The Business Event Management

Welcome to the future of Music Event Management. We help in organizing our different Music events with affordable festival. We plan our events base on the purpose of music like music festival. Our music event management services include a complete process of budgeting, event dates, selecting and reserving the event venue, coordinating transportation and parking, developing a theme or motive for the event, arrangement of speakers, decoration of site, catering services, event support and security. We along with our expert teams sit down and make decisions for the betterment of our clients and try to provide an excellent service according to the customer’s demands.

1.0 Introduction

Today, events are central perhaps never before. Increased leisure time and discretionary spending have led to proliferation of public events, celebration and entertainment. Governments now support and promote events as well as parts of their strategies for economic development, nation building and destination marketing. Corporation and business embrace events as key elements in their marketing strategies and image promotion. The enthusiasm of community groups and individuals for their own interest and passion gives rise to a marvelous array of events on almost every subject and theme imaginable. Events spill out of newspapers and television screens, occupy much of our time and enrich our lives.

Source: Special events–Great Britain-Management, Elsevier/Butterworth Heinemann. 2006.

1.1 Define of Event Management

Event management is the process by which an event is planned, prepared, and produced. As with any other form of management, it encompasses the assessment, definition, acquisition, allocation, direction, control, and analysis of time, finances, people, products, services, and other resources to achieve objectives. An event manager’s job is to oversee and arrange every aspect of an event, including researching, planning, organizing, implementing, controlling, and evaluating an event’s design, activities, and production.

The festival was traditionally a time of celebration and recuperation which often followed a period of hard psychical labor, showing or harvesting of crops, for example. The essential feature of these festivals was the celebration or reaffirmation of community or culture. The artistic content of such events was variable and many had religious or ritualistic aspects, but music dance and drama was important feature of the celebration.

Source: (The policy of study institute – 1992)

2.0 Importance of Planning and administering in event management

Event planners design, organize and coordinate conventions, conferences, corporate meetings, exhibitions, etc. In fact, there are thousands of events of every scale that need an event planner’s services. Somebody is always needed to oversee all the details and to ensure that the event happens, successfully.

Event planners are responsible for every aspect, from marketing, catering, signage, displays, translation, audio-visual equipment, printing and security. They also take care of participants’ accommodations and transport. They are responsible for the financial side: setting and monitoring the overall budget for the venture.

Political and Union events.

Conferences and conventions.

Trade shows.

Company socials.

Meetings.

New product launches.

Charity fundraisers.

Grand openings.

Festivals.

Parties.

Event management and planning is a career that offers excitement and a degree of glamour in return for hard work, a large amount of energy and flexibility, and a high level of organizational and logistical skills.

3.0 The Role of Music Festival Manager

An event management professional is responsible for almost every aspect of event, from planning an event to the execution or conducting the event. An event management professional has to take care many operations and processes to organize an event and make it successful which generally include Planning the event, Venue selection for the event, Logistics, Design, Decoration, Negotiation, Media planning, Budgeting for the event, Marketing the event, Ticket sales, Customer service, Managing people, Catering, Hospitality, Time management and Problem solving.

The Music Event Manager is the one essential position for any event committee organizing an event. The Music Event Manager is responsible for:

â- The smooth running and coordination of the event.

â- The inclusive and welcoming nature of the event for all.

â- Ensuring that the event complies with all relevant Federal and State laws and local government policies and regulations.

â- Ensuring that all forms are filled out and details lodged with the relevant authority.

â- Ensuring that appropriate permission is received before the event goes ahead.

â- Recording details of invitees and attendees.

â- Ensuring that thank yours are sent to those who have helped in arranging or sponsoring

â- The event and to any special guests.

â- Advertising the event.

â- Budget forecasting and financial control.

Event Planning

Role of Music event manager starts with planning the event. Event manager has to sit with client to plant the event, in which an event manager comes to know the purpose of the event, type of event, number of attendees, facilities required for the event and the timeline of the event.

Budgeting

Budgeting immediately comes after the planning of event. Every client has his own budget for the event. A Music event manager has to plan and organize the event within the budget. Every activity after planning the event will depend on client’s budget, whether it is venue, food, decoration and gifts or any other part of the event.

Venue Selection for the event

Once the purpose of event, number of attendees, required facilities and timeline of the event decided, then the venue selection and venue booking comes in the focus. Every venue is not suitable for all kinds of events. Venue selection depends on purpose of event or type of event (i.e. venue for wedding could not same as for the venue of brand promotion or product launch), number of attendees and many other criteria. Good venue selection makes a deep impact on event.

Logistics

Administering the logistics for an event means planning, booking, outsourcing and monitoring many parts of the event with the help of team. Decoration, kind of furniture required, number of general furniture items (i.e. chairs for attendees), number of special furniture items (i.e. podium for speaker), water, electricity, sound, light, photography and video, menu planning, catering services, lodging and transportation of special guests or chief guests of the event, selection and packaging of return gifts (in many events) and many other activities are included in administering the logistics for an event.

Many times, the client preferred theme party. In this case, a Music event manager has to arrange and monitor some additional logistics.

Advertising and Media Planning

Advertising and media planning are required for many social events (i.e. musical night of renowned singer) and corporate events (i.e. product launch). For many other events, ticket selling is also required (i.e. sports events, movie premiers). A Music event manager has to plan and execute all these activities also.

4.0 Why an action plan is necessary for music festival

This stage is to start formulating a Music Action Plan. To be clear, the Music Action Plan is a live management tool that details key project milestones and activity against a timeline – it should be continually reviewed and updated as the music planning and operations progress. The music Plan, on the other hand, is a strategic vision and planning document which outlines the event objectives, states the business case and gives financial projections and information over a given time period (often 3-5 years). The Music Plan should be reviewed at key stages as agreed by event partners (most likely at the beginning of each planning stage).

It is important to commit our thoughts to paper. This is essential in order to help our understand and share what has to be done, when and by whom. It’s also a requirement if we are looking to convince others to invest in our event. Putting together the Music Event Action Plan is a straightforward task that involves listing key activities against a timeline and stating who will be responsible for delivering each element. Critically, it will help us to ensure we have enough time to complete all necessary tasks and help all involved understand their responsibilities.

Key activities listed in our Music Event Action Plan may include:

> Writing/updating the Music Plan

> Identifying event partners and supporters

> Recruitment and training

> Fundraising activity and deadlines

> Budgeting milestones

> Key meetings – i.e. steering group or sub-committee meetings

> Confirming venue(s)

> Booking or commissioning program elements

> Pre-production/production milestones

> Implementing the Marketing Strategy

> Live event

> Monitoring, evaluation & reporting

. Use team meetings to update the plan and then make sure that all revisions are circulated to those who are working from the plan. Depending on the size and complexity of our event, we may have separate, more detailed Action Plans for different work areas or ‘departments’. For example, we may have one for marketing, one for production, one for fundraising, etc. It’s a useful approach to be able to show the entire activity timeline and also to be able to break it down into ‘departments’. We may have project management software to help put us together our plan, but if not, a simple activity/month table is useful.

Below is a basic template that we could easily replicate in Microsoft Word or similar packages. We have included some sample entries to get us started. As appropriate, we can expand our Action Plan by providing the necessary detail.

The point is that it has got to work for us and our event. This chart may be identified why is it necessary for our event.

Development of Music concept or event bid

Feasibility Study

Cost and benefit of events

Events resource and infrastructure requirements

Decision to chease

Decision to proceed with new event

Established of organization structure

Conduct situation of analysis

Creation of control system

Development of evaluation of feedback process

Source adapted from Getz (2005)

Techniques that can be used to monitor progress in music festival

The Event Manager’s role includes ensuring that the music event runs smoothly. A key role is to communicate with all officials and volunteers to ensure that their tasks are being carried out. Always check off the time-line of tasks and duties before and during the event. As tasks are interrelated, it is essential that they are completed in the time planned so as to keep the whole process on track. It is the Music Event manager’s responsibility to ensure this is done. It is good practice to set regular meeting dates and times for the various individuals and subcommittees to report. Keep minutes and records of all meetings and follow-up on tasks between meetings. These records will be used for monitoring and coordination as well as for the final evaluation, event reporting and input to planning for future music events. Computer programs or work flow charts for project planning and management are also useful for music event monitoring and record keeping. Continuous monitoring is essential for successful events and provides early warning if things begin to deviate from the plan. The earlier any deviations are noticed, the greater the chance of dealing with the situation before major reorganization is required. The more slack time between critical tasks, the more options for adjustment. If the plan needs adjusting because of over-runs of time or resources, the main options open to the

Event Manager and the event committee are to:

• find additional resources (eg recruit additional volunteers or seek more funds)

• reassign resources to shorten critical tasks (eg move volunteers or finance from one task

area to another)

• reduce costs and/or reschedule key tasks (eg drop non-critical tasks or move non-critical

tasks to another time).

5.0 The importance of monitoring or evaluating each stage of planning cycle in music festival

The music planning process is an ongoing cycle that incorporates a series of different stages. The outcomes of one stage may change the next stage of the plan. One way of thinking about the stages involved in the planning cycle is:

Assessing the context- What need to be done?

Detailed planning-who, what, where

Monitoring and evaluation

Agreeing the outcomes

What difference do we want to make

Agreeing action

How will we go about making difference

Setting indicators how we will know we made a difference

Each stage feeds into the next, making planning an ongoing activity which is closely linked to evaluation. Planning with communities needs to build upon where the community is now, taking time to identify strengths, opportunities and priorities, and it needs to go at a pace that suits the community. Sometimes earlier stages of the planning cycle will need to be revisited and adapted based on the changing context.

6.0 The importance of time management in music festival

Time is one of the most important factors in life. Once time goes it never comes again. Once a thing is done it is done it cannot be changes. One can’t go into the history nor change it. Time is as important as money one should spend it carefully. Here are some of the reasons why time management is so important for music festival.

1 Time is limited – Time is limited one cannot store or save time. In during the period everything is to finish in music festival.

2. Too many things to do – Time is limited but the things to be done are many. One need to maintain a proper schedule and choose the right time for the right activity. Time management helps to choose the things to be done. Time management helps to manage more time to do the things which are more valuable and important to do in music festival.

3. Time management helps to finish the different task in less amount of time- Time management allows to allot good amount of time to different things and get the different things done. By using time management one can plan and organise his activities properly in music festival.

4. Make us conscious about time – Time management makes us conscious of the time we have and the different things we have to do in the available time. By being conscious about the available time one used the time more carefully in music festival.

5. Change music festival activities – Time management changes music festival activities. People like different music to different symphony by time management. Now music festival has arranged all in one activities.

Time management is very important in music festival because all the festival activities has to finish during the festival period.

7.0 Methods Used to Evaluate Success of Music Festival

Radio advertising should be predominant for the repositioning- our target audience are large radio listeners, and respond well to this media.

Internet – the target audience very technologically aware and a viral e-mail campaign with a well developed, interactive, website is essential to increase awareness.

In addition we should have a campaign through printed media- there are many specialist magazine aim at the target audience and we should use these to promote sales. (See below)

Music festival Manager such as posters should also be used and

Sales promotion

Sponsorship and PR

8.0 Conclusion

Manager is there to work in event. It is all about planning, planning and more planning. It is more significance on the company festival manager. It is necessary to change new horizon of music festival. Because people needs new quality of music festival. We can say for arranging any company follow our music festival and also important to develop organizer activities. This is important for company festival manager to change new horizon and creativity in new path of organization. An event manger organizes all the festival activities and preparing event atmosphere in his decision.