GLOW Taylor's Lakeside Festival Ft Glow Night Run 2019

FINAL YEAR LIVE EVENT PROJECT

#GTLF2019 - Project Leader

PRJ60904 Live event Project is one of the modules that event students must take during final year. We are required to run a live event successfully from planning, execution to closing the event. As my role in this live event is the project leader of GLOW Taylor’s Lakeside Festival that selected by committee members in the class.

One of the unique factors when planning this live event was, we got enough of organizing committees for this event. For this event Glow Taylor’s Lakeside Festival, was fully organized by BE15 & 16 students which means that every important position we have a leader who are capable to lead each department in order to finish everything that being ordered on time. For example, those departments included sponsorship, logistic, activities & performance and marketing & ticketing department. The strategy that we use for this live event committee is every position will have a people who are good at or their expertise area to in-charge of the certain department. For example, Maarin was good at design work so she in-charge of marketing department, Kah Sheng is more familiar to logistic & Sound light system so he in-charge of the logistic department, Lili and William good at dealing with people =s so both of them were under activities and sponsorships department and Zhee Xuan was good at documentation so she in-charge of ticketing. With the sufficient of leaders in this live event project committee I would confident to say that this is the unique factors when we are planning and organizing for the live event.

The spirit of team dynamic & teamworking is fully reflected when we are doing set-up and during executing the event day. Every of the committee members were being assigned a job scope when doing set-up and event day. I'm glad that see that most of the members and some even not the members who are from other course also willing to help us to do set-up and packing from 3 days before the event except one or two of the committee members cannot commit even from the beginning till the ending. The most gratifying thing is their contribution within these there days, all of them didn’t blame for anything and most of them very voluntarily and some feedbacks I got form them were positive feedbacks! For example, during the set-up night most of us involved to carry down those structures that done by architecture students from level 2 all the way to our event venue which is packing area. We spent almost 3 hours to carry down 3 structures with fully used hand to carry by 10 of us. I would say that the team performance was teamwork and efficient!

Based on my self-performance evaluation, there are several ways to let me improve. For example, time management and always think for a contingency plan. The only deficiency things in this event was I regret that i didn’t always have a backup plan even for a backup supplier and I trust and rely everything that promised by our event partner. At the end, when they suddenly call off the deals then bring affects to our event. However, when the first day I am being this event’s project leader, responsibility one of the things that I learnt and improved a lot. Throughout these 14 weeks, every week I did listed down all the things that regarding for the live event and make sure all of them being done on time.

Although we are suffering loss from the live event but in my point of view, I would say this is a successful event that organised by BE15&16. We have successfully organized a scale of 570 Pax of registered participants event and successfully approached 9 corporate sponsors. During the planning stage we can find the replace suppliers at very last minute when our event partner called off the deals suddenly from the suppliers on their hand. Other than that I will said the event was a successful event is because most of the participants are very satisfied with the goodies bad given as well as during event day they definitely have fun with the three fun zones in our run especially the LED umbrella zone that fully set-up by our committees. A smooth artists and performances run down during event & 9 photo booths ideas were also successfully set-up and ran during event on 23rd November 2019. The only things that I felt very disappointed when doing this live event were last minute sourcing and caused us increase costing part lead to event loss with the unprofessional industry partners from Sport Square Entertainment.  

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“YOU CAN’T GO BACK AND CHANGE THE BEGINNING, BUT YOU CAN START NOW WHERE YOU ARE & CHANGE THE ENDING!” this is one of the quotes that I accidently saw in the lift when doing live event in this semester 5. This quote has always reminded and alert me, don’t give up and argue & blame for the faults is come from who at the beginning, the priority is to think and solving all the problems in order to let ours live event run smoothly and successfully! Undeniable to said that we did really meet a lot of problems and issues when doing this live event. But luckily, I have a team which fully reflects the spirit of cooperation and teamworking in BE15&16, every department have done their things that being ordered on time in order to bring the GLOW Taylor’s Lakeside Festival to a successful event! This module has equipped us with practical experiences in events management and develop our knowledge and application of management processes within events which enable us to apply principles of event management to a practical situation where we run a live event. I really appreciate 14 of the committee members who are from BE15&16 as well as our event advisor, MS. KHAIRIAH to give us an opportunity and gave us a lot of advises when doing our final year project live event in Taylor’s in Semester 5 third year!