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

Entertainment and catering should subside into the backdrop. Rental equipment is relatively straightforward: tables. With the inbred marketing opportunities at business networking events. OPENING CEREMONY PRODUCT LAUNCH THEME PARTIES TRADE SHOWS . blending rather than interrupting. and sound. when they leave. The housing (required for traveling attendees) need not be four. NETWORKING EVENT CATEGORIES: 1. allow them to set up shop at the event. Both the venue and housing selections should be selected with one theme in mind: comfort. but requires commodities like WiFi. sponsors will jump at the opportunity to subsidize. 3.it is in their absolute best interest to attend.or five-star resorts. and is near accommodations. catering should not emulate college buffets. 2. Likewise. Hopefully. Networking complete. lighting. When guests arrive. they are to be verbally welcomed and given a welcome kit. How to pay for this gala? Sponsors. etc. When searching for a venue. has nearby parking. audiovisual equipment. they will be chock-full of another’s business cards. 4. chairs. linens. select a location that is easily accessible. In return for their financial assistance. free breakfast.

namely the event venue. Thoroughly combing over as many details as possible is a great maneuver aimed to present an event worth remembering. Next. Many restaurants offer gathering rooms to project a formal. Whether the event is of business or personal nature. technological equipment. The first line of business to consider in organizing an event is to decide upon the overall atmosphere to be projected by the event. details make a difference. 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.EVENT ORGANISATION Event organization can become a cumbersome process if not taken seriously. The same is true for most venues. excitement. Does the event facility provide a catering service. laid-back retreat. 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. Yachts can be the perfect "wow factor" for intimate. romantic. 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. Venue needs to include consideration of several factors of location. Is the nature of the event casual. Finding this perfect zone of comfort is easily attainable with a little research or assistance of an event manager. location of the event. should be selected. while a portion of the main eating area settles guests into a more casual. Remember to consider the time frame of the event to offer guests quick access to hotels if an overnight stay is deemed necessary. Most venues possess the ability to cast each of these tones to make the event successful. The event venue provides the background to the atmosphere draped upon guests. restfulness or pleasure be endured? Choosing the atmosphere is as vital as selecting the theme of a child's birthday party. romance. formal. relaxation. romantic or professional feel. This atmosphere/theme is the foundation in constructing the perfect event. or professional? Different event venues project different moods casting the tone of the event's nature. 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. .

and event planners are detail-oriented multitaskers with an eye toward detail. providing knowledgeable expertise by utilizing proven systems for tackling the many details that contribute to event success. as well as the programs. making a difference between money well invested and dollars poorly spent. and in the process. type of speakers.EVENT PLANNING Event planning is a detailed immersion into planning and executing a memorable and exciting event for business promotion. entertained. recognition of achievement. spurs thought and creativity. A thorough consideration must be given to the date. The event planner is an invaluable aid to reducing the stress associated with an important event. and number of attendees required making the event a success. to the attaining of an event that will be remembered for years to come. and experience that will leave event attendees feeling rewarded. The goal of the event planner is to please the event sponsors with delivery of an event that fulfills their expectations. 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. expectation. . a nose for expediency. glad they came. educated. Event planning sets the stage of the visual. A competent and professional event planner will help prospective event sponsors wring out every last detail of their vision for an event. time and location of the event. The event planner knows the ins and outs of those things that make for a successful event. honors. it is an immersion into bringing together all the various components of promotion to produce excitement. Event planning is an art. purposes and promotions. and helps to define event budgets. Event planning finds its roots in accessibility. Event planning is more than a project. 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. The event planner asks a thousand questions. and is familiar with those things that contribute to event failure. All other details hinge upon having a solid grasp on these important decisions. or the introduction of new products and technology. and an ear for suggestions. awards.. enthralled. food to be served.. culinary and experiential impact of the event. provide the direction to define their ultimate goals and what they expect their event to attain. and above all.

the selected venue can make a tremendous impact. museums. Traditionally.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. Finding the location is a key element in planning the perfect event. in today's world where making a great first impression and expressing one's own style has never been more important. An event venue in simple terms is the location hosting an event. tasteful backdrop in creating the perfect atmosphere for business to business forums. Ballrooms. there are many newcomers on the traditional event stage. gardens. hotel. The memories linger when an event provides a welcoming warmth and invites a personal connection to be obtained by the attendee. theaters. However. as opposed to the product/purpose on display. 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. rooftops. stadiums. as well as weddings and private parties. thus. yachts. conference center. but there is a never-ending list when creativity comes into play. a meeting room. . Some venues are more common than others. universities and even outdoor venues are becoming the norm in providing a unique. when selecting the perfect venue for that important event. restaurant or convention center may come to mind when envisioning the stage where large. note-worthy events are held. Depending on the premise or desired outcome of the planned event. the sky is the limit.

. yacht. ballrooms. stadiums and yachts. or museum could be a more appropriate location to make this a more personal affair for the lower-numbered crowd. Similarly. Considering the essential supplies needed to complete the event is vital when selecting the appropriate venue. These centers typically house all the equipment necessary for making presentations/dining for crowds. weather is an element not to be forgotten during event venue selection.Intimate. mansions. 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. rooftops and any space outdoors must include a back-up venue in case of inclement weather. convention centers. a larger group might find such settings too personal and prefer a little more elbowroom. meeting room. In contrast. smaller groups may find a large conference center superb and projecting an isolated atmosphere. theaters. hotels. restaurant. Venues designed for events with a larger number of guests include conference centers. outdoors. garden. A rooftop. which trims down the amount of resources the host of the event must supply. some restaurants. some gardens. Gardens. universities.

charity event or 50th wedding anniversary celebration. Effective software will allow you to manage the event budget. A full service system will allow you to manage every aspect of the event including the budget. appointments. . 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. 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. registration. Some versions with basic management options such as online registration are even offered free online through event management websites. There are many different types of event management software that can be purchased or leased based on your needs. housing. travel and email communications. travel and housing accommodations.EVENT MANAGEMENT SOFTWARE Event management software can be a lifesaver to anyone responsible for planning events whether it is a national conference. exhibits.

The planner coordinates all the details to help the event run smoothly and meet its objectives.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. trade shows. People skills are essential. Add in . company socials. The event planner will be dealing with all ages and all socioeconomic groups. as is a sense of logistics. new product launches. and conventions. locate the proper venue. He must be able to comprehend the host’s objectives. business education and experience is helpful. oversee the event budget. along with a can-do attitude. A business event planner may plan parties. Some event planners specialize in one area such as weddings. The field of event planning is currently is high growth field offering plenty of opportunities. while others will tackle almost any assignment. There are a number of educational opportunities. arrange for food and beverages. A high energy level is helpful. He must be able to interpolate those objectives seamlessly into the event itself. He must be able to motivate staff and promote the event. and conduct a post-event evaluation. festivals. supervise the event itself. A high number of event planners started by doing one aspect of event planning (such as catering). While starting an event planning service doesn’t require a degree. and qualified event planning professionals may become a CMP (Certified Meeting Planner) or a CSEP (Certified Special Events Planner). conferences.000per year. provide transportation and accommodations. and may even need to acquire some cross-cultural skills.000 to $64. Excellent analytical and organizational skills are important to the event planner. send invitations. meetings. Communication skills are also essential for the event planner. grand openings. Creative problem-solving skills are helpful. then expanded to eventually handle all aspects of the event. The average base salary for an event planner runs from $46. The planner may research and recommend themes for the event. fundraisers. coordinate event staff. outline the many facets of an event.

and the event planner meets all sorts of interesting people.benefits and bonuses and the salary averages about $78. . 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.S.000 per year. The U.

ORGANISATION CHART .

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. 5. 4. 6 To provide a user friendly environment where user can be serviced better. To make the existing system more efficient. . deletion or modification of an existing record becomes a work regarding only a few seconds using a computerized system. Through the working of a computerized system one can avoid the obvious complications arising from innumerable aspects. Computer can easily auto generate to make the entry(s) easily. addition.ADVANTAGES OF PROPOSED SYSTEM:1. The maintenance. 3. 2.

Being a manual system the entire work is being done on paper. but this project has certain limitations. Rather atmost it can make different bundles bt no specific orders. It has limited scope for up gradation. 2.so it is a hard job to keep the papers secured from harms and also having an honourable storage . 3. 4. It requires large memory space. Manual system has no order or organization of data in any form. No facility for online communication with executives or complaint registration for 24 x 7. 7. 8. 5. 6. It can fail due to some mechanical as well as manual fault. Human errors are indispensable part in any manual system so any duplication or any fault is obvious.LIMITATIONS OF CURRENT SYSTEM:Even though the above project is very beneficial to any institution. It does not support multiple record system. They are: 1.

you'll: • • • • • • • • • Understand the five stages of event management: research. and how to meet these requirements Understand budgeting. and licenses. caterers. entertainment. planning. lighting. coordination. and more . sound and light technicians. 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.OBJECTIVES Upon successful completion of the Event Management and Design program. and accounting as they relate to event design Be able to apply the principles of design to event decoration and effectively use flowers. pricing. permits. design. fabric. and evaluation Understand how to manage time effectively Learn how to manage human resources and volunteers Have insight into hiring vendors.

as well as reduce the time it takes to deliver new products to the marketplace.It helps in broadens the company’s demand and their quality systems. It will examine the latest accounting techniques available to assist engineers in decision-making. 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. Their services and products demands. This module seeks to equip engineers with the skills to ensure the products they help design and make are marketed successfully. 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. The interface between marketing personnel and design engineers is crucial to a company's success. 4 EXPENDITURE : This modules states all the expenditure that are involved in the managing events. . CUSTOMER REQUIREMENTS: it comprises of customer requirement details. By designing and testing new operations and processes in a virtual world companies can avoid many costly mistakes. 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. 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.MODULES 1.

which will be modeled by The Joltts Group. Definitions. Acronyms. 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. . and Abbreviations See Glossary.CASE STUDY Introduction Purpose The Business Use Case Specifications describes the use case model in detail.

cash and in-kind Location costs Transportation Labour Food and beverages Incidental expenses (handouts. gifts. This system provides survey templates to gather feedback on events. etc. 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. This system provides email or mail out information to invite attendees to events.) Flow of Events Basic Flow 1. schedules and manages fund raising and speaking engagement events.References Actor Catalog Name Planner Approver Viewer Contact Management System Marketing System Accounting/Sales System Description A Planner is an individual who plans. A viewer is an individual who can view fund raising and speaking engagement events. schedule and manage fund raising and speaking engagement events as well as approving those events. This system receives receivables and payables information related to events costs and proceeds. Budgeting concerns include: • • • • • • • • Equipment costs Projected attendance Sponsor contributions. The planner enters an event including: • date • location and cost • equipment required and cost • transportation costs • projected attendance . An Approver is an individual who can plan.

7. Modify event budget 1. The pending event is placed in the approver’s “to-do” workflow. . The pending event is placed in the approver’s “to-do” workflow. 3. Alternate Flows 1. 4. 6. System displays events not marked “Completed”. Estimated costs are available for making a decision to proceed to event scheduling or not. 5. Planner updates the event budget details and saves the event. The system marks the event as “approved”. 5. The approver reviews the event budget and marks it “approved”. 8. The system marks the event as “approved”. 3. Reject event budget. The system marks the event as “rejected”. 2. The pending event is placed in the approver’s “to-do” workflow 2. 1. Post-conditions Event budget is saved.• 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. 3. Special Requirements − − Listing of pre-approved locations and negotiated costs Calendar of community events Preconditions Planner and approver must be logged in. 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. The system marks the event as “pending”. The system marks the event as “pending”. 4. 2. The approver reviews the event budget and marks it “rejected”. gratuities) • speakers • entertainers The planner saves the event. The planner selects modify event. The approver reviews the event budget and marks it “approved”. 2. Planner selects the event to be modified.

The system publishes the event to the web identifying it as cancelled. The planner modifies event details. The pending event is placed in the approver’s “to-do” workflow. 3. The pending event is placed in the approver’s “to-do” workflow. The system marks the event “publish pending”. The system publishes the event to the web. The approver selects “Cancel Event”. The planner selects the event to be modified. 9. The approver selects modify event. The system publishes the event to the web. The system marks the event “publish pending”. 8. 2. 6. The system displays events marked “Approved”.Flow of Events Basic Flow 1. The approver reviews the event schedule and marks it “approved”. 5. The planner selects “Publish Event”. 2. The planner selects “Publish Event”. 7. 7. Alternate Flows Modify Event Schedule 1. The approver reviews the event schedule and marks it “approved”. The planner selects modify event schedule. Cancel Event. 3. 2. 1. Post-conditions The event is published to the CleanScene’s website. The planner reviews event details and adds details where necessary. 4. Extension Points None . 5. The system displays published events not marked completed. Special Requirements None Preconditions Approved events must exist. 4. 4. 6. The system displays published events not marked completed. 3. 8. The planner selects “Schedule Event”.

The planner selects the information type. Information items may include: • • • • • • Presenter information Event timings Event type Budget Equipment Misc. Event Information Management provides methods of creating. items Flow of Events Basic Flow Create 1. 2. The planner cancels the create or update action Special Requirements Nil Preconditions An event has been created. retrieving and updating information items related to an event. 3. 4. The system creates a record of the event information item. Update 1. 6. A planner selects an event to manage. 5. 3. The planner selects the information type. A planner selects an event to manage. The planner selects the information type. A planner selects an event to manage.Event Information Management Brief Description This use case is initiated when an event is created and is valid throughout the life of an event. The planner enters the information and elects to save it. 3. The system updates the event information item record. The system retrieves and displays all information items of the event of the type selected. 4. 2. The planner edits the information and elects to save it. 2. Alternate Flows 1. Retrieve 1. The system retrieves and displays all information items of the event of the type selected. The planner selects the information item to update. .

2. 3. The Event Schedule Lookup provides a visual depiction of an event that will occur or has occurred. 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 system retrieves a list of upcoming events. Alternate Flows 1. .Post-conditions An event information item has been created. 4. Event Schedule may include: • • • • • • • • • Presenter information Event timings Event type Budget Equipment Misc. The system retrieves information about the event. (ie. Not approved) Special Requirements Nil Preconditions An event must exist to view. items Transportation Labour Food and beverages Flow of Events Basic Flow 1. The user selects the wrong event and returns to the search page. 2. The user selects an event. The event the user is looking for isn’t visible. User selects event look-up. Post-conditions An event is visible to the viewer.

2. 2. 3.Extension Points Nil. Special Requirements Preconditions Post-conditions Extension Points Initiate Event Survey Brief Description Flow of Events Basic Flow 1. Alternate Flows 1. 2. Alternate Flows 1. Event Invitation Management Brief Description Flow of Events Basic Flow 1. 3. 2. . Special Requirements .

Preconditions Post-conditions Extension Points Process Receivables Brief Description Flow of Events Basic Flow 1. 2. . 2. 3. Alternate Flows 1. Special Requirements Preconditions Post-conditions Extension Points Process Tax Receipts Brief Description Flow of Events Basic Flow 4. 5.

6. 4. Alternate Flows 3. Special Requirements Preconditions Post-conditions Extension Points .

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