Music Trade Show - Research Paper Example

?Music Trade Show Executive Summary The music trade show has been organized to exhibit the modern equipments manufactured by numerous reputed companies. In addition, a musical concert has been planned which will consist of participants, both amateur and professionals from the music industry. The trade show is scheduled to be instigated from 7th September and continue till 9th September. The venue of the location has been planned at International Expo Center, Cleveland, Ohio. The opening of the event has been organized to conduct an education seminar which will be accompanied by professionals from the music industry. The seminar is further expected to provide valuable tips to the amateurs, which will help them to attain success in the future. The overall budget allocated for commencing the trade show will require US $50,000. Moreover, the coordinators or the organizers have planned to recruit 50 volunteers who will be responsible for effective commencement of the event. Furthermore, the organizers are expecting a total of 100 exhibiters who will showcase their musical equipments to the visitors. Moreover, the coordinators are expecting 10,000 attendees, most of them being the professionals and amateurs of music industry. Table of Contents Executive Summary 2 Table of Contents 3 Thesis Statement 4 The Challenges and Opportunities Related to the Event 4 Human Resources Plan 6 Financial Plan 7 Process Used for Creating Events 8 Ethical and Legal Considerations 10 Process for Orchestrating the Events 11 Works Cited 12 Thesis Statement Organizing a music trade show requires effective planning and execution by the coordinators in order to successfully attain the determined core objectives. The report hereby intends to provide a brief analysis of the challenges and opportunities associated with the event. It also intends to evaluate the human resource plan in order to place the ‘right person for the right job’. The estimated budget required for commencing the event will also be provided in this regard. Moreover, the discussion also intends to take into account the ethical and legal factors along with the security measures necessary in relation to the efficient conduct of the event. Based on these various aspects, recommendations on the basis of current events will be provided for successfully conducting the music trade show. The Challenges and Opportunities Related to the Event Numerous challenges can be identified to be associated with the process of organizing a music trade show. One of the foremost challenges can be identified as related with accommodation issues. As the event will be organized for three days, accommodation for the attendees and exhibiters should be appropriately managed. The 10,000 attendees are expected for the show along with 100 exhibiters who are to be provided with enough space and healthy environment during the course of the event. Furthermore, arranging for the availability of food can also be regarded as a vital responsibility for the coordinators while arrangements for the housing of visitors are being planned. Transportation will also be a factor that should be taken care of while organizing the event. Adequate number of cars should be arranged in order to transport attendees and exhibiters to and fro from the venue. Furthermore, goods carriers should be reserved for three days as the exhibiters will carry various instruments in order to podcast its unique features. Moreover, arrangement of enough space should be made as space regarding the exhibiter’s booth shall be provided prior to the opening day of the event. 100 booths have been planned to be temporarily constructed with this purpose, each providing 180 sq. ft. of space to the exhibiters (Canadian Music Week Inc, “Exhibiters Manual”). One of the crucial challenges for the coordinators in this regard can be identified in relation to the collection of finances through sponsorships. Thus, organizing a mega event of this stature will thereby require incurring huge amount of money for meeting the cost of these arrangements. Furthermore, convincing companies for providing sponsorships will relatively become more challenging as music have become one of the most competitive industries. Therefore, coordinators of the music trade show should employ efficient marketing professionals who have the abilities to convince the employers of the organizations in providing financial support for commencing the event. Human Resources Plan The coordinators have decided to employ 50 volunteers for three days who will be responsible for managing the gatherings present on the venue. Additionally, a team of 10 marketing professionals will be hired under the leadership of 1 marketing head, for 15 days prior to the event in order to collect as much sponsorships as possible. These marketing executives will be entitled to a commission of 25% for each of the sponsorship amount provided. Moreover, an external food supply agent will be allocated in a contractual basis being responsible for providing the required food, as agreed among the coordinators. In addition, 10 cleaning staffs will be hired for three days who will be positioned within the venue. An electric service contractor will also be recruited on a temporary basis responsible for providing assistance owing to any technical problem that may arise during the trade show. The exhibiters will also demonstrate various instruments for promoting their brand and newly introduced models. Therefore, electrical appliances will be required for providing assistance to the instruments. In addition, in case of any technical faults, the service contractor will be responsible for providing solutions to the exhibiters. External security agencies will also be contracted for providing 100 security personnel which will be employed throughout the venue. Furthermore, a security administrator will accompany the security personnel in order to avoid any security concerns. 4 personnel with experiences in handling metal detectors will be employed in the main entrance to the hall to ensure security measures. The following diagram represents the structure of the human resource team engaged with the event organized and their respective roles. Fig. 1 Financial Plan The successful accomplishment of a mega trade show will require effective budget plan for meeting the expenses related with the proceedings of the event. Although the trade show is scheduled for three days, the hall should be booked for four days due to the prearrangement of the exhibiters’ booth. Moreover, the accommodation facilities need to be arranged prior to the commencement of the show as most of the exhibiters will prefer staying all the three days instead of travelling every day from the venue. However, transportation costs should be required as the attendees will be offered with free transportation facilities to the specific locations (Shone and Parry 133-134). Contractual employees, i.e. the cleaning staffs, will be paid US $50 per day for each. Additionally, the security agency has been contracted for 3 days which have amounted to US $5,000. The marketing executives are entitled to receive a daily allowance of US $30. However, they have also been contracted for receiving 25% commission on the sponsorships’ amount provided by them. A marketing head will be appointed who will be responsible for tracking the daily activities of the marketing executives entitled for a fixed amount of US $3,000. Expenses regarding power consumption should also be considered, as huge number of electric appliances will be used by the exhibiters. Furthermore, a medium sized screen will be installed in order to telecast the performances of the professional and amateur musicians. Based on the aforementioned criteria, the following illustration will evaluate the estimated budget for conducting the musical trade show. Expenses Amount (US $) Hall Rent for 4 days 4000 Food expenses 5000 Hiring of 20 buses and 5 cars 7000 Daily allowance to marketing executives 4500 Remuneration to cleaning staffs 1500 Expenses regarding security 5000 Power consumption expenses 10000 Other expenses 10000 Total 47000 Fig. 2 Process Used for Creating Events In order to plan an effective musical show, the coordinators should follow the basic steps required for conducting the event. Initially, the type of event to be conducted should be identified. After the event has been decided, goals and objectives should be determined which are expected to be accomplished after the event has been conducted. Furthermore, the target audience should be identified concerning the emphasis of the event such as education, health or music among others. Following the identification of the targeted audiences, date and time should be fixed for commencing the event according to the convenience of the coordinators. While the date and time has been fixed, location of the venue shall be considered. Availability of hosting targeted audiences and providing required facilities should also be considered before finalizing the venue. After the proposal and preliminary decisions have been taken, the coordinators should contact the contractual partners who will be responsible for providing certain necessities such as food and other basic requirements. In the final stage, a financial budget plan should be executed keeping in mind all the necessary factors (National Stroke Association, “10 Steps to Plan an Event”). In the above context, it can be stated that the musical trade show will achieve great success if the coordinators consider the aforementioned basic steps in planning an event. Although, major steps have been completed, the coordinators should consider other factors too before commencing the event. For instance, the coordinators should select effective business partners to cope up with the estimated budget. Ultimately, sponsors should be identified appropriately who will be interested in funding the show in order to cover up the expenses associated. Moreover, arrangement and positioning of security personnel should be planned in advance for maintaining a secured environment (Allen 161-163). Ethical and Legal Considerations Permissions required from various authorities should be identified and acquired before commencing the event. The sound systems should also necessarily comply with the permitted level specified by the local authorities. Moreover, permits related to playing live shows and recorded music should be collected by the organizing committee as live performances of professional and amateur musicians will be organized. On hiring the venue, coordinators should also ensure that agreement is conducted based on a legally enforceable contract for avoiding any kind of legal discrepancies. Furthermore, the agreement should be read carefully before signing the document to ensure the mitigation of any discrepancies. After the document has been signed, the coordinators should ensure that all the activities pertaining to the event comply with the terms and conditions mentioned in the contract (Pilch, “Events Overview – Legal Issues to Consider”). Similarly, business partners who will be associated with the event should be compelled under a legal contract in order to avoid any differences in opinions. The food and beverages supplied to the attendees and exhibiters should be served with due significance to health issues. Furthermore, in order to successfully conduct the event, security measures should be effectively planned to avoid disruptions due to negligence. The coordinators should also ensure that volunteers possess a duty of care attitude towards the attendees throughout the proceedings of the event which in turn will enhance the quality of services. The organizers should ensure that precautionary steps have been in place for safeguarding the interests of the visitors. Furthermore, assistance from the local authorities or communities should be taken in order to identify the emergency procedures as well. Ultimately, relief personnel should be notified about the event in order to provide help for tackling any emergency situations (Pilch, “Events Overview – Legal Issues to Consider”). Process for Orchestrating the Events The trade show is scheduled to be commenced from 7th September, 2012 and last for the consecutive three days, i.e. till 9th September, 2012. The main objective behind this event is to showcase the modern music equipments manufactured by various companies. In addition, a musical concert has been organized that will engaged professional and amateur musicians. Initially, the coordinators had decided to organize an educational music seminar which will be attended majorly by the amateur musicians. In this regard, professional musicians will be available to provide assistance in conducting the education seminar which will increase the knowledge level of the amateurs. Following the seminar, a musical concert or rather festival have been planned which will have participants from various musical backgrounds. Hence, it is expected that the show will mark the closing ceremony of the trade show with effective contributions from the exhibiters. Works Cited Allen, Judy. Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events. United States: John Wiley and Sons, 2009. Print. Canadian Music Week Inc. Exhibiters Manual, 2012. Web. 01 Aug. 2012. National Stroke Association. 10 Steps to Plan an Event, 2012. Web. 01 Aug. 2012. Pilch. Events Overview – Legal Issues to Consider, 2011. Web. 01 Aug. 2012. Shone, Anton and Parry, Bryn. Successful Event Management: A Practical Handbook. United States: Cengage Learning EMEA, 2004. Print. Read More