Report For

Women talent award

Prepared by:
Malvika Mathur MBA-HR, SEM 1

Introduction
Women talent awad2011 are the awards which are exclusively organised to bring out those talented womens who bring out the different face for the life style of womens these awards are given to those womens who gave the inspiration to other womens to work outside in the market, in industry, in corporate field, etc .

Purpose of the Event

As we all know it is womens talent award 2011 function our purpose is to bring out those talented womens in front of the market so that we can motivate them through this award and as well as to those womens also who scared to work outside. The purpose is also is to entertain them through some activities.

Objective of the event

Primary objective
To achieve the maximum profit out of it monetary as well as mentally.

Secondary objective
To achieve the interest of the audience To motivate the womens

Planning
Being an event manager I will concern all these points to organise and direct the event with the help of my team members Before event
Good team members with different skills are a necessity. They can help with everything from preparing schedules and budgets, to making invites and posters. They can help you get things done. Prepare a draft poster. The draft should include the tentative date, time, venue (place), and chief guest, name of the event, and a theme or tag-line for the event. Prepare a draft schedule of the activities in the event. Prepare a time line (with deadlines) for each activity Make sure to keep team members and supervisors 'up to speed' with your plans. Collaboration can make your job easier Fix the date, venue, (chief guest), name of the event and tag-line 1 Get approval for budget, schedule, and etc. from team members Once again, meet with team members and volunteers to brain storm any problems that might arise. This is also the perfect time to create an action plan. Make sure to update any websites connected to the event. Collect sponsors and other sources of money from delegates. Market the event. Prepare brochure, release advertisement, inform the media, send mailings, make phone calls, send messages to e-groups, and visit potential participants or sponsors. It is important to make sure administrative actions are being taken care of as well. Things like poor accounting and lack of correspondence can create problems for any event.5 Make sure the team does not have any internal problems. Stay in touch with all team leaders as well as team members and volunteers.

Gather items needed for the event. These items include medals, mementos, trophies, or certificates. Prepare a list with all relevant mobile, phone numbers, emails ids of team members. Also, make a similar contact list for VIP, and supplier of any goods or services. Visit the venue with your team members; look around the place including parking, toilets, green rooms, contact person, arrangements, various entrances and exits. Look for nearby places where you can take photocopy, make phone calls, buy any things in case of emergency. Give proper instructions to the team members on how to handle every situation. Make sure you communicate with everyone on how to reach the venue and the time. Check whether all invitations have been sent and responded to. Create a list of invitees. Remind VIPs about the events. Check whether all activities are going on schedule.4 Check travel arrangements/maps/directions for participants. Go to the venue and check whether all things are ready. Collect enough money/cash for the event expenses from concerned persons. Arrive early to the venue with your team members and volunteers. Check for the electric reading and that all electronic equipment is in working order. Put the Welcome Banners and other info in front of the building. Keep the microphones and speakers ready. Put on music for an informal event. Make sure the host speaker has the schedule and resume of the chief guest ready. Make sure the host/anchor/Master of Ceremony is aware of the purpose of the event as well as the people who are organising it. Welcome the delegates and others.

Take care of any special requests, especially those of the outstations and chief guest. Have a separate person to look after the needs of General Delegates (Non-VIPs) and for PR (Public Relations). Take photos of all important things especially who all are nominated and received the trophies. Ensure all resources (food, water etc) are sufficient provided by the caterer which we have arranged for the event. Take the feedback

Organising/Arranging
Venue for the event- theatre Trophies - 20no Hall decorator Host 5no. Banners of the sponsors Caterer- for arranging the refreshment section Media Photographer Dj and mikes,coller mikes Judge Tickets and passes Lights LCD and security cameras Nominees for the awards Entertaining activities-dance (4), jokes, acts (2). Security arrangements Sitting arrangements Financial arrangement Do arrangements of table ,chairs, computers, podium to be set at the venue

Documents
List of Documents (etc) to be prepared Budget Event Schedule (Timing of each program in the Event) Invitations List of people to be invited Action Plan Time-line (Work completion schedule) Accounts Communication Letters Work Register Speech (for the host) Minute to Minute Schedule List of nominees and its categories List of nominee winners Work Allocation List Networking List (Mobile numbers of organisers) Checklist of Things to be taken Checklist of Work to be done Report of the Event (for media and others)

Final statements of Accounts

Venue
Factors to be considered while selecting a venue and negotiating the price Provision for Food Capacity of the Hall Timing (When does the event can start and end at the venue) Lighting arrangement (in case for night events) Air-conditioned or not Required Equipment are provided (Mikes, Speakers, etc) Furniture for dais (Tables, Chairs, Table Clothes) Whether Music, Entertainment is allowed or not (for informal programs) Power Backup Accessibility -- whether the venue is centred of city (Whether Delegates can arrive without any difficulty) Penalty, in case of cancellation of venue Provision for people with disability Special Rooms for Organizers, Dressing up etc Total Cost

Staffing
As it is women talent award function we need skilled labour as well as the non skilled labour we need supervisors for it so that they can direct the staff properly. For this award function being a manager Ill hire much of the women employee as much as well as men to.

Controlling
This include over all controlling of the event which is done by the higher authority of the event as well as event managers to avoid any miss happenings proper security control is there and also security equipments are in the event in control of security.

Conclusion
The conclusion is that with the proper planning for a event lead to its success. So while organising any event or any award function we should follow a proper procedure to make it a remembering event.