Tourism and Hospitality Management Assignment Sample
EVENT PLAN FOR A COMBINED BSBI “ALUMNI MEET” AND GRADUATION CEREMONY
Introduction
Event planning is a process which helps us to manage projects, meetings, ceremonies and other activities. As an event planner organizing a small meeting or an event with a huge number of people, event planning is a hard task for a planner. Every event small or big an event organizer should require proper planning and a team to manage this event. In order to organise a proper event there are many components that are required for success. The purpose of this study is to discuss the ceremony, its time management and venue, activities that are required for ceremony. This study highlighted marketing management, human resource planning, logistics and travel management, and budget planning for this event. This study also discuss about how to do risk forecasting, sustainable planning and monitoring and evaluating the plan for this ceremony.
Purpose of the ceremony
A graduation ceremony is a memorable part in any student’s life. As commented by Boyraz (2021), additionally it works as a symbol of change into a student’s life and helps them to progress and move towards their new adventures. This ceremony is hosted by schools and colleges to appreciate student’s achievement throughout their school life and relive their memories for last time. On the other hand, Alumni meet is an assembly of students who have passed out from an institution. Institution held alumni meet to gather their previous students whom they are proud of because of their achievement. While alumni meet previous students share their experience they are faced after stepping out from institution to existing students. Organising an alumni meet and graduation ceremony is a hard task for an event planner. In these ceremonies a huge number of people gathered in one place so it is a hard task to do. This ceremony has supported organisation in managing plan. Budget is constructed so that resources can be allocated properly.
Time management and selection of venue
Time management and selecting a proper venue is important for an event planner. In order to organise an event a planner should be good at time management and venue selection. An event planner should target a goal before planning any event. In views of Mata et al. (2021) creating a goal for an event helps planners to engage in activities that can help in event planning. It also helps to plan forward for this event which helps planners to save time and better time management. Organise alumni meet or graduation ceremony where a huge number of students are going to gather. Therefore, big and comfortable place will be needed for ceremonies. According to the case study this ceremony is going to take place in town of Winterberg, Rhinewestphalia.
External and internal activities for the ceremony
Some external and internal activities took place during organising any event. Event planners use activities like scouting locations, managing vendors, communicating with client and managing budgets to organise good ceremonies that get good feedback from people. Organising alumni meet and graduation ceremony event planners should plan their objective toward their goal. As stated by Farboodi et al. (2021), this objective helps planners to take necessary actions to make a good event. In order to arrange alumni meet and graduation ceremony, planners need to talk to the institution. Therefore, event planners can know which way the institute wants them to organise it. It gives planners a clear vision of how they have to organise these ceremonies. With a clear vision they can coordinate their suppliers to arrange necessary equipment for event. After getting all information about alumni meet and graduation ceremony they try to brand their event and share it publicly. This process helps institutions pass out students to know about the details about this event so they can join event on a particular date. Alumni meet and graduation ceremony is only for students and their families. Outside of institution no one was allowed in this event. Therefore, launching tickets for this event is not included in event planning. Last activity that a planner needs to do is monitoring the event and evaluating their plan to achieve their goals for this event.
Marketing management
Event marketing is an important thing for any kind of event planning. Event planners put great effort into getting success in their event. However, event success depends on persons who are going to join their event. When many people join an event it brings success for event planner. As mentioned by Nunkoo et al. (2018), in case of planning alumni meet and graduation ceremony only students, students who pass out, institution staff and student family members can be allowed to join this event. These events are organised by institutions so all expenses for this event are coming from institutions. Therefore, event planners are not allowed to launch tickets for this event. Event planners usually try network marketing to aware students, alumni and student families to join these events. Event planners ask students, parents, and other graduate students to share about ceremony photos and stories to their social media. Through this process event planners try to promote their event, what is going to happen in this event and many things. Instagram or facebook are popular in recent times. Using these platform event planners can post stories and go live to promote their event. They use it for digital storytelling to those who are willing to join them. Furthermore, event planners can use institution official websites or social media pages to promote this event. The purpose of this is to create hype for this event in students, alumni and student families. Therefore, these people are going to attend these events to meet their expectation toward this event.
Human resource planning
Human resource planning plays a key role in planning alumni meet and graduation ceremony for an institute, no matter how many students are going to join. Human resource planning helps an event planner to support team members so they can easily manage this event to smoothly run toward success of their event. It is important for planners to assign a person or a team for human resource management. As commented by Dirani et al. (2020), there are a number of specific aspects human resource planning brings to event planners. Having a person or a team with good human resource professional skills help to create accurate job descriptions and recruit employees for their alumni meet or graduation ceremony. Human resource planning helps to assign a particular role to particular people who can easily complete assigned tasks. Human resources properly guide people to complete their work so that there is no issue in alumni meet and graduation ceremony. Furthermore, identifying a worker’s performance consistency is important, which helps them avoid delay in their event planning. At the alumni meet and graduation ceremony a huge number of people are going to gather. Human resource planners are responsible to watch where all workers are doing their job properly. Moreover, any employee needs any help in their job, human resources are responsible to provide proper guidance so they can provide a proper alumni meet and graduation ceremony to people who are going to attend.
Logistics and travel management
Event logistics is the planning and management of technical and logistical support that are needed to properly execute an event. While logistics management it is important for event planners to look into some elements. In the views of Agalianos et al.(2020), elements like venue, catering, merchandise, transportation and presentation technology are included in logistics. Choosing a venue is the first part in event planning. While choosing a venue, event planners need to consider some factors like location, security, capacity, attendance level, indoor and outdoor space and budget for venue. At alumni meet and graduation ceremony a huge number of students and families are going to gather. Therefore, venue locations need to be big so attendance can feel comfortable. Alumni meets and graduation ceremony where people gather for a certain period of time. At this particular time they need food and drinks. Using good catering services, event planners provide meals to attendees. Transportation services come under logistics management. Attendees, institution staff and students need any transportation to reach venue. Event planner is required to provide a proper transportation service to these people. An event planner is required to give better presentation technology. Using hardware and software tool event planners provide a better experience to speakers and attendees. Presentation technology includes projectors, laptops, microphone, screens, video equipment, clickers and stage.
Budget planning
Creating a budget for alumni meet and graduation ceremony event planners need some necessary steps to follow. As mentioned by Yadav et al. (2019), first thing to create a budget a planner needs to identify which type of event they are going to organise. An event always depends on resources that are allocated for event. While creating budget planners look at previous alumni meet and graduation ceremony data or information which can help them to estimate a budget that is required for this event. Researching about alumni meet and graduation meet, taking information about how competitors organise these events and amount they charge for this ceremony help to estimate their budget. Before creating a budget, having knowledge about venue, components that are needed, marketing activities and logistics help event planners to create a proper budget for their alumni meet and graduation ceremony.
Risk forecasting
Risk management or risk forecasting is a process to avoid risk that event planners could face during organising alumni meet and graduation ceremony. As stated by Wang et al. (2019), planning alumni meet and graduation ceremony risks that event planners face are alcohol, minor, off campus transportation, number of attendees, sale of any items, amplified sound and fire. In order to avoid this type of risk an event planner should identify activities that can cause and take actions toward these risks. Forecasting risks beforehand helps event planners to plan properly to organise a good alumni meet and graduation ceremony for an institute.
Sustainable planning for ceremony
Sustainable event planning is a set of tools and processes and procedures that event planners use to make events better. As commented by Wickham et al. (2021), there are many ways to make this alumni meet and graduation ceremony even better. Providing a proper waste management system in the venue where alumni meet and graduation ceremonies take place. Event is going to be dirty with food, empty water bottles and many more. Therefore, waste management system is required to make venue clean and clear. Another way to make event planning sustainable is to provide transportation for alumni meet and graduation ceremonies. Therefore, students, staffs and families easily reach venue.
Observing the ceremony and evaluation plan
The last step for event planners while organising any event is monitoring and evaluating plans that help planners to successfully organise this alumni meet and graduation ceremony. In the views of BRANDINI et al. (2019), in this period planner needs work with his human resource team to manage workers to work properly to successively organise this event. Through monitoring, event planners can take last moment changes if needed. Monitoring assists event planners to avoid any mistake they made during planning. In this time planners execute all their planning they make throughout time period they get for event organising.
Conclusion
From the above study, it has been acknowledged that small and big event planning is not easy for event planners. Event planning and executing them are many steps taken by an event planner to smoothly organise alumni meet or graduation ceremony. Event planning activities like marketing management, logistics management, budgeting, maintaining sustainability and monitoring and evaluating plans are necessary to get success to organise alumni meet and graduation ceremonies. In order to organise alumni meet and graduation ceremony, event planners are responsible to provide these activities to achieve their goal toward this event and make profit by organising this event. Successfully organising events help them to get new event organising opportunities and help event planners to grow their business. Business growth becomes possible through application of budget according to business objectives.
References
Agalianos, K., Ponis, S.T., Aretoulaki, E., Plakas, G. and Efthymiou, O., (2020). Discrete event simulation and digital twins: review and challenges for logistics. Procedia Manufacturing, 51, pp.1636-1641.
BOYRAZ, E.Z., (2021). Sinop Rüştiye School: The graduation ceremony of 1882 as reflected in the press. Turkish History Education Journal, 10(1), pp.55-71.
BRANDINI, C., PERNA, M., TADDEI, S., BONINSEGNI, G. and CIPRIANI, L.E., (2019). Monitoring, risk forecasting and coastal planning in the Region of Tuscany. FASCICOLO ABSTRACT, p.13.
Dirani, K.M., Abadi, M., Alizadeh, A., Barhate, B., Garza, R.C., Gunasekara, N., Ibrahim, G. and Majzun, Z., (2020). Leadership competencies and the essential role of human resource development in times of crisis: a response to Covid-19 pandemic. Human Resource Development International, 23(4), pp.380-394.
Farboodi, M., Jarosch, G. and Shimer, R.,(2021). Internal and external effects of social distancing in a pandemic. Journal of Economic Theory, 196, p.105293.
Mata, M.N., Sohail, M., Haider, S.A., Martins, J.M., Sheraz, F., Rita, J.X., Dantas, R.M. and Correia, A.B., (2021). THE RELATIONSHIP BETWEEN TIME MANAGEMENT, WORK STRESS AND WORK PERFORMANCE-A QUANTITATIVE STUDY IN PORTUGAL. Academy of Strategic Management Journal, 20, pp.1-11.
Nunkoo, R., Ribeiro, M.A., Sunnassee, V. and Gursoy, D., (2018). Public trust in mega event planning institutions: The role of knowledge, transparency and corruption. Tourism Management, 66, pp.155-166.
Wang, C., Hou, J., Miller, D., Brown, I. and Jiang, Y., (2019). Flood risk management in sponge cities: The role of integrated simulation and 3D visualization. International Journal of Disaster Risk Reduction, 39, p.101139.
Yadav, D.S.M., Wakode, D.R. and Kumar, D.S., (2019). Budget planning for youthful dental specialists. International Journal of Current Research in Life Sciences, 8(01), pp.3031-3034.
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