Prestige Institute of Management Gwalior

Detailed Project Report On Event Management Company Project Management

Submitted To: Prof. Jaspreet Kaur

Submitted By: Anuj Jain Deepesh Verma Princy Agrawal Sudeep Agrawal MBA 4th Sem.

Prestige Institute of Management, Gwalior Airport Road, Opposite Deendayal Nagar, Gwalior - 474 020 Ph.: 0751 - 2470724, 4044495, Website: info@prestigegwl.org

INDEX

S. No. 1 2 3 4 5 6 7 8 9 10 11 11 12

Contents Abstract and Executive Summary Background Information Promotion and Marketing Marketing Analysis Types of Events Services we provide Project Cost and financial structuring Financial Analysis Organizational Structure Project Analysis Contact Information Conclusion Acknowledgements

Page No. 2-3 4-5 6-7 8-9 10-12 13-21 22 23-24 25-26 27-32 33 34 35

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ABSTRACT

This project is undertaken to fulfill the project work component of the M.B.A. program in the IV Semester. This project gives idea about what are the things which are to be taken in consideration while handling an event and what sort of challenges are faced by an event manager. This project specifically talks about events that are usually a part of professional institutes and clubs in Gwalior. We have focused of the beautiful places in Gwalior which can be turned into more attractive locations for theme weddings, parties, shows, festivals, celebrations, etc. there are other locations also which can be turned into a proper dining hall for international national regional business meetings, professional meetings, award functions, seminars, educative sessions, entrepreneurial talks, etc. We have given our best in covering all the aspects under one roof.

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EXECUTIVE SUMMARY

Event management, the very topic looks challenging, a concept which gained importance in India only after the late 90s. Commitment, leadership and mental & physical devotion are the core factors needed to manage any type of event. Irrespective of the type or the scale of the event, the mental and physical hard work that is to be put in, differs by only a negligible degree of difference. This terminology is comparatively now getting familiar to India, because Indians have been arranging for wedding ceremonies, naming & threading ceremonies even much before independence. But due to the lack of proper forecasting, proper material handling they used to end up in problems like wastage of the food due to improper management, forecasting, planning, etc. These problems many a times used to put the families into financial trouble after the wedding. Not only weddings, but also in the field of commercial business meetings. Arrangements fail in attractive sessions which can be fruitful for a business contract. It is very easy for the audiences to make the event a hit or a flop. It takes just the 5 minutes for the audiences to judge the event resulting in the efforts of nearly 3-4 months and the hard work 70-80 people either turning productive or waste. Thus the efforts they have put in always remains at stake till the date of the event. There are innumerable activities that have to be carried out. First of all forming committees, then allotting different jobs to each committee is the very first step. Here all the theoretical concepts learnt up till now in subjects like public relations, human resource planning, logistics, human skills, controlling, accounts, organizing, and others come into actual use. As an event manager one must have a lot of flexibility in terms of working pattern. Be free to do all sorts of jobs irrespective of your position. In our plan we have focused on division works to different people and segregation of our teams and departments and their particular jobs on the basis of creativity and skills.

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BACKGROUND INFORMATION
About The Organisation: Introduction

Event and Event Management Every time when you saw a program like 'Filmfare' awards or those pop concerts and beauty pageants you would have wondered how people managed to set up such brilliant shows. Every tiny detail from your entering the venue to your going out is a result of rigorous planning. Wellthat's event management for you. One of the fastest and the most glamorous upcoming professions today, it means rubbing shoulders with who's who of the crme-de-la crme layer of the city. Event management, the most profound form of advertising and marketing, is a glamorous and thrilling profession. It provides an opportunity for unleashing one's creative potential to a very high degree. It demands a lot of hard work and effort but at the same time offers enormous scope. Event management is a process of organizing a professional and focused event, for a particular target audience. It involves visualizing concepts, planning, budgeting, organizing and executing events such as fashion shows, musical concerts, corporate seminars, exhibitions, wedding celebrations, theme parties, product launching etc. Event Management is a multi-million dollar industry, growing rapidly, with mega shows and events hosted regularly. Surprisingly, there is no formalized research conducted to access the growth of this industry. The industry includes fields such as the MICE (Meetings, Incentives and Events), exhibitions, conferences and seminars as well as live music and sporting events. On the profession side, event management is a glamorous and exciting profession that demands a lot of hard work and dynamism. The logistics side of the industry is paid less than the sales/sponsorship side, though some may say that these are two different industries. Event management is the application of the management science of project management to the creation and development of festivals and events. Event Management involves studying the intricacies of the brand, identifying the target audience, devising the event concept, planning the logistics, coordinating the technical aspects before getting down to actually executing the modalities of the proposed event.

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The recent growth of festivals and events as an industry around the world, means that the management can no longer be ad hoc. Events and festivals, such as the Asian Games or the Dubai Shopping Festival, have a large impact on their communities and, in some cases, the whole country. The industry now includes events of all sizes from the Olympics down to a breakfast meeting for ten business people. Every industry, charity, society and group will hold events of some type/size in order to market themselves raise money or celebrate.

Event Plan
Planning is the most important part of running a successful event, and this means starting well in advance. The best way to approach planning is to develop a detailed management plan, which includes a timetable of what needs to be done and when. Crucial elements of the planning for the event, such as fundraising, booking performers and advertising need to happen well in advance of the date of your event so a timeline schedule is essential. Developing an Event Plan is critical to ensure your events success. The information provided in this document is designed to walk you through each step involved in organizing a festival or event, and can be used as a checklist. The information will hopefully assist you to develop an Event Plan for your festival or event. Please be mindful that this is a guide only and that there may be additional information or requirements that are not necessarily listed in this document. Please ensure you consult with your local government authority and other relevant agencies in developing your Event Plan.

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EVENT PROMOTION AND MARKETING

In the world of marketing 'promotion' generally refers to a one-off event that provides a stimulus for the public to buy a service or product. A special event can be part of a more general promotion campaign of a company wanting to draw attention to their product. The Absolute Vodka venue at the Opera House during the Sydney Festival was an example of this. A local council may create a festival as a way of promoting their region. As used by the event industry the word promotion has come the full circle. It uses all the marketing techniques. As it is project based it has a definite life span. The risks involved in one off or first time events mean that the event manager has to be acutely aware of the tools of promotion. The audience does not have a reference point for the event other than that created by the promotion. With repeat events and festivals the audience and suppliers have at least an idea of the type of event, venue and scale. For special one off events, the promotion is strongly linked to the reputation of the organizing company, sponsors and other stakeholders as well as the actual program or event content. As with all areas of event management, event promotion must be dynamic and able to respond to opportunities as they arise. Other areas of the event planning should also be able to respond to the unforeseen products of promotion. A good bit of PR can result in a surge of interest in the event and the event company needs to be able turn the response to the advantage of the event.

Event Marketing Plan

Successful marketing of the event will take into account your event objectives (to raise awareness of a cause) and your target audience (their habits, the media they watch or listen to, hobbies). Publicity of the event should be done very vigorously with students contacting the main People in other colleges like students general secretary or the professors. Unconventional media like internet can be used for promotion; social networking sites are used very much by

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the students even this can be used for creating awareness about the event The promotion schedule is only a tool to assist the planning of the event - not the event's master. Tools of Promotion

o o o o

Advertising Public Relations Direct marketing Word of mouth

Event promotion and marketing is one of the most important aspects of planning your event. You want as many people as possible to attend your event so it is important to get the information out to your target audience well in advance of your event. You will need to consider the best and most cost effective way of advertising and promoting your event to keep with your event budget. The common forms of media are the local newspaper, posters, flyers, mail drops, radio, television, websites and email. For effective promotion utilizing a combination of these media forms is the best option. Get your message out early. If you have set a date for your event and the location is decided, send a remember this date email to your email distribution list so people are aware that the event will be happening. You may also like to establish a promotion schedule which outlines the dates, cost and type of media promotion you will carry out and when. This will help with ensuring you stay within your budget and the information necessary for a successful event is distributed to your target market at the right time in the lead up to your event.

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MARKET ANALYSIS

Who Hires Event Planners Broadly speaking, there are two markets for event planning services: corporate and social. Market information is more readily available for corporate meetings than for other events.

The Corporate Market We will use the term corporate to include not only companies but also charities and non-profit organizations. All these entities use special events to reach their target markets and to increase their visibility in the community. In fact, special events have become increasingly important as competition forces organizations to look for new ways to get their messages across to consumers or contributors. Charities and nonprofit organizations host gala fundraisers, receptions, and athletic competitions, among other events, to expand their public support base and raise the funds they require. Such organizations find that special events are cost-effective and have a high impact. Thousands of these events occur each year, and although the large ones require specialized event planning experience, we may find smaller local events to plan. Companies host trade shows, conventions, company picnics, holiday parties, and meetings for staff members, board members, or stockholders. There is a huge market for these types of events. Whether you plan meetings, fundraisers, or receptions, there are opportunities available in corporate event planning. Corporations want events that are original and striking enough to be long remembered: Themes are extremely popular. Unusual sites, customized entertainment, and an increased degree of guest involvement are also gaining popularity. The bottom line for most party giverscorporate or socialis that they want to feel that their party was special or unique in some way.

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The Social Market Social events include weddings, clubs, kitty parties, gatherings, birthdays, anniversary parties, childrens parties, reunions, festivals, poojas, ceremonies, etc. Most people who employ event planners for these types of parties are in the upper-income levels and have some spare income but no spare time. Such clients are likely to live in affluent suburbs.

Market One of the first tasks is to determine the market limits or trading area of our business. These limits will vary depending upon the type of event planning services we are offering. For example, if we plan parties, we will have to limit our market to our city. If we plan corporate meetings, however, we will have a national client base.

Analyzing the Competition Competition in the event planning market is violent, but it is not unconquerable. We are targeting the corporate market; our competition will consist not only of other event planning entrepreneurs, but also of in-house meeting planners hired by corporations. Many corporations choose to outsource event planning responsibilities to keep costs low. We will be able to assess the competition by asking corporations about the planners they work with. In the social area, our main competition will be other event planning entrepreneurs, as well as some caterers, florists, etc., who have taken on the responsibilities of planning events as a sideline function. Most of the competition we may face will be local.

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TYPES OF EVENTS

Those events which we offer: 1. Corporate Event A product launch, the company anniversary, sales target achieved or any special event could mark the onset of a corporate event. It demands pure professionalism as you are interacting with people from the high-end category. Not surprising, that event management companies are spurring up to provide these professional services. They attend meetings, hold dialogues with the bosses to realize the objective of the event. They then take it off with creative ideas to arrive at a theme for the event. A corporate event demands a little corporate look. The food and the style need to blend with the corporate and make the bosses comfortable. Hence it ought to be prepared and presented with ultimate efficiency. But that is if the top-notches are involved. A corporate event could also be a product-launch. That would involve a media conference. So the event management company would get a list of prospective venues. Decide on the dinner and the cocktail party that will follow. Arrange for the conference, the speakers, and microphones. Make sure everyone get a seat. Car parking is made available, etc. For a product launch in the market, the event management team gets their grey cells working as to the creative ways to make the samples of the product reach the end consumers. They have to be innovative so that consumers are attracted to try it out. Corporate management is a sub-category of event management. Mega companies usually have an in-house event management team to organize their events on a regular basis.

Corporate Event Services: Product Launches Domestic and International Conferences Seminars Dealer/ Sales Meet Award Nights/ Annual Day 10 | P a g e

Press Events Corporate Day Out Sales Promotion Road Shows Brand Promotion Sports Tournaments Corporate parties Fashion shows Cultural nights DJ Parties Live Shows

2. Traditional Event Weddings are magical, emotional, life-affirming events. However, they can be stressful, chaotic, overwhelming and difficult to organize - especially, if you've never done it before! A professional wedding planner is your ally, advocate and guide - helping you to navigate the waters and land safely on the shores of your "happily ever after". As a wedding planning professional, I can do as little or as much as you desire - the choice is completely up to you. Whether you need an impartial party to help with a particularly vexing decision or someone to work with you from engagement to your honeymoon departure, it is my pleasure to assist brides and grooms with the planning and smooth management of their special day! The listing of services to your left gives an overview of the options available to my clients. However, I realize that each wedding celebration is different and unique - just like the bride and groom; therefore custom services can be designed to fit your particular needs. An initial wedding consultation is the first step towards "blueprinting" the details that will create the foundation of your day. Consultations are by appointment only and incur a fee that is credited towards your wedding planning contract. We truly believe that a wedding - no matter its size, complexity or budget, can benefit from the sage advice and knowledge of a professional who understands the unique configurations and architecture of this event. Please feel free to contact me so we can begin the journey towards a most memorable occasion for you and those that will celebrate your happiness! 11 | P a g e

Wedding Services: Theme Wedding Destination Wedding Engagement Function Mehendi Night Cocktail Dinner Bachelors / Hen Party Mandap Setup Venue Selection & Booking Invitations & Stationery Menu Planning & Catering Theme Based Jaimala Ceremony Video & Photography Rooms/Guest House Booking Personalized Wedding Web Page Favours & Gifts Logistics (Travel, Accommodation, security & valet) Dcor (linen, flowers, etc.) Home Decoration Wedding Fireworks Event Flow Management (lights, sound, video, etc.) Make-up and style Entertainment and Artist Management Wedding Choreographer

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SERVICES WE PROVIDE
Providing a Profusion of Services

Events
Any event whether big or a small comprises of a lot of minute details which have to be taken care of by someone who has the expertise in understanding and handling. There are many aspects to organizing an event as it needs attention to detail, perfect coordination and contacts with service providers who are best in delivering a cost effective event. Most organizations do not have the time or contacts to put an event together which is where we come in. Any occasion or event targeted for any type of clientele, whether corporate, social circles, educational institutions, merchants etc has to be well structured and coordinated in order to achieve the maximum success, our team of dedicated personnel give their best to ensure that.

Corporate Events To get the most creative and innovative service planning company that works with you, taking care of your needs of holding an event and to get an honest estimate of budget, which include everything needed for the successful completion of events of any kind such as corporate parties, events and much more.

Cultural Events They are also significant in a way that cultural events are meant to expose people to a way of life of a particular country, state, society, organization and individual. The ethnic background attracts various people from across the globe to witness it and get enlightened. These include art forms like dance, music, theatre charities & folklore. They leave a lasting impact when organized strategically by event planners. So it can be appreciated as a spectacle by the audience. An outstanding cultural event lay stress on commitment, creativity and demands an eye to detail and to achieve all these, we have chosen an exceptionally skillful staff for managing such events which at no point of time can be afforded to go wrong. Not at any cost!

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Personal Events Its unimaginable to even think about coordinating and supervising our own personal events since personal events are very dear and precious to everyone and a single mistake whether its small or big will definitely break our hearts. So, why take a risk? Our professionals will help you to manage and execute all what you have planned in mind with your touch but with our dedication and hard work we will make it a grand affair! Personal events are those can did moments which leave a special mark or impression in our hearts.

Event Catering If you are planning any corporate event, business meeting, special event, your wedding, party for kids, birthday parties or any other special event for a gathering of 20, 50, 100, 500, 1000, 10,000 or more than this in Gwalior or anywhere in India, we at Gwalior can help in managing catering for your special events. We have excellent catering companies with us with whom we are working from last many years. We can offer you best menus with imaginative presentations and decorations. Depending on your requirements and budget, we will match the right caterer to your event to ensure that you receive fabulous food.

Weddings
Event Management can be very demanding and costly. So, allow an award winning Wedding Planning Company based in Gwalior to take the strain, leaving you with more time in your hands, allowing you to enjoy the event to the fullest. We offer a full range of creative Wedding Planning Services in Gwalior, and we deliver on time and within budget. We are a renowned wedding Planning Company in Gwalior for organizing Weddings.

India is a land that has a rich cultural heritage. The country is dotted with several Royals that exhibit the ancient charm. These Palace make are the perfect wedding venues. Weddings are special occasions in each ones life and if the chosen venue is a Palace then an elegant touch of royalty is added to the function. There are several Palaces in India that one could choose from, for the special day. In fact, Royal Wedding in India is very popular and people from all around the world look up to India to host their weddings.

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There are several other facilities that are offered when it comes to the arrangement of Royal Wedding in India. In fact, if you want your wedding to be organized in different manner, then you need not worry.

Wedding Venues A wedding is one of the most sanctified and special event of ones life. Most of us dream about the most charming and splendid weddings. For people who believe in grandeur and marvelous celebrations. India with its rich cultural heritage and varied ethnicity is the hub for weddings. It is a land of celebration and festivities. Weddings in India are extravagant events, where people celebrate the new beginning in their life.

For your dream weddings everything should be special and one can't undermine the importance of a good wedding venue for a perfect wedding. Only a bride and groom are not sufficient but all the small and big things should be given due consideration. And a perfect venue for wedding is one such thing. The couples think a lot before finalizing location for weddings as it is the one thing which makes your wedding celebrations an unforgettable experience.

Indian Weddings are known for their grandeur. Both parties of the 'Barat' put in their maximum effort to make the wedding a successful event. Marriage is a combination of different ceremonies and rituals which are joyous and colorful. It is due to these events that the Indian marriage ceremony lasts for so many days time. Friends, family and relatives take part in the ceremony to bless the bride and the groom. IndiaWeddingPlanner.com is here to provide you with the information and details about Wedding Barat in India. Indian weddings are mostly about fun, frolic and tradition.

Wedding Theme Everybody wants his or her wedding to be a perfect and outstanding event from others' weddings. The pre-wedding, the main day and the post wedding celebrations are therefore thoughtfully planned. Various wedding planners opt for various wedding themes. These wedding themes are mostly the fantasy based, romantic, royal or fairytale themes. Now- adays people are trying out distinctive themes for their marriages. These wedding themes have a wide variety ranging from the traditional to ultra modern. In any Indian wedding theme, 15 | P a g e

the accessories are chosen very precisely. Indians like bright colors like red, orange, golden, maroon and violet. Hence the wedding themes also consist of these colors. One can see the beautiful drapes in these colors accompanied with some sober and light colors like light blue, green, yellow and pink.

Parties
Birthday Parties If you are planning a birthday party, than you have you have come to right place. Here you will find birthday party ideas for boys, party game ideas, free printable invitation, decorating ideas and so much more. We cover the latest and most popular themed birthday party ideas. Our tips include how to decorate for each theme, menu ideas and free printable invitations. Birthday party is an exceptional day for everyone and since it comes once in every year, it has to be an extra ordinary day. This is the day which takes us a step further to another journey of life. Birthdays are the best time for having fun and jolly time with friends and relatives and in each passing year we gain more experience and wisdom.

Anniversary Parties We get a lot of questions regarding anniversary parties and celebrations from visitors to our site so we have developed these pages to address the specific area of wedding anniversary parties and the etiquette that applies. The first thing we always say is how you celebrate an anniversary is very dependent upon the couple and the family circle they belong to e.g. if the couple usually have informal celebrations then dont plan a celebration that is full of pomp and circumstance, they are very likely to feel uncomfortable and not enjoy it as they should. Anniversary parties are special events, not only do they bring back all the memories of the couples special day, but they are also a celebration of the continuing commitment to each other with the chance for friends and relations to join in and show their love and support.

Theme Party Theme parties are becoming very popular these days. If you are planning for a party and want to do something different, to please your guests, then a theme party is the best idea for you. What you have to do is, come up with a unique and exciting theme idea that will make your party more happening. It is very easy to decide a theme for your party. You can pick up any 16 | P a g e

color, a combination of colors, animals, different lifestyles, different religions or any era as a theme. Just make sure that you inform your guests, few days prior to the party, so that they may arrange for the required outfits. Theme parties are enjoyed by kids and adults alike, and are a great way to chill out and relax with family and friends. Theme party will also show your creativity, as how appropriate you can dress up according to the particular theme. Then it is even fun to see your friends and family members in new look. Remember that the main motive of your party is to have great time with your guests, so select a theme which is liked by all. If it is a family party, where kids would also be participating, then special thought is required to select a theme.

New Year Party New Year means old year has gone and we will enter new day and it will give lot of happiness and prosperous life. New Year is the best time for family members and friends because they meet each other and explore a new life in a fresh manner. Everyone one wants new year embark on lot of happiness and harmony in the world. We can help you in organizing New Year Parties which give enthusiasm and excitement and spice in your life. We are known as best party planners in Gwalior, India. We provide best ideas and better services according to your budgets. As we know party is most important tool for social life so we organize parties with proper planning. We always give new ideas for parties, we organize cruise parties it is very unique and different because it will excitement and away from jam packed apart from you can throw own party it is very traditional and classic. A party does not mean to getting drink and cramming yourself in clubs and disco, so we will get best inspirational ideas.

Christmas Party Christmas is one of the eagerly awaited festivals and people wait impatiently for this time of the year. Its filled with fun, gifts, carols, spreading the fragrance of fresh pine trees and the aroma of baked cookies, cakes! Christmas brings warmth and gives an appreciation to your near and dear ones. For those impatient enthusiasts, its time to gear up since Christmas is just around the corner and the time to be with your loved ones has arrived and in order to make these moments more cherish able, all you need is someone with an experience in this field, who will take care of every details, without any flaws and we are the kings of party planning and event management, who can organize an ideal Christmas party, just the way you have

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pictures. We offer a superior way and source of cheerfulness and tranquility for this promising day!

Party Venues If you planning any party whether private or corporate and confuse about the venue for your special event, party or wedding, then we can brings special help for you. We offer a free venue finding service for all types of events. We will find you the perfect venue to suit your choice of location, type of event, size of event and budget. We can also find you local accommodation if it is not available at your chosen venue. We have a vast knowledge of venues, traditional, contemporary and unusual throughout Gwalior and should be able to find you the perfect location.

Graduation Party A graduation party is the day when one acquires a formal certification for years of hard work he/she put in the pursuit of his knowledge and skills. It is a day which gives a sense of individuality and confidence to the new graduate who is all set to enter into a new life. It is a memorable and cherishing event as it is the junction stage of the memories of past and dreams of future for a new graduate who us stepping into a new world of professionalism here onwards. Thus, this party should be a complete fun and refreshing event so that when the guests leave from the venue they are filled with a sense of accomplishment and a lot of happiness. As this party is very special for lots of people, the planning of this party should also be done in a manner that this party turns out to be the most memorable and unforgettable event of one's life.

DJ Party The right music and a good DJ can make any event a success. If you're planning a party you need music to set the mood and hot sounds to get people dancing.

We can provide our clients with disco-jockeys for various events such as birthday parties, weddings, anniversaries and others. Our DJs have great music sense and can mix music of various beats making the numbers much more foot tapping and graceful. Moreover, the jockeys use latest mixers, amplifiers, speakers and other discotheque instruments to ensure that the sound output is brilliant.

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Cocktail Party As an event planner, cocktail parties are my favorite get-togethers to host. They're easy to plan and glamorous yet relatively inexpensiveyou can serve high-priced items like caviar and still have some money left over because you'll only be serving small bites. Plus, since you'll be making several different types of hors d'oeuvres, there's plenty of room to experiment in the kitchen. When planning your party, it helps to choose a theme. This doesn't mean all your guests have to show up dressed like pirates or their favorite movie starsa theme can be discreet, such as a flavor or color that is present throughout the entire evening. A creative theme can make your party feel special without adding to your budget, and it will help you come up with ideas for food, drinks, and decorations.

Conference Venues There are so many beautiful and unique wedding venues in INDIA and it can be very difficult to choose them. We know you'll most likely have separate events from your actual ceremony, so we can help by presenting your options so you can ultimately decide what individual experiences you want your guests to have for each event. From the nature view to exquisite private homes, beautiful Mandirs and a charming Church, the options are plentiful and you really can't go wrong.

Digital Stills/Video Coverage Watching a video of the special moments of your life is like traveling back in the time, and especially if its your wedding video coverage. We create your wedding video with complete attention and utmost care. It is a very significant living record for your relatives, friends and near ones. We also cover corporate events, parties, religious functions and all other important functions. Our wide years of professional videography experience help us to create a wedding video that will become a treasured heirloom for you. We use high quality digital video cameras with trained professional videographers capturing the great moments of your life at affordable pricing.

Sound and Lightning We can supply sound & lighting for the following events. Once again you'll find excellent rates and professional workmanship.

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Fashion shows Talent shows Shop openings weddings Bands Indoor / Outdoor stage events

Video/Computer Data Projection There are many aspects to organizing an event as it needs attention to detail, perfect coordination and contacts with service providers who are a key in delivering a cost effective event. Most organizations do not have the time or contacts to put an event together which is where we come in. Any occasion or event targeted for any type of clientele, whether corporate, social circles, educational institutions, merchants etc has to be well structured and coordinated in order to achieve the maximum success, our team of dedicated professionals give their best to ensure that.

Venue Decor Our Wedding ceremonies and receptions can take place just about anywhere including boats, mansions, beaches, gardens, restaurants, scenic locations, and churches. Each area provides ample opportunities for setting the scene and creating a mood with elegant decorations. We gauge the style and mood you want for your wedding day. Are you casual, sophisticated or romantic? You want a traditional evening wedding ceremony with lots of candles and flowers, or you want a contemporary setting with silver and white balloons and an ice sculpture; we derive all these information before finalizing a proper decoration plan for you.

Event Wedding Catering Our locally sourced meat, vegetables and fruit are used to make our home-made produce. Our staff is well presented and trained to uphold our high standards. We can supply a fully functional bar with specially trained staff to serve your guests with their choice of drinks. Our Catering is proud to announce that 5 stars have been awarded from the last Environmental Health check this is the highest star rating available. Ethnic meals are also a specialty for us. You might choose Asian, Hispanic, Italian, or cuisine from the Sub-continent for your event. 20 | P a g e

We can also cater to the vegetarians in your party. From our selection of fresh soups to our premium chewy cookies, whether breakfast, lunch, or dinner, you can be assured that the menu will always be interesting, colorful, and delicious!

Dance Group There are many aspects to organizing an event as it needs attention to detail, perfect coordination and contacts with service providers who are a key in delivering a cost effective event. Most organizations do not have the time or contacts to put an event together which is where we come in. Any occasion or event targeted for any type of clientele, whether corporate, social circles, educational institutions, merchants etc has to be well structured and coordinated in order to achieve the maximum success, our team of dedicated professionals give their best to ensure that.

Marriage Halls If you have an occasion to celebrate simply contact us and relieve yourselves, be it a wedding, birthday, functions (family, social or business), receptions, catering, etc at any time or any season. We also provide Water Proof mandap services so don't worry to celebrate your occasions/events in monsoon as well. We will plan whole event for you and provide you honest and quality services. We will plan your occasion and make it successful. We will make your guests' mouth throwing the words WOW!

Make Up Artists Provider Book a trial hair styling and wedding make-up session a couple of weeks before your wedding so you know exactly what youre in for on your big day. You can try various hairstyles and make-up palettes to find the one that suits you best.

Accommodation We also have provisions for accommodation required to ensure a comfortable stay for you or your outstation guests. We can even take care of all minute requirements such as Security, Valet Parking, Kid's Playground, and Entertainment in the form of DJ, Live Shehnai and Dance Troupes etc. We also undertake outstation projects.

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PROJECT COST AND FINANCIAL STRUCTURING

Initial Cost to be implied to this plan: 20,00,000.00 Rs.

Each of our partners will be joining us with a share. Office on rent: monthly Annually designed expenses:

If we purchase all the material required to execute an event: Particulars Labour (fixed) Creative Department Furniture Tent and Carpet Lights Decoration Material Equipments Other Materials Catering Other Expenses Transportation Total Initial Cost Amount (Rs.) 1,50,000.00 2,00,000.00 2,00,000.00 75,000.00 1,25,000.00 2,00,000.00 50,000.00 50,000.00 2,00,000.00 50,000.00 1,00,000.00 14,00,000.00

Insurance: Managing a public event includes ensuring the safety of event organizers, volunteers, contract staff, event staff and the public. It is highly recommended, and may be mandatory, that event managers have comprehensive public liability insurance and seek legal advice as part of their risk management strategy. Insurance cover should also include property and equipment.

Savings: Rest of the amount will be kept as savings and while executing a plan a part of that can be used. 22 | P a g e

FINANCIAL ANALYSIS
1. Profitability: we have an ability to earn income and sustain growth in both the short- and long-term. Our degree of profitability is based on our activities, which will report our results.

2. Solvency: our ability to pay our obligation to creditors and other third parties

3. Liquidity: we have the ability to maintain positive cash flow, while satisfying immediate obligations. We have maintained our liquidity so far. Both 2 and 3 are based on the company's balance sheet, which indicates the financial condition of a business as of a given point in time. At the end of each event a report will be prepared and on which we will be analyzing our financial performance.

4. Stability: the firm's ability to remain in business in the long run, without having to sustain significant losses in the conduct of its business. Assessing a company's stability requires the use of the income statement and the balance sheet, as well as other financial and non-financial indicators etc.

5. Economic condition: as per our concern we will need to improve economic standard of this project. Which happen to improve in a very long run but yet a strong economic structure only can hold on to a difficult path.

6. Flexibility: Depending upon the size of the event our cost will fluctuate. The demand of the customer is the very first point which will fix the other costs. We have kept an open size of our contract. We will be taking each type of event and thus every size of any event.

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7. Creativity: we have kept an USP to create theme celebrations such as a theme wedding or theme parties which implies high expenses but as you can see there are none in this industry in the area of Gwalior so we will be investing a large amount of money on this.

Wages to unfixed labours and waiters Salaries of Labour

Share of the partners

Expences on the events

Creative Department

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ORGANIZATIONAL STRUCTURE

Partners/ owners Finance Department Marketing Department HR Department Operations Department

Teams Human Resource Team

Financial framework

Creative Team

Promotion Team

Arrangemen ts Team Event Production Coordinator s Grass root workers Waiters

Decoration

I T Team

Anchors

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Finance Team As the name suggests, finance team deals with the financial implications of the event on the organization. The finance team estimates the event costs, cost for promotion, logistical costs, human resource cost, etc. That means the finance team has to look after the various factors that affects the profitability of the event management organization. I.T. Team I.T. team deals with technological aspects of the event. It deals with the areas where the technology is used for managing the events. Those areas could be promotion of the event, designing the event, controlling the technical areas on the stage, etc. Hence the team is responsible for all these areas. Risk Management Team The team has to identify the various risks arising during and before the actual event. The organization has to control those risks by identifying them earlier and finding appropriate solutions to avoid those. The various risks can arise out of large crowds, using inadequately trained staff, negative publicity, and many more.

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PROJECT ANALYSIS
Event delivery Event delivery day requires a clear understanding at the event of each members responsibilities. Its good to have back up plans in case of changes A script sheet for the day distributed to all involved is an excellent guide for a smooth event. It also provides context for an individuals tasks. Information on this schedule should include person, task, timing, those involved, location and contact information to reach the relevant people. All activities, no matter how small, should be included in the script (greetings at the door, set microphone up and test, present gifts). Throughout the planning and event delivery stages, it is important to keep records of all activities, promotional material, media coverage, transactions and sponsorship agreements.

Post event Although the event is over, a number of wrap up tasks still need to be done. These include: Obtain feedback from participants. Thank and recognize all involved in the event including volunteers, sponsors, Media and participant Send out event reports to all sponsors and key organizations Ensure records are kept in a central place for running the event in the future

TROUBLE SPOTS Not maintaining accurate written records Not monitoring progress closely Allowing insufficient planning time Failing to communicate and coordinate fully with committee members Insufficient staff 27 | P a g e

No contingency plans Program running over time Lack of hospitality for participants Lack of color or glamour. Team members not having sufficient knowledge No decentralization of authority Confusion

The Event Manual: The Generic Manual The manual can serve as both a list of procedures to successfully plan and implement the event, and a record of the procedures. It is part of the intellectual capital of an event organisation. The discipline involved in creating a manual can assist in the systematic planning of event operations. Many large companies have a generic operation and logistic manual that can be used in similar events organized around the world. Of all the areas of event management, the exhibition industry has created the most comprehensive event operation manuals. These manuals can take the event manager from the idea of an exhibition through the suggested marketing schedule to sourcing venues and creating floor plans. As they are going to be used with different operation teams, such areas as common terms and definitions and a plan for the filing system (both digital and paper) become an important section of the manual. These manuals can be set up on the web or the company intranet and become part of their knowledge management system. In general the manual is the document outcome of the project management process. The event operation manual can vary in its content. It is the result of the project management process combined with experience and advice- no matter how informal or unstated. This process is illustrated below. The checklist below is for a specific event operation manual - it is the manual to be used on the day of the event. Design

Strongly bound, colorful, and plastic cover so it can be used and found on the day 28 | P a g e

Tabs with program elements (stages) for quick reference Cover with logo Contents page also show tab list Index

Contacts

Event coordinator mobiles Emergency Services - police/ambulance/fire numbers Lost children procedure Lost property Headquarters - where and when open Police - where on site First Aid - where on site 'On the Day' Event Contact List (one page) Road and Traffic Authority Venue Management Defence forces Infolines for event Performer contact list - listed by stage, parade Radio channel list Two-way radio operation guide

Production

Event summary - time/action/location Map of event site Production Schedule by locations (stage) Set up schedule - date, action, supplier, crew number, option Crew (backstage) schedule - bump in and bump out times Crew catering requirements Crew accommodation Information booths and map of their location Security information Security 29 | P a g e

Information Technology for Events Information Technology is rapidly changing the way events are both planned and controlled. Areas of event planning and control that can benefit from IT:

Scheduling Financial control and Budgeting Promotion Distribution Control and reporting Risk management and scenario building Contact management Site/venue layout Staffing and volunteer management

Possible limitations of IT for events:

Financial costs Retraining staff Limited access, passwords and computer security Information loss Refocusing the event Software compatibility Restructuring the event company - particularly corporate culture problems and power shifts as a result of knowledge and skill ownership.

Use of information software in a. Design stage

Presentation software such as PowerPoint Spreadsheet software to establish budget scenarios such as Excel and Lotus CAD Graphics software in the creation of themes and logos

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b. Planning process and basic business support:

Word processing packages such as MS Word and Word Perfect Accounting software packages such as Quicken and MYOB and spreadsheets Project Management software including MS Project Data Management software including Dbase and Outlook Communication software including Eudora and MS Outlook

c. Marketing of the event:

Ticketing and Smart card use Tracking Internet Marketing and Web sites

d. Implementation:

Registration in both sport and conference software Audio visual software Video production and editing software CDROM production Digital broadcast Scoring and scoreboard display

Risk Management In the event field as in so many project based industries the identification and management of risks is a high priority for management. There are special circumstances at events that add to the importance of risk management such as

Large crowds Use of Volunteers and inadequately trained staff Untried venues and sites Quick decisions and inadequate time, particularly as the event gets closer Complex and specialist activity

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Thrills and Spills - i.e. activity that is meant to seem like it is a risk. Need for good community relations Untried communications New event company Little 'continuing work' control over subcontractors and suppliers

When combined the above points provide a very good reason to identify and control as many problems as possible.

Risk Identification Part of the knowledge gained by event experience is the ability to identify risks. It would then make sense to ask those people with the most experience. In many cases this is the subcontractors and suppliers. Although the event may take a year to plan and be over in a day, the suppliers are continually working at various events and their knowledge is invaluable to the event manager. Other methods of identifying risk are: 1. Meetings with stakeholders 2. Employing risk management experts 3. Raising the issue at staff and volunteer meetings 4. Through the local councils and police 5. Asking the emergency service suppliers Brainstorming is a common method of identifying risk. The brainstorming meeting can apply itself to the whole event or to particular sections. The use of test events, event modeling and 'event incubating' are methods for risk identification. The Olympic Organizing Committee carries out a detailed schedule of smaller events that test aspects of their overall plan. As yet there is little computer modelling of events. However, simple financial scenarios, using spreadsheets and project management software, are used as a method of risk identification. On a larger and more scientific scale, events can be 'incubated' in a controlled environment or on a small scale and the finished plan is used as the basis of a larger event or franchised to other regions. 32 | P a g e

CONTACT INFORMATION

Contact name/s Telephone numbers Email address

Anuj Jain 9926232267 jnanuj@yahoo.com

Foundation Office Contact name/s Telephone numbers Email address Website

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CONCLUSION
Event management is a glamorous and exciting profession which demands a lot of hard work and dynamism. As the name suggests, it means conceptualizing, planning, organizing and finally executing an event. The event could be of any type - musical show, concert, exhibition, product launching etc. This industry is just eight years old in India, but holds a lot of promise for expansion. It offers enormous scope for ambitious young people. Event management is the planning and implementation of events, large and small that meet the marketing goals of an organization. Event management is an area that is growing rapidly, and is expected to have a better growth rate in the next decade. Typical events organized by professional event managers include product launches, parties, sponsored events, sporting events, competitions, concerts and festivals, fundraisers, trade shows, corporate open days, seminars and tours.

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ACKNOWLEDGEMENT

We would like to express our special thanks of gratitude to Prof. Jaspreet Kaur who gave us the golden opportunity to do this wonderful project, which helped us in doing a lot of Research and we came up with a new Business plan which can be executed in future. She has been an inspiration. Her guidance and active support has made it possible to complete the assignment. Secondly we would also like to thank our parents and friends who helped us a lot in finalizing this project within the limited time frame and resources and also understanding the major aspects of a entrepreneurial activity. Many people have influenced the shape and content of this project, and many supported us through it.

Anuj Jain Deepesh Verma Princy Agrawal Sudeep Agrawal

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