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Name of the University: Eastern Institution for Integrated Learning in Management

(Eiilm)

Name of the course: BA Journalism and Mass Communication

Year: Year 3 Semester 5


Module: Events and Exhibitions


Topic: Dream event on paper


Submitted to: Mrs. Suhaylah Rosun


Submitted by: Miss Manishah Kawol, Miss Gayetree Devi Kaundun, Miss Manisha
Moorut and Mr. Pravesh Gopaullah


Date of submission: 29
th
April 2013
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Acknowledgement
Working on this assignment, which is on realizing your dream event on paper has
indeed proven to be an enriching and fruitful experience for myself and my whole team
members. It has enabled us to know how much of attention and formality is needed to
organize a perfect and successful event, thus it can be said that we have acquired useful
knowledge.
I Nandinee Kaundun and my whole team namely Kawol Manishah, Moorut
Manisha and Gopaulla Pravesh would like to seize the opportunity to thank our dear teacher
Mrs Rosun Suhaylah; without whose usual guidance and support this assignment would have
been incomplete. We would like to thank our parents for their continuous love, support and
blessings. Lastly we would like to give a big applause to ourselves as without our hardwork
this assignment would not have been completed in due time.














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Table of content
1. Define the event planning process.

2. What is the event all about? / Event profile

3. Goals/ objectives of event

4. Generate creative ideas for your event

5. Guests profile/ target audience/ market segmentation

6. Plan your event venue/ location

7. What promotional tools you will use/ design your promotional plan.

8. Who are your suppliers for the event?

9. Plan the budget for your event

10. Finding sponsorship of event

11. Event checklist












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1. Define the event planning process.
Identify possible dates
When defining the date of your event it is helpful to have several possible dates in mind.
Sometimes the location of your choice will not available on your preferred date so you have
to switch to another date.

It is essential for the success of your event not to select a day which is a bank holiday because
many of your potential attendees wont visit your visit at these special dates. In order
to make sure your chosen day is not a bank holiday you can check the bank holidays
worldwide on www.bank-holidays.com.
Create an event budget
The budget is a very crucial part of the event planning process. The objective is to provide
event planners with a financial limit. It should be specific, and include revenues
(sponsorship, entry fees sales) as well as expenses (printing, location, food, supplies,
security). To make sure you dont forget any position compare it with your conference
checklist.
Find a venue for your event.
The venue of your event is very important for the well-being of your attendees and speakers
and for the success of your event. As soon as you have defined possible dates for your event
you can start to search for appropriate venues.

Please notice that the size of the venue should be adequate for your event and the
expected amount of attendees. Inspect the considered venue before the event to avoid
unpleasant surprises afterwards. You can alternatively ask other event planners who already
held events there about their experiences. .
Promotion
A good event manager defines the guest list and potential attendees primarily to target the
marketing and promotion efforts to the intended audience. Promotion for your event is all
about gaining new attendees and re-activating existing ones. You can achieve this through
different channels:

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- Offline Promotion in relevant newspapers and magazines of your industry
- Invitations for last year attendees
- Post event date and ads on your website
- Post your event in local event listings, conference calendars and relevant blogs and
directories, e.g. www.bevents.com
- Invite media to cover your event
- It is important to publish your event date early so that other event planners can pick
different dates.

Keep in mind: publicity is not only important before the event but also during, and after it.

One day before the event
Make sure that everything is functioning well, especially the sound system. Make sure all the
foods are available for the required people who are going to attend your event. Make sure
there is no lack of food, nor any lack of drinks. Verify your checklist twice, to note down that
everything will be under control on the following day. Contact all the waiters and inform
them about their duty and about the behavior which is required on the day of the event. Make
sure that all the people who are requested to help on the previous day will be present without
any excuses and make sure everything is set correctly and perfectly, especially the
decorations.
After the event
After your event you should leave the venue clean and tidy. Send all rented technical
equipment back and pay all bills and use your event checklist to make sure not to forget
anything. Then you can start to evaluate if your event was a success.

Compare your budget with the amount of money you actually spent. Do not forget to send
Thank you letters to all your speaker and attendees.

If you like you can also upload the event photos to your event website to stay in contact with
your attendees or guests.


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The diagram below show what are the factors that should be taken into consideration
when doing an event planning



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2. What is the event all about?
Name & Theme
As any other event an event planning is obligatory. Our first step is to give a name to our
event and it will be called the SUGAR FREE EVENT we have chosen this name because
it suits our objectives and it would be understood further throughout the event. We have
chosen the 1 May 2013 to organize our event, because it is a public holiday and this would be
indeed very advantageous because many people would be at home, thus allowing more
people to come and form part of the event.
As concern with the theme of the event, it would be Rose and Blue theme. We have
chosen this theme because it suits the topic of diabetics perfectly. Following the statistics,
Mauritius is ranked the 3
rd
country in the world with a high percentage of diabetics. This is
obviously a very serious matter. That is why Myself Gayetree Kaundun being the Team
Leader and my whole team has decided to make an event to help all the diabetics of
Mauritius
Our event would be the more sensational event that would be organized in Mauritius It is
going to be typically original with a different category of name and theme. And it is going to
be unique because it is the first time in Mauritius that a group of youngsters will be
organizing such a big event so as to combat diabetes in Mauritius.
Many people know that Mauritius is being very much affected by this disease but still very
few actions are being taken to help those being affected. Though the government is giving
many facilities to combat it, but yet is it not enough. When we consulted the hospital
personally, we realized that even the youngsters are being diabetics nowadays. There are
some cases whereby pregnant women are giving birth to children who already have diabetes
in their blood. So to help them out we have decided to make a marvelous event so as to make
it very much valuable.
We have decided to make the event more interesting by inviting all categories of people to
our event that is. It will start at 12 am and end up at 12 pm that is a 12 hour event.
Children around 3-15 years are requested to come and have fun from 12a.m to 3p.m so as
they could collaborate to make it a big success. There collaboration will be their entry fee
which is at Rs10 and throughout the event they would collaborate by buying food stuffs and
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by enjoying the various activities inside such as face painting, inflatable balls for the children,
cartoon mascot for entertainment and interesting and innovative games for recreational
performance.
As concern with the elderly person they are requested to come as from 4p.m to 7 p.m. so as
we would be able to entertain them to the maximum. A ball will be organized for them, and a
special disc joker will be appointed to make it a wonderful ball party for the elders. Their
entry fees will be at Rs100 per person. This is because many arrangements would be made
for them. That is snacks, refreshment, alcoholic drinks would be provided. But the motto
would be that all food and beverages would be SUGAR FREE so as to reach the
expectation of our objectives. Because it is very obvious that we cannot create an event to
combat diabetes without the sugar free concept.
Furthermore the party will continue with the youngsters as from 8p.m to 12p.m. and the
theme would be strictly Rose for the ladies and Blue for the gents. We have chosen these two
colors because our logo corresponds exactly with rose and blue color respectively. Special
disc joker would be paid to entertain our youngsters. It would be a very dynamic because all
the music system would be of good quality so as to create vibration, thrill and entertainment
throughout the hall. Alcoholic drinks, wines and beverages would be sell at a moderate rate
so as youngsters could afford to make the party a good success. And their entry fees would be
Rs200 for couples and Rs150 for singles. So as you could see above this is going to be a 12
hour event whereby there would three category of activity divided into three divisions within
the same hall. To make it valuable we have decided to make within a huge hall whereby there
would be enough space to make it perfect.
3. Goals/Objectives of the events.
Our main objective about our event is to raise fund so as to help all the diabetes in Mauritius.
That is to make as much as contribution possible for help all those who are in difficulty
because of diabetes only. It cannot be forgotten that nowadays Mauritian people are being
diabetics at a very young age. Many of our youngsters are being diabetics due to the fact that
we eat anything without taking care of our health. Even our elderly are being diabetics, and
this is indeed creating a big chaos in the society. So to help these people we are organizing an
event, because it is indeed very sad to see our Mauritian society who is suffering from this
disease. So that is what my whole team and I have decided to bring our contribution by
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making this event a successful event. This is to contribute a maximum capital so as to support
the cause of the actual problem, which is to make contribution for the diabetes.
4. Generate creative ideas for your event.
The idea behind which we are organizing this event is because we have noticed that more
than 30% person of our population are being diabetics. Just imagine how that would be if this
disease starts to propagate even more. Only by imagination, it starts being a horror scene.
That is why we got the ideas to organize such an event so as to fight against this disease. We
visited the hospital personally, and it was indeed very shocking to see many patience of
diabetes. Most of them were in critical situation whereby they were very sick but they were
not being able to afford to pay for their treatment. It is noted that Health Care is free in
Mauritius but still for diabetics there are many more care and necessities that is needed. That
is why our event would be the best event to make it valuable for those who need who need
more care and attention as long as they are diabetics patient.
To make it successful we came with the idea of inviting all Mauritians in general so as we
could get more contribution. As long as there will be more people, the greater will be the
income. So that is why we have decided to invite everybody, starting from children aging
from 5 years until elderly people without nominating a special age range. We have also
created three division of apartment within the same hall so as we could pay the same price for
the hall in general and so as to maintain the same venue. The venue is Swami Vivekananda
international Convention Centre.
We have chosen this hall because it is one of the biggest halls in Mauritius and any type of
event would be convenient to be organize other there. The hall is around 75m large and the
division will be done as such that each division would be 25m large. The first division of the
hall will be for the children, the second one would be for the elderly people and for the third
one it would for the youngsters party, after each activity there would be one hour pause so as
to be fit to maintain the second n the third one.
For the children party starting from 12 am we have come out with the idea of face painting
because children love to have their face painted. And they would definitely like the idea to
feature their faces according to their favorite cartoons. The inflated balloon would collaborate
to make the party more entertaining and joyful and energetic as well. The food that would be
sold out in the hall would sugar free food and the drinks would be light drinks and preferably
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there would be more fresh juice so as to maintain the motto to fight against diabetics. All the
food stuff would be sold out at an affordable price so as we could be able to accumulate more
capital so as to be able to reach our objectives.
As concern with the elderly ball, it would be typically a simple ball but with old music.
Because after all old is gold. The idea behind this is that, elderly people would rather join the
party so as to enjoy themselves and to refresh their memory with the songs of their time
would definitely enhance and enriching. There dressing will be simple and as long as they
would make themselves simple and beautiful the better it will be. Even at the ball there would
be foods stuff available at an affordable price. Apart from their entry a fee which is ate
Rs100, they will be provided with many kind of soft drinks and alcoholic drinks as well.
Even expensive wines would be provided, so as those who are interested could buy to enrich
their evening.
Now when it comes with the youngsters party, a special DJ would be hired so as to
encourage more people to come at the event. The idea behind a very well known DJ is that
usually youngsters are very reluctant to have a good time with special and well known
people. That is why we are inviting the DJ Vakil who is a very well known dj and he has also
won many awards throughout his career. The drinks would be sell at a higher rate as
compared to other part of the day because usually youngsters are the pillar who gets more
income because they are the people who works and sometime they do not bother to do more
expenses especially when they want to party after a long tiring day.
5.0 Guest Profile
For the inauguration of the event, the ministry of health, Mr. Lomesh Bundhoo, will be
invited so as to encourage and attract more people to come and participate in our event. This
will definitely give a positive impact thus improving the progression of our event.

5.1 Target Audience/ Market segmentation
Our target audience is the whole population in general because it is not only a part of our
generation who is suffering from diabetes but it is the whole population in general. That is
why we want to englobe the whole public so as to sensitize about diabetes from our children
to the elderly people and to get their contribution as well for those who are already affected
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by this disease. So our target audience would be the whole public that is irrespective of class,
gender, age, community, religion throughout Mauritius.

6. Venus and Location
Our venue is the Swami Vivekananda International Convention Center (SVICC) because
after consulting the hall personally we have come to a conclusion that it would be the perfect
place to organize an event. Firstly it is huge and we can accommodate more than 10,000
people in the hall. The hall is of more than 50 m large. And this is the actual place to make
our event successful and worth going as well.

7. Promotional tools
First of all our promotional tools would be the newspaper at large. That is we have consulted
many media consultant, and have decided to advertise our event in each and every journal
throughout the country. We personally visited the respected officers to pay for the advertising
which cost around Rs25, 000 exactly.
We have also paid Rs10, 000 to a billboard company to affix our billboard in most frequented
places in Mauritius. We have also created a group on face book to invite the majority of
public in Mauritius. The page on face book is called the Sugar Free Eventwhereby more
that 5000 thousand people have been invited. We have also made a poster to be affix
everywhere throughout the country. Namely, bus station, billboard, in schools, in universities
and also in homes whereby it is reachable to our target audience. Furthermore who have also
distributed pamphlets throughout the country to make it more lively and promotional as well?






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7.1 Design of promotional plan
A Face book event The Sugar Free

The image above is the group that we have created on face book to invite the maximum
people that we can to our event. To make the event a successful event, this was one of the
best options because it can be noticed that nowadays everybody have an account on face
book and such event would definitely be noticeable. This was one of the promotional tools
which we used to make it good and successful.
Face book is so much common today that it was the best promotional tool to be used to
market our event. We have shared this event with more than 10,000 people of the Mauritian
popularity so as to satisfy the fact that the more people we get, the better it will be. Because
as soon as many people come in our event, it means we are going to get more contribution to
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reach of ultimate objectives, which is to get as much as capital possible to the serve the poor
diabetes of our Mauritian population.
The Sugar Free Banner

We have chosen this banner, because it is appropriate for the event that we are organizing.
Let us see into details the banner:
The Logo is Rose & Blue in color so as to reach the expectation of our event and to support
our theme co-ordination as well. We have also chosen the quote: we are determined to share
our positive approach and not let diabetes stand in the way of enjoying our life to make the
banner more attractive and beautiful.
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In the same manner we made it simple and clear so as to encourage more people to come in
our event. This banner has been distributed everywhere throughout Mauritius. Mostly in
schools, universities, homes and even throughout the country, on bus stop stations and
everywhere where it can be reachable for the public.

The Sugar Free Poster
We have chosen to make the banner and the poster in the similar way so as to avoid
confusing people. If the banner would have been different from the poster then this would
have definitely create confusion perhaps people would have taken it to be two different
events. That is why, even the poster is similar. The only difference is that the Poster is in an
A4 size to see it in a larger perspective. Our poster has been affixed everywhere throughout
colleges and universities to attract more people.
As concern with the children session our banner has been distributed in pre primary and
primary schools throughout Mauritius, so as to inform children that there will be an event on
the 1
st
May and they are kindly invited to come and spend time in our event so as to bring
their contribution for the diabetes people in Mauritius. Afterall as soon as they will see the
poster or the banner, they will immediately understand that this event has been done to
support the diabetes of Mauritius and we are sure that they will be very much willing to come
and bring their contribution to make our event a success.
It has also been requested to be affix in homes whereby there are many elderly people and
also in centers which are frequented by mostly old people. Because the ball has been
especially organized for them and it is very obvious that our duty is to inform them that they
are kindly invited to our event, so as to brighten it and to bring their contribution as well.
As concern with the youngsters party, both the banner and poster has been distributed and
affix respectively in youth centers to inform them, that their contribution and support is very
much necessary as well.
Thus it can be said that all the necessities have been done to promote our event throughout
the country.
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8. Suppliers of the event:
Let us first of all see what suppliers are:
Event suppliers are critical to the success of your event.
There are simply thousands of event suppliers within the meetings and events industry. From
staff, registration, audio visual, photography, decor, catering, event venues through to and
valet parking, magic, marquee tents, furniture, gifts, incentives, and event insurance there is a
supplier for just about any item or service you could possible want, need or even image.
Our suppliers are:
New grove store (Pravesh Gopaullas store)
Hotel Clinton (food and catering services)
Decoration and sound system from phenomenon pvt ltd
Furniture from Kalachand Interprise Mauritius
Photography covered by Mr Jean Alain Laperotine
Staff from Waiters Industry limited P.louis












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9. Event budget
Let us first of all see what an event Budget is:
Whether you're new to event planning or a seasoned pro, keeping an event budget will help
you stays organized and prepared for any client inquiry -- and help you avoid going over
budget.
For a basic event, such as a seminar or dinner party, I really like Excel (any spreadsheet
software will do), and list four categories along the top:
Item
Projected Expense
Actual Expense
Details
Then, I categorize and track the expense items as follows:
Difficulty: Easy
Time Required: While You Work
Here's How:
1. Track site rental costs. As you plan the event itself and as you meet with your venue
sales manager, track all projected rental fees for the event and function space,
housekeeping, baggage handling, and related expenses.
2. Estimate catering costs. This includes all food and beverage charges, including tips and
gratuities -- which can account for up to 30%.
3. Document transportation charges. This includes shuttles, coaches, event transfers, and
any related expenses.
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4. Add decor expenses. Most events include expenses for decor, such as centerpieces,
florals, tent rentals, etc. This is where you list those costs.
5. Document entertainment & equipment fees. Common expenses in this category
include the A/V equipment, but it's also a good spot to list honorariums to speakers or if
you are hiring entertainers.
6. Summarize printing charges. Several small item charges actually combine to make a
larger expense line item. These include invitations, name badges, program booklets,
event signage and banners.
7. Line item for gifts. One of my event rules is to never allow a guest to leave empty
handed. So, whatever gift or gifts you provide, track the cost for them separately; you'd
be amazed at how much these items can cost.
8. Identify activities expenses. If your event includes activities such as golfing, tennis,
spa, rafting, biking, or other activities, you will want to note the cost of these fees
separately. I suggest summarizing the total cost in your spreadsheet and attaching a
breakdown.
9. Post other expenses. If an expense doesn't fall into any of the above categories, I tend to
list them as a miscellaneous expense item here.
10. Give yourself a contingency fund category. Depending on the size or complexity of an
event, you may want to give yourself as much as up to 20% of the event budget here.
Despite the best planning, charges are going to exceed projected plans with expenses that
you never consider. This will keep you from going over budget every time.
11. Summarize projected expenses. As you build your event program, you will have a
good projection of the total expenses. This is the information that I will share with my
event client to make sure they are aware of the event budget so that there aren't any
surprises later on.
12. Summarize actual expenses. This happens after the event has concluded. I will subtotal
the invoices into the above 10 categories and document the actual budget. If extremely
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favorable, I will identify savings in actual budget vs. the projected budget, demonstrating
the value-add of my role.

Our Event Budget:
Cost RS
Renting the venue 540 000
Decorations (sound system etc) 275 000
Printing costs:
Newspapers
Billboards
Posters (200posters, rs 25 each)
Pamphlets (1000pamphlets, rs 7.50 each)

25 000
10 000
5 000
7 500
Drinks to sell per glass:
Juice
Beer
Vodka
Tequila
Wine
Whisky
Others

12
30
50
50
100
175
200
Food (buffet ouvert) per plate :
Children event
Elders event

150
150
Total cost 863 417
How covered
Drinks(juice) get from new grove store 125 000
From phoenix beverages 35 000
Food from hotel Hilton
Hotel gives us a special deal with catering
services
300 000
Total adjusted cost 460 000
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Revenue
Entry fee:
Children Rs 10 for 6000 children
Elders Rs 100 for 3500 elders
Youngsters:

60 000
350 000
Couples rs 200 for 3000 couple
Singles rs 150 for 4000 single
600 000
600 000
Drinks sold for profit:
Children event
Elders event

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60
Total revenue 1 610 073
Total revenue total adjusted cost =
1 610 073 460 000
Profit
1 150 073


Thus after having a deeper look at our budget, it can clearly be noticed that we have made a
profit of RS 1150 073 which is indeed a great success for our whole team. Thus it can be said
that our event was infact a dream event that we could organized perfectly.












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9. Sponsorships
Sponsorship can be defined as follows:
Supporting an event, activity or organization by providing money or other resources
that is of value to the sponsored event. This is usually in return for advertising space at
the event or as part of the publicity for the event.
There are many kinds of sponsorship:
Television and radio programmed sponsorship. The increasing fragmentation of
television in the UK through new digital channels is providing many more opportunities for
sponsorship of this kind
Sports sponsorship: major sporting events have the advantage of being attended and (more
importantly) watched by large numbers of people. They also attract significant media
coverage.
Arts sponsorship; arts events or organizations are not as well attended as sports events but
are often regarded as more worthy and more in keeping with the image of certain
businesses and brands or by reaching certain objectives.
Educational sponsorship; this can take several forms from the sponsoring of individual
students at college through to the provision of books and computers nationwide using the
redemption of product or store-related vouchers.
What is involved in developing a sponsorship promotion?
Smith suggests a six-stage process to decide what and how to sponsor:
(1) Analyze the current situation: look at which other businesses are sponsoring in the target
area. Are competitors already doing this and is it providing them with an advantage?
(2) Define the sponsorship objectives: e.g. raise awareness of the brand; build an image;
promote a new product
(3) Agree the strategy: how does the sponsorship fit in with any other promotional activity?
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(4) Develop the tactics: agree the details of what to sponsor, price, timing etc
(5) Define the target audience
(6) Consider what resources are needed to make the sponsorship a success.
Thus it can be pointed out that our sponsorship is said to be an Art Sponsorship
because we are organizing an event to reach an objectives which is to help the diabetics
of Mauritius.
Our Sponsors are :
Barclays bank RS 300 000
Rogers RS 200 000
Orange RS 150 000
Emtel RS 150 000
Pepsi RS 200 000
The government has given security services as it is for a good cause.














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10. Event checklist
Let us first of all see what a checklist is:
A checklist is a type of informational job aid used to reduce failure by compensating for
potential limits of human memory and attention. It helps to ensure consistency and
completeness in carrying out a task.
Our Event Checklist:
Venue
Lightening control throughout the whole hall
Water source available
Space capacity within the three division of the wall
Equipments available
Liquor licenses
Power supply
Parking facilities in SVICC
Decoration
photography
Music system
Food
Beverages
Hotel services (food and catering services)
Security services
Cleaning up after the event






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Reference
http://www.amiando.com/event-planner-event-checklist.html
http://en.wikipedia.org/wiki/Sponsor
All the powerpoint notes on event management from Mrs Suhaylah Rosun
Our own understanding an interpretation of terms
http://www.thefreedictionary.com/event
http://www.checklist.org.br/
Event Management: An Asian Perspective by Glenn McCartney
501 Must Be There Events (Hardcover) by David Brown