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Event Management


Scenario Summary Sometimes an event has many planners and organizers. This is true in the case of this year’s graduation luncheon for a graduate program. Each year for the past three years, a graduate school at a small regional university held an event for its winter graduates. There is a luncheon on campus to recognize the graduates, give them a chance to assemble, and present them with a small gift as they continue their lives beyond the university. However, because of an unclear organizational chart, this led to miscommunications and dropped balls in managing this event. When the structure of the planning group is unclear or unknown, as it was in this case, important details such as the nomination of a graduation speaker can be missed. Your Role/Assignment You are the event representative for the university and need to make sure the university employees responsible for various functions of the event work closely with the event coordinator that was hired. This is to ensure that the event comes together in a timely basis and meets all the various stakeholders’ requirements. The people below have expressed their feelings and thoughts on this issue. Review them carefully before doing the activity. A C T I V I T Y Based on the information above, write a short report to address the following issues: 1. How can the university clearly identify who is in charge of planning the luncheon when it arranges for next year’s event 2. What type of efficient organizational chart would you recommend for such events in an academic environment? 3. What other techniques would be helpful to save, track, and retrieve in the event history? 4. How would you create a checklist for the various elements of the event? In your response be sure to incorporate what you perceive to be the goals of your organization and how they would impact your decision.


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