Event Planning

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The aim for this assignment is to organise an outside event on behalf of a client and it will look at some important factors of the event such as the location, the number of guests it will be accommodating, special requirements, the menu, date and time for the event, staffing and their responsibilities and most of all the health and safety of the guests and the staff. Before the event is underway I will have to find out what the clients requirement are. This will help on what skills I will need to improve on during the event According to shone and parry they suggest that “planning is vital to a successful is an event” what they are trying to say is planning process itself is the real key to what will happen so preparation and planning are the key element to a successful event. Sometime planning may come with its own difficulty like finding people to do the job. Shone and parry suggest that “group size does vary the larger the group the more difficult it may be to achieve an integrated approach” event so with a small group there are many other problem, but the best solution is to get people to work together. Factors which can be considered when planning an event.

No matter how much you plan, a few unexpected problems may arise and you might discover that you have a few last-minute details to resolve. The only thing you can do is prepare for the unexpected. Make sure you have at your fingertips the tools to solve any problems that may occur. In order to solve unwanted problems is to have contingency funds built into your event budget to pay for those unexpected expenses. Another most important factor to consider is the weather. Tenting is needed to protect the guests from the sun or rain. Heating may be necessary if the weather changes. Tenting will offer protection from the elements, but if it is snowing outside, it is difficult to make the tent feel like another room in your house. In our climate, each season dictates different requirement. But also I will have to consider if I could negorsiate with the place owner see if they could offer there place for free and help us save money which is going toward the charity fundraise. What the event is about

The event will be based on a children dance festive which will help raise money for children with learning disability needs and all the money that will be raised on the day goes to home to help with some important equipment’s needed. The reason for this theme is I thought it will be very entertaining and exciting to watch and guest might be willing and kind to donate more toward the funds. I picked this event as I think that the charity deals with a huge part of the world today where children are being neglected and not being giving the equal opportunities that we take for granted. This issue is not overly addressed to any one person and it would be a good charity to bring up and explain to people how much help there is needed in countries besides their own and with the coming of together shows how much they care and are willing to help out and even if it’s a small group of people there money goes a long way. There will be a welcome speech from our client we are organising the event for and I will be giving a brief welcome speech to thank the entire guest that is attending the event and there support in helping it raise money. What this event is intended to celebrate, to entertain and to fund raise Budget

A budget is the most important thing in order for an event to run to plan and smooth. However, as Bowdin et al (2004) suggest that “budgets are of particular importance to the management of event because most aspects of the event need payment before the revenue is obtained” so basically cash flow needs special attention and funding or sponsorship bodies need a budget of the event before they will commit their resources. A good financial control is important aspects of the event management process even if we are organising a small personal event because...
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