Introduction

Planning an event requires immense planning and preparation to ensure success. This involves
understanding the category of the event, purpose and success factors to name a few.

There are several factors that are considered when planning events. These are often dependant
on elements such as the event category and purpose, success factors and more. This assignment
will explore the ins and outs of running and managing a successful event and looking at real life
events to understand what made them successful and what caused them to be so popular and
make so much money.

Event Categories

One Event category is business events. These are events run and organised by businesses to
promote business related interests – these interests can be the interests of business itself or their
employees.

Another event category is a sports event. Events based around sport and recreation. An example
of this could be the infamous world cup which occurs every 4 years.

A third event category is recreational events. These are events that are based around hobbies or
local areas. This could consist of a charity event, such as going on a run, A local community
gathering.

A fourth event is an income generating event. These types of events are designed to raise money
and/or generate income for a specific task or topic. An example of this could be a charity event to
raise funds to donate to charity, another example of a charity event could be a charity football
event where every penny made from a ticket purchase is donated to the allocated charity the
event is based around.

A fifth event category is Social Events, these are events organised by individuals for socialising
purposes, a good example of this is a networking event. The perfect opportunity to meet new
people and gain value from others who specialise in their field.

A sixth event category is Entertainment events. These are events that are designed to engage and
interest individuals with similar interests. A good example of an entertainment event could be
concerts help by rappers and singers. For example, a Taylor swift concert, she is a highly known
popular celebrity singer with a huge fanbase, many people who attend her concerts are all part of
her fanbase.

The seventh event category is National Events. These are events that much of the nation
celebrates or takes part In. A good example of this is Christmas. A lot of Nations host parties’
events where people come together and have a good time.

Event Success Factors

The first event success factor is Sales. This includes how many tickets were sold, how fast or how
slow the tickets were sold and where the tickets were sold. This could also come down to the
event organisers marketing abilities, they could’ve outsourced this or decided to market the
event themselves getting the tickets to sell. The money made from the sales helps the event
organisers allocate budgets effectively and precisely. The more sales made the more can be spent
on making the event as successful as possible.

The second event success factor is Attendees, this links with sales however this could come down
to how many people attend and how many tickets have sold, the people who were also invited
matters, if the right people attended, if the attendees were happy and have had a good time. The
number and engagement level of attendees directly have a big impact on the atmosphere and
the energy levels of the event. There are also lots of networking opportunities within the
attendees who are invited, allowing them to meet new people and gain new knowledge upon
areas they are weak in.

The third event success factor is Income & Profitability this comes down how much the event
made overall, what was the expected amount and if the event even made profit. If the event was
profitable this means the event was a success; Especially if the attendees enjoyed it. A profitable
event allows the event organiser to cover costs and reinvest profits back into future events which
may occur.

The fourth event success is Planning, this can come down to how much you stuck to the initial
plan for the event, if there were any backup plans and how accurate the overall planning for the
event was. Having a well-structured plan for the events allows a clear roadmap and outlines a
purpose as well the objective for the event.

The fifth event success is Social Media Presence, what was the social media presence? What
platforms was the event active on? How did this help the event and was there an increase in
followers. The Audience engagement on social media can Help build a community around the
event creating demand and a sense of excitement for the event and to get tickets.

The sixth event success factor is Reviews and Feedback were the reviews positive or negative? Did
you get any reviews? How can these reviews and feedback be used for future events. Any type of
review/feedback is crucial as it allows the event organiser to work on areas where it needs
developing, it allows a path for constant growth and success for the event. Positive reviews will
encourage the event organiser to further host more events with and build a positive reputation.

The seventh event success factor is Goals and Objectives. This is the most important factor out of
all. Were your goals and objectives achieved? The goals and objectives should’ve provided a clear
strategic direction for the event. If the goals and objectives were met this ultimately means that
the event was a major success.

Large Event
One major large event is the World Cup which occurs every 4 Years. The next world cup will occur
in 2026. The world cup sells a lot of tickets and have the power to charge a lot for their tickets.
Over the course of the 2019-2022 Cycle. FIFA has also sold 3,182,406 tickets during the Qatar
world cup 2022 generating them a whopping 686 million dollars in revenue.

One of the most crucial factors in the World Cup are the Attendees, the fans, and people who the
games always bring a positive and passionate ambience in the stands, From the chants all the
way to do. Another success factor is the sales that the event has bought in. As stated above over
3.1 million tickets have sold resulting in 10s of millions in dollars' worth of sales.
Furthermore, another success factor for this event is the reviews and feedback about the event.
Lots of fans and supporters around the world have severely enjoyed this event making it one of
the best world cups ever. The goals of this event were to raise more awareness and bring more
attention to football in the middle east. Many people were against the fact the world cup was
being held in Qatar however after it had finished, most people changed their minds and really
enjoyed the event.
This has also snowballed into Ronaldo in Joining Al Nasr, a team in Saudia Arabia based in the
middle east.
Ronaldo's move has also snowballed other big names to join a middle eastern club. Qatar World
cups social media presence was also a success as it has caused lots of attention and controversy.
This meant that the word of the world cup being in Qatar would have spread all over the internet
resulting in more awareness about it.
The World cup being held in Qatar was planned long ago,
Once Qatar found out about being the hosts of the world cup. The Hosts, Qatar has made 1.5
billion dollars from the world cup event. Whereas they spent over 200 billion dollars to host it.

In conclusion, the event overall was good and successful resulting in lots of fans and people
around the world to have their eyes on this event which was going on for 30 days. From this
event, we can learn that this was the best World Cup event ever hosted.

Small Event
The iPhone X Launch is a smaller event, this is mostly held at their branches. Most of the time
these events are always successful as iPhones are loved by a lot of people around the world. One
success factor are the attendees a lot of high value people attended the ceremony of the
announcement of the iPhone X Launch, although this is a small event it was still highly watched
online via YouTube.
Apple has sold over 50 million iPhone X since the release; this shows hype the phone release held
as it was also the first iPhone without a home button. Apple are super profitable with each phone
release. They make hundreds of millions potentially billions with each release.
Apple always tend to plan and organise their events before releasing anything, this includes from
memorising scripts, a good PowerPoint all the way to the vibe and mood the hall brings in.

In conclusion, we can learn from this event that Apple really knows how to plan and manage a
successful event.

Local Event
A perfect example of a Local event is a Youth Club. This is a place where youths in a local area
come together and meet new people, play games and spend time around their friends. This is a
good way of getting the youth outside their house and socialising with the real world. These
events can be help weekly or monthly. The income it brings in can depend, sometimes its free of
charge and you only just need to sign up with your details such as your email. On the other hand,
however, Some Youth Clubs charge as little as £5. In terms of Planning, not much is required as all
you really need to do is to make sure that the games are all ready for the Kids to play and have
fun on.
Most Youth Clubs tend to be successful as it brings joy and new passions to the youth. The
people who attend these youth clubs can be anyone! From people who need extra support to
someone who just wants to spend time outside!

In Conclusion, from this we can learn that there is much to a youth club that just socialising, this
can be a place of having fun and finding out more about yourself and what you like as well as
reaching your true potential.
Checklist 2
Worksheet 1
Worksheet 2
Our main reason for the event will be to bring people together and try different things, this can
include food or a traditional dance;

Secondly another main reason for the event is to instruct people about the event, from the roots of
the history to the modern times.

Our first Aim with this purpose will be to get 5 people to try a traditional food they have not tasted
before!

Secondly, our aim will be to teach at least 3 people the history of the food.

Lastly, our third aim will be to profit from the event.

For our first aim, we will ensure to get 5 people who have not tasted a traditional food before to try
something new. We will aim to do this within the first 30 minutes of the event as these times will be
the peak times during lunch where people will be around in corridors.

Secondly, to achieve our second aim, we will ensure to retain 3 of the 5 people who tried the food
and teach them about the history and upbringing of the food. This will not last any longer than 5
minutes, so no one is losing!
Lastly, to achieve our third aim, we will be ensuring to charge people for portions of food and any
traditional décor/items we may bring in, we will calculate our costs so that we break even after the
entire food section is gone, therefore anything that sells after that will be profit! We will aim to sell
everything out within 2 hours of the event.

Worksheet 3
One constraint for us will be budget, this is because some people may not have the funds to
contribute to a budget. One way we will overcome this is by matching how much everyone in the
team can contribute, this also makes it fair for everyone as no one will need to be feeling left out.

Another constraint is time. We won't have too much time to run the event as it will be during school
hours. Peak times will be around 12-1 as this is where everyone goes out for lunch, therefore we
need to ensure we catch this peak time and bring in as many sales possible. To overcome this, we will
be setup early on and getting systems in place.

A third constraint is the venue. The venue will be help at Barnet School, in the main area when you
first enter in the school. This is a constraint as people will want to just go to class or go outside rather
than stop to participate. However, the way we will overcome this is by promoting ann irresistible
offer.

A fourth constraint is not having a backup plan, in case everything goes wrong, we will ensure that
there is a backup plan in place so that we will still be up and running if the worst occurs.

A fifth constraint is the lack of event promotion. Our only possible promotion we can do is leave
posters around in the school. This is a constraint as not everyone will bother to read or look at them.
However, our solution to this, is to not only do posters inside the school, but to leave some outside
of the school where its most populated during lunchtimes.

Worksheet 4
Event Planning Essentials

Venue Selection:
The success of your event begins with the right venue. Consider factors like location, capacity, and
atmosphere. Ensure that the venue aligns with the theme and purpose of your event.

Volunteer Management:
Volunteers are vital contributors to events. Clearly define roles, provide training, and ensure effective
communication. Effectively managing volunteers is essential, as they bring enthusiasm and
manpower to the event.

Budgeting:
A well-structured budget forms the financial foundation of your event. Cover all expenses, including
venue, catering, transport, marketing, and miscellaneous costs. Regularly monitor and update your
budget to stay on track.

Event Management Software

Leverage event management tools such as Eventbrite and Bizzabo to streamline tasks. These tools
automate registration, ticketing, and provide real-time analytics, enhancing organization,
communication, and overall efficiency.

Marketing and Promotion:

Develop a comprehensive marketing plan to create awareness and attract participants. Utilize social
media, email campaigns, press releases, and promotional materials. Consistent branding and
messaging are crucial for a successful promotional strategy.

Technology and Equipment:

Technology is crucial for presentations, entertainment, and communication. Confirm the availability
and functionality of necessary audiovisual equipment. Test equipment in advance to avoid technical
problems during the event.

Catering Services:
Select a catering service that aligns with the event's tone and accommodates dietary needs. Ensure a
variety of food and drink options, considering factors such as serving style, timing, and overall dining
experience.

Networking Opportunities:
Encourage networking by providing resources that facilitate connection. Distribute attendee lists,
offer dedicated networking spaces, and organize activities. Encourage participants to exchange
contact information for future collaboration.

Event Decoration:
Decorations enhance the visual appeal and atmosphere of the event. Match decorations to the
theme and purpose, paying attention to details like signage, banners, table arrangements, and
overall aesthetics.

Safety and Security:

Prioritize participant safety with security personnel and measures. Develop an emergency response
plan, provide on-site first aid services, and communicate safety procedures to participants and staff.

Event Planning Essentials with Contingency Resource Plans

Venue Selection:
Identify alternative venues with similar capacities and atmospheres. Maintain a list of backup options
in case the primary venue becomes unavailable. Establish contact and negotiate terms in advance to
expedite the transition if needed.

Budgeting:
Create a contingency fund within the budget to accommodate unexpected expenses or emergencies.
Negotiate flexible terms with vendors and suppliers to adjust quantities or services based on budget
fluctuations.

Event Management Software:

Familiarize yourself with alternative event management tools. Ensure that your team is proficient in
using multiple platforms, allowing for a seamless transition in case the primary software faces
technical issues or becomes unavailable.

Marketing and Promotion:

Diversify your marketing channels. Have a backup plan for promotional activities, such as alternative
social media platforms or traditional advertising methods, to mitigate the impact of technical issues
or unexpected changes in algorithms.

Volunteer Management:
Maintain a reserve list of volunteers who can step in at short notice. Provide additional training to a
core group of volunteers to handle multiple roles, ensuring adaptability in case of unexpected
absenteeism.

Technology and Equipment:

Partner with a reliable equipment rental company and have a standby arrangement for crucial
audiovisual equipment. Carry a toolkit with essential technical supplies to troubleshoot minor issues
on-site.

Catering Services:
Establish relationships with multiple catering services. In case of unavailability, have a secondary
caterer on standby. Prepare a contingency menu that can accommodate dietary needs and
preferences with alternative ingredients.

Event Decoration:
Keep a stock of versatile decorations that can adapt to various themes. Establish relationships with
multiple suppliers to ensure a quick replacement if the primary vendor encounters issues or runs out
of stock.

Safety and Security:

Collaborate with local security services to have additional personnel on call. Establish communication
protocols with law enforcement for immediate assistance. Conduct regular safety drills to prepare
staff and participants for emergencies.

Networking Opportunities:
Designate backup networking spaces in case the primary areas become unavailable. Implement
virtual networking options, such as online forums or video conferencing, to facilitate connections in
the event of unforeseen restrictions or challenges.

Worksheet 5
Worksheet 6

Critical path analysis

The main jobs and tasks the team will need to accomplish are as follows.
One of the tasks will be the managerial role. This job means that the manager of the team will need
to ensure people are they doing the tasks that they were allocated, people are turning up on time,
the team is happy and ready to run a successful event.

Another task/job someone will need to do is market the event. Since our event will be help at school,
it will be best to bounce ideas off with the team and come up with the most attractive posters to
hang around in school.

When it comes to the marketing, the person who is assigned the job will need to ensure that the
posters will have to be in the most populated spots across school, a good example of this can be the
stars outside, all around the canteen, as well as the library. The main job here is to get as many
people as possible to know about the event. Get as many eyes on the posters as possible so that
people are aware that there is even an event going on.

A good contingency plan is that in case we are missing one or two members of the team; we will
need the person who is managing everyone to cover the tasks/jobs of the missing members. This
allows other members of the team to rely on one person and fall back onto a safety net in case things
do not go to plan.

There will be training in place for the entire team to know the ins and outs of their tasks. If the entire
event does not go to plan, if no one attends, then in short terms the event has failed. However, in
case this does occur, there will be lots of lessons taken from this, for example. The fact that no one
has turned up means that our marketing was not up to standards.
Worksheet 7

Legal Constraints and Insurance Worksheet: Event Planning Compliance

Consumer Rights Act 2015:

Overview: This legislation governs contracts for goods, services, digital content, and unfair terms in
consumer contracts.
Implementation Strategy: Ensure that all contracts related to goods and services comply with the
Consumer Rights Act 2015.
-Contingency Plans
- Maintain a legal advisor on standby for quick consultations on contractual matters.
- Regularly update contracts to align with any changes in the legislation.
- Establish a process for addressing consumer complaints promptly and legally.

Health and Safety Act 1974:

Overview: This legislation focuses on the safety of workers and employees during working hours.
-Implementation Strategy: Develop and enforce a safety policy, including a clear statement of
responsibility for workplace safety.
Contingency Plans:
- Regularly review and update the safety policy to adapt to changing circumstances.
- Conduct periodic safety training sessions for employees.
- Establish a system for documenting employees' acknowledgment of safety policies.

Fire Safety Act 2021

Overview: This legislation mandates responsible measures to reduce fire risks and ensure safe
evacuation in buildings with 2 or more spaces.
Implementation Strategy: Implement paperwork, fees, and site inspections for fire crew readiness
and bad weather backup plans.
- Contingency Plans:
- Regularly conduct site inspections and address any potential fire hazards.
- Keep a reserve budget for unexpected fees related to fire safety compliance.
- Develop alternative evacuation routes in case primary routes are compromised.

Note:
These strategies and contingency plans aim to ensure event organizers' compliance with relevant
legislation, minimize risks, and prioritize the safety and legal rights of participants.

Worksheet 8

As a team, we will ensure to have a WhatsApp group chat as this platform is the most accessible to
everyone. As a team, we will keep each other accountable and make sure that we are doing our tasks
that we were assigned. This is effective as being in a group chat as a team means that we are all
keeping each other accountable.
The first team working skill we will need is communication. Open communication is crucial for a
successful team. We as a team need to express our ideas together, listen actively as well as provide
constructive feedback to constantly improve our chemistry.

Furthermore, another example of a team skill we need is collaboration, Team members should be
able to work together with no issues, combining strengths to maximise team value. A third team skill
is problem-solving. In a team setting, challenges and problems are inevitable. Problem solving skills
are crucial to carve a pathway to success. Working as a team, collecting minds to solve a problem will
more than likely increase the process and route to success.

Another team skill that's essential is adaptability. Team members often face challenges and may not
want to do things they are prompted to do. Hence why adapting into a new environment/task is
crucial.

Most Importantly, another example of a team working skill that’s essential is conflict resolution.
Team members should be skilled in resolving conflicts through effective communication, compromise
and finding common ground between each other.

In conclusion, all these team working skills combined will ensure that the entire team will race
through track to success.