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Deakin's Bachelor of Commerce and MBA are internationally EPAS accredited. Deakin Business School is accredited by AACSB. MMM 312 – Event Management T1 2020 Federation Square ‘Lord Mayor’s Student...

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Deakin's Bachelor of Commerce and MBA are internationally EPAS accredited.
Deakin Business School is accredited by AACSB.

MMM 312 – Event Management
T1 2020
Federation Square ‘Lord Mayor’s Student Welcome’
Event Brief
*Note: this
ief applies to both the team proposal AND the individual component of
the event proposal assignment.*

Summary of scenario
Every year the City of Melbourne runs a free welcome event - the Lord Mayor’s Student Welcome -
for new students to the city. Your event team is submitting a PROPOSAL to the Lord Mayor’s office
to design, plan and deliver the Lord Mayor’s Student Welcome in 2021. Your event will take place
during Cultural Diversity Week on Saturday, 20 March, 2021 and be held in The Atrium at
Federation Square.
Event GOAL:
The goal of the event is to build a sense of welcome and belonging for the international student
population in Melbourne. The event design should provide an opportunity to build meaningful
connections and friendships with other with local and international students.
Your event team is required to develop specific objectives for the event. In doing so you should
consider the following:
 Federation Square’s Civic and Cultural Charter: https:
s3-ap-southeast- Charter1.pdf
 Size, nature and amenity of The Atrium as an event space
 Role of Federation Square as Melbourne’s ‘Public Square’
 Federation Square’s Disability Action Plan:
o https:
fedsquare/uploads/2016/11/Fed-Square- Disability-Action-Plan XXXXXXXXXX-
 Event background of the City of Melbourne Lord Mayor’s Student Welcome
programs. 2019 program details here:
Page 2 of 3

 Groups are encouraged to look at the long programming history of the
program in Melbourne and like events across the country for inspiration.
Lord Mayor’s Student Welcome programs are also held in Sydney, Brisbane,
Adelaide and beyond.
Your budget for this event is $15,000.

Your team is free to raise additional income through ticket sales, stall holder fees, sponsorship (in-
kind and/ or cash), sale of merchandise, stall holder fees etc.

There is no need for your event to make a profit—however it should NOT result in a loss.
You do NOT need to account for your team’s salaries in the event budget. You WILL need to account
for expenses related to volunteers, casual staff, talent, and contractors/suppliers.

For the purposes of your event proposal, you have been granted free use of The Atrium space at
Federation Square.

For the purposes of your event proposal, note that you will have access to The Atrium from 6am on
Saturday, March 21 to 6am on Sunday, March 21, 2020.

For more information about the venue see: http:

Marketing and promotion
Your event will be communicated and promoted as part of Federation Square. This means that
for your marketing and communications plan you will need to conform to and support
Federation Square’s
and and communication strategies.

Questions and further information
All questions about this event
ief and event planning assignment should be addressed to Unit
Chair, Amanda Coles, via the assignment discussion forum on the CloudDeakin site.

Under no circumstance should event teams contact Federation Square or its staff

Page 3 of 3

Submission Instructions
For the TEAM Proposal, your team will submit ONE event proposal via the dropbox on the
CloudDeakin site. Due: Friday, May 8, 2020

For the INDIVIDUAL portion of the proposal, EACH STUDENT will submit their role specific proposal
via the dropbox on the CloudDeakin site. Due: Monday, June 1, 2020.

See the assignment descriptions for both Team and Individual portions of this assignment for
further specific details.

You must keep a backup copy of every assignment you submit, until the marked assignment has been
eturned to you. In the unlikely event that one of your assignments is misplaced, you will need to
submit your backup copy.

Any work you submit may be checked by electronic or other means for the purposes of detecting
collusion and/or plagiarism.

When you are required to submit an assignment through your CloudDeakin unit site, you will receive
an email to your Deakin email address confirming that it has been submitted. You should check that
you can see your assignment in the Submissions view of the Assignment dropbox folder after
upload, and check for, and keep, the email receipt for the submission.
Penalties for late submission: The following marking penalties will apply if you submit an assessment task
after the due date without an approved extension: 5% will be deducted from available marks for each day up
to five days, and work that is submitted more than five days after the due date will not be marked. You will
eceive 0% for the task. 'Day' means working day for paper submissions and calendar day for electronic
submissions. The Unit Chair may refuse to accept a late submission where it is unreasonable or impracticable
to assess the task after the due date.
 For more information about academic misconduct, special consideration, extensions, and
assessment feedback, please refer to the document Your rights and responsibilities as a
student in this Unit in the first folder next to the Unit Guide of the Resources area in the
CloudDeakin unit site.
 Building evidence of your experiences, skills and knowledge (Portfolio) - Building a portfolio
that evidences your skills, knowledge and experience will provide you with a valuable tool to
help you prepare for interviews and to showcase to potential employers. There are a number
of tools that you can use to build a portfolio. You are provided with cloud space through
OneDrive, or through the Portfolio tool in the Cloud Unit Site, but you can use any storage
epository system that you like. Remember that a Portfolio is YOUR tool. You should be able
to store your assessment work, reflections, achievements and artefacts in YOUR Portfolio.
Once you have completed this assessment piece, add it to your personal Portfolio to use and
showcase your learning later, when applying for jobs, or further studies. Curate your work by
adding meaningful tags to your artefacts that describe what the artefact represents.

T1 2020
(Individual assignment)

Due date and time Monday, June 1, 2020
Percentage of final grade: 30%
Word length 2000 words
Learning Outcome Details

Unit Learning Outcome (ULO) Graduate learning
Outcome (GLO)
ULO1 Determine the use of a range of management
processes in
the design, planning, organisation and operation of events.
GLO1: Discipline-specific
and capabilities
ULO3 Formulate responses to a range of real world
issues and solve problems in order
GLO5: Problem solving

Assessment Feedback:

Students who submit their work by the due date will receive their marks and feedback on
CloudDeakin no later than Monday, June 22, 2020
Description / Requirements
This assignment requires individual students to build on the work they did in their team-based event
proposals. In this assignment, you will adopt a specific role as TEAM LEADER in one of the following four
areas of event operations:

o Management and planning;
o Staging and logistics;
o HR (human resource) management; OR
o Marketing and communications

Each of these four team leader roles has specific areas of responsibility and work packages related to your
proposed event. Your job is to now specify how you will execute your team leader role based on the
specifics of the event design proposed in your group assignment.

You’ll have your feedback from the group assignment before the individual assignment is due. We
encourage you to reflect on the feedback you received and adjust your portion of the plan accordingly.

Deakin's Bachelor of Commerce and MBA are internationally EPAS accredited.
Deakin Business School is accredited by AACSB.

Associated documents
This assignment sheet should be read in conjunction with two (2) other documents, both of which are
available on the CloudDeakin unit site:
1. Event planning team roles—description of the skill sets/ capabilities required by the various
oles in an event planning team

2. The Event
ief that outlines key details about the client and aims of the event on which
your team has based its design proposal.
Event plan format

Report presentation and format
Your individual team leader plan should include a range of event management tools such as site
plans, Gantt charts, budgets, risk management tables, work
eakdown structures, critical path flow
charts, and so forth. Event plans are designed to be implemented—they are action focused,
schedule the work that is to be undertaken, and assign responsibilities and resources.
There is no need to include in-text citations within your report—this would not be a requirement of
an event plan that you produced for a workplace. However this assignment does ask you to provide
a Bibliography to help determine how extensive your research has been. An event plan produced in
a workplace wouldn’t normally require a bibliography


You will receive feedback on your group submission before you are required to submit your
individual portion of the event plan assignment. This will enable you to reflect on the
feedback and recommendations that you received on the group submission and consider
how you might incorporate this feedback in the design and articulation of your individual
component of the event plan.

Your individual submission must contain the following nine sections:

Individual submission components based on the specific role you select for this
portion of the
Answered Same Day May 26, 2021 MMM312 Deakin University


Tanaya answered on May 30 2021
148 Votes
Table of Contents
Introduction    3
The feasibility of the event from the HR perspective    3
Human Resource Plan    4
Staff Recruitment Strategies    4
Staff Role and Responsibilities    5
Induction and Rewards    5
Entertainment and Contacts    6
HR Budget    6
Gantt Chart Scheduling Implementation    6
HR Risk Management Plan    6
Conclusion    7
Bibliography    9
Appendix 1: Timeline    10
Every year, the city of Melbourne organises an event to welcome the international students so that they feel the belongingness and they can easily adapt to the new culture during their course of study. The main purpose of the project is to develop a proposal in designing the event so that it can be presented on 20th March 2021 in The Atrium of the Federation Square. The event was planned so that a greater number of international students can feel welcomed and connected with the local students through this event. The role adopted by the team leader will be in the Human resource. The duties of the human resource leader will include management of the resources. The resources, in this case, will be contractors, employees and volunteers. Further, it is also important for HR to ensure there are no functional risks in the HR management process.
The feasibility of the event from the HR perspective
The event is scheduled to be organised on 20th March 2021 at The Atrium. During this period there are around 200,000 students from international countries assemble here. These students come from 170 different countries. There will be several stalls and programs, which will be organised as a part of the event. These programs will have different diverse cultural programs that will include local, national and international visitors. The location that has been selected is located in the Federation square, which is a place well known with the tourists and the visitors (Chelladurai & Kerwin, 2018). The cultural programs that will be a
anged for the students will be entertaining, stimulating and educational. It will encourage international students to known about the cultures and heritage of Australia.
The event will include art as well as innovation as a part of the creative cultural expression. This is the place where most of the events are organised in Melbourne. The effort of the event will be taken so that the city can communicate contemporary ideas as well as expression through cultural festivals and activities. As a part of the HR team leader's responsibilities, event planning can be categorised into four aspects. This includes maintaining safety during the event, delivering within the planned time, taking in consideration of the physical limitation and staffing needs. As a part of the safety process, it is important for the team leader to make sure the safety is maintained in case there is heavy equipment utilised.
It is essential that the HR employ people like securities and electricians who will be monitoring the safety measures when the volunteers and staffs will be working in the decoration of the stages and stalls. There will several big displays, stages and fixtures that might require forklifts or major equipment that needs to be transported from different locations. Further to coordinate, these various transportation and availability of the item that is required from the decoration and building of the stages, there need to be two coordinators. The team leader will need a team of four people, including two electricians, one coordinator and three security personal in maintaining the safety of the location during the building of the site. Further, the leader needs to document all the processes. For recruiting staffs and the volunteers, it is essential for the team leader to create a Job description. The job description will be categorised based on the permanent, voluntary and contract staffs for the upcoming event.
The description will be made such that it is easy for the people to understand the role and should understand the objectives and goals of the project, for which the recruitment will be done. A clear job description will also ensure that consistency is maintained in the performance of the people-recruited by the HR Australia have a competitive hiring market and hence, the necessary information will be provided in the job description so that the right candidates can be selected for the roles. The sections will include employment details regarding part-time and full-time employment and it would demand transparency in between the staffs and the coordinator, after the creation of the job description recruitment of the...

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