CEO Message

Dear all Stakeholders

On behalf of the Plantastic X Events, it is my pleasure to welcome you to the Tech-Asia Festival 2017 to be held at the Suntec Convention Centre on September 2nd and 3rd. Plantastic X Events has been tasked with organizing this event, and we are highly honored for the opportunity. The company is committed towards ensuring that the event turns out being successful, by ensuring there is efficiency in all the relevant operations. There will be a need for all the stakeholders involved with the event to work in partnership for the event to flourish. The Tech-Asia Festival is an important event as it aims at creating awareness about the prospects of Information Technology to the people of Singapore. The information that will be transferred during this event will help the country make positive strides towards embracing technology. The levels of innovation that come with technology will help the country to thrive economic wise.

 1.0 Introduction

An event manual is an important tool that provides the relevant staff with guidance regarding the event. It is more of a reflection of the decisions that the planners have undertaken while assessing varied operational aspects.  This manual was put together in consultation with the key stakeholders that will be involved. The reason for consultation was meant to ensure that the plans in hand do not inconvenience the people involved. The consultations were also expected to result in the contribution of additional information that would end up being beneficial for the event. This is due to the diversity of the individuals involved with the process.

1.1 Background

When it comes to innovation, Singapore is yet to reach the level where it would be expected to be (Tremewan, 2016). The number of innovation start-ups in the country is few, and this affects the country’s technological prospects. Technology keeps evolving now and then, and there is need to keep up with the trends as this is likely to affect varied sectors including health, education and the general economy. Innovation has the ability to increase productivity, quality, and efficiency. A combination of these elements will not only make the country better but also competitive in the global market (Schwalbe, 2015).

The Tech-Asia Festival will present individuals both young and adults with the opportunity of learning the importance of Information Technology. When people have knowledge of the benefits that would accrue with the optimal adoption of I.T, they will gain interest and work towards taking the initiative on more exploration. One way of bringing the enthusiasm is showcasing the growing trends that have culminated with the optimal adoption of technology. Information Technology is expected to grow even further in the future (Cho et al., 2013). This means that the demand for labor in this sector will be high. As a result, people need to embrace technology to reap the potential benefits.

This event will be creating an opportunity for adults to open up to new technology. There are people stuck in jobs that they do not have a passion for, and embracing technological proponents provides them with an opportunity to make a career change. For individuals satisfied with what they are doing at present, embracing technology will make it easier for them to execute varied tasks. The workshops and exhibitions available in the event will enable all in attendance to learn numerous things and ask questions where there seems to lack clarification.

2.0 Distribution List

• Organizers- These represent Plantastic X Events, and are responsible for planning of the event.
• Company employees- This includes employees from the organizer’s company and the additional personnel that will be brought for the sake of completing the event successful.
• Government-They are the host of this event and will be responsible for provision of permits and licenses through the relevant department.
• Sponsors- the sponsors for this event will include workshop companies and booth exhibitors. They will be showcasing varied technological prospects and answer questions that participants might have.
• Security personnel- They will be responsible for ensuring that everything runs smoothly and for this reason, they need to have sufficient knowledge regarding the entire event.
• Suppliers- They will be responsible for supplying varied materials such as catering services. There will also be involved in the sale of technological gadgets after the participants have enjoyed demos in the booths and workshops.

 

3.0 Location

3.1 Venue Location

The event is expected to take place at the Suntec Convention Centre. This venue was decided upon due to the ease of accessibility. Suntec Convention Centre is located at City Hall making it convenient to access through varied transportation modes. The aspect makes it easy even for people coming here for the first time to traverse without encountering challenges. There is also the presence of other social amenities like hotels that will bring convenience for people coming from distant areas with regards to accommodation.  Availability of different accommodation prospects works as an encouragement since people would be discouraged to visit places and end up stranded after the event. There are also a lot of activities going around the Suntec Convention Centre. As a result, people that had not planned on attending the event will be prompted to pop in since they are already there driven by the curiosity of wanting to know what the event is all about.

3.2 Area Map

Below is an external map that showcases the location of the event surrounding.

Source: www.smrt.com.sg

3.3 Venue Plan

The layout below shows an overview of how the event will be set up. It depicts the entrance up to the conference where the panel discussions will be taking place.

 

3.4 Sample Conference Hall Set-up

The photo below shows a sample of how the conference halls at Suntec Conference Centre look like. The design of the day will be executed in accordance with the tech themes to help get the audience in the mode.

4.0 Task Responsibility

Task	Responsibility	Task Description
Organizing the Event	Plantastic X Events	Responsible for all the event’s logistics. This will include hiring and collaborating with all the personnel that will be deemed important in the completion of a successful event. The organizing company will be responsible for bringing in the lighting crew, scenic preparation crew, light board operators among others. They will also have the responsibility of determining the partners that will be used in the event such as the caterers among others. The company will also be responsible with making the entertainment arrangements and acquiring relevant permits and licenses.
Directing Participants	Ushers	They will be responsible with guiding the participants in areas that they want to visit i.e., workshops, booths and conference hall among others. They will also be responsible in guiding the participants that are not sure of where to start.
Enhancing Security	Security Crew	Responsible for ensuring that everything runs smoothly without any disturbance. The event is likely to attract different people with the potential of behaving in varied ways. There is need of deploying competent personal to deal with undesirable issues that might come as a result (Woodward et al., 2015). Participants will also be encouraged to grace the event when they are satisfied that their well-being will be catered for through the provision of ample security.
Event Marketing	Plantastic X company	Given that they are responsible for organizing the event, this is a responsibility they are expected to execute competently. Publicity is usually an important element for any event planning since it determines whether the event will attract the desired numbers based on the way it is executed (Woodward et al., 2015).
Acquiring Relevant License	Government Officials	It is paramount to acquire the relevant permit and license for the event to avoid the legal repercussions that might accrue. This also helps the relevant officials in making the appropriate preparations.

 

5.0 Schedules

5.1 Conference Schedules

Date/Time	Items	Speakers	Venue
2nd Sept / 1.00pm to 2.30pm	Discussion on the top 3 skills for the technology world	Tony, Director of Talent Solution – Linkedln Yu Ling, Head of Talent – Grab Vikram, Vice-President of People Operation – Twitter Judy, Senior Director of Human Resources – MCI (Moderator)	Conference Hall
2nd Sept / 3.00pm to 4.30pm	Understanding the world of Artificial Intelligent	Bobby, Vice-President of Tango – Google Tandra, Director of Operation, Facebook Yong Hui, CEO – Honestbee Sheryl, Director of Technology – IMDA (Moderator)	Conference Hall
3rd Sept / 11.00am to 1.00pm	Traits required to be successful in the Startup or Technology giant companies	1st Speaker – Andrew Loke, Head of Uber Operation 2nd Speaker – Betty Chua, Senior Vice-President of Operation, Gogovan 3rd Speaker – Kim Yong, Senior Manager of Product Technology, Samsung	Conference Hall

 

5.2 Seminar Room Schedules

Date/Time	Item	Speakers	Venue
2nd Sept  / 10.30am to 11.30am	Conversion from traditional marketing to digital marketing and the key elements.	Hoskin – Associate Professor of Digital Marketing, Insead Business School.	Seminar Room 2
2nd Sept / 2.00pm to 3.00pm 3rd Sept / 11.30am to 12.30pm	What are the skills and mentality is a tech start up firm looking for in a candidate?	[Fireside Chat] – Florence low, Chief Technology Officer of Carousell with Senior Director of Human Resources, MOM	Seminar Room 4
3rd Sept / 11.30am to 12.30pm	Learn about basic programmatic and application	Kelvin Tan, Senior Lecturer with e2I (NTUC).	Seminar Room 3
3rd Sept / 4.00pm to 5.00pm	Understanding the right leadership for the right team	Florence Tan, CEO of Institute of Human Resource School	Seminar Room 1

 

5.3 Workshop Room Schedules

Date/Time	Item	Company	Venue
2nd Sept  / 10.30am to 11.00am	Develop Digital Marketing Campaign	MIS – Marketing Institute of Singapore	Workshop Room 2
2nd Sept / 2.00pm to 2.30pm	Social Media Marketing	UDEMY	Workshop Room 4
3rd Sept / 3.30pm to 4.00pm	Java Programming for Android	Chatsworth Media Academy	Workshop Room 3
3rd Sept / 4.30pm to 5.00pm	C-Programming for Beginners	CFC Institute	Workshop Room 1

 

6.0 Stakeholders and Partners

Given the nature of the event, it is expected to attract several stakeholders from different industries. The stakeholders involved in this case will be the difference between the event being successful or being a failure.

6.1 Internal Stakeholders

Organizers

Among the internal stakeholders, there is Plantastic X Events who are the event organizers. This is the company with major responsibilities that would determine how the event flows. For the event to be successful, Plantastic X events will need to work in partnership with other relevant external stakeholders. Everyone involved here should aim at enhancing efficient communication to ensure that there are no misunderstandings at any point.

Event Staff

Plantastic X Events has eight permanent employees. Given the nature of the event and the number of participants that are targeted, this number is not sufficient. As a result, to add into the employees’ number, the company will contract other crew members responsible for other event tasks such as lighting, entertainment among others. The company will also leverage on using volunteers that will be available. The event revolves around Information Technology, and the people that are involved with this field are usually enthusiastic about what they do. As a result, they will readily take the initiative of working as volunteers to see the event come out as a success. It will be paramount that all the staff members work in partnership. Working with personal or individual goals in mind might hinder the actualization of the desired objectives.

Government

The government plays a huge role as a stakeholder in this event. This is an event that is meant to ensure that the people of Singapore are versed with sufficient knowledge regarding technology. The long-term effects are expected to influence the country’s economy positively. This is something that excites the government, and it is prompted to take a huge initiative in the event as a result. The government is the decision maker in this event, and the amount of funds they have invested shows how they hold the event with great importance. Directors coming from different agencies will be expected to make an appearance and provide informational speeches to the public on the steps the government is taking in ensuring that technological prospects in the country improve. The government being the host of the event, there is increased trust among the potential participants hence boosting the probability of high attendance.

6.2 External Stakeholders

Security

The security team will include Singapore Police Force and reinforcement from private security firms. There will be government officials in attendance, and this makes sense for the police force. The private security will be tasked with covering the areas that will not be covered by the police. There will be the need of working in partnership to ensure that everything runs smoothly.

Participants

These are integral stakeholders as they are the reason for the creation of the event. The event targets children as young as 8 years old to help them grow with the perspective of technology adoption from an early age. The event will be targeting adults up to the age of 50 years too. When such individuals are involved, it becomes easier to revolutionize the society since they bear a great influence on their children when it comes to defining career paths.

Suppliers

Suppliers will entail businesses that will come into the event with the objective of making sales on different products for the participants that will be in attendance.

6.3 Sponsors

The event will involve several sponsors that will be integral to the success of this event. In this event, the sponsors will be both workshop companies and booth exhibitors. These will involve top ranking companies in the field of Information Technology. These are the companies that will be answering the questions that the participants have. They will be more of a pull factor due to the reputation that they have established.

Workshop Companies

• ITE
• Chatworth Media Academy
• Republic Polytechnic
• CFC Insitute
• Adventis School of Management
• Lithan Academy
• UDEMY
• Marketing Institute Singapore

 

Booth Exhibitors

• Facebook
• Uber
• GogoVan
• Caraousell
• Samsung
• Google
• Hungrygowhere
• Honestbee

7.0 Risk Management Plan

7.1 Risk Assessment Plan

Injuries

Given the number of people expected to be attending, there is a probability of injuries accruing. Injuries might come as a result of the presence of heavy equipment, negligence from both the event’s crew and the participants among others.

Disturbance

The event is being held at the Suntec Convention Center. There are other businesses that are usually conducted within these premises, and this possesses a probability of nuisance as the event goes ahead. Among the disturbance issues that are likely to accrue is these businesses getting many passers-by that are not active buyers hence deviating the attention of individuals that want to make purchases, disturbance from drunk participants and noise emanating from the event among others.

Lost Children

Events of this nature are likely to have instances of children being separated from their parents. There will be a presence of varied booths and workshops, and the intrigue that comes with such a set-up can easily result in parents-children separation.

Power Outage

The probability of there being power outage is there. The size of the event will require heavy machinery to help power all the electric equipments that will be in operation. Such a capacity might lead to an overload on the transformer supplying the premises. The outage is likely to disrupt the event.

Failure of Key Stakeholders showing up

At some point, an event might experience a failure of attendance from key stakeholders. This can be either the employees, sponsors, suppliers among others. The absence would create disruption due to the plans that have already been established beforehand.

 

 

Fire

Given the equipments that will be in use, the probability of a fire outbreak is likely. Unprecedented behavior such as smoking from the participants would also result in a fire outbreak if an individual dropped a lit cigarette in an area that can easily catch fire.

 

7.2 Mitigating Risks

Injuries

Injuries emanating from the equipments or the general set-up of the event will be mitigated by way of conducting an audit of the premises after the venue has been set-up. However, it would not be easy to mitigate injuries that come as a result of the participants’ negligence. Having this in mind, there will be arrangements to avail medical services in case they are needed. There will be the presence of an ambulance in case there is an emergency that requires further assessment.

Disturbance

To avoid the disturbance that might culminate to other businesses, the event will ensure that the appropriate number of ushers and security personnel have been deployed to help direct the crowds on areas that they are supposed to be. The security personnel will ensure that participants park their vehicles in designated areas, and they do not block other businesses among other things.

Lost Children

The parents will constantly be reminded on ensuring that they keep an eye on their children at all times. The reminder will be made through the PA system frequently. In case there are cases of separation, there will be an area set-up where the parents can pick-up the children. This is an arrangement that the organizers will make.

Power Outage

To mitigate the interruption that might come as a result of a power outage, the event will have an automatic generator that will switch on immediately there is an outage.

Failure of Key Stakeholders showing up

The organizers will keep in touch with all the relevant stakeholders until the last moment. There will be reminders and follow-ups to ensure that everything is on course to avoid any inconveniences.

Fire

The occurrence of fire can be detrimental to the event. To avoid the negative effects that might emanate, there will be a need for having fire extinguishers and hydrants around the premises. Creating access routes and areas to maneuver in case a fire breaks out will be important to ensure that there are no casualties. The exit areas should be clear at all times, and marked in a visible manner. When the exits are in clear, it will be easier to evacuate people. The occurrence of injuries or even death as a result of stampedes, while people are running for safety, will be avoided too. The organizers will be responsible for ensuring all these aspects are put in place.

 

8.0 Conclusion

The event manual has listed several stakeholders that will be involved with the event and has also outlined their roles thereof. For the event to be successful, there will be a need for all the stakeholders involved to work in partnership. Roles seem to be allocated accordingly; however, failure from one party is likely to result in the failure of the entire event. Each activity complements the other, and this is why every area should be executed appropriately. The Tech-Asia Festival event will be taking place for two days. This is an event that will help the audience learn a variety of technological proponents. There is the need of the country dwelling more into technology to help boost the economy even further.

Evaluating the success of the event can only be done quantitatively in the short-run. The event targets 5000 participants. If the event will be able to attract this number or anything close to this, it will be regarded as being successful. In qualitative terms, the event will be regarded as being successful if it plays a role in influencing the participants that will be involved in taking technology related paths due to the inspiration that they will acquire. This will be difficult to assess as there are no records being kept for follow-ups.

 

9.0 References

Cho, S., Mathiassen, L. and Nilsson, A., 2013. Contextual dynamics during health information systems implementation: an event-based actor-network approach. European Journal of Information Systems, 17(6), pp.614-630.

McDonald, L., Sparks, B. and Glendon, A., 2010. Stakeholder reactions to company crisis communication and causes. Public Relations Review, 36(3), pp.263-271.

Sbr.com, 2016. Daily Briefing: Singaporeans lag in tech readiness; Driverless taxis hit Singapore’s streets. [online] Singapore Business Review. Available at: http://sbr.com.sg/transport-logistics/partner-blog/daily-briefing-why-singaporeans-aren%E2%80%99t-embracing-innovation-driverl

Secretariat, T., 2015. Government of Canada Cyber Security Event Management Plan (GC CSEMP) – Canada.ca. [online] Canada.ca. Available at: https://www.canada.ca/en/treasury-board-secretariat/services/access-information-privacy/security-identity-management/government-canada-cyber-security-event-management-plan.html

Smartparents.sg, 2017. SMARTgen Asia — The Future is Now. [online] Available at: http://www.smartparents.sg/events/smartgen-asia-the-future-is-now-6879564

Schwalbe, K., 2015. Information technology project management. 8th ed. Boston: Cengage Learning.

Tan, I., 2016. Tech in Asia – Connecting Asia’s startup ecosystem. [online] Techinasia.com. Available at: https://www.techinasia.com/talk/innovation-where-art-thou

Techinasia.com, 2017. Tech in Asia – Connecting Asia’s startup ecosystem. [online] Techinasia.com. Available at: https://www.techinasia.com/talk/innovation-where-art-thou

Tremewan, C., 2016. The Political Economy of Social Control in Singapore. Berlin: Springer.

Woodward, T., Shamim, F., Hinson, M. and Bass, E., 2015. Unexpected Disasters at Organized Sporting Events. Current Sports Medicine Reports, 14(3), pp.171-175.

Do you need an Original High Quality Academic Custom Essay?