Event Project Plan
Format MLA Volume of 6 pages (1650 words) Description Event Format – Activities and Schedule Question-6 Services An event project plan services as a roadmap for the entire event project team, providing
Assignment type : Coursework
Question 4
Event Planning (1 Page)
o Provide a run-sheet for “on-the-day” of your event. Remember to include
set-up and close-down activities.
Event Timeline
o Provide a simplified event timeline (pre-event, event, and post-event). If
the building up to the event is over 12 months then you can block the planning timeline large “chunks” with the key activities for the period highlighted e.g. 9-12 months out … book the venue
Resource Requirements (4 pages)
Legal Compliance & Insurance
o Consider the implications of contractual arrangements and the necessary
insurance required to cover all aspects of the event.
Human Resources (staff and volunteers)
o How many people do you need? Where will you get them from?
o If recruiting people – consider what you need (numbers and skills), when,
and how. Also, are you going to provide inductions and training (when and
how)?
o Are you going to provide clothing? Catering? etc
o Provide an event organisation chart (either line authority or functional) o Communication and meetings?
Equipment
o What, if any, equipment do you need? Where will you get it from?
Facilities
o What facilities are required in term of public utilities, accommodation (on
and off site), catering, vendors, communication, other technology, etc
o What services will be required and who will provide them: medical, police,
child protection, fire, traffic management, health & safety, security, media,
etc.
Suppliers
o Identifythekeyexternalsuppliersandtheirdeliverables. o Whoaretheyandprovidetheircontactdetails.
Production
o Are there going to be any performers or entertainment?
o Detail the production equipment required – such as staging, sound,
lighting, heavy plant, etc
guidance on the scope of work, the priority of activities, timeframes, roles and
responsibilities, how costs and people will be allocated and managed, the quality standards
in the project, how the project will communicate with stakeholders, how performance and
benefits will be evaluated and measured, and so on.
This is a group assignment, and is an extension of the event proposal you completed in your
second assessment.
The assumption is that your client / host organisation has approved your proposal and has
now asked for a more extensive event plan to be developed.
The purpose of the Event Project Plan is to determine the feasibility of the event and to
convince the host organisation that the event will be beneficial to them and/or their
stakeholders i.e. based on your report the host organisation will decide whether to proceed
with the event or not.
Each group is required to:
(a) Develop an event project report for their chosen event, and
(b) Submit only ONE (1) copy of the event plan report. However it must be submitted
in both an electronic format (through Turnitin) and as a hardcopy (in the tutors
CBITE dropbox).
Format of the Written Report:
Your Event Project Report should include the following components:
x Title page
x Executive Summary
x Table of Content
x Introduction / Event Landscape
x Event Concept
x Event Planning
x Marketing, Brand and Promotion
x Resource Requirements
x Finance
x Risk Management
x Event Evaluation
x References
x Appendix
The presentation of your written report should comply with the report format guidelines
provided, as well as the usual APA format.
Helpful Hints for your Report:
Your report should include all NINE (9) sections and the subsections under each section.
However the information/questions underneath each sub-section are provided as
guidelines only as some areas may need to be adjusted subject to your chosen event.
As this report is an extension of your event proposal, some of the information provided in
your first report will/can be brought forward into this report. The exact amount of
information carried over will depend on how much detail your group provided in the first
assessment.
1. Introduction / Background (Event Landscape)
x Provide an overview of the context within which your proposed event willexist.
x Clearly indicate whether your proposed event is new or an add-on event
x Provide some background of the existing event and the added value thenew
event would bring to the existing event. Alternatively describe the gap in the
event landscape that the “new” event will fill.
x Clearly indicate who the report is being created for .. e.g. the purpose ofthis
report is to investigate the feasibility of ….. for XYZorganisation
x How competitive is the marketplace? Where will your event positionitself?
2. Event Concept
x Provide a brief overview of the purpose and concept of your proposed event,
including the event objectives, timeframe and duration, location, target
audience and host organisation. You should also include who the event
organiser/organisation is.
x Identify and discuss the benefits of creating / adding-on this new event (i.e. the
gap in the market and the value it adds to the existing event, or the value it
brings to the event landscape)
3. Stakeholders
x Identify the key stakeholders
x Describe the involvement and benefits each stakeholder should expect
x You should also consider when and how you will approach them. What is your
“selling point” i.e. why should they support the event?
4. Event Planning
x Location and Venue
o Location and/or venue – describe where the event will be held and explain
why that venue was chosen (i.e. benefits of thatsite).
o Contact details for venue
o Provide a site / venue map – identify the key areas, utilities andservices
o Mention any special considerations, restrictions, etc ifappropriate
o Identify a back-up or contingency venue
x Event Format – Activities and Schedule
o Provide a run-sheet for “on-the-day” of your event. Remember to include
set-up and close-down activities.
x Event Timeline
o Provide a simplified event timeline (pre-event, event, and post-event). If
the building up to the event is over 12 months then you can block the
planning timeline large “chunks” with the key activities for the period
highlighted e.g. 9-12 months out … book the venue
5. Marketing, Brand and Promotion
x Branding and Logo
o Provide an overview of the brand identity of your event and its unique
value proposition
o Develop an event logo
x Target Market/Audience
o Outline the existing and/or targeted audience
o How will this attract new participants? (what’s your point of difference?)
x Marketing Objectives / Message
o What is your main message? (fun, challenge, something new, etc)
x Marketing Channels
o Describe what channels of communication you will use to reach the target
audience, and why? When will you use it?
x Signage
o What short of signage will you have? Where?
6. Resource Requirements
x Legal Compliance & Insurance
o Consider the implications of contractual arrangements and the necessary
insurance required to cover all aspects of the event.
x Human Resources (staff and volunteers)
o How many people do you need? Where will you get themfrom?
o If recruiting people – consider what you need (numbers and skills), when,
and how. Also, are you going to provide inductions and training (when and
how)?
o Are you going to provide clothing? Catering? etc
o Provide an event organisation chart (either line authority orfunctional)
o Communication and meetings?
x Equipment
o What, if any, equipment do you need? Where will you get itfrom?
x Facilities
o What facilities are required in term of public utilities, accommodation (on
and off site), catering, vendors, communication, other technology, etc
x Services
o What services will be required and who will provide them: medical, police,
child protection, fire, traffic management, health & safety, security, media,
etc.
x Suppliers
o Identify the key external suppliers and their deliverables.
o Who are they and provide their contact details.
x Production
o Are there going to be any performers or entertainment?
o Detail the production equipment required – such as staging, sound,
lighting, heavy plant, etc
7. Finance
x Funding
o How will you fund the event?
o Sponsorship – who, what, why, type (in-kind or cash)
o Grants funding sources -who, why, for what (cash or kind), when do you
need to apply?
o Fund raising & Donations (what, when, etc)
o Ticketing / Fees (Entry, Registration, etc)
o Merchandise, Other, etc
x Budget
o Income and Expenditure projections
o A budget template has been provided
x Cash handling (if appropriate)
o Will you have cash at your event?
o How will you handle cash at your event – what processes will you have to
put place to reduce the risk of theft?
8. Risk Management and Contingency Plans
x Describe the procedure to be used for managing risks in the event project.
x Identify Potential risks
o Identify key risk factors (event schedule, financial, operational, reputation,
legal, health & safety, etc)
x Create a Risk Matrix to identify your top five risks
o Show how you will manage and mitigate those risk, and
x Provide a Contingency Plan for each factor.
9. Event Evaluation
x How will you measure the objectives and outcomes of your event?
x When will you carry out your event evaluations? (pre, during, post-event)
x What will you do with the information? How will you disseminate it?
x Debriefing post-event
Report Format Guidelines:
Formatting:
1. Your work must meet the following guidelines:
a. Be a typed word document on A4 paper
b. Use Arial, Calbri or Tahoma 11- 12pt font
c. Have 1.5 or double line spacing
d. All pages must be clearly labelled:
x Footer – page number, course module name, assignment name
x Header – student name and ID or Group Title (in size 8-9 fontsize)
e. Use a professional layout and be free of spelling and grammaticalmistakes
f. All reports should include a table of contents
g. Paragraphing needs to be clear – avoid long paragraphs
h. Remember to label any inserted tables, graphs, figures orphotos
i. Be stapled together at the top left corner.
Title page:
All assessments should have a title page attached to the front of the assignment. The title
page should include:
x Your Student ID number, your name, or both
x The course title and course number
x The assignment heading
x The tutors name, and
x The Due Date