Project Report

On
DETAILED STUDY OF A LIVE EVENT, STAGE PRODUCTION
CANVASSING AND CUSTOMIZATION!
Submitted in Partial Fulfilment for the Degree of
Bachelor of Business Administration

S.S. JAIN SUBODH P.G (Autonomous) COLLEGE

JAIPUR (2018-19)

SUBMITTED BY: SUBMITTED TO:

MANAV JAIN DR NANDINI SHARMA
BBA SEM5
 CERTIFICATE

Certified that this project report entitled

DETAILED STUDY OF A LIVE EVENT, STAGE PRODUCTION CANVASSING AND

CUSTOMIZATION! is a record of project work done independently by Mr MANAV JAIN
under my guidance and supervision and that it has not previously formed the basis for the
award of any degree, fellowship or associate ship to his/her.

DR NANDINI SHARMA

S.S.Jain Subodh P.G.(Autonomous)College

Jaipur
 DECLARATION

I hereby declare that this project report entitled

DETAILED STUDY OF A LIVE EVENT, STAGE PRODUCTION CANVASSING AND
CUSTOMIZATION! is a bonafide record of work done by me during the course of summer
project work and that it has not previously formed the basis for the award to me for any
degree/diploma, associate ship, fellowship or other similar title of any other institute/society.

MANAV JAIN
S.S. Jain Subodh P.G.(Autonomous) College
Jaipur
 ACKNOWLEDGEMENT

It is not often in life that you get a chance of appreciating and expressing your feelings in black
and white to thank the people who have been a crucial part of your successes, your
accomplishments, and your being what you are today. I take this opportunity to first of all thank
the Faculty at S.S. Jain Subodh P.G.(Autonomous)College, especially Dr.K.B.Sharma,
Principal, and Dr. Rita Jain for inculcating and instilling in me the knowledge, learning, will-
power, values and the competitiveness and professionalism required by me as a management
student.
I would like to give special thanks to Dr. NANDINI SHARMA for educating me silver lining in
every dark cloud. Her enduring efforts, guidance, patience and enthusiasm have given a sense of
direction and purposefulness to this project and ultimately made it a success.
I express my sincere and heartiest thanks to everyone who has contributed towards the
successful completion of the Project, undertaken by me .

Last but not the least; I would like to thank my family: my parents, for supporting me spiritually
throughout my life.
The errors and inconsistencies remain my own.

MANAV JAIN
Sr. Title Page Number
No.
1 Ch.1 Introduction 8-17
2 Ch.2 Profile of the Company 18-19
3 Ch.3 Research Methodology 20-23
4 Ch.4Analysis and Interpretation 24-32
5 Ch.5 Summary of Findings 33-37
6 References 38
7 Questionnaire 39-45
8 Response’s Graphical 46-55
Representation

Table of Contents

Chapter-1

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 Introduction

“To achieve great things, two things are needed: a plan and not quite enough time.”
~ Leonard Bernstein

What is an Event management?

Event management isprocessof analysing, planning, marketing, producing and evaluating an

event. It is a different way of promoting a product, service or idea. If an event is managed
efficiently and effectively, it can be used as a very powerful promotional tool to launch or
market a product or service. Events Management requires certain core values to be deployed
to every element, process and decision to justify professional approach and achieve effective
and efficient results.

An event can be described as a public assembly for the purpose of celebration, education,
marketing or reunion. Events can be classified on the basis of their size, type and context. An
event can be a social / lifecycle event like a birthday party, engagement, wedding, funeral etc.
or an education and career event like an education fair, job fair, workshop, seminar, debate,
contest, competition etc.

Event management is the application of project management to the creation and

development of large-scale events such as festivals, conferences, ceremonies, weddings,
formal parties, concerts, or conventions. It involves studying the brand, identifying its target
audience, devising the event concept, and coordinating the technical aspects before actually
launching the event.

The events industry now includes events of all sizes from the Olympics down to business
breakfast meetings. Many industries, charitable organizations, and interest groups hold events
in order to market themselves, build business relationships, raise money, or celebrate
achievement.

The process of planning and coordinating the event is usually referred to as event
planning and which can include budgeting, scheduling, site selection, acquiring
necessary permits, coordinating transportation and parking, arranging for speakers or
entertainers, arranging decor, event security, catering, coordinating with third party vendors,

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and emergency plans. Each event is different in its nature so process of planning & execution
of each event differs on basis of type of event.

Marketing Research in Event Planning

Before organizing an event, find out whether there is a market (i.e. audience) for your
intended event or not. For e.g. you want to organize a fashion show in Oman. If people there
have little or no interest in fashion shows, then it is not a good idea to organize such event
there. The event will fail for sure.

If there is a market for your intended event, then do market analysis. Market Analysis means
finding information about your target audience. Find out who are your target audience i.e.
there age group, sex, qualification, profession, knowledge level, income, status, likings,
disliking, personality, customs, traditions, religion, lifestyle etc.
Knowing your target audience's customs, traditions and religion is very important so that we
don’t hurt there customs and religion unknowingly through our event. For e.g. if you organize
a Hindu wedding and serve beef there, then u will be in mortal danger as cow is considered as
a sacred animal in Hindu religion. Similarly serving pork in a Muslim function can bring
havoc. Find out where majority of your target audience live so that you can direct your
marketing efforts towards them.

Why there is Need to for Event Planning?

Why' means, why you want to organize the event i.e. event objective.
What do you want to get from the event? For eg: do you want to organize the event to
enhance your company's brand image, to increase company's sales, to promote your client's
products/services or to promote a social cause etc.
Defining event objectives at the very start of event planning is very important as it gives you
the direction in which you should proceed to accomplish your objectives. Organizing an
event without clear objectives is a huge waste of both time and resources.

What
'What' means what you are going to do in the event i.e. what will be the:
Event Name
What will be the name of the event? For eg: Jaipur Youth Festival

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Food and Beverage Menu
It contains the list of food items and beverages you will serve during the event to guests and
target audience. Always consult a caterer while deciding your food and beverage menu as he
knows the best which wine is served with a particular course (i.e. meal).

Keep event theme, preferences and religion of target audience and guests in mind while
deciding the menu. If majority of your target audience are vegetarian, then it is not a good
idea to serve non-veg in the event. Similarly if majority of your guests are very health
conscious then there should also be some low calories food items in your menu. You don't
want them to go back with an empty stomach.

Also keep climatic conditions into account. Don't serve out of season food items and
beverages. Like serving ice cream/cold drink in winter, food (like spicy food) that provides
warmth during summer or food that provides coolness during winter.

Event Profile
What the event is all about? For eg: This event is an International exhibition on new models
of Cars and its accessories

Guests Profile

Who will be your chief guest and other guests? Your guest list must include organizers,
sponsors, partners, clients and specially media people. Use your imagination to create good
titles to woo your guests. Like 'Guest of honor', star guest etc. Never give special treatment to
one particular guest or guests' group.

Event Theme
Theme means subject. An event can be based on a particular theme like :hollywood,
hawaaian, egyptian, balloon, clock, red, white etc. Theme based events are generally parties
or wedding. Like we can have party based on flowers theme. Such type of parties are known
as theme parties. In a theme party, everything from dress code, decoration, games, music,
gifts, favors to food and beverages are based on a particular theme.

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Service Providers
Who will be your service providers? Any professional providing any type of service in lieu of
money is a service provider. For e.g.: DJ, anchor, florist, videographer, photographer, make-
up artist, performers, decorator, models, technicians, usher etc.

Obligations
These are the compulsions on the guests like dress code or the knowledge of salsa dance.

Type of Entry
Decide how will be the entry. Entry will be by ticket, pass or through invitation only.

Favors

These are the gifts given to guests. We can give gifts to guests when they enter a party, when
they win a game or when they leave the party.

Entry fees

What will be the entry fees? If you are going to charge entry fees, then be prepared to pay
entertainment tax. Your entry fees should be according to your target audience's status. If you
overcharge you won’t get any audience.

Event Highlights

These are those activities which you do to catch your target audience and media's attention.
Like inauguration of your fashion show by Tom Cruise, performance by Latin singer Shakira
or display of the world most expensive car etc.

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Promotional Campaign

How you are going to promote your event, organizers, sponsors, partners and clients pre-
event, at-event and post-event.

Programme Menu

It is the list of various activities that will occur as a part of the event. Sample Programme
Menu of a Conference.

Event Budget

To determine your event budget find out what will be the cost for producing and marketing
the event. To determine production cost, create a list of logistics used in the event and then
sum up there hiring/usage cost. You can determine marketing cost on the basis of historical
data like past advertising expenditure for same or similar events.If you are a first timer, then
take help from an ad agency. On the basis of production and marketing cost, determine your
operating cost (i.e. cost to run the business). On the basis of operating cost decide your own
fees and the staff salary.

If you are organizing event for a client, then the client will bear the production and marketing
cost of the event. If you are organizing your own event then you will bear the production and
marketing cost. As an event manager, you must be able to recover your production,
marketing and operating costs plus you must be able to make considerable profit also.
Developing event budget and managing cash flow pre-event, at-event and post event is quite
difficult and requires help from an experienced professional. Better leave this job to an
Accountant if you are organizing

When
When you are going to organize the event (i.e. date and time)? Keep following things in mind
while selecting date and time for the event:

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1) Select date and time according to target audience convenience and availability. For e.g.:
don't organize events during work days, examination days or festival times. The best time to
organize events is during weekends like Saturday or Sunday.

2) Make sure that your event's date and time, don't clash with other event's date and time
specially bigger event's date and time. For e.g.: it is not a good idea to organize your music
concert on a day when there is Bon Jovi concert.

3) Keep climatic conditions into mind while selecting date and time for your event. It can be
disastrous to organize event outdoor on a day when the weather is stormy or heavy rain is
expected. Here you can take help of your own experience if you are familiar with the climatic
conditions of the region where you intend to organize the event or you can take the help of
the meteorological department for the weather forecast. Find out how the weather will be on
the day of your event.
 

Where
Where you are going to organize the event (i.e. venue)? Check out the venue selection tips.
 

Who
Who will be your organizers, sponsors, partners, clients and target audience? How many
target audience you are expecting to visit the event and why? You must have very good
reason to this 'Why' as you will have to convince your prospective organizers and sponsors
that why particular number of people will attend the event.

How
How exactly are you going to market and produce the event.

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Event Marketing

Steps involved in creating a promotional campaign for your event

Note: Before creating a promotional campaign get the basic idea of some business and
marketing terms.

Step 1: Setup advertising objectives.

Why you want to advertise? What is your objective of advertising? What do you want to get
through advertising? For e.g

- You want to advertise to create awareness about your event.

- You want to advertise to get sponsors and clients for your events

- You want to advertise to thank you your sponsors and clients.

Step 2: Decide your promotional Activities

How you are going to promote your event company, your organizers, your sponsors, your
clients and your partners, pre-event, at-event and post-event. Before I go any further, let's get
an idea of what is media and what is media vehicle.

Media refers to various means of communications.

 Broadly speaking there are five categories of media: Print, Electronic, outdoor, Transit and
Miscellaneous media. Print media includes: newspapers, magazines, press releases, tickets,
passes, invitations, banners, posters etc. Electronic media includes TV, Radio, Internet,
Telephone, electronic signage etc. Outdoor Media includes Hoardings, Billboards, and
Balloons etc. Transit Media includes promotion through cars, cabs, buses, trucks, trains,
planes etc. Miscellaneous media includes everything else like: events, word of mouth
publicity etc.

Media vehicle is a specific medium. 

For e.g. if 'Internet' is media, then MySpace, Facebook, Twitter, Google, Yahoo etc are media
vehicles. If 'TV' is a media, then specific TV program like 'Celebrity Apprentice' is a media

13
vehicle. Similarly if magazine is a media, then specific magazine say 'playboy' is a media

vehicle.
 

Steps Involved in Producing an Event

Step 1: Do event analysis.
Step 2: Prepare an event plan.
Step 3: Discuss your event plan with other people to know there opinions and suggestions.
Step 4: Get organizers, sponsors, partners and clients for your event.
Step 5: Prepare an event calendar

An event calendar is an ordered list of activities which are needed to be executed in order to
produce and market the event. These activities are of three types: pre-event, at-event and
post-event activities.
 

Steps involved in preparing an event calendar

Step 1: Create a list of pre-event, at-event and post event activities.
Step 2: Set deadlines for each event activity.
Step 3: Assign event activities to individual team members.

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Event production means providing comprehensive consultation and support for all types of
events, offering each client a completely customized service, tailored to his needs. The event
producer puts his professionalism at the service of events such as weddings, corporate
meetings, gala dinners, identifying the message to be conveyed, the concept and the image to
focus on, planning the logistics and technical aspects: budget, locations, vendors, equipment
and any other possible additional service.

Contacting an event producer means being sure that every event takes shape just as the
customer wishes, answering accurately to all their needs: the event producer, in fact, does not
just provide an established style and tone to which the event must conform; instead he
proposes different solutions for each customer.

For maximum customization, the event producer is also willing to cooperate with new and
different professionals, in support of his team. Each project is treated as a special case, to be
realized by deploying new ideas, without putting limits to the means to be used and the
people to cooperate with, having the sole purpose of obtaining the best possible result.

The benefits of taking advantage of an event production service are various: a successful

event is a great marketing tool for companies, a way to retain customers and make new ones,
not to mention the crucial importance of a perfectly organized wedding reception.

The Beginning of a Live Event- Jaipur Youth Festival

Whatever we see in any event is what comes on stage but how much of efforts, planning and
hard work is there behind the curtain of the stage is only known by the organiser and the team
working for it from a long time. In this paper I will be studying those aspects of an event by
doing a detailed study of an event and its production aspect related to stage canvassing and
customization and what kind of innovation is there in that particular event.
An event starts from the basic element of deciding what a person or organisation wants to do
and how to do i.e. planning. First of all planning is done about the event what kind of event
has to be done. Then the committee for planning the event decides what all work has to be

15
done and accordingly team is arranged. Some people go for volunteering concept some
decide to hire a professional event company. This team is divided further according to the
department in which work has to be done for the event. Some common sort of works in event
are core planning, marketing, this marketing can again be divided in different categories such
as sponsorship arrangement where funds for the event are arranged other team do marketing
in respect to attract the targeted audience for the event. Then there is a team for the
production purpose which takes care of stage setting and all the décor work required in the
event. These teams and more teams like this cumulatively work in making an event
successful.

I will be doing a study on a prominent event happening in city of Jaipur from last 3 years
named as Jaipur Youth Festival hereinafter referred as JYF. Jaipur Youth festival is collective
effort put in by young minds that thrive to achieve young indulgence in advancement of our
nation. This event is completely towards providing a platform to youth to come and express
his/her talent or his/her voice. A dialogue is organised in this event with a major agenda for
every year under which sub agendas are there on which experts from every field come and
discuss on the issues prevailing in the country or internationally relating them to the situation
in India. This platform is not just for listening to those experts here the audience also have
complete freedom in presenting their views on the issue, favour the speaker if he agrees or
show their dissent also with a proper rationale. Other than this forum there is a talent hunt
organised in which different activities are organised relating to music, robotics, art, poetry,
etc. with an exciting cash prize. USP and tagline of Jaipur Youth Festival is “By the Youth,
For the Youth, and To the Youth.”

Now if we look towards the hierarchy of Jaipur Youth Festival in regard to its team there are
founder and director, then there is a group of influential people from all over the country
forming the Advisory Board of event, then a group of influential people from the city of
Jaipur forming the Executive Board, then there is a team of organising committee formed
from the volunteers and below them all other volunteers work.

So the planning committee plans and formulates a working for the next season of the event
and then a conference is conducted with advisory board and executive board to get their
suggestions on the planning. In the meeting they also decide the type of pre events to be
organised for the promotion and awareness among the people for the event.

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After that an open volunteering program is opened for the youth of city to come and provide
their services in the event. With that team pre events are organised.

In this way the working of event goes towards execution of main event.

Research Question:

I would like to find out the type of working in an event planning and its execution.

Summarising whole introduction we can say a lot of efforts are required while organising an
event and if we look at Jaipur Youth Festival it is an event completely organised by students
from planning to arrange sponsorship to final execution of event. So there comes a greater
responsibility on organisers to mentor that youth in proper manner and execute the event.

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 Chapter-2

Profile of the Company

Moonstruck Entertainment Pvt. Ltd. is an innovative film production house cum advertising
agency, having good experience in entertainment industry. It’s a start up venture by
experienced media professionals of related field. Our Mission is to deliver effectual and
captivating world class Product with an underlined intention to lend a hand to corporate client
and Independent Film-makers.

• Variation of Creative energies.

• Value addition through solid conceptualization.

• Analytical approach towards project.

• Team spirit to handle challenging situations.

• Generation of prudent strategies.

• Unmatched expertise and potential.

• Best possible quality with incomparable value.

• Creation of win-win situations.

Moonstruck is a group of TV and Film professionals. • We have been produced a fiction tv

serial for Zee Network (Zee Marudhra).

• We are very professionals & smart graphic designers. Who understand what our client want.

• We are experts in audio/video production.

• Our professionals are trained and certified from Mumbai and Delhi.

• We believe in utilizing the most advanced and latest technologies.

• We have experience working for TV channels and reputable brands.

• Our creative team particularly works on client requirements while churning out the best
concepts.

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Moonstruck Entertainment Pvt. Ltd is also simultaneously promoting & online distributing a
diverse short films and documentaries which embrace culture, faith and philosophies.
Moonstruck Entertainment Pvt. Ltd believes in collaborative approach and is well connected
with reputed film makers, senior industry experts and with international and domestic
production houses. Moonstruck Entertainment Pvt. Ltd has a community of more than 1,000
media & entertainment professionals. In addition we have network of 50,000 including nearly
5,000 Social media network.

• Moonstruck is a team of experienced media professionals.

• We are already players of the entertainment industry.

• We have already experience of Daily Soap Production.

• We give you the best possible quality for your targeted budget.

• We utilize the most advanced and latest technologies.

• A great idea can only be conceived by experienced minds and you will find them here.

• We believe in cracking the greatest of opportunities.

• Its an innovative production company to shape up your imaginations.

• We are reliable because we already have good brand clients.

• We have tie ups with most of the TV channels for telecasting.

• We understand client requirements because our expert know-how.

• We strike the perfect balance between budget and quality.

• We offer a one stop media solution destination.

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 Chapter 3

Research Methodology

Literature Review

Literature on Topic:

While observing the live event for my research I indulged with some people to know more
about the event from them personally and got their reviews on the same.

While interacting with the Patron of JYF Padma ShriMr.NarendraKohlihe stated that, “These
young girls and boys at Jaipur Youth Festival, the next generation, to whom you all say
‘Youth’, I speak them as ‘YUVA’. Here I saw them watching the session with full interest
and responding back. So this gives us assurance towards the future of India.

While interacting with one of the speaker at JYF Mrs. Monika Arora, Advocate Supreme
Court, she expressed her views by saying “JYF is a great with a great concept with a huge
crowd support. I will feel pleasured to be with this event always with these emerging youth
who are the future of our country.

Literature on Method:

The empirical study can be seen as a more organized manner of demanding–and testing–a

question. Conjecture, opinion, legitimate argument or something that belongs to the
metaphysical or abstract domain are also valid methods of information finding. However,
empiricism is rooted in the "true globe" of our senses ' observations.1

Objective:

 Learning Technicalities of Event Management

 Measurable quantitatively i.e. through numbers.

 Studying agreed / achievable goals by organisers and those assigned the tasks.
 Relevant to the overall aims of the event.
 Timed within the event schedule.
 Team Management
1
https://explorable.com/empirical-research

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Methodology:

Methodology used by me for research in this paper is Empirical method of research.

Empirical research is defined as any research where conclusions of the study are strictly
drawn from concretely empirical evidence, and therefore “verifiable” evidence. Empirical
refers to collection of data by the way of observation or experience.

It will be necessary to analyse the data collected from these. It is also possible to analyse
empirical evidence both quantitatively and qualitatively. Using this, I can answer empirical
questions that, with the findings he has, must be clearly defined and answered. The type of
research design used will vary depending on the area it will be used in.

I attended the event Jaipur Youth Festival and observed their working and collected the data
by having various talks with organisers and volunteers.

Data is basically concerned with stage production, number of volunteers, sponsorships, etc. It
is targeted towards the number of audience expected by the organisers. Kind of data

The data can be divided into two categories:

1. Qualitative Data
2. Quantitative Data

Qualitative Data will cater with the quality of the data and the targets in how much quality
they were achieved.

Quantitative Data will be the data based on quantity or which can be counted as figures. The
quantitative data can be further divided into other two categories:

a) Primary Data: Primary data will be concerned with the data which the volunteers
of Jaipur Youth Festival collected through surveys, field work. It included the
collection of data from rural areas and slum areas, doing works on the advice of
advisory board and executive committee.
b) Secondary Data: Secondary Data will be catering the data collected from the
secondary sources for the promotion of event and making it reach to a large
amount of public which was done through finding out the email addresses for
various schools and colleges through internet. Data of firms for sponsorship

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 purposes through secondary sources. Getting information through friends, social
groups etc.

Statement of Limitation:

As the whole team was of less experienced volunteers in the field of event management it
was difficult for them to deal with the situations which a professional can deal easily so the
alternative could have been with the organisers was that initially the planning should have
done with some experts and professionals and the later stage work should have given to the
young volunteers.

This research is going to analyse the whole event planning and how the execution of event
happens. It will generate an idea in the mind of I about how to plan any event what all things
has to be kept in mind and what should not be done while planning. It is a right saying that
we learn from other’s mistakes. But a person should also learn from their right works.

Research procedures

Theme of Jaipur Youth Festival 2018 was- We the People of India: In a Trap. This year’s
event was four days event from 31st August, 2018 to 3rd September, 2018 at KasturiBagh,
Jagatpura. As mentioned earlier the whole team of volunteers working in Jaipur Youth
Festival is comprised of young minds. These volunteers are called through online
applications and interviewed. Then a roadmap is prepared about finding the issues in the
society by going to village areas, chawls, etc. and from there the idea came of We the People
of India: In a Trap. Workshop for volunteers was organised where these issues were
discussed and agendas for different sessions were designed. A team of advisory board was
also made from all over the countries in which influential people of the society were there
from media, education, film industry, etc. and an executive committee was made comprising
of some influential people of Jaipur. A meeting was organised at Hotel Bella Casa, Jaipur in
which advisory board, executive committee and the team of volunteers were there, volunteers
gave the presentation on planning of event in front of board and committee on which they
provided some of their ideas and critical comment. In the conclusion of meeting dates for
promotional events, strategies and next meeting was decided.

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23
 Chapter 4

Analysis and Interpretation

Collection procedure for data of Jaipur Youth Festival was done through direct observations
by interacting with the people of slum areas and rural areas. Volunteers learned about the
problems they are facing, what all social stigmas are running in the society. There were a lot
of things happening which we considered as normal in urban areas but it was a ray of hope
and development if happened in the slum and rural areas. From there the agendas were
decided for the sessions and were planned accordingly. A questionnaire was prepared for the
schools and colleges as well while visiting them for the delegation it was made filled by the
authority and got the feedback on the sessions conducted by the volunteers and got an instant
idea about the participation Jaipur Youth Festival can get through them. Internship programs
were also run by the organisers of Jaipur Youth Festival for the students who wanted to learn
about the working of an event, how to manage it, etc. In this program around 50 students
enrolled and 30 out of them were selected after the interview and were divided with the team
of volunteers working for the event. The main focus for attracting the youth was from schools
and colleges. Through flash mobs and pre events around the city a lot of youth was attracted
with the working and registered them as a delegate in the festival.

Major amount of delegation was from Poornima University, JECRC University, SRN School,
Edmund’s School and Parishkar College. Students from these institutions participated with a
great zeal and enthusiasm which can show the qualitative side of data.

As per the targeted audience the organisers had to select the venue as well so the targeted
audience was around 5000. Also after the whole research it was observed by the volunteers
that a lot of youth is there who has the talent but doesn’t get the right platform to present it.
So other than the discussion forum a different genre was added to Jaipur Youth Festival by
introducing talent hunt activities which included photography (camera and mobile both),
Poster Making, Rock Band Competition, Singing Competition, Robotics, Poetry Reciting and
many more. So considering these activities as well a particular plan was prepared for the
requirement of the venue, list of speakers and judges who should come was also made and
details about their contact was started making.

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Selection and access:-

The data collected from all the surveys and field work was analysed and a hierarchy of posts
were created as follows from Up to Down:

 A Patron & A Brand Ambassador

 An Advisory Board
 An Executive Board
 Founder and Director
 Convenor and Co-Convenors
 Organising Committee
 Team Leaders
 Volunteers

PadmshreeNarendraKohliJi is Patron of Jaipur Youth Festival and Princess DiyaKumari from

Jaipur Royal Family was made Brand Ambassador for the event.

A group of influential people from all over the country was made as advisory board. These
people were from media, education field, Bollywood, business industry etc.

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Similarly A group of influential people from Jaipur was made as executive board.

As per their guidance the team of volunteers worked. Volunteers were selected on the basis of
interview conducted by directors and convenors.

Organising committee after completing the research and surveys prepared a presentation
under the guidance of convenors, which was presented in front of advisory board, executive
board and directors. A full day meeting was organised and there after every presentation they
all provided their suggestions, ideas and changes in the working as per their expertise.

A list was prepared by the organising committee for the prospective speakers who can come
as guests for taking the session. This list was presented to the advisory board and they as per
their connections agreed upon some names to provide details of them and the team can
contact to those esteemed speakers.

After the suggestions of the board the team started working accordingly and volunteers with
good communication skills were put under the one of the convenor to contact the speakers
and finalise them for the event.

The selection of venue was as per the number of gathering expected and the cost of
conducting event over there was considered. According to which proposal for 2-3 venues was
designed and put of them KasturiBagh, Jagatpura Jaipur was decided for the event.

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Human Subjects Review

Jaipur Youth Festival is event registered under Moonstruck Entertainment Pvt. Ltd. Company
and it is also registered as NGO under Jaipur Youth Foundation. All the rights are protected
under the foundation and all the transactions in favour of or for the foundation is done under
PayTM Payment Gateway.

All the volunteers, people working and participants during the whole event were having their
Identity Cards and they were not allowed to enter the venue premises without it. A proper
procedure was to be followed to be a part of Jaipur Youth Festival through website
(www.jaipuryouthfestival.org) you are supposed to register. This all procedural things lead to
the increase of authenticity of the event.

Ethics Statement

A personal statement of ethics is an example of a statement that is used as a written

representation of who the person is in relation to his or her beliefs. It serves as a
reflection of an individual's character and qualities relevant to the morals with which he
or she grew up. If you know yourself well and are confident in giving details about your

27
philosophies, opinions and beliefs, then developing your own personal statement of
ethics will be easy for you.

Ethics Statement for Jaipur Youth Festival is to equip youth in making better choices as an
individual and as a part of our society. JYF work as a catalyst to provide a platform to the
thoughts, beliefs and dreams of the young ones. JYF’s motive is to make our youth envision
and strive for an empowered society by making them actively work through every minor
obstacle.

Jaipur Youth Festival envision a better tomorrow for our coming generations by making them
fearless passionate, learned and technically equipped along with holding onto cultural and
social values and be a part in making of a empowered and resilient society.

Cost and Funding:

No event can be done without the resources and those resources can be only catered
through the sponsors. Jaipur Youth Festival’s marketing team dug out the details of the
leading firms in the market and approached them for sponsoring the events. Also some
local firms of Jaipur were targeted for providing their services to JYF. Initially it was

28
bit difficult to arrange funds but after sometime people started understanding the
concept and agreed to fund the event. Youth Ministry was also approached for
providing some funds. After applying all these strategies following firms came as
partner in Jaipur Youth Festival:

 Hindustan Petroleum Corporate Limited

 Nehru Yuva Kendra Sanghthan(NYKS)
 Rajasthan Youth Board
 Eternal Hospital (EHCC)
 94.3 FM
 Ola
 Book My Show
 Vertex Plus
 1st India News
 Riya Creations
 8 Steps
 NS Publicity Agency
And many more contributions were there.

29
Total Fund received was 25 lakh out of which 5 lakh was sponsored by NYKS, 10 Lakh
by HPCL, 2 Lakhs by Rajasthan Yuva Board, EHCC provided their health services
ambulances near the venue and an amount of 1 lakh rupees, 94.3 FM was sponsor in
kind and broadcasted the event through their radio channel, similarly 1 st India News also
was a news partner and provided an amount of one lakh fifty thousand as funds, Ola
gave their taxi services for the event, Vertex Plus handled the social media and website
management, Bookmyshow provided the services for registration of delegates and
participants through their portal, Riya Creations provided the services for all the
logistics and printing services, 8 steps conducted the flash mobs in pre events and
provided funds of 50000/- , NS Publicity Agency funded the event with 5 lakh rupees
and advertising services.

Cost was incurred on following departments:

Venue- 8 Lakh

Lodging and boarding- 50 thousand

Food- 3 lakh

Security- 50 Thousand (Including 10 Bouncers, 15 walky talkies, Entrance Security Machine

etc.)

30
Production&Tent work- 2 Lakh

Hospitality- 2 Lakh

Stationary- 5000/-

Misc.expenses-15000/-

Volunteers and Interns Stipend- 50 thousand

Branding&Marketing- 80000/-

Celebrity(Evening Show) - 250000/-

After all the costs settlement the event was in profit of 500000/- which shows the efficient
management of funds.

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 Chapter 5

Summary of Findings

Preliminary Data:

The idea of Jaipur Youth Festival came through a normal tea talk in 2016 where the founders
of JYF were having discussion that they should also do something for the today’s youth to
provide them a platform for expressing their opinions. For which an internship program was
started and in that around 20 volunteers registered themselves and they were sent to various
places in form of teams to generate survey on the current issues of the society. After the
survey it was decided that a forum has to be organised on the dates of 13th August 2016 - 14th
August 2016where around 20-25 speakers were there which had deliberations with 100
students of the city on the theme of Youth Politics: Boon or Bane. Initially it was Jaipur
Youth Forum as there was no other activity other than the forum to justify the name Festival.
After that core team for season 2 of JYF was formed from those 20 volunteers out of whom
12 came and formulated the planning for 2017 and introduced the angle of talent hunt
activities and morning evening shows. Registration for volunteers was also open and with the
strength of 75 volunteers all the execution of event was done. Season 2 was from 27 th October
2017 to 29th October 2017. In Season 2017 around 50 Speakers were there and the targeted
audience was 1000 delegations but as the event is at initial stage only so the gathering was
approximately 650 delegations and 50 guests were there. The theme for 2017 was on
National Security.

After the completion of Jaipur Youth Festival 2017. After 2 months Directors
AnuragSaxena&Kartikey Singh Akhawat analysed the working of volunteers and out of them

32
a team of 12 volunteers was formulated as a core committee whose work was to analyse the
last season and accordingly plan for the next one. This core committee was divided amongst
4 departments Delegation, Marketing, Activities & Workshop, and Sponsorship. After doing
all the research on these departments team came out of various ideas to be implemented and
created a presentation for it. These presentations were done in the presence of advisory board
and executive committee, the board and committee listened to all the presentations and gave
their suggestions for the event. It was decided that targeted audience was 3500 delegation, 8
activities, 4 workshops, an open mic and around 100 volunteers’ team has to be arranged.
These volunteers were called through online registration and a workshop for them was

conducted and divided into the departments. The team for delegation prepared the list of
schools and colleges and divided it into a group of two schools and two colleges in team of 2
volunteers, they met the administration and conducted sessions with students and informed
them about the event and tried to get as much as delegation as possible to attain the target of
the number of audience to gather. The work for marketing was being done on two to three
aspects, one was through social media campaigns, and another way was by conducting some
pre events at different popular locations of the city. Through print and electronic media
advertisements were generated and circulated. In pre events various cafes and malls were
chosen and activities like flash mobs, band performances were organised to gather public and
send the word in the market about the event. The event was planned from 31 st August, 2018
to 3rd September, 2018. Volunteers for production work designed the stage and event decor
which was done through tent houses.

Evidence of Importance:

Working continuously, efficiently and effectively leads to a successful journey of an event.

Team of 100 volunteers was divided into various departments as per their comfort of working
effectively. These volunteers worked for around 4 hours a day initially then when the event
came closer it increased to 6-8 hours a day. These volunteers done the field work for
generating delegation and sponsorships. Their work was done effectively as the targeted

33
audience was 3500 and the audience came was 2500 and the sponsorship amount was also in
a good quantity.

Prior to 15 days of event volunteers worked for 7 hours and event got the result as mareting,
delegations, branding, production, work stage setup,etc.

If there was any problem in between the solutions were to be found by the directors. If any
volunteer wasn’t performing well then he/she was being counselled and even after that if they
didn’t work they were sent out of the event. As the USP of the event is that no professional
work for organising event. It is completely from planning to execution of this planning youth
works. After the hectic day of event everyone needs relaxation so there were evening shows
organised for a bit of relaxation from the working after a big day of event.

34
35
 Conclusion:

“Don’t find fault. Find a remedy.” 

-Henry Ford

After completion of research of live event Jaipur Youth Festivalhave come to the conclusion
that such events are the requirement of today’s era. As India is a great youth country holding
a lot of population in young age and keeping them on a right track is the biggest challenge.
Jaipur Youth Festival is providing that platform to the youth where it can work on these
challenges. Planning of Jaipur Youth Festival was also effective and efficient enough as they
tried to reach their deadlines and targets as much possible. Also it was just 3 rd season of this
event it is at an initial stage generating profit at this very stage is also a commendable job.

I also got to know the aspects of event planning and how its execution happens, managing
people is more difficult than managing work. As managing people become difficult,

36
managing work automatically becomes difficult. So, it is necessary to maintain good relations
with your people and make them work efficiently and effectively to make any event a
success.

Appendices

References

https://explorable.com/empirical-research
www.jaipuryouthfestival.org
www.eventonline.com

37
 Questionnaire

Event feedback
Thank you for participating in our event. We hope you had as much fun attending as we did
organizing it.

38
We want to hear your feedback so we can keep improving our logistics and content. Please
fill this quick survey and let us know your thoughts (your answers will be anonymous).
*Required

1. Did the event made impact on youth?

Yes
No
Maybe

2. Was the agenda of the event is related to the youth?Rate on the scale of 1 to 5?
1
2
3
4
5

3. The speakers interaction with the audience was useful or not?

Useful
Satisfying
Not useful
Least intrested
Other:

4. The event was entertaining or not? Rate on scale of 1 to 5?

1
2
3
4
5

39
5. How satisfied were you with the event? *
Not very
1
2
3
4
5
Very much

6. How relevant and helpful do you think it was for your job? *
Not very
1
2
3
4
5
Very much

7. What were your key take aways from this event?

8. How satisfied were you with the logistics? *

1 = Very disatisfied 5 = Very satisfied
1
2
3
4
5

40
 N/A
Accommodation
Welcome kit
Communication emails
Transportation
Welcome activity
Venue
Activities
Closing ceremony
Accommodation
Welcome kit
Communication emails
Transportation
Welcome activity
Venue
Activities
Closing ceremony

9. Additional feedback on logistics? Rate on the scale of 1 to 5? *

1
2
3
4
5

10. Was the volunteers’behaviour towards audience is good or not?

Excellent
Very good
Good
Fair
Poor

41
11. How was the food given in the event?Rate on the scale of 1 to 5?
1
2
3
4
5

12. Feedback about the venue and ambience of the event? Rate on the scale of 1 to 5?
1
2
3
4
5

13. Which sessions did you find most relevant? *

Not relevant
Relevant
Very relevant
Did not attend
Welcome activity
Speaker #1

42
 Activity #1
Speaker #2
Activity #2
Closing activity
Welcome activity
Speaker #1
Activity #1
Speaker #2
Activity #2
Closing activity

14. How much do you interested to take part in the events and literary festivals?

Much intrested
Passionate
Least intrested
None of the above
Other:

15.Do you love to indulge in the discussions,about current affairs?

Yes
No
Maybe

15. How much you are satisfied with the cultural programs in the event?
1
2
3

43
 4
5

16. How satisfied were you with the session content?

Both presented and pre-read material
Poor
1
2
3
4
5
Excellent

17. Any additional comments regarding the sessions or overall agenda?

Yes
No
Other:

18. Overall feedback for the event? Rate on the scale of 1 to 5?

1
2
3
4
5
Name (optional)

44
 Responses

Q,1

45
Q.2

46
Q.3

47
Q.4

Q.5

48
Q.6

Q.7

49
Q.8

Q.9

50
Q.10

51
Q.11

Q.12

52
Q.13

Q.14

Q.15

53
Q.16

Q.17

54
Q.18

55
Q.19

56