Planning And Organizing Event

Identifying the event and associated attractions:

We are planning a sports event in Victoria, cycling capital of Australia. This event will consist of various cycling events and a musical fest at the end of the day which consists of food, fun and cultural events. The attractions to the event are half marathon for men and women, relay race, time trail and stage races (Cot, 2010). The winners will be awarded jerky signed by famous bicyclist Cradle Evans or Shane Warne and monetary prizes of AUD $10000 (Fuller, 2017). Cycling event half marathon and relay race will have free entry whereas time trial and stage races will be having entry on purchase of tickets (CADELROADRACE, 2016). The evening programme is planned to having entry tickets for the visitors. There are three types of tickets available

Ticket type 1 entry to all events with unlimited food AUD $ 50

Ticket type 2 entries to all events and food can be taken on paid basis AUD $ 30

Ticket type 3 entry to the venue but events and food are on paid basis. AUD $ 20

Brief analysis of the Cycling Event:

Location and Size:

The location selected for the event is Cadel Evans Ocean Road, Victoria. This event is planned to happen on 3^rd September, 2017 Sunday on the occasion of father’s day. The expected number of visitors to the sports event will be around 20,000. The number of visitors in the closing ceremony is expected to be 10,000 to 12000 (Greenwell,et, al., 2014).  

The Event Budget:

It is the planning about the sources of income for organizing an event. The income sources to the event will be sponsors, visitors and stall owners (Ashe-Edmunds,2016). Whereas expenses will be on organizing event, hotel stay, venue of the closing ceremony, its decoration, the other expenses includes prizes and prize money, Jersey for the winners and celebrity endorsement (Solberg, and Preuss, 2015). This also includes planning for any kind of contingency which may happen due to bad climate, accidents at the event or any unavoidable reason (Zavyalova, et. al., 2016).

Estimated Income: ticket price 20000* AUD $33.33 = 666600

Income from sponsors: Main sponsor  AUD$ 100000

Co- sponsor      AUD$ 50000

Other Sponsors AUD$ 10000

Total sponsorship 100000+50000+10000*10 = 250000

Income from stall bookings: AUD $ 800*25 stalls = 20000

Total income: AUD$ 936600

Estimated Expenses:   Celebrity endorsement: AUD$ 50000

Venue and advertisement: AUD$ 350000

Trophy and Jersey: AUD$ 30000

Decoration and other expenses: AUD$ 50000

Total expenses: AUD $ 480000

Net income: AUD$ 456600

Number of participants:

The estimated number of participants in the various events is 100. Some of the participants will participate in multiple events whereas rest will participate in single events. The team events will be consisting of 5-8 teams each consisting of 5 members. Same process will be applicable in women events (Getz, and Page, 2016). 

Event Stakeholders and their involvement in the event

Participants:

These are the key for the success of any event. The participants in this event are the local as well as national level cyclists and other cyclists. They are the centre of attraction which is necessity of the event (Masterman, 2014).

Visitors:

Visitors are the persons who are required to cheer and success of any event. These are tourists, students, sports persons, local population and travelers from various countries which are present at the time of the event.

Management:

These are the persons who plan for the event. They are responsible for the proper planning of the event, raising of funds, deciding venue of the event, the various attractions of the event, ticket prices, prizes, event promotion, taking permission from local authority and other amenities and facilities like stay of the sports persons, there security and proper scheduling of the event (Blackman, et, al., 2017). They are also responsible for hiring different vendors and planning attractive events that are going to be inculcated in the program (Berridge, 2014). It may include dancers, band performance and any other cultural event or local custom related folk dance etc. the management is also responsible for approaching to sponsors for sponsorship.    

Performers:

These are the persons which attracts visitors with their performance in the closing ceremony of the event. They are experts in the field of music, dance or any other style such as laughter show or mimicry.

Stalls:

These are also the participants of the event program. They provide paid services to the visitors such as fast food, traditional food and various kinds of beverages such as soft drinks, fruit juices, health drinks and cocktails. This also includes gaming stalls which attracts and entertain children’s and students. There are some stalls selling sports items such as jersey, shoes, shorts and t- shirts to promote more sports activities. 

Sponsors:

Sponsors are the financial supporters of any event they are charged by the event organizer in order to promote their name (Vance, et, al., 2016). This will help them to get better recognition and several times it leads to increase in the sales turnover of the sponsors.

Conclusion:

This report helps to understand the various aspects of organizing an event. It also helps to know the various participants in an event organisation and the requirement of the various resources, their need and importance.  It also develops understanding about need and importance of proper planning in the success of an event

References:

Ashe-Edmunds, S. (2016) What Are Budget Considerations? [Online]. Available at: https://budgeting.thenest.com/budget-considerations-21148.html (Accessed: 09 August 2017).

Berridge, G. (2014) The Gran Fondo and sportive experience: an exploratory look at cyclists' experiences and professional event staging. Event Management, 18(1), pp. 75-88.

Blackman, D., Benson, A. M., and Dickson, T. J. (2017) Enabling event volunteer legacies: A knowledge management perspective. Event Management, 21(3), pp. 233-250.

CADELROADRACE (2016) NEW RACE TO BRING WORLD’S BEST CYCLISTS TO MELBOURNE. [Online]. Available at: https://www.cadelevansgreatoceanroadrace.com.au/news-media/news/new-race-bring-worlds-best-cyclists-melbourne/ (Accessed: 08 August 2017).

Cot, A. (2010) How to Plan the Perfect Cycling Event. [Online]. Available at: https://www.bicycling.com/rides/advocacy/how-to-plan-the-perfect-cycling-event (Accessed: 08 August 2017).

Fuller, G. (2017) Shane Warne versus hoon cyclists: affect and celebrity in a new media event. Continuum, 31(2), pp. 296-306.

Getz, D., and Page, S. J. (2016) Event studies: Theory, research and policy for planned events. UK:Routledge.

Greenwell, T. C., Danzey-Bussell, L. A., and Shonk, D. (2014) Managing sport events. UK: Human Kinetics.

Masterman, G. (2014) Strategic sports event management. UK: Routledge.

Solberg, H. A., and Preuss, H. (2015) Major Sports Events: The Challenge of Budgeting for the Venues. Event Management, 19(3), pp. 349-363.

Vance, L., Vance, L., Raciti, M. M., Raciti, M. M., Lawley, M., and Lawley, M. (2016) Sponsorship selections: corporate culture, beliefs and motivations. Corporate Communications: An International Journal, 21(4), pp. 483-499.

Zavyalova, A., Pfarrer, M. D., Reger, R. K., and Hubbard, T. D. (2016) Reputation as a benefit and a burden? How stakeholders’ organizational identification affects the role of reputation following a negative event. Academy of Management Journal, 59(1), pp.253-276.