Component 1
Launch Night Reflective Report
By Holly Barber
Content
Page 3 - Meet the team
Page 4 - Group Statement
Page 5 - Our Roles
Page 6 - My Role
Page 7 - KPI’s Page 12-28 - Performance Reflection
Page 29 - Invoice
Page 30- KPI Reflection
Meettheteam
Event Operations Lead
Event & Finance Manager
Lucy Kershaw
Holly Barber
Group Statement
As the project management team for the University Launch Night, we are committed to delivering a meticulously organized and visually stunning event that embodies the essence of fashion marketing.
Our mission is to ensure every detail, from the coordination of gourmet catering services to the strategic placement of aesthetically pleasing signage, aligns seamlessly with the university's branding and vision.
We strive to create an engaging and memorable experience for all attendees, marked by high levels of satisfaction, effective networking opportunities, and a strong reinforcement of our university's prestigious brand.
Through diligent planning, collaborative teamwork, and unwavering attention to detail, we aim to set a new standard for event excellence.
Decidingourroles
In the initial couple of weeks, we were a team of three, before quickly becoming a team of two due to lack of engagement.
Myself and Lucy were excited to work together as we knew we had similar career and personal interests.
Between us, we made a plan for every element that would go into the night and had many conversations on how we were going to break them down and who is best to take ownership of each responsibility.
We felt this was the best approach to achieve a successful evening and make sure that we do not miss anything on the night.
AstheEventOperationsLead,
Iwasresponsiblefor overseeingallaspectsofthe event'splanningand execution.Thisincludes meticulousplanning,seamless operations,effective coordination,andefficient logisticstoensureasuccessful andmemorableuniversity launchnightevent.
Myrolewascriticalfor ensuringthateverydetail alignedwiththeuniversity's brandingandvision,group communicationwas consistentandthatwe createdacohesiveand engagingexperienceforall attendees.
InitialKeyPointIndicators(KPI’S)
Aesthetic Layout & Branding Vendor & Partner Co-Ordination Efficiency
Event Execution Quality
Event Timeline Adherance
OnceIhadidentifiedmyrole,IhadbuiltupfourmainKPI’sthatIcontinuedto referbacktothroughouttheproject. EachKPIwasopentochangeastheweeks wenton.
AestheticLayout&Branding
Evaluatestheoverallaestheticlayoutandbrandingconsistencyoftheevent,ensuringthat allvisualelementsalignwiththeStudio204brandingandcreateacohesiveenvironment.
Conductapre-eventinspectiontoensurethatthevenuelayout,decorations,andbranding materialsareproperlyplacedandconsistentwiththebranding.
Achieve100%adherencetotheaestheticlayoutandbrandingplanatleastonedaybefore theevent.
Thisensuresavisuallyappealingandprofessionalenvironmentthatenhancesthe attendeeexperienceandreinforcestheuniversity’sbrand.
Vendor&PartnerCo-OrdinationEfficiency
Evaluatethetimelinessandefficiencyofcoordinatingwithvendors,partners,and otherstakeholdersinvolvedintheevent.
Trackdeadlinesandmilestonesforvendorcontracts,deliveryschedules,andother teams’agreementsandcontributions.
Complete95%ofvendorandpartneragreementsandpreparationsbytheset deadlines.
Thisensuresthatalllogisticalaspectsareinplacewellbeforetheevent,minimizing last-minuteissuesandensuringsmoothexecution.
EventExecutionQuality
Assessesthesmoothnessandprofessionalismoftheevent'sexecution,including logistics,scheduling,andtechnicalaspects.
Collectfeedbackfromattendeesandeventstaffoneventorganizationthrough surveysanddebriefingmeetings.
Considergettingfeedbacktoevaluate.Thisensuresthattheeventisconducted flawlessly,reflectingpositivelyontheteam’sorganisationcapabilities
EventTimelineAdherance
Comparestheplanneddatesandtimesofeventsormilestonesagainstwhentheyactually occur.
DeviationTracking:Measuresthefrequency,extent,andreasonsforanydeviationsfromthe schedule.
On-TimeCompletion:Evaluatethepercentageofeventsormilestonescompletedonor beforetheirscheduleddates.
ImpactAnalysis:Assessestheimpactofanydelaysorearlycompletionsontheoverall projectoreventsequence.
TrendAnalysis:Identifiespatternsorrecurringissuesthataffectadherencetothetimeline.
PerformanceReflection 204 204 204 204
RawProcess
Thepurposeofthispageisto showexamplesofhowIhaveused photoshoptocreatemy responsibilities,suchasthe cocktailmenuandsavethedate.
Research&Development
Researchanddevelopmentconsistedofresearchinto thevenueandvendors.Itwasimportanttoidentifythe locationsuitabilityandinvestigatepricesandservices offeredbyanyexternalcompaniesthatwewere sourcingproductsfrom.
IwantedtolookintowhatITequipmentwason offertousfortheeveningsothatwecould smoothlypresentourvideosandcontentcreated fortheevening.
Itwasalsoimportanttoanalysethedemographicthat thiseventwasgoingtobeaimedat,inturn,thishelped metailorpreferencesandexpectations.
Post-eventanalysiswasimportanttoconsider, I wantedtoincorporateawaythatattendeescould leavefeedbackwhichinturncanallowfutureyears toidentifyareasofsuccess,butalsoareasof improvement.
BudgetManagementwasalsoextremelyimportant,I waskeentoresearchtypicalcostsforvenuesandother eventcomponentstohelpsticktoourbudget. LogisticsandOperationswerealsoacrucialelementsto research,thisallowedmetodevelopadetailedtimeline andplanforthedayoftheevent.
Giventhenatureofthecourse,Iwantedtomake suretoincorporatetrendsandinnovativeideas.For me,wedidthatwiththebudgetthatwasgiven. Brandedproductsthroughouttheevent, photoboothsandballoonarchesaretrendingat themomentintheeventsworld,soitwasimportant toincorporatethis.
Research&Development
IlookedbacktothesameeventthatIattendedlastyearandwantedtousethistolearn fromtheirsuccessandalsofromtheirchallenges.Forme,theeventcouldhavebeenmore interactiveandflowedbetterfromstarttofinishintermsofhowthecoursetranslatedtothe attendees.
IIwantedtoalwayshaveacontingencyplantomitigateanyrisks.Thiswasimportantfor measIwantedtheeventandpreparationtorunassmoothlyaspossible.
Ialsodidsomeresearchintohealthandsafety,especiallyinlightofCOVID-19andother healthconcerns.Inadditiontothis,Ialsolookedintodietarypreferencesandrestrictionsto ensurethatanyfoodonthenightwascateredtoallattendees.
PlanningProcess-UseofNotion
IusedNotiontohelp trackmyparticular responsibilities,thiswas greatasitallowedmeto remainconsistentwith myprogressand prioritisetasks effectively. Theuseofthisplatform isongoingrightupuntil launchnightascertain elementswerenotdue tobedelivereduntilthe daybefore,likecookies forexamplesothatthey remainedfresh.
VenueCommunications
Thecommunicationwiththe StoryHouseconsistedof discussingdates/timeslot availability,drinksandfoodthat thevenueoffersandalsobudgetrelatedtopics.
Thisresponsibilityparticularly testedmynegotiationskills,which resultedinusbeingabletobring incakessourcedfromanoutside catererandalsoincludinga technicianinwiththeroomhire price, whichhadnotbeenan optioninpreviousyears.
Food&Drinkfortheevening
Cupcake toppers
Food&Drinkfortheevening
Thefoodanddrinkfortheeveningwasanimportantelementgiventhetimeoftheeventwhich wasa6pmstart.
WedecidedtoofferStudio204brandedcupcakesonarrival,alongwithawelcomedrinkwhich wedecidedwasgoingtobeamimosa.
TheStudio204brandedcupcakeshadtheblackandpinkbranding.Thedrinkstoppershad whiteStudio204brandingaswewantedtoconsidertheedibleinkblackinturningthedrinkan unappealingcolour,sothoughtitwouldbebesttogowithwhite.
WealsohaveStudi204brandedcookiestogointhegoodiebags,whichwefeltwasanice keepsakeforpeopletotakebackfromtheevening.
Thesavouryfoodchoicefortheeveningwasaselectionofvegetariancanapesandvegan, vegetarianandmeatwraps.Wewantedtohavesomethingsavouryalongsidethe cakes/cookies,withoutoverfacingattendeeswithalargeselectionoffood.
Burn-AwayCakeConcept
Usingaburn-awaycaketosymbolisethe transitionfroma3-yearFMCdegreetoa2-year FCMfasttrackservesasapoignantandvisual representationoflettinggoofthepastand embracingthefuture.Asthecakeburnsaway,it signifiestheendofanera,acknowledgingthe effortsandmemoriesassociatedwiththeFMC degree.Simultaneously,themeltingawayofthe oldrevealsafresh,newbeginningwiththeFCM fasttrack,embodyingoptimismandreadinessfor amoreacceleratedpath.Reflectingonthis transition,itbecomesclearthatwhilechange canbebittersweet,itisalsoanecessarypartof growth.Theburn-awaycakebeautifullycaptures theessenceofbiddingfarewelltothepastwhile wholeheartedlywelcomingtheexciting challengesandopportunitiesofthefutureonthe 2yearfasttrack.
VIP-InvitationList
VIPs-ViceChancellor,DeputyVice,Headof Division,FacultyMembers-upon appointmentrequest
OncetheVIP’shadbeendecided,Ifoundthe bestcontactdetailsinforeachVIPand quicklywantedtogetthe“Savethedate” senttothemsothattheyhadmoreofa chancetocometotheevent.
VIP-EmailCommunications
OneofmyresponsibilitieswastoemailtheVIPsforourevent,aboveyoucanreadthecontentthatwentintothe email.Theaimwastoeducatethemonthepurposeoftheeveningandoutlinehowtheeventwasgoingtorun, whilstaskingthemifIcanextendaninvitationpersonally.Disappointingly,onlyonepersonresponded,despite sendingfollowupemails.Onthenextpage,youwillseehowtheVIPreceivedtheirinvitationinperson,whichwasa lovelyopportunityfortheprojectmanagementgrouptohave.
PhysicalVIP-Invitations
Thiswasthedaythatwegottopersonally handoutourinvitationtoBernadine,which wasalovelyopportunity.
Ifeelasthoughtheconceptofthephysical invitationtranslatedreallywellandBernadine waskeentogetstuckin.
VanHire
Vanhirewasan importanttasktoget tickedoffintheearly stagesaswithoutthis, wewouldnothave beenabletodisplay ourworkthewaywe wantedto.Wealsofelt morecomfortable spendingthebudget oncethevanhirehad beenbooked.
DrinksMenu
Designingthecocktailandmocktailmenu fortheeveningwasanenjoyableand imaginativetask,asItookwell-known drinksandcleverlyplayedontheirnames tofitthethemeoftheevent.Thisapproach allowedmetofocusoncreativity differently,findinghumourandwitin renamingclassicbeveragestoadda personalisedtouch.
Thefamiliarflavoursensuredthatguests wouldenjoytheirdrinks,whiletheinventive nameshopefullysparkconversationand addedanelementoffuntotheevening. Thisblendoffamiliarityandnoveltymakes themenuadelightfulhighlightofthe celebration,contributingtotheoverall atmosphere.Onthebackofthecocktail menusisaQRcodewherepeoplecan scantoleavetheirfeedbackonthenight.
Bios&QRcodes
Iwantedtoincorporate shortbiosandQRcodesto displaywiththeprinted imagesonthenight.
Iwantedattendeestogeta briefideaofwhatthe student’sworkwasabout, withtheabilitytoscanthe QRcodetoseethe students2yearjourney
BrandingConsistency
Brandingconsistencyiscrucialfor establishingastrong,recognisableidentity thatresonateswiththeaudienceandcreates acohesiveexperienceforattendees.By maintaininguniformityinvisualelements, messaging,andtone,abrandcanreinforce itsvaluesandmissioneffectively.
Reflectingonmyefforts,IbelieveI successfullyachievedthisbyintegratingmy minimaliststyleintoeveryaspectofthe branding.Whetherthroughclean,simple designs,orclear,concisecommunication,I ensuredthateverytouchpointalignedwith thebrand'scoreaesthetic.Thisnotonly highlightedmyattentiontodetailbutalso demonstratedmycommitmenttodelivering aseamlessandauthenticbrandexperience.
Cupcake toppers
CheckInswithotherteams
Regularcheck-inswiththeotherteamswere crucialtoensurethatallelementscame togethersmoothlyonthenightoftheevent. Thesemeetingsprovidedopportunitiesto coordinateefforts,addressanyissues promptly,andmakenecessaryadjustments totheplan.However,challengesarosewhen someteammembersdidnotrespond,attend meetings,ormeetdeadlines,which sometimesjeopardisedtheevent'soverall cohesion.Despitetheseobstacles,Ilearned tonavigatethesesituationsbyclearly definingmyresponsibilitiesand understandingwhatfelloutsidemyscope.By focusingonwhatIcouldcontroland effectivelycommunicatingwiththose involved,Imanagedtostreamlinethe processandensurethateverythingcame togethersuccessfullyforaseamlessevent.
Invoice-mycontributions
ReflectiononKPI’s
ReflectingonmyKPIindicatorsforthelaunchnightevent,Iampleasedtoseethatthey haveremainedconsistentandmetmyexpectations.Thefocusonaestheticlayoutand brandingensuredthateveryvisualelementalignedwiththeevent'stheme,creatinga cohesiveandpolishedexperience.
Vendorandpartnercoordinationefficiencywasmaintainedthroughregular communicationandeffectivemanagement,whichallowedforsmoothcollaboration andtimelydeliveryofservices.Thequalityofeventexecutionwashigh,withallactivities runningasplannedandmeetingthesetstandards.
Additionally,adherencetotheeventtimelinewasdiligentlyobserved,ensuringthat everysegmentoftheeventwasexecutedasscheduled.Iamsatisfiedwithhowthese KPIswereupheldthroughouttheprocess,andIfeelthatconsistentlyreferringbackto themcontributedsignificantlytotheevent'soverallsuccess.