program and event management

1. Assignment on: Event Proposal
Course Code: 424
Submitted to:
Mohammad Ruhual Amin
Associate Professor
Department of Tourism and Hospitality Management
Faculty of Business Studies
University of Dhaka
Submitted by:
Group: Tourism Concord
Batch: 8th
Section: B
Date of Submission: 30th November, 2018
Department of Tourism and Hospitality management, University of Dhaka.

2. Group Profile
No. Name ID
1 MD. Towhidul Alam 20
2 MD. Zahidul Islam 54
3 Khushi Akter 74
4 Tasnuva Jannat Jhinuk 80
5 Pipasa Akhter 94
6 MD. Mamun Hasan 96
7 Mehedi Anjam Hasib 98

3. Event Description:
Event name: স্মরণে আইয়ুব বাচ্চু
Event type: Musical fund raising event.
Location: Mall Chattor, university of Dhaka.
Date: 17 December, 2018
Duration/Timing: 5 pm to 10 pm.
Event overview and purpose / Concept: We want to provide memorable experience through
music and pay best try to ensure a handsome amount of money from this event. And this amount
of money will be used to distribute the winter clothes for the helpless person.
Aims and objectives: A small initiative to remove the distress condition of helpless person.
Event Management
Management responsibility
As a manager of an event, it is important to help your employees prioritize their responsibilities in
relation to your company's overall goals. Knowing that personal accountability is something
that even the management is responsible for will help employees feel balanced and bonded
through that shared responsibility.
An music event generally involved negotiating contracts and fees, finding and booking events and
venues that match the artist's career strategy, advising on career decisions, publicity and
promotion, helping them on career decisions such as which record producer to work with, or which
songs to perform, and Event manager delegate there all responsibility to individual employees
important to note that the event manager typically works with a number of contractors, Venue
management, Stage management, lighting audio video companies, decorators and florists ,
entertainment management, rental companies ,security companies, cleaning companies, ticketing
operations. Manager is also required to become a liaison with University authority and government
agencies.

4. Major stakeholders and agencies
Stakeholders may include individuals and groups both inside and outside the organization that
have some direct interest in the event's planning, production and implementation in participating
in it. Example include: Event organizer, Event owner, Event management companies, Partners,
sponsors, fund investors and also involved police, emergency service, the environmental
protection agency as well as the local transit authority, have all sorts of requirements that could
challenge the feasibility of a music event. And must be investigated.
Physical requirements
Venue: Mall chatter of Dhaka University.
Route for street events: TSC, VC Chatter, New market.
Event map:
Audience: We will arrange of one thousand chairs for setting audience.
Impact:
Social: Music is a powerful tool to affect people's behavior. Its affects people emotions. When we
listen to sad songs, we tend to feel a decline in mood. When we listen to happy songs, we feel

5. happier. When asked about their listening habits, mixed results were found in accordance to the
amount of time spent listening to music.
Environmental: We will do our event at winter session.
Economic: This music event is a nonprofit event. Our profit will distribute for local people to buy
winter cloth.
Marketing
Marketing is the composite of activity includes inform the customer about the event, promote the
event and influence the customer to join or participate the event. That means marketing activities
reach the event to the target customer. Marketing activities includes-
competitive analysis:
In every product, event have such competitors. What are the competitive advantages? What are
the competitive disadvantage? that must be analyzed at first. Many competitors have arisen in the
event. Now-a-days political programmed is increasing because of upcoming national election.
Gala night is another competitor event. Gala night is an event which is organized by the last
semester student of BBA, BA, BSC, BSS, Cultural event most of the time held in this area. It is
also a competitor. We analyses our competitor that give us less opportunity and give huge threat.
Because many are attending these event and do not attend our event and for this reason our
audience may be lower.
Market analysis and planning:
For marketing, market must be analyzed properly. Domestic market or international market? Large
or small market? That must be analyzed. A plan must be developed to meet the audience needs.
We make a plan to organize a musical programmed that meet the audience needs properly.
 Customer segmentation: our target customer is mainly the young people. We segment
our target customer based on: Age group- 18-25,26-33 Profession -Student, teacher young
who are not student Geographical area-South Dhaka.
 Meeting audience needs: Ayob Bachu is a popular singer in Bangladesh has many fan at
this time who want to listen his song. Most of the fan of ayob bachu are young. For this
reason, we target the customer who are young. Remember ayob bachu by his song is the
big opportunity for young fan. Many singer like as asif akbar,james will sing ayob bachu

6. song like as ayob bachu.It is a honor for ayob bachu.for this reason this event meet the
audience needs.
 Consumer decision making: Consumer mostly are young who use social media like as
Facebook, Twitter, watch YouTube video. customer decision making process must be
analyzed before marketing the event. Their decision making process given below:
Informed by promotional activities: At first they are informed by our promotional activities
like as Facebook, YouTube video, poster, Tv advertising. Collect detailed information:
After that, they collect detailed information like as time, date, day, ticket price, participate,
organizer, venue etc. from social media, website, friends and relatives.
 Buy ticket: After collecting information he or she buy event ticket.
 Price and ticket program: Development of Ticket price is an essential work which must
be done carefully. Ticket price must be depending on target customer disposable income.
If their income is high, then ticket price should be high. If the target customer has lower
income then ticket price should be affordable, low. Our musical event ticket price is only
50 tk for students and 100 tk for teachers and others. We analyses the target customer
income. Mostly are young who have less income, or not. For this reason, we develop our
event ticket price is 50 tk only.
Advertising and promotion:
To inform the target customer about the event advertising and other promotional activities must
be done. Without proper advertising and promotion target audience are not informed properly. If
they are not informed properly the target, expected customer do not attend in the event. We will
take some promotional activities to inform our target customer.
 Message: Message means the speech which you deliver to the target customer.
Message must be innovative and understandable. Our message is, "Recall ayob
bachu and his rupali getter " " contribute to provide winter clothes for northern area
people"
 Media: For young customer, we need some advanced technological requirements
to inform, promote and spread the message to customer. Media such as: Social
media YouTube video Posturing.
 Budget: what is the approximate cost of advertising? What is the allocation of fund
to use advertising and promotional activities? That must be identified before
advertising and promotion. Before advertising we must think about our budget
which is very limited. As our event is charitable event and budget is limited. For

7. this reason, our advertising and promotion cost must be low. Budget for advertising
must be low. Our budget of advertising is 5000tk only.
Public relation:
Public relation is most of the time free of cost. It is very important for organize an event.
Maintaining relationship influence many customers to join the event. public relation activities like
as press release and media briefing. We can arrange press release and media briefing for
maintaining public relation.
 Press release: Newspaper like as Prthom alo,Daily star, Bangladesh Protidin
announce this event in their paper. Many renowned singers who are participate in
the event talk to many tv channel. Somoy tv make a video to announce the event in
YouTube. We also advertise the event
 Media briefing: Media briefing is the post event activities. It is the time to thank
all of them who are arrange, participate and join. In media briefing, we must say
our successful event organize and thank to the customer.
Marketing Evaluation:
Evaluate of all activities of marketing which is post marketing activities. Analyze the feedback
from customers, stakeholders, employee. Marketing evaluation is one of the most important
activity. We evaluate the marketing activities, feedback which is positive or negative. If positive,
then that marketing is perfect. But if it has some problems then identify the problem and solve the
problem as soon as possible. We identify if any problem arise in marketing activities then solve
the problem quickly.

8. Financial Control
Sources of Finance :
Capital:
a) Friends
b) Relatives
C) Sponsor
d) Entry fee ( revenues)
Figure : Cash flow analysis before and during event

9. Revenue Expenditure
Entry tickets (750):
Adults (150tk × 500) = 75000tk
School & College Students (100tk × 250)
= 25000tk
Total: 100000tk
Before and during event:
Promotional Activities = 5000tk
Sounds and lightings = 10000tk
Theme = 5000tk
Layout = 5000tk
Decor = 7000tk
Miscellaneous = 8000tk
40000tk
After Event:
Winter cloth for Street Children = 50000tk
Transportation & Administrative-
-Cost =
1000tk
60000tk
Total Expenditure = 100000tk
Table : Total financial Analysis
Risk Management
Risk management involves a three-step process:
1. Identifying the risks and hazards
2. Assessing the risks and hazards
3. Managing the risks and hazards

10. Identifying the risks and hazards:
a) Heavy weather, wind or rain
b) Fire
c) Collapse of building
d) Accidents involving performers or event audience
e) Crowd Control
f) Security of participants
g) Breakdown in power supply
Assessing the risks and hazards:
The followingquestions may be asked during the assessing of a risk :
a) What is the likelihood of this risk happening?
b) Who will be exposed to the risk?
c) What impact has this risk had in similar circumstances?
d) How will people react to this risk?
Classification of hazards:
There are three classifications of hazards that might pose a risk to health and safety
a) Class A hazard
b) Class B hazard
c) Class C hazard

11. Managing the risks and hazards:
It includes the following methods of controlling:
1. Elimination plans to eliminate the risk altogether ( such as erecting covered walkways to
protect spectators from rain)
2. Substitution plans (such as looking for a better designed grandstand)
3. Isolation plans ( such as isolating dangerous or noisy equipment)
4. Engineering controls ( for example , using safety barriers to limit access)
5. Administrative controls
6. Contingency plans ( for example, developing evacuation plans for situations in which risk
cannot be completely avoided).
Staging
We know that a strong, stable foundation is at the core of any successful event. So we focus on
rugged, reliable construction of staging and also trying to create a flexible, portable stage that
offers strength and durability and also quick to assemble.
Event Theme: Entertainment and fundraising through musical event.
Décor of event:
1. Audio
Whatever the venue or production, audio systems are very important. We will hire best audio
designers, mixers, and technicians to achieve a perfectly balanced and tuned system to fit every
audio needs. We will make sure the available inventory of audio gear is well suited for any size
production, including consoles, wireless equipment, speaker systems, and signal processing.

12. 2. CAD Services
Executing the perfect event procedures begins with accurately mapping out the details. So we will
more focus on the CAD (Computer aided design) services of our event. In any place where an
event will occur, there are multiple considerations that must be thought out well in advance of the
show date. This can best be accomplished only after an accurate floor plan is created. CAD
drawings are an essential roadmap for all stakeholders involved in putting together the event or
production. These precise drawings can help our signal obstructions and partitions, exits, ceiling
heights, and virtually every other important spatial detail for the designers, planners, production
partners, and guests.
3. Camera/IMAG
We will also ensure to provide the best IMAG experience for a client. IMAG consists of multi-
camera shoots of live music events at the arena and outdoor stadium level; anywhere where an
artist wants to project an image for those concert-goers that are farther from the stage. The video
displays are positioned strategically to support and enhance the live show's audience experience.
LED video and/or projection solutions in various configurations and resolutions are also ensured
for the event.
4. Design & Engineering
We collaborate with design teams, producers, production managers and technical directors to
formulate practical solutions to the challenges laid before us as well as to those that may arise on-
site. We will communicate expert workforce of industry-respected professionals who know what
works and often just as important, what doesn’t. Our attention to detail is uncompromising and
our dedication to exceeding our clients’ expectations is unsurpassed.
Lighting:
Transform an event with lighting and decor. Whether it is twinkle lights to add warmth to an
outdoor patio, drapery to give drama overhead, or a red carpet for a glam entrance we as well as
our contactors will help to make our musical event something special.

13. String Lights
Whether outside or inside, string lights can add that little bit of sparkle to make any event magical. The
success to any event is in the details, and our lighting specialists will help to us make our vision come to
life.
Up-Lighting
Up lighting mixed with drapery details can create a luxe look. We shall carefully deal with our
lighting contractor up lighting packages to complete our event decor.
Sound:
Input transducers
Many types of input transducers can be found in a sound reinforcement system, with microphones
being the most commonly used input device. We will choice the cardioid mics, are widely used in
live sound, because they reduce pickup from the side and rear, helping to avoid unwanted feedback
from the stage monitor system.
Mixing consoles
Mixing consoles are the heart of a sound reinforcement system. This is where the sound engineer
can adjust the volume and tone of each input, whether it is a vocalist's microphone or the signal
from an electric bass, and mix, equalize and add effects to these sound sources. On the basis of
numbers of audience, we will set up the sound and mixing consoles. We will recruit a sound
engineer with expert knowledge of speaker and amplifier set-up and other technologies.
Noise gates
We will also provide the Noise gates which are useful for microphones which will pick up noise
which is not relevant to the program, such as the hum of a milked electric guitar amplifier or the
rustling of papers on a minister's lectern. Noise gates are also used to process the microphones
placed near the drums of a drum kit in many hard rock and metal bands. Without a noise gate, the
microphone for a specific instrument such as the floor tom will also pick up signal from nearby
drums or cymbals. With a noise gate, the threshold of sensitivity for each microphone on the drum
kit can be set so that only the direct strike and subsequent decay of the drum will be heard, not the
nearby sounds.

14. Power amplifiers
Power amplifiers is an integral part of any event. A power amplifier is an electronic device which
uses electrical power and circuitry to boost a low-voltage level signal and provides enough
electrical power to drive a loudspeaker and produce sound.
Logistics
Whether transporting personnel and materials, storage, or organizing travel, the logistics required
in connection with an event are not to be underestimated. The loading, unloading and on-site
storage of materials also needs to be organized. Logistics may also include space planning for the
outdoor areas and the scheduling of delivery traffic.
Services:
Traffic management
Detecting unusual conditions is a complex task, especially in urban environments, but significantly
contributes to a better use of the existing infrastructure and the implementation of management
measures. Generally, data sources for traffic incident detection can be categorized in three different
groups
• Traffic surveillance: loop detectors, CCTV camera, etc.
• Non-transportation related reports: e.g. from the police, fire protection departments, etc.
• Crowd sourcing: social networks, volunteer reports, etc.
Managing major events usually includes stakeholders beyond the typical transportation agencies
and, therefore, requires continuous and effective coordination and collaboration. The travel
patterns of event attendees differ from their daily mobility and are much more complex for planers
to predict. Therefore, authorities tend to rely on trial-error approaches, checklists and
recommendations provided in handbooks and undertake reactive measures based on their previous
experiences rather than planning.
Car parking:
We will manage paths to the nearest accessible venue entries and exits and pay stations (for
example, a ticket booth or a parking-lot operator station) Consider providing a designated
passenger drop-off area that is clearly marked with signs and located close to the event entrance.
It’s helpful to use arrival, exit and directional signs that are clear and can be read in all light
conditions. The signs should start outside the parking area, so festival goers can easily find
accessible parking.

15. Food Services and Public Eating Areas
Event participants should be able to easily reach food services using an accessible path, and food
service booths should allow a person in a wheelchair to reach them. Consider having large print
copies of menus for people who have low-vision. Manufacturers of accessible tables provide tables
with a range of dimensions to accommodate differently sized mobility devices. By providing a
mixture of different types of accessible tables that accommodate a variety of mobility devices, you
can ensure that guests of all abilities will be able to use your seating areas. Ensuring flat, firm, and
stable space around the table, under it, and on the path to reach it will help guests who use mobility
devices get around your festival’s eating areas.
Washrooms and Temporary Toilets
It’s a good practice to plan for accessible washrooms. Accessible toilets can make or break festival
enjoyment for a person with a disability. We will manage accessible washrooms and temporary
toilets should be at ground level and away from crowds and sound systems, but not so far that
they’re inconvenient to reach.
Rest Areas/Quiet Spaces
Before our festival, consider designating a quiet space for rest, especially if our event will attract
mid-level crowds and is longer than a couple of hours. This can be helpful for individuals with
different types of disabilities or needs such as people with mental health issues, sensory issues,
fatigue issues and nursing mothers. We will ensure a quiet area for the Vip Guests and performers.
Catering:
Catering at events can range from a cup of tea and a biscuit, to fast food outlets. It is useful to
provide different catering choices where practicable and to ensure that catering staff are briefed on
helping people with disabilities with their selection and service.
Outdoor Event Waste Management
Waste management for outdoor events is a very important consideration when organizing an
event. Essential to its success is the ability to be able to work in adverse conditions, to tight
deadlines, to be able to set up and de-rig quickly, to be considerate of the surrounding area and
also provide an efficient and effective service.

16. Waste Management and Cleaning Strategies of our Event
When hosting our event, these are the minimum requirements must meet:
 Avoid packaging.
 Minimize giveaways.
 Utilize reusable or recyclable items for food and beverages.
 Provide highly visible, clearly labelled waste and recycling bins.
 Empty bins before they are full.
 Safely store, use and dispose of potentially polluting substances.
 Store used wastewater in a sealed container and remove for off-site disposal. Wastewater
is not permitted to be disposed of via the storm water drain.
 Arrange bins consistently throughout the site, with a recycling bin always next to a waste
bin.
 Locate bin stations near to where food and beverages will be consumed, at entry/exit
points, close to toilets/facilities and at the intersection of pathways. Consider the access
needs of children, people with disabilities, service providers and contractors.
 Identify a bin collection point and bin transfer routes to the collection point.
 Utilize bin monitors to encourage appropriate bin use.
 Provide food & organics bins for the use of food stallholders to be used back of house.
 Decide on contamination management plan for ensuring waste is sorted into the correct
bins.
Post event Cleaning
 We will communicate Dhaka south city corporation.
 Our volunteer will participate this cleaning program and monitoring the cleaning
activities.

17. Safety and security
Safety and security Safety and security of the audience:
No high risk and detrimental substances will be used. Member of Bangladesh National cadet core
(BNCC) Will be deployed to ensure audience safety. Seating arrangement of the audience will be
at danger free area and checked properly for bomb threats etc.
Safety and security of the performer and VIPs: For VIPs Police Will be deployed around the
VIPs seating area. Seating, food and beverage for them will be checked carefully. For performer:
Instruments used by performer will be checked to avoid accident resulting from electrical
connection etc.
Health and safety to the staffs: Staff will be under insurance coverage for their lives and other
injuries. Security of premises, equipment and cash: Premises should be secured through fence,
blockage etc. Temporary wall will be built. Equipment will be checked to ensure whether they are
working and are not damaged. cash will be handled by two people in an area with no crowd allowed
near receiving and paying money.
Communication: Communication of Safety plan will be done Through;
Meetings: maximum number of meeting Will be conducted to inform staffs and other stakeholders
about safety plan and requirement when emergency situation/ issues arises.
Reporting relationship: Staffs will report to assistant manager of their work.
Emergency reporting relationship: staff will report to head of emergency team about the state
and effects of emergency situation.
Communication methods: Method of transferring information during the emergency will be radio
signal for the staff and hand mike for the audience and other participant
Emergency access and emergency management: assistant manager will be responsible for
managing emergency situation. Emergency access will be managed by 4 people in two directions
to minimize exit related hazard like trampling and panic.
First aid: emergency Medical team will be present on the spot for first aid. Some of them will be
responsible for first aid and some for transferring patients to hospitals.

18. Operational plan
Policies: Our policies will describe the general principles of our event and what is our business.
Our principles are to recreate our targeted audience in convenient time and place. For smooth
operation of our events we will make two teams. One is complaints management team and another
is crowed control team
Complaints management team: Complaints management team will receive complaints via
online, cell phone or on spot. If there is mismanagement the team will take immediate action to
make the musical event successful.
Crowd control team: On the time performance we expect that there may be crowed. Over crowed
can create adverse situation. Thinking so; our crowed control team will make row for guest setup.
Procedures and checklists: We will focus on procedural operation of our event. By this event we
will commemorate one our greatest singer of all time in Bangladesh. Checklist of our program is
given below-
Time Description Response
team
5.00 PM Start of our event by national anthem Local singers
5.10PM Presenting Documentary on Ayub Baccu Documentary
team
6.00PM Performance by local singers Management
body
7.30PM Performance by invited singers Management
body
9.30PM Closing of events Management
body
Performance Standard: We will not compromise with standard of event. Our effort is to satisfy
our audience by best possible ways. We will make a team to evaluate the performance of our event
management.
Contingency Plan: Contingency planning is a vital aspect of any event management. Even the
best made plans are unlikely to ensure that nothing goes wrong. We are expected to be able to react
quickly and appropriately. This ability to react stems from anticipating emergencies, accidents and
problems, formulating plans and training staff in what must be done.
Weather: Forecasting weather circumstances we are going to organize our event in winter as there
will be no rainfall. In the event of a sudden downpour ensure there is adequate shelter for all
otherwise people will start going home and won't come back even if the skies clear. We will make

19. plans to relocate activities to sheltered areas or to alter the event program to salvage the day if
possible
Electrical supply: Load shedding is common phenomenon in our country. By considering the fact
we will make arrangement for generator or substitute electric line.
Lighting: The event will start in daylight and the sunset time is predicted at 9.00 PM. If there is
shortage of light, we will have deployed different lighting.
Fire: If fire accident happens, we will directly communicate with Palashi Fire Station. It is another
vital contingency plan for us.
Accident: Accident may take place for various reason. That’s why we a team for First Aid. They
will provide First Aid in quick response. Injuries may occur to participants, spectators and/or event
staff. It is a legal duty for us to plan for such eventualities. We will organize first aid and/or other
qualified medical personnel to be in attendance throughout the event. We will roster on more staff
than the minimum required so that if one person requires treatment it will not impact on the running
of the event
Crowed control: If the is fire or accident many people will rush there. It is common scenery of
Bangladesh. Considering the situation make another response team. The team will make
arrangement to control over crowed in that situation
Delay or cancellation: Visiting dignitaries often have multiple responsibilities most of which are
far more important than their appearance at an event to make a speech or presentation. They may
delay or cancel at the last moment. We have made plans and instruct staff to continue the event
program rather than delay it. We will identify and use other people in the event management team
or other guests who can step into to make a presentation if necessary.
Bomb threat or other Security incident: Given the nature of the event, the risk of a bomb threat
is considered high. However, in light of current security concerns ALL event personnel must
remain alert to the potential risk involved. Bomb threats may be received by any agency and are
likely to come by way of telephone. In the event of a bomb threat being reported to Event
Management, the Police will be notified immediately, who will then become responsible for the
co- ordination of any response.
Logistics: Even a minor logistics oversight can sabotage an event. As soon as audiences walk in,
any detail that’s out of place will be noticed and media. That’s why event logistics are so critical
to get right. From venue and on-site technology to staffing and contingency plans, we will follow
some steps to ensure a smooth operation.
Setup/ teardown: Setup is an integral part of our event. For setup we have made two teams. One
is for structures and facilities another is sound system management team.

20. Structures and Facilities: Structures and Facilities team will create the framework of stage. They
will focus on different modern facilities which are unknown to audiences.
Sound: Sound system is much crucial for any musical event. Our sound management team will
provide all types of modern sound facilities.
Evaluation
Feedback will be collected from audience, performer and Other participants. Success of the event
in terms of meeting audience and other will be compared with the standard. Cash collected will be
reconciled with projected budget of revenue and expenditure. Overall performance will be
measured and findings will be reported to general manager.