Unit 4 Assignment 2- Planning an event in the light of research

Student name: Petru Iacobache

Student number: 1386555
Introduction
In this assignment, I will start by discussing the types of events we could run and evaluate them to see
how feasible they are. We will consider the main types of events: entertainment, sporting events,
business events, and social enterprise. Taking each type of event apart we will decide easier which type
is the most suitable for us. We will take into consideration the aims and objectives, the purpose of the
event, success factors, and what constraints the event might have. I will demonstrate the work we put in
the team together, how we used the tools, and at the end, I will come up with an evaluation
demonstrating how feasible our chosen event is.
P3 Investigate the staging of several events to determine common success factors.
Event 1- The London Olympics 2012
The Olympic games take place every 4 years, and it is a massive sports event. This event involves more than 300
committees than attended nationally. There was a lot of redevelopments for hosing these games very successfully. It is
very important as a brand new building with about 250 hectares opened in the East London and using some other venues
at the same time.
It was not just the environment and the public that made the event successful. A big contribution to its success came from
the excellent marketing staff. There would not be many chances for the London Olympics to become successful if the
marketing team was not doing its work properly as it has consisted of top marketing companies. To make sure that this
event reach 85% of the population they broadcasted the Olympics in all major channels that would include sponsorships
too.
Another factor is the Health and Safety which is a critical factor that the Olympics considered. Health and safety
contributed to the success of the event. This is a priority for the event and the staff responsible was looking after it
properly to make sure everyone is safe. All together there were around 50 000 people that worked and contributed to the
event’s success. There are legislations the Europe and the UK must follow, so in case anything goes wrong not only that it
will get a bad reputation after, but the organiser will also risk penalty and being taken to the court. Being aware of this, the
leadership that contributed to the health and safety was trying to be met and therefore at the end of the event it was just a
few accidents which is normal for such a big event.
The success of the London Olympics in 2012 was marked as a great national celebration in history and afterward, the
Olympic venues are supporting and using the event after the games for hosting it again. Overall, it gave positive reactions
all around the world because it is celebrated by many people, even the British military made it take place evenly which
made the public enthusiastic. At the end in 2012, the event not only had a lot of profit, but it boosted the UK economy by
£9 billion.
Tomorrowland
The purpose of this event is to create moments that can change the lives of its visitors. Tomorrowland is held in Boom,
Flanders, Belgium every year since 2005 and it is Belgian electronic dance music. The main stage of Tomorrowland has
become an icon in itself. The festival venue is becoming more and more recognizable globally with the help of the
ambitious designs they have every year. They provide 17 stages and 500 DJs, that blast out music non-stop.
Aims and objectives:
 To be the world’s best music festival by covering everything its visitors want.
 Another objective is to create the stage with a design that will take the visitors into a completely different world.
 To provide the best sound system by relying on L-ACOUSTICS Sound vision that stimulates the sound and that
designs the ground in 3D.
 To hire and maintain the best electronic DJs worldwide such as Buuren, AVICII, Robin Shulz.
The factors of success
One factor of success is that Tomorrowland offers an amazing decoration of the festival. They create the event in a way
that its decoration and design make people escape reality and not just that, Tomorrowland makes its visitors remain with
the good feelings and excellent vibes of the event even when it is over. The main stage has 500 feet wide and 150 tall and
into it has been installed a couple of waterfalls and a volcano. The event also gives a beautiful show with lasers and
fireworks. Another factor bringing success is that Tomorrowland is focusing on a specific audience and trying to bring all
of them that specify. First of all, they want young people that are over 18, trendy party lovers, that have the same level of
love towards electronic music. Letting people share the same experience with close friends or making new ones is a
special experience Tomorrowland offers. ‘’There are no strangers at the festival… just friends that have not met yet’’. The
theme is another factor that contributes to its success besides music and décor. The themes are usually not hard to
remember as they are catchy for creating a long memory in visitors’ minds and not only visitors. An example of a good
and memorable theme is called ‘’The Kingdom of Melodia’’ before the event, three days before, the theme was presented
in a short video with three children that find a magic house and in the background is playing dynamic music.
Constraints:
The location would be the main constraint. Everyone would love to go Tomorrowland but it really matters how long does it
take to get to the venue. The ticket for the festival is expensive by itself but if it is too expensive to get to the location
people would start thinking to go or not. People that are going by car should take into account that there is not enough
place to park the car which means that they should park it somewhere else maybe even further away and get to the venue
by another type of transport. Another constraint is the budget. The managers are responsible to keep control of the
working process after the budget is set up. They would have a list of the costs appearing but having that is not enough as
in the end it turns out to be different. The main reason is that at festivals like this some additional taxes always appear and
the only way to solve this problem, managers should be looking where they can cut taxes.
World’s Biggest Coffee morning
It started in 1991 when 300 000 people took part of the event across the UK. In nowadays, the event is raising over 26
million dollars. This year the World’s Biggest Coffee Morning will be held on 24 September.
The event always supports good causes. In any case they support and help people that live with disease. Another aim
they have is to raise awareness. It’s a perfect chance to catch up whil having a coffee morning for a good cause. It is an
effective way to help in raining awareness about cancer. The event always mentions that one in two people will face
cancer, so the money raised at the even will help those people with cancer to enjoy their life as fully as they can.
KSI vs Logan Paul II
KSI vs Logan Paul II, a boxing match between the American YouTuber Alexander Paul and British YouTuber Olajide
William Olatunji. It was a rematch of the previous white-collar amateur boxing fight that ended in a majority draw.
They are both very famous YouTubers and they are the owners of different markets of the YouTube community. A lot of
people thought that this is a joke until Logan Paul and KSI confirmed this is not a joke an that the fight will take place. The
purpose of the event is to increase the popularity of both YouTubers even more and that obviously will bring money to
both of them from the event and afterward. To see the fighters noodling around the ring, some people are willing to pay up
to $700 a pop. The tickets started at a price of £30 and the highest one was £500. The fight was also streamed on pay-
per-view on YouTube. It was £6 in the UK and around £8 in the United States.
The factors that contributed to success:
KSI is the favourite FIFA playing for every young boy. He is a figure that the audience would watch him grow from a ,, self
-admitted nerd into a giant’’. He has 20 million subscribers on social media. Whereas Logan Paul has a shorter and more
streamlined rise to stardom. He moved to YouTube from making Vines with his younger brother and making now vlogs
himself at record-breaking pace. This second fight had two of the biggest social media stars . Both of them have very
different audiences but similar physical capabilities which makes the fight more interesting and that makes the event
better. Both of them have this desire to knock each other out.
The indorsed channel on YouTube KSI vs Logan has obtained more than 100 million views in 2020. This event was also
the highest pay-per-view in the UK of the year, no one else could have hosted such an event that will be paid as much as
KSI and Logan event. In the end, Eddie Hearn said that KSI vs Logan Paul II has been the most-watched live fight that
has been cast by DAZN until now.

P4 Explain the chosen event idea, including reasons for the choice, M2 – Assess the feasibility of the event
proposal

After evaluating all the potential events we can hold we had to choose one event to hold at the college. We have been
looking at different factors that will affect the event and factors that will bring success to our chosen event. We had a
couple of group meetings before deciding on the final event, and we listed the advantages and disadvantages of each
event so it will be much easier to see which one has the most pros. The event that came to be most feasible was raising
mental awareness. We came to a conclusion that the factors of success were very clear and was easier to achieve our
aims and objectives with this event in comparison with others.
Raising mental awareness- purpose
Aims and objectives
Aim: To help students be more aware of mental issues, such as anxiety or depression.
Objectives:
1. Increase the attendance of the guests to 30 and those 30 to bring 15 more attendees. It will be done by spreading
flyers to people and posting information about the event in the college.
2. Receive at least 60% positive reviews from our event.
3. At the end of the event to break-even in sales as the main goal.
Aims and objectives are critical for our event as help with decision making by setting aims. Objectives on the other hand
provide goals to the aim that makes it clearer and easier to achieve.
Before holding the event we knew that for any event we would choose the main purpose is to raise awareness on any
topic and raise money for the chosen charity. We chose the Mind charity as this is the closest charity to us that is linked to
our event. We hope to raise at least £50 for the charity with the budget of £12.
Constraints
The event requires more than our budget of £12. This is a problem as for big money we need a big capital so we are
limited in the products we can buy. We need to make sure we find the best deals possible and we even have to cut some
of them for affording the main products and activities. We have been to the cheapest stores such as Poundland so we buy
the same products as other stores provide just at a much cheaper price. However, some of the products such as soft
drinks were cheaper to buy from Asda. The venue was available for the day we chose to hold but we still need to go
throughout the classes, library, and halls in order to get to all of the people. It is because not everyone is coming to the
canteen at the time we will be holding the event. For legal constraint, we are not allowed to sell hot drinks and someone
from the staff needs to be responsible for this. We also do not have free access to using the knives for cutting the cake so
therefore someone else needs to help us. This might be shown to the people as unprofessionalism so this might lower the
chance they will get something from us.
Success factors
Even though there are some disadvantages there a lot of advantages too. There event will be hold in the canteen of the
college, the place where most of the students come to eat, have a break, a coffee etc. The table is going to be right at the
entrance so before people go anywhere, they will pass by our table. Another advantage is that we raise money for charity
and that attracts even more people because we are not doing this just for making money or raising mental health
awareness. Many people might not even buy something from us, but they might leave some money in the collection boxes
instead. The event is not age restricted, so it is not targeted just to a specific group of people. In conclusion I can say this
event is for a good cause and many people will realise that, so we will achieve our aims and objectives.
P5 Factors to be considered when planning the event
Planning tools
I and my group concluded that we are going to use risk assessment and Gantt charts as they tend to be the most helpful
planning tools for an event. Their advantages are that they do not take much time and they are easy to understand . A
GANTT chart is a project managing tool that breaks down a project by task and shows the amount of work done in a
scheduled time frame. They are one of the most useful and popular ways of showing an event or task with time. These
charts are mainly used in project management. The chart states who will do what, how and when it will take place.
Once the person responsible sets up the GANTT chart, we will check it to see if it is appropriate and good to be used.
Afterward, we will regularly update the GANTT chart to make sure that the tasks each person has to do is not missing any
deadlines, and we need to tick the task as done after verifying it with the group.
Aims and objectives
Aim: To help students be more aware of mental issues, such as anxiety or depression.
Objectives: 1:Increase the attendance of the guests to 30 and those 30 to bring 15 more attendees. It will be done by
spreading flyers to people and posting information about the event in the college.
2:Receive at least 60% positive reviews from our event.
3:At the end of the event to break-even in sales as the main goal.
Aims and objectives are critical for our event as help with decision making by setting aims. Objectives on the other hand
provide goals to the aim that makes it clearer and easier to achieve.
It is critical for the event to have some clear aims and objectives. It helps the organizer and the team to know and be
aware of the priorities first and then focus on the other things. For a successful event, there are so many requirements
and many jobs to be done, therefore without having a few clear aims and objectives the event organizers will be lost about
what is more important to do first and when is the deadline.
Venue

The first duty of an event organizer is to choose an appropriate venue for the event. This has to be decided by keeping in
mind what type of setup, space, and facilities are required for the event. This is a very crucial decision as it influences the
event directly and has a major impact on whether people even decide to attend it or not.

It is important to book the venue at least 3-6 months in advance to ensure its availability, and also to give the organizer
sufficient time to organize other aspects of the event, for example, food, décor, and brochure or website announcements.
Further, several event venue owners require initial deposits or need signed agreements, and documents transferring
liability for any damages during the event to the organizer. So, all arrangements need to be decided accordingly.

Another important factor in choosing a venue is the ethical considerations. People attending the event can be of diverse
religions and backgrounds, which should be taken into account. For example, an event that will have a majority of
Muslims in attendance cannot have an alcohol bar as it is not allowed in their religion and would be considered offensive.

In our case, we will hold our event in the college canteen. There are not many accessible places in the college as the
canteen. Also, it is the place in the college where most people gather at when they come to college, at break times or
before leaving the college.

Catering

The catering in an event is a very important aspect of an event. Some venues can provide in-house catering, whilst others
require you to arrange from outside. The catering is very important as people from various backgrounds and lifestyles
attend, and each has their own food preferences. There are religious sentiments, ethical concerns, dietary restrictions,
medical aspects, and even allergies that have to be taken into account by catering management. All food must be clearly
marked and labeled to ensure people consuming the food know what they are eating and can stay off the food they do not
consume.
Catering involves not just food and drink, but also the serving staff, chefs, and other management required to conduct the
food and drink aspect of the event. Some catering companies acquire certifications from Food Standards Agency and
Local Environment health to assure clients of their quality of service.

We decided that our event need to provide catering as it will help to raise more money for charity. The catering will
provide allergy-free products and we will try to mention the products that have peanuts for example as they are a common
allergy. The catering will be provided in the canteen of the college in the classes or library as well. It will let our event to
expand even more and those people that did not go to the canteen might be willing to buy some food, tea, coffee etc. and
also put some money extra in the collection boxes. Some of the people will just say they might be coming later at our table
to see what we offer.

Budget

Budget management refers to the ability to keep all event expenses within a predetermined budget. The cost of holding an
event may quickly spiral out of control if no set budget is in place. In order to keep track of the cost of an event, an event
organiser would require basic arithmetic skills as well as a spreadsheet programme to input data and figures. Organizers
of events should also be able to classify the event's expenses and charges so that attendees can see exactly where the
bulk of their money is going. Keeping a close eye on the budget is essential for event planners who are working with
clients. It is doubtful that the consumer would be willing to spend that much money, thus the events manager will need to
maximise their budget. An events manager may be able to save money by renting a location that has already been
decorated or prepared for the event. Depending on the size of the event, they may need to employ a lesser quality caterer
in order to provide a big volume of food at a cheaper cost than a better-quality caterer.

Our budget is £12 and the tea, coffee, and milk will be already there as a contribution. Even though £12 is a very low
budget to start doing something, we still are able to increase some money if having proper budget control. We want at
least to break even and if possible to make some profit. We will set up a list of how we are going to use those £12 and
make sure we are following the list and also that we do not miss anything from the beginning and in the end, more costs
will occur.

Legal requirements

Any event being held by an event organizer requires many legal obligations to be fulfilled. These include contractual
requirements, health and safety standards, public liability insurance, age limitations, licensing, and consumer protection
obligations. These are important to allow event organizers to ensure the safety of the attendees and provide assurance
that no illegal underage activity can take place, for example serving alcohol to underage attendees.

Further, any event should ensure the health and safety of everyone who attends. Someone must be put in charge of this
area to ensure they take up full responsibility in event of any mishap. All critical aspects, such as first aid procedures,
emergency plans, evacuation procedures, insurance and food safety, and hygiene, all have to be very carefully screened
and established. In case of any accidents at the event, where someone is injured, falls sick, or in extreme cases, dies, the
organizer may face harsh consequences and investigation into the cause of the mishap and what could have been done
to avoid it. In extreme cases, the organizer may be barred from doing business again, fined, or even jailed as a
consequence. So this should be taken very seriously.

Methods of communication

While planning an event the organizer needs to be aware and take into consideration how he/she is communicating with
the team. We will meet to two from of communication which are internal and external communication.

Internal communication is the way that is used to speak within the team or inside the business. They can take place
through email, mobile phone, posters, text messaging, meeting o briefings. Most of the time internal communication is not
as formal as external one. They are also quicker and more important.

External communication is the one that is going to a wider audience and will be held in a more formal way. If done
properly and providing appropriate responses when necessary they will be picked up by social media and will be shared.
The probability will be very high that it will reach a very large audience.

P6 Produce a detailed plan for your chosen event using planning tools, detailed budget and consideration of risk
assessment and contingency planning.
Planning tools are a set of instruments used help in organising steps that are related to implementing a program or event.
They provide descriptions in detail about the implementation plan and how it will be developed.
A GANTT chart is a project managing tool that breaks down a project by task and shows the amount of work done in a
scheduled time frame. They are one of the most useful and popular ways of showing an event or task with time. These
charts are mainly used in project management. The chart states who will do what, how and when it will take place. All
resources are allocated, and it ensures everyone knows who is responsible for what.
Risk assessment.
Likelihood Consequences
Insignificant Minor Moderate Major Catastrophic
Risk is easily Delays Delays up Delays up Project
mitigated by up to to 30% of to 50% of Abandoned
normal day to 10% of Schedule Schedule
day process Schedul Additional Additional
e cost up to cost up to
Addition 30% of 50% of
al cost Budget Budget
up to
10% of
Budget
Certain High High Extreme Extreme Extreme
>90%
chance
Likely Moderate High High Extreme Extreme
50%-90%
chance
Moderate Low Moderat High Extreme Extreme
10%-50% e
chance
Unlikely Low Low Moderate High Extreme
3%-10%
Rare Low Low Moderate High High
<3%
chance
GANTT CHART.

Table of Contents
Content Person Completed
Responsible
Event Ideas – Mind Map and Possible Event Conor 14/03/2022
Idea Proposals
Planning Tool – Project Plan, GANTT chart Ibi, Gianna 14/03/2022
and evidence of online planning tool used

Aims and Objectives – primary research and Conor 14/03/2022

its analysis (graphs) that have helped shape the
aims and objectives

Budget - Budget table with clear break down of Ibi, Gianna 14/03/2022
sales and costs, receipts for all purchases made

Venue - venue details such as photographs, Petru 14/03/2022

description, booking information/confirmation,
facility list

Catering – catering and special dietary Gianna 14/03/2022

requirements list, where catering will be
purchased from

Physical Resources – list of physical resources Conor 15/03/2022

required for event with costings (must link to
budget)

Human Resources - Team Role list – who is Ibi 15/03/2022

responsible for what, what skills they have, main
duties and responsibilities, team list for the day
of the event – who is responsible for what during
the event

Methods of Communication - Methods of Petru. 15/03/2022

Internal Communication – list of how to
communicate internally with evidence (group
email, online planning tool, meetings including
planned frequency)

Methods of Communication - Methods of

External Communication – list of how to
 communicate externally with evidence e.g.
posters, flyers, tickets, invites

Legal Constraints – copies of insurance 15/03/2022

documents, contracts, evidence of
communication to obtain permissions/licences to
run event, health and safety checklist (prior and
during to event)
Risk Assessment Document Ibi 30/03/2021
Contingency Plan Gianna 30/03/2021
Photographic Evidence of Event Conor 28/03/2021
Event Evaluation Documents Petru 01/04/2021

Budget
A budget can be defined as an estimated amount of income and the expenditure in a specified period. It is a financial
document that helps in wisely planning all expenses. It is critical to have a clear budget and to know exactly on what the
money will be spent. The budget is very low which is £12, that is why we need to be very accurate with the numbers as
we do not have any spare money just in case. All of the products except drinks were bought from the Poundland shop.
There is a big difference in prices for the same products in Poundland and other shops. The drinks turned to be cheaper
in Asda than in Poundland and that proved how important is to check the other shops even if they tend to be more
expensive. The costs were split down in the table and that took a lot of time to make a budget plan. It is because we
would put everything necessary in the table and at the end the total cost would be at least £25. We had to cut out some of
the costs by removing the products that are less important and we would look for good deals in the shops and at
discounts to meet the £12 in total cost.
 Products Estimated cost
Rice £1.12
Balloons £2.00
Plates/Cups/Spoons £3.00
Desserts £3.49
Flour £0.32
Drinks £2.34

Contingency Plan
A contingency plan is a course of action that organisations use to effectively reduce the risk of unexpected events
occurring. This strategy is used to minimize the disruption of the event and guarantee a smooth-running turnout. The most
feasible thing to do would be creating a well organised contingency plan. In contingency planning, there should always be
backup plans to assist in any difficulties that may occur. This strategy also helps in the predicting of future events that can
occur. It is very useful and should be used in the organising of every event.

Things that can go wrong Backup Plan

Run out of desserts and drinks Purchase more desserts and drinks
before or after they are all out.

Low attendance Properly advertise the event so persons

No card machine for payments
are aware of the event in advance. We
would also sell to persons near the
college.
Get a portable card machine/ allow
person to get money from the cash
machine nearby. We will also inform
them that.
 Spillage of drinks We would get a wet floor sign or one of
our team members would quickly clean
the spill to avoid any accidents.

M3 – Analyse key factors that need to be considered when producing a plan for the event
Aim: To help students be more aware of mental issues, such as anxiety or depression.
Objectives:
4. Increase the attendance of the guests to 30 and those 30 to bring 15 more attendees. It will be done by spreading
flyers to people and posting information about the event in the college.
5. Receive at least 60% positive reviews from our event.
6. At the end of the event to break-even in sales as the main goal.
Aims and objectives are critical for our event as help with decision making by setting aims. Objectives on the other hand
provide goals to the aim that makes it clearer and easier to achieve.
Before holding the event we knew that for any event we would choose the main purpose is to raise awareness on any
topic and raise money for the chosen charity. We chose the Mind charity as this is the closest charity to us that is linked to
our event. We hope to raise at least £50 for the charity with the budget of £12.
It is critical for the event to have some clear aims and objectives. It helps the organizer and the team to know and be
aware of the priorities first and then focus on the other things. For a successful event, there are so many requirements
and many jobs to be done, therefore without having a few clear aims and objectives the event organizers will be lost about
what is more important to do first and when is the deadline.
Budget
The cost of holding an event may quickly spiral out of control if no set budget is in place. In order to keep track of the cost
of an event, an event organiser would require basic arithmetic skills as well as a spreadsheet programme to input data
and figures. Organizers of events should also be able to classify the event's expenses and charges so that attendees can
see exactly where the bulk of their money is going. Keeping a close eye on the budget is essential for event planners who
are working with clients. It is doubtful that the consumer would be willing to spend that much money, thus the events
manager will need to maximise their budget. An events manager may be able to save money by renting a location that
has already been decorated or prepared for the event. Depending on the size of the event, they may need to employ a
lesser quality caterer in order to provide a big volume of food at a cheaper cost than a better-quality caterer.
The budget is very low which is £12, that is why we need to be very accurate with the numbers as we do not have any
spare money just in case. All of the products except drinks were bought from the Poundland shop. There is a big
difference in prices for the same products in Poundland and other shops. The drinks turned to be cheaper in Asda than in
Poundland and that proved how important is to check the other shops even if they tend to be more expensive. The costs
were split down in the table and that took a lot of time to make a budget plan. It is because we would put everything
necessary in the table and at the end the total cost would be at least £25. We had to cut out some of the costs by
removing the products that are less important and we would look for good deals in the shops and at discounts to meet the
£12 in total cost.
Venue

The first duty of an event organizer is to choose an appropriate venue for the event. This has to be decided by keeping in
mind what type of setup, space, and facilities are required for the event. This is a very crucial decision as it influences the
event directly and has a major impact on whether people even decide to attend it or not. An important factor in choosing a
venue is the ethical considerations. People attending the event can be of diverse religions and backgrounds, which should
be taken into account. For example, an event that will have a majority of Muslims in attendance cannot have an alcohol
bar as it is not allowed in their religion and would be considered offensive.

In our case, we will hold our event in the college canteen. There are not many accessible places in the college as the
canteen. Also, it is the place in the college where most people gather at when they come to college, at break times or
before leaving the college. We will hold the event on 29 th of March, from 10 until 14:00. We already have booked the date
so we are assured no one else will hold an event there. Me and Conor went downstairs to do a risk assessment and we
did that by taking pictures as evidence the venue will have all the facilities needed to run the event. There are toilet
facilities, tables, chairs, car parking spaces. We had a word document created and we had to check whether the venue
has the necessary facilities.

Catering

Catering involves not just food and drink, but also the serving staff, chefs, and other management required to conduct the
food and drink aspect of the event. Some catering companies acquire certifications from Food Standards Agency and
Local Environment health to assure clients of their quality of service.

We decided that our event need to provide catering as it will help to raise more money for charity. The catering will
provide allergy-free products and we will try to mention the products that have peanuts for example as they are a common
allergy. The catering will be provided in the canteen of the college in the classes or library as well. It will let our event to
expand even more and those people that did not go to the canteen might be willing to buy some food, tea, coffee etc. and
also put some money extra in the collection boxes. Some of the people will just say they might be coming later at our table
to see what we offer. In case someone is allergic to something we will need to have some alternative food so that they will
be able to buy something from us. Ibi and Gianna were looking at the factors regarding catering. They were thinking which
food will be the most suitable for our event. They have taken into considerations which deserts people would by the most.
We cannot sell something that is not very popular as there will be lower chance of selling them. Ibi and Gianna came to
the conclusion that we will sell sweets, cake, cookies, brownies, soft drinks, juice, coffee and tea. We will buy them in big
bags, packs and sell them by one, the price will not sound big such as 50p or 3 brownies for £1 but when we add all the
money in the end, we will get more money for a pack sold than bought.

Physical resources
Physical resources were one of the things we took as important. For setting up a budget we needed to know at what to
expect. These resources need to be ordered and done in advance so we are sure they will come in time before the event
starts. We need to print 20 posters, 30 flyers, balloons, collections boxes and a speaker for putting music in the canteen
for a better atmosphere. It is critical to plan the physical resources as they need time to arrive and to be done is not the
same as going to a shop and buy them. Some of them needs to be ordered and some of them needed to be edited and
printed. It might lead to a postpone the event and that will lead to less people attending.
Me and Conor reached to a charity closest to us, ‘’Mind’’ and we presented ourselves, we explained them our event and
when is it going to take place. We told them our budget and the possible profit we are going to make, and that the money
will go to them. They called us back the day after and let us know that we will get 3 collection boxes, balloons with their
logo and a few T-shirts with their logo too. We bought some balloons, flour and rice so we will give them to people if they
buy something from us. We will help them do an antistress ball. It will attract more people as almost everyone like
squeezing a soft ball. We will let them know the offers and that they will get to make an antistress ball if they buy
something from us.
We also prepared 40 green ribbons and it symbolizes mental health awareness. They will be sold after people will buy
deserts from us and again it will attract more people buying products from us. Regarding the speaker, the college is giving
us one which is good as it will make a good atmosphere if having good and attractive music.

Human resources

There are 7 main roles we need to work on, and they need to be split for each of us equally. It includes catering- Ibi had to
find catering that matches the event and our budget. She also spoke with staff from the kitchen to prepare a big cake for
the event and the person responsible for the kitchen agreed to do that. Ibi being allocated this job, she can cook
something or she can ask her mom, this will save our budget. I was responsible for the budget and it is a key role that
requires regularly checking the costs and to make sure we do not go over £12. I had to consistently add and remove
some resources as some of them were more important than the others and they do not fit in our budget. Conor was
responsible for the advertising, he was in charge of creating posters and flyers on the Canva website. He managed to
create them for free as many websites require payments but Conor tried the free trial for 14 days and then cancelled it by
which he saved a lot of money. We helped him to distribute the flyers and post them on the walls of the college. Gianna
was allocated the venue role, she spoke with the staff that is responsible for the canteen area, she let them know the date
and time of the event and also she explained our event and the staff was very happy with the event we are doing. Gianna
was also responsible for making sure that the venue is decorated with what was necessary and that is ready before
starting the event. All of the roles and work have been done equally, and the roles have been decided by our team, and Ibi
as a chairman confirmed it as being good to go. Allocating a task for everyone allows it to focus on one task and do their
best on it rather than trying to do everything alone and not getting it done properly.
Legal constraints
The legal constraints are critical for our event. Health and safety is the main legal constraint we should be aware of for our
event. We do need to do a risk assessment before the event, and it will include solutions for everything possible to go
wrong. It will reduce the risk for the guests and for us, by having a checklist and ticking off everything that meets the
criteria for legal requirements. We will provide hot drinks, which needs to be considered a risk, we have to make sure that
everyone is capable of making tea, and coffee without struggling and the best idea will be that just one person will be
responsible for making hot drinks. Another risk is that me and Conor we will take the desserts to different classes,
everyone loves a hot drink with the desserts, therefore we will need to go downstairs and bring the hot drinks to the
classes. We will need to be very careful with how we carry the deserts and hot drinks. We risk getting ourselves burned or
someone else. One way we can reduce the risk of spilling it is by having special gloves or cloths it will allow us to hold the
cups more confidently without shaking them or we can buy lids for the cups and it this way we will reduce the risk
completely.
Methods of communication
We need to know and not forget about internal and external communication. We will focus more on external
communication and that will include contacting the people outside of our group. We will get this done mainly by
advertising, one the posters and flyers we distribute we will mention the date, time, location, and the purpose of the event.
In this way, people will find out about our event. Another thing method of reaching people is by advertising online. We will
ask the person responsible for the Instagram account page our college to take a picture of our event and post it on the
story. Many students and teachers are following our college’s Instagram and that will increase the chances of getting
more guests to our event. As mentioned before, Conor created 40 posters and flyers and we will place them around the
college to catch people’s attention.
D2 Evaluating the feasibility of our event plan
Evaluating the feasibility of our event is the same as taking into consideration the positives and negatives of the event and
in the end determine how likely is our event to be successful. If the event is not feasible and it has more negatives than
positives we need to cancel it or come up with solutions and make it feasible. There are many factors that prove how
feasible the event is and I am going to talk about them.
A factor that helped us to see our event is feasible is by analysing the success factors and they will determine how
successful our event can be. One of the positives is that we will have a good venue, a place where almost everyone from
the college is passing. There is just no way they cannot see our event if the enter or exit the college. Calculating the
money we invest and at what prices we are going to sell the products we estimated around £50 in profit. With a £12
budget to make £50 in profit is showing a big success. Our event is a charity event so again it increases its feasibility as
more people will be likely to buy something from us or to donate money for the charity.

Another reason our event is feasible is that it has SMART aims and objectives, it helps us clearly know what we want to
achieve and how are we going to do that. We are not lost or just going with the flow with the hope of making money, we
have clear aims and objectives, and every step in planning it is by achieving them. The event cannot be feasible without
having SMART objectives, we cannot know how successful the event will be if we are not targeting it smartly.
Planning tools are critical during planning our event, because the tools help us be more prepared for the event. We have
very clear tasks, deadlines, who are going to do the specific task and how are they going to meet the criteria.
Creating a table of contingency plans or our event helped us find out the issues and solutions for our event. We would
always have to find possible solutions for the issues that might occur, and we did the contingency plans before planning
the event, which let us know if we can go with this event and if it is going to be feasible. Even though we found issues by
conducting the contingency plans we cannot say the event is not feasible as long as we come up with solutions.
Taking into consideration the legal constraints lets us be more aware of the risks our event might face. We are more
aware of what are the risks and how can we avoid them, even with conducting a risk assessment sometimes unexpected
things happen but we reduce the chances of them happening by ticking off the list of things that meet legal requirements.
It will keep the event ethical and safe for us and for our guests and that makes the event feasible.
As a team, we went through each factor and make sure that we meet the necessary criteria. We are aware that we cannot
just focus on one factor and that we need to put equal effort in each factor to achieve success. We went through the plan
of the event over and over again to make sure our event is feasible and that we did not forget anything. We know how
many advantages our event has and we found solutions for the possible issues. Overall, we are convinced that the budget
is enough for creating £50 in profit even though we had some doubts about the low budget. The advertising will not cost
us much as for printing we can use our student cards and we used a free website to create the posters and flyers. We
advertise it for free on our college’s Instagram page as we spoke with the person responsible for the account and for
advertising. This means that the budget is feasible as we do not spend money on advertising while reaching many people.
In conclusion, I can say that our event is feasible and it has a big potential of meeting our aims and objectives. The budget
is clear we managed to list all of the costs and meet the budget without going higher. The contingency plans proved that
our event will go smoothly and that there will not be major issues as we came up with solutions to them. The planning
tools helped us meet all of the criteria and requirements for what our event needs and everything is ticked off on the list as
done. As long as the event will be safe, and it achieves its aims and objectives it is feasible.
Skills scan
Skills audit by an event organizer Strongly Agree Sometimes Disagree Strongly
agree disagree

I have organizational skills ✓

I have time management skills ✓
I have self-confidence skills ✓
I have negotiation skills ✓
I have good listening skills ✓
I have good communication skills ✓
I have creativity skills ✓
I have patience skills ✓
I am good at problem-solving ✓
I am good at being a team player ✓
I am good at coping with pressure ✓
I have troubleshooting skills ✓
I always take full responsibility ✓
I have a strong work ethic skill ✓
 I have a flexibility skill ✓
I own networking skill ✓
I have a strong leadership skills ✓
I am an effective decision-maker ✓
I have a passion for what I do ✓
I have organizational skills ✓
I am very knowledgeable ✓
I have a motivation skill ✓
I'm good at working with people ✓
Being supportive is very important ✓
I am caring towards the people I work with ✓
I have the ability to multi-task ✓
I have empathy skills ✓
Attention to detail skill ✓
I have respect ✓

Skills scan
Skills audit Strongly Agree Sometimes Disagree Strongly
agree disagree

I have organizational skills ✓

I have time management skills ✓
I have self-confidence skills ✓
I have negotiation skills ✓
I have good listening skills ✓ ✓
I have good communication skills ✓
I have creativity skills ✓
I have patience skills ✓
I am good at problem-solving ✓
I am good at being a team player ✓
I am good at coping with pressure ✓
I have troubleshooting skills ✓
I always take full responsibility ✓
I have a strong work ethic skill ✓
I have a flexibility skill ✓
I own networking skill ✓
I have a strong leadership skills ✓
I am a effective decision-maker ✓
I have a passion for what I do ✓
I have organizational skills ✓
I am very knowledgeable ✓
I have a motivation skill ✓
I'm good at working with people ✓
Being supportive is very important ✓
I am caring towards the people I work with ✓
I have the ability to multi-task ✓
I have empathy skills ✓
I pay attention to detail ✓
I have respect ✓
After completing both tables I noticed that my skills differ from the needed skills for
an event organiser. I am better at managing things, being passionate about what I do
and organising things. I realised that I am not very good at coming with ideas or
being very creative. I think this is a skill that is very important for an event organiser
because I can manage my time effectively, I could have excellent organisational
skills but if I am not being creative when planning the event that is a problem. The
same is with being a bad leader, if I am very good in problem solving, I am very
motivated and respect people that is not enough to do the best in having a good
event because I must be capable to be the leader and make everyone listen to me.
The team must do what I am telling them to do and meet the deadlines. In
conclusion, I can say that all of the skills listed above are extremely important and
they should be met equally, if I am not very good at creativity or being a good leader,
I can work on it or if there is room for improvement on some other skills such as
working with pressure there is just a little work I need to put in to achieve the best.

List of Meetings
1st March- It was the first meeting , we all came up with different ideas for events.
Each member of the team was working individually until found some good ideas for
an event. We started in class and we had 3 days until our next meeting, therefore we
should have prepare some extraordinary plans.
3rd March- We already came prepared and now it remained to decide the final 3
ideas. We all discussed the different possible events we could do by coming up with
realistic ideas and success factors for the event. In the end we decided we will be
holding an raising mental awareness event. We thought it will be a perfect event as
we will be raising money for charity and the topic on that is suitable for most of the
people in the college.
7th March- We started to allocate team roles for each individual. We decided who will
be perfect to the chairperson in this case was Ibi and who will be the secretary and it
was me. Once allocated the team roles we were ready to do more research about
the event.
8th March- We did a lot of research about the event but we still needed to know
exactly what everyone was supposed to do and making sure that everyone is
contributing to the event equally. Each individual would some market research and
specifically focus now on the task they had to do.
10th March- After we finished withy the market research we were ready to move to
the next part which was organising the planning tools. We gathered all of the market
research every individual was doing and with that we were able to start creating a
detailed event plan. We started deciding the venue, how are we going to design the
flyers and posters, how are we going the get all of the needed resources by meeting
the £12 budget.
14th March – Me and Connor called the charity to let them know about our event and
asking them how can they contribute to our event. We discussed with one staff
member that we will be holding and event about raising mental health awareness
and if the tables and space at the entrance of the college will be available on the day
we want to present it. Ibi did the risk assessment plan and Health and Safety Check
list to make sure the event will run safe without any issues. Gianna has done the
contingency plan by identifying the success factors and possible problems that might
occur during the event. Me as a secretary had to do a folder check and making sure
everything is done on time. We also set up an email group which helped us a lot for
communicating and keeping the work up to date because many times not everyone
showed up on time or at all.
17th March- This was our last meeting and it was the day where we would make sure
everything is ready to go. Connor has finished the budget and listed the resources
we needed to get. Ibi has taken the list and she had to buy everything needed. We
finished with the advertising and we let as many people as possible about our event,
date and venue. Gianna was responsible for setting up the table and that included
attaching the poster on the board, getting a tablecloth and setting it on the table. We
also helped her as there was needed to inflate the balloons and get the collections
boxes for money.
Physical resources we needed for our event
Juice
Tea bags and coffee
Cake
Brownies
Sticky tape, blue tack
Student ID badges
Table and Chairs
Masks, gloves, and hand sanitizer
Speaker
Money box, and card payment reader for contactless payment
Hot water caddie
Cups, plates, spoons, and other cutlery
Marketing information and poster about our event and charity
Posters with prices and allergy information
Notice back boards to put information on
Cloth or thick tissues for holding hot drinks
Phones and Wi-Fi
Small change float to give change to people
Team Event Debrief – post event

Team Name: P.C.G.I

Name of the Event: Raising Mental Health Awareness

Date of the Event: 19/02/2022

How did the event run overall, including what was particularly good about it?

The event was holed in the canteen of the college, the place where most of the
students come to eat, have a break, a coffee etc. The table was right at the
entrance so before people go anywhere, they will pass by our table. Another
advantage is that we raise money for charity and that attracts even more people
because we are not doing this just for making money or raising mental health
awareness. Many people might not even buy something from us, but they might
leave some money in the collection boxes instead. The event is not age restricted,
so it is not targeted just to a specific group of people. In conclusion I can say this
event is for a good cause and many people realised that, so we achieved our aims
and objectives.
Were there any accidents/emergencies/issues?
There were not any accidents during our event. A member of the team did not
show on time and that was a problem as we had to do his task as well and
therefore when the event started we were not ready yet. The venue was available
for the day we chose to hold but we still need to go throughout the classes, library,
and halls in order to get to all of the people. The speaker was not able to connect
to our phones as someone else was already connected to it.
Was anything missing from the risk assessment / contingency plan?
There was only one thing that was not taken into account and it was carrying the
hot drinks to different classes. There were too many people on the stairs and
around the college and it was very easy to spill on the floor or on our hands.

Were there any issues with the venue, facilities or catering?

We needed to buy more products for our event as other teams had more products
which attracted more attention to people buying.

Did the event run to plan?

Yes, the event was running according to the plan and we made even more profit
than expected. The first thing that went wrong was that we did not manage to set
the table on time and we were about 30 minutes late after the event started.
People were already coming but we were still setting up the table.

What were the strengths of the event?

Our event was feasible, and we received many positive reviews from our guests,
other teams and our tutor. From other four teams from our class we were on the
 second place being the most successful event and doing the most profit. That
proved how good we were .
Overall, we achieved our aims and objectives and for all of them it is not that we
just achieved them we have got more than we aimed for. Reviewing the
questionnaires, feedback and team briefings we were able to measure the success
of each aim and objective.  
We made a very good profit with a budget of £12 we made £50 in profit. We
wanted at least to break-even, but we managed to increase our profit by almost
400% which is great
Everything else was excellent, there were not any accidents and all of it was
thanks to the risk assessment being done properly.
What were the weaknesses of the event?
The only thing went wrong was setting up the table on time. The event started but
we were not fully ready, and this shows unprofessionalism.

If you were to run the event again what would you do differently?
If I would be running an event again I would pay more attention to the risk
assessment plan. In many cases member of the teams might not show up in time
or at all from different reasons and for still running the event perfectly I would plan
a plan B.

Self Assessment Form

Name Petru Iacobache

Team Name P.C.I.G

For each aspect, rate yourself on a scale from A to D using the following guide:

General Aspect Specific Aspect Comment Rating

Group Process Attended a large I attended most of the meetings. B
majority of group
meetings
Maintained contact We had an email group so in case I did A
with other group not attend the meeting I would always
members keep in touch with the team to check
where we are.
Communicated I would always speak on the topic and I A
constructively to will be making sure I do not loose the
discussion sense by listening carefully.
Generally was I contributed to the event a lot as I was B
cooperative in group coming up with ideas and things to
 activities avoid.
Asked useful The questions were asked based on the A
questions event and work we had to get done.
Encouraged and Some members were loosing motivation A
assisted other group and not putting much effort in planning
members the event but I tried to help them and
demonstrate is not as hard as it looks.
The Task Made a genuine I tried to be ahead with the tasks I had to A
attempt to complete do so no one in the team is waiting for
all tasks agreed by me.
the group
Made an intellectual I was more focusing on the quality of the A
contribution to the work than quantity. I took some extra
completion of the task time to finish the tasks but in the end
they will be perfect and there was not a
need to improve it.
Did their fair share of Sometimes I was feeling I was doing B
the workload less work than others and for some
other tasks I felt I was doing more but in
the end I think the work was done
equally and fair.
Completed tasks to I never left the tasks uncompleted and if A
the best of their I found some difficulties I asked the
ability. teacher or members of the team.
Contributed a I think I roughly contributed 30% of the A
significant amount total work needed to be done which is
(measured in ideas very good. Being a secretary I needed to
as well as words) to split the tasks for everyone so therefore I
the completion, was aware and I needed to understand
management and every single task before allocation it to
planning of the event someone.
Overall Based on your ratings Overall I think I did great and it is not just A
and comments my opinion it is also based on the
above, your feedbacks I got from teacher and my
contribution overall to team.
the event.
A: did this very well B: did this adequately
C: did this less than adequately D: did this insufficiently