CASE STUDYON

EVENT MANAGEMENT

TYPES OF EVENTS

There are almost countless types of events, some are demanded frequently by customers others seldom Find in-depth information about the most important types of events. Event management.com presents and describes the diversity of the event planning industry.

NETWORKING EVENTS

Networking events may look like lavishly-funded business parties, but in reality, networking events are essential personal marketing galas. Thus, any event manager needs to know how to organize one whale of a party – er, one fantastic business networking event.

Networking events are a key element to business success. They provide ample opportunity for brand positioning, contact establishment, future mergers, and personal marketing. There is strength in numbers. All companies have a vested interest in securing the support of a business friend (formally labeled as b2b [business to business] commerce). For aspiring businesspersons seeking some social capital, a networking conference is the prime spot to be.

Due to the variety of size of attendees, a networking event needs to be planned at least 12 months in advance. In fact, the first invitation should be sent six months before the advent, which means the venue, accommodations, employment, entertainment and other essentials must be provided for by then. Networking events are best planned around weekends – because of weekday work schedules and hotel weekend discounts – and not in juxtaposition to similar occasions.

Note: the event manager should quickly determine maximum budget boundaries and operate strictly within that range.

The success of a business networking event, to a large degree, depends on the rate of attendance. Marketing is vital. Due to low return rates of direct mail, concentrate on social media marketing and that perennial favorite, e-mail. The requests should show the invitees why

it is in their absolute best interest to attend.

When searching for a venue, select a location that is easily accessible, has nearby parking, and is near accommodations. The housing (required for traveling attendees) need not be four- or five-star resorts, but requires commodities like WiFi, free breakfast, etc. Both the venue and housing selections should be selected with one theme in mind: comfort.

How to pay for this gala? Sponsors. With the inbred marketing opportunities at business networking events, sponsors will jump at the opportunity to subsidize. In return for their financial assistance, allow them to set up shop at the event.

Rental equipment is relatively straightforward: tables, chairs, linens, audiovisual equipment, lighting, and sound.

Entertainment and catering should subside into the backdrop, blending rather than interrupting. Likewise, catering should not emulate college buffets.

When guests arrive, they are to be verbally welcomed and given a welcome kit. Hopefully, when they leave, they will be chock-full of another’s business cards. Networking complete.

NETWORKING EVENT CATEGORIES:

1. OPENING CEREMONY2. PRODUCT LAUNCH3. THEME PARTIES4. TRADE SHOWS

EVENT ORGANISATION

Event organization can become a cumbersome process if not taken seriously. Thoroughly combing over as many details as possible is a great maneuver aimed to present an event worth remembering. Whether the event is of business or personal nature, details make a difference.

The first line of business to consider in organizing an event is to decide upon the overall atmosphere to be projected by the event. How should the guests feel upon arrival and departure? Will all guests remain together during the event or will they be divided into smaller groups at some point during the experience? Should emotions of comfort, excitement, relaxation, romance, restfulness or pleasure be endured? Choosing the atmosphere is as vital as selecting the theme of a child's birthday party. This atmosphere/theme is the foundation in constructing the perfect event.

Is the nature of the event casual, formal, romantic, or professional? Different event venues project different moods casting the tone of the event's nature. Most venues possess the ability to cast each of these tones to make the event successful. Many restaurants offer gathering rooms to project a formal, romantic or professional feel, while a portion of the main eating area settles guests into a more casual, laid-back retreat. The same is true for most venues. Yachts can be the perfect "wow factor" for intimate, casual bridal/baby showers as well as intriguing the professional crowds mixing business with pleasure in the sights and sounds integrated with elegance on this excursion.

Next, location of the event, namely the event venue, should be selected. The event venue provides the background to the atmosphere draped upon guests. Venue needs to include consideration of several factors of location. How will guests arrive and will parking be an issue or inconvenience? How far will guests be willing to travel to reach their destination? Other considerations include event facilities. Does the event facility provide a catering service, technological equipment, DJ/music or will it permit the use of such on its premises? How many guests will be attending the event and will the desired location accommodate this number of attendees? The location should comfortably allow guests to mingle and move without feeling crowded or lost in a vast openness of over-sized space. Finding this perfect zone of comfort is easily attainable with a little research or assistance of an event manager. Remember to consider the time frame of the event to offer guests quick access to hotels if an overnight stay is deemed necessary.

EVENT PLANNING

Event planning is a detailed immersion into planning and executing a memorable and exciting event for business promotion, recognition of achievement, or the introduction of new products and technology. Event planners pave the way to a streamlined unfolding of an event by the practical application of resources and methods to fulfill every conceivable need that might arise at such a gathering.

Event planning sets the stage of the visual, culinary and experiential impact of the event, making a difference between money well invested and dollars poorly spent. Event planning is an art...and event planners are detail-oriented multi-taskers with an eye toward detail, a nose for expediency, and an ear for suggestions. The goal of the event planner is to please the event sponsors with delivery of an event that fulfills their expectations.

Event planning finds its roots in accessibility. Professional event planners are devoted to obtaining a veritable catalogue of accomplished and professional individuals and companies who provide services for accommodating the needs of people, purposes and promotions. The event planner knows the ins and outs of those things that make for a successful event, and is familiar with those things that contribute to event failure. The event planner asks a thousand questions, spurs thought and creativity, and helps to define event budgets. The event planner is an invaluable aid to reducing the stress associated with an important event, providing knowledgeable expertise by utilizing proven systems for tackling the many details that contribute to event success.

Event planning is more than a project; it is an immersion into bringing together all the various components of promotion to produce excitement, expectation, and experience that will leave event attendees feeling rewarded, educated, enthralled, entertained, and above all, glad they came. A competent and professional event planner will help prospective event sponsors wring out every last detail of their vision for an event, and in the process, provide the direction to define their ultimate goals and what they expect their event to attain.

A thorough consideration must be given to the date, time and location of the event, as well as the programs, type of speakers, honors, awards, food to be served, and number of attendees required making the event a success. All other details hinge upon having a solid grasp on these important decisions, to the attaining of an event that will be remembered for years to come.

EVENT VENUES

Event venues are locations where events are taking place. The definition of an event venue can be as endless as the stars in the sky; thus, when selecting the perfect venue for that important event, the sky is the limit. An event venue in simple terms is the location hosting an event. Some venues are more common than others, but there is a never-ending list when creativity comes into play.

Traditionally, a meeting room, hotel, conference center, restaurant or convention center may come to mind when envisioning the stage where large, note-worthy events are held. However, in today's world where making a great first impression and expressing one's own style has never been more important, there are many newcomers on the traditional event stage. Ballrooms, gardens, rooftops, museums, theaters, yachts, stadiums, universities and even outdoor venues are becoming the norm in providing a unique, tasteful backdrop in creating the perfect atmosphere for business to business forums, as well as weddings and private parties.

Depending on the premise or desired outcome of the planned event, the selected venue can make a tremendous impact. Often guests leave with an overall impression or feeling of a business/person based solely upon their sentiment provided by the atmosphere of the event, as opposed to the product/purpose on display. The memories linger when an event provides a welcoming warmth and invites a personal connection to be obtained by the attendee. Finding the location is a key element in planning the perfect event.

Intimate, smaller groups may find a large conference center superb and projecting an isolated atmosphere. A rooftop, meeting room, restaurant, yacht, garden, or museum could be a more appropriate location to make this a more personal affair for the lower-numbered crowd. In contrast, a larger group might find such settings too personal and prefer a little more elbowroom.

Venues designed for events with a larger number of guests include conference centers, convention centers, hotels, some restaurants, theaters, ballrooms, some gardens, mansions, universities, outdoors, stadiums and yachts. Conference and convention centers provide an ideal fit for events desiring separate spaces for smaller group meetings while including an area for everyone to convene into one large unit. These centers typically house all the equipment necessary for making presentations/dining for crowds, which trims down the amount of resources the host of the event must supply. Considering the essential supplies needed to complete the event is vital when selecting the appropriate venue.

Similarly, weather is an element not to be forgotten during event venue selection. Gardens, rooftops and any space outdoors must include a back-up venue in case of inclement weather.

EVENT MANAGEMENT SOFTWARE

Event management software can be a lifesaver to anyone responsible for planning events whether it is a national conference, charity event or 50th wedding anniversary celebration.

There are many different types of event management software that can be purchased or leased based on your needs. Some versions with basic management options such as online registration are even offered free online through event management websites.

A full service system will allow you to manage every aspect of the event including the budget, registration, exhibits, appointments, housing, travel and email communications.

These systems options can be grouped into a few main categories:

1) Planning2) Communications3) Registration4) Task or Program Management

Planning

The planning modules are used in the conception phases in such tasks at facility management, travel and housing accommodations. Effective software will allow you to manage the event budget, create a theme and track vendors. Organization is vital to successful events and event management software allows you to keep every detail organized in one central tool.

EVENT MANAGERS

Event managers combine organizational and communications skills and manage all the complex details of a special event from planning to budgeting to evaluating afterward.

The planner may research and recommend themes for the event; outline the many facets of an event; locate the proper venue; arrange for food and beverages; send invitations; provide transportation and accommodations; coordinate event staff; oversee the event budget; supervise the event itself; and conduct a post-event evaluation.

Some event planners specialize in one area such as weddings, while others will tackle almost any assignment. A high number of event planners started by doing one aspect of event planning (such as catering), then expanded to eventually handle all aspects of the event.

Excellent analytical and organizational skills are important to the event planner. The planner coordinates all the details to help the event run smoothly and meet its objectives. Creative problem-solving skills are helpful, as is a sense of logistics.

Communication skills are also essential for the event planner. He must be able to comprehend the host’s objectives. He must be able to interpolate those objectives seamlessly into the event itself. He must be able to motivate staff and promote the event.

People skills are essential. The event planner will be dealing with all ages and all socio-economic groups, and may even need to acquire some cross-cultural skills.

A high energy level is helpful, along with a can-do attitude. While starting an event planning service doesn’t require a degree, business education and experience is helpful.

There are a number of educational opportunities, and qualified event planning professionals may become a CMP (Certified Meeting Planner) or a CSEP (Certified Special Events Planner).

The field of event planning is currently is high growth field offering plenty of opportunities. A business event planner may plan parties, festivals, grand openings, fundraisers, new product launches, meetings, company socials, trade shows, conferences, and conventions.

The average base salary for an event planner runs from $46,000 to $64,000per year. Add in benefits and bonuses and the salary averages about $78,000 per year. The U.S. Bureau of Labor Statistics predicts that the event planning field will grow about 20% per year over the next five years.

Event planning is an interesting and challenging field. No two events are exactly alike, and the event planner meets all sorts of interesting people.

ORGANISATION CHART

ADVANTAGES OF PROPOSED SYSTEM:-

1. Through the working of a computerized system one can

avoid the obvious complications arising from innumerable aspects.

2. The maintenance, addition, deletion or modification of an existing record becomes a work

regarding only a few seconds using a computerized system.

3. This will not only increase the efficiency and accuracy of the organization but will also

prove to be a massive time saving factor to it.

4. Computer can easily auto generate to make the entry(s) easily.

5. To make the existing system more efficient.

6 To provide a user friendly environment where user can be serviced better.

LIMITATIONS OF CURRENT SYSTEM:-Even though the above project is very beneficial to any institution, but this project has certain limitations. They are:

1. It requires large memory space.

2. It can fail due to some mechanical as well as manual fault.

3. It has limited scope for up gradation.

4. It does not support multiple record system.

5. Human errors are indispensable part in any manual system so any duplication or any fault is obvious.

6. Manual system has no order or organization of data in any form.Rather atmost it can make different bundles bt no specific orders.

7. No facility for online communication with executives or complaint registration for 24 x 7.

8. Being a manual system the entire work is being done on paper.so it is a hard job to keep the papers secured from harms and also having an honourable storage

OBJECTIVES

Upon successful completion of the Event Management and Design program, you'll:

Understand the five stages of event management: research, design, planning, coordination, and evaluation

Understand how to manage time effectively Learn how to manage human resources and volunteers Have insight into hiring vendors, caterers, sound and light technicians, entertainment,

and other resources Learn how to conduct an event site inspection Be knowledgeable about risk-management procedures and tactics Learn about the requirements for necessary contracts, permits, and licenses, and how to

meet these requirements Understand budgeting, pricing, and accounting as they relate to event design Be able to apply the principles of design to event decoration and effectively use

flowers, fabric, lighting, and more

MODULES

1. CUSTOMER REQUIREMENTS: it comprises of customer requirement details. Their services and products demands.It helps in broadens the company’s demand and their quality systems.

2. SIMULATION(NEW PRODUCT): Just as new products can be simulated using computer aided design packages the operations and processes required to manufacture and deliver these products to the customer can also be simulated. By designing and testing new operations and processes in a virtual world companies can avoid many costly mistakes, as well as reduce the time it takes to deliver new products to the marketplace. This module will use discrete event simulation in the context of operations and planning to allow a statistical approach to the planning and contro

3 DECISION MAKING : This module will concentrate on advanced accounting techniques especially relevant to engineers such as capital investment appraisal and product costing. It will examine the latest accounting techniques available to assist engineers in decision-making. The interface between marketing personnel and design engineers is crucial to a company's success. Too many times we have witnessed excellent technical solutions fail because they have not been marketed adequately or a brilliant market campaign falter because the product cannot satisfy customers' requirements. This module seeks to equip engineers with the skills to ensure the products they help design and make are marketed successfully.

4 EXPENDITURE : This modules states all the expenditure that are involved in the managing events. Before stating any event there is a proper planning done about the budget invoved in the event but sometimes it so happen that more than the expected amount is spended.

CASE STUDYIntroduction

PurposeThe Business Use Case Specifications describes the use case model in detail. It will describe each use case and the actors in the use case model.

ScopeThis Business Use Case Specifications document applies to the CleanScene Event Management System, which will be modeled by The Joltts Group.

Definitions, Acronyms, and AbbreviationsSee Glossary.

References

Actor CatalogName DescriptionPlanner A Planner is an individual who plans, schedules and

manages fund raising and speaking engagement events.

Approver An Approver is an individual who can plan, schedule and manage fund raising and speaking engagement events as well as approving those events.

Viewer A viewer is an individual who can view fund raising and speaking engagement events.

Contact Management System

This system provides email or mail out information to invite attendees to events.

Marketing System This system provides survey templates to gather feedback on events.

Accounting/Sales System

This system receives receivables and payables information related to events costs and proceeds.

Event Budgeting ManagementBrief Description

This use case takes place when a planner or approver is planning the budget for an event. Event Budgeting Management provides accurate budgeting to plan for events. Budgeting concerns include:

Equipment costs

Projected attendance

Sponsor contributions, cash and in-kind

Location costs

Transportation

Labour

Food and beverages

Incidental expenses (handouts, gifts, etc.)

Flow of Events

Basic Flow1. The planner enters an event including:

date location and cost equipment required and cost

transportation costs projected attendance food and beverage options and quoted price based on projected attendance cost of gifts or raffle prizes sponsor contributions – cash or estimate of in-kind donation labor costs (servers, gratuities) speakers entertainersThe planner saves the event.

2. The system marks the event as “pending”.

3. The pending event is placed in the approver’s “to-do” workflow.

4. The approver reviews the event budget and marks it “approved”.

5. The system marks the event as “approved”.

Alternate Flows1. Reject event budget.

1. The pending event is placed in the approver’s “to-do” workflow

2. The approver reviews the event budget and marks it “rejected”.

3. The system marks the event as “rejected”.

2. Modify event budget

1. The planner selects modify event.

2. System displays events not marked “Completed”.

3. Planner selects the event to be modified.

4. Planner updates the event budget details and saves the event.

5. The system marks the event as “pending”.

6. The pending event is placed in the approver’s “to-do” workflow.

7. The approver reviews the event budget and marks it “approved”.

8. The system marks the event as “approved”.

Special Requirements Listing of pre-approved locations and negotiated costs

Calendar of community events

PreconditionsPlanner and approver must be logged in.

Post-conditionsEvent budget is saved. Estimated costs are available for making a decision to proceed to event scheduling or not.

Extension Points None

Event Scheduling ManagementBrief Description

This Use Case takes place when a planner or approver is ready to schedule a specific event.

Flow of Events

Basic Flow

1. The planner selects “Schedule Event”.

2. The system displays events marked “Approved”.

3. The planner reviews event details and adds details where necessary.

4. The planner selects “Publish Event”.

5. The system marks the event “publish pending”.

6. The pending event is placed in the approver’s “to-do” workflow.

7. The approver reviews the event schedule and marks it “approved”.

8. The system publishes the event to the web.

Alternate FlowsModify Event Schedule

1. The planner selects modify event schedule.

2. The system displays published events not marked completed.

3. The planner selects the event to be modified.

4. The planner modifies event details.

5. The planner selects “Publish Event”.

6. The system marks the event “publish pending”.

7. The pending event is placed in the approver’s “to-do” workflow.

8. The approver reviews the event schedule and marks it “approved”.

9. The system publishes the event to the web.

Cancel Event.

1. The approver selects modify event.

2. The system displays published events not marked completed.

3. The approver selects “Cancel Event”.

4. The system publishes the event to the web identifying it as cancelled.

Special RequirementsNone

PreconditionsApproved events must exist.

Post-conditionsThe event is published to the CleanScene’s website.

Extension PointsNone

Event Information ManagementBrief Description

This use case is initiated when an event is created and is valid throughout the life of an event. Event Information Management provides methods of creating, retrieving and updating information items related to an event. Information items may include:

Presenter information

Event timings

Event type

Budget

Equipment

Misc. items

Flow of Events

Basic FlowCreate

1. A planner selects an event to manage.

2. The planner selects the information type.

3. The planner enters the information and elects to save it.

4. The system creates a record of the event information item.

Retrieve

1. A planner selects an event to manage.

2. The planner selects the information type.

3. The system retrieves and displays all information items of the event of the type selected.

Update

1. A planner selects an event to manage.

2. The planner selects the information type.

3. The system retrieves and displays all information items of the event of the type selected.

4. The planner selects the information item to update.

5. The planner edits the information and elects to save it.

6. The system updates the event information item record.

Alternate Flows

1. The planner cancels the create or update action

Special RequirementsNil

PreconditionsAn event has been created.

Post-conditionsAn event information item has been created.

Extension PointsNil

Event Schedule LookupBrief Description

This use case is initiated when a user wants to look up an event that was previously scheduled. The Event Schedule Lookup provides a visual depiction of an event that will occur or has occurred. Event Schedule may include:

Presenter information

Event timings

Event type

Budget

Equipment

Misc. items

Transportation

Labour

Food and beverages

Flow of Events

Basic Flow

1. User selects event look-up.

2. The system retrieves a list of upcoming events.

3. The user selects an event.

4. The system retrieves information about the event.

Alternate Flows1. The user selects the wrong event and returns to the search page.2. The event the user is looking for isn’t visible. (ie. Not approved)

Special RequirementsNil

PreconditionsAn event must exist to view.

Post-conditionsAn event is visible to the viewer.

Extension PointsNil.

Event Invitation ManagementBrief Description

Flow of Events

Basic Flow

1.

2.

3.

Alternate Flows1. .2.

Special Requirements

Preconditions

Post-conditions

Extension Points

Initiate Event SurveyBrief Description

Flow of Events

Basic Flow

1.

2.

3.

Alternate Flows1.2.

Special Requirements

Preconditions

Post-conditions

Extension Points

Process ReceivablesBrief Description

Flow of Events

Basic Flow

1.

2.

3.

Alternate Flows1.2.

Special Requirements

Preconditions

Post-conditions

Extension Points

Process Tax ReceiptsBrief Description

Flow of Events

Basic Flow

4.

5.

6.

Alternate Flows3.4.

Special Requirements

Preconditions

Post-conditions

Extension Points