Overview
The following Course Outcomes are assessed in this assignment:
TH230-5: Evaluate an event for subsequent improvement.
GEL-2.03: Solve real-world problems using mathematics.
Overview:
You have examined the need for post-event evaluation to ensure the client receives feedback and the event planner can improve events in the future. Read the scenario, budget spreadsheet, and agenda, and then address the checklist items according to the submission requirements for this assignment.
Scenario: The Burton Corporation had a major business conference to reinvent themselves in the face of fierce competition and get some ideas for new products and new ways of approaching their tiny home-building products business. The company wanted to incorporate sustainable practices in the four-day conference as well. It took nine months for the contracted event planner and team to plan the event. There were 200 company attendees, consisting of executives, engineers, and supervisors, with six famous speakers on the agenda, ten paid event staff, and a budget of $900,000, which included the event planner’s fee and contingency fee. The conference was held in August.
As the event planner, you and your assistant noticed the following incidents during the event:
- Registration was only open the first morning of arrival; some attendees arrived late due to a car accident on the main road, and there was no one to check them in during the afternoon.
- There were no morning breaks, so people rushed to the restroom in the middle of some sessions, and there were no snacks in the morning. If people missed breakfast, they were very hungry by lunchtime.
- On day two, the A/V equipment malfunctioned during the general session, and no one could hear the CEO explain the company's goals.
- On day three, there was a gala dinner with entertainment. However, because the magic act performer showed up late, attendees started leaving early and missed the acrobats, who were visibly upset that there was such a small audience when they arrived on stage.
- On day four, attendees were only given 30 minutes to check out, so with 200 people checking out, it was chaotic at the front desk.
Budget:
The Burton Corporation had set aside $900,000 for the conference, including transportation, technology, accommodation, meals, and all other related costs. The final costs totaled $902,150.00. Review the budget spreadsheet to determine why the planners did not achieve a breakeven budget total (see the learning activity for assistance with calculating the breakeven point).
Service Quality:
According to our text, “the quality of the systems involved in” everything from registration to on-site accommodations and meal service depends “on the training, personality, and working conditions of the event’s staff” (Rogers & Wynn-Moylan, 2022, p. 305). The Burton Corporation wants to assess the attendees’ overall experience and will be sending out a survey to gather feedback so they can improve future meetings.
Checklist:
Complete an evaluation of this event for the budget and service quality using the template provided.
- Include an introduction that provides an overview of the event, the goals, and the intended audience.
- Analyze the budgeted amount and the actual budget final totals in the provided budget spreadsheet and determine the differences in column D. Explain why the conference did not break even, what the event planner should have done to stay within budget, and what steps they will need to take to adjust the final budget to achieve a breakeven outcome.
- Formulate a set of ten survey questions and answer choices to gather measurable data for you to gain service-related feedback from the attendees based on the agenda and your textbook.
- Explain why each survey question would help you learn what service improvements must be made for future events.
- Evaluate the agenda to determine what aspects were missing or possibly impacted the event's results.
- Assess what went wrong to cause the incidents provided.
- Solve the problem by explaining what changes the event planner and the client would need to make for the event to become a hybrid event next year, hosting both a face-to-face and virtual audience.
- Determine what estimated budgetary changes might need to be made to address the addition of the simultaneous virtual aspect.
Submission requirements:
- Your response should consist of completing the entire template with a full explanation in each section for a total of 500 words minimum.
- The course textbook and at least one additional reliable and/or scholarly source must be referenced.
- Ensure your evaluation is logical, based on the information provided, and constitutes a comprehensive understanding of the evaluation process.
- Ensure the evaluation has an opening and closing paragraph and that each paragraph has a minimum of three to four sentences.
Additionally, make sure that your evaluation response:
- Is written in Standard English with correct grammar, style, and mechanics.
- Has a purpose clearly stated in your introduction statement.
- Demonstrates logical and appropriate transitions from one idea to another.
- Is highly organized, logical, and focused.
- Includes additional title and reference pages in the current APA format and citation style.