Assignment

of Event
Managemen
t On
Event
Plan
of
Saras
wati
Puja

Submitted By: Submitted To:

Ojesh K.C. Mr. Yubraj Acharya

BBA 7TH Semester

Facilitator of Event Management L.U.REG: LC00023000062

DATE: 2019-03-03
Table of Contents: Pa
1. Saraswati Puja Event Plan 3
2. License and Application Checklist 4
3. Key Management Contacts 4
4. Key Event Contacts 5
5. Venue and Stage Layout 5
6. Staffing 5
7. Organisational Structure 6
8. Programme Schedule 7
9. Formal Programme Schedule 8
10. Health and Safety 8
11. Security 8
12. Risk Assessment and Management 8
13. Stewarding 9
14. Emergency Procedures 9
15. Site Plan 1
16. Spectators and Viewing Area 1
17. Media 1
18. Vehicles on Site 1
19. Waste Management 1
20. Conclusion 1

2
Saraswati Puja Event Management Plan

Event Name Saraswati Puja

Event Location G.P.L.C.

Event Date th
27 Magh

Organization G.P.L.C. + I.N.C.

Document last updated 2019/03/03

Event management

Event overview

Saraswati Puja is a one day event that must take place on months of Magh, as the “shaait”
or the holy time for the event is fixed on fore-mentioned date in Nepali calendars. The
event is to be started at 7 A.M in the morning and ends at 2 P.M in the afternoon. The
selected venue for the event is Green Peace Lincoln College, Itahari. And the
approximate amount of audience which include all the students of BBA, BSW, BCA and
all other students (school included), Faculty members, Guests and administration is 400.

Licence and application checklist

Checklist Yes No N/A

Event Notification Form

Road Closure Application

Temporary Event Notice

Key event management contacts

The event manager, I, Bimash Ghimire. Have overall responsibility for all aspects of the
event. Depending on the nature and scale of the event, and other people will have key
tasks and responsibilities allocated to them but will report to the event manager.

Name Role Responsibility Contact Details

 Bimash Ghimire Event Manager Overall responsibility 9810487383
Bibek Ghimire and Production All event 9807095950
Sushama Gurung infrastructure,
ordering, delivery
timings etc
krishana Dhal and Volunteer Coordinator Volunteer 9828912564
Angel Dewan recruitment, training
and event day
management
Nimesh Bista and Health and Safety Risk assessments, 9892467346
Sudha lamichana Officer legal compliance,
fire points, site
inspections, first aid
provision
Melina Bhattarai Welfare Toilets and 981462326
wash facilities

Prashant koirala Waste Management Organization of waste 9806923213

clearance and
recycling

Key event contacts

This section is for our use and will help with event conduction and management on
the day such as with suppliers, stakeholders and emergency contacts.

Suppliers (Sound System and Tent)

Organization Contact Service Contact details Notes

AAA Band 98XXXXXXX Sound + Tent 98XXXXXXX -

Authorities (fire, police, etc.)

Organization Contact Service Contact details Notes

Police 100 On call 98XXXXXXX In Emergency

Attractions, artists and entertainment

Organization Contact Service Contact details Notes

GPLC 025586701 Entertainment 98XXXXXXX Performers

Venue & Stage Layout

The finalized venue for the event is the new building GPLC, Itahari which is at Biratnagar
line. AAA tents will setup the desired stage. The venue has many special features that
makes it excellent for our event like:

 Students of GPLC are targeted, so more attendance.

 Best and advance music system.
 Availability of venue staff during entire event in case of any problem occurrence
 Direct access with Highway.
 Best transport availability.

The stage is west faced and the stage is huge and temporary with two ladders at each
corner for entry and exit. The background of stage will be beautifully decorate with
balloons, flowers, ribbons and other decorations with college banner at the center.

The main hall’s stage is attached with another hall’s stage with a door so the next
hall is used as the trial room for performers. Seating arrangement will be the main
guests at up front nearby the stage in first and second row, Teachers behind them in
3rd and 4th row and all others for students. Seating will be arranged in rectangular
shaped. (Theater style layout)

Staffing

1. Teachers as main superintendents.

2. Interested students as volunteers. (BBS, BBA, BSW senior)

Organizational structure

This organizational structure shows outlines how certain activities are directed in order to
achieve the event goals and how things will be communicated up and down these levels.

Event manager

Bimash Ghimire
Security Production Artist manager Volunteer Waste
manager Manager manager manager
Sunny sharma and
Sudha Bibek Melina Bhattarai krishana Dhal Prashant
Lamichana Ghimire and Angel koirala
and Dewan
Sushama
Gurung

Security Production Stage manager Volunteers

staff staff
Bibek Shah Bachelor
Nepal Police Parwez alarm students
Steward Stage crew
BBA 5th Semester Team sunny Sharma

Puja and Prasad

Bibek Ghimire Team

Event manager

Bimash Ghimire
Security Safety manager Production Artist Volunteer manager
manager manager manager
Atish Shrestha Saroj Devkota
Susmita Prajwal Dhakal Sagar
Shrestha Bishwash
Security Waste manager Production staff Stage Volunteers
staff manager
Prashant koirala Rejina Kafle ABachelor students
Nepal Police Bijay Shah
Stewards Puja and Prasad Stage crew

BBA 5th sem Team Sagar Bishwash

Programmed Schedule

The following list enlists everything that needs to be done

before, during and after our event. This will help ensure us
complete tasks on time and that things aren’t forgotten.

Schedule 26th Magh – prior to event day

Date Task Start Finish Resources/ Notes In Hand Complete

who

26th Build the 10am 12 noon Stage/ Write Pay -

Mag stage and ABC Band cheque for attention
h install the payment to
idol strength
of stage

26th Paste flex 1 pm 3 pm Gorkha Complet Theme -

Mag and Dept/ e in must be
h decoratio Volunteer Hindu duly
n s theme noted.
Schedule of 27th Magh – event day

Task Start Finish Personnel Notes In Hand Complete

Event co- 6am 6:10 am All All the ✓

ordinators arrival organizer designated
s members x
will attend
their post
Puja Starts 6:30 9 am Subash and Nearby ✓ x
Anshu the idol.
am
Prasad Distribution 6:30 9 am Anupa Nearby ✓ x
and Tika
am Anima area
Formal Program 9 am 2 pm Host Technica ✓ x
Sitaram l
and support=
Srishtika ABC
tent
Schedule 28th Magh– post event

Date Task Start Finish Resources/ Notes In Hand Complete

who
28 Put 9am 10am Tent, sound Make sure ✓ x
down all stuff
Magh tent / ABC tent. are sent
back.
Formal Program Timetable

Stage programme for Saraswati Puja event

Time Program

9:00 Formal Opening by Anchors Sitaram and Shristika

9:15 Lightening the “Diyo” by chief guest Mr. Dharma Neupane

9:30 Entertainment starts

12:15 Tea Break (Tea provided by us from hotel)

12:45 Change of host into Bikesh

12:50 Entertainment resumes

13:30 Speech by Chief Guest

13:40 Formal ending

14:00 Mixed Dance in stage for all volunteers and stakeholders.

Health and safety

The sections below will help ensure you take all reasonable
steps to ensure our event is safe and meets health and safety
laws and guidelines.
Security

This event requires some professional security and

stewarding to help with crowd control. Our risk assessment
includes our security requirements, which will depend on
things like our event location, date, operating times, target
audience, planned attendance numbers, fenced or open site
etc.

Our event is secured by SIA (Security Industry Authority)

through registration.

Risk assessments and management

Our risk assessments cover all health, safety and planning

aspects of our event. We develop our own risk assessment
early on according to the event theme, monitor it
constantly and adjust it as necessary.
 Risks identified Probability Severity Priority Risk Treatment
Rating

Fire in venue 50% High 1 Fire extinguishers at all the walls of

venue at hall, food quarter as well as
toilet.
Breaking of venue 50% High 2 Proper security arrangements with
materials CCTV cameras. Punishment for those
who does such conducts knowingly.
And separate a specific amount for
mitigation of anything happens
regarding the safety measures.
Disputes 50% High 3 Allocation of volunteers and

among students security personnel

Problem in 50% Low 4 Wide and well-arranged exit and entry
exit gates and separate gates for entry and
and entry exit. Security guards at both gates.

Accident 50% High 5 Set-up a First aid box and keep

ambulance in the first dial.
and injury of
students
Unwelcome 50% Low 6 Set-up proper identification of guests
d Guests before giving them entry to the venue.

Stewarding

Like our security requirements, the number of stewards we

need will depend on our risk assessment, event location,
date, operating times, target audience, planned attendance
numbers, fenced or open site etc.

 Stewards and volunteers are trained and briefed so

they are fully aware of their duties and
responsibilities.
 Communications plan for all staff is developed, including
stewards, so they understand how they should share
information or report incidents during the event.

Emergency procedures

You must document our procedures for fire, site evacuation,

communicating with our audience in an emergency,
contacting the emergency services, who will make decisions,
etc. Include definitions, i.e. when an incident become major
and is handed over to the police. You will need to share our

1. In case of fire, call 100 for immediate police help and fire brigade service.
The emergency fire extinguishers are also present at every corner of venue.
2. In case of emergency evacuation, the venue is open site, so evacuation can
be multi-directional with easy access to exits.
3. Communication during emergency is made easier by Willkie- Talkie arranged
for all the organizers, stewards, security, and volunteers.
emergency procedures with our event staff, contractors,
volunteers and the emergency services.
 Site plan

Our site plan includes:

Placement of all temporary structures All other site infrastructure

Position of attractions Car parks and position of site in context to

the road

Any fencing or barriers Generator or power sources

Power supply runs (cables) Entry and exit points

Emergency exits and assembly points First aid points

Information point Waste Management

Vehicle entry points Any event décor, toran, banners etc

Spectators and viewing areas

Spectator viewing area is just in front of the stage, with 1500 well
managed chairs.

Media

Local media personnel will cover our story. Photography service

is also available by AAA tent house.

Vehicles on site

Vehicles management is one of main challenge for the crowd

management team because of limited area that is in entry gates.
So Vehicles are parked before the entry gate to GPLC venue.

Environmental
considerations:
Waste
management

Waste management is the activities and actions

required to manage waste from its inception to
its disposal. This includes the collection,
treatment and disposal of waste, together with
monitoring and regulation of the waste
management process.

Dustbins and recycle bins are setup in every 10 meters

inside the venue, and volunteer will make sure they are
properly used.
Conclusion:

The event’s total organizing, and management is

undertaken by the students under the guidelines of Mr.
Bimash Ghimire. (Program coordinator) so all the
responsibilities will be divided by him and all actions that
needs to be completed should be managed to complete at
the event day because it is one day event. The promotion
campaign should be highly considerate so that all targeted
audience would get proper information about the program
and show their visitation. The overall program is targeted
to be completed according to checklist.