MAHARASHTRA STATE BOARD OF

TECHNICAL EDUCATION
SHIVAJIRAO S. JONDHALE POLYTECHNIC

MICRO PROJECT
Academic Year: 2022-23

TITLE OF PROJECT
EVENT MANAGEMENT

Program: MECHANICAL ENGINEERING

Program code: ME6I
Course: Industrial Engineering and Quality control
(IEQ)
Course code: 22657

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 MAHARASHTRA STATE

BOARD OF TECHNICAL EDUCATION

Certificate
This is to certify that

SHASHANK SAI NALLA

Roll No. 1127 of 6th Semester of Diploma in Mechanical engineering of Institute,

Shivajirao S. Jondhale POLYTECHNIC (Code: 0147) has completed the Micro
Project satisfactorily in Subject –IEQ (22657) for the academic year 2022 - 2023
as prescribed in the curriculum.

Place: AMBERNATH Enrollment No: 2001470091

Date: ……………………… Exam Seat No. …………………

Subject Teacher Head of the Department Principal

 MAHARASHTRA STATE
BOARD OF TECHNICAL EDUCATION
Certificate
This is to certify that

ROHIT ANNA KHUPSE

Roll No. 1120 of 6th Semester of Diploma in Mechanical engineering of Institute,

Shivajirao S. Jondhale POLYTECHNIC (Code: 0147) has completed the Micro
Project satisfactorily in Subject - IEQ (22657) for the academic year 2022 - 2023
as prescribed in the curriculum.

Place: AMBERNATH Enrollment No: 2101470004

Date: ……………………… Exam Seat No: …………………

Subject Teacher Head of the Department Principal

 MAHARASHTRA STATE
BOARD OF TECHNICAL EDUCATION
Certificate
This is to certify that
NITHA MARIYAM CHANDAPILLAI

Roll No. 1117 of 6th Semester of Diploma in Mechanical engineering of Institute,

Shivajirao S. Jondhale POLYTECHNIC (Code: 0147) has completed the Micro
Project satisfactorily in Subject - IEQ (22657) for the academic year 2022 - 2023 as
prescribed in the curriculum.

Place: AMBERNATH Enrollment No: 2001470083

Date: ……………………… Exam Seat No: ……………….…

Subject Teacher Head of the Department Principal

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 MAHARASHTRA STATE

BOARD OF TECHNICAL EDUCATION

Certificate

This is to certify that

GANESH RAVI GOTHWAL

Roll No. 1109 of 6th Semester of Diploma in Mechanical engineering of Institute,

Shivajirao S. Jondhale POLYTECHNIC (Code: 0147) has completed the Micro
Project satisfactorily in Subject – IEQ (22657) for the academic year 2022 - 2023 as
prescribed in the curriculum.

Place: AMBERNATH Enrollment No: 2101470003

Date: ……………………… Exam Seat No ………………………..

Subject Teacher Head of the Department Principal

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 GROUP MEMBERS

Sr No. Roll No. Name of Students Enrollment No.

1 1127 SHASHANK SAI NALLA 2001470091
2 1120 ROHIT ANNA KHUPSE 2101470004

3 1117 NITHA MARIYAM CHANDAPILLAI 2001470083

4 1109 GANESH RAVI GOTHWAL 2101470003

 ACKNOWLEDGEMENT

First of all I would like to thank the Shivajirao. S. Jondhle for handing the responsibility
and management of this wonderful project because this project is something that taught us many
aspects which we must learn.

Many people have influenced the shape and content of this project, and many supported
me through it. I express my sincere gratitude to Prof. Anoop Kumar for assigning my team a
project on Event Management, which is an interesting and exhaustive subject.

He has been an inspiration and role model for this topic. His guidance and active support
has made it possible to complete the assignment.

I also would like to thank my friends and other people who helped me to get the sources and
to get more information related to it because without them the execution is next to impossible.

Last but not the least I would like to thank my parents for always helping me.
The world is on one side and our parents are on other side. Their belief boosted my confidence.

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 PREFACE

This project is undertaken to fulfill the project work component of the M.M.S program in

the IV Semester. My project guide from Oriental Institute Of Management is Mr Anoop Kumar.

This project gives idea about what are the things which are to be taken in consideration

while handling an event and what sort of challenges are faced by an event manager.

This project specifically talks about two events handled by our college during the academic

year.

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 TOPIC Pg.no

 Executive summary 2

 Introduction 3

 Meaning of word event and management 4

 Event management and its types 6

 Planning 7

 Preparation 8

 Organization 14

 Conclusion 9

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 EXECUTIVE SUMMARY

Event management, the very topic looks challenging. A concept which gained importance in
India only after the late 90’s. Commitment, leadership and mental & physical devotion are the core
factors needed to manage any type of event. Irrespective of the type or the scale of the event, the
mental and physical hard work that is to be put in, differs by only a negligible degree of difference.

This terminology is comparatively very new to India, though Indians have been arranging
for wedding ceremonies, naming & threading ceremonies even much before independence. But due
to the lack of proper forecasting, proper material handling they used to end up in problems like
wastage of the food due to less people coming in or fire in the pandal or food poisoning .These
problems many a times used to put the families into financial trouble after the wedding.

It is very easy for the audiences to make the event a hit or a flop. It takes just the 5 minutes
for the audiences to judge the event resulting in the efforts of nearly 3-4 months and the hard work
70-80 people either turning productive or waste. Thus the efforts they have put in always remains at
stake till the date of the event.

There are innumerable activities that have to be carried out. First of all forming committees,
then allotting different jobs to each committee is the very first step. Here all the theoretical concepts
learnt up till now in subjects like public relations, human resource planning, logistics, human skills,
controlling, accounts, organizing, and others come into actual use.

As an event manager one must have a lot of flexibility in terms of working pattern. Be free
to do all sorts of jobs irrespective of your position.

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 INTRODUCTION

Every time when you saw a programme like 'Filmfare' awards or those pop concerts and
beauty pageants you would have wondered how people managed to set up such brilliant shows.
Every tiny detail from your entering the venue to your going out is a result of rigorous planning.
Well…that's event management for you.

One of the fastest and the most glamorous upcoming professions today, it means rubbing
shoulders with who's who of the crème-de-la crème layer of the city. Event management, the most
profound form of advertising and marketing, is a glamorous and thrilling profession. It provides an
opportunity for unleashing one's creative potential to a very high degree. It demands a lot of hark
work and effort but at the same time offers enormous scope.

Event management is a process of organizing a professional and focused event, for a

particular target audience. It involves visualizing concepts, planning, budgeting, organizing and
executing events such as fashion shows, musical concerts, corporate seminars, exhibitions, wedding
celebrations, theme parties, product launching etc.

Event Management is a multi-million dollar industry, growing rapidly, with mega shows
and events hosted regularly. Surprisingly, there is no formalized research conducted to access the
growth of this industry. The industry includes fields such as the MICE (Meetings, Incentives and
Events), exhibitions, conferences and seminars as well as live music and sporting events.

On the profession side, event management is a glamorous and exciting profession that
demands a lot of hard work and dynamism.

The logistics side of the industry is paid less than the sales/sponsorship side, though some
may say that these are two different industries.

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 MEANING OF THE WORD ‘EVENT’

“The use of unconventional media / method involving people witnessing a happening within a
capsule of time, for the purpose of communication of a message”

An event is a live multimedia package carried out with preconceived concept,

customized or modified to achieve the clients’ objectives of reaching out and suitably influencing
the sharply defined, specially gathered target audience by providing at complete experience and an
avenue for two way interaction.

Event in terms of Cultural and social life

In cultural and social life, an event refers to a social gathering or activity, such as:

 A festival, for example a musical festival

 A ceremony, for example a marriage
 A party, for example a birthday party

Event in terms of science

In science, an event is something that takes place at a particular place and time. Specifically,
event may refer to:
 Phenomenon, something observable at a given time
 A point in space time , a concept of the theory of relativity
 Event (particle physics), a set of elementary particle interactions
 Event (probability theory), a possible outcome of an experiment
 Extinction event, when a large number of biological species die out in a relatively short
period of time.

Programming
In programming, an event is a software message that indicates something has happened, such
as a keystroke or mouse click.

Common usage
In common usage, an event (as opposed to a special event) has a connotation of an
occurrence which is more common than a phenomenon (due perhaps to the difference between a
two syllable word and a four syllable word). Thus, in common usage, a keystroke is an event,
where the Big Bang
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might be connoted a phenomenon (a special event which denotes the beginning of the universe).
For example, portal:current events denotes “events” rather than “phenomena”.

Meaning of the Word ‘Management’

The term "management" characterizes the process of and the personnel leading and
directing all or part of an organization through the deployment and manipulation of resources
(human, financial, material, intellectual or intangible).

According to the Oxford English Dictionary, the word "manage" comes from the Italian
maneggiare (to handle). Management has to do with power by position, whereas leadership
involves power by influence.

Functions of management

Management operates through various functions, often classified as planning, organizing,

leading/motivating and controlling.

1. Planning: Deciding what has to happen in the future (today, next week, next month,
next year, over the next five years, etc.) and generating plans for action.
2. Organizing: Making optimum use of the resources required to enable the successful
carrying out of plans.
3. Leading/Motivating: Exhibiting skills in these areas for getting others to play an
effective part in achieving plans.
4. Controlling: Monitoring — checking progress against plans, which may need
modification based on feedback.

5. Staffing: Appointing skill and unskilled workers, and efficient personnel.

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 EVENT MANAGEMENT

Event management is the application of the management science of project management to

the creation and development of festivals and events.

Event Management involves studying the intricacies of the brand, identifying the target
audience, devising the event concept, planning the logistics, coordinating the technical aspects
before getting down to actually executing the modalities of the proposed event.

The recent growth of festivals and events as an industry around the world, means that the
management can no longer be ad hoc. Events and festivals, such as the Asian Games or the Dubai
Shopping Festival, have a large impact on their communities and, in some cases, the whole country.

The industry now includes events of all sizes from the Olympics down to a breakfast
meeting for ten business people. Every industry, charity, society and group will hold events of
some type/size in order to market themselves, raise money or celebrate.

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 PLANNING

The first thing to consider when planning an event is the date. That’s an anchor that
can’t change. You’ll also want to estimate the number of attendees. These will be
two critical elements that will help inform the other aspects of your event planning.
To begin a project irrespective of large scale or small scale these all can be
executed / completed only with proper management. In management the first
function is “Planning”. Now what is Planning? Why it is required? Let us take a
close look. To execute a mission we should have a blue print/map/layout. These
equipments are necessary as they helps us in guiding our way. Now to make these
layouts we must have a vision or you can say planning. The planning helps us to
identify the things which urge our brain to create more thoughts and possibilities to
end the tasks efficiently. This should be done carefully as keeping the fails also in
our minds.
Now back to our project when we started we have to spread news about the event.
To run the event people are necessary of course. So we started working on making
banners on our two events “QUIZ CEREMONY” and “PAPER
PRESENTATION SEMINAR”. To conduct these two tough competition should
be there. So to make it on a large scale we decided to make banners. After making
them we showed these banners to our guide Anoop Sir. He viewed it carefully and
suggested some improvisations to make the banner more effective. After following
him we finally made a great banner with borders, colorful and cursive fonts. We
decided to circulate this banner in our college first to make them aware about this
event. Our Principal Sir also appreciated and motivated us that we are taking a big
responsibility of organizing an event. He also gave us some plans which were
effective towards our event. We informed our friends and classmates about how
important it is and how much they will learn from this. After that our guide
suggested to add registration numbers on banner to make the other college students
to contact. Then we circulated the banners to to other institutes. From other day
many students contacted us. To register them we asked their details such as Branch
name, Which year they are studying?, In which event they are interested? Whether
they have to be a attendee or performer? After collecting all necessary details we
made a list of entries that arrived to college and after preparing a proper list of
entries we handed it to guide.

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 PREPARATION

When this information spreaded the college faculties started decorating the hall where
the event will be helded. First they arranged about seats and as per the list of students
they made the space. For stage a red carpet was covered to make it look fancy with a
slight golden borders. And when it’s about performance the mic system is compulsory.
For that some students helped in fixing the mic and properly connect it to the sound
system. The mic system should be proper because while speaking there are many times
that some kind of echo is created which widely spreads and creates disturbance to
attendee ears. So for that they were connecting it properly to the system in order to
avoid any inconveniences. After the set-up they placed a DJ to make sure that voice
should spread widely and clearly without causing any disturbances. Then for Paper
presentation a projector is placed on top attached to the ceiling with a rod. For
displaying a screen should be there then they hooked up a screen chart over the surface
of board covering it properly. Now the projector can display anything properly on
screen. After the completing set-up now its about the event topic preparation. Now
there are two topics : (1) Quiz ceremony (2) Paper presentation. For paper presentation
the students who are performing they have to prepare for presentation. They have to
make PPT on basis of given topics. The PPT should have unique content and it should
be attractive. To make it attractive different colorful backgrounds should be used. To
make it more promising and informative diagrams should be attached which will helps
in understanding. Now the challenging task is Quiz ceremony. For that we have to
prepare questions which should be at least 80. And those questions should depend upon
every mechanical branch of diploma of any year. The questions should be convenient,
simple, understandable and knowledgeable which will teach the students. So for this we
researched on various websites some we made on our own. After the completion of all
things now its about performance.

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 ORGANIZATION

When everything got completed it’s about the day to which we all are waiting for
that’s the Event day. The time was around 10 am in the morning and many students
arrived early due to their large distance. When all students arrived they were
gathered in the event hall. But before giving them entrance we have to know who
are performers and who are attendees? So we decided to give them coupons on
basis of which category they have interest. When all students has taken their seats
then for a little bit of their entertainment we played some songs to make them feel
comfortable. After that our honorable Principal Sir arrived on the stage. To make
all students feel the enthusiasm he spoke some words which motivated them. He
gave a speech about how to confidently perform on stage without hesitation. And
he also said that even if they get failed to deliver their desired output performance
then don’t feel under confident just think that you have gained an experience which
taught you the do’s and don’ts. This line from Principal gave the students a hope to
perform. After that speech the quiz is about to be conducted. Me and my friends
were feeling a bit nervous as there were many students. But we reminded the sir
speech and just took a deep breath and came on stage. Actually the students who
were sitting are separated as they were attendees. These attendees were given a
special column of seats. Now in quiz competition there are rules : 1. No discussion
2. Phone use is completely prohibited , 3. The attendees should not interfere in
between performers otherwise they will be out. So to avoid phone cheatings we
decided to collect them in a separate bag. All performers submitted their phones in
the bag. Now the students are categorized into a group of 2 by 2. There were 8
groups. So we decided to make the competition first between 4 groups. Whoever
answers the best that group get selected. After that same 4 groups competition will
be held. At Semi finals there will be competition between only 2 groups. After that
when 1 group get selected as I said earlier each group consists of 2 persons. So the
final will be the competition between those two persons. Those who win it will get
the medal. And it went as the same but the competition was tough those teams who
were about to loose they did comeback with back to back answers. It was awful
and challenging. At the end the person won and she was awarded with a medal.
After the quiz competition everyone needs a break. So we arranged some snacks
and cold drinks. Then it’s about the final event Paper Presentation. The Paper
presentation started and there were very few people about 6 only. The first person
who presented “Solar AC” as his presentation. He made the slide so beautiful and
attractive. And the way he represented his presentation it was completely smart.
After that other students performed but nobody came close to his presentation.
Finally, he awarded with a medal. At the end Principal Sir came and a photo of two
winners with Principal sir has been taken. And in this way we successfully
completed our Event.

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 CONCLUSION

This Event was very successful and also it was an all time achievement for our
team. When the first time when we were handed this responsibility we were so
scared to perform or think about it. We don’t had any idea how to start it or how to
make it but it all went up as it is. We gained some confidence when prepared a plan
chart. After that the requirements for the event was challenging. The main portion
also the major thing that defines our whole event was the promotion of our event. It
was not easy as we expected. For making a banner we observed at least 50 above
banner layouts because we don’t want any inconvenience that make the banner less
attractive. We made all the efforts to make it more affective to the people who
view it. This is like an example: If the quality of the product impresses the
customer then only the customer will decide to buy it whereas if it’s not impressive
simply the customer will ignore it. Same like this if our banner looks attractive then
only entries will come to us. So the whole process took us at least 2 weeks
including the people entries and the list. Now comes the point where we have to
convince our college staff for this event. It was not a walk in the garden. To
convince people we made small deals and then they convinced. Now to explain
them we must have some proof or a proper list so that they will understand what
we are trying to explain. Finding students, convincing them to participate or to be
an attendee it was tough. The arrangements when done we were proud of ourselves
that we convinced a majority people to make it happen. When I was organizing I
was so scared from inside to confront people. Even with inner nervousness I spoke
out bravely outside. This was the first time when I was confronting so many people
from stage performance. After completion of event I learned many things Planning,
directing, controlling, organizing etc. as well as my team. It taught me to speak out
gutlessly. It taught me to say confidently instead of whether it’s right or wrong. It
taught me to convince people and make the people trust on us. It helped me
socially to move forward and also to interfere with random people with confidence
irrespective of gender. I thank my guide as well as the entrepreneur who visited my
college as a guest just before event he boosted my confidence very well. At the end
I would like to say that whenever you get an opportunity don’t think about it just
do it.

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