Events are an important part of every country and every organization. Events are conducted across the globe which include a gathering of people for a specific purpose (Bellmunt & Joaquim, 2011). That purpose may include enjoying a concert or attending a formal presentation. Organizations host events to market their offerings to a wide audience. Different countries often come together and host symposiums in order to establish greater trust and resolve conflicts. Planning for, organizing and managing an event can be tedious task. It requires immense planning and careful execution and not everyone is competent enough to achieve the same (Tkaczynski, Aaron & Stokes, 2010). Which is why there are event management companies that come to rescue. The aim of an event management business is to ensure impeccable planning, careful conduction and flawless execution of events. This particular report throws light on various stages of planning and executing an event with a gathering of over 15000 people in Cairo international stadium, Egypt.
The event is focused on culturally collaborating the two continents of Asia and Africa. Egypt is a transcontinental country and this is what makes it the perfect venue to organize such an event. The largest Asian countries, Japan, India as well as China have been putting efforts in improving their relationship with 54 countries of Africa. At present, the countries share bilateral, multilateral and regional relationships with Africa (Lotem, Amnon, Cohen & Ban Naon, 2013). India and Japan institutionalized dialogue with Africa in 2010 and since then they have put efforts into exploring the possibility of cooperation in Africa’s Socio-economic development. In order to bring the continents to feel more connected. A cultural event would be organized every 4 years that would allow different countries of both continents to showcase and blend their deep rooted cultures to establish a beginning of a long term relationship.
Stage 1: Formation stage of the event
Aim and objective of the event
The objective of the event is to commemorate budding relationships between Africa and Asia. It is important for the same reason that all the important dignitaries become better aware of each other’s cultures. Hence this event provides for a perfect opportunity to incorporate different cultures and spread greater awareness about two major geographic landscapes of the world (Coombs & Timothy, 2014). The large scale event would be executed with major pomp and show. The entire idea would be to celebrate the momentous commencement of a wonderful future relationship between the two continents.
The target audience would involve leading political and cultural figures from 48 countries of Asia and 52 countries of Africa. It is essential to define a target audience beforehand and get confirmations for the same (Getz, Donald & Stephen, 2016).
Date: 8th September 2019
Time: 1600 hours EET (Easter European Time)
This stage of the event planning would require to bring together a team of organizing committee who would oversee various parts of the event building (Masterman, 2014). This organizing committee would consist of the following sub committees and number of members:
|
hospitality team |
– Food and Beverage team – Accommodation team |
|
Cultural team |
– Coordination with all the cultural performances |
|
Finance team |
– Allocating and dispensing budget to all the teams |
|
Venue coordinator |
– Coordinating with the people at the venue |
|
Audio visual team |
– Ensuring appropriate AV arrangements |
|
Marketing team |
– Marketing the event – Creating marketing content |
|
Invitations team |
– Sending invitations – Confirming RSVPs of all attendees |
|
Safety and Security |
– Ensuring safety of all attendees – Immediate response to all major and minor accidents |
|
Feedback team |
– Taking and reporting feedback of the event |
Partners include all important stakeholders of the event. This includes attendees, participants, sponsors, organizers, and people of media and all others who will directly or indirectly be impacted by the event (Muller & Martin, 2015).
Selecting the venue is a critical aspect in the success of the event. For this particular event the venue needs to be large enough to capacitate at least over 20000 people. It is also important that the venue has perfect audio visual facility so that the speeches made by important dignitaries as well as the performances of participants are visible and audible to everyone present (Silvers, 2012).
Venue: Cairo International stadium
It is important to make sure that the organizing committee books the stadium at least one year in advance.
This is the second stage of any event planning. By this time, the preliminary planning of the event has been done and all the teams are now working as per the responsibilities allocated to them (Benson, Edward, Aria & Regina, 2011).
This stage begins with forming a full-fledged budget for the event. For a large scale event like this, it is important to set up the budget keeping in mind various expenses involved (Greenwell, Christopher, Danzey-Bussell & Shonk, 2014). This would be the job of the finance committee. It is recommended that the finance committee comprises of people with competent knowledge to budget large scale events (Salem, Galal, Jones & Morgan, 2012).
This stage also involves sending out invites to all the participating countries. The invites would carry the agenda of the event and would also invite participation from the countries. It is essential that the final confirmations to these invites are collected at least 6 months prior to the staging of the event (Jones, 2014).
Since the event is a cultural one, it is essential that the organizing committee encourages participation from different countries. Application forms for the same would be released online a year before the event and the final applications would be received 8 months before the event (Emery & Paul, 2010). These performances could include cultural parades, dances or musicals. The organizing committee would shortlist the performances based on strenuous competitions amongst various applicants who would be asked to send videos of their performances. The final performers list would be released 6 months before the event.
It is also important to market the event and create enough publicity to garner the public attention. The event would be promoted in newspapers, television, and social media and on billboards across Egypt. The event’s logo, tagline as well as mascots would be released one year before the event (Preston, 2012). The marketing and advertising team would ensure that the sponsors of the event are advertised along with the event and as promised (Fullerton, 2010).
It is crucial at this stage to ensure that the audio visual system of the stadium is in place. They must checked time and again and a backup option must also be ready in case something goes wrong.
There will be a team dedicated to raising money for the event. Applications would be released online and the firms that aim to sponsor the event would be allowed to come forward and sign the deal (Crowther, 2011). Sponsoring such a large scale event is a huge marketing opportunity and various leading brands would be interested in doing the same.
This is the second last stage of the event. This is the part where the event commences and it is important that by this time the schedule of the entire event is in place.
The attendees of the event are largely reputed and high dignitaries from across the two continents. Therefore it is important that all of these guests are arranged for pickups at the airport (Walter). Their 5 star accommodations must be arranged for and they must be given a personal security guard. These guests must be ushered to the event venue with utmost grace and respect.
Once the guests have arrived, an opening ceremony would mark the commencement of the event (Wanklin, 2010). This would involve lighting of the torch by the chief guests as well as singing of the National Anthem of Egypt (Bilady). This would be followed by a speech from the Prime Minister of Egypt Sherif Ismail.
The invitations would be sent to representatives from 48 Asian countries and 52 African countries.
Various media partners would be tied up with who would be broadcasting this program live all across Africa and Asian in the local languages of various countries (Oriade, Robinson & Gelder, 2010). This is important to generate awareness among the locals of each country about the budding relationships of their country with the members of another continent.
Closing ceremony would involve felicitating all the guests who took out their time to attend the event. The prime minister would be given the responsibility of giving the vote of thanks. Once again, the national anthem of Egypt would be recited by everyone.
This is the last stage, by now the event has already been completed. It is the duty of the organizing committee to ensure that all the guests are escorted back safely and respectfully to the airport for their flights back home.
The event area must be entirely cleaned. The finance team must make sure that all the people have been paid for their services (Cody, Meghan & Bethany, 2010). The organizing committee members must meet one last time to gather feedback about the event. This is done so that they can learn from their mistakes. The final budget must be tallied and a thank you note must be sent to all the participants via email. The time and date of the next event must be finalized.
In this section we have attempted to list down all the things that can go wrong in the event. This is done to ensure that the teams are well prepared to handle the same.
In the process of organizing a large scale event, it is absolutely necessary that due consideration is paid to the safety and security of everyone associated with the event. This section of the report throws light on various safety and security considerations that need to be taken during this event to ensure top level safety of attendees, participants as well as the organizers. Most of the participants are big political figures therefore, special arrangements must be made for the same. The following safety measures hold utmost importance:
Fire safety is crucial and of utmost importance. The following points must be kept in mind while ensuring fire safety of any event:
The large crowd can often create traffic on the roads nearby and this may lead to accidents. Therefore a proper transport management procedure should be in place.
Medical emergencies are mostly uncalled for. It is important that medical arrangements are sufficiently made to ensure safety of anyone if they fall sick.
Such large event often create a huge amount of debris in the event location. This huge amount of waste can easily pollute the environment if not disposed properly. Certain wastes can even cause injury. Moreover, in case of a fire emergency, it will make it difficult for the people to evacuate the area if there is excessive waste around.
It is important to ensure sufficient sanitary facilities in the event area and around it. The organizers must make sure that there are adequate sanitary provisions made for the number of people expected to attend the event. These facilities must include:
Electric installations are an important part of the event. It is important that there is consistent electricity throughout the event. The following considerations must be kept in mind:
It is necessary that the food and water is available in adequate amounts and complies with the relevant food safety legislation.
The people attending the event are high level politicians and there must be special provisions made to ensure their safety and security.
Conclusion
Event management is a long process that requires taking care of various aspects of the event. Events are important to organizations as well as countries. They involve a massive gathering of people therefore it becomes even more difficult to manage them. They involve a lot of unforeseen risk. Hence, it requires a large and qualified team to manage an even entirely.
This report throws light on a massive event organized at the Cairo International Stadium which aims at establishing and deepening relationships between Africa and Asia. It will be a largely cultural event where leading personalities from 48 countries of Asia and 52 countries of Africa will participate with great pomp and show. The cultural performances are aimed at increasing awareness about different cultures of the countries.
The four stages of event planning that have been explained in the report are formation, growing, staging and completion. An entire section of the report has been dedicated to elaborating upon the safety and security of the event and everyone associated with it. It is very crucial that the safety of all the participants in ensured. The food, electrical, sanitary as well as medical facilities of the event must be well in place. All these provisions must be made in advance and checked time and again.
Even in case of a crisis, how the crisis is handled is most important. Therefore, a rehearsal event should be conducted one day before the actual event. Event planning often requires months of time. It is a creative process and such a high level of preparation and planning leads to a wonderful event.
References
Bellmunt, Joaquim, et al. “Experience with sorafenib and adverse event management.” Critical reviews in oncology/hematology 78.1 (2011): 24-32.
Benson, Edward, Aria Haghighi, and Regina Barzilay. “Event discovery in social media feeds.” Proceedings of the 49th Annual Meeting of the Association for Computational Linguistics: Human Language Technologies-Volume 1. Association for Computational Linguistics, 2011.
Cody, Meghan W., and Bethany A. Teachman. “Post-event processing and memory bias for performance feedback in social anxiety.” Journal of Anxiety Disorders 24.5 (2010): 468-479.
Coombs, W. Timothy. Ongoing crisis communication: Planning, managing, and responding. Sage Publications, 2014.
Crowther, Phil. “Marketing event outcomes: from tactical to strategic.” International Journal of Event and Festival Management 2.1 (2011): 68-82.
Emery, Paul. “Past, present, future major sport event management practice: The practitioner perspective.” Sport management review 13.2 (2010): 158-170.
Fullerton, Sam. “Sports marketing.” (2010).
Getz, Donald, and Stephen J. Page. Event studies: Theory, research and policy for planned events. Routledge, 2016.
Greenwell, T. Christopher, Leigh Ann Danzey-Bussell, and David Shonk. Managing sport events. Human Kinetics, 2014.
Jones, Meegan. Sustainable event management: A practical guide. Routledge, 2014.
Lotem, Amnon, Cohen & Ban Naon. “Method for simulation aided security event management.” U.S. Patent No. 8,407,798. 26 Mar. 2013.
Masterman, Guy. Strategic sports event management. Routledge, 2014.
Müller, Martin. “The mega-event syndrome: Why so much goes wrong in mega-event planning and what to do about it.” Journal of the American Planning Association 81.1 (2015): 6-17.
Nishiguchi, Junya, and Tsutomu Takai. “IPL2 and 3 performance improvement method for process safety using event correlation analysis.” Computers & Chemical Engineering 34.12 (2010): 2007-2013.
Oriade, Ade, Peter Robinson, and Steve Gelder. “Delivering live events.” Events management (2010): 72-112.
Preston, Chris. Event marketing: how to successfully promote events, festivals, conventions, and expositions. Wiley, 2012.
Salem, Galal, Eleri Jones, and Nigel Morgan. “An overview of events management.” Festival and Events Management (2012): 14.
Silvers, Julia Rutherford. Professional event coordination. Vol. 62. John Wiley & Sons, 2012.
Tkaczynski, Aaron, and Robin Stokes. “FESTPERF: A service quality measurement scale for festivals.” Event Management14.1 (2010): 69-82.
Walter, Bruno. “Composing the Event Plan.” 77.
Wanklin, Tom. “If I Events organizing.” Events Management: A Developmental and Managerial Approach (2010): 125.
Essay Writing Service Features
Our Experience
No matter how complex your assignment is, we can find the right professional for your specific task. Contact Essay is an essay writing company that hires only the smartest minds to help you with your projects. Our expertise allows us to provide students with high-quality academic writing, editing & proofreading services.
Free Features
Free revision policy
$10Free bibliography & reference
$8Free title page
$8Free formatting
$8How Our Essay Writing Service Works
First, you will need to complete an order form. It's not difficult but, in case there is anything you find not to be clear, you may always call us so that we can guide you through it. On the order form, you will need to include some basic information concerning your order: subject, topic, number of pages, etc. We also encourage our clients to upload any relevant information or sources that will help.
Complete the order form
Once we have all the information and instructions that we need, we select the most suitable writer for your assignment. While everything seems to be clear, the writer, who has complete knowledge of the subject, may need clarification from you. It is at that point that you would receive a call or email from us.
Writer’s assignment
As soon as the writer has finished, it will be delivered both to the website and to your email address so that you will not miss it. If your deadline is close at hand, we will place a call to you to make sure that you receive the paper on time.
Completing the order and download