There are many physical resources needed in order to make the event successful and available for the purpose proposed. Physical resources include both the premises and also the equipment needed to be able to run the event as efficiently as possible. Without physical resources, it is hard to stage an event. Human resources are the people needed to run the event and make it as efficient and easy as possible. Usually when events are a ‘one-off’ equipment is rented or hired and therefore would reduce the amount of expenses. One of the main physical resources is the venue.
The venue for our Christmas Fair is Meridian’s school dinner room combined with the hall. It is very open and spacious venue that caters to all needs including disabilities. By having the event in the school hall, we are saving money due to discount. The choice of location is very important as issues as the size of the event, enough parking, fully connected utilities available, enough fire exits and door exits and furniture equipment we may need to use. The Meridian School Hall and Dining area interconnect which makes the area even larger, it can also hold up to around 300 people at a time.
There are also toilet facilities available as well as the teacher’s staff room to access equipment for refreshments. There is a large car park available as well as an extra area on the basketball court where cars have permission to park if needed. However we doubt it will be needed, as it is a local event, we are expecting most people to walk. In addition as the location is a school, many fire precautions have been taken such as fire extinguishers and a fire plan. Water, electricity and gas are not an issue either as we are not likely to have many problems with those factors.
There are a large amount of chairs and tables in our reach; therefore we can keep our customers and stallholders happy by providing them. Other equipment that will be needed on the day will be equipment for the Grotto when taking children’s pictures. However our photographer Ashley Tompkins will use her own camera and photo printer that she owns and bring them to the event. The only material we need to supply Ashley Tompkins with is ink for her printer, which we have bought in advance. The other materials needed for the event are refreshments, decorations, chairs and tables.
Refreshments will be bought before the event and stored in school. Another expenditure is the Santa’s Costume, which will be hired from K’s Costumes. This will cost i?? 35. Originally the school were willing to pay for the costume as they wanted to use it the day after for the school’s Christmas dinner at lunch, however we found out we couldn’t keep the costume another day as it had been rented already. Therefore we needed to give the costume back straight after and the school was not able to use it. Therefore we had to pay for it out of the business.
Chairs and tables are provided by our school and will be set up in the setting up times of the event (8:30 am – 11 am). Individuals of the organising team will provide decorations. We decided to use decorations we had at home to cut our expenses. A table was created to show all physical resources that will be needed, this can be found in Appendix 6. * Human Resources No event can be organised or successful without a team of people contributing towards planning and using their skills and attitudes. Using a team of people is more efficient than having individuals carry out a number of tasks alone.
The Christmas Fair has a large amount of members in the organising team, as well as having three helpers who worked for no charge on the day. A team is also likely to support and motivate each other when conducting tasks. A table was created showing everyone’s input leading up to the day and their status on the day. This can be found in Appendix 7. Before the event, we joined together for a final brief and people were reminded of their responsibilities and duties of the day. Some of the tasks during the day will need people to have some training requirements.
For example, the refreshments table will have to have somebody dealing with food; therefore they will need a Food Hygiene Certificate. An important part of the planning process is getting all tasks done both effectively and efficiently meeting deadlines. Charlotte Roser took the responsibility of a leader figure. This made it easier for communication to happen, and jobs were easier to allocate. We all took a vote to who we thought would most encourage and motivate us, and nominated Charlotte. We then created a Gantt chart to help arrange the tasks needed to be done, and who would set out doing them.
Andrew Cooke was mainly involved in finance and therefore collected and counted all money during the planning stages of the event and staging the event. He also updated the cash flow forecasts and relevant other accounts regularly to ensure we were getting closer to meeting targets and we had structured evidence to keep us organised with who had paid, and which stallholders had not. There was not an individual who took sole responsibility of advertising, although Molly, Michael and I took leading roles in creating advertisements and distributing them.
The whole team had an equal effort with distributing leaflets and other sources of advertisements as well as the final input of designs. I contacted Milli Pooley, a school friend who has great experience in Graphic Design to create our advertisements. Together as a group we concluded what information we wanted the advertisement to read. In addition we created eye-catching e-mails to send to students, staff and parents of our school community as well as creating business cards to distribute around the school during Presentation Evening.
The use of all members enabled us to hand out advertisements in a quick amount of time, all taking a select area of Royston to overcome. 6. Gantt Chart Gantt charts are effective planning tool for any event. This is because it represents the timing of tasks required. For example, it was necessary to carry out all research at the start of the planning and therefore it shows this on the Gantt chart. Each task required doing takes up one row of the chart. The dates run along the top of the chart in days, weeks or months depending the length of time needed to plan the event.
Different tasks can be done at the same time. As the planning progresses, shading is used to show how much has been completed on an individual task. Completed tasks lie to the left of the chart and unfinished tasks are towards the right, due to time. The tasks t the left are completely filled, as they are completed tasks. There are many benefits to using a Gantt chart and are the best choice for planning time effectively and visually. Listed below are other advantages: Time is crucial and shown very clearly Tasks are visual for everyone to see Deadlines are shown clearly.
Progress can be seen by shading of colours It gives structure to an event, allowing members of the event to be more organised There are also drawbacks, which I have also listed beneath: It does not show whether certain tasks can be completed, before completing other tasks before them. It only focuses on time and does not take other factors into consideration such as resources when in the planning process. It fails to shows the critical tasks. Critical tasks are those that hold up the completion of the planning process for an event if they are delayed. We created the Gantt chart during several meetings.
All organisers in the event, decided what needed to be achieved during the planning process up till the event. After this, in further meetings, these tasks were put in suitable orders and then assigned to different organisers to carry out. These meetings helped organise and communicate with each other, it was also a good measure of the time we had left to complete them which helped motivate others to complete deadlines. Our Gantt chart can be found in Appendix 8. Time lines Time lines are used to clarify the order in which tasks should be undertaken in the planning process of an event.
It put all tasks in order and shows which tasks should be completed first. These tasks are put along a straight line. This means that all tasks when applied to a planning process for the event will be put into sequential order in an easily and understandable structure. Time lines can be represented on either horizontal or vertical lines. I have listed a number, of advantages and disadvantages below.