Event Management - Event Operational Plan

Event Concept and Development

Ireland is set to become the most obese country, with the UK, within a decade according to

(The Irish Times, 2020).

Through thorough brainstorming and researching, we have decided that the event plan we

will undertake is a Health, fitness and well-being convention. We made this decision on the

basis that our group all come from sport and fitness backgrounds along with the fact that

Ireland has been proven to be a very unhealthy country and is projected to become worse in

the near future. The aim of the convention is to bring people together from all different

cultures and backgrounds and educate them on fitness, nutrition and lifestyle while also

gaining a fun and entertaining experience.

The event will take place at the convention centre Dublin in Dublin’s docklands on 24th, 25th

and 26th of April 2020. It will be run over three days and will include guest speakers of

coaches who give an insight into workout plans, nutritionists will speak about healthy living

and many workshops that will help you gain a greater insight into workouts you can do in

the gym or even in the comfort of your own home.

Why? we decided on a fitness convention in order to raise awareness on healthier living. According to (HSE.ie, 2020) only just over 32% of the population are considered to be sufficiently active to meet the national guidelines. This is something that needs to be changed sooner rather than later and we believe that a fitness convention could help a lot of people

Who? the event welcomes people of all different cultures, backgrounds, gender and age as fitness is something that anyone can do in order to live a healthier life. Although the event will be held in Dublin over the three days, we do encourage people from all over the country to come and get involved.

When? the fitness convention will take place on the 24th, 25th and 26th of April 2020. This is a great time to run the event as it occurs weeks before people may decide to go on holiday and start getting into shape for the summer. According to (Ltd, 2020) April is the busiest month of the year for gym goers with 16% of the visitation.

Where? The convention will be hosted in the convention centre Dublin in Dublin’s docklands. The Convention Centre Dublin is a world-class conference venue and is located just 15 minutes from the airport and hub of the city. It has also won 43 industry awards to date. Not only is it award winning but it is also in an ideal location for people coming from all over the country

What? before deciding on a fitness convention, we brainstormed and researched to come up with an idea, we narrowed it down to a music festival, football charity game and fitness convention. We chose fitness because we believe that the standard of healthy living in Ireland is poor and even though we are a relatively small country, we are on our way to becoming the most obese country in Europe.

Objectives

The main objective of this event is to run a successful convention that provides people with the opportunity to gain a greater insight into health, fitness and well-being while also enjoying themselves, aside from this we also have other goals and targets that we aim to achieve which include:

Link our brand to various gyms such as anytime fitness. Provide programs for people of all fitness levels from beginner to elite. Educate people on nutrition and promote a healthy lifestyle. Link to clothing food brands such as Gymshark and Fulfill and provide them with a

platform at the convention.

SWOT analysis

Strengths:

Provide info on nutrition Info on gym programmes Attract local, national and international business’s Info on mental health Biggest Irish fitness convention Provide demonstrations on various things Run competitions Create atmosphere that inspires and motivates others Showcase new technology, products and services World class facilities Easy access Parking available

Weaknesses:

Limited funding Limited resources Lack of connections in the industry Inahability to attract top brands or companies Lack of expertise in organizing such a big event

Opportunities:

First Irish based expo Opportunity to promote many Irish companies and brands Could be hosted once or twice a year in the future depending on success Attract influencers and celebrities

Boost local economy with people coming from abroad needing accommodation and going out in Dublin that weekend

Could host a party in big nightclub in Dublin for all big names to attend Promote it on social media platforms

Threats:

Cost of everything ie renting the space, running costs etc Weather Health and safety measures

Section BList of staff needed:

The recruitment process:

Effective recruitment allows us to employ candidates who are the correct fit to our organization, who will aid with the smooth + efficient of our fitness expedition in the Iveagh Gardens from the 24th to 27th April.

Vacancies arising:

This role is in the areas of marketing, operations and security. This position is a role which is 12.50 per hour. Candidates applying for the role must be fluent in English, must have minimum 2 years. Experience in the areas previously listed. Candidates will be garda vetted and must have a clean + full driving licence.

Vacancy arising:

Attention all marketing, event management students. This is a volunteer position which will give you relevant first-hand experience in areas such as marketing, event management, digital marketing. Staff will have access to work in direct correlation with fitness companies such as flyefit, ben dunne etc. The role will be from the 20-27th of April and will be a 35 hour week. The role will be for an individual who is highly enthusiastic, extremely motivated, willing to learn and has excellent timekeeping. The role will be for an extro-verted person who will work well within a group.

Organizing staff

Event director Volunteer director

Operations manager: will have 3-5 staff under his/her supervision

Marketing director: Will have 3 staff who will be marketing students acting as volunteers

Equipment co-ordinatorWill have 10 staff working with him, 5 part time staff who have previous experience and 5 event management students who act as volunteers

Recruitment director

Handles security of the event which enrolls allowing entry, scanning tickets at gate.

Develop + implement a successful marketing strategy.

Oversees all equipment being set up.

Handling first aid, first contact with with St Johns ambulance.

Smart recruiting, organizing + controlling of staff

A maintenance man to ensure all equipment runs smoothly during the event

Handles the fitness companies coming to the expedition

Establishes good relations with fitness companies + influencers

All staff will have walkie talkies

Create a digital marketing

campaign that is successful.

Staffing schedule:

Staffing recruitment, training and recruitment compensation plan.

Section C: Detailed Event Budget

Budget components

Preliminary budget (6,000 people)

Expenditures:

Cost of renting The Iveagh Gardens for a 3 day weekend(10a.m-2p.m)=

Insurance= €700 for 3 day event of 5,000 people

Parking=Parking at the venue is very limited

Labour costs (people at the gates, setting up stalls, cleaning up)

People at the gates (1 entrance, 4 people)= €480

Guides at the event (1 info desk, 2 people)= €240

Security (1 guard per 100 people)= €2,400 for 20 security guards for 4 hours for 3 days

Medical personel= 4-6 first aiders on site and one ambulance with two ambulance personel

Media Coverage=

We could hire experts to look after the digital marketing aspect of the social media campaigns, let them create all social media platforms and our website to help spread awareness about our event in the weeks leading up too it.

Signage and branding=

Equipment=We will include in the agreement with companies and brands that they will have to organize their own gazebos for the event as it will cost too much for us to personally buy 50 stalls for example and set them up. We will need generators, speakers, handheld scanners for tickets, chairs, tables, high vis vests, bins, railings.

Photography=roughly €1,000 daily for top quality photographer at the event, might get more then one.

Wi-Fi= wi-fi access available at the venue free of charge

Income:

Sponsorship packages= Offer health related/fitness related companies to sponsor the event, have the main sponsor and sub sponsors. For example have MyProtein be main sponsor of the event, have their logo on every advert, poster, banner etc. and charge a premium of €20,000 for the 3 days. Sub sponsorship from smaller companies like fulfill bars. Offer Gold, bronze and silver packages.

Investors= Start up investment from banks or investors to help fund the event. Offer money back with interest if event is successful and if we hold future events.

Ticket Sales= Charge a weekend pass for €30 or charge €15 for one day. Could offer VIP packages that lets you meet influencers and fitness celebrities. Get pictures with them etc.

Merchandise= Sell merchandise online and on the day. Hoodies,t-shirts,caps etc.

Stall leasing/rent= Bodypower Expo in England charge €15,000 to rent a stall at their event for the weekend. Reasonable price we feel of €3,000 for normal size stall would be more adequate especially for smaller companies. Offer more space and bigger stalls to bigger companies and charge them extra.

Online advertising= Offer advertisement slots on our websites for companies.

Offline advertising= Companies and business’s can advertise their product or service at the event over the weekend whether it be free standing billboards ,posters etc.

Voluntary staff= Try get voluntary staff especially for the clean ups help keep wage costs down

Section D: Event Sponsorship

List of Sponsors:

Gym Shark Alphalite Fulfill protein bars Barbell Burger Co. ACTIPH Water BeeFit Snacks Contact Coffee Co. Elite Wear Empower Nutrition Fitness Superstore

Sponsorship Packages

Features Platinum Gold Silver Bronze

Exhibition Space

Logo and link on the event website

Logo branding on event brochure/posters

Company profile on event website

Post event dinner gala event

Banner on the main stage

Media coverage with Fitness influencers

Tickets available for event 20 15 10 5

Prices if confirmed before 31 st March:

€6500 €3000 €1500 €1000

Prices if confirmed from 1 st April:

€7250 €3750 €2250 €1750

Strategy for approaching potential sponsors

Bibliography

Ltd, T. (2020). How to Manage Your Gym Through The Quiet Season. [online] Gym Master - Health Club and Gym Software. Available at: https://www.gymmaster.com/gym-quiet-season/ [Accessed 11 Feb. 2020].

HSE.ie. (2020). Key Facts - HSE.ie. [online] Available at: https://www.hse.ie/eng/about/who/healthwellbeing/our-priority-programmes/heal/key-facts/ [Accessed 11 Feb. 2020].

The Irish Times. (2020). Ireland's obesity rate among world's worst. [online] Available at: https://www.irishtimes.com/news/health/ireland-s-obesity-rate-among-world-s-worst-1.2594266 [Accessed 11 Feb. 2020].