Event Management and Allocation of Responsibilities

I am working at the Saudi Arabia government as a police officer (captain) we have a lot of kinds of events that need to be controlled by the government or the department that is responsible for that event.

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From that, I got the idea to study who to manage those events and also how to distribute the responsibility to your staff. But that can be to prepare a good plan to make that event safer and to lead it to be event succussed.

I have chosen this topic because I believe that it is so important for my government.

Note (i don’t want this study especially in my country I need it as a general standard.

The topic is (event management and allocation of responsibilities)

If you found it suitable with my idea please do it if not you can add what you think it’s important.

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Note

I have attached one document which I think it’s helpful for the key idea.

Thank you and please do your best to make it reenable.

Research Proposal

The Athens 2004 Olympic Games: Its Component, Management, Preparation and Outcome as an Event

Overview

Since time immemorial, people have gathered together for certain and varied reasons, mostly to interact, share as well as participate in an event or two. People of old and in most cultures western or eastern gathered to call on their deities for rain, to celebrate the birth or passage of growth, discuss issues within a community, as well as to respond to tragedies and calamities that befall both individuals and the group.

These are all undeniable, recorded as well as acknowledged presence even during pre-colonial periods, even before Aristotle of the old Greek civilization or Herodotus started recording the oldest annals of history.

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People of all cultures today have reached a certain degree of ironing out even as natural occurrences as gatherings and gatherings have evolved to become “events”. Although events of ordinary stature may be personal to most, there are now those classified as organizational events.

This paper shall focus on organizational events that involve groups of people as well as even cultures and management teams.

Event management has emerged as one of the more important aspects in corporate or organizational activities that must be properly addressed, not only during the actual activities but even years and months prior to its date. This paper shall try to present an effective Event Management and Allocation of Responsibilities in a general setting fit for any governmental, corporate or organizational activity.

Introduction

Events are often the most challenging necessities that some corporations or organizations have to handle. In fact, events have grown from being small family affairs to national and international recognition so that neophyte, individual, participant, and visitor engagement have become necessary components of an event as much as agencies, organizations, and even national and international governing bodies.

Events, festivities, and gatherings are as many individual acts as a community activity and social function. As social functions have emerged as one of the more important aspects not only for public relations but also for internal human relations within and outside an organization or any business entity, events has evolved into another form of marketing and an independent function that has been externally or internally incorporated by organizations.

This paper will try to present the components of managing and preparing a safe and successful event as well as gauge the success of an event applying it to a case study of one certain event: the Athens 2004 Olympic Games. What would be gathered on the process about event management, preparation, and outcome through the use of extensive research on published materials will be compared and analyzed to what had actually happened in the said Olympic Games.

Background of the Study

History has it that people in all cultures recognize the importance of setting aside certain times and spaces for communal creativity and celebration so that festivals and events have constituted a vehicle to express a close relationship between identity and place (Turner, 1982). Ekman (1999) also suggested that festivals, events, and occasions are an expression of collective belonging to a group or a place that creates opportunities for drawing on shared histories, shared cultural practices, and ideals and in creating settings for social interactions. Likewise, these constitute arenas where local knowledge is produced and reproduced, a place where history, cultural inheritance, and social structures are revised, rejected, or even recreated and may represent examples of “cultural text” (Geertz, 1993).

Paddison (1993) observed that events and festivals have proliferated the last few decades in such a way as to disable accurate determinacy of numbers and nature due to interrelated series of factors such as changing approaches to urban management, structural changes in economic production, the use of culture as a means of structuring wealth and job creation as well as the unsettling effects globalization. This has been used by localities and cities to reposition as well as differentiate itself in the increasingly competitive arena. Robertson and Wardrop (2004) also acknowledged that festivals and events as forms of entrepreneurial display have construed vital elements in acquiring the investment needed for restructuring and regeneration.

Events and festivals have actually evolved and emerged from previous traditional and cultural natures of gatherings that today are used by cities, localities, and organizations to market themselves and create place distinctiveness. It is to be noted, however, that contemporary events and festivals could prove problematic and counter-productive if “their purpose and sustainability are of concern beyond the calendar cycle of ever-growing cultural feasts,” (Evans, 2001, p 236).

While the factors that make up an event — peoples, reasons, and localities — are already discussed, some areas of consideration also include marketing and management of events. These are considered as an integral part of most or all events that this study should consider.

Event management is most often preoccupied with the delivery of the high-quality program or competition that visitors or participants come to experience (Getz, 1998). Tangible elements also provide utmost importance and these include services, food, beverages, products sold or given away, and intangible experiences within the temporary and managed atmosphere. As Bejou, Edvardsson, and Rakowski (1996) suggested, events are non-standardized services in which the knowledge, behavior, and commitment of the services provided are crucial. Quality and thereby the success of an event according to Edosomwan (1993) connotes:

  • Error-free performances and presentations of which setting, equipment, appearance, customers, and logos are considered
  • No defects in goods sold
  • Safe performances, activities, services, and settings
  • Efficient and effective performance of services
  • The correct solution of problems, and
  • Courteous, reliable, and trustworthy behavior.

But to separate two sides of an event, the above mentioned are on the part of the organizers or event management, of which, another side is also identified, to that of the participants, the consumers or attendees of an event. In this instance, Swarbrooke (1995) suggests that the concept of attraction be connected in “offering a product of the right grade for the chosen market or markets, at the appropriate price,” of which expectations, experience, and satisfaction of customers or attendees of an event are gauged. At this point, Berry et al (1994) proposed:

  • Reliability – considered the core of service quality to be consistent, dependable, on-time, and accurate
  • Responsiveness – promptness, convenience, and accessibility
  • Assurance – competence, courteousness, security, credibility, and effective communication
  • Empathy – caring, individualised attention, and approachability

The Problem

This paper will try to identify what department or who are the people involved in an organization’s certain event. Other issues to be resolved include who should manage an organization’s events as well as how to distribute the responsibility to the staff. With this information at hand, this paper will also try to find out the preparation process, safety as well as in making sure an organization’s event becomes successful.

The relevance of defining the problem as well as finding answers and solutions for it will be important and useful in my government /organization for consideration and practical use in the near future. Events management is still considered a wide avenue to explore and research, as mastery of it is far from materializing due to continuous changes in cultures, sub-cultures, and people or group preferences. It is then necessary that prediction and anticipation of changes as well as an introduction to new ways and strategies about event preparation and management be employed. This will aim to ensure a safe as well as a successful event in the future.

Research Plan

This paper will undergo the following research plan using a Case Study to come up with a detailed as well as valid research as suggested by Yin (1984):

  • Determine and define the research questions. In this process, I had to establish a firm research focus on one event and in finding the details that made this event a success. Through the guide questions:
    • What are all the details that are considered in the conceptualization, planning, preparation, and management of an event?
    • What department should be in-charged of an organization’s event?
    • Who should manage an event?
    • What are the responsibilities that need to be handled in an event?
    • Who should be in-charged of every responsibility?
    • What makes a safe and successful event?

I will limit my purpose on the research topic related to the Athens 2004 Olympic Games, its component, management, preparation, and outcome as an event. As I will try to find the details to answer all the research questions, I will try to relate the answers to the questions with regards to the last Athens 2004 Olympic Games.

  1. Select the case or cases and determine data gathering and analysis techniques. The approach I have chosen has been to find out through the use of published materials the details about event components, management, preparation, and ensuring success and safety for an event. After that, I will try to compare and analyze the prescribed details about event management with the recent international event Athens 2004 Olympic Games. All actual details about the event will be considered. I will also determine a focus group interview of several respondents that in one way or another have attended the Olympic Games in Athens, and another who has attended a failed event, local or international in nature. Through this process, I would be able to supply a definite answer, in presenting both the details about event management as well as ensuring and measuring the “success” and safety of an event.
  2. Prepare to collect the data. Through the initial gathering of information about event management, I was able to prepare a collection plan for data gathering. I will use extensive research on published materials about events preparation, components, management, and outcome. I will use the Athens 2004 Olympic Games as the event basis, and information about events will be compared and analyzed. A focus interview to a limited number of people with regards to event management will also be conducted of which I plan to include a Greek official who handled a task, a team or staff during the Athens Olympic Games, an interview with Events organization personnel or official with a target of two to three persons from different organizations, as well as three ordinary spectators, one who has attended the Athens 2004 Olympics, another who has attended a successful international event, and another who has attended an event which is considered a failure. I plan to give a set of questionnaires for each respondent that will fit the person’s experience about the event as well as the data I may want or need for this research.
  3. Collect data – In collecting data, it is very important that I have an extensive base knowledge about events, what to expect from an event, management of an event, as well as how to gauge the success and safety of an event. Previous studies about events shall be considered extensively, as well as the mentioned event for this study. Likewise, extensive data on how and what transpired on the Athens 2004 Olympic games will also be gathered.
  4. Evaluate and analyze the data. After gathering all the information and data I need, I would evaluate and analyze the data according to expected outcomes, expected process as well as expected consideration of the materials about event management I was able to gather. Through this process, I will try to identify the departments or management groups and staff that were responsible for certain
  5. Prepare the report.

In this stage, preparation for data collection has been undertaken and will be executed. Further activities will be done to ensure that the report will be prepared and presented properly.

Reference

Bejou, D.B., B. Erdvardsson, and J. Rakowski (1996). “A Critical Incident Approach to Examining the Effects of Service Failures on Customer Relationships: the Case of Swedish and US Airlines.” Journal of Travel Research 35 (1), 35-40.

Edosomwan, J. (1993). Customer and Market-Driven Quality Management. Milwaukee: ASQC Quality Press.

Ekman, A.K. (1999). “The revival of cultural celebrations in regional Sweden: aspects of tradition and transition.” Sociologica Ruralis 39 (3) pp 280-293.

Evans, G. (2001). Cultural planning: an Urban Renaissance. London: Routledge.

Geertz, C. (1993). The Interpretation of Cultures. London: Fontana Press.

Getz, D. (1997) Event Management and Event Tourism. New York: Cognizant Communication.

Paddison, R. (1993). “City marketing: image reconstruction and urban regeneration.” Urabn Studies 30 (2), pp 339-350.

Swrbrooke, J. (1995). The Development and Mangament of Visitor Attractions. Oxford, UK: Butterworth-Heinemann.

Turner, V. (1982). Celebration: Studies in Festivity and Ritual. Washington DC: Smithsonian Institution Press.

Yin, R. K. (1984). “Case study research: Design and Methods. Newbury Park, CA: Sage.

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