Event Plan

Event Name: Indus Business Academy Cultural Fest

Date: 24/11/2023
Venue: Indus Business Academy
Budget: INR 800,000
No of People Attending: 630
Number of guests: 43
Number of participants: 150
Volunteers: 76
Event Manager: IBA
Event Staff: 15

Objective:

To organize a cultural event for students of various management schools of India, to

showcase their talents and skills in various activities like dancing, singing, drawing,
debate, business quiz, Drama on environmental issue.

Target Audience:
 Students of various management schools of India

 Faculty of various management schools of India

 Industry professionals

Event Schedule:
9:00 AM - 9:30 AM: Registration of guests and participants
9:30 AM - 10:00 AM: Opening ceremony
10:00 AM - 12:00 PM: Dance competition
12:00 PM – 2:00 PM: Lunch break
2:00 PM - 3:00 PM: Singing competition
3:00 PM - 4:00 PM: Ad mad competition
4:00 PM - 5:00 PM: Tea break
5:00 PM - 6:00 PM: Debate competition
6:00 PM - 7:00 PM: Business quiz
7:00 PM - 8:00 PM: case study competition
8:00 PM - 9:00 PM: Drama on environmental issue
9:00 PM - 9:30 PM: Prize distribution ceremony
9:30 PM - 10:00 PM: Closing ceremony

Event Budget:
Decoration: 150,000
Food and water: 350,000

Breakfast Lunch Snacks

Sandwich Jeera Rice, Naan Chowmein
Pasta Dal Fry Golgappa
Idli-Sambhar Chicken, Fish, Egg, Roti Malai Jalebi
Tea, Coffee, Dahi, Gulab Jamun, Cold drinks Tea, Coffee

Event staff expenses: 50,000

Other expenses: 100,000
Event Logistics: 50000
Prize Money: 50000

Other expenses may include:

 Security costs
 Transportation costs
 Marketing and publicity costs
 Medical expenses
 Contingency costs

Event Promotion: (Rs 50000) [Start 30 days before the event]

Promote the event to students of various management schools of India. We can use
social media, email marketing, and other channels to promote the event. We can
also contact the faculty of various management schools of India to encourage them
to participate in the event.

preparing Stages and seating capacity

Preparing seating capacity and stage(Rs 150000):

Stage (12002ft): 40000

Pandal (with cover on the top): 30000

Lights(covering the entire stage): 20000

Lights (covering the pandals): 30000

Fresh bouquets of flowers(for stage and for decoration): 10000

Chairs(plus clothes and cards mentioning the person to be sitting there):20000

Group Responsibilities:

Event Coordinator:

 Coordinate with all teams to ensure that the event runs smoothly.

 Oversee the overall planning and execution of the event.

Marketing and Publicity Team:

 Promote the event to students of various management schools of India.

 Create and distribute marketing materials, such as posters, flyers, and social
media posts.

 Coordinate with media outlets to generate publicity for the event.

Registration Team:

 Register guests and participants.

 Issue badges and other materials to guests and participants.

  Assist guests and participants with any queries they may have.

Decoration Team:

 Decorate the venue in a festive manner.

 Set up the stage and other areas for the various events.

 Ensure that the venue is clean and tidy throughout the event.

Food and Beverage Team:

 Arrange for catering services to provide food and water to guests and
participants.

 Set up food and beverage stalls at the venue.

 Ensure that food and water is available throughout the event.

Sound and Lighting Team:

 Set up and operate the sound and lighting system for the event.

 Ensure that the sound and lighting system is in good working order throughout
the event.

Security Team:

 Provide security for the venue and the guests and participants.

 Monitor the venue for any suspicious activity.

 Respond to any security incidents that may occur.

Medical Team:

 Provide medical assistance to guests and participants, if required.

 Set up a first-aid station at the venue.

 Ensure that medical assistance is available throughout the event.

Volunteers:
  Assist with various tasks, such as registration, ushering, and crowd control.

 Help to ensure that the event runs smoothly and that guests and participants
have a positive experience.

Event Management:

On the day of the event, arrive early to set up the venue and ensure that everything
is in order. Coordinate with the volunteers and event staff to ensure that the event
runs smoothly. Be prepared to handle any unexpected challenges that may arise.

Post-Event Evaluation:

After the event, conduct a post-event evaluation to assess the success of the event.
We can collect feedback from the guests, participants, volunteers, and event staff.
This feedback will help us to improve the event in the future.