I will begin this summary with a numerical summary of the day's events. 

The event therefore took place from 3 to 6 p.m. on 31 December 2019 in Iskeri. We had 51 participants, who paid an entrance fee of 5 euros, so nearly 205 euros were collected for the association. We were 7 volunteers, and there were about 15 visitors. 

We spent 75 euros for the rental of the gym, 10 euros for the purchase of gifts for the winners. And we got nearly 260 euros of sponsor products for free, including Redbull cans (120) and Chloetta sweets (140). 

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We decided to keep all the donations collected during the event for the association and not to pay back our investment. So we invested 85 euros but collected 205 for the association and could offer more than 270 euros of gifts. 

As far as my opinion and analysis of this event is concerned, I will start with what I found was well done or went well.

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What was good ? 

First of all, what I found very positive was the charitable side of the event, despite the difficulty to get in touch with Finnish associations, we reached our goal: to donate more than 200 euros to the association. 

We have made an efficient communication with the foreign students because we have reached our goal in terms of participants: 50 participants maximum. 

We found two sponsors on our own who were generous and who were connected with our event. This is a very good point. 

Despite some difficulties we were able to bounce back and reconcile with some unforeseen events thanks to our recitivity, we remained motivated and didn't give up.  There were no big problems or failures. 

Finally we had a very good feedback about the organization of this event. Some participants gave us good feedback at the end of the event by thanking us for this initiative and by message as well. 

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What was difficult ? 

Regarding the main difficulties encountered, I would say that there was a big problem in terms of repairing tasks within the team.  I think that each member was not invested at the same stage, that there are members who have given a considerable amount of work to others. So this inequality of work and lack of investment really complicated and slowed down the project. I leave you to consult our document of distribution tasks

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The second major concern was the lack of organization in terms of logistics. We had a lack of planning and anticipation regarding the details of the event: number of players per team, football cage, music, time slots...

So we were overwhelmed some times and had to deal with it. 

For example, before the event we didn't calculate the playing times so we had to book an extra hour because we were running out of time, and on the D-day we forgot to plan a whistle and the music cabinet was locked with a padlock.

We should then have visited the room several times and especially before reserving it. Or if we had thought more about the details we would have asked the participants to put their e-mail address to contact them in the application form. 

This lack of anticipation also handicapped us at the beginning of the event when we had to manage the participants before they paid, some of them didn't pay because there was a problem with the organization of the space: they could enter without paying.

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We had also forgotten to put the balls away so the students started playing everywhere at the same time as some of them were paying so the beginning of the event was a bit chaotic as it was hard to manage 50 people at 7.

 

Moreover I didn't think beforehand to take all the pictures in a landscape way so to make the video it was impossible. 

This organizational problem also impacted our communication which I think started too early, we started the communication without having planned the whole event so we sometimes communicated the wrong information or we changed this information.

We were not organized and not sure of everything, which delayed us. This was due to the delay we had, we rushed without thinking.

Moreover we had difficulties to meet all together so it did not facilitate the planning of the communication. 

So with more organization and anticipation we could have been more serene and less overwhelmed.  

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The last big difficulty was at the level of the association, none of the associations answered us, either in English or in Finnish, this delayed our communication because we were waiting to be sure that we could realize a charitable event before promoting it.

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What to improve ?

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So what I think we need to improve for the next time is the whole organization and planning side as well as the distribution of tasks. We have to try to use more devices to improve the team and the project management.

Such as tools like Trello, Gantt... and try to do more team meetings, assigning roles to everyone and project follow-up. 

To conclude this event was a first for me, I really enjoyed taking up this challenge, which allowed me to learn a lot about event management and to call upon many organisational and managerial skills.