TERM PAPER

OF

EVENT MANANGEMENT
TOPIC:-ORGANISING A JAGRAN

SUBMITTED BY:-ANUJ KUMAR, REGISTRATION NO.:-10800700

ROLL NO.:-R1814A13

SECTION:-R1814

COURSE:-BBA-MBA(5TH SEM)
 Index
1. Introduction to cultural festival

2. indian culture

3. Event management

4. Approvals and consulation

5. Marketing

6. Financial Control

7. Risk Management

8. staging

9. Staffing

10. Safety and Security

11. Operational Plans

12. Evaluation

Mata ka jagran
Name of event ======================== mata ka jagran

Type of event ======================== religious event

Date of event ======================== 15-11-2010

Location ==================== guru nanak stadium

Time of event ====================== 9pm to 6am

Purpose of event - This is a religiousevent. This is for every people. Our main
purpose of event is to make people spiritual.

Aim of event -Aim of this event is to make people spiritual

Categories of Events
Events can be classified into four broad categories based on their purpose and
objective:

Leisure events e.g.

Leisure sport, music, recreation. Cultural events e.g.

Ceremonial, religious, art, heritage, and folklore.

Personal events e.g.

Weddings, birthdays, anniversaries.

Organizational events e.g.

Commercial, political, charitable, sales, product launch, .

 Body of term paper
Product and service. When we are talking about product and service of an event.
Religious festival is our product and service of our event in this product and
service we will sing religious songs etc we will design the all product and service
according to planning we want spiritual people.

These are various points which we are done in event of religious festival

Place of cultural event will held in guru nanak stadium jalandhar. It is a ver big
stadium so we can properly organize this relious event

Promotion. This event is organizing forspiritual people. Our target audience is

allpeople of jalandhar and people of nearby places. For promotion of this type of
event are using out door media channel.. For teams are there for promotion of
event. This team designs the banner and ads for event promotion. This team is
provided information to people of jalandhar.

Publicity- publicity is main promotional tool for our event. This event is for people
of jalandhar who know about our event. They will communicate to others this type
the publicity of our event will be increase and more peoplewill come in this event

Image- we have need to creating the image of event because religious know
cultural event is only for them and they will come in this event. For image of this
event we are make logo and banners

Advertisement- as we are say outdoor media is our main advertisement channel for
event. This activity done by our association members

Price we have good budget for this event. This budget is good for our event 2,
00,000 is our total budget for event. This is our breakeven point for event. After
this we will get profit. All cash maintain by finance manager of this event. Do the
work according to budget done by finance manager of event

EVENT MANAGEMENT
Responsibility of management provides The information about events activity to
guest and people of jalandhar and maintains the security in event. Provide the food
to special guest will be responsibility of management. Management will also
control the rush and crowd

Make event better

Hire the staff

Do planning

Train the worker about events

Physical requirements

Venue guru nanak stadium jalandhar, we will decorate whole stadium with flower
and others colorful day stars and flower

Audience people of jalandhar is our main audience. We will arrange the good
event in stadium who will attractive for people and guest. And this will arrange by
help of people of jalandhar

Main guest Mr.ashok mittal will be our main guest for this event

Impact of event people will become more spiritual

Socially increase the awareness about religious activity

Environmentally there are negative impacts on environment it will create noise

pollution and can create a huge amount of plastic garbage over the ground.

APPROVALS
Sate and local government---- Punjab government and particularly the DSP of
jalandhar would be contacted to receive a permission to conduct a major function
in nanak stadium guru we will get the permission from municipality.
Police for doing any major event we are need of security police is best for an
event

Building we will just have a large canopy over the stage and tents of foods by the
side of the ground

Music licensing--- The performing rights of musicians and artists are protected
under copyright law. Therefore it is essential when planning an event involving
music performance that a music license is acquired from the required authority

Security ---- we will appoint some police for it but we will also have some private
security guards around 10 in number to manage the crowd

MARKETING

Market analysis

Our target audience is people of jalandhar. And people of all ages

Audience need different type of foods will be provided to the visiting audiences,.
Plastic chairs will be provided to almost all the audiences

Advertisement we will use outdoor media for advertisement local cable networks
will be arranged for it

FINANCIAL CONTROLS

capital and fund requirement 2 lakhs

Fees 40,000(land& transport)
Costs 30,000 (police &
electricity )
 marketing 20,000

Security arrangements 30,000

Singing, sound ,etc 40,000
Other services [foods, cloths, 40,000
water, etc

Finance when we are talking about finance the first question is arise finance
come from where.

Our total budget is 2, 00,000.

We will get the finance from bank.

associationwill collect the finance frompeople.

Finance manager finance manager will control the all money there will be
accountant who will maintain the total account so this activity will reduce the risk
of fraud

Legal and tax no tax is there for this event because this isreligious event which
will organize into college.

Cost there two type cost in this event fixed cost and variable cost

Fixed cost like land cost

Variable cost like foods, cooks, decoration etc

RISK MANAGEMENT
IDENTIFICATION OF RISKS-
Effect of weather during function

People not be interested in attending function

The process of identifying risks, assessing the risks and managing these risks

Identify the risk

Assess the risk

Manage the risk

STAGING
Theme- The theme will have a colorful kind of a staging .almost all the colors will
be used to decorate the stage. We will make the logo of event with help of software

Layout-. On the sides of the ground the food canopies and stalls will be there
organized by different caterers. At the entrance a proper security check will be
there by the security grads

Sound- ricky sound jalandhar will be arranged so that to provide a good sound
effect during the function. We will show the 28 type music in the event. So ricky
sound is best for our event

Electricity- we will arrange generators so that no interruption to the function

occurs.

Water and food- water arrangement done by association for water service. And
we will arrange cook from different states. We will buy the foods from jalandhar
mandi

Diversions- the way leading to the place of event will be decorated with white
powder. And we will design the map of stadium.
CATERING Providers - we are providing small canopies stalls to the cooks who
come from different states there. They will serve the food. We will provide special
foods to guest.

Facilities - we will provide them with electricity and water service.

Food safety plans :: there will proper responsibility from our side about the
food,it is totally dependent on the management at different stalls of there own .
food for staff and guests would be totally checked up by the event manager.

Cleaning- sweepers and cleaners will be arranged to keep the environment clean
and nice. They will clean at regular intervals

STAFFING
Selection and recruitment- we don’t need of recruitment we will select the staff
from management staff will be selected on basis of eligibility criteria and duties
that are required for different posts

Training -before event proper training will be given to escorts, table hosts, a
general outline about how to carry out the procedure during event will be given so
as no confusion occurs afterwards.

Briefing -proper briefing of staff would be done so as to provide them guidance

about their various shifts and to whom to report during any emergency or critical
incident.

Recognition strategies -special badges and uniforms will be given to the workers
and best performer will be partnered on permanent basis, recognition certificates
will be given to the managers and coordinators.
Managing volunteers -They will be treated as co-workers, clear and open
conversation will be there with them, work performance and punctuality will be
expected from the volunteers.

SAFETY AND SECURITY

Safety of audience ---- security persons will inspect each and every guest entering
the ground. No one can enter for negative purposeinto the event.

Safety of VIPs, performers etc ---- police officers will be around our special
guests and performers’ canopy will be all watched by security persons. Special
guest enter into event by back gate of stadium

Health and safety of staff ---- we will arrange special food. there will a insurance
for staff

Security for cash etc ---- only the staff and special guests would be eligible for
this service .special lockers will be arranged for them and no extra cost will be
taken

Emergency management - emergency response plans and incident report cards

would be made and handed to the staff so that any miss happening would get
recorded .further walky-talky would be provided to the security staffs so that any
critical incident get easily reported to the whole management and immediate action
could be taken

First help- A large first aid box will be maintained by management so as to

provide immediate medical assistance to any critical and injurious incident, if
happened during event.

OPERATIONAL PLANS
Crowd control -security persons are held responsible for the controlling of crowd.
Complaint & suggestion box will be put up at different locations. We will make
two way road for people to control the rush

Procedures -checklists will be maintained by the manager and a copy of it will be

distributed to maintenance staff so that everything happens according to the
planned work
CONTINGENCY PLANS

Weather-weather is the biggest problem for us. Rain can totally destroy our event,
so we have ordered waterproof canopies and stalls which can help us a-bit during
little rain.

Electricity supply-we are having 2 generators which will ensure continuous

supply of electricity.

Fire-fire extinguishers will be put up at different locations so as to AVOID any

incident of fire. Further a fire brigade will be arranged during whole event.

Accident-ambulance service of hospital which is near to the venue of the event

will provide us there service in case of any uncertainty during event.

POST EVENT EVALUATION

To maintain a good relation between people of jalandhar and our event prganisers
so as to promote any future event

We will analysis that what profits we have made and what were our expenses .we
will also analysis that whether we were able to fulfill our said objectives or not

Conclusion
for start any work on an event we should aware about starting and end of an event.
We will do planning before start any event culture event mean country in side
different. We are do the marketing, finance, operation management to control all
the thing s we need manager there are five different manager in this event we also
hire the grads. For do any event we should permitted by municipality and local
govt of city. We should have all the facility to reduce the risk from event so
evaluating all the point we can make a best event in city.