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CASE STUDY

ON
EVENT MANAGEMENT
TYPES OF EVENTS

There are almost countless types of events, some are demanded frequently by customers
others seldom Find in-depth information about the most important types of events.
Event management.com presents and describes the diversity of the event planning industry.

NETWORKING EVENTS
Networking events may look like lavishly-funded business parties, but in reality, networking
events are essential personal marketing galas. Thus, any event manager needs to know how to
organize one whale of a party – er, one fantastic business networking event.

Networking events are a key element to business success. They provide ample opportunity for
brand positioning, contact establishment, future mergers, and personal marketing. There is
strength in numbers. All companies have a vested interest in securing the support of a business
friend (formally labeled as b2b [business to business] commerce). For aspiring businesspersons
seeking some social capital, a networking conference is the prime spot to be.

Due to the variety of size of attendees, a networking event needs to be planned at least 12
months in advance. In fact, the first invitation should be sent six months before the advent,
which means the venue, accommodations, employment, entertainment and other essentials
must be provided for by then. Networking events are best planned around weekends – because
of weekday work schedules and hotel weekend discounts – and not in juxtaposition to similar
occasions.

Note: the event manager should quickly determine maximum budget boundaries and operate
strictly within that range.

The success of a business networking event, to a large degree, depends on the rate of
attendance. Marketing is vital. Due to low return rates of direct mail, concentrate on social
media marketing and that perennial favorite, e-mail. The requests should show the invitees why
it is in their absolute best interest to attend.

When searching for a venue, select a location that is easily accessible, has nearby parking, and
is near accommodations. The housing (required for traveling attendees) need not be four- or
five-star resorts, but requires commodities like WiFi, free breakfast, etc. Both the venue and
housing selections should be selected with one theme in mind: comfort.

How to pay for this gala? Sponsors. With the inbred marketing opportunities at business
networking events, sponsors will jump at the opportunity to subsidize. In return for their
financial assistance, allow them to set up shop at the event.

Rental equipment is relatively straightforward: tables, chairs, linens, audiovisual equipment,


lighting, and sound.

Entertainment and catering should subside into the backdrop, blending rather than interrupting.
Likewise, catering should not emulate college buffets.

When guests arrive, they are to be verbally welcomed and given a welcome kit. Hopefully,
when they leave, they will be chock-full of another’s business cards. Networking complete.

NETWORKING EVENT CATEGORIES:

1. OPENING CEREMONY
2. PRODUCT LAUNCH
3. THEME PARTIES
4. TRADE SHOWS
EVENT ORGANISATION
Event organization can become a cumbersome process if not taken seriously. Thoroughly
combing over as many details as possible is a great maneuver aimed to present an event worth
remembering. Whether the event is of business or personal nature, details make a difference.

The first line of business to consider in organizing an event is to decide upon the overall
atmosphere to be projected by the event. How should the guests feel upon arrival and
departure? Will all guests remain together during the event or will they be divided into smaller
groups at some point during the experience? Should emotions of comfort, excitement,
relaxation, romance, restfulness or pleasure be endured? Choosing the atmosphere is as vital as
selecting the theme of a child's birthday party. This atmosphere/theme is the foundation in
constructing the perfect event.

Is the nature of the event casual, formal, romantic, or professional? Different event venues
project different moods casting the tone of the event's nature. Most venues possess the ability
to cast each of these tones to make the event successful. Many restaurants offer gathering
rooms to project a formal, romantic or professional feel, while a portion of the main eating area
settles guests into a more casual, laid-back retreat. The same is true for most venues. Yachts
can be the perfect "wow factor" for intimate, casual bridal/baby showers as well as intriguing
the professional crowds mixing business with pleasure in the sights and sounds integrated with
elegance on this excursion.

Next, location of the event, namely the event venue, should be selected. The event venue
provides the background to the atmosphere draped upon guests. Venue needs to include
consideration of several factors of location. How will guests arrive and will parking be an issue
or inconvenience? How far will guests be willing to travel to reach their destination? Other
considerations include event facilities. Does the event facility provide a catering service,
technological equipment, DJ/music or will it permit the use of such on its premises? How
many guests will be attending the event and will the desired location accommodate this number
of attendees? The location should comfortably allow guests to mingle and move without
feeling crowded or lost in a vast openness of over-sized space. Finding this perfect zone of
comfort is easily attainable with a little research or assistance of an event manager. Remember
to consider the time frame of the event to offer guests quick access to hotels if an overnight
stay is deemed necessary.
EVENT PLANNING
Event planning is a detailed immersion into planning and executing a memorable and exciting
event for business promotion, recognition of achievement, or the introduction of new products
and technology. Event planners pave the way to a streamlined unfolding of an event by the
practical application of resources and methods to fulfill every conceivable need that might arise
at such a gathering.

Event planning sets the stage of the visual, culinary


and experiential impact of the event, making a difference between money well invested and
dollars poorly spent. Event planning is an art...and event planners are detail-oriented multi-
taskers with an eye toward detail, a nose for expediency, and an ear for suggestions. The goal
of the event planner is to please the event sponsors with delivery of an event that fulfills their
expectations.

Event planning finds its roots in accessibility. Professional event planners are devoted to
obtaining a veritable catalogue of accomplished and professional individuals and companies
who provide services for accommodating the needs of people, purposes and promotions. The
event planner knows the ins and outs of those things that make for a successful event, and is
familiar with those things that contribute to event failure. The event planner asks a thousand
questions, spurs thought and creativity, and helps to define event budgets. The event planner is
an invaluable aid to reducing the stress associated with an important event, providing
knowledgeable expertise by utilizing proven systems for tackling the many details that
contribute to event success.

Event planning is more than a project; it is an immersion into bringing together all the various
components of promotion to produce excitement, expectation, and experience that will leave
event attendees feeling rewarded, educated, enthralled, entertained, and above all, glad they
came. A competent and professional event planner will help prospective event sponsors wring
out every last detail of their vision for an event, and in the process, provide the direction to
define their ultimate goals and what they expect their event to attain.

A thorough consideration must be given to the date, time and location of the event, as well as
the programs, type of speakers, honors, awards, food to be served, and number of attendees
required making the event a success. All other details hinge upon having a solid grasp on these
important decisions, to the attaining of an event that will be remembered for years to come.
EVENT VENUES
Event venues are locations where events are taking place. The definition of an event venue
can be as endless as the stars in the sky; thus, when selecting the perfect venue for that
important event, the sky is the limit. An event venue in simple terms is the location hosting
an event. Some venues are more common than others, but there is a never-ending list when
creativity comes into play.

Traditionally, a meeting room, hotel, conference center, restaurant or convention center


may come to mind when envisioning the stage where large, note-worthy events are held.
However, in today's world where making a great first impression and expressing one's own
style has never been more important, there are many newcomers on the traditional event
stage. Ballrooms, gardens, rooftops, museums, theaters, yachts, stadiums, universities and
even outdoor venues are becoming the norm in providing a unique, tasteful backdrop in
creating the perfect atmosphere for business to business forums, as well as weddings and
private parties.

Depending on the premise or desired outcome of the planned event, the selected venue can
make a tremendous impact. Often guests leave with an overall impression or feeling of a
business/person based solely upon their sentiment provided by the atmosphere of the event,
as opposed to the product/purpose on display. The memories linger when an event provides
a welcoming warmth and invites a personal connection to be obtained by the attendee.
Finding the location is a key element in planning the perfect event.
Intimate, smaller groups may find a large conference center superb and projecting an
isolated atmosphere. A rooftop, meeting room, restaurant, yacht, garden, or museum could
be a more appropriate location to make this a more personal affair for the lower-numbered
crowd. In contrast, a larger group might find such settings too personal and prefer a little
more elbowroom.

Venues designed for events with a larger number of guests include conference centers,
convention centers, hotels, some restaurants, theaters, ballrooms, some gardens, mansions,
universities, outdoors, stadiums and yachts. Conference and convention centers provide an
ideal fit for events desiring separate spaces for smaller group meetings while including an
area for everyone to convene into one large unit. These centers typically house all the
equipment necessary for making presentations/dining for crowds, which trims down the
amount of resources the host of the event must supply. Considering the essential supplies
needed to complete the event is vital when selecting the appropriate venue.

Similarly, weather is an element not to be forgotten during event venue selection. Gardens,
rooftops and any space outdoors must include a back-up venue in case of inclement
weather.
EVENT MANAGEMENT SOFTWARE

Event management software can be a lifesaver to anyone responsible for planning events
whether it is a national conference, charity event or 50th wedding anniversary celebration.

There are many different types of event management software that can be purchased or
leased based on your needs. Some versions with basic management options such as online
registration are even offered free online through event management websites.

A full service system will allow you to manage


every aspect of the event including the budget, registration, exhibits, appointments,
housing, travel and email communications.

These systems options can be grouped into a few main categories:

1) Planning
2) Communications
3) Registration
4) Task or Program Management

Planning

The planning modules are used in the conception phases in such tasks at facility
management, travel and housing accommodations. Effective software will allow you to
manage the event budget, create a theme and track vendors. Organization is vital to
successful events and event management software allows you to keep every detail
organized in one central tool.
EVENT MANAGERS

Event managers combine organizational and communications skills and manage all the
complex details of a special event from planning to budgeting to evaluating afterward.

The planner may research and recommend themes for the event; outline the many facets of an
event; locate the proper venue; arrange for food and beverages; send invitations; provide
transportation and accommodations; coordinate event staff; oversee the event budget; supervise
the event itself; and conduct a post-event evaluation.

Some event planners specialize in one area such


as weddings, while others will tackle almost any assignment. A high number of event planners
started by doing one aspect of event planning (such as catering), then expanded to eventually
handle all aspects of the event.

Excellent analytical and organizational skills are important to the event planner. The planner
coordinates all the details to help the event run smoothly and meet its objectives. Creative
problem-solving skills are helpful, as is a sense of logistics.

Communication skills are also essential for the event planner. He must be able to comprehend
the host’s objectives. He must be able to interpolate those objectives seamlessly into the event
itself. He must be able to motivate staff and promote the event.

People skills are essential. The event planner will be dealing with all ages and all socio-
economic groups, and may even need to acquire some cross-cultural skills.

A high energy level is helpful, along with a can-do attitude. While starting an event planning
service doesn’t require a degree, business education and experience is helpful.

There are a number of educational opportunities, and qualified event planning professionals
may become a CMP (Certified Meeting Planner) or a CSEP (Certified Special Events Planner).

The field of event planning is currently is high growth field offering plenty of opportunities. A
business event planner may plan parties, festivals, grand openings, fundraisers, new product
launches, meetings, company socials, trade shows, conferences, and conventions.

The average base salary for an event planner runs from $46,000 to $64,000per year. Add in
benefits and bonuses and the salary averages about $78,000 per year. The U.S. Bureau of
Labor Statistics predicts that the event planning field will grow about 20% per year over the
next five years.

Event planning is an interesting and challenging field. No two events are exactly alike, and the
event planner meets all sorts of interesting people.
ORGANISATION CHART
ADVANTAGES OF PROPOSED SYSTEM:-

1. Through the working of a computerized system one can


avoid the obvious complications arising from innumerable aspects.

2. The maintenance, addition, deletion or modification of an existing record becomes a work


regarding only a few seconds using a computerized system.

3. This will not only increase the efficiency and accuracy of the organization but will also
prove to be a massive time saving factor to it.

4. Computer can easily auto generate to make the entry(s) easily.

5. To make the existing system more efficient.

6 To provide a user friendly environment where user can be serviced better.


LIMITATIONS OF CURRENT SYSTEM:-
Even though the above project is very beneficial to any institution, but this project has
certain limitations. They are:

1. It requires large memory space.

2. It can fail due to some mechanical as well as manual fault.

3. It has limited scope for up gradation.

4. It does not support multiple record system.

5. Human errors are indispensable part in any manual system so any duplication or any
fault is obvious.

6. Manual system has no order or organization of data in any form.


Rather atmost it can make different bundles bt no specific orders.

7. No facility for online communication with executives or complaint registration for 24 x 7.

8. Being a manual system the entire work is being done on paper.so it is a hard job to keep
the papers secured from harms and also having an honourable storage
OBJECTIVES

Upon successful completion of the Event Management and Design program, you'll:

• Understand the five stages of event management: research, design, planning,


coordination, and evaluation
• Understand how to manage time effectively
• Learn how to manage human resources and volunteers
• Have insight into hiring vendors, caterers, sound and light technicians, entertainment,
and other resources
• Learn how to conduct an event site inspection
• Be knowledgeable about risk-management procedures and tactics
• Learn about the requirements for necessary contracts, permits, and licenses, and how to
meet these requirements
• Understand budgeting, pricing, and accounting as they relate to event design
• Be able to apply the principles of design to event decoration and effectively use
flowers, fabric, lighting, and more
MODULES

1. CUSTOMER REQUIREMENTS: it comprises of customer requirement


details. Their services and products demands.It helps in broadens
the company’s demand and their quality systems.

2. SIMULATION(NEW PRODUCT): Just as new products can be simulated


using computer aided design packages the operations and processes required to
manufacture and deliver these products to the customer can also be simulated. By
designing and testing new operations and processes in a virtual world companies
can avoid many costly mistakes, as well as reduce the time it takes to deliver new
products to the marketplace. This module will use discrete event simulation in the
context of operations and planning to allow a statistical approach to the planning
and contro

3 DECISION MAKING : This module will concentrate on advanced


accounting techniques especially relevant to engineers such as capital investment
appraisal and product costing. It will examine the latest accounting techniques
available to assist engineers in decision-making. The interface between marketing
personnel and design engineers is crucial to a company's success. Too many
times we have witnessed excellent technical solutions fail because they have not
been marketed adequately or a brilliant market campaign falter because the
product cannot satisfy customers' requirements. This module seeks to equip
engineers with the skills to ensure the products they help design and make are
marketed successfully.

4 EXPENDITURE : This modules states all the expenditure that are involved
in the managing events. Before stating any event there is a proper planning done
about the budget invoved in the event but sometimes it so happen that more than
the expected amount is spended.
CASE STUDY
Introduction
Purpose
The Business Use Case Specifications describes the use case model in detail. It will describe
each use case and the actors in the use case model.

Scope
This Business Use Case Specifications document applies to the CleanScene Event
Management System, which will be modeled by The Joltts Group.

Definitions, Acronyms, and Abbreviations


See Glossary.
References

Actor Catalog
Name Description
Planner A Planner is an individual who plans, schedules and
manages fund raising and speaking engagement
events.
Approver An Approver is an individual who can plan, schedule
and manage fund raising and speaking engagement
events as well as approving those events.
Viewer A viewer is an individual who can view fund raising
and speaking engagement events.
Contact Management This system provides email or mail out information to
System invite attendees to events.
Marketing System This system provides survey templates to gather
feedback on events.
Accounting/Sales This system receives receivables and payables
System information related to events costs and proceeds.

Event Budgeting Management


Brief Description
This use case takes place when a planner or approver is planning the budget for an event.
Event Budgeting Management provides accurate budgeting to plan for events. Budgeting
concerns include:
• Equipment costs
• Projected attendance
• Sponsor contributions, cash and in-kind
• Location costs
• Transportation
• Labour
• Food and beverages
• Incidental expenses (handouts, gifts, etc.)

Flow of Events
Basic Flow
1. The planner enters an event including:
• date
• location and cost
• equipment required and cost
• transportation costs
• projected attendance
• food and beverage options and quoted price based on projected attendance
• cost of gifts or raffle prizes
• sponsor contributions – cash or estimate of in-kind donation
• labor costs (servers, gratuities)
• speakers
• entertainers
The planner saves the event.
2. The system marks the event as “pending”.
3. The pending event is placed in the approver’s “to-do” workflow.
4. The approver reviews the event budget and marks it “approved”.
5. The system marks the event as “approved”.

Alternate Flows
1. Reject event budget.
1. The pending event is placed in the approver’s “to-do” workflow
2. The approver reviews the event budget and marks it “rejected”.
3. The system marks the event as “rejected”.
2. Modify event budget
1. The planner selects modify event.
2. System displays events not marked “Completed”.
3. Planner selects the event to be modified.
4. Planner updates the event budget details and saves the event.
5. The system marks the event as “pending”.
6. The pending event is placed in the approver’s “to-do” workflow.
7. The approver reviews the event budget and marks it “approved”.
8. The system marks the event as “approved”.

Special Requirements
− Listing of pre-approved locations and negotiated costs
− Calendar of community events

Preconditions
Planner and approver must be logged in.

Post-conditions
Event budget is saved. Estimated costs are available for making a decision to proceed to event
scheduling or not.

Extension Points
None

Event Scheduling Management


Brief Description
This Use Case takes place when a planner or approver is ready to schedule a specific event.
Flow of Events
Basic Flow
1. The planner selects “Schedule Event”.
2. The system displays events marked “Approved”.
3. The planner reviews event details and adds details where necessary.
4. The planner selects “Publish Event”.
5. The system marks the event “publish pending”.
6. The pending event is placed in the approver’s “to-do” workflow.
7. The approver reviews the event schedule and marks it “approved”.
8. The system publishes the event to the web.

Alternate Flows
Modify Event Schedule
1. The planner selects modify event schedule.
2. The system displays published events not marked completed.
3. The planner selects the event to be modified.
4. The planner modifies event details.
5. The planner selects “Publish Event”.
6. The system marks the event “publish pending”.
7. The pending event is placed in the approver’s “to-do” workflow.
8. The approver reviews the event schedule and marks it “approved”.
9. The system publishes the event to the web.
Cancel Event.
1. The approver selects modify event.
2. The system displays published events not marked completed.
3. The approver selects “Cancel Event”.
4. The system publishes the event to the web identifying it as cancelled.

Special Requirements
None

Preconditions
Approved events must exist.

Post-conditions
The event is published to the CleanScene’s website.

Extension Points
None
Event Information Management
Brief Description
This use case is initiated when an event is created and is valid throughout the life of an event.
Event Information Management provides methods of creating, retrieving and updating
information items related to an event. Information items may include:
• Presenter information
• Event timings
• Event type
• Budget
• Equipment
• Misc. items

Flow of Events
Basic Flow
Create
1. A planner selects an event to manage.
2. The planner selects the information type.
3. The planner enters the information and elects to save it.
4. The system creates a record of the event information item.
Retrieve
1. A planner selects an event to manage.
2. The planner selects the information type.
3. The system retrieves and displays all information items of the event of the type
selected.
Update
1. A planner selects an event to manage.
2. The planner selects the information type.
3. The system retrieves and displays all information items of the event of the type
selected.
4. The planner selects the information item to update.
5. The planner edits the information and elects to save it.
6. The system updates the event information item record.

Alternate Flows
1. The planner cancels the create or update action

Special Requirements
Nil

Preconditions
An event has been created.
Post-conditions
An event information item has been created.

Extension Points
Nil

Event Schedule Lookup


Brief Description
This use case is initiated when a user wants to look up an event that was previously scheduled.
The Event Schedule Lookup provides a visual depiction of an event that will occur or has
occurred. Event Schedule may include:
• Presenter information
• Event timings
• Event type
• Budget
• Equipment
• Misc. items
• Transportation
• Labour
• Food and beverages

Flow of Events
Basic Flow
1. User selects event look-up.
2. The system retrieves a list of upcoming events.
3. The user selects an event.
4. The system retrieves information about the event.

Alternate Flows
1. The user selects the wrong event and returns to the search page.
2. The event the user is looking for isn’t visible. (ie. Not approved)

Special Requirements
Nil

Preconditions
An event must exist to view.

Post-conditions
An event is visible to the viewer.
Extension Points
Nil.

Event Invitation Management


Brief Description

Flow of Events
Basic Flow
1.
2.
3.

Alternate Flows
1. .
2.

Special Requirements

Preconditions

Post-conditions

Extension Points

Initiate Event Survey


Brief Description

Flow of Events
Basic Flow
1.
2.
3.

Alternate Flows
1.
2.

Special Requirements
Preconditions

Post-conditions

Extension Points

Process Receivables
Brief Description

Flow of Events
Basic Flow
1.
2.
3.

Alternate Flows
1.
2.

Special Requirements

Preconditions

Post-conditions

Extension Points

Process Tax Receipts


Brief Description

Flow of Events
Basic Flow
4.
5.
6.

Alternate Flows
3.
4.

Special Requirements

Preconditions

Post-conditions

Extension Points

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