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Lesson 8 - Environmental Scanning
Lesson 8 - Environmental Scanning
Scoping or environmental scanning is the first step in every planning function, not only for
events management. Scoping refers to the process of looking around you and finding out what
you have and what is lacking. This lesson provides tools for scoping activities and explains the
importance of this step in events management.
Learning Objectives
No special event can be implemented without resources, such as funds to cover food and venue
rental, people to serve the guests, and machines or tools, such as light and sound systems. It is
therefore important to know how much of these resources are available for an event and how
to optimize them.
Let us talk about manpower first. From a classroom perspective, the first thing to do in events
management is to create an organizational structure, and that, is electing the chairperson or
the event manager and creating the working committees.
CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT
In practice, however, the organizational structure already exists in the beginning of the project.
For example, in an events management company, the basic business structure with the
manager and staff is already in place; the same is true for corporations and associations which
have their own events departments.
CHAIRMAN
Ma. Cecille Abanilla
Why does the organizational structure look like this? What will each committee do? The answer
to these questions will bring us to Lesson 9: planning-and consequently, organizing. Note that
Step Zero is only recommended to address the unique needs of an events management class
for beginners, particularly the time constraints. How then do events management companies
survive with a lean workforce? To answer this, let us look at staffing and recruitment.
Employment in events management can be classified into three types: (1)permanent, (2)
volunteer, and (3) temporary.
CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT
Permanent employees are the strategic human resources of the company; this group requires
an intensive selection process, a well thought-out compensation package, and a skills
development plan. Because they hold the institutional knowledge and contacts, they are
valuable assets for the company.
Volunteers include on-the-job-trainees (OJTS) from universities and other non-paid staff who
provide free assistance to satisfy personal objectives; examples of other non-paid staff are the
guides and interpreters in international events, like the Olympics and World Expo.
Temporary hires are those hired on a contractual or per project basis, directly or through a
manpower employment agency. It is essential to have a carefully planned strategy as to the
orientation and training of volunteers and temporary staff in order to integrate them into the
organization as quickly as possible. Timing is important. Hiring temporary staff too soon or too
late can affect the event.
After selecting the top three project ideas, segregate the class members into three
groups and assign each group with a project idea. Each group must then do a feasibility study
for their assigned project idea as follows:
1. Data Collection:
1.1. Demand information
• Guide Questions:
• Is the event needed or attractive?
• By or to whom?
• Why?
• Who are potential sponsors, supporters, and participants?
CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT
3. SWOT Analysis:
• Strengths-positive (+) factors within our control
• Weaknesses - negative (-) factors within our control
• Opportunities - positive (+) factors beyond our control
• Threats-negative (-) factors beyond our control
CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT
Notes:
The feasibility study does not need to be long. It just needs to contain all the information
necessary to make a sound decision.
The feasibility study helps in supporting your claims when you present the project idea to
approving authorities: the Dean, the clients, and the management.
University students, however, only have a maximum of one week to do the feasibility study
because of the semester/trimester's length. So, do it fast.
TITLE
Tentative Date and Venue
1. Executive Summary
In one or two paragraphs, summarize the contents of the feasibility study.
Highlight the "5Ws and 1H"-related information. End the executive summary with the
conclusion and recommendations. Underline whether the event is feasible or not.
2. Introduction
The introduction gives a broad sense of the project idea and brief background
information on the host city and/or the university.
4. Demand Analysis
This section describes similar past events and historical attendance, market
characteristics, potential alliances/sponsors, marketing channels, pricing, possible
revenue sources, opportunities, trends, etc.
CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT
5. Competition
This section provides information on similar events and alternative activities
which can replace the event, hence, affecting profit/attendance.
6. Implementation
This section provides information on availability of resources (i.e., possible
locations' capacity and availability, manpower, technical requirements, tentative
schedule, time constraints, etc.).
7. Financial Analysis
This section provides rough estimates of cost and revenue.
8. SWOT Analysis
This section discusses the strengths, weaknesses, opportunities, and threats
for the event.
LESSON 8 ACTIVITIES
Make sure to labor
label your paper “LESSON 8 Activities”
DEADLINE FRIDAY, JANUARY14,7, 2022
LESSON 8: Assignment
1. Select an event concept and write a feasibility study report using the format given
above.
LESSON 8: Exercise
1. Draw a diagram that illustrates the staffing process and organization for your event.
CAPAS NATIONAL HIGH SCHOOL-300994