Unit 4 Assignment 3
Staging An Event & Reflecting on Its Success
Introduction
My name is Rahel Akram and as part of this assignment, I will be actively participating in the
staging and administration of my selected event, as well as reflecting on my active
engagement and contribution to the event as a whole, as well as writing a formal report on
my experiences. According to the requirements of this assignment, you must describe what
happened during the event, my active participation in it, a thorough reflection on all
elements of it, and how your personal usage and development of your abilities contributed
to the success of the event.
P7/M4
Stage An Event, Demonstrating Some Relevant Management Skills\
Demonstrate Effective & Safe Event-Management Skills When
Organising & Staging an Event.
Individual Diary
Planned Event Activities Pre-Event
Our preparations for the event had been extensive in the weeks leading up to it, so we were
confident that the event would go smoothly. To ensure everything was in order, we spent
the week leading up to the event focusing on fine-tuning the preparations. We went
through a number of preparatory steps, which will be detailed in this assignment. One of
the first activities I done was producing a Gantt chart. The Gantt chart I created, was to
demonstrate a timeline for obtaining or completing a list of items we would need for the
event. These things included, finding and booking a venue, creating advertisement posters,
creating a food list, creating a list of resources, promoting the event, taking bookings from
attendees, gathering all resources and finally, the event day. After that, we had to figure out
where to hold the event and what kind of equipment we'd need there. The assembly hall
was our first choice, however, we realised that we were better off doing the event in the
hub as there was more room and it was accessible to sixth form. In addition, the hub was
equipped with most our necessary physical resources. The hub was outfitted with chairs,
televisions, and tables so that it could host the event. On top of all that, friends had assured
that they would bring their gaming systems and controllers so that the participants may play
on their equipment. Finally, I had to speak with those participating with in FIFA tournament
and produce a line up of who is playing who during the event. There were a number of 18
participants who were willing tom play. However, anything can happen and us as organisers
had to take that into consideration so just in case, we had a member in our group volunteer
to take a participant’s place if they did not show up. For optimum exposure, the marketing
team opted for large-format posters that were distributed to classrooms via
announcements from teachers. To make sure that everyone who wanted to know about the
event could, we put up as many posters as we could in various spots especially during the
last week before the event. As a result of the vast number of individuals, from kids to
,teachers, who attended, the marketing plan was a success. The event was jam-packed, and
we had virtually sold out of snacks and beverages.
In terms of customer service, the manager and deputy manager and were supervisors and
individuals to whom participants could ask concerns, as well as myself, for those who had
difficulties with the FIFA tournament. This was all done throughout the event. Many people
had questions about the event's health and safety, and we were glad that they could come
to us and get answers. We had already covered everything from making sure teachers were
on hand to making sure food that some people might be allergic to was clearly marked, to
making sure fire exits and loose wires were clearly marked. As a result, this ensured that the
event would continue to run without any issues. Taking an active role in all of the above
activities ensured that the manager and deputy manager and I were working together to
ensure that all duties were accomplished to the best of our abilities and were always being
enhanced to ensure success. We, as a group, made sure that the marketing approach was
the greatest possible strategy going ahead, that the food menu was attractive to clients and
that pricing were properly picked for profit, and that the location of the events was
convenient for persons to attend to.
Activities During the Event
The school was forced to close due to a leak on the day of our event, so all pupils, including
those in the sixth form, were sent home. Our group was left in a state of uncertainty as to
whether or not the event would go forward or whether it would be called off. But most of
the sixth formers had already gone home, especially those who had promised to bring their
gaming systems, when the leak turned out to be a false alarm. As a result, we were forced
to choose between cancelling the event and rescheduling it for a later date, which would
have had unintended consequences such as forcing us to rethink our marketing plan, risking
food deterioration as well for those who are fasting throughout Ramadan. Or we
would continue to run the event as planned despite this unfavourable occurrence and make
the most out of it. Due to this unanticipated difficulty, we were able to surpass all of our
goals and objectives by attracting a large audience and earning a profit from the admission
fees and snack stands at the event. During the day of the event, our group began setting up
the venue in anticipation of the event. Those who brought their gaming consoles and I, got
to work setting up the venue, which included gathering the televisions and gaming consoles,
setting up the table tennis tables, clearing chairs and tables and placing everything where it
belonged. Once the pick n mix bags were ready, we had the operations team begin putting
them together, while the managers and deputy managers set up a snack stand in the centre
of the venue. Board games and laptops were assembled by the hosts in charge of Kahoot
and tested to guarantee that there would be no problems during the event. Snacks and
beverages were collected for the venue by the operations team and manager, who then
began putting up the snacks and beverages. Next, a whiteboard menu was drawn up with a
list of the snack and beverage prices and balloons were blown up by everyone to create a
festive environment. This was the final step in the planning process and the event could
finally begin. There were a lot of attendees in the opening of the event.
Attendance was high with many sixth formers arriving within 15 minutes before the speech
of our host, who introduced the event's activities, who was overseeing each activity and
where the fire escapes were. It was difficult to keep everyone quiet as our host gave a quick
, introduction of the event. The event was fully underway, and the beginning of each activity
began. With their first line-ups, the FIFA competition kicked off. Similarly, the board games
began as well as the Kahoot quiz followed with a mass of participants. Despite the initial
problems that arose at the beginning of the day, we saw a lot of younger students come in
and purchase snacks and drinks during the event, which was a positive indication.
The event went off without difficulty. However, as previously, there would be a possibility
that a participant in the FIFA tournament would not show up. This happened, so the
volunteer in our group had to take their place in the tournament. Furthermore, we had
originally planned to have the Kahoot quiz in the meeting room within the hub however,
during the event, the room was occupied so the Kahoot quiz was moved to the other side of
the hub next to where the board games were taking place. Besides that, attendees enjoyed
themselves, the FIFA tournament was competitive, the board games were engaging and
enjoyed and the quiz was thrilling and interesting. Towards the end of the event, a ll other
games were stopped when people tuned in to watch the FIFA tournament game between
the two finalists. The Champions League theme music was played in the background as a
way to increase tension between the two finalists battling it out for the £60 cash prize.
It was safe to say, the event was a success overall. As the event came to a close, teachers
and kids alike expressed their appreciation for the success of the event. Once the event
began to wind down, our group and a handful of our friends began removing the balloons,
relocating the physical resources from table tennis to tables, and ensuring the individuals
who had brought their gaming consoles, had all of their equipment back to where they
belonged. As soon as the event was over and everyone had departed, the income and profit
were put away and our remaining food was placed with the teachers so that it could be sold
the next day.
\
Staging An Event & Reflecting on Its Success
Introduction
My name is Rahel Akram and as part of this assignment, I will be actively participating in the
staging and administration of my selected event, as well as reflecting on my active
engagement and contribution to the event as a whole, as well as writing a formal report on
my experiences. According to the requirements of this assignment, you must describe what
happened during the event, my active participation in it, a thorough reflection on all
elements of it, and how your personal usage and development of your abilities contributed
to the success of the event.
P7/M4
Stage An Event, Demonstrating Some Relevant Management Skills\
Demonstrate Effective & Safe Event-Management Skills When
Organising & Staging an Event.
Individual Diary
Planned Event Activities Pre-Event
Our preparations for the event had been extensive in the weeks leading up to it, so we were
confident that the event would go smoothly. To ensure everything was in order, we spent
the week leading up to the event focusing on fine-tuning the preparations. We went
through a number of preparatory steps, which will be detailed in this assignment. One of
the first activities I done was producing a Gantt chart. The Gantt chart I created, was to
demonstrate a timeline for obtaining or completing a list of items we would need for the
event. These things included, finding and booking a venue, creating advertisement posters,
creating a food list, creating a list of resources, promoting the event, taking bookings from
attendees, gathering all resources and finally, the event day. After that, we had to figure out
where to hold the event and what kind of equipment we'd need there. The assembly hall
was our first choice, however, we realised that we were better off doing the event in the
hub as there was more room and it was accessible to sixth form. In addition, the hub was
equipped with most our necessary physical resources. The hub was outfitted with chairs,
televisions, and tables so that it could host the event. On top of all that, friends had assured
that they would bring their gaming systems and controllers so that the participants may play
on their equipment. Finally, I had to speak with those participating with in FIFA tournament
and produce a line up of who is playing who during the event. There were a number of 18
participants who were willing tom play. However, anything can happen and us as organisers
had to take that into consideration so just in case, we had a member in our group volunteer
to take a participant’s place if they did not show up. For optimum exposure, the marketing
team opted for large-format posters that were distributed to classrooms via
announcements from teachers. To make sure that everyone who wanted to know about the
event could, we put up as many posters as we could in various spots especially during the
last week before the event. As a result of the vast number of individuals, from kids to
,teachers, who attended, the marketing plan was a success. The event was jam-packed, and
we had virtually sold out of snacks and beverages.
In terms of customer service, the manager and deputy manager and were supervisors and
individuals to whom participants could ask concerns, as well as myself, for those who had
difficulties with the FIFA tournament. This was all done throughout the event. Many people
had questions about the event's health and safety, and we were glad that they could come
to us and get answers. We had already covered everything from making sure teachers were
on hand to making sure food that some people might be allergic to was clearly marked, to
making sure fire exits and loose wires were clearly marked. As a result, this ensured that the
event would continue to run without any issues. Taking an active role in all of the above
activities ensured that the manager and deputy manager and I were working together to
ensure that all duties were accomplished to the best of our abilities and were always being
enhanced to ensure success. We, as a group, made sure that the marketing approach was
the greatest possible strategy going ahead, that the food menu was attractive to clients and
that pricing were properly picked for profit, and that the location of the events was
convenient for persons to attend to.
Activities During the Event
The school was forced to close due to a leak on the day of our event, so all pupils, including
those in the sixth form, were sent home. Our group was left in a state of uncertainty as to
whether or not the event would go forward or whether it would be called off. But most of
the sixth formers had already gone home, especially those who had promised to bring their
gaming systems, when the leak turned out to be a false alarm. As a result, we were forced
to choose between cancelling the event and rescheduling it for a later date, which would
have had unintended consequences such as forcing us to rethink our marketing plan, risking
food deterioration as well for those who are fasting throughout Ramadan. Or we
would continue to run the event as planned despite this unfavourable occurrence and make
the most out of it. Due to this unanticipated difficulty, we were able to surpass all of our
goals and objectives by attracting a large audience and earning a profit from the admission
fees and snack stands at the event. During the day of the event, our group began setting up
the venue in anticipation of the event. Those who brought their gaming consoles and I, got
to work setting up the venue, which included gathering the televisions and gaming consoles,
setting up the table tennis tables, clearing chairs and tables and placing everything where it
belonged. Once the pick n mix bags were ready, we had the operations team begin putting
them together, while the managers and deputy managers set up a snack stand in the centre
of the venue. Board games and laptops were assembled by the hosts in charge of Kahoot
and tested to guarantee that there would be no problems during the event. Snacks and
beverages were collected for the venue by the operations team and manager, who then
began putting up the snacks and beverages. Next, a whiteboard menu was drawn up with a
list of the snack and beverage prices and balloons were blown up by everyone to create a
festive environment. This was the final step in the planning process and the event could
finally begin. There were a lot of attendees in the opening of the event.
Attendance was high with many sixth formers arriving within 15 minutes before the speech
of our host, who introduced the event's activities, who was overseeing each activity and
where the fire escapes were. It was difficult to keep everyone quiet as our host gave a quick
, introduction of the event. The event was fully underway, and the beginning of each activity
began. With their first line-ups, the FIFA competition kicked off. Similarly, the board games
began as well as the Kahoot quiz followed with a mass of participants. Despite the initial
problems that arose at the beginning of the day, we saw a lot of younger students come in
and purchase snacks and drinks during the event, which was a positive indication.
The event went off without difficulty. However, as previously, there would be a possibility
that a participant in the FIFA tournament would not show up. This happened, so the
volunteer in our group had to take their place in the tournament. Furthermore, we had
originally planned to have the Kahoot quiz in the meeting room within the hub however,
during the event, the room was occupied so the Kahoot quiz was moved to the other side of
the hub next to where the board games were taking place. Besides that, attendees enjoyed
themselves, the FIFA tournament was competitive, the board games were engaging and
enjoyed and the quiz was thrilling and interesting. Towards the end of the event, a ll other
games were stopped when people tuned in to watch the FIFA tournament game between
the two finalists. The Champions League theme music was played in the background as a
way to increase tension between the two finalists battling it out for the £60 cash prize.
It was safe to say, the event was a success overall. As the event came to a close, teachers
and kids alike expressed their appreciation for the success of the event. Once the event
began to wind down, our group and a handful of our friends began removing the balloons,
relocating the physical resources from table tennis to tables, and ensuring the individuals
who had brought their gaming consoles, had all of their equipment back to where they
belonged. As soon as the event was over and everyone had departed, the income and profit
were put away and our remaining food was placed with the teachers so that it could be sold
the next day.
\
