Example of Reflective Writing (5%)

FARHAIN BT MOHD MUSTAPA (A197767)
Reflective Writing – Event Planning Cycle
Introduction
It is crucial for us to understand the means of managing an event as it relies on the purpose and it
is temporary. I now realize that an event management by definition is the organization and
coordination of activities required to achieve the objectives of the events which consists the
gatherings of people, temporary in general, ritual displays and unique occurrences. It comes to my
knowledge that there are many ways for us to hold an event. The following types are;
▪ Sporting event – from the smallest community competition to mega-events with billion
dollars turnover. It includes local, regional, national, international or global event.
▪ Mega-event – Global media audience or long-term impact on economics and society. It

includes culture, political, sporting or other events that may fall under this category.
▪ Cultural event – The experience of an individual or group identities/cultures. It includes

anthropological event such as LGBTQ and aesthetic event such as art, music, literature or
heritage.
▪ Corporate event – Mainly for supporting the business growth like meetings, conferences,
incentive, networking, corporate hospitality or exhibition/trade shows.
▪ Events in public sector:
a) Public sector – gaining control on specific agendas in public eye. (e.g. Health,
Education and Welfare Central Government).
b) Third sector – an own management event that holds charities, community

organization, social enterprise and fundraising.
c) Non-profit event – includes protests, trade unions or policy launces. For example;
▪ Political event such as party conferences.

▪ State event such as ceremonies that marks national.
▪ Faith events such as death, birth or wedding.
According to the presentation by Mr. M. Goldberg regarding the 5-2 Event Planning Cycle,
there are 5 steps which I find it very helpful. The following steps are:
Preparation > Planning > Promotion > Execution > Evaluation
When preparing an event, the manager must determine the objectives, how many audiences, the
timeline and the budget for the event. Then, they will move to planning the date and time, location,
how much staffs are needed, speakers and other supplies. Meanwhile, promotion is common for
marketing strategies that helps through direct marketing and networking. Finally, execution is the
call to action and make sure that the event is coordinated according to plan. For closure, managers
can evaluate whether the goal of the event is achieved and the next steps to take for another event.
Another thing to take note, is the proposal making before conducting any events. I have been
taught to refer to the client needs first, for it is their own event that we are doing. I need to picture
the concepts and theme that the clients are projecting and provides ideas to sum up the decision.
The clients also need to have trust in my expertise and experience as an event manager, consider
the services offered for them and I have to complete the service provided. I definitely understand
the complications of budget as it will be based on the unexpected occurrences in the duration of
the event. Therefore, it is optional if I want to include it in the proposal or not.
Next, is the policies where I can put my terms and conditions such as cancelling policy where the
client can cancel up to 3 weeks prior and if there is a refund in the process. Lastly, to include an
appreciation for choosing my service for conducting the event. In case if other clients are
interested, then I could leave my contact information to manage other events in the future.
Other than that, events can also be considered as ‘Projects’ when it is commonly a one-time task
that will not be repeated or recurring annually. It consists cross-functionality and teams in the
duration of a particular project which I am familiar with. The life cycle of the event, the budget
and most importantly, the leadership.
In order to hold an event, it requires the leader to be intellectual and has a good judgement.
Followed by emotional with self-awareness and motivation, as well as the managerial skills
including engage in conversations, managing resources and empowering. A project leader shall
consider the following perspectives in project managing that is;
o Leadership – focuses upon theory of leadership styles.

o System – views events as functional components such as marketing, finance,
design, etc.
o Task – focuses on the delivery of the event (on time, on budget).
o Transaction-cost – focuses on the governance of project and its cost structure.
o Business by project – views events as individual investments which yield returns
or benefits in their own rights.
o Stakeholder – focuses on identification of key stakeholder groups and
management of their relations.
Furthermore, I have been exposed to the two types of event organization – Functional and
Project-led. I came to know that when planning the processes of the event, there are general
questions that I had to answer which could lead to the objectives of holding the event. For example,
why do we have this event? What do we want to obtain from this event? Then, I can acknowledge
the resources breakdown structure consisting the people, facilities, equipment, finance, and
materials.
In terms of design and production, I find it quite useful to apply the 3-stage design model to
withhold a great event. I need to grasps the concept of 5ws (why, who, when, where, what) and
the theme. By then, I could focus on the logistics before the actual event occurred.
Next, I notice that operational event became a huge responsibility in order for an event runs
smoothly. Details like the venue, health and safety, production and general procedures are all
needed to deliver the event. Each part and angles are all to be considered.
Last but not least, I agree with the decision as to hold an event provides the event manager’s
experience that has observed and reflect on events practice, obtained forming models of working
for future events and did the events industry experimentation.
Conclusion
To conclude, managing an event requires the skills and ability to plan, manage and coordinate the
activities happened before, in the process and after the event occurs. It requires an event manager
who is smart and resilient, can adapt to the changes of the environment and able to make thorough
decision for the purpose to achieve the objectives of the events conducted. With that, I am
extremely grateful to obtain the knowledge of event management.
REFERENCES
• Abilgaard Academy. (2021, March 10). Event Management. YouTube. Retrieved March
29, 2024, from https://youtu.be/VpeqCDn9uVY
• EventPlanning.com. (2016, November 27). Write The Perfect Event Proposal. Event
Planning Basics. Retrieved March 29, 2024, from
https://www.youtube.com/watch?v=d3uQEaKT88E&t=11s
• Goldberg, M. (2016, April 13). 5 2 Event Planning Cycle. YouTube. Retrieved March 29,
2024, from https://youtu.be/kGxejCiiYdM

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FARHAIN BT MOHD MUSTAPA (A197767)

Reflective Writing – Event Planning Cycle

▪ Mega-event – Global media audience or long-term impact on economics and society. It

▪ Cultural event – The experience of an individual or group identities/cultures. It includes

▪ Events in public sector:

b) Third sector – an own management event that holds charities, community

▪ Political event such as party conferences.

Preparation > Planning > Promotion > Execution > Evaluation

o Leadership – focuses upon theory of leadership styles.

29, 2024, from https://youtu.be/VpeqCDn9uVY

Planning Basics. Retrieved March 29, 2024, from

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