P7/M4

Event Logbook

Event: Games Quiz

Name: Emmanuel

Group Members: Dakari,

Harrishan, Akshay, Adam,
Aayan, Leo
Week 1
Week Beginning:

The purpose of this event is the assignment of roles and sub-teams for our team.

Date: 24/04/24
Meeting Number: 1
Time: 9:30 AM

Time: 10:30 AM
Roles:
1. Team leader: Akshay
2. Finance officer: Emmanuel
3. Marketing officer: Aayan, Adam
4. Communication officer: Harrishan, Leo
5. Health and safety officer: Dakari

Time: 11:30 AM
Recording meetings –The method my team used to record this is by A4 paper, we
had someone write down the highlights during our meeting.

Time: 12:30 PM
Aims: The aim of this event is to make profit.

Time: 1:30 PM
Date: 08/05/24
Time: 9:30 AM
Duration: 4 hours
Target Market: 16-19 Year old’s
Examiner: Ahmed
Week 2
Date: 01/05/24
Meeting Number: 2
Time: 9:30 AM

The purpose of this meeting is to conclude on which venue where my team want to
host our event.

Time: 10:30 AM

The reason why this meeting is happening is because my team will be discussing
where we will host our venue, when it will happen and who will be in attending our
event.

This meeting is important is because sorting out the venue is a must before we can
continue with the other aspect of the vent, and we must pick a suitable day and time
where we can achieve the highest attendance.

Time: 11:30 AM
Resources and Costs:
• Paper
• Risk assessment form
• Pen

Time: 12:30 PM
Event:
● Themes: Gamer vibe
● Duration: 3 HOURS
● Potential Prize: Snacks and gift cards
Week 3
Date: 08/05/24
Meeting Number: 3
Time: 9:30 AM

The purpose of this meeting is to pick which charity that my team will donate the
money we made from the event to.

Time: 10:30 AM

In this meeting we found a charity to donate our profit to, the name of the charity Is
called the British red cross, the reason why we chose this charity over other charities
is because of the various help and support they provide for those in need.

Time: 11:30 AM
Resources and Costs:
• Paper
• Pen
• Computer (for research)

Time: 12:30 PM
Event details:
● Themes:
● Duration: 3 hours
● Potential Prize: Snacks and gift cards
Week 4
Date: 15/05/24
Meeting Number: 4
Time: 9:30 AM

The purpose of this meeting is to begin doing marketing activities.

Time: 10:30 AM

The reason why this meeting is taking place is because my team will discuss about
the methods we can use to promote our event. We will discuss about the design of
the posters, and where we will stick our posters furthermore we will also use social
media as well most likely Instagram, snapchat etc.…

Time: 11:30 AM
Resources and Costs:
• A3 & A4 paper
• Coloured pens
• Paint
• Printer
• Mobile phones
• Tape
Time: 12:30 PM
Event details:
● Themes:
● Duration: 3 hours
● Potential Prize: Snacks and gift cards

Week 5
Date: 22/05/24
Meeting Number: 5
Time: 9:30 AM

The purpose of this event is to do the risk assessment.

Time: 10:30 AM

During this meeting my team went to the planned venue and did a risk assessment,
taking all the possible risks and dangerous threats to harm into consideration and
then finding solutions to stop them from occurring ensuring the safety of the
participants.

Time: 11:30 AM
Resources and Costs:
 • Risk assessment form
• A picture of the venue room layout
• Measuring tape
• Fire extinguisher

Time: 12:30 PM
Event details:
● Themes:
● Duration: 3 hours
● Potential Prize: Snacks and gift cards

Week 6
Date: 22/05/24
Meeting Number: 5
Time: 9:30 AM

the purpose of this to do a practiced run for the event

Time: 10:30 AM

The reason why this meeting is happening is because we want to do a practiced for
the event therefore everyone understands what their roles and tasks are during the
event so we can limit the chance of this event messing up additionally it also helps
us pre plan the tables and chairs set up which saves us time.

Time: 11:30 AM
Resources and Costs:
• Tables
• Chairs
• Paper
• Pen

Time: 12:30 PM
 Event details:
● Themes:
● Duration: 3 hours
● Potential Prize: Snacks and gift cards

Collect all evidences:

Pictures of the meetings

Picture of Poster/Gannt chart/communication between Merlin, teachers, Estate

of College etc.
 Unit 4 – Assignment 3 – Managing an event D & E
Review the success of the event in meeting aims and objectives, achieving
targets, and receiving good feedback from stakeholders.
Meeting aims and objectives
The aim of my game quiz event is to make profit, the reason why I picked this aim for
this particular event is because the nature of the event allows my team to get many
potential people to be involve to have fun and have a good time. The first objective
that will help my team to achieve our aim is to begin promoting the event in
throughout and social media, so that we can gain attraction how this can be done is
by making colourful posters/leaflets and also posting them online on social media.
The second objective for this objective is to make it competitive but friendly so
players will feel more comfortable and cheer on their favourites which boost morale
and confidence. And the third objective is by offering gift cards and snacks as prizes
therefore giving a reason for people to take part in our game themed quiz.
Yes, my team did meet 2 the objectives, the evidence that backs up my statement is
because we got lots of attention from our advertising which was our first objective,
we used Instagram, snapchat and other social media platforms to spread the word
for our event. And the objective my team accomplished was using gift cards and
snacks as an enticement to gain more people to attend our event reason being
because the people wanted to win the prizes. However, we failed to accomplished
the second objective which was to make it competitive and friendly, unfortunate the
vent was chaotic and loud, the reason why it happened is because we believe the
questions were a bit too hard and the teams were accusing each other of cheating.
Receiving good feedback from stakeholders
From reviewing the feedback survey, we sent to the people who participated in our
event, I can say that most of the feedback is positive, they said they were enjoying
themselves and they looked as if they were having a good time with their friends. I
don’t believe that there was much disappointments of the event, I feel like everyone
in my team worked their absolute hardest. The majority of the 16-19 students agreed
that they enjoyed the event which shows that we have met the aim my team picked
this was useful to us as it showed us that the planning, we did was right and that we
all worked well together on the day of the event to reach our common goal.
There were complaints about the difficulty of the questions some said that they felt
like the questions were too hard and some complained about the fact some trams
used their phones to help answer the questions. My team didn’t have solutions to
this growing issue when our event was happening but we managed to keep the
atmosphere calm before violence to spark out.

Conclusion
Overall in my conclusion I believe that from my evaluation we can confirm that our
video game themed quiz show event is considered a success because the college
students had a fun time and we made some profit from it this is a very positive result
since we didn’t spend much money for the event to happen, and we will donate the
earnings to charity we chosen, we also hit our main goal which was get over 50
participants I believe our headcount was 70-77 participants, furthermore along the
lines we secured to meet 2 out of our 3 objectives which is still acceptable because
we still managed to achieve the aim but next time we can learn this first experience
of hosting an event.
Analyse the planning and running of the event, how risks and contingencies
were managed, making recommendations for future improvements.
Analyse the planning
In the initial beginning phase when the class were being put into teams, my team
originally consisted of 4 members (myself, Akshay, Aayan, Adam) and we all
assigned our duties and responsibility that must be undertaken, then after a group
meetings our numbers grew from 4 to 7 with the new members being (Harrishan,
Dakari, Leo) which meant we had to switch and adjust the already assigned roles
and responsibilities so that we can complement our new extra manpower.
Depending on what job they have to do some members were more involved in the
planning process than others but ever contribution from our team members lead our
event to its success.
Agree Disagree
Marketing Communication between the team
Job roles Motivation
Process of planning
Completing Gannt chart
Contingency plan
 Risk assessment

Analysing the running of the event

In my perspective I think the way how the event was being ran was smooth, getting
permission to use the venue and the location in the college wasn’t that difficult since
we did all that was required such as doing a risk assessment. Fortunately for us the
facilities we needed for our video game themed quiz to work was already there so
we didn’t have to worry about that aspect.
For accessibility we use the already existing accessibility features saving us time and
resources. The teamwork in the group was strong everyone participated in the
meetings and the event operations like setting it up for example; tables, chairs,
putting the PowerPoint on the board that has the questions and answers of our video
game theme quiz show. Therefore, our teamwork was effective enough to get our
event on the road. Timing was a struggle in our team especially with meeting
deadlines that included coursework, how this issue could be improved is by putting in
a better person in charge of time management therefore that person could have
helped us in terms of giving us dates that we know for sure we can meet when
completing the work, we had to do.
The only types of equipment we needed for our event was paper, pens, an electronic
board and a PC which the colleague had therefore we didn’t need to buy equipment.
The communications we used to communicate each other was through email this
allowed to exchange information and work.
Risks
The risks that my team covered in our risk assessment were manual labour with
lifting and carrying tables and chairs, slips, trips and falls, stress, aggression and
violence, wet floors, fire, smoke, allergies. We created methods to counter these
issues for instance; putting warning signs, good time management, improved
communication, security, slowly and carefully, detailed plan, place bright yellow wet
floor signs, fire and smoke procedures, labels. I believe they are appropriate and
does address all issues that we found leaving no outstanding areas.
Contingencies
Contingency ideas I have created for my event are;
New alternative formats and playing styles, I think of incorporate a rock paper
scissors into the video game event because I think it needs a new innovative way of
playing, I was thinking of making it turn to team based competition, sudden death to
maintain player interest and add some flare which helps excitement
Back up venues, in case we don’t have access to the sports hall, I suggest we move
to the common room. The reason why we picked the common room is because it
was our 2nd option after the Sports hall because it has the space and facilities that
we require so that our event can go on.
additional funding methods, in case we go over the planned budget amount. These
methods include crowdfunding, sponsorships, donations, borrowing money from
friends and family.
Reviewing emergency plans and safety procedures. The reason why is because
there may be some strategies that might not meet up to standards and make some
slight modifications.
Recommendations for future improvements
First thing I would do differently is making the questions easier because we got
complaints stating the questions were too hard to answer, I think my team may have
gone over the top with the questions, the person in charge of the questions which
was myself should have made the question easier for the participants.
Second thing I would do differently is to increase security because the event became
chaotic and out of controlled for a moment, having more security would lesser the
chance of chaos and violence from happening therefore everyone feels calm and
having a good time.
Another thing I would do differently is add an 5% discount on the entry fees. The
reason why is because I think there was a possibility to increase our headcount and
one way to that I thought of offering a discount on the entry fees however I
backtracked this idea because of the negative effect it would have on the people who
paid our tickets full price.
Video Game Quiz

Questions 1 (Worst) 2 3 4 5 (Best)

1) I enjoyed taking part today?
2) I would definitely take part
again?
3) What did you enjoy most about
the Video game quiz?
4) How would you rate the format
of the Video game quiz?
5) How difficult were the
questions?
6) Were the rules clear and fair?
7) How would you rate the host’s
performance in terms of energy
and engagement?
8) How satisfied were you with the
prizes offered?
9) Did the event have the required
equipment and resources to
your standards?
10) Were the registration and
check in processes smooth and
time efficient?
11) Do you have any suggestions
for improvement
Conclusion
Overall in my conclusion for the recommendations I suggested I think they would
most likely benefit my team because if the questions on the PowerPoint my team
presented it won’t make the teams get all aggressive but also if the questions were
easy the participants wouldn’t have to cheat and cheating was a problem we faced in
the event because we didn’t have a person that will be observing the players if they
played unfairly. Furthermore, the security was lacking from my observation we had 1
security guard throughout the entire event, It didn’t make the chances of something
bad going wrong through the means of violence or uncontrolled crowd because
those bad things did happen but we managed to bring the level down to calm if we
had 2-3 security guards then I think there wouldn’t be any violence at all. Finally, the
impact to my event if I added my last recommendation which was to add a discount
on the ticket prices, I think the impact is both positive and negative, positive being we
attract more people and the negative being that we upset the players who already
paid the full price of the ticket, unless the price of the ticket was below £3 or £5.
Justify how own contribution has contributed to a successful outcome of the
event by the demonstration of outstanding management skills throughout the
arranging and staging of an event.
Own contribution
My job role was finance officer according to the logbook, I assigned myself to this
role because I think I’m more suitable to this role better than my teammates plus I
can do budgeting and financial planning, financial tracking, supplying, revenue
management, sponsorships, fundraising, compliance. I felt proud of my role as
finance officer because I did a great job at it. What went well was that my team didn’t
overspend on resources and snacks for the prizes, I accurately calculated the
management of our finances suggesting on cheaper alternatives therefore we can
use the remaining money on other paces where it may be more expensive.
Demonstration of outstanding management skills during the planning process
Skills: Interpersonal skills, Negotiating, Planning,
Interpersonal skills
In the beginning of this unit I rated my interpersonal skills a rating of 1 out of 10 in
the personal skills audit, and now fast forward after my team hosted the event I think
I can rate my interpersonal skills higher to a 4 or 5 which is not bad considering that
the original rating was an 1 out of 10, therefore It is an improvement over the curse
of this unit, how this was possible was due to my involvement with talking to people
especially with my teammates as it was effective in orchestrating the event. An even
better if for this skill is to engaged with more people on a consistent basis so it
doesn’t lose momentum.
Negotiating
In the beginning of this unit I rated my negotiating skills a rating of 1 out of 10 same
with my interpersonal skills at the start personal skills audit, since then my new rating
of this particular skill is now a strong 7 out of 10, the reason why I picked this new
score is because as a finance officer I undertook negotiations since it involved with
managing money therefore I had to use negotiation techniques to convince my team
to what I think is best in terms of being cost effective and also I was a spear head for
my team I did a lot of work which included negotiating
Planning
In the beginning phase I rated my planning skills a 6 out of 10, and now I did the
event up to now I rate my planning skills a 9 out of 10, this is a major improvement to
my planning skills all thanks to my plan of the event on the day, I was heavily
involved in the planning process helping out and contributing greatly through my
ideas I suggested to do that are more better and time efficient, what our target
audience is, where and when the event will take place, the quiz questions, how the
room should be laid out, the equipment we need etc….
Demonstration of outstanding management skills during the staging of an event
How my job role as a finance officer contributed to the success of my event was that
I developed a comprehensive and realistic budget for all expected expenses,
providing financial reports and updates to the team leader, negotiating best deals
that benefits our team to success. Analysing ticket sales, securing financial risks and
creating contingency plans to address arising unsolved issues. By me effectively
executing these responsibilities as a finance officer I supported the financial stability
and overall success of the event thanks to my maths skills and strategy.
How my listening skills I incorporated that contributed to the success of my team
event was by gathering information and then process it for my understanding.
Listening skills is vastly important for event organiser is because you need to be able
to understand their needs and make sure their expectations are realistic based on
awareness and absorption of all the information necessary to achieve. My listening
skills are compared to the standard level of listening skill event organiser they more
than suffice because I am a great listener who can take in feedback and information.
How my time management skills I incorporated that contributed to the success of my
team event was by arriving early to lessons and the meetings so I don’t miss out on
anything that was mentioned, Having a high standard of time management skills is
important as an event organiser keep your event on schedule and on budget, but it
also ensures your event runs smoothly therefore reducing the chances of dangers
occurring so everyone can have a great fun experience. I’m very confident that my
time management skills are equivalent to an event organiser, because I know how to
manage my time efficiently and effectively as possible.
How my problem-solving skills I incorporated contributed to the success of my team
event was by I’m naturally gifted at problem solving because I’m also great on the
subject of Maths and numbers and maths is heavily influenced by problem solving
therefore I am naturally inclined towards with solving issues that may potentially
arise. Myself being able to solve problems is valuable because by being able to think
on your feet and come up with solutions to problems effectively, i am more than
capable of savaging my event through creating new contingency plans if there is a
problem my team is facing.
Conclusion
Overall in my conclusion for my own contributions that lead to my team event
success I think they were an important valuable asset to the success of team event
because I believe without me there doing a lot of behind the scenes stuff then our
team would struggle with the planning process and the eventual operating of the
event. I did an excellent job as a finance officer which I personally gave myself since
it was available it wasn’t difficult to be honest considering the tasks and
responsibilities I undertook also my team praised my work as finance officer.
Furthermore, the skills I effectively utilised in the planning process of the event
contributed positively to the event success because I was able to gather and analyse
information, arrival times, completing schedules and deadlines, contingency plans
and providing solutions to problems.
However there is still room for improvement such as improving on some certain skills
like Interpersonal skills and communication skills, because those 2 are specifically
involve with talking to other peoples and talking isn’t my strong point but I think I did
okay with communicating with people in this unit overall, how I can further improve
on those skills is by engaging with conversations more often which builds my
confidence and then I will feel more comfortable talking.