P7 Be able to follow up after a Business Event

Follow up Activities and Evaluation of the Rugby Tournament
Introduction
Once an event has finished you need to ensure that you know what procedures that you need to follow to ensure that you can close down the event and ensure that you can make the next event successful and possibly better. You need to find what the bad things of the event were and then what the bad things of the event are and what the good thing are. The things in which you have to follow are:
Packing up the venue and cleaning the venue up
Pay off staff and contractors
Feedback from the client
Researching the budget
Following these steps are key. You cannot finish an event without finishing off and following these simple steps they will help ensure that you keep a good relationship with the venue owner and the staff in which you have hired to help work at the event.
Clearing the venue
The venue is the key to ensuring that the event is a success. If they ensure that the venue stays clean and that nothing is broken throughout the day then they are able to keep that strong relationship with the venue owner. They will then allow you to come back again. Therefore you will have to ensure that all rubbish has been collected, ensure any outside resources have been collected and are ready to be packed away. If a contractor is coming to collect anything then ensure they arrive on time to collect their equipment.
We need to ensure that all the buildings and anything that needs to be locked up has been locked up with any dirt cleaned up from inside buildings. We would have to ensure that the kitchen has been cleaned. So all utensils need to be cleaned and also all surfaces wiped down. All left over needs to be either thrown away or kept and taken with us so that they can be sol again on another day.
We shall have a group of people at the end once all tasks have been finished to ensure that they make one final sweep of the whole venue to see if there’s been any leftover rubbish or anything that has been left at the venue. There will also be one final stock check to ensure that everything that has been brought with is getting take back with us.
Staff and Contractors
We need to ensure that all staff and contractor that are working at the event stay happy throughout the whole day. This will mean that they all get provide with food and water to ensure that they do not get hungry and also so that they do not dehydrate. We will have to ensure that the staff have signed in at the beginning and also at the end so that we can identify how long they have been working and that they have been present at the event.
We will have to get all staff to have recorded any injuries so that we have a note of them and also so there’s a witness to each of the event that have taken place. Having the note of al injuries can help identify ways in which we can help prevent injuries in the following event. It will also help in case they want to complain or claim on insurance.
We will have to ensure that all contractors and staff are happy so that if these any needs that they require then we shall provide that so that then we know that they are pleased and happy to work with us throughout the event and will want to come back and help out at the events again.
Event Feedback
To ensure that the event is a success we need to ask the clients what they thought went well and what went bad about the event. They will identify what they think could be improved at the event and this could identify how we can help ensure that the next event is even better. We will not just ask the clients but we will also ask the staff and we will find out what they thought went well at the event. The staff might see way in which the event could be improved from an organisational point of view and also ways in which it could be improved by the staff’s point of view.
We will complete this by sending out a questionnaire which will ask key questions about the event. It will ask things such as what would you like to see at our event, how you heard about the event and also what they liked about the event.
The Budget
Once we have got back from the event we will want to see how much money we have earned. Once we look at this we will be able to look at how much we have pay back for contractors and staff and other areas. When all areas are paid for and we will look at what money we have left over. The left over money will then go towards the next event and we will start looking at what sponsors we will get for the following event with more of a chance of increasing the sponsors and partners of the event.
Evaluation
After collecting all details of the event we can then analyse if the event was a success or not. We will also look at what areas we could improve on to make it more of a successful event the following year. We will also look at improving small details such as the trophies so that we can get better quality trophies. We will also look into changing the format of the tournament so that we can have one age group per day. This will mean that we could have more teams entering the tournament increasing the amount of profit that will be made throughout the event. The problem with having different age groups on different days would be the price of hiring out the venue. We will need to hire the venue out for more days. Although if we have more people attending the event we will have a greater amount of money coming in so we will have to look at how much money would be coming into the event and how we will be able to fund the event to include more clients.
We will have to increase the amount of volunteers at the event so that we can ensure that we have sufficient safety for all the people that are attending the event we can also try and teach the basic first aid to all of the volunteers by using the events management students at Silverstone UTC. We could then ask if a company would help sponsor us to become first aid trained and then this could help reduce the cost of hiring specially first aid trained individuals