An Internship in Function junction

A Study on HR function in an event management company

Submitted by

Ullas Shetty

4NM20BA167

Internal Guide External Guide

Dr. S.R. Badrinarayan

Associate Professor,

JKSHIM, Nitte

Submitted in partial fulfilment of MBA course to Justice K.S. Hegde Institute of

Management (An Autonomous Institute under Vishvesvaraya Technological
University, Belagavi) Department of Business and Administration

Date of Submission

17th August, 2022

Executive Summary

During my internship, I acquired hands-on experience with how a company's human

resources division runs and coordinates its activities to ensure the seamless operation of the
organisation at all levels by ensuring the proper number of people are available at the right
time to accomplish the right job. Not only that, but I have acquired insight into the firm's
working culture and witnessed how Function Junction treats its employees with worth and
empowerment to ensure they are inspired to offer their all to the organisation.

The report begins with a function junction organisation profile, which includes the
organization's background, mission, vision, goods and services, hierarchy, and organogram.
The next part contains the project, Human Resource Management in function junction. In
addition, this research provides a comprehensive analysis on how to manage workforce in an
event management firm.

Industry Analysis:

Successful event management requires skills, leadership abilities, and a lot of imagination. As
an event manager, event management team should have experience working on celebrations,
formal occasions, felicitations, fairs, conferences reality shows, festivals. Event managers
organise and oversee events. They take part in the events' planning, execution, brand-
building, marketing, and communication strategies. Event managers are experienced in
providing technical, organizational, and artistic support for a successful event.
Implementation of knowledge to the planning and development of events and festivals is
known as event management. With frequent large exhibits and events, India's event
management sector is expanding quickly. Event management is really a bright and
fascinating career that requires a lot of effort and passion due to the advancements that are
taking place in this current world.

The requirements for entering in the events business include communicative skills,
connection and collaboration abilities, public speaking, and presenting skills. Today, with the
rise of virtual functions, their impact on the sector is operating is another important element
to think about. The cost of planning an event is high because of a number of charges,
including on-site event costs, venue and property costs, food and catering costs, and costs
associated with presentations that need the use of speakers, projectors, screens, internet
connectivity, and other sophisticated technology. Additionally, it includes the price of outside
vendors, event rentals, décor suppliers, entertainment costs, marketing costs, administrative
costs, and others. These elements are anticipated to limit the growth of the events sector over
the forecast years. All sizes of businesses use event management as one of their strategic
communication and advertising platforms. Companies plan promotional events, such as
product debuts and press conferences, to interact with current and future clients. They can
approach the audience through the media in an effort to secure thousands or millions of
impressions. Additionally, they have the ability to invite viewers attending their events and
interact with them there.

The events business is innovative and imaginative. As seen over the past 10 years, it is
continuously upgrading to modern innovation and has the capacity to endure challenging
economic and political conditions. Even during the most trying moments of the epidemic,
everything managed to stay alive because to the industry's expansion and the ongoing
innovation that has contributed to it. The ability to move to an online, virtual environment for
event planning was made available by the adaptability and dynamism of an industry like the
entertainment and events sector. This simply aims to show that the industry's success is
defined by its rooted dedication and never-say-die mentality.

The industry's expansion can be linked to both regional expansion and digital engagement.
The expansion of small metros has also been important. The event business now has
opportunity because of increase in sporting events and government marketing activities. The
number of reality shows has risen dramatically in the last ten years in both the west and India.
People's purchasing power is growing, and as a result, more products are being introduced.
Events for the individual and the family have multiplied. In addition, the world is being
overtaken by the international trends, ideas, and creative initiatives, providing the event
industry with a wealth of opportunities to maximise on the present, take chances, explore new
avenues and engage in collaborations. All of these factors point to one thing: the event
industry's continued improvement and sustainability.
Event management trends

After the Coronavirus outbreak, the event management industry has changed toward a mixed
system of event management, which is the ideal mix of the advantages of the virtual
environment with the availability and understanding of on-ground events. The latest
advancement makes it easily accessible and inexpensive for the majority of people.

 From the conception of events until the coordinators gather feedback, AI has a part to
play in the coming 10 years
 Old is no longer gold, thus the future of the event management most promising where
creativity, innovation, and upskilling is very important
 Instead of being restricted to stadiums and convention centres, venues will include a
vast array of virtual platforms. Numerous programmes, resources, and websites
provide a variety of features that make it simple to use, easy to navigate, cost- and
time-effective, and comfortable for both event planners and attendees.
 The shape and progression of events are being determined using real-time data in the
future

About Internship

The MBA prerequisite programme is the VTU Postgraduate Internship Program. This study
is part of the MBA curriculum internship programme at VTU. An internship is a learning
environment in which a student can get practical experience. The student collaborates with
the department of the firm in which they specialise, gathering information and working with
them. The student here completes his/her internship with the assistance of his/her inter and
external guides.

The internship programme allows you to examine the work of the team and have a better
understanding of the organization's depth. The internship programme provides valuable
information and hands-on experience in the network.
About FUNCTION JUNCTION

Function junction is an event management company it is a dynamic young company under

the visionary leadership of chairman and managing director Mr. Koushik Shetty, Started in
the year 2018. They have earned a name for creating events of both private and official
nature. They are known for their work as a family and a brilliant team of young minds and
creative hearts. They have been creating events with style, class and ethnicity that touches
every mind and soul.it positions itself as a one stop turn key solution to all kinds of events. It
is perfectly positioned to become a leading player in the entertainment industry Undoubtedly
the key component of the successful market entry and consolidation of sustainable business
in each of these segments is due to the excellence in service and customer satisfaction. From
conceptual staging to the last exit They handle it all. Their design and management is handled
by their team as it is a part of our own. They believe in delivering happiness with captivating
charm that you take back with you in your bedazzling photographs. Creating creations is
what they believe in, once you work with us - They have every confidence in working with
you again.

Services Offered

The team of Function Junction Event management keep up to date with all the latest trends,
techniques and designs so that nothing is missing on your special day. Their innovative and
expert team has the perfect recipe for events that win hearts and charm the guest and make
their event the grandest of the celebrations that you and all of your loved ones can remember
for life. They would leave no stones unturned so that you could have the event of your
dreams.

Function Junction Event management has planned many beautiful and grand Event all across
the country and made the wedding day of their clients much more special. The services
offered by them include.

 Venue selection
 Catering
 Photography/Videography
 Decoration
 DJ
 Invitations
  Band & Barat
 wedding cake
 Guest transfer/ hospitality

Mission:

To be a leading player in the field of event management, offering a one stop shop solution for
music festivals and concerts, sports, seminars, fashion shows and corporate events. To work
with our clients for their long-term benefit. To constantly research and develop new
strategies, technologies and skills. To provide exceptional service. To maintain constant
communication. Successful projects require a balance of creativity and competent execution.
These elements need to work together to achieve outstanding results. Too often a great idea is
let down by poor production techniques, or an idea is too production orientated or over-
produced and lacking in creativity.

 Areas of Expertise

Function junction is an event Management Company, able to provide a ONE STOP SHOP
facility for all types of events

 Music Festivals
 Concerts, Sports,
 Seminars fashion shows
 corporate events (dinners, lunches, breakfasts, conferences, launches and other like
occasions).

Function junction can provide full event management and planning, including the creation
and development of thematic concepts, food and beverage services, decoration and décor, and
full entertainment for any event or campaign regardless of size or budget. Notwithstanding
our infancy in the industry. They have already formed a strategic contractual alliance with the
leading corporate in Pune. Function junction is confident that this alliance will spread across
the globe.
Events Promotion and Management

The firm offer a full spectrum and package covering Concept Engineering, Production, Event
Management, Sponsorships, Marketing and Public Relations, with related feasibility and
financing solutions. They specialise in Concerts, Festivals, Sports Events, Corporate
Launches and Conferences. Sports Management: They identify sports talent, and offer
management and counselling to budding champions in all sports codes and related
commercial and marketing services. They also help the automobile companies such as TVS,
Sai Radha motors in launching their new vehicles. They focus particularly on the mass of
potential in disadvantaged communities where their extensive contacts and credibility give a
leading edge on competitors. They are retained by a number of sports codes to develop
marketing strategies and programs.

1. Seminars & Conference:

The company encourages the clients to collaborate with them in the beginning of the
project rather than merely hosting a conference. So that they may help in creating and
expanding on the "theme," which should be connected with the company's strategic
direction and its goals for that particular year. The subject is then incorporated into each
component of the conference, including the introductory video, the presenters themselves,
and the literature that is made available.

2. Hotel and Allied Services Hotel Reservations

 Anywhere in India, the company offers assistance with hotel reservations. They have
partnerships with hotels of varying star ratings. vacation packages covering a range of
international and domestic locations. These allied services are: Booking an airline Rent-a-
car Visa assistance for group reservations Exchange rate assistance. People can get help
from Function Junction in a variety of ways.

Customers can get help from Function Junction with the little things that might
sometimes be a pain. In order to provide the benefit of more time and concentrated
attention on other aspects of event, Function Junction can arrange and handle production-
based difficulties, such as obtaining and organising contractors and vendors, during day
management. Regardless of the size or budget of the event or campaign, Function
Junction could provide full function management and coordination services, including the
conception and execution of thematic concepts, catering services, decoration and
decorations, and full entertainment.

Manpower handling in Function junction

Decor
Lighting and sounds

Fixed For big events outsourcing

employees the employees from other Fixed employees
vendors

For normal events Events like,

like (birthday, wedding,
Reception. Technician
baby shower,
Engagement, (six expert technicians)
reception.) etc
15 days before
have to book
them

catering
 In house
ODC(out door
catering) One week before the
event have to inform
the ODC
For big events like
Five fixed chefs
marriage, reception

birthday engagement Family get

together

Event flow
Sitting Arrangements
And Roofing

Fixed coordinators

One week before

Contract based work have to book the
vendors

Decor
Decor is the main part of company creative team comes with new ideas according to them
decided by clients firstly they drew the decor plan then they show it to clients after approval
of client same sketch will be handed over to the decor workers team. So that they will have
the idea and information’s that what should they do. Decor workers are fixed employees if in
case needed of extra workers they outsource it from other vendors this is how the decor team
works

Lighting and sounds

For lighting s and sounds they have fixed team of six peoples who take care of lighting and
sounds works as such décor brightening venue lighting and other electrical works whichever
is necessary. A team of five people in that one will be the head technician and other two will
be the helpers. They work according to creative team instructions.

Catering

This is the other main area where the company focuses the most. For this they have fixed
team of five peoples in that they have executive chef, two chef de party and two come. For
the functions they need waiter to serve the food. Actual HR team comes to play here. Where
the HR team have to outsource ODC (outdoor catering staff) for the functions they mainly
focus on students so that they will get them easily in a lesser wage’s

Event flow

After all the preparations and the work, the actual work is on the day of event. Team has to
plan the event flow according to the plan for this they need coordinators. For this company
won’t hire any workers they do it within the team. Like they need minimum four coordinators
for the function among four of the coordinators manager will be one and he plays the main
role in the function and other three will be taken by creative team.

Sitting arrangements and roofing

This is the area where the company won’t take major part in. The sitting arrangements and
roofing will be outsourced and that will be taken care by outside employees and all these
activities are handled by sub-vendors.

HR OPERATIONS
This firm has total 40 employees, including the executive unit. Decoration department has
total 15 employees, sounds and lightings has 6 employees. There are total 21 employees in
catering team where 5 are fixed chefs. Ashik Shetty is the manager and coordinator of this
company, and he makes all of the company's choices and administers it. Samprith Shetty is a
HR manager, who oversees all operations and works with staff. Daksha Shetty controls all
financial aspects in the finance and accounting department. Music and lighting are provided
by other sources. However, the decor and catering are all handled by function junction itself.

SWOT Analysis

A SWOT analysis describes the strength, weakness, opportunity and threat. Strength and
weakness are the internal factors of the organisation and opportunity, threat are the external
factors of the organisation.

Strengths of function Junction

1. Innovative and creative

Function junction is known for its innovation and creativeness for handling/managing
the events
2. Employee support
The company always welcomes feedback from the employees and helps them to
develop with their creative ideas
3. Skilled employees
The company has a very skilled employee base they will work very creatively in
every field.

4. Experienced team
The company has many staffs like cook, technicians, who are having experience in
their field.
5. Though there is very low customer base, their customers are highly recognized.

Weakness of the company

 1. Long approval time from clients
2. Low facilities for employees.
3. Over dependency on single person
4. High cost
5. Large working capital

Opportunities of the company

1. Expansion and establishing business in new places

2. As human being are busy with their corporate world, they find it difficult to plan their
memorable events, so it would be a opportunity for the company to establish its
business to the core
3. As the company has low online presence, there is a great opportunity for the company
to promote its services online
4. Support the local market.

Threats of the company.

1. Seasonal demand
2. Competition from other local event companies
3. “Human wants are unlimited, but the means to satisfy them are limited”. As the
sentence say, it is very difficult for the company to meet consumer demands.
4. Non availability of raw materials
5. Fluctuating labour cost

Competitors:

1. Glitz n Glam Event management Wedding planners and Decorator

2. The Da vinci Event Planners.
3. Gutthu Wedding Planner and Event Management.
4. A-1 Decorators and Event Management.
5. Udupi Events.
These are the main compotators for function Junction.

DAILY DUTIES
1st Week

I started my internship on 23rd June, 2022. Work timing is from 9.30 am to 2.00pm, from
Monday to Friday. During the first two weeks of my internship, I was supposed to analyse
HR operations occur in an event management company. They also involved working on the
how they operate in the organisation, so I had hands-on experience with administration in an
event management firm. In first week we had a one Punjabi weeding there my role is to
handle the out sourced labours like I have to note how many employees are outsourced for
the event and I have to work along with the HR manager. after this we got enquiry about one
reception program so we went to Mangalore to take the order there we did presentation
regarding our company and then we gave our quotation to the clients later we got a
conformation call from the client.so in my first week of internship I learned how to deal with
employees and also how to deal with clients

2nd Week:

We had four events this week. We had two events on the same day: a wedding ceremony in
the morning and a client reception in the afternoon, both inside. Handling both tasks on the
same day is actually the most challenging task for an event management firm. I was with the
HR manager when he needed help allocating the staff to the two events. additionally, there
are two other events: a birthday celebration and a baby shower gathering. So, two days prior
to the event, we began organising for that function.

3rd Week:

This week they had a launch event for TVS Sai Radha motors at city centre mall Mangalore.
This was basically for the launch of new 2-wheeler vehicle which was released by TVS
Motors, Mangalore. As the event was held in mall, So the whole planning was held by the
Function Junction. As the part of the event the firm has to prepare for the space in city enter
which was booked earlier for the event. The necessary things such as sounds, digital screens,
lightings for the vehicle, Master of ceremony and the stage to showcase the vehicle were
prepared. The event went on smoothly as planned.

4th Week:
In the fourth week the firm had got an order for a wedding programmes. The total order
consisted of 5 ceremonies. So starting from the Haldi ceremony to the wedding ceremony all
the events were managed by the firm. In the Haldi ceremony the decorations, sounds and DJ,
lightings, Accommodation for the relatives of the client was taken care by the team. For the
food and snacks the firm outsourced the order, because the firm was not equipped by the
Brahmin cuisine, as per client’s wish. For the marriage program the transport facility and the
whole programme was taken care by the firm

5th Week

In the fifth week there was no events scheduled for the firm. So the firm was doing its
accounts. I had to go to the vendors to make the payments for the dues from past 3 weeks.
Also the firm was engaged with clearing the accounts with all the clients of the firm.

6th Week

In the 6th week the firm had a very busy week as it has received 3 events back to back one
engagement, one birthday and a destination wedding. Though the firm had a rush week it had
managed to run all the events successfully. Some of the works were outsourced as firm do not
have many number of employees. In the event all the necessary things were done by the
company.

KEY FINDINGS OBSERVED

 As the culture says events happens only during some seasons, So it would be hard for the
event companies to manage their manpower as there are many chances of drops in the
events.
 There are experienced, skilled, and specialists for production, export, quality assurance,
maintained and HR also they are well connected with each other.
 It was observed that the technology used in the production is good enough to have control
on the production cost.
 During the training period we participated in HR activities and performance appraisal by
observing the senior staff a wide knowledge was gained as how people should be handled
with.
 As an event is planned for many days, but sometimes the weather plays opposite. So it
would be harder for the company to change their whole plan to the last moment.
 Indian events always see more population than what is expected in a event. This is the
major trouble to the company.
 A payer always thinks he pays more to the service. So it is a major problem to manage the
pricing.
 As discussed earlier, the customer always demands for more at the last moment. That
makes the companies to rearrange the event as per customer’s needs.
 Finding also shows the satisfactory level of the workers regarding working hours is good
but on the other hand the workers are not too satisfied with the leave allotted.

KEY SUGGESTIONS

 In order to reduce absenteeism, the company should take all necessary steps towards
worker i.e. the company should enlighten the worker about the drawbacks and demerits
of absenteeism.
 The company should always provide a high motivational level.
 The company should overcome all the difficulties of the workers and provide them a
helping backup.
 The company should also maintain a good relation with their employees.
 Effective training can make the employee effective towards productivity.
 Transportation facility should be provided for the workers are coming from far place.
 Induction programs can definitely bring a change hence the company should promote
these programmes.
 The working conditions and safety measures should make the workers to feel safe and
secure.
 The motivation like the award for The Best Employee of the Month' should be provided
to the best workers.
KEY LEARNINGS

 I participated in HR activities and performance reviews during the training time, and by
watching the senior employees, gained extensive understanding about how people should
be treated.
 Even though an event is planned for days, the weather might often have the opposite
effect. Thus, it would be more difficult for the organisation to alter their entire plan at the
last minute.
 Attendance at Indian events is typically higher than anticipated. The main issue for the
business is this.
 As was previously said, customers frequently ask for more at the last minute. To
accommodate their customers' needs, this forces the companies to reschedule the event.
 If you take care of the employees, they will always take care of guests- This was the
leaning I learnt from the internship.
Event Handling Process

The event handling process is explained with the help of a flowchart.

Client meeting

Finalizing venue

Taking down the

Event Handling Process
requirements

Planning Decor

Production planning

Sketch approval by client

Issues and problems

 In India, as the culture says events happens only during some seasons, So it would be
hard for the event companies to manage their manpower as there are many chances of
drops in the events.
 An event is planned form many days, but sometimes the weather plays opposite. So it
would be harder for the company to change their whole plan to the last moment.
 Indian events always see more population than what is expected in an event. This is
the major trouble to the company.
 A customer is always thinks he pays more to the service. So it is a major problem to
manage the pricing.
 As discussed earlier, the customer always demands for more at the last moment. That
makes the companies to rearrange the event as per customer needs.
 The company does not have online presence. So it might be a reason for low customer
base for the company
 Limited promotional activities
 Difficulty in receiving payment from the customers for the event handled and service
provided as most of the customers/clients are known to the business partners
 This event company incurs high maintenance cost for maintaining raw materials of
the events