectations.

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

Write short notes on any Five of the following:

Q2) Types of Buffet Service Styles

Ans) The types of Buffet Service Styles are:

Full Buffet

1. It could be professional or casual.

2. Cutlery, linen, accompaniments, and water or beverages are placed on the seating tables.

3. Depending on the available space, a single or more tables can be used to place entire menu items.

4. On serving tables, hot foods with rechauds or cold foods can be placed.

5. Guests are escorted to their places with their plates and the food is served.

6. Staff may circulate among the guests for second help, depending on the level of formality needed.

7. After each meal, the service team clears the tables.

Finger Buffet

1. Tea parties, cocktail parties, and festive gatherings are all instances where this item is used.

2. Cutlery is used less for eating.

3. Informal

Fork Buffet

1. Used primarily for conferences, seminars, and other informal gatherings.

2. The service is entirely self-help in nature.

3. When there isn't a lot of time to eat, this method is used.

Q3) Event Management Apps

Ans) Apart from registration and tracking software, event management apps use mobile apps that allow event attendees to interact with one another and with event management in the form of event floor plans, site and city maps, registration tracking information, conference session schedules, contact meet ups, lead retrieval, exhibitor information and location, real-time audience polling customised content, and much more. Entertainment, floor plans, décor, site assessments, and production management are the five technological productivity apps that are used through mobile technology.

Q4) Role of Evaluation in the Event Management process cycle

Ans) The Event Management Process Cycle begins with 'planning,' then moves on to 'implementation,' and finally to 'assessment.' The assessment results feed into planning, bringing the management cycle to a close. What we plan, we put into action through our activities, and those actions must be reviewed and evaluated on a regular basis to ensure that the results are in line with the planned outcomes. If this is not the case, the lesson learned is used as input for subsequent planning. To ensure that the deliverables are efficient and effective, the event manager must evaluate them at every stage. As a result, evaluation is an important part of event management since it allows the event manager to verify the actions for expected outcomes and make timely decisions.

Q5) Event Profile

Ans) The event evaluation report is used to create the event profile. The event profile offers helpful information about prior events in order to assist new entrants, new registrants, and new attendees who are seeking for events to expand their knowledge or for business purposes. In fact, event profiles provide information on the type of event, allowing potential attendees to get first-hand information. It assists them in determining whether or not they should participate in the event.

Q7) Media events

Ans) Pseudo-events are another term for media events. These are not actual events; they are planned solely to appeal to the media or to gain substantial coverage because the media believes its audiences would be interested. These events exist simply to generate media attention. People feel impelled to watch such events, and broadcasters frequently change their schedules to accommodate them. To garner public attention, media events are frequently employed in place of advertising time. These are distinct from spontaneous events in that they can be replicated, are dramatic, costly, and are cognitively planned and informed.