Fun day

Communication

Events communication includes the provision of information to the public or staff .These includes the provision of information to the public and efficient operational systems (Getz 2004) .The event was held in the College ground.

According Allen,Bowdin,Harris MacDonnell and O`Toole (2011) during the planning of an event communication has to be done perfectly so that the event planners don’t encounter any risks associated with the  making a loss. Communication starts with the event staff so that they can be able to deliver messages or  share information with the other .(Getz 2004) stated that for an effective event communication has to be the key to success and this has to start with the staff and event management.

Communication is important in events because it improves the quality of products and services. During the planning of an event ,phones and radio systems should be used as a mode of communication(Burke,2010). Burke continued that staff has to be trained to be competent in the tasks that they will be performing.

 

Marketing of an event

Fun day

Event marketing is a process  whereby planners and marketers find out their customer needs and wants.Event marketing strategies should be developed in order to meet the objectives of an event.( Allen ,Bodwin ,O`Toole, Harris  &  McDonnell2011).Before organising an event it is of paramount importance for the event organisers to find a market for their product.These involves finding your target market , i.e. age ,religion ,profession and income status.Bowdin et al (2011) argued that event  marketing analysis should not be conducted only with target market ,it should also focus on how the event will benefit the participants ,sponsors and also the freedom to be innovative and creative.

According to Getz(2004) customers are part of the event product and they should be treated equal because  no event can be successful without customers.Prices shoud be set for the available products ,including admissions to the event and merchandise.An event should have a positive and competitive image to the minds of the target population.

 

Corporate social responsibility

Student sympathy

The definition of corporate social responsibility is concerned with giving back to the community that the business is based in (Utting 2005). According to Ireland (2007) Corporate social responsibility can be defined as the relationship between a company and its local community.Kotler & Lee,(2005) argued that CSR is the determination of helping people in need individually or as a corporation. It can also be defined as the voluntary interaction between stakeholders and their business operations involving social and environmental concerns.(Vogel 2005).

As csr is about sympathy, it should be done according to the regulations of the country. In this case .Individuals has developed strategies for dealing with societal needs. This should be done with respect to how deeply and how well an individual is in need (Utting 2005).Utting continues that csr can be done by individuals from their home by donating whatever they have to the needy. Lopez, Garcia and Rodriguez(2007) pointed out that much effort should be focused on csr in an attempt to demonstrate positive sense of sharing and giving. Lopez, Garcia and Rodriguez continue by saying that csr can be done through donations such as clothing, shelter food money of any needs that an individual is in need of.

Valentines day

Outside catering

The first thing an event planner should remember when planning for an event is to know  customer expectations .There are factors that should first be taken into consideration ,such things as establishing a financial accounting and control, being able to handle law suits when they arise ,transport, catering and safety.

Food hygiene measures should be observed when catering food .Outside catering of food has a high risk which carries the possibility of food poisoning to the customers(Lillicrap &Cousins 2010). These could be due to the fact that food is not served at the right temperatures and was also not stored at appropriate time. Food safety should be monitored at all times. The event planner should liaise with the chef to make sure that food is cooked properly in the right conditions and it is also transported to the venue of the event right away after it has been cooked and served (Mathews 2012).
According to CIEH(chartered institute of invironmental health 2010) event planners have the responsibility to ensure health, safety and welfare of the customers. In respect to food safety ,the catering company must  assure the event planner about the control of potential hazard to the food and what control measures they are using. Transporting food to the event venue can be done in food storage containers or in chafing dishes.

 

Environmental impacts of sporting event

Be mobile marathon

It is becoming increasing important for event planners to consider the environmental impacts of events when planning for sporting events .Sports is an important growing part of the event industry.

Sports attract tourist visitors, generate media coverage, attract small business operators and boost the economy. Sports events vary in size, impact and purpose. The  well known purpose for organised sporting events are to raise funds for for charity and also to bring people together.Planning for a sport event requires skills and to plan a successful event  requires thorough and  detailed planning well in advance(Beech &Chatwick 2004).

Sporting events can harm the environment.It is important for event planners to ensure that to avoid any  environmental harm the following  elements should be considered.
Minimal use of energy ,placing labelled containers for recyclable materials ,hiring mobile toilets and  conserving  water. Security should also be available in gathering such as sports events where there are a lot of people. Security in gatherings is concerned with protecting people and buildings from injury or loss resulting from criminal activity (Mathews).To do this the event planner should enquire about crime prevention practices taken by the facility to ensure the safety of people.

 

Planning  of an event

Corporate dinner

The process of planning an event involves the event manager moving through  a number of steps. To succeed in event planning the event manager should keep a range of matters in mind (Shone &Parry).This matters are being able to monitor progress, communicate with the employees and motivate those responsible for carrying out the planning of the event. According to Allen (2009) it is important for an event planner to do a feasibility study when planning for an event. This includes  venue, availability of volunteers, management skills required and sponsors. Lillicrap & Cousins  (2010) alluded that when setting for an event ,of all people attending the event it should be determined how many people will be seating at the top table and if they need any special requirements

During the event setup, the clients chose their own colour and how they want their venue to be decorated. According to Lovelock and Weitzy(2011)  colour is a good  mood enhancer to those customers who might feel bored during the event. Customers should choose the type of music that they prefer because   music is also important in an event because it breaks cultural barriers between people and brings them together(Allen 2009).

 Strategic  planning

Wedding

When planning for a wedding, it is important for event planners to consider the contribution of colour to create an appealing environment for their guests. At this event colour was used to lighten the mood of the room (Levy and Weitzy 2009).Colour is also used to capture the attention of guests and creates a positive feeling about the event. According to Allen(2009) food and beverage also play an important role in an event .These includes how the food is served as well as the room layout. Events planners are expects and creative with technical and logistical elements that will drive the events to success.This are the most important elements of an event ,budget ,logistics and customer service(Mathews 2012).

The room should be laid out in such a way that customers will be able to move around without and disturbances. Food and beverage brings that exiting energy in people in such a way that when they are seated they will always need waitrons assistance.

An event planner should make sure that guests are not left waiting for food orders or beverages and that the catered food is enough for all the invited guests. Also guests should not cue for clean plates , cutlery and glasses should be counted before it could be taken out to the guests(Mathews 2012).

Sponsorship of events

Be mobile marathon.

Sponsoring an event can be in a mode of cash or in kind support such as products or services. When planning for an event which needs supporters, the event manager should identify potential sponsors and prepare sponsorship proposals.

The Be mobile marathon planning involved the registration of runners, recruiting of road marshals who assists in directing the runners into the right direction and even enquiring sponsors. Since this was a public event, the broadcast media such as television were invited. The event starting point was in the stadium. Events can be used as a tool to market the sponsors(Allen ,Bodwin ,O`Toole, Harris  &  McDonnell2011).

The be mobile marathon was sponsored by Kalahari Breweries with some drinks and shades, Cresta hotels sponsored with accommodation and meals to the VIP’s while the be mobile sponsored with the prizes for the winners. This event is believed to transform the City of Francistown to vibrancy in the near future and will also improve the tourism and hospitality businesses.

The med rescue team was also available to assist those who could not reach the finish line and those who feel physically weak.

Valentines dinner

Transport

Logistics are tools used to manage an event by dividing work into different categories. This will help the even planner to identify  the elements  of event  and operations .Event logistics should be identified and be dealt with the first time. The theory of logistics  emphasizes most on how products and services reach the customer()

Valentines day is a day that most people believe to be the day of love. This day was celebrated with a mouth-watering dinner  which was planner by Botswana Accountancy College  hospitality students .According to  Allen ,Bodwin ,O`Toole, Harris  &  McDonnell(2011) elements of events logistics  can be grouped into logistics systems. These elements include facility, products ,customer supply and site logistics. Food was prepared and served on time. The valentines dinner was a success because all the elements required were taken into consideration and were available. Allen et al (2011) alluded that event planners should be able to supply the products to the customer which is what happed on valentines day. The dinner was attended only by those who had purchased the tickets. Management team should make sure that when planning for outside events they should organise transport for staff and other commodities to meet the requirement of the event.

Staging an event

Award  ceremony

Communication

 The student  participated into an award giving ceremony preparations. This was an evening event for government employees of a certain department.

When staging an event the following elements should be taken into consideration, stage, decoration, risks and theme design (Scanlon 2007).The type of event planned for determines how important these elements are. According  to Bowdin,Allen,O`Toole ,Harris  & McDonnell 2012).All events share common elements such as food and  beverage ,performers sound and light. According to Burke (2003) choice of the venue should be the most important when staging an event .During this event the student was setting up the tables  for the invited guests .

To stage a successful event  ,a stage construction should be constructed by professionals or a company with an insurance. Warning signs should be placed around to alert or warn people about any risks or dangers .The stage must be clear and there should be enough light  everywhere in the venue. Electric cables should be well tagged.

As a student I learnt that the safety of customers comes first.When setting up a stage it is important to make sure that the stage is position in a flat surface.

Corporate social responsibility

Hygiene  and safety of events

It is essential to practice hygiene and safety when preparing food in hospitals.The student realised that in hospitals high standards of hygiene and safety are maintained. These are done to prevent food contamination and reinfection of patients(Scanlon 2007). The kitchen staff  practice hygiene and safety   by putting on safety clothing all the time they are in the kitchen. The kitchen department has a catering manager who makes sure that all the employees abide by the safety rules in the kitchen, ensures that the kitchen is clean and food is prepared to safe standards.

The kitchen staff is not allowed to serve patients as they may transfer germs from the patients wards to the kitchen, instead there are those who have been hired to only deliver food to the patients wards .When clearing patients plates hygienic measured should be observed(health act 2003). Patient’s plates which are from the ICU wards should be disinfected or sterilized before they are taken back to the kitchen to kill germs. As a student I observed that very strict hygienic measures should be practised in the kitchen. The management team should always make sure that all the staff in the kitchen follow the  safety requirements.

Catering for an event

 Farewell  party

Team work

Teamwork relies on individuals working together in an environment to achieve common team goals through sharing knowledge and skills. The literature consistently highlights that one of the essential elements of a team is its focus toward a common goal and a clear purpose. Teamwork is defined by Scarnati (2001) as a process that allows people to achieve common goals.

According to Walker & Walker(2014 :516) an event can be  as small as planning  an office celebration  to something  large  like organising a wedding or the Olympics The event that was  planned was a farewell party for the FCTVE lectures. When a client books for an event, a file has to be opened, this can be done in hand written or computerised (Lillicrap &Cousins 2010:336).When the student started planning for this event, the  meeting was set  up with the FCTVE lectures so that  they can note down all their requirements.At an event team work is very important because people share different skills to produce good results which was the food which was served on that particular day.The venue was within the college The event was successful because everything was ready on time and the customers were impressed.