One of the leading production houses in the United Kingdom is Lend me your Ears that has been become popular in the recent times. This production house has become a name in the event industry and is one of the most sought after companies when it comes to satisfy the needs of the events. The company is also a forerunner in in organizing the funds that are required for the charity purposes. The past records of the company has shown that the company has been successful in collaborating with the clients by taking their interests in to consideration (Jones and Jones 2014).
The company has been approached by Macmillan cancer support in the recent time so that it can help in pooling in the funds for providing support to the patients who are suffering from cancer, which has been growing in the recent years. The country has seen a rise in the breast cancer and almost 15 percent of the population has been diagnosed with this disease (Getz and Page 2016). Therefore, the institute wants to take the help of Lend me your Ears so that it can result in increasing the awareness of the disease. It will also help in providing affordable treatments to the poor class of people who are suffering from this disease.
The company has planned to organize a concert with the help of ‘Coldplay’, which is a very popular band in the world of music. The assignment will shed light on the success of the event in a critical manner by designing the plan of operation so that the event can run properly. At the end of the assignment, it will contain the reflection part that has been undergone while planning the operational event (Mair and Whitford 2013).
These factors are the major areas that helps the activities to be completed by maintaining a higher rate of quality. It will also help in achieving the goals of the event in a proper manner. Hyde Park has been selected as the suitable venue for the vent to take place, as the landscape is favourable for accommodating a large number of people. The park is known to host more than 30 events every year in a successful manner with respect to food festival, corporate events, carnivals and music festivals. The open area along with the beautiful landscape of the area will result in attracting a large number of audience apart from the historical background of the area (Cserhati and Szabo 2014).
The major reason for the event is to pool in more funds for spreading awareness regarding breast cancer that has become a major disease among the local citizens. The band is very popular among the locals along with a large follower of fans that are attracted towards their lead singer, Chris Martin. This will make it highly desirable for the audience to come and enjoy the show. The duration of the event will be that it will start at 8 in the evening and will continue late in the night. The primary purpose of the music event will be that it will help in generating more revenues for the charity due to a large number of audience that will come to enjoy the concert (Blasini and Leist 2013). The designing of the event will be done in such a manner so that it can help in generating revenues from the tickets that are being sold along with the sponsorship rights. The event will also give rights for broadcasting in the media and the F&B sector as well. The company for the first time will be broadcasting the event that is being undertaken by them live so that the needs of the online audience can also be catered. This will help the company in reaching to a large number of people so that revenues can be earned greatly (Camilleri 2016).
The concept of target audience is that it will help in spreading the messages to the right audience. The target audience for the event will help in creating a major impact on the audience so that the relevancy of the event can be high. The main reason for the event is to spread consciousness regarding breast cancer so that it can result in gathering funds and use it for the treatment for the patients. One of the leading performers in the music concerts is ‘Coldplay’ due to its huge base of followers across all groups of age. The main target among the audiences will be those who listens to music and are able to enjoy it so that they can spend the evening in a proper manner as well as help the society to develop in a proper manner (Serra and Kunc 2015).
The destination that is Hyde Park, which is being used as the event for entertaining the audiences is accessible from mostly all parts of the United Kingdom. The place has already experienced many musical nights, corporate events, launch of products and wedding functions as well. The accessibility and the availability of more space has resulted in making the venue a major choice for the vent to be held. The park that is located in the London area can be accessed by lot of people, which will result in fulfilling the purpose that is to successfully conduct the event (Slack 2015).
Most of the organization has a dedicate department that specializes in planning the operation of the event and is responsible for the integration and coordination of the operations in the venues that has been chosen for the event. The main aim of the operation is to achieve the objectives and goals for which the event is being conducted so that the support can be provided regarding the entire process of operational planning (Vuchic 2017).
|
Event Name |
“Celebrate the spirit of Music for a great cause” |
|
Event Date |
26/08/2018 |
|
Event Venue |
Hyde Park, London |
|
Event Artist |
Coldplay |
|
Event Timing |
1900 Hours onwards |
The event can only be successful when certain important things are kept in the mind such as the process of planning in a diligent manner so that it can ensure the success of the event. The event can only be operated in a smooth manner when certain points are taken in to consideration in a proper manner (Krajewski, Malhotra and Ritzman 2015).
The event will have a proper format where the starting program will be done by ‘Coldplay’, which will be supported by another artist. The event will be held in a open area, which would require the permission. These permissions can be gathered with the right type of licenses. Besides the music that will take place, other things like food and drinks, medical assistance, alcohol consumption and ambulance service needs to be readily available so that the event can turn out to be successful in nature (Kezunovic, Xie and Grijalya 2013).
The licensing Act 2003 opines that the event that will be conducted for entertainment purposes need to have proper licenses for alcohol consumptions and availability of refreshments in the late nights for which premium license needs to be taken up by submitting a Temporary Event Notice (TEN). Regulated entertainment can be defined as the events that are play performance or an exhibition that is being done for a film. It can also be an event that is being held outdoors or a wrestling or boxing entertainment match. License is also required when recorded music is being played or a dance performance is being undertaken in a locality (Qasim 2017).
Selling of alcohol along with refreshments that will be provided in the later hours of the night needs to be done by securing proper licenses and can be categorized under the licensable activities. The event will have beer that will be sold to the audience for which licenses need to be procured from the proper authority. The Designated Premises Supervisor (DPS) has the authority to give permission for selling alcohol within the event premises (Exposito, Conejo and Canizares 2016).
The license for premises needs to be procured when the capacity of the audience is more than 499 at a single time and at a single place. It also has to be taken up when the event will continue for more than 96 hours. Therefore, the event that will be taking place in Hyde Park requires a premises license for which application needs to be given 6 months before the event. However, in this particular case, Hyde Park already has the necessary premise license, which does not have to be obtained again for this event (McNeil, Frey and Embrechts 2015).
These forms are designed in a special manner by taking in to consideration the event that is taking place along with the impact that it will have on the crowd. The TEN needs to be submitted to the Chief of Police and the authority that is available locally within the area where the vent will be taking place (Lam 2014).
The personal license will help in providing authority to the organizers of the event so that alcohol can be supplied within the venue where the vent will take place.
These licenses need to be acquired when the event will see the playing of music that is copyrighted to a particular band. In these cases the PPL and PRS licenses need to be obtained so that the event can be successful. The Phonographic Performance Limited and Performing Rights Society needs to be secured before the vent will be undertaken within the area. If the licenses are not acquired by the organizers then the concerned authorities will have proper rights to stop the playing of music, which may also lead to cancel the event in that venue (Glendon, Clarkje and McKenna 2016).
The police commission needs to be consulted so that it can help in providing the permits that are necessary for the charity events. This will help the event to be successful in London and the funds can be raised in a proper manner from the people.
The management of risks is important for the event to be planned in a proper manner. This plan will help in covering all the different type of risks that may be present for the event along with the plans that will help in mitigating and eliminating it. This will result in executing the vent in a smoother manner. The major risks that are present within the event are the risk among the employees, audience or the participants who may get injured during the process of the event. Another type of risk is that it may damage the reputation of the organization if proper management is not done for the event. The other risk that is associated with the event is that there may be financial challenges, which were not calculated before (Wolke 2017).
The formal process of managing the event is from the beginning till the end of the event. The policy that will be created will help in outlining the things to do and not to do list so that the decisions can be taken in a proper manner. The commitment of the management team is that they will ensure that the event can be conducted without any risks (Hopkin 2017).
Checklist creation- The checklist will help in outlining the necessary areas where proper precautions need to be taken so that it can help in mitigating the risks that may come up during the happening of the event.
Informed consent- The informed consent will help the organization in defending the major liabilities and the legal constraints so that it can help in taking away the pressure from the organizing committee.
Forming an event risk committee- The committee that is responsible for assessing the risks needs to be dedicated so that it can design the magnitude of the risk so that the risk can be evaluated in a proper manner. The main purpose of the committee is that it will help in assessing the risks in all possible manner that may be associated with the event (Khojasteh 2017).
The assessment of the risk in a continuous manner also needs to take in to consideration the health and safety of the individuals that are part of the event. The authorities need to be responsible for the people who will be taking part in the event along with the audience and the other stakeholders so that they can be secure and safe. The auditing of the equipment, venue and food will help in proper standards of safety and management. The equipment need to be stacked up in a proper manner so that no accidents can take place through it. Controlling the crowd is a big factor, as Coldplay has a major fan following within the London area, which may gather up in the venue. It has been expected that almost 20,000-30,000 people will be gathering up for the event, which shows that the crowd needs to be controlled in a proper manner. Therefore, it is necessary for the event committee to manage the crowd in a proper manner by taking up necessary precautions. The use of emergency exits, as an exit strategy needs to be placed in all areas so that the crowd can get to know from where to escape when there is any mishap during the event. There will 50 people on the standby so that it can take care of the miscreants who may create nuisances in the event (Brindley 2017).
This management factor is important, as it will help in the overall success of the event. The event will constitute of serving alcohol and food to a large number of people. A particular group of vendors will be contacted so that the raw materials for the event can be supplied within the venue in time and can result in supplying it to the customers. Besides the supply of food and beverage, coordination among the artists, arrangement for decorating the stages and supply of the equipment, other small details need to be taken care of so that the event can be conducted in a proper manner. The main purpose of the event is that will try to spread awareness regarding breast cancer so that funds can be allocated and proper facilities can be provided to the lower section of people in the society. The event deliverables need to be achieved in a proper manner so that it can help the management in ensuring that the major factors can be taken in to account so that the event can be successful. The use of an efficient chain of supply will ensue that the event can be held in a successful manner (Christopher 2016).
The production house called Lend me your ears is one of the leading event organizers in the United Kingdomand has proved its worth in the mrket a mnumber of times by hosting the events in an efficient manner. The vsion of the company is that it will create sustainability in its business so that the events can be created in a betyter manner for the clients. They ensure sustainability in the business with the help of innovation by delivering the best and strong results and by mitigating the risks as well. The company takes in to account the work that it does for the ommunity so that they can be sustainable in their bsuiness. The charity events help the company in being responsible towards the society so that it can help them in gaining a better opportunirty in the market. The company has been involved in breast cancer awareness program, which is a part of the CSR activity that will help the ompany to be sustainable in its business (Giannakis and Papadopoulos 2016).
The waste needs to be managed in a proper manner for any event so, which can be done in three stages. Before the event will be started, the organizing committee will place the dustbins at the proper areas so that it can result in better utilization. The bins will also be labelled accrding to their usage so that the right waste products can be dropped in the right bins. They will also keep a number of reserved bins so that once the other bins are full,m it can be replaced. Volunteers will also be assigned so that it can result in looking after ge waste that are bing managed. During the event, the bins will be monitored in a proper manner so that the wastes are being dumped in it. The organizing committee will see that the bins are being used by the audience so that it can be changed once they are full. After the event will be completed, the bins will be checked for any kind of contamination. The bins will also be marked with ‘X’ so that the differences can be understood by the committee members (Glendon, Clarke and McKenna 2016).
I have been associated with Lend me yor ears sine the year 2015 and has helped me in gaining a lot of knowledge from the company. My journey began as a project coordinator and I have been propoted to the rank of operations manager in the recent time. This assignment will be my first as a manager, which involves all the responsibilities from the beginning to the end.
The organization has helped me to learn throughout my association with the company and my knowledge inreased by learning thorugh the masters who are working in the industry. There are few changes that took place thorugh my entire learning period such as I was really bad at the asessment of the risk and did not have a proper system of following the procedures and no attention was given by me towards risk management. The organization helped me in learning through the 7 steps which are to understand the environment externally so that the feasibility of the event can be determined. It also helped in establishing a proper vision for the event so that the mission can be defined and can be communicated to all the satkeholders responsible for the event. The scope and nature of the event needs to be indentified through the SMART objectives so that te objectives can be set. It also helped me in planning in an extensive manner so that the event can be executed in a diligent and smart manner. it is also necessary to monitor the event so that it can be evaluated during the progress of the event. The event needs to be controlled in the event so that it can be successful and lastly it needs to be analyzed so that the positive adbn negative sides can be identified.
I was fortunate to met the CEO of Jack Morton Worldwide and we had a good chat where he talked about his experience within the event industry. It was an intersting chat to me, as he gave me good advice and also asked me to oin for some future projects. He stated, “never lie to your client, always be specific in whatever you are communicating with them, this way you will establish a relationship of trust and faith leading to repeat business”. This helped me a lot in learning in my professional period.
Conclusion
Lend me your ears was asked to carry out the responsibility of designing the event so that it can help in raising funds and spread awareness at the same time about breast cancer. The location of the event will be Hyde Park and the major attraction for the event will be Coldplay. To make the event successful, the implementation of the planning process and the divisioj of teams have been done so that licenses can be procured along with the other things as well.
Reference List
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