Sample Report on Business Event Management

Sample Report on
Business Event Management

TABLE OF CONTENTS
introduction..................................................................................................................................... 1
LO1/LO2/LO3 ................................................................................................................................ 1
AC 2.1 Developing a set up plan for the event, choosing the completion date and allocating
responsibilities ............................................................................................................................ 1
AC 3.1 Choosing the appropriately sized team with the required knowledge and abilities ....... 1
AC 1.2 Appropriate documentation............................................................................................ 2
AC 3.4 Plan the actions and resources needed to achieve the success of the event or project... 3
LO2/LO2.................................................................................................................................... 5
AC 1.3 Organizing resources to carry out the event or project .................................................. 5
AC 1.4 Performing regular reviews and evaluations including the methods and resources....... 8
AC 2.2 Demonstrating leadership, effective time management and skills of prioritizing and
delegating.................................................................................................................................... 9
AC 2.3 Assessing the significance of stakeholder analysis when formulating new strategy ..... 9
LO3/ LO1................................................................................................................................. 10
AC 3.4 Taking corrective action if necessary to keep the project on schedule ........................ 10
AC 3.2 Demonstrating team building skills and how to diffuse anger..................................... 10
AC3.3 Importance of effective co-ordination and clear communication when liaising with the
team........................................................................................................................................... 10
AC 1.1 Carrying out an identified event or project within an agreed timescale....................... 11
LO4........................................................................................................................................... 11
AC 4.1 Creating clear records of communication both internal, external and of team meetings
................................................................................................................................................... 11
AC 4.2 Demonstrating good use of information technology where applicable........................ 12
AC 4.3 Producing information regularly and on time .............................................................. 12
conclusion ..................................................................................................................................... 12
references ...................................................................................................................................... 13

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TABLE OF FIGURES
Figure 1: Roles and Responsibilities of each team members ......................................................... 2
Figure 2: Minutes of meeting.......................................................................................................... 6
Figure 3: Minutes of meeting with operation management team ................................................... 8
LIST OF TABLES
Table 1: Budget for Career fair event ............................................................................................. 3
Table 2: Event plan ......................................................................................................................... 3

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INTRODUCTION
Business events can be defined as a practice of integrating business logics for attaining a
specific objective. Managing such types of an event is very complex task for the organizations. It
requires appropriate planning with time scale for attaining objective with a specific level of
standard (Jalal-Karim, 2013). The current research project is based on business event management
in which it will focus on career fair event for students of LSBF. Further, it will be managed by
ABC ltd which is one of the leading organizations of event management. The current research will
focus on planning of event, allocation of resources and execution of the event (Linskell and Hill,
2010). Further, it will compare the actual performance of the event with the expected and required
level of standards.
LO1/LO2/LO3
AC 2.1 Developing a set up plan for the event, choosing the completion date and allocating
responsibilities
The current project is focused on a career fair event of LSBF which is managed and planned
by ABC Ltd. This event will be completed by 20th
Feb. Career fair is an event in which the students
can take appropriate guidance about what career to pursue in future. In addition to this, in these
types of events students who are looking for a job can easily meet possible employers. Major goal
of this event is to increase the work based learning opportunities for students of LSBF. Along with
this, to provide a strong network to employer for selecting right candidates especially among the
students of LSBF is also a major goal of this event (Luckham, 2011). Event manager of ABC ltd
is responsible for entire planning of career fair, making communication and allocating
responsibilities to all team members. Including this, he/she must assure about attaining goals and
objectives of career fair by event plan.
AC 3.1 Choosing the appropriately sized team with the required knowledge and abilities
Event manager of ABC Ltd. has chosen an internal team of operation department which
includes 9 members. Every team members has some specific skills, capabilities and knowledge to
complete different tasks of career fair event. Team members are capable to make strong

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communication, leadership, management and coordination among team members (Etzion and
Niblett, 2010). Roles of each team member are as follows:
Figure 1: Roles and Responsibilities of each team members
AC 1.2 Appropriate documentation
There are different documents which are necessary for completing this event in an effective
manner. These documents include emails, minutes of meeting, proposal of the event and contract
paper between ABC and LSFB (Moutinho, 2011). All these documents are also necessary for
recording important information of career fair.
Proposal:
Proposal of the event will include following information:
 Event contract
 Responsibilities of ABC
 Payment information
 Cancellations
 Promotion and advertising Applicable laws and other regulations

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 Schedule
 Contingency plan
 Budget, etc.
Budget:
Table 1: Budget for Career fair event
Payment schedule Amount
Advance deposit £5000
Mandatory cost £7000
Working budget £12000
Quality budget £5000
Marketing and promotion budget £6000
Total budget £35000
AC 3.4 Plan the actions and resources needed to achieve the success of the event or project
Table 2: Event plan
Activities of event plan Scheduled / completion date Required resources
1. Formulating aim and
objectives of the career
fair event
 Developing
responsibility
sheet
 Communicating
responsibilities
to the team
members
22nd
January 2016
 Event manager of
ABC
 Computer
 Internet connection

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2. Developing plan:
 Deciding
different
activities
 Allocation of
resources
 Arrangement of
all resources
(Kutsch, 2008)
 Developing a
contingency
plan
30th
January 2016
 Event manager of
ABC
 Technical resources
 Operation
management team
with effective time
management skills
3. Execution of event
planning
 Implementation
 Monitoring and
control
 Modification if
required
 Reporting and
documentation
18th
February 2016
 Event manager
 Operation
management team
4. Evaluation process
 Evaluation of
performance
 Final project
closer
20th
February 2016
 Event manager
 Operation
management team

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LO2/LO2
AC 1.3 Organizing resources to carry out the event or project
Above discussed event play will help ABC Ltd. to satisfy all needs and requirements of
LSBF in an effective manner. Along with this, career fair will be beneficial for all those students
who are seeking for good job and better career opportunities (Spekman and Davis, 2004).
Activity 1: Event manager is the most appropriate human resource who can formulate aim and
objectives in an effective manner. He/she is required to computer and internet connection for
communicating with students, team members and employers.
Activity 2: In this activity, event manger can develop appropriate plan and allocate roles and
responsibilities in an effective manner. Event manager of ABC can conduct meeting for organizing
resources to carry out the event (Carole, 2008). Minutes of these meetings are as follows:
Sample Report on Business Event Management
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Figure 2: Minutes of meeting

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Figure 3: Minutes of meeting with operation management team
Activity 3: Each and every team member needs to fulfill all responsibilities in effective manner.
It will help in implementation of the event plan.
Activity 4: In this activity event manager and other team members can evaluate the performance
of event by comparing actual and planned performance standards (Emiliani, 2006).
AC 1.4 Performing regular reviews and evaluations including the methods and resources
Gantt chart of this event will be a best method for regular review and monitoring of every
task of event. Further, it will also help in analyzing performance and actual progress of activities
on regular basis. Meeting is also one of the best method for getting reviews from different team
members is also help in making effective communication which will play significant role in
analyzing performance of the event (Chalip, 2004).
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AC 2.2 Demonstrating leadership, effective time management and skills of prioritizing and
delegating
For this career fair event manager needs to have some basic leadership skills which include
communication, honesty, confidence, commitment towards work, positive attitude and creativity,
etc. All these equalities help in making appropriate decisions for completing every task on time.
Including this, for managing time in effective manner event manager needs to focus on missed
deadlines, inefficient workflow, poor work quality and higher stress level. Along with this,
manager needs to try to give best solution to resolve all these issues (Weske, 2012). These actions
will help in improving work as well as also play important role in managing time in effective
manner. In addition by deciding priority and delegating responsibilities to skilled and experienced
person.
AC 2.3 Assessing the significance of stakeholder analysis when formulating new strategy
Power and interest matrix is one of the major tool for analyzing stakeholder’s and their
needs and requirements towards career fair event. Stakeholder analysis is beneficial because it
helps in satisfying the actual needs and requirements of LSBF as well as students. In addition,
using this analysis event management firm can easily identify most and least important
stakeholders for attaining goals of event. As per this analyses LSBF is most powerful and interested
stakeholders. It can change the entire event planning if it is not in line with the goal of career fair.
Along with this, sponsors are also considered as important stakeholders because they provides
finance for running different activities of event but, they are least interested towards different
activities of event. But ABC Ltd (Ryszard, 2012). needs to maintain communication with both of
these stakeholders. In addition, government, local authorities are not directly involved in the event
planning but they can affect the event plan by their formulated rules and regulations. So, using
stakeholder analysis ABC Ltd can easily identified

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LO3/ LO1
AC 3.4 Taking corrective action if necessary to keep the project on schedule
Time management is one of the important task to keep the project on decided time and
schedule. Regular meeting and monitoring of the performance help in managing time in effective
manner. Gantt chart is also one of the important tool for managing time because it helps in
completing every activity on time. In case of delay in any single activity event manager needs to
motivate every employee to give their best performance. It will help in completing each and every
task on time. Along with this, using root cause analysis will also be appropriate method for taking
corrective action because it will help in determining the actual reason behind the delay in project
(Damm, 2010).
AC 3.2 Demonstrating team building skills and how to diffuse anger
Communication, leadership and motivation are most appropriate skills for managing team
in effective manner. Appropriate communication helps in completing each and very task of event
with coordination and one time. Participative leadership is most suitable style of leadership for
taking important decisions. It will help ABC Ltd in developing strong relationship and
communication between different team members of event. Motivational skills will play important
role in encouraging each and every team member to give their best performance (Mark, 2005).
Along with this, in case if any situation where event manager will have to face a situation
of anger and disputes than he/she has to maintain appropriate communication with team members.
Along with this, event manager needs to listen both parties in the situation of anger. It will help in
resolving issue of conflict and situation of anger.
AC3.3 Importance of effective co-ordination and clear communication when liaising with the
team
Communication is important for distributing information among team members of event.
It is also beneficial for communicating roles and responsibilities, review of performance,
monitoring and evaluation of career fair, etc (Etzion and Niblett, 2010). Appropriate
communication plays important role in managing inter team conflict as well and helps in

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completing each and very task one time. For making effective communication event manager has
used emails, meetings, verbal communication, etc.
Co-ordination is significant for accomplishing career fair event on agreed time scale. It is
required for developing a successful plan for this event. Along with this coordination is important
for doing all important functions of this event (Spekman and Davis, 2004).
AC 1.1 Carrying out an identified event or project within an agreed timescale
As per the above discussion the current event has started on 22nd
Jan. All minutes of
meetings and mails have reflected that each and every task has accomplished on time. After
completing each activity the whole event will be completed in 22 working days. Therefore, it will
ended on 20th
Feb.
LO4
AC 4.1 Creating clear records of communication both internal, external and of team meetings
Minutes of meetings and emails are appropriate methods to record all internal and external
communication. Minutes of meetings has helped in recording all information about the allocated
roles and responsibilities to each team member. On the other hand, emails have also generated by
event manager to develop suitable communication with sponsors, external stakeholders and
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internal team members. These communication channel helps in maintaining written record of all
information (Moutinho, 2011).
AC 4.2 Demonstrating good use of information technology where applicable
As per the above discussion event manager has used computer system, internet connection
for making communication. It is one of the best technology for developing communication with
large team members in less time. Along with this, internet connection has also helped in promotion
and advertising of this event in different areas (Chalip, 2004).
AC 4.3 Producing information regularly and on time
Communication through email is one of the best way to conduct monitoring of performance
of the event as well as also help in producing necessary information about the event on time. This
process also helps in making necessary changes for improving performance and attaining all
objectives in effective manner (Weske, 2012). All these methods play very significant role in
completing this event on 20 Feb.
CONCLUSION
The current research project has concluded using appropriate planning and suitable
methods ABC Ltd can successfully completed this event on 20th
Feb. For this event meeting with
operation team members and emails are appropriate channels of communication. These methods
have also help in recording necessary information in effective manner. Effective leadership,
management, communication and time management skills are important for accomplishing a
successful event.

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REFERENCES
Books and journals
Chalip, L., 2004. "Beyond impact: A general model for sport event leverage." Sport tourism:
Interrelationships, impacts and issues. pp. 226-252.
Damm, S., 2010. The implications of best practice event management when applied to small-scale
local events. diplom.de
Emiliani, M. L., 2006. Origins of lean management in America: The role of Connecticut
businesses. Journal of Management History. 12 (2). pp.167 - 184.
Etzion, O. and Niblett, P., 2010. Event processing in action. Manning Publications Co.
Jalal-Karim, A., 2013. Evaluating the impact of information security on enhancing the business
decision-making process. World Journal of Entrepreneurship, Management and Sustainable
Development. 9(1). pp.55 - 64.
Kutsch, E., 2008. The effect of intervening conditions on the management of project risk.
International Journal of Managing Projects in Business. 1 (4). pp.602 - 610.
Linskell, J. and Hill, J., 2010. The role of smart home technology in enhancing supported living
for people with complex needs and challenging behaviour. Journal of Assistive
Technologies. 4 (4). pp.24 - 35
Luckham, D. C., 2011. Event Processing for Business: Organizing the Real-Time Enterprise. John
Wiley & Sons.
Moutinho, L., 2011. Strategic management in tourism. CABI.
Spekman, R. E. and Davis, E. W., 2004. Risky business: expanding the discussion on risk and the
extended enterprise. International Journal of Physical Distribution & Logistics
Management. 34(5). pp.414-433.
Weske, M., 2012. Business process management: concepts, languages, architectures. Springer
Science & Business Media.
Online
Carole, A., 2008. Resolving conflicts in work teams. [Online]. Available through
:<http://gram.eng.uci.edu/~ghubbard/mae189/Townsley.html>. [Assessed on 22nd
January
2016].
Mark, T., 2005. Learning how to diffuse tense situations. [Online]. Available through
:<http://www.mindtools.com/pages/article/dealing-with-angry-people.htm>. [Assessed
on 22nd
January 2016].

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Ryszard, B., 2012. Strategic management: formulation and implementation. [Online]. Available
through :<http://www.strategy-implementation.24xls.com/en118>. [Assessed on 22nd
January 2016].
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