Planning to Event to UniteCollege students in Chengdu活动策划.docx

Planning to Event to UniteCollege students in Chengdu活动策划.docx

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PlanningtoEventtoUniteCollegestudentsinChengdu活动策划

PlanninganEventtoUnite–CollegestudentsinChengdu

Course:

EventPlanningandOrganization

StudentID:

2201012010219

Duedate:

Jan10th,2013

Lecturer:

JeanVuillemain

Words:

PlanningtoEventtoUnite–CollegestudentsinChengdu

Introduction

Thereportwillpresentsomebasicstepstoplananevent,aswellasexplainedtheimportanceofeachsteps.Thefollowingaretheeventplanningprocedures:

1.EventObjectives:

TheeventwilltakeplaceatCollegeA.Theeventisaimedatenhancingthecommunicationandcooperationbetweendifferentcolleges,aswellasenhancingmutualunderstandingandfriendshipbetweenthecolleges.Itisanefficientwaytobuildaharmoniouscampus.

2.TheFormoftheEvent:

SingingPKContestandotheractivities.Example:

casualfootballmatchandbasketballmatch

3.EventDates:

18:

30-21:

10,1st.July,2013

4.EventLocation:

SchoolAuditoriuminCollegeAandASchoolgym

5Host:

CollegeAandTourismManagementDepartmentofCollegeA

6Activitiesresponsibleperson:

StudentUnionofCollegeA（Chairman）andStudentUnionofTourismManagementDepartmentinCollegeA（Chairman）

7.Co-organizer:

CollegeB

8.TargetedParticipants:

8Contestants

JudgesandVIP-Guests（Needthelistinadvance）

Allthecolleges`PerformanceTroupes

EntireteachersandstudentsofTourismManagementofCollegeA

Thenumberofexpectation:

300

9.Itineraryfortheday.ItisreferredintheAppendix1

10.EventSchedulingChecklist:

i）Advertising:

▪FieldAdvertising:

Sendleafletstothestudentswhoareinterestedinthisevent.

▪OnlineAdvertising:

Releasethemessageonthestudentwebsite,Massivee-mailorsendmessagesbyQQgroupsregularly.

▪PosterAdvertising:

Thisincludesfirst-phasepreparationadvertisingandeveningpartystartingadvertising.

▪Distributinginvitations:

ThePublicityDepartmentofCollegeAisresponsibilityformakingtheinvitations.TheinvitationsaresenttoallthejudgesandVIP.gueststwo-daybeforetheeveningpartystart.

ii）EquipmentandMaterialsPreparation

▪Preparefortheleaflets:

800pieces;Invitations:

20pieces（OneWeekbeforetheactivities）

▪Prepareforthesoundequipment（compactdisks,Powerpointandsoon）,stagepropertyfortheperformance,thesceneprop,thegiftsfortheactivities,certificates,playbill.（alltheequipmentmustlistedandallofthemmustbereadyontheopeningdayatnoon）

▪Allocatealltheequipmenttothecertainpersonandensurethecertainpeopletoprotectanddebugoflightingandsound.Alltheequipmentshouldbereturnedafterthiseventbycertainperson.

▪Assigncertainnumbersofstaff（remaintobedecided）tosafekeep,flittingandarrangealltheperformanceequipment.（Ititnecessarytofindacertainplacetodepositthematerials,twovolunteersresponsibleforit）

11.Staffing

CoordinatingDepartment:

StudentsUnionManagement

Task:

▪A）Planningandcoordinatingthewholeeveningparty.

▪B）Ensuretheinvitationsaresentoutandresponsibleforwelcomingalltheguestsandsettlingthemtotheirseats.

▪C）Choosethehosts（Note:

Hostshouldbeonemanandonewomenpartners.Theyshouldbewellknowntheflowofthewholeeveningpartyandtherulesofthecontestandgames.

▪D）Applyforvenue,equipment.

AdvertisingDepartment:

WholestaffofAdvertisingDepartmentofCollegeAStudentsUnion

Task:

▪A）Takegoodadvantageofposters,bannersandInternettoadvertising.

▪B）Livevideotapingandtakingphotosduringtheeveningpartyandactivities.

▪C）Designanddecoratethevenue（dominant）

StageDepartment:

InformationDepartmentofStudentUnion

Task:

▪A）Responsibleforsoundequipmentandstageequipmentduringtheevent（PlaythePPT）

▪B）Responsibleforthelightsandcurtains.

ProgrammeDepartment:

AlltheclassleadersofTourismManagementDepartment

Task:

▪A）Organizetheperformersandthecontestantswhereandwhentowaittocomeonthestage．

▪B）Flittingequipmentduringtheeveningparty

▪C）Keepintouchwithhostsduringthepreparationandinformthehostandthecontestantsandperformersassoonastheeventflowoncechanged.

EtiquetteDepartment:

theVolunteersfromtheTourismManagementDepartment

Task:

Guidethegueststotheseat/prizepresentation/Servedonwater

LogisticsDepartment:

VolunteersfromtheTourismManagementDepartment

Task:

▪A）Maintainordersoftheevent/Guideaudiencetheenterorwalk-offthearena

▪B）Assistthepresidiumtodealwiththeemergencyduringtheevent.

PublicRelationsDepartment:

WholestaffofPublicRelationsDepartment

Task:

▪Getsponsorsfortheevents

▪Assistotherdepartmentduringtheeveningparty.

Notice:

▪Inordertocomplythefairness,eachcollegeshoulddispatchtwojustices.

▪Confirmtheamountoftheparticipantsinadvancesothatcanmakeiteasiertoarrangetheseats.

▪ThecostwillbegonedutchbytheCollegeA`sstudentsUnionandCollegeBstudentsUnion.

▪Thehostandco-organizerwillnotberesponsibleforthecarfeeandboardwages.

11.Budget

Abudgetisa“financialdocumentusedtoprojectfutureincomeandexpenses.（Murray.J,2013）.”Itcankeepatrackofeachsourcewheremoneyisbeingspentsoastoreducetheunnecessaryexpenses.Theeventorganizersoftenaskforfinancialsupportifthecostisbeyondthebudget,orinotherword“solicitsponsorship”.Sponsorshipis“thefinancialorin-kindsupportofanactivity,usedprimarilytoreachspecifiedbusinessgoals.（Friedman.S,2013）”Inshort,Thesponsorsofferthefinancialsupporttotheeventandtheeventorganizerstakesontheresponsibilityofcreatingawareness,oractivation,inthepubliceyetothesponsors`productsorbrand.Sponsorshipcanhelpdefrayrisingcostswithoutanywaste.

ThebudgetofthiseventcanbeseeninAppendix2

12ContingenciesPlan

Contingencyplanningis“preparingfordifferentunforeseenscenariosbeforetheyhaveachancetohappen.（MyattM,2011）”Itisapowerfulguaranteetoreducethedamageorinjury,orlossofandcontinuityofotherunpredictableproblems.SeveralmeasureshavelistedinAppendix3incasethecontingencyhappenedduringtheevent.

14.GanttChart

AGanttchartis“abarchartusedtoillustrateaprojectschedule,includingstartandfinishdatesofactivitiesandasummaryofactivitiesofaproject.（Rodriguez.J,2013）”It“visualizeprojectmanagementtimelinesbytransformingtasknames,startdates,durations,andenddatesintocascadinghorizontalbarcharts”（Schmitz.T,2013）asyoucanseeinfig.1.Itisahelpfultoolforaeventplanningandkeepingtrackofthestatusofindividualtaskswithinaevent.TheGanttChartofthiseventcanbeseeninAppendix4

Fig.1（Rodriguez.J,2013）

15.Evaluation

Aplanningassessmentcannotonly“preventdisaster,butalsotaketheeventtothenextlevelbyaddressingpointsyoumightnothaveevenconsidered!

（Ritter.E,2012）”Whenfinishedanevent,Itisimportanttostartthinkingofwhyandhowtoevaluateit.“Thekeytoevaluatingthesuccessofaneventistoactquickly.Beginthedaytheeventhasendedifpossible.Thelongeryouwaitthe“fuzzier”thedetailswillbecome.（EventzillaTeam,2009）”

Thefollowingsarethe5reasonswhymakingaevaluationafteranevent:

▪Ithelpstheorganizergetfeedbackfromparticipantsandfindthebestandworstpartofanevent.

▪Ithelpstheorganizertochecktheeventwhetheritmetitsoriginalgoals,aswellasgivetheorganizersinsightintothingsthatmightneedtobechangedforthenextevent.

▪Itshowsvolunteersandstaffthevalueoftheirwork.

▪Itshowstheimpactoftheeventonthetargetpeople.

▪Somesponsorsmayrequireevaluationstoshowvaluefortheirfinancialsupport.

Whenevaluatinganevent,therearesomebasicquestionsneedtoconsider:

▪Didtheeventcompletelyreachitsgoals?

Whyorwhynot?

▪Identifywhichaspectsarewellworkedoutandwhataspectsneedtobefine-tuning.Whichvendorscanbeusedagaininthenextevent?

▪Whatitemsweremissingonthechecklistandwhatshouldhavebeenaddedintheevent?

▪Wastheeventwellattended?

Whythishappenandhowtoimproveoccupancyrate?

▪Whataretheinformalandformalfeedbackfromtheparticipatesabouttheevent?

Isitpositive?

▪Wasthiseventworthdoinginthisway?

Inordertohaveabetterideaoftheeventsoundresults,Itmaywisetoconsiderhavingaquestionnaireforparticipantstofillout.Thequestionnaireshouldbemadeassimpleaspossiblesothattheattendeescanhaveabetterunderstand.Thequestionnaireshouldincludenomorethan15questionsandmostofquestionsshouldbedesignedasmultiplechoice.ThelastquestioncouldbeaOpen-endedquestion,forexample,askingtheaudienceaboutthesuggestionsoftheevent.Allthedatahasbeencollectedshouldbemadeintochartswhichcanmakeiteasiertoseetheresults,

Reference:

（2013）ContingencyPlanning[Online]Availablefrom:

[AccessedinApr.7,2013]

EventzillaTeam（2009）5waystomeasure&evaluatethesuccessofevents[Online]Availablefrom:

[AccessedinApr.10,2013]

Friedman.S,（2013）Sponsorship:

AKeytoPowerfulMarketing[Online]Availablefrom:

[AccessedinApr.7,2013]

Murray.J,（2013）Budget[Online]Availablefrom:

[AccessedinApr.7,2013]

MyattM（2011）ContingencyPlanning[Online]Availablefrom:

http:

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