Bidding for Event Management

Bidding for Event Management Background/Context Western Australian Football League (WAFL) was first established in 1885 and is based in Perth, Western Australia. WAFL is partnered with the seven network and sponsored by McDonalds. WAFL currently has nine teams competing in a 24 rounds season which commences in March and concludes in September each year. The 2017 grand final will be played on the 23rd September at the Domain in Perth. The celebrity singer proposed to perform four of her most popular songs at the 2017 grand final is the RB and pop singer Jessica Mauboy. Jessica Mauboy will also attending the pre-event activities including meet and greet and promotional events. Jessica Mauboy is one of Australias most successful female artists that rose to fame after competing on the television program Australian Idol. Attendance at WAFL has dropped in recent times however the largest crowd was during the 2010 grand final with 24,638 spectators. Jessica Mauboy popularity will be utilised to not only promote the WAFL but to increase a ttendance of spectators with a maximum capacity of 43,500. The event will be televised on the seven network and broadcast throughout western Australia on several radio stations. Executive Summary The following report indicates on how the event WAFL- Western Australian Football League, will deliver the celebrity performance. The event of music concert will take place in the WAFL stadium only, before and along with the matches. Taking place in Perth on 23rd of September 2017, the WAFL will have a huge amount of spectators. The celebrity will be invited to add an extra buck of fun along with the increase in the number of spectators. The report draws the attention towards the information on who that celebrity is going to be, and all the related tasks those would be included in hiring the celebrity. Along with this, the report includes the information on what is it going to cost to hire the celebrity and conduct the whole event, while taking the safety and quality into considerations. The main problems and their solution will also be discussed in the following report, moreover the further considerations to the risks involved and their ultimate solutions are also included in the report. Along with this information, the report also reflects the detailed information on other minor and sub-projects those are going to be dependent upon this project. The report evaluates every possible aspect related to the event and the event related persons or stakeholders. Objectives The objective of the project is to win the bid for the logistics, event management and coordination for the event at the 2017 WAFL Grand Final. Once achieved, the objective is to organise a smooth-running successful event with Jessica Mauboy performing at the WAFL Grand Final. Another objective is to increase the maximum number of attendance which is within budgets and satisfies all stakeholders needs and expectations. Target Outcomes The target is to sell at least 85% of capacity which is 36,975 tickets sales. This can be measured on the total attendance rate. The target is to meet budgets and success can be measured on the actual expenditure vs. budgeted costs. The goal is to achieve at least 100% satisfaction rate in regards to the entertainment. This goal can be measured through customer surveys and data can be captured from any complaints. How will the success of the project be measured? Customer Satisfaction Within the budget Deliver on time Output(s) Successful and profitable event Excellent time management Planning and executing event in such a way that guest enjoy being at the event Proper management of manpower (to be investigated further) Governance: who is going to be responsible if the event fail? The WAFC attempted a complete audit of its administration techniques to guarantee that best practice frameworks and procedures were consolidated in basic leadership. Commissioners roles and duties Board execution and performance Committees Terms of Reference Delegation of Powers and Authority Approvals HR/Football/Finance Policies Football related contracts and rules register Integrity issues and procedures Review of the WAFC Constitution Key competition has additionally been surveyed and corrected including: WAFL Rules Regulations WAFL Funding Agreement Updating integrity requirements into WAFL and other competitions Reporting Requirements To be investigated Resources TheWestern Australian Football league will be administrated by the not-for-profit association Western Australian Football Commission. The event production company LUX will oversee the artists performance in the WAFL Final. Until 2015 the insurance company AAMI was one of the main sponsors of the WAFL and nowadays McDonalds is the current sponsor of the Western Australian Football league. Supporting the WAFL, McDonalds will sponsor the artists performance. Artists Performance Sponsors: LUX event production company will oversee: Design of the event, which includes marketing. Filming and editing Stage designer. Technical production materials 3 big led screens in the scenario (Left side, right side and behind the artist). Equipment for media server. Operational and controlling lighting system. Sound production. Sound equipment. Microphones. Stage. Backstage (Marquee tent, tables, chairs, sanitary and electrical facilities) Budget Budget To be investigated Stakeholders Communication strategy Objective is to have a transparent and open communication with stakeholders throughout the project life cycle. Communication Plan Six months prior to the event, the event management team will communicate the purpose, objective and share the event management plan with key stakeholders. Direct feedback will be gather from key stakeholders through emails, phone calls and face to face meetings. If required, the project plan will be adjusted or amended to ensure that majority of stakeholders are satisfied and the changes will be communicated. Three months prior to the event the promotional activities will be established and commence through liaising with the marketing sponsors and advertising will be through radio announcements and competitions, and advertisements on social media such as Facebook and Instagram. One month prior to the event, the project team will communicate with key stakeholders on any further changes and how well the marketing campaign is progressing. One week prior to the event, the project team will communicate with the stakeholders the expected attendance numbers and report on the success of the promotional activities. One week after the event, the project team will provide the sponsors with a report on the event and communicate to all stakeholders the overall success of the event. Stakeholders Project Management Team Jessica Mauboy Sony Music Australia Domain Venue Managers Spectators Volunteers Backstage Staff Football Players Makeup Artist/Hair Dresser Sound Engineer Security Sponsors Media Seven Network KIX Country digital 107.3 HFM 91.3 SportsFM 720 ABC Perth ABC Grandstand Digital Fox FM Kix Digital HFM Assumptions and Constraints 2010 WAFL Grand Final was the largest crowd. The final was between Swan Districts and Claremont at Domain Stadium. Celebrity Performance Jessica Mauboy 50K-80K Flights Sydney -Melbourne $439 Melbourne-Sydney $439 Qantas airline Flexible flights Accommodation Length of stay: 6 days (19th September 2017- 24th September 2017) Rendezvous Hotel Melbourne: $760 (5 nights) Food Budget approx.$1500 (6 days) Security MA Security Group Budget: To be investigated. Celebrity Background Second place in Australian Idol I Am World Tour Beyonce and Chris Brown F.A.M.E tour participation. Ricky Martin mentor in The Voice programme Ambassador for the Indigenous Boxing clash event interpreted the Australian Anthem Artists performance songs: Pop a bottle (Fill me up) (Beginning) Burn Inescapable (Youngboyz Mix) Running back ft Flo Rida (Final) WAFL FINAL ATTENDANCE Year Attendance 2009 22,738 2010 24,638 (largest attendance) 2011 15,459 2012 18,612 2013 20,008 2010 WAFL Grand Final was the largest crowd. The final was between Swan Districts and Claremont at Domain Stadium. The total capacity of Domain Stadium is 43500 spectators. The final will be with both or either Swan Districts or Claremont It is expected to overweight the largest attendance in 2010.Jessica Mauboy performance in the grand final will be done to achieve 35,000 spectators. McDonalds and Coca-Cola tickets available in different stores will incentive WAFL grand final sales. Taking approach of the singer boom will be possible achieve attendance goal. Constraints; Budget constraints. Experience and knowledge. Lack of information about past WAFL gran finals. Time for event creation. Major Risks Minimisation Strategies Risk Register Risk Consequences Likelihood Treatments Options/Mitigation Plan Person responsible for implementation Overwhelmed crowd Personal Injury High Permanent volunteers and staff looking after the spectators Western Australian Football Commission Disturbance inside and outside the stadium Personal Injury Low Pre-event, during and post-event police control Western Australian Football Commission Celebrity unable to perform Financial loss and public trust loss Medium Playback due to sickness, performance of another artist due to cancellation. Event board Sound failure Harm to reputation of business community in charge of the sound Medium Sound engineer after and during the event, sound check 2 days after the event, extra sound equipment. Event board Electrical failure Harm to reputation of business community in charge of the electricity Medium Electrical engineer after and during the event, Lights and electricity check 2 days after the event, extra electrical equipment. Event board Communication failure Harm to reputation of business community in charge of the communications Medium Communication staff after and during the event, communication procedures and equipment check 2 days after the event, extra electrical equipment. Event board Extreme weather events. Personal injury and financial loss Low Forecast weather examination prior event. Event board, Western Australian Football Commission Explosion Personal injury and financial loss Low Trained staff able to manage incidents before, during and after the event. Complete evacuation plan approved by the corresponding authorities Western Australian Football Commission Risk Management Event description WAFL Final Date: 23rd September 2017 Time: 2.30pm Venue: Domain Stadium, Perth Location; Perth, Western Australia Running schedule: Colts game kicks: 8.40am Reserves: 11.20am Performance time: 2.00 pm Final league: 2.30pm Issues Management Issues related to the event are to be identified and manage before and at the time of the event. Some of the major issues that should be managed are as follows: Issues related to sponsors Conflicts between staff team Crowd control and security Barriers and concert crowd control Health and safety issues Medical and first aid Restriction on tobacco and smoking during the event Emergency management Management of alcohol Drug related issues Related Projects The following section includes the sub projects those are related to this event in any way. The colts and reserve matches The grand prix finals Guidelines/Standards The main purpose of guidelines is to identify basic standards and measures for organizing an event to satisfy authorities such as government, police department, emergency service organizations and the stakeholders. Guidelines and standards is necessary to satisfy authorities and provide a consistent state-wide approach to event. Quality Control This section of the report will be one of the most important aspect. As this is the only section from where this can be recognized that how efficient the system is going to be designed. The review on how the things are going on so far, would be collected from different sources at different times throughout the whole project. This will allow the managers and event organizers on where they are perfect and where they need to put on more efforts. Basically the quality control is the inspection, testing and checking of the product that we are working on, where the prime moto is to check if something is not okay and then to fix the problems.(Jane Bennett) A few of the sources of these reviews can be: The spectators The event organizers The volunteers The celebrity himself The inspection teams The media Online reviews (Facebook and other social medias) Capturing the lessons Learnt Did we meet the budget? Have we stick to our schedule? Have we had enough time? Actions and decisions taking during the monitoring and controlling stage Is money sufficient Did event run smoothly? Enough Marketing Do we have the right team? Manage Human Resources through KPIs (key performance Indicator) Project Activities and Milestones Project activities and milestones can be divided into 5 phases Phase 1-Pre event approval and application This phase includes all the activities in planning process that enables an event to be held in a safe and proper manner. Approval from the celebrity , sponsors and relevant stakeholders with signed contract Developing a budget The budget should be specific, and include revenue opportunity (sponsorship, ticket sales, donations etc.) as well expenses such as printings, permits, insurance, speakers, food supplies and security. Along with this we also need to plan for the unexpected budget to be on the safer side. Marketing campaign Pre-ticket sales Procurement of necessary equipment Phase 2- Load In This phase includes all the pre event physical activities, delivery and construction of infrastructures and equipment necessary for the event. Setting up a stage, sound systems, lighting systems etc. Arrival of the celebrity Phase 3- Event This phase includes all the aspects from when the crowd starts queuing outside for entry until the last person leaves. Phase 4- Load Out This comprises the breakdown of facilities, clean-up , pack up and departure of the celebrity. Phase 5- Post event reporting An event reporting should be carried out with all the relevant stakeholders. Following the event debrief there should be an evaluation of the event to determine its overall success in terms of minimizing risks and avoiding harm, accidents and disturbances.

Coke and Pepsi Learn to Compete in India

1. The political environment in India has proven to be critical to company performance for both PepsiCo and Coca-Cola India. What specific aspects of the political environment have played key role? Could these effects have been anticipated prior to market entry? If not, could developments in the political arena have been handled better by each company? Answer The political environment have played key role as follow: – Indian government viewed as unfriendly to foreign investors.Outside investment had been allowed only in high-tech sectors and was almost entirely prohibited in consumer goods sectors. The â€Å"Principle of indigenous available† If an item could be obtained anywhere else within the country, imports of similar items were forbidden. This made Indian consumers had a little choice of products or brands and no guarantees of quality or reliability. – Indian Laws, the government mandated that Pepsi’s products be promoted under the â€Å"Lehar Pepsi † name. For Coca-Cola, they attempted to enter into Indian market by joining with Parle and became â€Å"Coca-Cola India†Some of these effects may have been anticipated, especially foreseeing the corruption within Indian government. Taking that into account more proactively might have helped Coca-Cola avoid hardships in the past. As far as the contamination issues goes, that might not have been so easy to anticipate. Both companies held their own when trying to prove their products were within safe limits compared to other food products. They could developments in political arena; Coke could agreed to start new bottling plants instead of buying out Parle, and thus wouldn’t agreed to sell 49% of their equity.2. Timing of entry into the Indian market brought different results for PepsiCo and Coca-Cola India. What benefits or disadvantages accrued as a result of earlier or later market entry? AnswerPepsi early entry than Coca-Cola so it must be different in benefits and disadvantages between them in timing of entry into the Indian market: Pepsi: Advantage – It could enter into market before Coca-Cola so it could gain a foothold in the market while it was still developing. Disadvantages – It was forced to change its name to Lahar Pepsi.And government limited its soft drink sales to less than 25% of total sales. Coca-Cola:Advantages – It could buy 4 bottling plants from industry leader (Parle). It also bought Parle’s leading brands such as Thums Up, Limca, Citra, Gold Spot and Mazaa. And it could set up 2 new ventures with Parle to bottle and market product. Disadvantages – It denied to entry in Indian market until 1993 because Pepsi was already there, so it was not easy to establish the market share with Pepsi.3. The India market is enormous in terms of population and geography.How have the two companies responded to the sheer scale of operations in India in terms of product policies, promotional activities, p ricing policies, and distribution arrangements? Answer Product Policies Coca-Cola and Pepsi launched different product lines for attractive to the Indian consumer tastes. They started with product lines that were already available, such as cola, fruit drinks, and carbonated water. And they introduced new products such as Sprite and bottled water. Promotion Activities – Pepsi and Coca-Cola adapted themselves to the local market with promotions.Pepsi: They promoted heavily during the cultural festival of Navrarti by offering people fetch one kilo of Basmati rice with every refill of a case of Pepsi. This is an effective strategy to exchange between the old (rice) and the new (Pepsi). On the other side, Coca-Cola offers free passes, and giveaway as well as vacations to Goa, a famous resort in India for promoting its product. Pricing Policies – Pepsi launched with an aggressive pricing policy to attempt to get immediate market share from Indian rivals. For, Coca-Cola reduc ed prices nationwide by 15-25% to make them affordable and to access the market share easily.Distribution Arrangements – Production plants and bottling centers were strategically placed in large cities all around India. They were more added as demand grew, along with new product lines. In Coca-Cola’s case, the JV with Parle provided access to its bottling plants and its products. By forming partnerships, both Coca-Cola and Pepsi were able to get initial access into the market.4. â€Å"Global localization† (glocalization) is a policy that both companies have implemented successfully. Give example for each company from the case.Answer Pepsi – Pepsi forms joint venture when first entering India with two local partners, Voltas and Punjab Agro, forming â€Å"Pepsi Foods Ltd†. In 1990, Pepsi Foods Ltd. changed the name of their product to â€Å"Lehar Pepsi† to conform to foreign collaboration rules. In keeping with local tastes, Pepsi launched its Lehar 7UP in the clear lemon category. Moreover, Pepsi is most effective glocalization strategy has been sponsoring world famous Indian athletes. Coca-Cola – Firstly, joined forces with the local snack food producer Britannia Industry Indai Ltd. in the early 90’s.Then, Coca-Cola formed a joint venture with the market leader Parle in 1993. For the festival of Navrartri, Coca-Cola issued free passes to the celebration in each of its â€Å"Thums Up† bottles. It also ran special promotions where people could win free vacations to Goa, a resort state in western India. Furthermore, Coca-Cola also hired many famous Bollywood actors to guarantee its products.5. How can Pepsi and Coke confront the issues of water use in the manufacture of their products? How can they defuse further boycotts or demonstrations against their products?How effective are activist groups like the once that lunch the campaign in California? Should Coke Address the group directly or just let the furor subside? AnswerMany failures of both Pepsi and Coca-Cola experienced due to the unforeseen external environment, including the boycott placed on American and British Goods following the Second Gulf War in 2003. Firstly, Pepsi and Coca-Cola should have more focused on its products. The market still hasn’t taken off so they need to penetrate harder. In 2003, India’s annual consumption rate was still a poor seven per person.Specifically, Pepsi spent very small amounts on its 7UP marketing campaigns in India due to its relatively low market size (4. 5%). Advertising dollars should be pumped more freely and strategically if they want to see a return on investment. Next, they should be defined more specifically in their target markets. Coca-Cola separates its markets as â€Å"India A† and â€Å"India B†. This is too broad and lacks focus. We can differentiate demographics by gender, race, age, interests, job, and location. Then, Coca-Cola entered the mar ket at a wrong time because they had to agree to abide by all of the Foreign Investment Laws of that year.To avoid having to sell its 49% stake though, Coca-Cola should have agreed to set up Greenfield bottling units instead, as Pepsi did. Further, Coca-Cola lost valuable market share by entering the beverage market after Pepsi. By the time Coca-Cola was fully owned in 1993, Pepsi had already amassed a 26% market share. By continuing to apply for extensions and attempting to deny voting rights for the Indian stake, Coca-Cola was only tarnishing its public image and destroying its relationship with the government. When entering into a foreign market, maintaining a good relationship with the host country’s government is crucial.6. Which of the two companies do you think has better long-term prospects for success in India? AnswerIn my opinion, Pepsi will fare better than Coca-Cola in the long run because Pepsi has better in marketing and advertising. It’s also more widely accepted from consumers because it came in this market early so this could make Pepsi got more market share than Coca-Cola.7. What lessons can each company draw from its India experience as it contemplates into other Big Emerging Markets? AnswerFor Coca-Cola, firstly, it must consider more in dealing with government and also establish a good relationship with government. And it must pay attention for investment in quality products. For Pepsi, it must keep their products with local taste, and it should be focus on market trends in that area, celebrity appeal makes for exceptional advertising, and it must keep up with emerging trends in the market as well.8. Comment on the decision of both Pepsi and Coke to enter the bottled water market instead of –continuing to focus on their core products carbonated beverages and cola-based drinks in particular. AnswerPepsi and Coca-Cola did successful in continuing to research emerging trends and implementing them. Pepsi created smaller bo ttles to keep up with the trend of high frequency/ high volume consumption. Coca-Cola launched the â€Å"minis† in an effort for higher volume. So, they should keep a close watch on the advertising campaign effectiveness, and research on pleasant of the advertising for intention to buy.This measure ensured that advertising dollars were being strategically allocated and not wasted. Moreover, they must to consist of establishments primarily engaged in manufacturing non-alcoholic, carbonated beverages, mineral waters and concentrates and syrups for the manufacture of carbonated beverages. Establishments primarily engaged in manufacturing fruit juices and non-carbonated fruit drinks are classified in canned and Preserved Fruit and Vegetable Industry.

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Managing Out in the Public Sector - 1868 Words

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