Key Concepts in Event Management-Free-Samples-Myassignementhelp

Question: Develop an event bid document aimed at securing the contract to produce / stage the event. Using the documents and templates provided in class include each component of the bid document. The level of detail in the example documents and templates should be used as a guide for the content only. Answer: Introduction All societies perform several festivities, rituals and public celebrations. It gives a feeling of togetherness and also it is seen as unique and destination image makers which helps in attracting the tourists. Festivals and events act as a catalyst which attracts the tourists, increasing their number (Allen et al., 2012). The research paper mainly focuses on the staging of a particular event called the New Dawn - a state wide celebration in order to mark the bicentennial of the founding of state (Andersson, Armbrecht Lundberg, 2012). The specific objectives of the paper is to illustrate how to develop a particular event, giving equal attention on how to stage an even and developing an event bid document. Bidding an event The bidding process is a normal practice which helps any representative body on selecting several things required for staging an event. The proposals of various event management organizations are kept in place in front of the selecting body. This particular process of supplying each organizations proposal is referred to the bid and tender process. The main purpose is to demonstrate that the event management organization have all the necessary resources to stage the particular event (Getz, 2012). Moreover, it proves the fact that the organization is better than its rival groups. At times, event management organizations prove their uniqueness by providing the participants with better services and facilities as well. They try to acquire better financial backing than their rival companies and try gaining public support as much as possible. They try to present their unique ideas and event proposal in front of the governing body, to differentiate themselves from others. They set up better facilities for the spectators (Hall, 2012). When the event management organizations are required to get into the formal process of bidding, for winning the right of organizing any event, there are two different tasks for them. One is to develop the bid proposal and the other is submission of the whole document to the governing body within the given date (Getz, 2012). For staging the event New Dawn, the event managers should present the following ideas to the governing body. Budget Planning The organizers should draft a probable budget that is the amount needed for the whole event. It is necessary to keep in mind that the budget must be realistic and covers all the segments. The purpose of the event and the programs must be presented in front of the representative body, venue and facilities, list of sponsors and others. The event is to be organized in remote areas, to let people know about such lively happenings. Therefore, the budget is to be prepared in accordance with that (Jones, 2014). Event Team The event proposal must also include the list of the members names, who are associated with the event management team. It is important to mention their qualifications and key responsibilities. The governing body should feel that the event organizers have the capability of running the whole event without any mistake. Moreover, the event managers must perform their tasks efficiently and effectively, so that they can gain the trust and faith of the spectators. It is important to keep in mind that a well managed event can bring in huge success for the company. (Yeoman et al. 2012). Staging the event The New Dawn event is one of the largest events which will be staged in the heart of the city. Large number of tourists will attend the event in order to get a glimpse of such a lively festival. They will eat, drink, watch the performances and enjoy. In order to stage a live music and dance performances ceremony, proper mechanisms and equipments must be set up so that all the visitors can enjoy (Lee, Arcodia Lee, 2012). On planning the event, the first and foremost job is to take the permission from the Government and clear all rules as well as regulations. Once the event planner gets through all these formalities, he/she needs to select a venue for the event. However, the New Dawn event is itself very popular as large number of tourists from all over the world visits this place. Therefore, venue selection plays a very important role for the events success (Preston, 2012). It is very crucial to check the venue is safe and have all the safety measures intact. Proper fire fighters, stage, green rooms, camera people, sitting arrangements, lightings, sanitation, security and other elements, must be available at the site of the event. The visitors must not face any issues, and therefore, proper drinking water and comfortable chairs must be available. In case of any emergency, the medical team must be present on site to provide the visitors with medical assistance. The event needs to be covered by the media, so that all parts of the world can see it. Therefore, the media must be invited and the recording facilities need to be checked beforehand (Quinn, 2013). During the event It is the duty of the event manager to check, during the event, nobody is facing any issues. The event managers must take care of the media personnel, as the event is being broadcasted live. Event coordinators must be at place, during the event, keeping all the tracks of the ongoing events. The whole event should be monitored and reported to the management department (Klauser, 2012). It is to be checked that nobody is facing any issue during the event, if any mishap occurs; it is to be taken immediate care. Facility managers must be present at spots and check that nobody is creating any scene. Security personnel must be present at the event spot. An event manager has loads of responsibilities and tasks; he/she needs to conduct the whole event without any mistake. At times, an event manager may have to perform difficult tasks. Therefore, he/she needs to make preparations on the basis of that (Preston, 2012). Post event After the event is over, the manager needs to promote all the important happenings, which took place during the event. Important elements like celebrity performance or politicians visit must be taken note. Promotions of the event must be done through social networking sites like Facebook, Instagram or Twitter (Yeoman et al. 2012). It will help the event get mass attention internationally. Moreover, the manager must contact the media personnel for the footages, in order to update on the website of the company. In addition to this, the event manager should take care that if any mishap occurred in between the event, it doesnt occur the next time. Proper management strategies must be implemented in the next event (Lee, Arcodia Lee, 2012). Conclusion To conclude, festivities and events help in bringing people together. The New Dawn event will bring together a large number of people, who will eat, dance and enjoy all night long. Moreover, events attract many celebrities, thus promotions must be done through social media sites, electronic as well as print media, hoardings and billboards and others. Post event promotions also need to be managed properly by the manager. Archival footages need to be stored for future benefits. It is important to keep in mind that a well managed event can bring in huge success for the company. References Allen, J., O'toole, W., Harris, R., McDonnell, I. (2012).Festival and Special Event Management. John Wiley Sons. Andersson, T. D., Armbrecht, J., Lundberg, E. (2012). Estimating use and non-use values of a music festival.Scandinavian Journal of Hospitality and Tourism,12(3), 215-231. Getz, D. (2012). Event studies: discourses and future directions.Event Management,16(2), 171-187. Hall, C. M. (2012). Sustainable mega-events: Beyond the myth of balanced approaches to mega-event sustainability.Event Management,16(2), 119-131. Jones, M. (2014).Sustainable event management: A practical guide. Routledge. Klauser, F. R. (2012). Interpretative Flexibility of the Event?City: Security, Branding and Urban Entrepreneurialism at the European Football Championships 2008.International Journal of Urban and Regional Research,36(5), 1039-1052. Lee, I., Arcodia, C., Lee, T. J. (2012). Benefits of visiting a multicultural festival: Tourism Management,33(2), 334-340. Preston, C. (2012).Event marketing: how to successfully promote events, festivals, conventions, and expositions. Wiley. Quinn, B. (2013).Key concepts in event management. Sage. Yeoman, I., Robertson, M., Ali-Knight, J., Drummond, S., McMahon-Beattie, U. (Eds.). (2012).Festival and events management. Routledge