Event Management for Theoretical Overview of Sustainability Strategy

Question: Discuss about theEvent Management for Theoretical Overview of Sustainability Strategy. Answer: Event Management According to Jones (2014), event management refers to the appliance of project management to the designing and developing of big events like festivals, parties, conferences, concerts or ceremonies. Event industry is now inclusive of all types and size of events starting from a small event like business meeting to as big as an Olympic. Most of the industries, non-profit organization and interest groups embrace events for marketing, developing relationship or raising money. Figure 1: The Event Management System (Source: Stoyanova, 2017) Evolution Overtime Event management is a work that is most trending for the past few years. As per Abdelhak, and et.al., (2014), this concept is not new for the markets; this opportunity was there for a long time however the point is that now businesses have given focus to the offered services. Actions of modern business are greatly impacted by company events so hiring an event management firm now makes a whole lot of sense. In most of the situations, it is generally significant for the total success of the event which is been planned, as the company who is interested in organizing the meetings does not contain essential experience and associations which assure success. The perfect example is the event industry in terms of transition, innovation enthusiastic. Experiential events or the events that enable an opportunity to guests to involve are now earning popularity overtime. Event Management as a Strategic Tool Proper Planning Guarantee According to the views of Quintal, and et.al, (2016), event manager must ensure that every aspect regarding the arrangements is done effectively and properly. Time is earned as the event planners know what they exactly need to do and the total planning process will handled according to that way which will result proficient. Taking Care Of The Entire Arrangement performing the plan effectively is given the most focus while organizing an event. For company events, it is complex to make all essential arrangements (Masterman, 2014). Experts are known about the completion and organizing of an event in such a way that satisfies the needs of client. As per the views of Watson, and et.al., (2015), if there is any problem regarding event, the planner has the ability to solve it in an effective manner. Guaranteestaking about corporate events, it is very important to take professionalism into account at the phase of planning. Event management industry which performs well will provide a guarantee that each and everything will be done properly and effectively, in terms of needs and wants of client. If the event management works with professionals there will be no barriers in achieving great success. This kind of guarantee can only given is the event company is engaged with professionals. Different ways in which an event can enhance a whole business An event includes brand surveying, targeting audience, planning concept of event, and collaborating technical aspects, before starting the event (Cashman, 2016). Planning and collaboration process of event is generally meant as planning of event and that is inclusive of scheduling, location selection, budgeting, transportation, obtaining required permits, parking, speaker arrangement, decoration, catering, collaborating with parties and backup plans. Moving forward, in order to obtain diversified success in this industry one has to recognize the relationship, a different level of success in the event industry will be made by those who appreciate the connection with technology, as compared to those who rely upon it. D R I V E Event Design Programme If event planner desires to drive business growth and enjoy competitive edge, they are required to perform actively and effectively. Further they must ensure that they keep on considering past results by constantly stimulating their event ideas with innovation and creativity. For driving better results and achieving desired goals, event planners must do planning for their future growth, their rivals while keeping the DRIVE strategy in mind. D- Define- Defining the objectives and broad outline of the objectives to be achieved in the event. As per the opinion of Ezeuduji, (2015), this might include creating a full proof plan considering all the important factors. This may include what event is needed to be managed, the purpose of the event, the size and level of the event and all the details that might go into an effective conduct of the event. Various factors that are needed to be considered while planning any event have been described in detail later in this report. R- Research: event planners must research about the activities of their competitors. The client of a professional corporate of event management can be considered as a competitor as mostly by the permission granted by the companys client says that the event can be advertised in the magazines, online platforms and can be displayed in the award-winning competition of the industry. I- Innovate: event managers must work with suppliers having great experience and experts who have done well in serving outstanding work. These can assist event managers to design and serve better mission and vision. While keeping in mind that, deliver the best at the first time as there are no second chances to make it right again (Peachey and et.al., 2014). Event management or manager must work together with team, sharing of new ideas and imagination that can delight the gusts and will further assist in realizing a return on investment. V- Visualize: As per the opinion of Siano (2014), setting of targets and objectives is a must step which has to be considered before starting the event. Consider each and everything that will give an opportunity to meet the goals and by which means one can layer them in an order to generate great results. Visualizing opportunities in the business can be created via performing the business operations effectively and being prepared yet proactive which will ultimately drives business growth and success. E- Execute: the event planned so far is executed in literal terms in the factors defined above. If sufficient time and effort has been invested while planning and preparation, the result must be that the event runs smoothly. The event manager must possess a checklist of tasks with well described time frames; this assists in keeping the event on track. Effective communication is very vital to ensure the event proceeds as per the plan. In practical, there would always be minor difficulties and challenges, which may be unforeseen. However, most of these must be considered while planning and contingency plans must be formulated to address problems of this kind. During the event, it is must to acknowledge the contribution of staff, volunteers and sponsors. Initial Stage of Event Management According to the opinion of Lee and et.al, (2016), while organizing a big-scale event, planning is the most significant phase to consider. This phase requires proper management and taking into account all the potential scenarios. Professionals have full experience regarding what has to be given proper care, more importantly; professionals have appropriate connections to complete the work at the most reasonable rate. Experiential Events are all about executing event solutions which are dynamically engaged in all these specified five senses ability to touch, see, hear, taste and smell. From layout of the event to the taste, there must be a great experience for guests of event, as that it effectively engross them with events message and throws a good concept with proper agenda. It must undeniably spot the exclusivity of the hosted event and experience they are required to generate for their guests (Gration and et.al., 2016). The primary part of this whole procedure, like creating professional yet proficient event network thorough online platforms, sponsorships arrangements for concerts, searching suitable vendors for events, interacting with event invitees via social networking will further create self- contribution. Importance of the event vision, experience and visualization in the process of planning Event Vision While planning an event, it is very significant to consider the major intention of the event, its benefit and purpose. Further, gaining a clear image of the event will assist in directing the process of planning effectively. Select the right time to organize an event, it is significant to consider that whether other events are competing with event or not. In regards to the site, there is existence of numerous variables, inclusive of the facility availability, accommodation, stakeholders support and transportation. Experience of Event management teams In accordance with the views of Aydin, (2016) there is involvement of more than one individual in planning an event. In most of the cases, it is vital to set up an organizing committee and clear allocation of roles and duties to the members of committee. Committee is required to appoint an event manager to have total control over event management and the manager is responsible for the key directions and decisions. Visualization through Event checklist For allocating roles and responsibilities to members of an organizing committee, committee should have a clear image of the diversified elements of the event inclusive of transportation, communication, hospitality, venue, along with this committee has to consider money handling, catering, toilets, rewards and ceremonies. It is essential to maintain a checklist regarding the activities of event, which will further ensure that all the things are done effectively and adequately. Finances and budgets While preparing an event, it is crucial that all the income sources and costs are covered, inclusive of hidden and support costs. Before making budget, one has to develop event checklist for considering all the costs. Event manager or organizing committee is required to work cooperatively with the financial manager so as to ensure viable financial procedures in the event. Getting ROI for Sponsors of the event Event planners have to convince sponsors that they will receive a reasonable ROI on their investment. Once the organising committee and event manager have clear understanding of the finances and budget, they may secure sponsorship for the event. For the purpose of securing sponsorship, it is important for the organising committee to have a clear idea of what do they expect from potential sponsors (i.e. financial help, publicity, discounts, supply of required goods and services). ROI can be achieved through- Promotion and publicity Irrespective of the size of the event, it is imperative to decide what level of publicity and promotion is required to gain momentum for the event. In accordance with the opinion of OToole and et.al, (2013) while some events may require least amount of publicity and promotion, most of the events require effective promotions at all levels in order to make the event a success. This may depend on the basic objective, audience to be targeted and existing profile of the event. Approvals and legal requirements If an event is organized in a public facility, like on a land which is owned by some person other than the group organising the event, it is important that the group obtains necessary approvals and any required permits or licences necessary for the conduct of the event. All the legal requirements must be fulfilled in order to avoid any complication during the event. Importance of Planning and Objectives in Sustainability Strategy of FIFA World Cup 2018 In accordance with Akerib and et.al, (2014), proper planning of event management is essential to the success of event. Environment management plan refers to the document that introduces all the distinctive and disparate aspects of an event, further proper allocation of work is required to ensure a safe and enjoyable event. Sport event organizing or recreation event could be an intimidating task, especially for a person or a committee, who is planning to start an event with no experience. While event scale differs significantly, there is stability in the principles of event management. Further the information sheet will offer an overall review of main issues that are required to consider while planning an event. Planning and preparation must be done effectively to enjoy success in any event. Several components are engaged in the procedure of planning and preparing. The planning of any big event like FIFA may involve a series of step as described below- FIFA World Cup The Biggest World Event of Sports Starting this type of event needs a large amount of investment, transportation of a huge number of individuals (globally and locally) to the site and considering Fan Fests while taking into account their wellbeing and security. Along with this managing waste in the stadiums, selecting and preparing a large number of volunteers, adjusting the 32 teams for participation and so on. This scale definitely affects society and the environment as a whole. Further it is essential to ensure that the organizing and planning of the 2018 FIFA World Container eliminates the negativity and welcomes positivity by improving the constructive effects of the occasion on individuals, the economy and the environment. In Russia the FWC 2018 was this time planned to have connection with the long term strategies and programmes for national and regional development. The ultimate goal is to create social, economical and environmental improved changes in the host city and setting of new standards for large events organised over whole of Russia. The immense size of traditions, ethnic and variety of languages has given a chance to the 2018 FWC to have a remarkable improvement in social and human advancement. Furthermore, the process of planning was dependent upon the careful examination and comparison between the earlier FWC and current FIFA events (Preuss, 2013). This is inclusive of mega events like, football for hope, football for Planet and football for wellbeing. Large events like Olympic Games, UEFA EURO are also evolved in this. Every single relevant point is being considered carefully as to develop an ambitious and effective strategy for sustainability for FWC, FIFA and the LOC. The FIFA and LOC have finished four phases in developing the sustainability strategy between October 2013 and April 2015. Sustainable Strategy Stage 1: the requirements, commitments and the legal documentation of FIFA World Cup is being analysed In this first stage, an analysis of sustainability was done by FIFA and the LOC to identify potential sustainability issues linked to the event. This was achieved by: A thorough analysis of all the requirements and regulations related to FIFA sustainability. A complete review of commitments related to sustainability in the Russian context. An analysis all the regulatory degrees, acts and laws of Russian sustainability. A preface analysis of the risks of the event according to ISO/IEC31000. (Sustainability Strategy 2018 FIFA World Cup. 2017) Stage 2: the sustainable framework of 2018 FWC cup is also analysed- At this stage an assessment of strategic objectives of the entire event is done. Stage 3: analysis of the materials and its level of influence This stage identifies the key issues of present in the sustainable conduct of the event along with identifying the materiality matrix of the impact of the event. Stage 4: approval for every strategy is done after the consultation of the stakeholders -To validate the results, all the key stakeholders are familiarised with the sustainability strategy and feedbacks are invited to be considered in the final outline of the event. Going Green To develop an effective Sustainability Strategy for any event, it is important to carefully consider and prioritise all relevant issues. The 2018 Russia F.W.C was planned in close collaboration with the long-term strategies of national and regional development, with the eventual goal of creating improvements in terms of social, environmental and economical in the host country and also for setting distinguished standard for mega events across the world. Russias ethnic and linguistic diversity along with the immense size and cultural, gives the FWC, 2018, an opportunity to bestow unparalleled sustainability with development of the society and human It can be concluded from the report that many of the organizations and groups involved in the managing an event, undermine the importance of planning and preparation in the successful execution of the said event. 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