Your assessment brief

We would like you to create a portfolio of documents for a hypothetical event of your choosing. Each piece in your portfolio will play a crucial role in highlighting your expertise in event planning and management that you have developed throughout the course. 

Your portfolio will comprise of the following pieces:

1. Event Management Plan (Session 2.3 & 2.3b)

2. Run Sheet (Session 4.3b)

3. Gantt Chart (Session 5.2b)

4. Brand Guidelines (Session 3.1 & 3.1b)

Please note, you will not be able to access these sessions until you have completed all sessions that come before.

Your event can be within any sub sector of events – music, sporting, charity event, corporate, celebration, etc, and be in any location, with any capacity and any budget. Whatever you decide, your portfolio should include all the key components of the event to ensure the planning and execution is feasible, safe and realistic. More on this within the assessment piece description.

Your portfolio contributes 70% towards your overall grade, whilst the other 30% comes from the end of module tests.

The assessment aims to gauge your ability to effectively summarise, display, and present work with a depth of understanding, producing high-quality, professional documents that acknowledge real-world challenges and offer feasible solutions.

You will be marked on the following criteria:

• Depth of knowledge and understanding of the event industry.

• Organisation, communication and presentation of ideas and information. 

• Event concept and the alignment of this to the event.

• Originality, individuality and flair in event ideas and branding.

• Appeal to stakeholders and consideration of social, political, cultural, and religious contexts.

• Feasibility of event concept and realistic execution within the given time frame and location.

• High-quality, accurate professional documents (correct spelling, grammar, formatting, page numbers, contents page and appendices, whilst ensuring documents are detailed, relevant, industry-aware and involves problem-solving).

• Continuity between documents and fits to brief.

You will submit your final assessment pieces via the “Submit Your Portfolio” tab. Please submit your complete portfolio as one document, ideally in pdf format. 

Please note: 

• Submissions are marked anonymously. Please ensure your documents do not include your name. Please save your documents with your event title. I.e: Festival Event – FINAL PROJECT ASSESSMENT.

• The work you submit should be your own. You are not permitted to plagiarise, this includes the use of Artificial Intelligence (AI). Our examiners are provided with guidance on how to check that your work is not plagiarised. If you are found to have plagiarised, you will be penalised.
  

• If you do not include all sections of your portfolio, it will be returned to you to make amendments before it is sent to the examiner.

• If you do not pass on your first submission, you will receive feedback and have 28 days from that point to submit a revised portfolio. 

We encourage you to revisit the course materials to refresh your knowledge and find valuable templates to support the development of your portfolio. You can find the templates and examples within the modules and in the Document Library. These resources will guide you through the creation of each piece, ensuring you are on the right track. Below we have outlined exactly what is needed within each piece of work.

Event Management Plan (EMP)

An EMP is often regarded as the event managers ‘bible’, as it details almost every aspect of how an event will be run. It’s extremely important that they are accurate and detailed. 

For this assessment we would like an Event Management Plan based on your hypothetical event. Please complete the EMP template provided and feel free to put your own creative spin on it.

The information needed for these sections will have mostly been covered already, however some supplementary research may be needed to further enhance your understanding. If you feel there are additional topics relevant to your event that should be inserted into an EMP section, you should ensure it is entered into the most relevant and logical place to ensure the flow of the document. 

Remember, you should be able to hand your Event Management Plan to another person and they would be able to deliver the event based on the detail you have given in the EMP.

Your EMP should include:

• File Control
• Key Facts about your event 
• Venue Design
• DIM ICE
• Event Safety Plan
• Risk Assessment
• Major Incident Plan
• Crowd Management
• Ticketing Policy
• Medical Arrangements
• Communication
• Security & Stewarding
• Transport Management
• Structures
• Electrical Plan
• Food & Drink
• Sustainability & Waste Management
• Traders
• Child and Vulnerable Person Welfare
• Information & Assistance
• Engagement with the community

Your Event Management Plan should be no more than 30 pages and 6000 words (+/- 20%). This does not include tables (such as risk assessments, contractor details, etc).

We strongly recommend you revisit Sessions 2.3 & 2.3b, take inspiration from examples, and use the downloadable template as a guide – you will need to save this as a .doc to allow you the ability to edit. These resources will be extremely valuable when creating your EMP, ensuring you really think about every aspect involved in your event, what might go wrong, and what your contingencies are in place to get back on track. 

Run Sheet

Run Sheets are a vital document and serve as a reliable guide, ensuring coordination, smooth operations and minimising errors. No matter the size or complexity of an event, it simply cannot run at maximum efficiency without one.

For this assessment, you will put together a forecasted Run Sheet for your planned event. You should include any arrangements needed for the time that you are on the event site. This includes prior to the event (build), during (show) and after (break). All important information should be included as dates, timings, timeline of tasks, event roles, responsibilities and contractor information.

Remember, this Run Sheet should be a user-friendly guide to ensure everyone knows their role and when things are happening on site, so ensure any formatting, colour coding and notes are clear, concise and easy to understand. Whilst a hypothetical event, each stage should be realistic and relevant.

Quick recap:

• A Run Sheet is a table and should have the following titles: date, time, activity/task and who is responsible.
• The essential details that should be included are: event details, event schedule, tasks and responsibilities, and equipment/resources (if applicable).
• Unlike a Gantt Chart that details the planning process, your Run Sheet should only contain the execution/delivery phase. This means the time on site for build, show and break.

Remember to refer back to session 4.3b for a detailed seminar on Run Sheets, an example and a downloadable template.

Gantt Chart

Gantt Charts are a powerful tool for project and event management, to simplify the complexity and show task relationships. They take your project intricacies and lay them out in a clear horizontal bar chart, displaying start and finish times of each task, dependencies, and even track the progress of each task.

For this assessment, you will put together a forecasted Gantt Chart for your planned event. You should consider a range of areas that are important when planning your event. You should use the milestones in your Event Management Plan as a guide and develop these further as part of your Gantt Chart. You should be sure to include important details such as tasks and milestones, timescales, importance, progress, dependencies, person responsible.

Remember, this Gantt Chart should be a user-friendly guide to ensure everyone knows what timescale they are working to for different tasks, and how this impacts the progress of other tasks. You should  ensure any formatting, colour coding and notes are clear, concise and easy to understand. Whilst a hypothetical event, each stage should be realistic and relevant.

Quick recap:

• Your Gantt Chart should cover different areas of the planning process (e.g operations, marketing, production, etc)
• Your Gantt Chart should cover: milestones, tasks, timescales, importance, progress, dependencies and person responsible.
• To create your Gantt Chart you should remember to: Select software, add headers, tasks and milestones, establish timescales, understand relationships and dependencies, add any additional details you can and update as needed.
• Unlike a Run Sheet that details the execution/delivery, your Gantt Chart should only contain the planning phase. This means the time from when the concept was established, up until feedback and evaluation (however you should not focus on specific timings on site, instead you could include key tasks such as community engagement or volunteer briefing). 

Remember to refer back to Session 5.2b for a detailed seminar on Gantt Charts, and examples.

*When submitting your Gantt Chart, ensure the timeline is clear. This may require you to upload multiple screenshots if all the weeks do not fit onto one page. Alternatively, if you have used a tool, such as TeamGantt, you can add a link to share your document, but ensure you have your settings suitable to view. You may decide to add screenshots to your assessment as back up.

Brand Guidelines

For the assessment, you will be crafting your own set of brand guidelines for your chosen event, providing you a chance to display your creativity. 

We would like you to produce the following: 

Brand Narrative

• What matters most to the company
• You should include the history of the brand, vision, mission, and core values

Logo Design

• Logo variations (this can be a stacked/unstacked, colourway variation, icon, print vs web logo, or other alternative logo)
• Responsive logos
• Spacing

Colour palette

• Brand colours
• Include codes (CMYK / RGB / HEX)

Moodboard 

• A collection or collage of images, textures, colours that showcase the ‘feel’ or ‘idea’ of your brand or event

Brand design mockup 

(please select one)

• Website homepage
• Business card
• Letterhead

These are the minimum essential requirements, but feel free to incorporate extra components if desired. If you choose to add more detail, ensure to select sections that align most with your event – your guidelines don’t need to encompass every single one. The key is to compile well-organised guidelines that demonstrate a comprehensive understanding of the topic.

If you need inspiration, Pinterest is a great resource for exploring creative works. You can create an account and search for graphic designs, logos, mood boards, or typography for ideas.

If you have prior experience in graphics, design, or marketing, feel free to use your preferred program, for example Adobe Suite tools. For those new to design or lacking experience, we suggest using Canva. You can sign up for a free account and watch Canva’s introductory video for an overview. Canva offers diverse templates which can be used as a starting point for inspiration and community-made ‘how-to’ tutorials can be found on YouTube if you feel you need further clarity.

You can upload this in any image or .pdf file format that works for your guidelines.

For a recap on Brand Guidelines, please refer back to Session 3.1 & 3.1b.