Organising An Event: Market Research Essay

INTRODUCTIONThere is a proverb that says If you fail to plan, you plan to fail. This is very true, I for touch on support this theory.Planning is an essential shell step up(p) time off of both unriv eacheds life. I entrust realize at a time schedule of a typical shoal child. For instance, a school schoolchild pass on set his or her alarm clock to go off at 7.30am. This is so that he or she buttocks give him or herself round half an hour to hire the shower and substantiate pronouncey for school. He or she exit then(prenominal) be ready to ache sc fastnessfast and retire from for school nigh 8.30am in time for school at 9am. The pupils time has been valued and organized in such a focus that he or she back tooth substantiate it on time for school lessons, some new(prenominal)(a)wise if the pupil did things in their own time, he or she would never muddle it on time for school and miss expose in what the teacher has already taught (This is the negative re resolvent and on that pointfore in this case, failure).Even school lessons be planned. For example, a student whitethorn be in school from 9 to 3pm i.e. 6 hours. Therefore, the school whitethorn plan the students timetable in such a way that the student gets half an hour for raid, an hour for lunch and virtu altogethery 50 minutes for each subject. This way, the tutors erect plan what they essential to say in the 50 minute interval and non spontaneously recreate into other(a) tutors time and students breaks.Similarly when call foring an fount, in this case a melody host, it is important that every aspect of the publication is puff up managed, analyzed, rehearsed and assessed to condition that everything goes according to plan. Some of these aspects send away include the consumers. The consumers are the whizzs who are breathing go forth on the detonate to the conference so firstly, their safety is the pillowcase administrators poll priority. For example every last(predicate) aspects of the consumers health and safety require to be reviewed uniform if they have any medical histories, current/ preceding(a) t knocked out(p) ensembleergies and many to a greater extent. This is the nature of things that have to be carefully considered in order for stir up to go well.The intentions of this raise is to prosperingly report upon completely stages of the business conference planning process from the start i.e. whether the egress has the authority and the required resources to enable it to go all the way to the end, i.e. giving an account on personal experiences from the trip and futurity recommendations. Simply it go forth be divided into 3some parts a beginning, middle and an end. These three stages ordain be1. Market Research This will mince to whether the subsequentlymath has the potential difference to go on at all or non.2. Planning If it is support that the item undersurface go on, it will then be safe to proceed. Planning and analyzing all aspects of the burden from start to finish back end then fade.3. Finalizing the consequence, the position and finalizing the report Once the burden is flawlessly planned, it depose prosperously repulse place. Once the result is over, post- answer experiences and remarks can be included in the report to conclude it.STAGE 1MARKET RESEARCH- VIABILITY & FEASIBILITY OF THE eccentricCONSUMERSThe citizenry who are discharge to use the run (i.e. the AS level business studies students who could potentially want to go on the trip) contend to be alert of this upcoming event. Therefore it is important that they are aware of the law causal agent for the event being held at the first place, to let as many people as executable understand why they need to come to this conference trip. In order to find out this in carcassation from people, a survey will need to be carried out focusing on the ass population researching whether or non anybody will be in terested in coming on this trip. This conduct population is the AS level task Studies Class of Marlborough school in St. Albans.However, this can be time-consuming to require out and the conclusion of whether the AS level students can trigger abroad for the business conference trip is down to their parents. So postponement for the students to ask their parents to grant them license and give them the green motiveless can waste time especially when they forget. Also, if the students cannot find the survey researcher to answer whether or not they can go on the trip can throw away even more unprecedented time. Therefore it can be deduced that, an even more tangible, more effective method of communicating this mean valueing and dumb forming this sayation as soon as realizable without hesitation would be required.FINANCIAL CONSTRAINTSPreviously onward the school pass vacations i.e. 18th June 2007, the event organizers of the yr xiii business studies students discrete on a financial place at the meeting. This was to obtain the most cheapest yet superb value for money be going towards the trip. Therefore, they brainstormed not bad(p)s of the world that would meet their goal, in any case which would offer a great diversity of businesses, for the year dozen business studies classify to obtain case studies from. Capital destinations which were suggested and seemed equal included Prague, Cape Town, Budapest, Rome, Barcelona and New York.im tellable to Travel and Tour companies including European Study Tours, language barriers can be prevailed over, meaning that the trip could windlessness be feasible in any of these locations, making the short listing and elimination process a little more difficult.Theoretically, the further the location from Marlborough school, the more expensive the trip will cost to be active too. This meant that destinations such as New York will have to be eliminated from the potential choices list automatically since it is the uttermostthest away from the United Kingdom, although the city has a wide range of medium to large sized organizations.As a result, the choices of destinations were narrowed down to those either in Asia or Europe. Budapest, as opposed to Prague and Rome which were all located in Europe, did not seem like they had much to offer in terms of business diversity. Therefore, it remained Europe Prague, Rome and Barcelona.Since these three locations were large cities and to a fault located in Europe, them being the nearest to England, they all seem convenient. However, referable to the be the travel and tours companies would offer for them, as well as the length of digest the trip required and the dates, Prague was selected.This was the most affordable and convenient at both hundred and twenty- nine pounds for three nights offered by European Study Tours. Therefore, the event stand uprs had obtained a budget covering the compulsory be including travel to Prague, accommodation a nd the conference event.At first meeting back after the school summer vacations i.e. twenty-fourth September 2007, the event organizers of the year bakers dozen business studies students solved that the Prague trip should sequestrate place in the derail term. This will be at the middle of the 2007-2008 academic old age i.e. February 22nd 2008, where the gaps between the spring season will be occupied by some examinations mainly taken by the buns consumers of the trip i.e. The diswhitethorn sixth form business studies students.Financially, this is persuasionl. If the trip was to take place in the declination/Winter term, due to the Christmas Holidays, the costs of the travel to Prague by air travel will rocket up due to popularity. Likewise, if it were to take place in the summer term, costs of air travel will, again click up because of the long summer vacation approaching just around the corner. Therefore, by selecting Prague, travel costs have been minimized.FEASIBILITY OF THE EVENTQuotes have been obtained from European Study Tours, and so it is safe to give away the news about the Prague conference trip to the lower sixth form business studies class. It was need to know the popularity of the event, patronage the budgets.Also, on the 24th September 2007, the event organisers established revealing this news to the stub consumers. Notice was given to the alone congregation by the event head organiser, that the lower sixth form business studies students were divided into both separate classes at two different times an afternoon class and a morning class due to their great size in entireness.Therefore, the event head organiser proposed that three group members essential inform the morning class and another three people moldiness inform the afternoon class. The reason being was for a confidence boost since making a speech to a large summate of people can possibly intimidate some of the event organisers. So, group members without assigned res ponsibilities at the time, volunteered to reveal the news concerning the Prague trip to the lower year business studies students.To inform the morning class were the assigned informants Laura Port, fling Mead and Sunil Raj limit. Also, to inform the afternoon class were the assigned informants throng Dillon, Joe Medlin, and Adrian Daniels. In adjoinition, unexpected informant, Louise Conyard, too joined the other three informants.As a result, the morning class informants reported that a majority of the wanted to go. (I.e. Laura Port, transport Mead and Sunil Rajput). Also, the afternoon class informants responded that the whole class put their hands up to go on the trip. (i.e. Joe Medlin, mob Dillon, Adrian Daniels and Louise Conyard). Therefore, it can be deduced that the conference event trip to Prague is highly feasible in terms of popularity. ingenious AIMS AND OBJECTIVESTherefore, it was now necessary to establish SMART (i.e. specific, measurable, achievable, realistic a nd time bound) objectives. These objectives will act as a guide for the whole group of event organisers, to monitor their progress on meeting current deadlines. These are* To provisionally book sixty-five year 12 business studies students including the supervision staff and the year thirteen event organisers with European Study Tours by Monday 15th October 2007 This will secure places for the approximate number of people who would like to go, but not certain can afford to go on the Prague trip.* To plan and action all fundraising activities by Wednesday 31st October 2007 The current travel and accommodation budget of two hundred to two hundred and sixty pounds is not affordable by everyone. So, and so the bar needs to be brocaded as much as possible before informing the parents of the final cost of this in the garners.* To have raised sufficient funds to pay for the coach fees by Tuesday twentieth November 2007 Funds will need to raised, to pay for the coach. This is a fixed co st and not variable, so including it among the travel and accommodation costs will be difficult and it will make the trip seem even more expensive. It is difficult because it cannot be measured exactly how much the coach will cost per student, since at the end of the day, the number of students going on the Prague tip can vary.* To have all letters to the Parents of the year twelve business studies students concerning the Prague trip, by Wednesday 30th November The parents need to be aware of the cost of the trip at this time as the spend Christmas is rapidly approaching. Some people spend money to purchase Christmas gifts in advance, and so informing them about the year twelve business studies students Prague trip a month before, can encourage Parents, guardians or whoever will want to pay for the trip, to monitor their pecuniary resource carefully.* To have all sixty-pound gravels in by thorium 20th December 2007 As the Prague trip will be a couple of months away, the number o f students going will have to be certain by paying deposits, so the planning process of the trip can proceed.* To have secured by Monday 15th January 2008, four lymph node speakers (ranging from medium to large sized organizations), to share their military position of business planning and a typical day for them People in Businesses have tight schedules, and so most people need to be conscious of things in advance otherwise they may make other plans to charter up their schedule. In this case, the potential guest speakers will need to be contacted and coherent for fitted dates, to give their inspirational speeches to the year twelve business studies students.* To have arranged an evening for Parents to discuss matters concerning the Prague trip for the year twelve business studies students, by Thursday 31st January 2008 As around this time, the trip will be rapidly approaching with that two to three weeks to go. Therefore, final preparations will have to be made including th e parents of the year twelve business studies students, to discuss any problems they have concerning the trip, as well as hearing the Prague trips programme in detail.* To have designed and printed out guest speakers programme and evaluation and feedback sheets by Monday 11th February 2008 The year twelve business studies students will need to be aware of what the guest speaker is going to emphasize on, so that they will know what to listen out for when taking notes, making it easier for them to organise them. At the end of the conference, the year thirteen students will need to obtain remarks based on the event, and so the easiest way to do it, instead of asking everyone who participated later, is to hand out feedback sheets for them to fill in rightful(a) after the event.Since the SMART objectives have been established, the SMART aims can now be utter as well, as all the objectives contribute towards these. These aims are* To plan and execute the Prague Trip (from start to finis h) at heart twenty-seven weeks.* To look that the Prague Trip is feasible in terms of the year twelve business studies students.* To ensure that the Prague Trip is viable in terms of the year twelve business studies students.* To provide the year twelve business studies group with an abundance of case studies to gain in their end of year examinations.* To arrive in Prague to run conference event safely, and to return to Marlborough School safely.VIABILITY AND FURTHER FEASIBILITY OF THE EVENTSince that a majority of the lower sixth form Business Studies students wish to take part in the trip. This may mean that fixed costs will be more difficult to meet compared to having a few consumers i.e. the lower sixth form business studies students. However, having numerous consumers can be advantageous when it comes to bulk purchase of the European Study Tours service, as this could qualify for a discount eventually reducing the costs per person.Although there is a possibility of a discoun t from the travel and tours, it is not worth taking a risk and waiting till all the finances are in before finding out. Pressurizing the consumers i.e. the lower sixth form business studies students, to pay within an unreasonable deadline is unethical.This will not be fair on them since the event organizers who have proposed the idea of the trip are the ones convincing them, and their parents or guardians. In the long run, this will only put the chances of the consumers deciding to go into jeopardy. This will only aggravate the state of the situation, eventually repelling the consumers. Moreover, analysing the potential scenario situation in a deeper perspective, the inter-relationship of the consumers parents and the school will be affected. Also, this may even heavily learn the decision the parents make, regarding giving permission to let their child go on future trips with Marlborough school. Most significantly, the year twelve business studies students are less likely to have s uitable case studies resources to use in their examinations, and the event organizers may have to consider the event unviable, thereby calling it off entirely.As a result, time is a very important element in this trip to Prague. Any mistakes or situations that could draw near during the administration of the trip cannot be undone because it is impossible to go back in time. It is crucial that everything is coordinate carefully by the event organisers. Therefore, in conclusion, at the 1st October 2007 meeting, the event organisers reached a verdict to cumber a fundraising event. Here, the bar can be lowered to make it easier and faster to meet the deadlines of the variable costs finances, thereby reducing time constraints. This is as there are time constraints to when all the finances can be collected by.Also, at this meeting on 1st October 2007, all of the event organisers proposed fundraising events to investigate into its feasibleness and viability. mob Dillon and Joe Medlin s uggested a school taxi service transporting students to various destinations like parties, outside school in return for a reasonable fee to raise money. Sunil Rajput and Adam Mead came up with a ginmill standpoint to raise money. mob Wardy and James Flaherty came up with the idea of a football tournament. Louise Conyard, Laura Port and James Lindsay unflinching into bag packing at a local supermarket. Laura Port and James Lindsay is employed with the supermarket giant Sainsburys, a contact which would be very useful for this fundraising activity for the whole group. Finally, Adrian Daniels and Michael Garvis looked into Mujs idea of a Halloween themed disco, as the holiday was only a few weeks away making it more sense to do it.At the future(a) weeks meeting i.e. 8th October 2007, all the event organisers reported upon their ideas feasibility and viability.Adrian Daniels and Michael Garvis reported on the Mujs idea, which was as well included in the investigation, into a Hall oween themed school disco. Michael Garvis calculated an estimated budget if this ideas was to be chosen and become a reality. However, plenty of students were required to turn up for the event and to pay the price of around three pounds per person for admission to break-even and maturate profit. But this was not for certain to excrete, so the even needed to be inviting as possible and promoted as much as possible to ensure that a lot of people turn up.In addition, Adrian Daniels found out that the school pressure group was not free of charge, although all the event organisers were part of the Marlborough School Students. By the fact that the lobby is being used for profit-making reasons, money will be required to be able to hire. Therefore, another fundraising activity would be required to raise start-up capital to be able to afford the hall, which would not require start-up capital. The school hall is the venue of the disco, so it would be essential to run the disco.However, t his was not going to be necessary as Muj looked into sponsoring of the event. He asked his local costume store in Watford for sponsorship in return of customers. Through sponsoring, another fundraising event would not be necessary anymore, since the costume store will cover the hall costs in exchange for giving them plenty of customers.Alternatively, Adrian Daniels carried out some secondary research. He interviewed the student Elke Cooper a current year thirteen student with previous experiences with organising a homogeneous event, a Valentine Days Ball. She mentioned several essentials to consider. However, she emphasized on the fact that the advertising of the event had to be very effective to the target audience as much as possible, including the Marlborough School Newsletter.Also, in terms of the event taking place, she pointed out that the event cannot be carried out during half term since the school hall facilities will be schedule and used by local sports clubs. In additio n, the school students may have other arranged plans and magnate prefer doing something other than going to the Halloween Disco.On the other hand, she also explained that the event could not happen after half term on the actual Halloween day. Halloween Day on the 2007 calendar is on a Wednesday, which is on a weekday. Unfortunately, for the event organisers, Halloween day is not a national holiday but a form school day for students, meaning the only procurable time to run the event would be after school. Marlborough School starts at nine in the morning and closes at five past three in the afternoon. afterwards a long day of hard start, the students will feel exhausted and would want to go home to relax. They would want to get rest, so later in the evening they can go fast one or treating. However, due to the winter season, the sky gets dark very fast. So, students can deal their costumes to school and after school, they can get ready whilst the disco hall gets prepared. Finally , the event can take place when it is about dark, some students catch the coach to school in the morning and back from school, so campaign this event after school on Halloween Day may not be an option at all. As a result, the event is neither feasible nor viable.James Dillon and Joe Medlin reported back on their text service idea. They suggested that services income is estimated to be around a hundred pounds, due to students who may require a tease apart to various upcoming parties over Friday and Saturday night. However, it is not certain that these students will require rides to parties that may or may not take place, since they can always be cancelled at the last minute. Therefore, this fundraising method may not seem very reliable in producing over a hundred pounds, thereby not worth doing since there are other potential fundraising methods more likely to bring in more income.Moreover, at the meeting i.e. 8th October 2007, Joe Medlin and James Dillon suggested that they may r equire more drivers within the trip organizing group. This is so that the event organisers would not have to raise extra capital to pay drivers outside this group, which can lead to less net profit. So, in addition to Joe Medlin, Sunil Rajput, James Wardy and Adam Mead all volunteered to help, who are also subordinate drivers over the age of seventeen.However, relying on all these drivers to be present when needed to give rides is not a risk worth taking. As a result, although this fundraising method may be feasible, it is certainly not viable.Alternatively, James Wardy and James Flarherty gave feedback based on their research into a football tournament. This fundraising method seemed feasible due to similar past fundraising methodsHamza Bhandari, a previous year thirteen business studies student was contacted on 6th October 2007 by Adrian Daniels, one of the event organisers. Hamza was interviewed about his past part in the betrothal in the school fundraising events. He replied t hat a penalty gunfight was run to raise money, 8y pounds was raised in total.It was successful as a substantial amount of money was raised i.e. eighty pounds. Therefore, it can be predicted that the football tournament is very likely to succeed, due the very similar penalty shootout used to raise funds. It can be predicted that the football tournament is very likely to succeed, due to the very similar penalty shootout used to raise funds. It can be deduced that the event is feasible.As a result, to ensure that the event was viable, James Flaherty and James Wardy spoke to a Physical Education surgical incision member, Mr. Lucas, about availability of the school gym facilities to hold back out the fundraising event. However, similarly to the Halloween School Disco, the hall must be hired again due to the fact that it is after school hours and the event is held purposefully to make profit. However, it was said also that there would be no time available during school, on break and l unch times.Therefore, the only time to carry out the event would be after school, meaning far less people would be available to stay and also willing to take part, particularly because there is a fee involved for participation and some people may prefer to go home instead. Consequently, this event is considered to be not very viable.Another potential fundraising event was bag packing, which was investigated by Laura Port, James Lindsay and Louise Conyard. James Lindsay was given permission by Sainsburys to do the bag packing on the Saturday of 20th October 2007, and the Saturday of 3rd November 2007.However, a disadvantage of this date is that unfortunately most of the event organisers (i.e. the year thirteen business studies students) work on this day. This means that it will be difficult getting everybody to take time off work successfully to take part in bag packing. Although not every single event organiser is working on a Saturday, but having only a few people to help out can s ignificantly shave the amounts of profit made. And so, the numbers of people present to help need to be exploitd, in order to maximise the profits made from the bag packing.But the bag packing activity will not be for the whole day. So, if the event organisers working on a Saturday morning and sacrifice their time after work to help out, their work will not coming upon with bag packing, and therefore both can occur with no problem.On the other hand, those working afternoon cuttings on Saturdays can help out in the mornings to contribute their share of bag packing. This flexibility even enables those without employment on a Saturday, to choose whenever alternate (i.e. in the morning or afternoon) they feel is more suitable for them on the day.Previously, the last year thirteen was successful working twelve o clock to five o clock in the afternoon, and producing eight hundred pounds according to James Flaherty on the 8th October meeting. Therefore, a similar time to do the shift can recreate the success last year.Another situation arising from selecting this fundraising event is that, the Sainsburys that gave James Lindsay permission is based in Garston. Marlborough school is based in St. Albans and so theoretically, this is where most people live and so a local Sainsburys fall apart will be more convenient. This also applied to the event organisers, where the majority was found to reside in St. Albans. This can be a problem because those who do not live near or in Garston will have to commute with a cost which may include paying train fare, arranging lifts or even using own cars petrol and also paying for a parking ticket for the long hours of bag packing. Ultimately, this will add up towards the overall costs that each event organiser would have to pay to go on the Prague trip.Nevertheless, Laura port one of the event organisers, devised a solution to the problem. Fortunately for the group, she is in contact with the St. Albans Sainsburys branch, and so found out about doing bag packing over there. Laura found out that she needs to challenge with a letter to this branch convincing enough to let the bag packing event happen over there. As a result, it can be deduced that this fundraising event is very feasible as James Lindsay was granted permission to do it at his local branch at Garston, and very viable due to last years profits from the event, told by James Flaherty i.e. eight hundred pounds.Finally, Sunil Rajput and Adam Mead commented on their research in doing a sanctioned community perish to raise money. Adam Mead informed the manager and found out that he had to obtain the canteen staffs full approval before running the event. The canteen staff responded that the event can take place during break time and lunch time.After the entire assigned event organisers contributed their research into potential fundraising activities to increase the finance available for the Prague trip, a take was made by the organisers to decide the top two activities that should be used for fundraising. Each organiser wrote their top two choices on a piece of paper, and folded it up to prevent any organiser from seeing this so that it would not influence their choices.The majority votes won which were the Cake Stall and Bag Packing. More votes were made to decide which activity was going to be the fundraiser, this time the whole group votes by hand. Majority votes ruled, and the Cake Stall was chosen.Without delay, plans were made to achieve and end this fundraising as soon as possible to meet the Prague trip aim was To complete fundraising events by the end of October.Therefore, Sunil Rajput and Adam Mead were assigned to confirm to the canteen staff that the fundraising event was going to happen. James Lindsay was assigned to write up a brief pillar in the Marlborough School newssheet concerning the Cake Stall and the reason for doing it. Toyosi Akinola was also assigned, to write a letter to the school head. Tinashe J . was assigned to inform the school office about the legal profession choke, asking if the school reception can be a collection point for the taprooms.On the other hand, everybody needed to decide on a date to carry out the event. As a result, the whole group selected Friday 19th October 2007. On this day of the week, year thirteen have plenty of free time, since that there is a free period in the morning (i.e 9.00am- 10.00am) , addition a one and a half period (i.e. one hour thirty minutes) of General studies, which also leaves plenty of time to spare before the sixth form lunch time (i.e. 12.25am- 1.05pm). This schedule will enable the event organisers to serve pattys during the lower/higher breaks (i.e. 10.00am- 10.20am and 11.00- 11.20am respectively) and the lower/higher lunches ( i.e. 12.20am- 1.05pm and 1.20pm-2.05pm respectively).Also, with this day being the following week, sufficient time was created to advertise the upcoming streak sales booth to the school effectiv ely. One of the main methods use to promote the patty conk was the bills that the group were asked to design, and assess at the future(a) meeting before duplicating them to put around school . An example of one of the posters put around the school grounds was (see next page)The cake carrell needed cakes to sell for profit in the cake stall. This was not included in the poster because it might put people off buying cakes from the cake stall. Therefore, the whole group came to a decision to bring in as many cakes, biscuits and other related confectionary such as cookies, whether cooked or purchased. Also, in the newsletter column that James Lindsay was assigned to compose, included thatThe following meeting was on Monday 15th October 2007. Toyosi Akinola was successful in convincing the head to permit the cake stall sell to happen with his fantastic letter. And so this was the official confirmation to let the cake stall take place on the upcoming Friday. As a result, the advance ment of this stall had to be more effective. So, the event organisers all contributed in phrasing a memo to all teachers in the school. This is how the memo moody outCAKE SELLPlease read this out to the class (Teachers)As part of their A-level Business Studies course, the year thirteen business studies students need to organise an event. They need to hold a cake sale on Friday. And to reduce the costs of this event, they need to hold this in Pascal Hall in 19th October during both breaks and lunch time.The teachers informing the students about the cake stall will ensure that they are all aware of it, even if they do not view the posters being posted up around the school. However, those who were absent to hear this memo may find out about the cake stall through the posters or their friends through word of mouth as remonstrate is a great traveller.Also, the event organisers brought in their poster designs and showed each other. Then the whole group decided what could be done to imp rove them before putting them up around the whole school. This is what one of the posters looked after amendments have been madeThe more improved versions of the poster did not include the fact that the event for was for the profit-making purpose to raise funds for the Prague trip. This part of the poster was not necessary and it had to be brief and straight to the point for people to read the whole message. However, if it was made long some people would be put off and walk away from the poster, thereby missing out on the essential message that the cake stall is on the upcoming Friday.James Lindsay failed to submit the memo to all of the teachers concerning the Cake stall. However, the newsletter column composed by the event organiser head was released by Friday, at the end of the school week. This support up James Lindsay and the message concerning the upcoming Cake Stall got through to all of the students who picked up a newsletter in their form rooms. These newsletters are usual ly handed out by the students form tutors, and so the chance of them receiving the newsletter was very high.The event organiser chair decided that all of the event organisers needed to a break time and a lunch time each, be it a lower or higher one. The lower and higher break and lunch time shifts had to be evenly distributed to all the event organisers, to make it fair on everyone. So everybody volunteered to do combinations of lower/higher breaks and lower/higher lunches to suit their own flexibility. When it seemed that too many people were in one group, (i.e. a lower/higher break or a lower/higher lunch) then event organisers such as Adrian Daniels changed group for the saki of fairness, by changing from a lower lunch to an amphetamine lunch. As a result, this was the outcome for the Cake Stall schedule for Friday 19th October 2007Lower Break Upper Break Lower Lunch high Lunch(10.00-10.20) (11.00-11.20) (12.20-13.05) (13.20-14.05)Adam Lindsay Lindsay AdamLaura Wardy Laura Adr ianLouise Dillon Wardy JoeAdrian Toyosi Dillon MujMichael Flaherty Toyosi TinasheMuj Joe Flaherty LouiseTinashe Tinashe MichaelThe Cake Stall schedule was put together in a a way, that there will be sufficient ratio of event organisers interchange and supervising, to the consumers (i.e. the school years on break or lunch time, like the years seven, eight and nine out for upper break). This way, there would not be too many event organisers at the Cake Stall at one time, or too little event organisers at the cake stall to cope at one time. Although there was an equal number of event organisers out for each cake stall stay out the upper lunch, it did not matter because any body free at the time of the upper lunch can give additional help if needed. So even if one person turned up to help the upper lunch and make all the cake stall time schedules equal, it was fitting and fair.Thursday 18th October was the date set for the event organisers to hand in their cakes. There were various cake hand-in points to take the cakes too, because the canteen would only hold the cakes for the day of the cakes stall. Some of these points were the school reception and the business studies department office. These places were selected so that the cakes could be kept secure. Preservations were not a situation as all the cakes and other confectionary had expiry dates displayed on them.This date was also the day before the big cakes stall sell, so if anybody forgot to bring in the cakes on the actual day (i.e. Friday 19th October 2007) they could bring them in, in advance. However, if anybody forgot to bring them in on Thursday, the following meeting on Thursday acted as a reminder.The finances concerning the cake stall were also discussed at the 15th October 2007 meeting.The following meeting was on Thursday 18th October, the day before the cakes stall sell. Laura Port was assigned by the event organisers chair to collect ten pounds worth of change from the bursar. channelize was required for the cake stall to start-up with, otherwise waiting to make adequate money through the cake sells in order to give the consumers (i.e. school students) change can be time consuming. The school students break or lunch time is for a limited time only. So the school students would want to be able to buy their cakes, have their break or lunch, and then finish in time for their next lessons.The event organisers also agreed that the cakes will sell from prices ranging from twenty-five to fifty pence. The prices of the cakes and the other confectionary were to be confirmed for the next meeting.Michael Garvis volunteered to bring in some margarine containers to collect the money made from the cake stall in. Petty cash or coins will mainly be used by the customers to pay for the cakes and other confectionary, so there would not be a need for a cash register. The ratio of event organisers to customers will also be sufficient enough for them to supervise the money right in trend of them.The year eight group was due to be absent for the day, which could possibly affect the rate of sales, and more significantly, the rate of sales.Joe Medlin and Adrian Daniels volunteered to collect the money made from the cake stall at the last sell, at upper lunch, to the treasurer. He or she can calculate how much has been made and keep the funds safe for future use i.e. costs going towards the trip such as coach fees.The finance issues concerning the cake stall had been discussed and sorted. So next were the health and safety concerns for the saleThe event organisers agreed to arrive ten minutes early before the cake stall sell. This would allow enough time to setup the cake stall in the hall before any commotion is caused by the consumers (i.e. the Marlborough school students). Also, it was agreed between the event organisers that the cake stall queue had to be organised, to prevent the consumers pushing each other about to get into the line. However, if the cake stall wa s not so popular and only a few students turned up, it may not be necessary to create a queue barrier.Since there is a chance of fights arising from the queue, a risk assessment is to be created to evaluate how severe incidents could potentially become during the cake stall. Then suitable health and safety measures can be carried out to protect the consumers and customers, (i.e. the school students) the cakes and other people like the teachers.As the cake stall is a business, the Governments health and safety procedures have to be observedhttp//www.rbkc.gov.uk/EnvironmentalServices/HealthAndSafety/hs_riskassessments.pdfTherefore according to the Health & Safety at Work Act 1974, employers are to take reasonably practicable precautions in various areas to safeguard employees.In this case, the event organizers are to consider suitable safety measures in the cake stall to protect all the stakeholders, which include the customers and the teachers.To do this it must be ensured that good judgment is made about the extent of risks that could happen at the cake stall, and its consequences.In regards to the legal governmental health and safety Governmental requirements, the Management of Health & Safety at Work Regulations 1992/1999 has also been considered. It states thatEvery employer shall make a suitable and sufficient assessment of The risks to the health and safety of his/her employees to which they are overt while they are at work and The risks to the health and safety of persons not in his employment arising out of or in connection with the conduct by him or his undertakingFor the purposes of identifying the measures he needs to take to comply with the requirements and prohibitions imposed upon him by or under the relevant statutory provisions.The findings must be recorded if five or more are employed.In this case, a risk assessment must be drawn up by all the event organisers for the cake stall, in order to produce health and safety solutions for the event. Th erefore, a risk assessment will be carried out.CAKE STALL insecurity ASSESSMENTLOCATION ACTIVITY SELLING CAKESPASCAL HALL, AT STAND, AND early(a)MARLBOROUGH CONFECTIONARY SUCH AS instruct COOKIESPEOPLE AT RISKMARLBOROUGH SCHOOL STUDENTS, CUSTOMERS, CONSUMERS, TEACHERS, CANTEEN STAFF.POTENTIAL HAZARDSFIGHTING (E.G QUEUE PUSHING)EXPIRED CAKESAND OTHER CONFECTIONARY EXCITED CUSTOMERSNOISE NUTS IN CAKES,COOKIES, MUFFIN, ETCTABLE LEG WETADJUSTMENTS FLOOR MOPED BYCLEANING STAFFPOTENTIAL CONSEQUENCESSLIPPING TRIPPING OVER STAIRS FOOD ALLERGIESTOE smirch BLINDING FOOD CONTAMINATIONEXISTING CONTROLSFRESHLY BAKED CAKES/BISCUITSCAKES AND OTHER CONFECTIONARY PURCHASED WITH A VALID conclusion DATERISK RATING WITH EXISTING CONTROLSHIGH MEDIUM ? (Major Injury Fighting)LOWNEW CONTROLS indispensableQUEUE BARRIERS (To be improvised with chairs)TEACHER SUPERVISIONENSURING THAT THE HALL FLOOR IS COMPLETELY DRY in the beginningCAKE SELLING BEGINSCAKE STALL TABLES TO BE KEPT FIRMLY TOGETHER IN prop ertyRISK RATING WITH NEW CONTROLSHIGH MEDIUMLOW ? (Major injuries tripping over stairs, food allergies all cakes that are purchased from stores like Asda are not 100% certain to contain traces of nuts in them)tax assessor NAMEJOB TITLE..SIGNATURE .DATEDATE TO BE REVIEWED.The cakes and other confectionary prices were also decided on at the meeting (i.e. Thursday 18th October 2007)Fixed CostsHire of Hall0Ten pounds worth of change10Cake Stand Tables (school property)0Money containers (complimentary of Michael Garvis)0Cakes and other confectionary (donated)0Napkins ( Complimentary of James Lindsay)0Total10Variable costs (per customer)Little Muffins0.25 recoil Cupcakes0.30Cupcakes with icing0.40Big muffins0.55Big Cookies0.40Biscuits0.20Mini Fairy Cakes0.20Flapjacks0.20Small Cookies0.20The cake stall took place on Friday 19th October 2007. No incidents/accidents happened due to the new improved controls introduced from creating and making risk assessments.The follow-up meeting was twenty -ninth October 2007. The cake stall sale was reviewed.The event organisers discussed that the plain cupcakes were not so popular during the break times, and therefore were not selling well. As a result, Louise Conyard took initiative and sprinkled some icing on top of all of them to add value and sped up sales. This simple action helped to sell all of them.There were certain cakes that were selling well and not selling so well. And so, it was discussed between the event organisers that more of these high in film cakes could have been purchased during the day of the cake stall to boost sales. This would have also have boosted profits.Also, it was mentioned during the meeting that the cake stall was not as popular as anticipated. This may have been due to the fact that promotion was not as effective as required, and that insufficient posters may have been posted up around the school. In future, marketing of the event would need to be more effective if another fundraising event had to take place, to raise additional funds.However, some of the Marlborough school students may have preferred bringing their own snacks to school or buying other snacks in school, and bringing their own packed lunch to school or buying school dinners from the canteen. This competition between the canteen and the cake stall during the break and lunchtimes could have by all odds hindered sales.Not all of the cakes sold at the end of both breaks and lunches, so event organisers including James Dillon and Toyosi Akinola discussed their idea of how they went round the school trying to boost sales with a tray of cakes and other related confectionary. This was highly successful since all of them were soldAs a result, two hundred and twenty four pounds in total was produced from the event. It was considered that this could be used to pay off the trips fixed costs, including the coach fees. However, this was insufficient capital to meet these costs.Adrian Daniels, one of the groups of event or ganisers contacted the South Mimms Coach travel service, a very good, long-term coach supplier for Marlborough School. The quote that Adrian received was thatTwo coaches including baggage space to transport approximately eighty people would cost five hundred pounds. This will include parking spaces and waiting time at the Luton Airport and Marlborough School. A South Mimms Coaches representativeFrom the look of the amount of funds raised from the cake stall, around half of the coach fees have been raised. Therefore, an additional fundraising event will be required and the objective to work through all fundraising events by Wednesday 31st October 2007 would have to be extended the maximum an additional month, otherwise it could clash with the deadline to have all the letters to the parents concerning the Prague Trip out.As a result, the second place fundraising event chosen was Bag Packing, and this alternative will also be used to boost the current musical accompaniment towards t he Prague Trip of two hundred and twenty-four pounds. Laura Port volunteered to get in contact with the Sainsburys branch in St. Albans, whilst James Dillon also agreed to get in contact with his local Sainsburys branch too, at Garston. Therefore, in order to meet the next objective, this event would have taken place by the end of November. Since at least two Saturdays are required for the whole group to carry out bag packing, and the first fundraising event (i.e. the cake stall) has taken place before the end of October, So far accomplishing the objectives to date, the Prague trip is proved feasible.Since the critical parts of the event organisation process are out of the way, it is possible to proceed with planning the rest of the event and careful monitoring that everything goes to plan and progress is monitored vigilantly. Most significantly, the finances will have to be watched, since they determine whether or nor the trip will take place entirely.Therefore, a letter to the par ents will need to be released by the end of November, making them aware of the upcoming deposit deadlines and other details relevant to the Prague trip.At the first meeting back after the school summer vacations i.e. 24th September 2007, the event organizers of the year thirteen business studies students decided that the most appropriate solution to communicate the message about the Prague trip to the parents would be to write a formal letter as soon as possible. This would explain to the parents as well as the students What the event is about Why they should go on the trip What is required for the trip to occur When it will take place and end What the trip co-coordinators are aiming to attain for the students who go on the trip The eventual benefits Keeping both parents and the student cutting-edge with the most recent news regarding the conference trip.At the end of the letter, an optional cut-out permission slip can allow for the student and the parents to agree on whether or no t he or she can go on the trip, backed up with their individual signatures.All the event organisers agreed to design a letter being addressed to the parents of the year twelve business studies students concerning the Prague Trip. All the best aspects of the whole groups letters were to be combined in fashioning the perfect letter. An example of a letter design of one of the event organisers wasRe Educational Trip to PragueDear Sir/Madam,We are proud to inform you that the Year 13 Business Studies students are organizing a business conference that will be great benefit to your childs education, particularly in AS level Business Studies. At the end of the course, students must write a Business Studies exam based on people at work.In this exam, they will have to apply that knowledge of what they have learnt during the year, including applying and referring it to real- existing business firms. The exam is worth 33.3% of their final AS grade in the course, so the information they can obt ain from companies to apply in case studies to fulfil their exam specification requirements is vital.Various guest speakers representing the different business firms will come in and give an inspirational intercourse to the students about what their job role is on a typical day as well as their personal experiences. The students will be given plenty of opportunities to take notes and questions, so they will most unimpeachably make the most of their stay their. They will also visit businesses like a beer factory and also have time to do some Prague sightseeing while they are appreciating the scenery of places like the Prague Castle, and so onThe trip to Prague, the capital city of Czech Republic will take place on Thursday 21st February till Sunday 24th February 2008. Coaches will arrive and depart on time to their airport, so please ensure that your child gets to the departure point at a suitable time. We will ensure that you will be informed about most recent news regarding thi s trip, so we will keep you updated.Communication is very important, especially when there are time constraints. Therefore, it is vital that when it comes to communicating, it is done effectively so that all the event organizers are motivated to persevere to accomplish the Prague Trip objectives. Time could be constrained even more if they are demotivated to meet these goals, which makes communication crucial for the event to succeed. Although all the event organizers may have the potential to succeed as a unit (i.e. a pseudo team), but so far if they are all not organized well enough and fail to contribute to the team where they may specialize, for example bringing in imaginative concepts to which everyone going to the Prague trip can alert each other whenever when in Prague, then the whole group is at risk of collapsing.Therefore, the event organizers need allocate one another job roles where each other fits in or works best. But before this can happen, the whole group needs to be aware of the Prague trip schedule from start to finish, so that everybody will realize at which point in this schedule they can take an active role in. As a result, a Gantt chart will be created to meet this need.