Event Management And Marketing For Promotional Activities

This project is focused on set up of an Australian Company who is aimed to promote the norms and values of Australian culture among the students coming mainly from the Asian countries. In order to set up such company a scope management plan including a project schedule, time management program, budget and resource management plan is also demonstrated in this report.  

Not only this but also a work breakdown structure and a Gantt chat are also designed in this report. A stakeholder management plan also a risk management program is also designed in this report to recognize the project structure professionally. Moreover, an overall project management plan is also developed in this report so that the project manager can understand as well as measure the market demand and the experience from the visitor’s end.

The scope of the project is to set up a company that will organize different promotional activities. These promotional activities will help the students to become familiar about the Australian norms and culture. A much the international students will become attracted towards their culture that much new students they will be able to grab from the other countries. Not only for the study can purpose but also they settle their full career in Australia also. Apart from this the company will also arrange program to let the outsiders know about what they like in their country and what set of things that they do not like to happen.

• According to the project requirements it can be measured that in order to successfully implement this project a budget of $50,000 with time measurements of 6 months will be required
• It is expected that, successful resource and team allocation along with strategic demand management plan can meet the project objectives.   
• A risk management plan and a stakeholder management plan illustration are the scope of the project

This specific event management project is comprises of five different phases such as project initiation phase, planning, execution, monitoring and control phase and the project closure phase. It is expected that if all of these project development phases are properly followed by the event head and the team members then the project will be able to meet the success criteria and the objectives.

The above specified phases are to be followed by the project manager and the project team members to execute the project successfully within estimated budget and on time.

The event management project is consists of different phases such as initiation phase, planning  phase, execution phase, control and monitoring phase and closure phase.  

Project initiation phase: In the project initiation phase, the event manager will identify the project requirements then based on these requirements the resources will be indicated and analyzed accordingly. It is the responsibility of the project executives to determine all the specifications so that the project level solution can be easily obtained. Effective initiation program is essential for the success of the program. Different elements are involved to the initiation phase of the project.

Firstly, the purpose of the event should be identified and then accordingly what are the profit ranges can be obtained from the organized event are also defined by the finance manager. The timing and the location of the event should be identified in this phase to drive the project towards success. The other measures those are to be considered in this phase include availability of different facilities, accommodations, transport, and stakeholder’s (local and other) support. The necessary budget of the project should also be calculated in this phase. Depending on the project requirements the budget of the event program should be prepared. It is the role of the project manager to specify the promotional and publicity actions crucial for the project success.  

Planning phase: In the event program planning phase the overview of the event are to be articulated by the project manager to the other project team members. Then the staffs and the event manager should plan the event accurately such as the list of the hosts, chief guests and others. In addition to this, the timeline of the project including the Gantt chart and the WBS are also should be prepared in this phase.

The targeted audience are also should be identified in this phase. The outline of the operational activities are also should be prepared in this phase in terms of policy contact, permissions, insurance, security, health and safety of the permits, emergency access, cleaning of the venue, first aid as well as ambulance, parking and venue cleaning. The uncertainty associated to the project including the possible risks that may interrupt the success of the project will be identified in this phase. Not only is this but also for all the defined project activities prioritization much crucial to serve the operational activities.

Project execution phase: Whatever event management level activities are identified on the planning phase should be executed in the project execution phase. The weather contingency planning should be inclement in this phase including success execution of catering, food and water. In order to avoid accidental power cut the event manager should focus on lighting, power supply also. Apart from this, it is the responsibility of the event organizer to execute the sitting arrangement accurately with ticketing system implementation as well as contract supply.

Besides this the project manager should also develop run order or vent schedule for the success execution of the event management program. In order to promote the event, supports of the social media platform are very much necessary and thus, Facebook, twitter, YouTube also played success roles. Proper stakeholder engagement strategies are also needed to be keep the stakeholder engaged to their job roles. This will help the project team members to accomplish the project within estimated time and budget.

Control and monitoring phase: In this phase of event management the entire program will be monitored and controlled accordingly. All the project factors will be monitored in this phase to make sure that the project can be successfully implemented. The sponsorship strategies including the business and operational strategies are also changed in this phase considering the change requirements demanded by the project team members and other associates. Proper approvals as well as legal requirements for the event program are should be identified and adopted by the project team members to implement in this phase.

Closure: The project close with the successful delivery of the event show launched. The main aim of the event is to spread concern among the local and international students basically for those who are coming from the Asian countries. The norms and values of Australian culture are promoted among the students to make them familiar with the values of the Australian culture. The hosts and other chief will take the responsibility of spreading value of the Australian culture among the international students.  The topics those will be discussed in this event include the set of different ethical and non ethical activities.

Basically what they like and what they do not like will be discussed in this event by the hosts and other attendants. They do not like other people staring at them, throwing garbage anywhere, loudly talking in the public place, standing in the questions. It can be said that if the project scope and objectives are properly prepared by the event manager then the project will definitely meet the project requirements and also be able to deliver the show successfully within the estimated time and budget.

Moreover, for minimizing the work pressure an accurate Work Breakdown Structure (WBS) should be prepared by the project manager depending on the skills and knowledge of the associate staffs. For individually project activities different resources (human) should be allocated to make sure that the project will be completed successfully. From the details of the project prcatices it can be said that, the theoretical knowledge regarding project management should be practically applied in this project application field.

From the overall discussion it can be concluded that with the help of an accurate project management program the project manager will be able to meet the project objectives. An accurate time management program with a Gantt chart, resource management, scope management and risk management plan are illustrated in this report. Besides this, an event evaluation program considering all marketing demands are also demonstrated in this report. The project will meet all its success criteria if the assumptions are properly measured by the project manager and the associated stakeholders.

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