I.
Executive Summary
This “නැණ කිරුළු” event is organized 2nd Year Undergraduates of Department of
Tourism and Hospitality Management, Faculty of Management Studies, Rajarata
University of Sri Lanka for the purpose of fulfilling the partial requirement of the subject
Event Operation and Evaluation (THM-22043), included in year 2 semester 2.
Main objectives of conducting the event are to revitalize the Sri Lankan Culture, improve
the cultural knowledge of the attendees and promote the Event Tourism in Sri Lanka.
“නැණ කිරුළු” event consists of a main event and five sub events. Main event is a
workshop and five sub events as follows.
1. Book Donation
2. Tree Planting Program
3. Recreate classrooms in decorative manner
4. Creative Donation Activity
5. Entertainment Program
All fund raising activities and event promotion activities will be done by 2nd year
undergraduates. Finally නැණ කිරුළු event will be held on 3rd of September 2022.
II.
Acknowledgement
We would like to express our special thanks to Lecturer (Temp) Ms. A.M.D.D.Jayasiri
who gave us the golden opportunity to do this report on THM- 22043 Event Operation
and Evaluation Subject. And thanks also to our Department Head Senior Lecturer Mrs. K.
T. N. P. Abeywickrama madam and all of the lecturers in our department. And also thank
to Principal and staff of the Kahapathvila School. After doing this report we came to
know about how to prepare an event report properly.
Secondly, we would also like to thank our senior brothers and sisters, friends and family
members who helped us a lot in finishing this report within several weeks.
Thanks again to all who helped us!
Table of Contents
I.
Executive Summary ................................................................................................................. 2
II.
Acknowledgement ................................................................................................................... 3
III. List of figures ............................................................................................................................ 5
Chapter 1 .......................................................................................................................................... 6
1.
Introduction .............................................................................................................................. 6
1.1.
Background to the event .................................................................................................. 6
1.2.
Event Description............................................................................................................. 6
1.3.
Vision ............................................................................................................................... 6
1.4.
Mission............................................................................................................................. 6
1.5.
Objectives of the event..................................................................................................... 7
1.6.
SWOT Analysis ............................................................................................................... 7
1.6.1.
Strengths .................................................................................................................. 8
1.6.2.
Weaknesses .............................................................................................................. 8
1.6.3.
Opportunities............................................................................................................ 9
1.6.4.
Threats ..................................................................................................................... 9
Chapter 2 ........................................................................................................................................ 10
2
W’s of the Event .................................................................................................................... 10
2.1
Why ................................................................................................................................ 10
2.2
What ............................................................................................................................... 11
2.2.1
Main Event- Workshop .......................................................................................... 11
2.2.2
Sub Event ............................................................................................................... 12
2.2.2.1
1st Sub Event- Re arranging library & Donating books ........................................... 12
2.2.2.2.
2nd Sub event- Tree planting Program ............................................................... 12
2.2.2.3.
3rd Sub event- Recreate school in decorative manner ....................................... 12
2.2.2.4.
4th Sub Event - Creative Donation Activity ......................................................... 13
2.2.2.5.
5th Sub Event- Entertainment Activity................................................................ 13
2.3
When .............................................................................................................................. 14
2.4
Where ............................................................................................................................. 14
2.5
Who ................................................................................................................................ 14
Chapter 03 ...................................................................................................................................... 15
3
Revenue Plan ......................................................................................................................... 15
3.1
Budget ............................................................................................................................ 15
3.2
Fund-raising Activities................................................................................................... 16
Chapter 04 ...................................................................................................................................... 17
4.
Event Action Plan .................................................................................................................. 17
5.
Time Frame ............................................................................................................................ 19
Chapter 05 ...................................................................................................................................... 20
6.
Project Coordinators .............................................................................................................. 20
7.
Approval ................................................................................................................................ 20
III.
List of figures
Figure 1 .......................................................................................................................................... 10
Chapter 1
1. Introduction
1.1. Background to the event
Undergraduates (2019th Batch), who are studying B.Sc. Honors in Tourism and
Hospitality Management Degree in Department of Tourism and Hospitality Management,
Faculty of Management Studies, Rajarata University of Sri Lanka are planning to conduct
“නැණ කිරුළු” event for fulfilling the requirement of Event Operation and Evaluation
(THM 22043) subject.
1.2.
Event Description
නැණ කිරුළු
will be held on 3rd of September 2022.
▪
Main Event - Workshop
▪
Sub Events
❖ Book Donation
❖ Tree Planting Program
❖ Recreate classrooms in decorative manner
❖ Creative Donation Activity
❖ Entertainment Program
1.3. Vision
“Towards the best investment through education”
1.4. Mission
Empowering the country's future generations through curricular and co-curricular
activities to make their educational dreams a reality.
1.5.
Objectives of the event
•
Give an academic support for difficult subjects of students
•
Improve their knowledge by using interesting teaching methods
•
Give awareness to students about Tourism Industry and the opportunities in Tourism
Industry
•
Improve the reading ability of students
•
Rearrange a library for the students
•
Enhance student academic development in rural schools
•
Build a knowledgeable student community
•
Improve the organizing skills of organizers
1.6.
SWOT Analysis
The meaning of the SWOT is an acronym for Strengths, Weaknesses, Opportunities and
Threats. By definition, Strengths (S) and Weaknesses (W) are considered to be internal
factors over which we have some measure of control. Also, by definition, Opportunities
(O) and Threats (T) are considered to be external factors over which we have essentially
no control.
The meaning of the SWOT analysis is a framework used to evaluate a company's
competitive position by identifying its strengths, weaknesses, opportunities and threats.
Specifically, SWOT analysis is a foundational assessment model that measures what an
organization can and cannot do, and its potential opportunities and threats.
According to ‘නැණ කිරුළු’ event, we identified our Strengths (S), Weakness (W),
Opportunities (O), Threats (T).We recognized, our lecturers, Department colleges include
our team members, Resources and other colleges are internal parties as our event. Non
Academic staff, Publics, Sponsors and Other peoples is the external parties as our event.
1.6.1. Strengths
The meaning of strengths internal attributes and resources that support a successful
outcome.
•
In our team there are the members with different skills such as Organizing skills,
people management and coordinating
•
Our team members have ability to work collaboratively with others to achieve
goal
•
All of our team members are attending to the fund-raising activities
•
We all have the encouragement of the achievement of our final goal
•
Our members can perform heavy works
•
All members like to take responsibilities and challenges
•
There are lots of undergraduates in the university premises. Therefore, we were
able to join and send the information of our event quickly
•
We have resource persons in our batch
•
We have a good Action plan
•
Ability to implement fund-raising activities more within university
•
Giving the transport facilities
•
Support, Activeness, Commitment of team members
1.6.2. Weaknesses
The meaning of weakness internal attributes and resources that work against a successful
outcome.
•
Psychological and emotional problems
•
We do not have previous experiences on this kind of events
•
Difficulty in getting some school equipment needed for the event
•
Problems arise in identifying exact requirements
1.6.3. Opportunities
The meaning of opportunities external factors that the entity can capitalize on or use to its
advantage.
•
We have good support from the villagers around the school and the school
authorities.
•
We have the resource persons inside and outside the university, who are willing to
help us to conduct an event.
•
Getting the opportunity to work with some government agencies.
•
People give their maximum support for us as our objectives are good.
•
Coordination with the staff of the university and the team.
•
Support from the student’s union of the university
•
This was a good chance for show the status of the university for the public
community
1.6.4.
Threats
•
Current economic situation and fuel problem causes directly to the event.
•
Sometimes in fund raising activities there were problems with the society.
•
High prices of goods and services and lack of stationary items.
•
Various problems arise from nearby villagers.
•
Weakness of public transport.
•
We cannot gain the sponsorship from sponsors because of Current economic crises.
•
Inconveniences for the members of the group to participate due to lack of
transportation.
As above SWOT we identified Our Strengths Weakness Threats and Opportunities. We
always need to increase our strengths and reduce our weakness as well as develop our
opportunities and avoid the threat. As a team we attend to reduce the weaknesses over the
strengths and avoid the threats over the opportunities.
Chapter 2
2 W’s of the Event
2.1 Why
Undergraduates of Department of Tourism and Hospitality Management has decided to
organize an event for the for the purpose of fulfilling the partial requirement of the
subject Event Operation and Evaluation (THM-22043), included in year 2 semester 2.
First we have planned to conduct a mega event for the Event Industry. But after the
prevailing situation of the Sri Lanka decision has been changed. Then we decided to
organize an event which is more effective and beneficial for the society.
Currently, “Education” is not considered as an essential service. In such a drastic
situation, massive numbers of school students in Sri Lanka are struggling in their studies.
Specially, students from rural villages with lack of facilities are struggling mostly. As
undergraduates, if we will able to be supporters for their collapsed education, it will
change their lives.
Reading shows the correct path to the younger generation. If reading is a hobby, it should
be started from school. Unfortunately some schools have not been received library
facilities yet. Some other students have not enough books to read. Another reason for
selecting this event is to help out those students.
Figure 1
2.2 What
Our event name is නැණ කිරුළු which has the devil concept. The main aim of the event
is to revitalize the devil folk culture of Sri Lanka among the people. නැණ කිරුළු consists
of a main event and five sub events.
2.2.1
Main Event- Workshop
▪
Time: - 9.00 am to 1.00 pm
▪
Targeted Group- Grade 9, Grade 10, Grade 11 students
▪
Recourse persons: Undergraduates of Rajarata University of Sri Lanka
After having a short discussion with the principle of the selected school, organizers got to
know that the skill level of students is not satisfactory in mathematics especially because
of the prevailing situation and poverty has caused students to miss many academic
activities.
So, organizers chose the subject there will be discussed in the workshop as mathematics.
Workshop will be conducted as four hours’ workshop.
Students, who belong to new generation like to follow new interested learning methods
instead of typical old methods. Here organizers planned to improve their mathematics
knowledge.
Here resource persons will organize some games and team activities which related to
mathematic subject, use technology like multimedia projectors and let students to learn
mathematics with an interest. Especially resource persons will concern about exam
oriented questions as well.
Other than those activities we will give awareness about Tourism Industry and
importance of knowing about the Tourism Industry. Then they will have an interest on
Tourism Industry.
2.2.2
Sub Event
2.2.2.1 1st Sub Event- Re arranging library & Donating books
Selected Kahapathvilagama School currently does not have proper arrangements for a
library. Unless they do not have a proper building for a library, they are maintaining a
class room as a library. But they do not have enough storing facilities to keep books. Here
organizers are supposed to re arrange student’s library by giving some storing facilities
like cupboards or racks.
There are so many books lovers can be found in island wide. They have used but valuable
books. Some of their books have not been used for years. They stored those books in
racks for long. Some people love to donate used books for second hand users. Here
organizer’s target is those donors. After collecting used books from donors, organizers
can handover them to the library of selected school.
Type of books: - Educational books, magazines, religious books, past paper books,
subject related questions books, youth novels, short stories, story books, detective stories,
translations, etc.
2.2.2.2.
2nd Sub event- Tree planting Program
Tree planting is adding value to the environment. Planting trees in schools and engage
students to plant trees are the most important parts in tree planting. There can be seen two
benefits from it. One is teaching a great life lesson. Students lay the foundation to future
generation. If they learnt the benefits of tree planting it will be a future investment. Other
benefit is those trees will give shelter and fruits, protect the land of the school and
environment.
Type of plants: - fruit plants, herbs and the trees which protects water in the land
2.2.2.3.
3rd Sub event- Recreate school in decorative manner
From the starting of 2020 almost all the schools were closed because of the pandemic
situation and the students couldn’t go to the physical classrooms to learn just like normal.
It has been more than 2 years but with the economic crisis of the country keeps the
students away from their school, friends and all. But we, as the university undergraduates
wanted to do something for the society as well as for the future generation of the country.
Aside from the seminars, we have planned to clean the whole school and classrooms
which were closed without any human contact for more than 2 years and donate the
necessary equipment for the school (e.g.: - brooms, dust bins)
If there anything to repair in that school, we will repair. They principle of the school
mentioned that currently students do not have a proper library. We can pay attention on
that matter and arrange a classroom properly as a library.
Other thing is we will re arrange the class rooms in a decorative manner. (Hanging
subject related posters, paint the blackboards).
2.2.2.4.
4th Sub Event - Creative Donation Activity
We all decided to do a kind of creative donation activity in our event. Due to prevailing
situation of the county, we are decided to do a kind of school donation project. Then we
selected a rural school which is situated in around Anuradhapura area.
Specially, in here we suppose to establish a donation center. Then we should make sure
how to create a donation center in school area. So if any student feels his/her some items
are no longer useful to him/her of if he/she supposes to donate some accessories, he/she
can donate it for our donation center which we suppose to establish permanently in that
school. Here important benefit is he/ she can take anything he or she badly need
/importantly want from the donation center.
Here we suppose to find donors for giving stationeries and sport equipment for the
school.
2.2.2.5. 5th Sub Event- Entertainment Activity
We planned to do an entertaining program for school students. It will be organized to
conduct within two hours. This is implemented with the aim of providing fun to the
students to eliminate the boredom caused by morning activities.
Program is included a music program, dancing items, funny dramas and educational
awareness programs.
2.3 When
We have planned to conduct the නැණ කිරුළු event on coming 3rd of September 2022
2.4 Where
නැණ කිරුළු
event will be held at the Kahapathvilagama School
Name of the school
A/Kahapathvilagama School
District
Anuradhapuraya
Educational Zone
Galenbindunuwewa
Educational Division
Mihinthale
Principal of the school
D.M.C.J. Dissanayake
No of students
89
No of students in grade 9,10,11
25
2.5 Who
The event is organized by the second-year undergraduates of Department of Tourism
and Hospitality Management, Faculty of Management Studies, Rajarata University of
Sri Lanka.
Participants of the event are Students and teachers of Kahapathvilagama School,
undergraduates, academic and non-academic staff of Rajarata University of Sri
Lanka.
Chief Guest of the event is Prof. P. M. B. Jayathilaka, Dean of the Faculty of
Management Studies, Rajarata University of Sri Lanka.
The Total Target Audience is around 100.
Chapter 03
3 Revenue Plan
3.1
Budget
Event
Amount
Total amount
Income
-
Group Activities
42,000
-
Donation (money)
30,000
72,000
Expenses
-
Stationary
35,000
-
Refreshment
15,000
-
Medical
1,500
-
Wall Decoration
2,000
-
Plants
3,500
-
Materials for recreating
10,000
-
Travelling
5,000
72,000
0
❖ Here we supported to collect stationaries like books, pencils, pens, sport equipment,
bags, shoes, etc.
3.2
Fund-raising Activities
❖ Sale of mango pickles
15,800/=
❖ Selling Pancharmirdam (tamil food item)
13,960/=
❖ Selling Saruwath
11,960/=
Chapter 04
4. Event Action Plan
Name of the Action
Progress
Update
Selecting a rural village school in
Anuradhapura area
Contacted our friends and
Finished
found a rural village school in
Anuradhapura area
Contact the principal of selected school to
get the information of the school.
Finished
Contact the principal of
selected school and aware
of the difficult and essential
subjects for grade 9, 10 and
11 students
Getting approval from the principal of the
selecting School to conduct the event.
Got the approval letter from Finished
the principal of
A/Kahapathwilagama School
Visiting to selected school and getting aware Few members of the
of the School before conducting the Event organizing committee will
visit to selected school to
gather the essential
information of the school.
Due to current situation
we are not able to visit to
the School. Also, visiting
date is not confirmed yet.
Confirm the Main Event (Workshop)
Discussed with organizing
Finished
members and selected the
main event and confirmed it.
Confirm the Sub Events
Discussed with organizing
Finished
members and selected the sub
event activities and confirmed
it.
Conducting the Main Event
Processing
Date is not fixed yet
Conducting the Sub Events
Processing
Date is not fixed yet
End of The Event
Processing
Processing
Getting feedback of the event.
5. Time Frame
Activity
Get the approval
Finding a school
Select the school and get the
permission from the principal
Fund-raising activities
Promotion campaign
Buying plants
Finding donors
Collecting stationeries from
donors
Last day of the event
July
August
September
Chapter 05
6. Project Coordinators
Registration Number
Name
Phone Number
THM/2019/012
H. M. G. G. T. Herath
078 478 5757
THM/2019/036
R. K. K. Shanika
076 968 3934
7. Approval
“නැණ කිරුළු” event by 2019 batch, Department of Tourism & Hospitality Management
has been approved to be examined.
First Advisor
Project Coordinator
………………….
Lecturer (Temp) Ms. A.M.D.D.Jayasiri
Date
………………….
Signature
Second Advisor
Head of the Department
…………………
Senior Lecturer Mrs.K.T.N.P.Abeywickrama
Acknowledge by,
R. K. K. Shanika,
නැණ කිරුළු Event Coordinator
Department of Tourism & Hospitality Management
Faculty of Management Studies
Rajarata University of Sri Lanka
Date
…………………...
Signature