THE UNIVERSITY OF THE WEST INDIES

OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230

Question Total Student’s

Marks Mark
STUDENT NAME: Marlita Lall 1 2
st
SUBMISSION DATE: 01 September,2022 2 2
3 4
4 2
5 4
MINI CASE STUDY – INDIVIDUAL 6 9
ASSESSMENT 7 5
8 3
Instructions to Students: 9 6
10 3
a) Please read the following mini case 11 14
below before giving your responses. 12 6
You will be required to respond to ALL Mechanics 10
questions. Total 70
b) You will be required to present your
responses type written in Arial 12pt
font.
c) Please ensure that all questions are numbered.
d) Marks will only be awarded for relevant answers.
e) Marks will be awarded for your mechanics, spelling, grammar and punctuation
(see rubric below).
f) This is individual assessment. There will be zero tolerance for evidence of
cheating.
g) Late submissions will not be accepted.
h) This cover page (page 1) MUST be included as the cover page in your
submission.
i) Papers MUST be submitted in Microsoft WORD format.
j) Your completed assessment is to be uploaded to the E-Classroom, no later
than September 2nd, 2022 at 11:59pm.

RUBRIC - MECHANICS

CRITERIA 0-4 5-6 7-8 9-10

Mechanics The students’ The students’ The students’ The students’

work work contained work contained work contained
contained six four to six one to three no
or more grammatical, grammatical, grammatical,
grammatical, punctuation or punctuation or punctuation or
punctuation or spelling errors. spelling errors. spelling errors.
spelling errors.

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 THE UNIVERSITY OF THE WEST INDIES
OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230

1. (a) The financial philosophy behind this budget should be a profit-oriented,

whereby the revenues are greater than the expenses.

(b) The reason for my response is the Kind Hearts & Hands (KH&H) is a non-
governmental organization, their primary objective is to support persons who
have lost their jobs that are in need of food, school books and uniform. Along
with annual monetary grants from the government of Trinidad and Tobago,
KH&H host two large events annually and the proceeds are donated to the
families who are in need. Therefore, this event must make a profit in order to
be able to have monies to donate to the families in need.

2. (a) If I had to describe this event in terms of its size, I would describe it as a
Major Event.
(b) I chose Major Event because the event will attract in excess of 5000
attendees both locally and internationally.
3. Two objectives for the event are: -
(i) To make a substantial profit, so that it can satisfy the needs of the
beneficiaries (families in need).
(ii) To host a Caribbean Music Fusion to attract a maximum number of
attendees.

4. My advice to KH&H with regard to the timing of the event are: -

 The month of August is a great idea to host the event because there is
mostly sunshine in Guyana and the chances of rain is very slim, it is
also suitable for the attendees, because school will be closed and most
people will be on summer vacation which will give them abundant time
to attend the event.
 I will suggest they move the time from 5:00pm to 8:00pm. This time will
give people more time to get ready and the sun will be well down,
hence the environment will be much cooler. The event should also be
moved from Friday to Saturday. This will ease the anxiety of persons
that have to be at work on Saturdays. If the event is on Saturday,
persons will be more comfortable in attending, knowing that the next
day isn’t work.
 In the future, the event manager should at least be given a month and
a half notice of planning an event of this magnitude.

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 THE UNIVERSITY OF THE WEST INDIES
OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230

5. Eight vendors whose service I would need to secure for this event are: -
(i) Rachel’s Catering Service (Food & Beverage)
(ii) Shakti Strings Band (Entertainment/ Music)
(iii) Sassy Event Décor (Decorator)
(iv) Creative Studio Photography& Videography (Photographers/Videographers)
(v) Liberty Transportation Services (Transportation)
(vi) Royal Solution (Graphic Designer)
(vii) Kyte’s Audio & Electronics (Sound& Audio -Visual)
(viii) Star Rentals (Rentals/setup)

6. Three types of permits/ licenses needed for this event are:

(i) Letter of approval for music Environmental Protection Act (EPA)
(ii) Letter of Approval from the Fire Service
(iii) Letter of Approval Neighbourhood Democratic Council (NDC)

These permits are mandatory by law and if the event manager do not acquire
these permits and go ahead with the event then he/she will be breaking the
law. This can cause the event to be prematurely shut down, which can create
a bad reputation for the event manager and he/she may lose future job
opportunities.

Penalties you could face for not having secure these permits are: -
(i) Paying a hefty fine which can cause the event manager to lose any
profits he/she may make.
(ii) The event manager can be imprisoned if he/she cannot pay the fine.
(iii) The event manager license can be suspended for a period of time.

7. (a) Three areas of the event for which volunteers will be needed are: -
(i) Ushers (To Take VIP guests to their Lounge).
(ii) Servers to serve VIP guests food and beverage.
(iii) At the entrance gate to collect tickets.

(b) Two (2) non-monetary (intangible) ways whereby I can reward volunteers
who have assisted in making my event a success is:
(i) Show them appreciation
(ii) Media Recognition (publish a picture with them in the newspaper)
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 THE UNIVERSITY OF THE WEST INDIES
OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230

8. Three (3) appropriate rules or guidelines for staff and volunteers who are
responsible for VIPs are: -
(i) All staff/ volunteers must serve VIP guests with a smile.
(ii) All staff/volunteers must be courteous to VIP guests at all times.
(iii) Do not argue with VIP guests, if there is a conflict, report to the
manager immediately.

9. (a) Three (3) Things I will now do to ensure proper selection of food vendors
this time around are: -
(i) First, I will get information about the history and references of the food
vendors.
(ii) Secondly, I will attend an event at which the food vendors are providing
services, if allowed, I will sample their foods.
(iii) Lastly, I will get a proposal from the food vendors indicating what they
can do to make my event a success.

9. (b) Three (3) specific instructions I would give to the food vendors whom I
have selected to ensure high standards of performance are: -
(i) Wear gloves and hair net when handling food at all times.
(ii) Separate meat dishes from vegan dishes, example having them in
different food warmers.
(iii) Have sufficient food warmers to keep food warm throughout the event.

10. Three (3) different sources from which revenue can be derived for this event
are: -
(i) Tickets sales
(ii) Sponsorship
(iii) Merchandise sales

11. (a) Two methods which can be used to identify risks for the Caribbean Music
Fusion are: -
(i) Swot Analysis
(ii) Brainstorming

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 THE UNIVERSITY OF THE WEST INDIES
OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230

The Swot Analysis will be a useful tool to KH&H, because it identifies the
various strengths and opportunities of this event and how we can maximise
profits in particular areas. For example, we can have signing of autographs by
the artistes’ backstage. There can be merchandising in a separate secure
booth. Fans can have their picture taken with their favourite singer/singers.
SWOT Analysis is also critical in identifying the threats and weaknesses for
the event. For instance, in predicting the number of attendees, it can give us
an estimation of the size of venue we need to have, and also the amount of
beverage and food items on sale. It would be very embarrassing if we run out
of these essentials and patrons have to go outside the venue to purchase
these necessities.

You can run brainstorming activities by talking to others who are involved in
events so that they may be able to come up with ways of identifying risks.
After identifying potential risks that may affect the smooth flow of the activities,
the manager can then put systems in place to counter attack those risks. In
this manner there will be less hiccups during the event and the manager will
have more time to guide the employees and volunteers.

11. (b) Two risk that might arise at the event are: -
(i) Technology based-risk
(ii) Safety and Security Risk

11. (c) Consequence Matrix

Level Descriptor More Detail Injuries Financia Operational
l Impact Impact
1. Technology 1. Microphone None Less Rectified in
Based-Risk malfunction than less than an
2. Slow bandwidth $5000 hour.
(Insignificant
(internet) Guyana
)
3. Power outage. dollar

2. Safety and 1. Brawl in the First Aid, $10,000 Inconvenient

Security risk crowd Medical to delays
2. Substance assistance/Visit $100,000
(Minor)
Abuse to Accident and Guyana
3. Gun related Emergency dollar
incidents.

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 THE UNIVERSITY OF THE WEST INDIES
OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230

11.(d) Two methods used to manage the risk identified are: -

(i) Create Substitution plans – There will be a generator set if there is a
power outage. Spare microphones and batteries will
be stocked to repair any malfunction.

(ii) Diminish Risk - All patrons are to be subjected to search, to eliminate

all possible security risks. Metal detectors will be used to minimize risks
of weapons being introduced into the event.

12. Two ways in which I would seek to evaluate the event are: -
(i) Make observation during the event.
(ii) Follow up with a feedback survey (Questionnaire)

Make observation during the event – I will watch the reaction of the crowd in
terms of their face expression to see if they are bored or enjoying
themselves. I will take a rough estimate of the size of the crowd every hour to
monitor if it is increasing or decreasing.

Follow up with a feedback survey (Questionnaire) - I will conduct a survey

with one hundred (100) attendees to understand from them what they feel
and think about the event, such as: -
 Whether they like the songs or the choice of music that was on show.
 Was the catering service satisfactory?
 Did you feel secure in the crowd?
 Did the artistes performed as you expected?
 Will you support another event such as this one in the future?

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 THE UNIVERSITY OF THE WEST INDIES
OPEN CAMPUS, ST AUGUSTINE

MGMT 061 - Event Management - Level I

Individual Final Assessment
Semester 202230