Unit 4: Managing an Event

Assignment 2 Planning an Event in the Light of Research (P3,P4,P5,P6,M2,M3 and D2)

Introduction
The purpose of this assignment is to research and evidence a variety of different types of
events analysing the reasons for their success. This research will then be used to consider
possible events which could be staged and managed by myself and my colleagues. As a
group we will then agree an event and prepare and individual event proposal which will
consider, its idea, its purpose and its feasibility. The event will then be planned
appropriately and risk and contingency planning will be considered.

P3: Investigate the staging of several events to determine common success factors
When researching why events are successful, it is important to consider what determines
common success factors.

Success Factors
Events are successful when they achieve what they plan on doing e.g. how it achieves its
aims and objectives and whether they perform well. Small goals can be set by an event in
the earlier stages of planning and you can reflect upon if you have achieved these goals and
what you set out to do during and after the event. Some examples of these goals could
include:

 Exceed ticket sales of xxx number

 Attendance of the event to be xxx or more people
 Raise £xxx for a chosen charity
 Raise awareness of a given charity or cause

NB: all targets aims and objectives should be SMART [ CITATION Ukn17 \l 2057 ]

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 Unit 4: Managing an Event
Assignment 2 Planning an Event in the Light of Research (P3,P4,P5,P6,M2,M3 and D2)

This section of the report will consider five different events and what has made them to be
considered a success. Once completed I will review to see what the common success
features are or success factors are.

Event 1: NASS festival

NASS festival is a music festival and considered as “The UK’s biggest celebration of music,
street art, skate and BMX” [ CITATION Ukn19 \l 2057 ].

What made NASS so successful?

Each and every year NASS set a target of selling 30,000 tickets for its event. In both 2018
and 2019 the event sold out and more tickets were requested. As the venue was at
maximum capacity of 30,000 no further tickets could be released [ CITATION Chr19 \l 2057 ].
This shows great success in achieving target ticket sales. Another success factor for the NASS
festival is that its charity foundation (NASS foundation) successfully, in 2019, gave £10,500
for local charities, organisations and community groups [ CITATION Pau19 \l 2057 ].

Event 2:

Event 3:

Event 4:

Event 5:
Common success factors from my research
After completing my research, I have found that most events have similar success factors.
These are:
 Ticket sales / attendance
 Charitable donations
 Profits
 Great customer experience

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 Unit 4: Managing an Event
Assignment 2 Planning an Event in the Light of Research (P3,P4,P5,P6,M2,M3 and D2)

P3 – Investigate possible events to stage:

For this part of the report the team met and discussed different possible events which we
could potentially run for our final event. For each possible event we considered: purpose,
aim and objective and possible constraints.

Mind map of possible events:

Raffle

charity Car wash Quiz

Possible
events

Sportsmans
Movie night
dinner

Middleschool
social

Raffle
Aims and objectives
Purpose

Constraints

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 Unit 4: Managing an Event
Assignment 2 Planning an Event in the Light of Research (P3,P4,P5,P6,M2,M3 and D2)
P4 – My chosen event

P5&M3 Describe and explain the key factors needed for a detailed event plan

C1 Event planning and the use of planning tools

• Gantt charts.

• Critical path analysis.

• Online planning tools

C2 Factors to be considered, including budgets, resources and contingency planning

• Aims and objectives.

• Budget: available finance, expected sales figures, banking, cost of resources, expenses such as
venue, catering, staff, travel.

• Resources: flipcharts, Wi-Fi, telephone, display boards, ability to take money, chairs, tables,
computer, Smart Board.

• Venue: size of room, facilities available, car parking, access arrangements.

• Catering: special consideration of dietary needs.

• Legal constraints: contracts, health and safety (risk assessment), negligence liability. • Team
working: allocation of tasks, planning meetings.

• Insurance, including public liability.

• Methods of communication: promotion, letters, invitations.

• Contingency planning: ‘what if’ scenarios, e.g. ‘What if the caterers don’t turn up?’.

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