MGN 355

EVENT MANAGEMENT

AUTO EXPO 2019

Submitted for Partial Fulfillment of B.COM (HONS.) From

MSOB, LPU, Phagwara

Under Guidance of: Submitted by:

Dr. Harvinder Singh Amit (11718286)
Jatin Kumar (11713796)
Ratan Tandon (11718255)
Pritish Kumar (11505159)
 Acknowledgement

First of all, we would like to express my profound veneration and deep sense of
gratitude to our Professor Dr. Harvinder Singh for instilling confidence in us
through his inspirational words and providing us with invaluable comments and
criticism on many issues. We will always be indebted to him for his constantly
rendering timely advice and sparing valuable time and all the necessary advices
which are required during the event. I will always be indebted towards you ‘sir’
for giving me moral support which I required the most throughout my proposed
plan of an event.
 TABLE OF CONTENTS

S No. Title Page No.

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 INTRODUCTION

Event management is the application of project management to the creation and

development of large-scale events such as conferences, ceremonies, weddings,
formal parties, concerts, or conventions. It involves studying the brand,
identifying its target audience, devising the event concept, and coordinating the
technical aspects before launching the event. The process of planning and
coordinating the event is usually referred to as event planning and which can
include budgeting, scheduling, site selection, acquiring necessary permits,
coordinating transportation and parking, arranging for speakers or entertainers,
arranging decor, event security, coordinating with third party vendors, and
emergency plans. Each event is different in its nature so process of planning &
execution of each event differs on basis of type of event. Event management
might be a tool for strategic marketing and communication, used by companies
of every size. Companies can benefit from promotional events as a way to
communicate with current and potential customers. For instance, these
advertising-focused events can occur as press conferences, promotional events,
or product launches. Event managers may also use traditional news media in
order to target their audience, hoping to generate media coverage which will
reach thousands or millions of people. They can also invite their audience to
their events and reach them at the actual event.
 OBJECTIVES OF EVENT MANAGEMENT

 Identifying and determining corresponding control

measures
The first objective of the Event Management Process is identifying events and
determining corresponding control measures. There can be several updates or
changes in a service or configuration item. Some of these changes can be
critical while some changes can be minor without impacting other aspects of the
IT services. The categorization of these events and defining appropriate control
measures for these different events is an objective of the Event Management
Process.

 Programming events in such a way that operational

information is transferred
The second objective of the Event Management Process is that events can be
programmed in such a way that operational information is transferred. For
instance, logging into an application is an event or starting a service is an event
from IT service management point of view. These actions indicate changes in a
configuration item or in a service i.e. they are classified as events. These are all
operational information to manage the service operation in an IT Service
Provider and the Event Management Process aims to program the flow and
management of these kinds of operational information in an IT Service
Provider.

 Forming the base of many routine activities in

operations management
Another objective of the Event Management Process forms the basis of many
routine activities of Operation Management. Password change requests every
three months is an example of a routine activity for instance. Some companies
force employees to change their password every month while some companies
force a password change three months etc. Password changes are a routine
activity of operation management and these kinds of routine activities are
formed by the Event Management Process.

 Providing the entry point for many process and

activities of Service Operation
The fourth objective of the Event Management Process is providing the entry
point for many processes and activities of Service Operation. A problem, an
issue or an indication in ITIL service management is the start point for
investigation, monitoring and analyzing to find an appropriate solution for the
event. Therefore, the Event Management Process is the entry point for many
processes and activities of service operation.

 Providing a basis for service assurance, reporting and

service improvement
The fifth and the last objective of the Event Management Process is providing a
basis for service assurance, reporting and service improvement. IT service
providers aim for service improvement to improve the provided services
consistently to increase the value provided to the customers. The Event
Management Process helps to increase this value delivered to the customers.

LITERATURE REVIEWS

 GENEVA MOTOR SHOW

The Geneva Motor Show is one of the largest international motor shows and is
the launchpad of many new cars every year. Since it started in 1905, it has
grown phenomenally and last year saw 200 exhibitors from 30 countries, as
well as 130 car and product premieres. At the 89th international motor show,
visitors can see new cars and models, parts and accessories, tech and future
developments, and speak to car manufacturers from around the world. Plus find
out which car wins the coveted ‘Car of the Year’ prize.

 LONDON MOTOR SHOW

The UK’s largest car show is back! Head to ExCel London in the spring to see
over 150 new cars and test drive the latest vehicles. You can also meet
‘motoring legends’ and try out the latest technology innovations. All the big car
brands will be there, plus an exciting selection of historic and iconic vehicles.

 LE MANS 24 HOUR RACE

The 2017 Le Mans race will be the 85th running of the world’s most famous
endurance race, held in La Sarthe on the legendary circuit. It’s the pinnacle of
sports car racing featuring the best cars and famous drivers over a gruelling 24
hours. The race begins at 3pm on the Saturday and ends at the same time on the
Sunday. Watch from the grandstand for a thrilling motorsport experience.

 GOODWOOD FESTIVAL OF SPEED

The Festival of Speed calls itself the largest and most famous of all the car
shows in the calendar. Held over a long summer weekend at Goodwood Estate
in Chichester, the Festival is an extravaganza to celebrate motorsport, from
Edwardian classic cars right through to cutting edge supercars and F1 models.
Enjoy the famous Hill Climb and supercar run for your dose of speed, and
check out the real life replicas of Wacky Races cars. Plus mingle with a host of
celebrity guests.

 FRANKFURT MOTOR SHOW

The autumn event sees many carmakers showing their new designs and models
to the world. The international motor show is held every two years, alternating
with the Paris Motor Show. See highlights from the incredible German
automotive industry and explore the latest concept cars and technological ideas.

 CLASSIC MOTOR SHOW

The Classic Motor Show is one of the largest classic car shows and is held
every year at the NEC in Birmingham. Go along for over 2000 classic cars, 300
classic motorbikes and hundreds of trade stands. The UK’s biggest car clubs
attend too, so it’s a great opportunity to meet like-minded petrolheads. Hosts
from Wheeler Dealers will take over the live stage while restoration demos take
place in the theatre. There’s also a two day auction if you’re looking to buy.  

 MOTORCYCLE LIVE

Hop on two wheels for the UK’s largest motorbike show at the NEC
Birmingham. See incredible motorbike displays and speak to manufacturers
about all your questions. You can also sit on the bikes and try out the best
accessories and merchandise. There are live events including stunt displays, a
wheel change challenge, show of strength and Question of Bikes quiz.
 AUTO EXPO 2019

We are organizing this event to give a platform to the automobile industry’s to

showcase their product in front of the public, accordingly it will give a vast
knowledge to the crowd about the new product’s launching with its detail
specification’s. So that public can identify their need which suites their budget
specified product and eventually they became customer of the particular brand.

The Auto Expo will be a window for technology transfers showing how the
Indian Automotive Industry was absorbing new technologies and promoting
indigenous research and development for adapting these technologies for the
rugged Indian conditions.
In the two-wheelers segment, Hero MotoCorp is expected to offer a wide range
of electric scooters, along with some new non-electric bikes. One can see the
major two-wheeler manufacturers like BMW, Honda, TVS, Kawasaki, Suzuki
and UM Motorcycles to showcase their new products in series.

ORGANISERS

The Organisers of the Auto Expo 2019 are:

 Automotive Component Manufacturers Association of India (ACMA)

 Confederation of Indian Industry (CII)
 Society of Indian Automobile Manufacturers (SIAM)

The motor show received accreditation from the Organisation Internationale des

Constructeurs d'Automobiles (OICA).

Importance of organizers in an Event

The importance of organizing becomes clear with the help of the following
points:

(1) Benefits of Specialization: -

Under organizing all the activities are subdivided into various works or jobs.
For all the sub works, competent people are appointed who become experts by
doing a particular job time and again. In this way, maximum work is
accomplished in the minimum span of time and the organization gets the benefit
of specialization.
(2) Clarity in Working Relationship: -

Organizing clarifies the working relations among employees. It specifies who is

to report to whom. Therefore, communication becomes effective. It also helps in
fixing accountability.

(3) Optimum Utilization of Resources: -

ADVERTISEMENTS:
Under the process of organizing the entire work is divided into various small
activities. There is a different employee performing every different job.
By doing so, there is no possibility of any activity being left out or any
possibility of unnecessary duplicating any job. Consequently, there is optimum
utilization of all the available resources (e.g., material, machine, financial,
human resource, etc.) in the organization.

(4) Adaptation to Change:

Organizing process makes the organization capable of adapting to any change

connected with the post of the employees. This becomes possible only because
of the fact that there is a clear scalar chain of authority for the manager’s right

from the top to the lower level.

 Exhibitors

 AUTOMOTIVE SECTOR- SUVs, MUVs, Hybrid two and three

wheelers, Special vehicles and Electric vehicles.

 AUTOMOTIVE COMPONENTS AND SPARE PARTS

SECTOR – Includes alternate fuel products, car decoration items, Air

conditioning systems, Auto electrical and IT for Automotive Industry.

The following brands will take part in the Auto Expo 2019:

 Ashok Leyland
 Audi India
 BMW India
 Chevrolet
 Datsun
 Eicher Motors
 FCA India Automobiles
 Force Motors
 Ford India Private Limited
 Fiat India Automobiles
 General Motors India Private Limited
 Hero MotoCorp
 Hindustan Petroleum
 Honda Cars India
 Honda Motorcycle and Scooter India (P) Ltd.
 Hyundai Motor India Limited
 India Yamaha Motor
 Indian Motocycle Manufacturing Company
 Isuzu Motors India
 Jaguar Land Rover
 Mahindra & Mahindra
 Maruti Suzuki
 Mercedes-Benz India
 Motormind Automotive Designs
 Nissan Motor India Private Limited
 Piaggio India
 Polaris India Pvt. Ltd.
 Renault India Private Limited
 SML Isuzu India
 Speego Vehicles India
 Suzuki India
 Tata Motors
 Toyota Kirloskar Motor
 TVS Motor Company
 VE Commercial Vehicles Pvt. Ltd.
 Volkswagen Group Sales India
 EVENT PROPOSAL

Event Type Motor Show

Event Name Auto Expo 2019

Participants Maruti Suzuki, Hyundai, Toyota, Mercedes-Benz

Date 9th june to 14th june

Timing 10:00AM to 05:00PM

Venue Pragati Maidan,New Delhi,India

About the event It will be Asia's biggest and the world's second-largest
motor show and different top car companies will take part
in it.
Objectives To exploit the thriving automobile market and offering a
cost efficient products and it will also guarantee the
highest possible brand exposures through relevant
publicity operations.
Target Audience Over 50000 Experts and eligible guests will come to visit
this auto expo
Expected Around 1,00,000 people
Audience
Budget 145 Lakhs

Ticket Prices Rs.500(10:00 am to 01:00 pm) and Rs. 600(01:00 pm to

05:00 pm)
Ticket Selling Online on Bookmyshow and Paytm and offline through
different camps at popular metro stations.
  Through Newspapers
 Through Social Media
 Banners and Pamphlets
Marketing  Paid Advertising(Online/Offline
 Promotional Events

Advantages Companies can deliver their Vision

Disadvantages Not much cost effective

Safety and  Local Police Support
Security  Bouncers
 Surveillance and alarm systems
 Fire Extinguishers and Fire Brigade Vans
 Ambulances
 Metal Detectors on entry and exit points

VENUE LAYOUT
EVENT PASS
 PLANNING

Date and Timings of Event

When it comes to event planning, selecting a date for your event is about much
more than the venue availability. Picking your date is one of the first steps in the
event planning process. ‘Choosing the right date, time and duration can be a
major contributory factor towards the successful realization of your objective.

There are some points that should keep in mind while choosing date of the
Event: -

• Similar event in other location: - Always be aware of what’s happening in

your surroundings.

• Climate Condition: - Always do weather forecast before deciding the event

date.

• The venue Availability: - Before planning the date of the event make sure

about the venue availability according to the need of the event.

 The Auto Expo Dates:

The public days for the 2019 Auto Expo - The Motor Show is set to be held
from 9th to 14th June 2019, while Components Show will be held from the 8th -
11th June 2019. The invite based entry will take place on the 7th and 8th of
June 2019. The joint inauguration of Auto Expo 2018 will be held on June 8.

 The Auto Expo Venue:

The Auto Expo 2019 comprises two major events the Motor Show and the
Components Show. The Motor Show will be organised in Greater Noida and the
Component Show in New Delhi(INDIA).

 The Auto Expo Ticket Prices:

Tickets for the auto expo can either be bought from online sites like
BookMyShow,Paytm or from outlets that have been positioned at some the key
metro stations, namely - Okhla Bird Sanctuary, Rajiv Chowk, Botanical Garden,
Kalkaji, Pragati Maidan, Mandi House, and Sikandarpur.

In this Event we have tickets in two price ranges:

1. Rs. 500 per entry ( During business hours from 10:00 am to 01:00 pm)

2. Rs. 600 per entry ( During general public hours 01:00 pm to 05:00 pm)

(The viewing hours for the auto expo will be from 10:00 am to 05:00
pm.)

BUDGETING
 PARTICULARS AMOUNT
Onsite Expenses 50 LAKHS

Catering Expenses 60 LAKHS

Decoration Expenses 10 LAKHS

Entertainment Expenses 20 LAKHS

Advertisement Expenses 05 LAKHS

TOTAL 145 LAKHS

 ON SITE EXPENSES
1. VENUE - The venue will incur the largest cost from the entire budget.
Because this will be such a large spend, you will want to be carry out all
budgeting best practices for this process.

2. SPEAKERS - The speakers will also be a very important and

significant part of the event budget. It is going to create side effects in the
event.

3. STAFFING COSTS - One expense that can sneak up on you on the

day of the event is the cost of onsite event staffing. The team that will
help you with registration, directing attendees to their relevant rooms, and
greeting them upon arrival will prove to be a vital part of your event
experience.

4. EMERGENCY FUND - Though this part may not only be relevant

to onsite needs, it is definitely a fund you will want to set aside early on
in the planning process. Event organizing is an unpredictable journey and
there will surely be situations in which you will need to tap into your
emergency fund.

ADVERTISING
Advertising is incredibly important in event management. It’s the main means
to achieve your goal. You want to organize an event, but no event is complete
without its attendees - and you get them through advertising. It’s an integral part
of event management that cannot be ignored. Creating the right advertisement
can change everything. If your promotion is angled toward the right target
group you’ll get a lot of people who are actually interested in your event.

In the whole process of event management advertising should take a special

place and time. You need to take care of implementing the promotion in the
right moment, taking its own place during all of the preparation and event
management. There are many possible means from social media to Google ads,
the most important thing is to be visible. Of course, the promotion’s main goal
is to gain attendees so the event would be successful.

If you are an event manager, you can’t underestimate the power of

advertisement.

OUR AUTO EXPO WILL BE ADVERTISED THROUGH FOLLOWING

CHANNELS:

 THROUGH NEWSPAPER (Hindustan Times, Times Of India)

 THROUGH SOCIAL MEDIA (creating page on
FACEBOOK,INSTAGRAM,YOUTUBE)
 BANNERS(Delhi railway station and airport) AND PAMPLETS (Mayur
Vihar Chowk,Mukherjee Nagar Chowk)
 PAID ADVERTISING(ONLINE/OFFLINE)
 PROMOTIONAL EVENT

HUMAN RESOURCE PLANNING

The human resource management is most important as the success of the event
very much depends on how the members of the event team perform. Such tasks
will need to be carried out from the moment the planning phase begins right up
to the end of the event, and sometimes longer.

An event may require many hundreds of people to be involved on a full-time,

part-time, contractor, casual and voluntary basis.

Human resources management is the department of an organization that handles

hiring, ensures policies are followed, and ensures laws related to employees are
followed. The human resources (HR) group recruits applicants for open
positions and helps find the right employees for the right positions. When an
employee is not meeting expectations nor needs disciplinary action, an HR
representative is often involved to ensure the process is appropriately
documented and handled. The HR group should support employee rights while
also making sure the company is protected in personnel issues.

OUR HUMAN RESOUSE DISTRIBITION:

 MARKETING & PROMOTION TEAM 12

 CATERERS 30

 SECURITY/POLICE 20

 MEDIA TEAM 10

 MERCHANDISERS (3*4) 12

 TECHNICIAN 15

 ANNOUNCER 02
  ACCOUNTANT 03

TOTAL 104

FINANCE

PARTICULARS AMOUNT

ADVERTISING SPONSERS 13 LAKHS

SHOWCASE SPONSORS 20LAKHS

BANK LOAN 25 LAKHS

INVESTORS 30 LAKHS

MEDIA 11 LAKHS

ORGANISERS 60 LAKHS

TOTAL 159 LAKHS

 SAFETY AND SECURITY

Event security is a service that gives event Organizers the peace of mind they
need to optimize the guest experience without compromising the safety of event
participants or the integrity of critical assets.

Components of our event security services include Risk, Threat and

Vulnerability Assessments, security strategies and planning, and specific
technological and manpower measures to deter, prevent and react to assaults,
disruptions or emergency situations.

OUR SAFETY AND SECURITY INCLUDES:

 Local Police Support

 Security guards at Parking area

 EMS (Event Management System)

 Bouncers

 Surveillance and alarm systems

 Crowd control Mechanisms

 Fire Extinguishers and Fire Brigade Vans

 Ambulances

 Metal Detectors on entry and exit points

 PRE EVENT QUESTIONAIRE

1. What is the biggest challenge your organization is faced in the event?

2. What is the duration of the audience stayed in your event?

3. What new trends or changes are happening in the event that you have
organized?
 EVENT REQUEST FORM

COMPANY NAME-
________________________________________________________
LOCATION (ADDRESS)-
_____________________________________________________
______________________________________________________
DATE-________________
TIME-(BEGINNING)___________(ENDING)-_____________
 

1. WHAT IS THE DEMOGRAPHIC MAKEUP OF THE AUDIENCE?

AGE______ SEX_______ AVERAGE INCOME___________

2. OTHER RELATIVE INFORMATION

________________________________________________________________
________________________________________________________________
________________________________________________________________
___________________________

3. What do you want your people to think, feel or do when they leave the
event?
4. What are the points of information do you want to be delivered in the event?

POST EVENT QUESTIONAIRE

1. WHICH AUTOMOBILE BRAND FULFILLS YOUR DESIRES?

2. WHICH CAR TYPE SUITS YOUR PERSONALITY?

3. WHY YOU CAME TO THIS AUTO EXPO?

4. OTHER THAN AUTOMOBILE WHAT YOU FIND MORE

ATTRACTIVE?

5. RATE OUR CATERING SERVICE:-

 BAD

 GOOD

 EXCELLENT

 OUTSTANDING