Implementing the Event, Final Portfolio
It should be well – written (with not too sophisticated language) clear the final portfolio on implemented Event “Charity Vintage Fashion Show& Vintage Tea Party”. Please find the attached file for Portfolio below. Word processed (letter size 12, Arial, 2 space), references should be in Harvard Style Font 12 Arial References should be in Harvard Style
Principles & Practices of International Events Management
Implementing the Event
1. Critically analyse the theory, concepts and models of national and international events management process.
2. Appraise the emergence of the events industry and its significance in contemporary societies.
3.Critically analyse the structure, organization and management of the national and international events industry and the nature of events activities.
4. Evaluate the roles and responsibilities of internal and external stakeholders in running an event.
5.Select and implement an event strategy appropriate to a given brief and work as part of a team to solve a real management problem by a set deadline.
Details of the implemented Event that was held on 25th August 2016
2000 words Final Portfolio on implementing the event
Charity Fashion Show with Vintage Tea Party in aid of Cancer Research
(for 55 attendees)
In a group you are required to implement a planned an event to raise the profile/income of a major charity. As part of your implementation process you should consider the following but not limited to :
Event aim & objectives (10%) (description of the event can be found below)
Scheduling of the event (10%)
Resources utilised (10%)money, people, plant & equipment
Event venue (10%)
Risk Management (20%) brief outline of strategy for event risk management requirements covering: cost, quality, time, environment,occupational health and safety, public safety
Marketing (10%) (explain the marketing strategy of the event)
Brief event description & scope
Charity Vintage Fashion Show with Tea party in aid of Cancer Research UK(CRUK) with opportunity for guests to buy designer clothing at the end of the show and make donation to Cancer research UK. The event took place in the Egg Foyer of the University on 25th of August starting from 18:00 until 19:00. The event management team who conducted the Event: Victoria, Amber, Stesia(Msc students in International Events Management)
Tea party ( manned catering table ,serving the variety of cakes, coffee/ tee/ soft drinks with free cakes and drinks)
Vintage clothing fashion show(duration:10 minutes, featuring 7 volunteer models with 2-3 changes of clothes each and 1 volunteer makeup artist
Vintage clothing sales after the show
Raffle straight after the fashion show( Prize was 60 minutes massage treatment), raffle draw live on stage
Tickets were available on Eventbrire and on doors, ticket £5
The large digital display was on the wall next to the catwalk, showcasing a video vintage fashion content. Custom featuring a vintage music to complement the theme
All profit from donation was donate to Cancer Research UK(CRUK).
Detailed schedule for Charity tea party and vintage fashion show starting from 18:00 until 19:00pm.
17:45-18:20 checking the electronic tickets of the guests ( bought via Eventbrite) and ticking guests off a list as they arrive at the venue, also selling tickets on the door by the member of the event team Amber
18:00 welcome speech to guests and sponsors
18:05-19:00tea party (Stesia is a member of the event management team served the drinks and cakes at the catering table )
18:10-18:29 preparing the models for the fashion show by the member of the event team Victoria
18:29 presentation speech of the fashion show
18:30-18:40 Vintage fashion show supported/sponsored by CRUK vintage shop(Withington) and designer shop “Soho’s”(Northern Quarter).
18:40-18:50 presentation speech of raffles game, selling the tickets for the game followed by drawing for the prize winner
18:55 Ending speech
19:00 End of the event
The events management team arrived at 2 pm for fashion show rehearsal, getting the models fitted for the fashion show, putting the makeup on by makeup stylist; testing content, microphone, setting up the tables, decoration, putting the flowers and vases on 11 tables that were set up for guests in the Egg Foyer, and getting the models fitted for the catwalk in the dressing room
Detailes on how the event was resourced – money, people, plant & equipment
Event was carried out within University premises ( specifically in the Egg Foyer downstairs), providing security, tables (11 items), chairs(5 for each table) for tea party, 1 catwalk, microphone and speakers for a background music, including three digital screens and catering table Free of charge
Manned catering table, hot drinks such as coffee/ tea /sugar/stirrers were provided by SALFOOD Free of charge
Clothes and accessories for a fashion show, decoration for tea party provided by Cancer Research Charity Shops(15 second hand dresses) and designed shop Sohos ( 5 brand new dresses) Free of charge
decoration for tea party( 2 cake stands, vases was borrowed from members of the event team)
prize for a raffle was part of the budget £12
Hanging rail (2 items) borrowed from management team of University Free of charge
cake( 1 item) was baked by member of the event team Stesia Free of charge mixed with shop bought cakes from Tesco ( 24 cakes (£ 2each ). Total price for cakes- £48, 7 packs of cupcakes -£7 in total
Advertising the event through the social media such as Eventbrite.com, Facebook.com, Twitter Free of charge
Printing service for fliers A5 color quantity 200 in two variation designed by member of the event team Victoria total cost £42
Soft drinks – £5
Disposable plates, napkins, cups, catering plastic supplies, decorations for the Foyer(ballons, flowers)-£36
Participation of volunteers 9 people ( 7 models, 1 makeup artist and 1 – presenter)Free of charge
Tickets sale was implemented by Eventbrite.com and were available on the doors at the venue fee for every sold tickets via Eventbrite £0.90
Expecting number of guests: 55
Concept of the event: Charity Vintage Fashion Show with Tea Party in aid of Cancer Research
These aspects of creating event should be included in a report:
Purpose of the event:
it relates to the student work
learn about Event Management and experience it for real
Communicating with people
obtaining a sponsorship in order increase the profit
When and where the event is going to happen
transport difficulty, public transport, chargeable car park
delivering, organization, decoration and timing between coordination and music presenting and modeling , getting things to the event and from the event
how to sale clothes, the food, drinks and gather the people for the event.
Marketing event generating interest toward the event
Mitigating the risk of lack of volunteer attendance by inviting 3 makeup artists and extra models just in case that some volunteers might not come over
Had two meetings with shop owners (CRUK and SOHOs) plus calls to ensure they fill on board with idea
Model were taking to the shop to try the dresses on beforehand to make sure clothes fitted
The event went smoothly and guests were highly impressed with the venue and content of the event.
Tickets sold via Eventbrite – 22
Tickets sold on the doors– 17x£5
Gross revenue from Eventbrite- £110
Eventbrite Service -£19.80
Amount remaining(net profit) -£90.20
Total number of attendees – 39
Gross profit from a raffle game – £70
Dresses sold (2 items) -£ 17(CRUK)
Cake sales(1£ per 1 slice)-£ 8
Total gross profit: £290
Net revenue: £103.20
Profit donated to CRUK through Vintage shop Cancer Research -£60
Profit donated to CRUK through SALFOOD- £43.20
Distinction 70 +
All the aim and objectives have been effectively Implemented in an innovative and creative manner. All the appropriate resources have been utilised very effectively to make the event successful; the event is within the planned budget and the venue is very much relevant to the event. Excellent consideration has been given to risk management covering cost, quality, time, environment, occupational health and safety and public safety. There is excellent evidence of successful implementation of the event marketing strategy prior and during the event resulting in planned numbers of guests and invites attending. There is evidence of excellent hospitality and planned guest activities according to the type of event which exceeds satisfaction of the guests. Throughout there is excellent evidence of teamwork resulting in a very successful event.
Most of the aim and objectives have been effectively Implemented in an innovative and creative manner. Most of the appropriate resources have been utilised very effectively to make the event successful; the event is within the planned budget and the venue is relevant to the event. Very good consideration has been given to risk management covering cost, quality, time, environment, occupational health and safety and public safety. There is very good evidence of successful implementation of the event marketing strategy prior and during the event resulting in most of the planned numbers of guests and invites attending. There is evidence of very good hospitality and planned guest activities according to the type of event which meets in most parts to the satisfaction of the guests. Throughout there is every good evidence of teamwork resulting in a successful event.