Assignment

Of
Management Practices &
Organization Behaviour

Submitted to: Submitted by:

Ms. Malika Rani Amit Sharma
Richa Jha
 Book Fair
In City
Jalandhar Book Fair
 Introduction
Book fair is basically fair organized by publishers or booksellers to promote the sale
of books. It is the bazaar at which books are sold or auctioned off in order to raise
funds for a worthy cause.
An exhibition of books and related material, along with talks by authors and
illustrators, and other events. Also may be a trading centre for the sale of books and
rights and the making of publishing and co publishing arrangements.

There are various steps should be taken to organize a book fair, they are as follows:

Planning: Planning is one of the most important project management and time
management techniques. Planning is preparing a sequence of action steps to achieve
some specific goal. It is thinking before doing. A plan is like a map. When following a
plan, we can always see how much you have progressed towards our project goal and
how far we are from your destination.

Organizing: is the act of rearranging elements following one or more rules.

Anything is commonly considered organized when it looks like everything has a
correct order or placement. But it's only ultimately organized if any element has no
difference on time taken to find it. In that sense, organizing can also be defined as to
place different objects in logical arrangement for better searching.

Staffing: it involves filling, and keeping filled, the positions in the organization
structure. This is done by identifying work-force requirements, inventorying the
people available; and reducing, selecting, placing, promoting, appraising, planning the
careers of, compensating, and training or otherwise developing both candidates and
current jobholders so that tasks are accomplished effectively.

Leading: is influencing people so that they will contribute to the organization and
group goals; it has to do predominantly with the interpersonal aspects of managing.
All managers would agree that their most important problems arise from people-their
desire and attitudes, their behaviour as individuals and in groups-and those effective
people tend to follow those who offer a means of satisfying their own needs, wishes,
and desires.

Controlling: is measuring and correcting individual and organizational performance

to ensure that events conforms to plans. It involves measuring performance against
goals and plans, showing where deviation from standards exist, and helping to correct
deviation from standards. In short, controlling facilitate the accomplishment of plans.
 Planning for Book Fair
First things first – and that is motivation. The entire team has to be highly motivated
to conduct a book fair that will raise a lot of funds. So, the first thing to do is to
evaluate the support system. Starting from authors, volunteers, students, book sellers,
communicators etc. Everyone should visualize the positive results of putting on a
book fair. One way to increase their enthusiasm is to reward them. Put this at the end
of the checklist, but don’t forget to mention it first when you call for a book fair
meeting in the city. So, let’s start with the five important things that are needed to put
together a fun and successful book fair.

1. Choose a Provider: Prepare a book inventory according to category and age group
and place orders for books. The best way is to opt for a scholastic sales consultants
who will take care of providing books for different age groups.

2. Choose the date and duration: Decide on a suitable date for the book fair.
Remember to avoid important schedules and important events and also choose days
near payday. Determine how long the book fair will be held. If the Mayor and the
head of the city agrees, there can be events for grandparents, children and even food
can be served (Organizing for food needs separate planning by itself).

3. Gather the Team: We need to call for volunteers who will be given individual
tasks (which need to be tracked) and reporting hierarchy also needs to be decided.
Parents, grandparents, senior students, family and friends can be of great help here.
Put up signs near the library or school and collage entrance, inform the school and
collage principal about the search . Alternatively, we can ask volunteers to register
through online planning tools. People who are selected as volunteers should be able to
spare a lot of time before and after right after the event. Choose people who are
enthusiastic, trustworthy, patient (they will need to handle a lot of visitors during the
fair) and emphasize the need to stay focused and organized during the event.

4. Schedule the Workload: Chart out the tasks, allowing enough lead time for each
activity. Remember to make time for decorations (hall or garden or library –
depending on venue) and preparing signs, board and book racks. Create a PR group
that will spread word about the event within and outside the city. Check with the
provider whether he will be bringing his team for overseeing sales. Make sure to
organize for snacks, beverages and other goodies to keep the team going. Prepare a
register with names of volunteers, their tasks, reporting time and exit time. Also,
allocate separate trustworthy persons to handle the cash register. One good idea is to
prepare an instruction booklet for volunteers. To handle traffic arrangements and
unruly crowd we definitely need traffic controllers, so, inform them in advance.
5. Advertisement and Promotion: 3-4 weeks before the D day we have to give
advertisement in the local newspapers and promote it in the colleges and schools of
the city.

6. Budget: The budget to organise the fair is one of the very important aspect. The
money which is needed for promotion, place, publishers, food kiosk etc. should be
ascertained in advance. We should hire some finance person for arrangement fund.

7. Plan Ahead and Stay Motivated: Plan early, at least a month in advance, so there
will be enough time to get the volunteer team together and assign tasks according to
their interests. Also, there will be enough time to rethink ideas on titles, banners, etc.
School events can also be organized via planning tools that are available on the
internet.
 Organising the Book Fair
Organising basically means putting the plan into action. Arranging the thing for the
event. For the book fair in the city there are various things which should be taken into
consideration are as follows:

1. Arrange the place: The first thing which should be taken into consideration is
arranging the place. For the book fair in the city we should go for the huge
library or some open place like any field or ground in the city where the fair
should be organized. Have to take the permission of city head to organise the
fair.
2. Contact Publishers: After the arrangement of place the next major work is to
contact the publishers and book stores who want to participate in the fair. We
should take into consideration all the age groups from children to old age and
want to cover most of the area of books from ethics, history, si-fi to magazines
and novels etc.
3. Security: Security is also one of the major concern for conducting any fair.
The local police should be informed to control the crowd and the traffic police
should control the nearby traffic of the fair.
4. Promoters: Advertisement and promotion of the book fair before the its
commencement is also necessary. The fund should be arranged to advertise in
the newspaper and the volunteers should visit the schools and the collages of
the city to promote it. They should explain the advantages of attending these
kind of fairs.

News Paper Article Pamphlets

5. Arrangement of fund: Fund for conducting the fair is one of the major issue.
We contact some media partners and government officials to arrange the funds
for conducting the fair.

6. Food Kiosk: to entertain the people and to make the visitors stay for a long
time we should provide them with fast food and beverages.
 Leading

1. It is to influence the people to achieve the goal or the target. In Book Fair
the supervisors and the volunteers should be motivated, so that the plans
should come in action accordingly. There is the manager and supervisor for
each and every department like finance, marketing, food, etc.

2. As these are the people behind the scene who make any event success. To
keep the people motivated we should give them reward; monetary or non
monetary .
Although these events may not raise money on a large basis, the bottom
line is often prestige and the image building of the area.

3. Dealing with the publishers and the book houses to participate in the fair is
also one of the major task. They should be encouraged to provide more and
more varieties of books to the visitors and for all the age groups.
 Controlling

Controlling is measuring the actual work done and the planned work. And if
there is any deviation then to take a corrective measure to control it.
Controlling are of three type, they are as follows:

1. Feedback control: It is a type of controlling in which the feedback should be

taken from the supervisors, managers, visitors and to implement it further to
make the event success.

2. Feed forward control: It is a type of controlling in which we should ascertain

the future problems in advance and prepare the plans to correct them if they
occurs. Like in book fair if there is more demand for any kind of book,
uncontrollable crowd, traffic jam etc. for all these we have to plan in advance
and if they happen the corrective actions should be taken immediately.

3. Concurrent control: It is a type of control which goes hand in hand with the
event. That is even any problem may occurs it should be solved hand solved
hand in hand while the event. Suppose there is quarrel among the staffs or in
the crowd the security officers would solve the problem at that time only.