Managing Business Activites
Role of Proper planning in business growth
Every business requires understanding the importance of managing business activities with time to manage the efficiency. These activities can be managed by proper planning and monitoring that all activities are being run in a proper way. Event management is another form of business that involves forecasting the needs of an event and plans all the activities in advance so to ensure success of the event with proper management (Events management, 2012). These events may involve marriages, seminars, business meets, international conference or any other formal or informal activities that require prior proper planning. This report is based on understanding the concepts of event management and identifying certain external factors that may affect the planning and management of an event. Further, this report will also bring out analysis of various operational issues that may affect the success of an event. Final sections of the report covers study of important areas that must be focussed by event organizers in order to develop better client and customer relationships (Johnsen and et. al., 2004).
Event management is nothing but applying concepts of managing a project in developing events like festivals, concerts, seminars, etc. It is all about planning and coordinating various activities to perform and manage the event and complete it successfully. There are various activities that might be considered while planning and event that may include preparation of budgets, scheduling activities, permissions, selection of venue, making arrangements of requirements like accommodation, food, entertainments, decorations, security and all types of emergency plans (Khodr, 2012).
There are number of external factors that might affect the planning and management of an event. This may require the coordinators of the event to assess and analyse all possible factors that may affect its success.These external factors include:
Managing priorities: For planning and management of an event, the first and foremost thing that must be considered is setting target and priorities that are significant to specify the importance of each activity. It is necessary for the coordinator to define the priorities of all activities and perform them accordingly (Karadakis, Kaplanidou and Karlis, 2010). The manager of event must also have proper arrangements to define and carry out specific urgent tasks that may be introduced suddenly without disturbing the management of the complete event plan. Thus priorities are an external factor as these are defined according to the requirements of the plan and clients.
Resources availability: For an event coordinator, there are various tasks like planning the event, specifying client’s needs and defining the requirements too. But it is further necessary to determine whether the resources required for managing the event are available or not (Jones, 2014). It might be possible that the client has some distinctive requirements like in decorations, food etc. that may require certain specified resources that manager needs to ensure their easy availability else that may affect the satisfaction of the clients.
Economy: The economy of country is highly responsible in affecting the business or activities of event. The management of event would require certain resources and a proper budgeting that may get disturbed with changing prices and interests rates. In terms of importing some of the necessary resources, the economic policies may adversely affect the cost and overall budget of the event (Chen and et.al., 2014). It is an external factor that may affect the management of an event as it cannot be controlled by the planners.
Trends and fashion: This is another external factor that is dynamic and keeps on changing with time. The changing needs, demands, expectations and fashion are very important for the event coordinator to consider so as to reaching the expectations level of the clients. This demands the event planners to keep themselves updated in latest trends and fashion considering new themes of decorations, entertainment etc that may play a significant role in making the complete event successful (Damm, 2011).
Finance: Finance is one of the significant factors that decides the proper plan and management of the event and assesses the feasibility of the complete event. The finance requirements decide the funds and capital that must be required for accomplishing the evened according to expectations and thus the managers contact various investors and banks for financing the event that may have certain conditions that cannot be controlled internally by the organizers (Reid, 2011).
Infrastructural facilities: For accomplishing the objectives of event and while planning all the activities it is important that the event coordinators have a basic idea and estimation of all types of infrastructure that is required in managing the event, this may involve location or site that may be the cinnamon hotel itself or any other destination, its arrangements, light and sound, catering and food requirements, accommodation for guests etc. all of which are external and needs to be determined in advance as per client’s requirements so as to manage the event effectively (Ferdinand and Kitchin, 2012).
Customer relations: For the event coordinator, another important factor that must be identified affecting the success of the event is relationships with the clients. This may require the coordinators to be in regular contact with the clients so as to understand their expectations clearly and make efforts to plan the complete project as per their requirements (Geus, Richards and Toepoel, 2013).
Forecasting: This is most significant factor that every event management company as well as coordinators must consider for managing and planning it with effectiveness. This requires proper forecasting of the sales, cost of materials, demands, supply, personnel costs and overheads that may affect the overall planning and management. With change in any of the factors, budget of complete event may deviate.
Contingency planning: This is a plan that can be a support for the event coordinators in planning an event. It is helpful in providing a backup or support while an ongoing plan does not works or creates inefficiency in operations. This plan would have a description and plan about allocation of resources, budgeting and financing the event in yet another way that may be an option that coordinators may select in managing the event successfully (Jones, 2014).
Further there are different characteristics of event management sector like:
Creative process: This characteristic defines that the planning and management of an event is completely a creative process and requires its team and coordinators also to be innovative and flexible in managing changes quickly. The complete event and its success depend upon the creative ideas that can be contributed by the team.
Leadership: This involves the members and coordinators of event to practice effective leadership in managing better planning and control of all activities and ensure that effectiveness is achieved (Crowther, 2011).
Focussed on objectives: This is a characteristic of event management that describes that all the members and coordinator of the event works on the objectives and plan their activities as per the aims and targets set though client specifications.
Requires promotions: Further one of the characteristics of event management also describes that for an event to be effective and successful, better promotions must also be done for publicity, advertising as well as maintaining better public relations with the clients (Mallen and Adams, 2013).
Proper planning and control: For an effective event management, it is required that complete team and coordinators practice better planning and control over the activities to manage them according to the objectives and requirements. This planning may involve describing objectives and mission, preparation of event proposal, evaluating the performance and taking the outcomes as measures to improve future event performance (Wright, 2006).
Requires professional approach: Professional approach is a characteristic of an event management that involves effective planning and control, management of personnel involved and providing them effective training along with suitable compensation.
In terms of judging the satisfaction of customers attending the event and getting better feedbacks, there are several aspects that can be checked and help the event management firm to improve its services. The questionnaire can be in the form of a feedback consisting of several aspects that will judge the level of satisfaction of customers.
While management of event goes on successfully with proper planning and control, there are several aspects that the coordinator must consider. The feasibility of the plan of event and matching it with the requirements is necessary for the success. Further, there are also some issues occurring during the operations that may affect the complete event (Wagen, 2005).
There are different operational issues that must be considered by the coordinators and managers of an event in ensuring effective event management. These issues are:
Funding requirements: While planning and managing an event, it is very much necessary that event coordinator and the team engage in effective planning and specifying the requirement of funds. Further with the changes in any of the requirements may require changes in the funding needs that might be an issue in planning (Allen, 2009).
Physical resources (infrastructure): These are other requirements that are significant in managing the event. Physical resources include various equipments along with light and sound arrangements, chairs, tables, projectors or screen for seminars and other numerous things that are under infrastructure and their availability may affect the operations of the event (Johnsen and et. al., 2004).
Staffing issues: These issues define various requirements of personnel that are needed to be involved in an event and further help in smooth management of the complete event. These people are required in allocating various tasks and duties like managing arrangements of food, infrastructure, seating, accommodation and all other activities to be performed in teams that require support from staff and thus estimate requirements properly to avoid mismanagement (Event Management Planning and Crisis Management, 2005).
Seating and decoration facilities: This is another category of managing events that requires proper seating and decoration arrangements to be facilitated. The event coordinator dealing with the operations must ensure that proper list of guests arriving and total invitations are maintained to ensure that adequate seating facilities are available without creating any issue during the event (Wale, Robinson and Dickson, 2010).
Quantities of food and drinks to be made available: In managing the operations and possibility of issues occurring, it is important for the managers to see that food and drinks are made available in better quantities and on time so as to achieve better satisfaction among guests and mark success of the event through its proper management.
There are various types of events as defined by the event management industry (Yeoman and et.al, 2012). These are conferences, seminars, meetings, team building events, trade shows, business dinners and press conferences, networking events, opening ceremonies, launches, theme parties, VIP events, shareholder meetings, weddings, birthdays and anniversaries. Elements associated with these events can be:
Core theme and structure: Each of the different type of event is differentiated with the type of formal or informal gathering that it is supposed to consider. The core theme and structure defines the series of activities and type of decorations that is required for the event. For example, for the wedding event the theme and activities would be totally different consisting of songs and other entertainments, while in a business meeting this is totally different in terms of no music or entertainment (Events management, 2012).
Arrangements: This concern with the type of equipments and facilities used by the event coordinators would need for different types of events like business meeting would necessarily require a screen and projector while an informal party may not require it.
Food and seating plans: The variety and menu for the food is also decided according to the type of event, where a birthday party, a wedding and a business meeting will have extremely different menus and food requirements (Hassanien and Dale, 2011). The same is to be considered while making seating arrangements. Seating for the meeting and business events may be totally different than those of festivals, weddings and other parties.
Innovation and concept: The key element that guides the success or failure of an event is innovation in the theme and arrangements of the events. The coordinator needs to be updated with latest and new trends being used in parties and events. This may involve better technology or creative ideas in the party or event that best suits the objective too (Moital and et.al., 2012).
Assessing health, safety and hygiene problems affecting the success of an event and preventive measures taken thereof
There are some key elements that bind together to manage better success of an event. This describes factors like arrangements, hospitality and the most important food and accommodation that must be considered. The event coordinators need to understand that an event or a party is remembered either by the theme, arrangements and hospitality or by the food that it presents to the guest. It is therefore, necessary for the teams managing events to have proper concern over the health safety and hygiene factors (Events management, 2012).
There are number of health, safety and hygiene issues that may occur during an event. With improper washing and hygienic concerns, people may feel uncomfortable and may get various infections. The people involved in preparation of food may not be considering proper hygiene like cleanliness, quality of ingredients and method of cooking. All this may be harmful for the health of the guests like there may be possibilities of getting infected. Further higher level of ignorance may also bring health problems in them. Impure water and improperly cleaned utensils may create problem for the guests and become a stake over reputation of the event management team. Apart from all these, there are chance of mishaps happening in such big events that require the management to have proper precautions else may cause harm to lives of people (Khodr, 2012). There has been an incidence reporting severe pain to the guest with consumption of food that raises question on health and hygiene due to food. This may involve event management team to manage their concern over various activities like:
Washing facilities, water containers and hygiene: The utensils must be properly cleaned and washed in cleaner areas ensuring better hygiene. Further, the water supply and the drinking water must be placed at areas where least contamination is possible so as to maintain hygiene. Also, the area of event must not allow smoking in terms of health concerns (O’Toole, 2008).
Food quality and food handling: The quality of the food and the ingredients used must be up to the standards that are required to maintain health of an individual. The food must be ensured not consisting of any adulterated ingredients (Food Hygiene Requirements for Caterers at Outdoor Events, 2014). Also, the cooks must manage better hygiene while its preparations and must use better equipments and kitchen tools
First aid: The management must also have proper facilities of first aid and treatments in terms of any mishap or illness caused to a guest. In terms of pain and other health issues, first aid and medicines can be helpful in giving primary treatment.
Fire safety and other precautions for mishap: In such a big event and its arrangements, the effectiveness of arrangements is seen by ensuring that proper facilities to deal with fire incidents and mishaps are present (Mallen and Adams, 2013).
Applying Marketing, Human resources and quality control in organization for successful event
If Cinnamon Grand Hotel is considered to organize an event, there are various measures and functionalities to be implemented in the hotel to ensure success of the event. The various aspects to be considered for the hotel are:
Marketing: Hotel needs to ensure that they are involved in proper marketing of the event that may involve the management to study the venue for the event that is best accessible and economic (Henderson, 2011). Further, the facilities that could be made available to the customers and the required promotions for the event and hotel.
Human Resources: These are another significant resource that are to be managed by the Cinnamon and estimates the number of personnel required to manage various activities in management and planning of the event. The Human Resources considered complete management of event and it must be properly coordinated.
Quality control: This is another requirement for better management of event in ensuring effective control over the quality of operations and services provided to the customers. The quality may be in terms of better hospitality, accommodation, food and arrangements that are beneficial for the success of an event. Also, the employees involved in serving the clients must be skilled enough (Allen, 2009).
The checklist is prepared by the management of hotel for the team members in getting their responses. This checklist will therefore, help in understanding them and help in providing better guidelines to the team to ensure better facilities of health, safety and hygiene, the next time they organize an event. The checklist must contain several aspects that would judge the effectiveness of facilities provided.
There are various aspects that the undertaken report has considered while effective management of the event. This report brings out various external factors that may affect the success of an event. The report also develops a questionnaire that measures the customer feedback on the event organized and uses it as future recommendations to improve the event. Further sections of this report also carry various operational issues in management of event and thus, prepare a checklist ensuring effective management of health, safety and hygiene in success of an event.
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