Unit 4 – Managing an Event
Assignment 3
Student Name: Jasper
Sobande
Student Number: 19120406
P7 – Stage an event, demonstrating some relevant management skills
Choice of event
The event idea myself and my group members have decided to host is a charity event with the
purpose of explaining how Nigeria has been experiencing poverty and explain how a simple donation
at a size of £1 can help change people's lives, to convince the target audience to donate money to
the charity organisation I will share using a link during my presentation. Another purpose of the
event is to spread awareness of Nigerian culture to demonstrate how Nigerians express themselves
through the use of music, fashion and food and to allow the target audience to experience the
Nigerian culture.
Planning
Task Timescale(dates/time Person responsible
Have you booked the venue? 17/01/23 Azeem
Have you confirmed the 18/01/23 Jasper
layout?
Have you booked security? 20/01/23 Fortune
Advertising and marketing? 1/02/23 Fortune
Writing up and printing 23/01/23 Jasper
questionnaire?
Poster design 18/01/23 Fortune
Keeping attendance and 02/02/23 Azeem
providing feedback forms?
Providing food and drinks to 02/02/23 Fortune
the attendees
Risk assessment and 19/02/23 Jasper
confirmation with estates?
, Noise management 02/02/23 Azeem
Gant chart
I created a Gant chart because it makes it possible for me to arrange and prepare duties that are
linked to the event. The tasks and their corresponding timeframes are displayed into a horizontal bar
chart, which shows the start and end dates, dependencies, and deadlines, as well as the proportion
of each task that has been executed at each stage.
Our first task was to book a venue that has passed a risk assessment to consider the safety and
health of our attendees and has an enough room capacity to accommodate all of the attendees that
I have invited in total.
Our second task was to conduct a risk assessment to identify all the risks and factors that can not
only affect the event but prevent it from becoming successful and then create a contingency plan
that is used to develop solutions to mitigate those risks.
Our third task was to send invitations to our attendees through their email addresses to make sure
they reschedule their plans to attend the upcoming event and promote our event by creating
posters to use to decorate the venue.
The fourth task was to create the PowerPoint presentation which was used during the event to
explain the purpose of the event and explain what we aim to achieve during the event to our target
audiences, the fourth task also involved a Kahoot quiz which is an activity to keep the audience
preoccupied and entertained.
The fifth task was to create the event layout plan which shows the placement of the catering and
musical equipment's being used in our event, the organisation of the tables and chairs that will be
used by our attendees and the placement of the food and beverages. The whole purpose of this plan
is to allow us to prepare and reorganise the venue until its suitable to use to host our event without
wasting much time and making as many mistakes as possible.
The sixth task was to purchase all the necessary ingredients to make to food and equipment to use
to host the event. And by the time we have completed the task we were prepared to host the event.
Budget plan
Budget Actual Variance
Total cost £100 £80 £20
Decorations 15 £10 £5
Food £45 £50 £5
Catering equipment £5 £5 £5
Music equipment 10 £5 £5
Staff £0 £0 £0
Transportation £25 £20 £5
, We created a budget table to help us set up our estimated costs from the highest to lowest that will
help us invest enough money on the necessary components that makes the event successful such as
catering equipment, decorations and food.
Decisions
One of the issues we have experienced during the event was technical difficulties where we weren't
able to login into my Kahoot account and put up a well-prepared quiz to keep the audiences
entertained since we didn’t have admin rights. In our contingency plan we stated that whenever we
had a technical problem, we should get an IT staff to fix the problem, however since our event was
closing to an event we knew we wouldn't have enough time to do so, so we instead decided to put
up a 6 minute video that explained what is the Nigerian culture and the history background of the
nation while we served the attendees food and drinks.
Another decision we made was to set up a timetable that clearly displays the start and end date that
represents how much time we should spend on each activity and task to become more flexible and
respond to Immedient changes. Although we had spent 3 minutes over our initial time of 30
minutes, that was caused by the technical difficulties we had experienced during the event and if it
weren't for the timetable, we had created the time overdue would have increased.
Actions
Before the start of the event me and my group members decorated the venue using posters to set
the theme, create ambiance. If the venue wasn’t decorated it wouldn’t accentuate the venue and it
wouldn't look fit for the special occasion and it wouldn’t decrease the level of stress from the target
audience.
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