Introduction and rationale for the event

In this report, the discussions are carried out on the procedures that were being followed for conducting a successful multicultural food event program. The venue for the project was GSM Greenwich Campus GSM room GWO4 at 2 PM.  In order to execute the project, a project plan was being prepared as elaborated in the below section. The students and lecturers were responsible to arrange the event plan from the preliminary phase. It was expected that if the project is properly planned then it will be able to avoid all operational and functional challenges at the execution phase. A list of stakeholders was also assigned for the project. The event was about a multicultural food event program where the students and the lecturer were allowed to buy their desired book also. All the students were divided into two groups and each group consisted of 19 members. In order to conduct a conflict free discussion and to keep all the members up-to-date a WhatsApp group was being created and along with that an email account was also created. All authenticated team members were allowed to access that account as they were provided a shared account password. After that, all the other decisions regarding finance, event and foods were also undertaken by the assigned stakeholders. Raffle tickets were available for the interested group of people. Each student was allowed to avail 15 to 20 tickets and the communication manager was responsible for handling all these aspects successfully.

The main motive of this event was to ideate the concept of proper nutritional diet as it has been identified that there are many families in UK where the children are suffering from malnutrition. In the past years, there has been many cases where deaths have occurred due to hunger. This event was held to spread awareness among the people so that they would provide proper food to their children. From this event, financial support was also raised for the poor and needy people who do not have sufficient resources to meet their daily food requirements.  

The plan for conducting the Multicultural Food event was being prepared so that it could be completed as per the plan to meet the desired goals and objectives. The desired requirements from the event was fulfilled with successful execution of the event. The plan shows for conducting the event, the required activities started from Monday, 01 October 2018. For conducting the Multicultural Food event on 06 December 2018, it took 53 days from the start of planning to completion. The event was considered as project and hence, the close-out phase ensured that it has been completed successfully. The plan for conducting the event was divided into different phase as required for execution of any project. The phases that were followed for conducting the event are illustrated as below:

Planning and management

Initiation phase: This phase reflects initiation of the project for conducting the Multicultural Food Event in GSM campus. In this phase, various activities were executed that reflects on the beginning of the plan for conducting the event. In this phase, an overview of the event was provided to the students and they were divided into different groups so that the event could be completed successfully. The ideas for the event and organization of the different teams to execute the event were decided in this phase.

Planning phase: This phase included the various planning activities required to conduct event. This phase is an essential element for successful execution of the event from the beginning to completion. In this phase, the decisions were made on the venue, budget and essential arrangements that were required to host the event. The planning phase also contributed towards determining how the members and other associated people could be involved in decision making process.

Execution phase: In this phase, the execution of the planned activities were carried out that is making the necessary arrangements that required to conduct the event. In this phase, the decoration of venue was also carried out along with confirmation of equipment for the musical program. In this phase, arrangements for the book stall, musical program and food menus was being confirmed so that there is no last minute changes before the event. The decisions being made were confirmed by every member involved with the event so that there is no conflict among them at the time of event. The musical instruments were procured at the right time so that there is no delay in the musical program. The caterer was informed that food should be ready at least one hour before the event. Finally, the event was started on 06 December 2018 from 02 PM to 08 PM.

Closure phase: This phase presents closeout of the entire project by taking feedback from the participants and sign-off documentation to ensure success of the event. This project was finally closed after receiving approval of the members and evaluating the outcomes that were achieved from the event.

1.1	Lecturer introduces the event details to the students	1 day	Mon 01-10-18	Mon 01-10-18
1.2	Student splits into two groups (each group with 19 students)	1 day	Tue 02-10-18	Tue 02-10-18
1.3	Listing present number of students	1 day	Wed 03-10-18	Wed 03-10-18
1.4	Selection of event manager	1 day	Wed 03-10-18	Wed 03-10-18
1.5	Creating WhatsApp group	1 day	Thu 04-10-18	Thu 04-10-18
1.6	Discussion and decision over the topic	1 day	Fri 05-10-18	Fri 05-10-18
1.7	Multicultural food event planning initiation	1 day	Fri 05-10-18	Fri 05-10-18
1.8	Selecting time for the group meeting	1 day	Mon 08-10-18	Mon 08-10-18
1.9	Discussion on ground rules	1 day	Tue 09-10-18	Tue 09-10-18
1.10	Adding new members to the team	1 day	Wed 10-10-18	Wed 10-10-18
1.11	Advice regarding new ideas	1 day	Thu 11-10-18	Thu 11-10-18
1.12	Further discussion	1 day	Fri 12-10-18	Fri 12-10-18
1.13	Approval of the contribution list	2 days	Mon 15-10-18	Tue 16-10-18
1.14	Idea and option selection for student meal	1 day	Wed 17-10-18	Wed 17-10-18
2.1	Proposed menu for the project	2 days	Thu 18-10-18	Fri 19-10-18
2.2	Stakeholder management plan	1 day	Mon 22-10-18	Mon 22-10-18
2.3	Conflict resolution	2 days	Mon 22-10-18	Tue 23-10-18
2.4	Decision on the menu	1 day	Wed 24-10-18	Wed 24-10-18
2.5	Fixing budget for the project	1 day	Thu 25-10-18	Thu 25-10-18
2.6	Time management plan	1 day	Fri 26-10-18	Fri 26-10-18
2.7	Procurement management plan	2 days	Mon 29-10-18	Tue 30-10-18
2.8	Communication management plan	3 days	Wed 31-10-18	Fri 02-11-18
2.9	Contingency management plan	1 day	Mon 05-11-18	Mon 05-11-18
2.10	Inventory management	2 days	Tue 06-11-18	Wed 07-11-18
2.11	Finalizing Raffle tickets	2 days	Tue 06-11-18	Wed 07-11-18
2.12	Accessing an email account	1 day	Thu 08-11-18	Thu 08-11-18
2.13	Organizing the book sales event	2 days	Thu 08-11-18	Fri 09-11-18
2.14	Planning customer services	2 days	Fri 09-11-18	Mon 12-11-18
2.15	Discussion while decision the food menu	2 days	Mon 12-11-18	Tue 13-11-18
2.16	Management responsibility division	2 days	Tue 13-11-18	Wed 14-11-18
2.17	Presenting Pre final preparation	2 days	Wed 14-11-18	Thu 15-11-18
3.1	Book selling event organizing individually	1 day	Thu 15-11-18	Thu 15-11-18
3.2	Confirming drummer	3 days	Fri 16-11-18	Tue 20-11-18
3.3	Video and photographer confirmation	2 days	Wed 21-11-18	Thu 22-11-18
3.4	Camera man sponsoring	2 days	Fri 23-11-18	Mon 26-11-18
3.5	Caterer confirmed	1 day	Tue 27-11-18	Tue 27-11-18
3.6.1	Sponsorship for electricity	2 days	Wed 28-11-18	Thu 29-11-18
3.6.2	Balloon banners and flags for event	1 day	Fri 30-11-18	Fri 30-11-18
3.7	Venue booking/ sponsoring hall	1 day	Mon 03-12-18	Mon 03-12-18
3.8	food material and water	1 day	Tue 04-12-18	Tue 04-12-18
3.9	Ordering for television	1 day	Wed 05-12-18	Wed 05-12-18
3.10	Hosting of Multicultural Food Event	1 day	Thu 06-12-18	Thu 06-12-18
4.1	project signoff	1 day	Fri 07-12-18	Fri 07-12-18
4.2	Final closure of the project	3 days	Mon 10-12-18	Wed 12-12-18

For managing the event properly so that it could be successful and the desired goals are achieved, each of the activity was assigned with different timeframe based on the complexity and flexibility. For each activity separate resources was assigned and it was their responsibility to accomplish the particular activity within the allotted time period. The promotion and marketing manager was responsible to promote the multicultural food event program. However, security is another aspect that was considered by the project associates. It helped to accomplish the project without any operational and functional error. In order to avoid both internal and external conflict, proper management strategies were implemented accordingly. In addition to this, health and safety is another concern for which Matilda, the health and safety manager was assigned to design and develop plans to make sure that none of the confidential data could be accessed by any of the external users. The plan for health and safety measures were evaluated and analyzed properly to ensure that health and safety practices are being followed during the event.

Activity Code

The health and safety was a major concern for this event as the safety risks may lead to failure of the event and major accident may occur due to lack of proper health and safety measures. Hence, the risks related to health and safety were analyzed well in advance and adequate mitigation strategies were implemented to ensure success of the event. The health and safety risks that were identified in context to conducting the event are listed below along with the necessary mitigation strategies that were implemented to ensure health and safety compliance for the event.

The major risk was design of the venue as there was a chance that the temporary structures such as tables, electrical cords and other equipment being installed in the venue may become barrier for safe evacuation of participants in case of any emergency situation. Small tables of L shape design were being used for displaying food close to the walls so that there is no risk during evacuation. The tables were chosen such that those are easier to handle or move from one place to another as per requirement. The placing and design of the tables allowed safe passage for the participants so that there is proper traffic flow in the venue. The DJ booth was being placed in a corner and all the cords were taped after arranging in a proper manner to avoid fall or trip. The Health and Safety Manager was assigned the responsibility of handling any occurrence of major fault or risks through proper contingency planning. Security officers of the campus were also allocated on duty to assist the attendees from the Foyer area to the event location.

Another health issue that was identified is manual handling of the tables which may cause muscle strains or back pain. So proper training was provided to the volunteers on basic manual handling such that they follow the same procedure and avoid the risk of injury. The other issue identified was working at heights for decorating the venue. During the decoration works, working at heights without proper support could lead to fall or major accident. Therefore, ladders of required height were made available for the members decorating the venue to ensure that there is no injury while working at heights.

The safety of the general attendees was also a major concern in this event as there may occurrence of any accident such as trip or fallout of electrical connections which could lead to fire in the venue. The event was held at Room No GWO4 and it is located near to the main entrance however, evacuation plan was being prepared and conveyed to the volunteers and other members holding the event. The room was well equipped with fire extinguishers and first aid equipment was made available with basic requirements in the reception area.

The other issue that was considered during conduction of the event was food hygiene as there were 50 attendees from diverse backgrounds participating in the event. Any issues with the food may lead to complication in the event as well as bad reputation of the institution. Hence, the food was being prepared by professionals from a renowned caterer and food safety inspector was assigned to check quality of the food being served at the event.

The venue in which the Multicultural Food Event was held is Room No GWO4 of GSM (Greenwich School of Management) campus. The event was organized in that particular room with the help of decorations as well as sign posts for entry and exit points to the venue. The site was arranged with chairs and tables so that the accommodation of 50 attendees could be ensured in the venue. The venue was arranged such that there was no blockage at entry or exit points of the venue. The venue was analyzed properly and number of emergency exits were determined with the help of site plans so that proper safety measures could be implemented. The capacity of the venue was also analyzed and it was found that 50 attendees could be easily accommodated in the Room No GWO4. Some of the venue was being covered by the temporary structures that were being designed for holding the food and backstage for the musical event. Temporary book shelves were being adjusted in corner of the rooms so that it could be easily accessed by the attendees and there is no chaos during the event.

                                         

The main communication facility within the site was through speakers which were used for any announcements or important information. The communication within the members involved with the event was done through communication device that is Walkie Talkie, which is a hand held portable device. The device is a two-way radio transceiver which is used simultaneously so that persons could communicate with each other within a dedicated range. The volunteers and other members were provided with those such devices so that they could maintain constant communication each other and update status of the site. A communication plan was also being designed to ensure that there is no gap while passing information among the members assigned for looking after the event.

Wall mounted speakers were being installed at corners in upper side of walls so that it is easily audible to the present participants in the event. The speakers were connected with microphones so that important information could be passed or essential announcement could be made properly during the event. Further, a podium was being installed at one corner of the room so that the inauguration speech could be delivered. Besides the podium, two sound boxes were installed so that motive behind the event and the various activities included in the event could be easily conveyed to the participants. Further, the volunteers were also being provided with portable microphones connected to the wall mount speakers so that they could easily make announcements in case of any emergency situation.

The main temporary structures that were being used for the event are DJ booth, Decorative platform for food and Sign post for different parts of the event. For the event, a decorative platform was being built besides that wall so that the food can be displayed and it could be easily accessed by the participants without hassle or chaos. The L shaped tables were being installed for displaying the food and the tables were placed on the decorative platform. The DJ booth was also being designed at one corner so that there is no disturbance in other programs of the event. For the lighting equipment and performers of the DJ program, a backstage was being prepared with the help of temporary wooden frame so that the lights could be fitted. The wooden frame was also installed such that the performers could make their entry or exit through the backstage only.

It has been determined from previous studies that the success of an event lies in the decoration and presentation. Hence, temporary structures were used for decoration and other informative purpose. The temporary structure changed the look of entire venue and those also provided easier access to different programs of the event. The temporary separation walls were also being created to separate one program of the event from the other. The books were arranged in temporary book shelves so that visitors of the book sales exhibition could feel comfortable and view the name of books easily without taking them in hand. The visitors were provided with ease so that they could pick the particular book they want to pick without much effort.

The working with various stakeholders was done properly with the help of a stakeholder management plan. During the planning for event, a plan was being developed to ensure that stakeholders could be managed properly. The working with different stakeholders was done in a collaborative manner through proper communication and respecting their views or opinions. The stakeholders have shown active participation and involvement at every stage throughout the entire event. Special award and recognition program was also designed for the stakeholders and it was conveyed to them applicable candidates will be awarded after successful completion of the event. This strategy helped a lot to receive active participation from all the stakeholders associated with the event. The stakeholders were allocated with different roles and responsibilities and they were provided with required training so that they could perform well during the event. From the different stakeholders, some were assigned as heads who were responsible for looking after the associates and monitor them to ensure successful completion of the event. The attendees were guided by the volunteers as well as security staffs so that they do not feel any kind of complexity or uneasy throughout the event.

                                            

The main technology that were being used during the event are DJ music, microphones and visual images. The DJ booth was well equipped with required instruments so that the DJ program could be a grand success and desired requirements could be achieved. The DJ music played a vital role in the event as it provided a soothing and relaxing evening to the participants. The DJ booth was being fitted with proper electrical and lighting arrangements to get the audience attracted. Microphones were being installed at various parts of the room so that important information could be passed to the members involved with the event. The DJ booth was also equipped with microphones to ensure that voice of the musicians is easily audible to the audience. Further, a projector was also being installed at center of the venue so that the crowd and arrangements at different sections of the event are visible at a glance. Visual images were presented in the projector to increase awareness about the event so that participants could completely involve themselves in the event. The lightings were decorated in such an attractive manner that the participants were very excited upon entering the venue. Spotlights were arranged for sign posts as well as for the podium and a disco ball was being installed overhead of the DJ booth to provide a feel of real time concert or musical shows.

The major ethical issue that was identified during this event was disclosure of personal information of the participants. Hence, this issue was considered with top most priority that the no information of the participants is being leaked or accessed by unauthorized persons. The personal information of the participants were confined within the members involved in conducting this event. Another ethical issue that was taken into consideration while conducting this event was discrimination of people according to gender, caste or race as there were attendees from diverse backgrounds. Hence, it was ensured that there is no display of message or discussion that may hurt the values or sentiments of the attendees. Further, feedback was also being acquired from the attendees to ensure success of the event. The feedback process was also kept confidential so that there is no pressure is being given on the participants and they could feel free to express their views about the event.

The sustainability issues were being handled with efficient management and leadership to ensure that there is no impact on the environment. The food wastage or other garbage materials were being collected at particular garbage bins that were installed all over the venue. In the garbage bins, biodegradable garbage bags were used so that there is no harm to the environment. Further, the garbage bags were being accumulated at a specific place for sorting the recyclable and non-recyclable items to ensure proper disposal of the wastage from the event.

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