Event Project Presentation

Event Project Presentation 

Event Staging and Design

• Description and brief justification of the following: Theme, decor, layout, seating, entertainment, lighting, sound.
  The theme that will be adopted through out the "Night For Kez" will be the color green specifically in conjunction with The Otis Foundations green color scheme that is affiliated within their business setting. The dress code that has been selected is an "after 5" theme which encourages attendees to either dress in business attire or in a cocktail style format. Decor will include tying in centerpieces with donation tins and basic fairy lighting around the staging area. The goal is to have minimal décor through out the event to minimize costs to our budget. Layout of the banquet room includes the bar, staging section and a spacious seating/standing area. Seating will incorporate cocktail tables and stools, having 3 stools to a table and 10 tables through out the room. Luke Owens, who is a renowned musician within Bendigo will be the main source of entertainment during the evening, performing for approximately one hour from when guests arrive to the formal introduction beginning at 8pm. Power AV are "highly reputable specialists within Bendigo for audio and visual needs of events" (Power AV 2009) and will be sourced for the "Night For Kez" event to achieve the best quality of sound and lighting through out the evening.  
  

• Relate the various elements back to the event’s objectives.   
  The various elements for the event design as stated in the above section relate back to the events objective which is "to raise money and awareness for the Otis Foundation supporting Kez’s Hideaway project by engaging the local community through sponsorship and participation". By optimizing and amplifying the various elements created through out our event we hope to achieve the event objectives in the best and most efficient way possible and to ultimately achieve our goal of raising funds of $9000 for the Otis Foundation.
  
• Discuss the bump in and bump out procedures.  
  There are certain bump in and bump out procedures that will need to be completed before and after our event. In terms of decorating and getting all the furnishings together for our event, the event organizers will be in charge of doing this. This will need to be done the day before the event and will need approximately 2-3 hours for set up. At the conclusion of the event the decorations and furnishings will need to be taken from the Banquet room by the event organizers. Power AV will need to come in the day before and after the event so they are able to set up all the audio and visuals we will need to make our event successful. This should take approximately 2-3 hours to set up and pack up all the equipment. There are a few contingencies that need to be considered through out our event. Firstly "failure of public address sound systems" which can be "caused by people tripping over wires, faulty equipment, faulty electrical connections and missing components" (Online Learning for Sports Management 2014). contingency plans for this problem include "Having a back up sound system and Include people with skills to fix such equipment in event management team" (Online Learning for Sports Management 2014). Another problem that may occur within a event can be "Event staff go missing" (Online Learning for Sports Management 2014). There is always likely to be occurrences of event staff that go missing temporarily from their station. Causes might include a "chance meeting with an old friend, treatment of an injury, confusion over times and places where they are supposed to be, and toilet and refreshment breaks" (Online Learning for Sports Management 2014). Contingency plans for this specific problem involve "having a person designated in the event management team as a "Troubleshooter" whose job is to continually move about the venue looking for such problems and roster more staff than are actually needed so that there are a few "spares" that can be assigned to positions anywhere" (Online Learning for Sports Management 2014). "Breakages and other losses" (Online Learning for Sports Management 2014) is also another contingency problem that can occur throughout our event. Breakages and losses could include "competition equipment, electrical equipment and lighting, trophies, event paperwork, keys, money and many other items" (Online Learning for Sports Management 2014). Contingency plans for this issue constitutes "keeping spares and back ups, roster on a "troubleshooter" who detect these problems as early as possible and roster on other surplus staff whose job it is to contact supplies, run out to stores and/or move about the venue to find items" (Online Learning for Sports Management 2014). Lastly "injuries and accidents" (Online Learning for Sports Management 2014) which can occur to "participants, spectators and/or event staff. It is a legal duty for the event organizers to plan for such eventualities" (Online Learning for Sports Management 2014). Problem solving for this contingency can consist of "organizing first aid and/or other qualified medical personnel to be in attendance throughout the event, roster on more staff than the minimum required so that if one person requires treatment it will not impact on the running of the event and train all event staff on what to do in an emergency and when unexpected events occur" (Online Learning for Sports Management 2014).
  
• Catering requirements.

The canapés that will be served at our event will be rice paper rolls with assorted meat and vegetarian fillings, bruschetta with tomato and mascarpone, Moroccan chicken skewers, mini lemon meringue pies and chocolate moose cups. We are also providing appetizers that will include small pastries and wedges through out the evening, catering for both vegetarian and gluten free individuals. There are 3 savory and 2 desert canapés so overall there will be 5 canapés per head plus extra appetizers. Canapés will be served at 8pm and will continue through out the evening. The catering will be organized and prepared through the Capital Bendigo. This means there is no reason to seek out an independent caterer or transportation for the catering and in turn will reduce costs to our budget. The Capital Bendigo also has state of the art Kitchen facilities within the Banquet Room so there will be no need to search out for facilities for the catering.

• Transport requirements. 
  Transport requirements for our event include the transportation of decorations and furnishings that the venue will not supply. One of the event organizers will be able to use their vehicle to transport these supplies to and from the venue. Luke Owens will have his own transport to and from the venue also. Power AV will set up the audio and visuals through out the Banquet room so they too will be providing their own transport to and from the venue. This in turn will reduce costs to our budget.
  

• Waste management and cleaning. 
  Noise: We don’t expect to have any noise complaints within our venue as it is located centrally within the city of Bendigo and the way the venue is built will counteract any loud noise emissions.  
   
  Food: Our event staff have catered appropriately for the 200 people who are attending our event, so we don’t expect to have left overs. Therefore there isn't any waste and we haven't over budgeted our costs for the catering.    
  
  Cleaning: Waste Management and cleaning will be organized through the Capital Bendigo that will include details of waste collection facilities, room clean up and recycling systems that the Capital has adopted through a cleaning contractor.   Bins will be available around the room so patrons will be able to dispose of rubbish effectively. The Capital also have a skip so they are able to dispose of rubbish from the Banquet room thoroughly. The Capital Theatre also encourages recycling within their venue.
  
  Toilets: The Banquet room doesn’t have a bathroom specifically for the room but through the foyer door and within that hallway there is a generous bathroom accompanied with many toilets and sinks that will accommodate for the number of attendees that we will have at our event.
  
• Services requirement (Electricity, Gas, Water etc.)
  There is no need to source our own service requirements as the Banquet Room at the Capital Theatre Bendigo has already been fitted with electricity, gas and water supplies.
• Venue-specific requirements.
  We have had to source out our own audio and visual requirements for the evening from Power AV. There will need to be a level of cleaning done before and after our event in the Banquet Room, but The Capital already have a cleaning contractor for their venue so the contractor will be used to clean the Banquet room before and after our event. There are also certain things that need to be provided that the venue doesn’t provide such as the décor, fairy lights, bar stools and cocktail tables that are required for our event and that we will need to provide to complete our event design.  
  
  

 Safety and Security

• Details of how you will address the safety of the event audience, performers, VIPs and staff (including first aid control, admission control, signage and policies e.g. lost children, complaints, violence).
  First aid control: One of the event organizers will be in charge of first aid and will have a certified training. If there are any minor injuries within the event audience, staff and performers the event organizer will attend to their injuries. In the case of an extreme emergency where injuries cannot be attended to on site, 000 will be called and an ambulance will be called on site for the injured attendee. The following four steps known as "APMC is standard for serious and life threatening emergencies; 
  -Administer triage for/to the individual
  -Plan the next steps
  -Manage the scene
  -Control (avert additional injuries or loss of life)" (Van Der Wagen & White 2010, p. 264).
  
  Admission control: Security guards will be posted on the door for the night of the event and will be allowing entry into the event for people who have a valid ticket for the "Night for Kez".  Once the security guard's have let the patrons in through the door, they will then come to an admission table where tickets will be taken from the attendees and names crossed off a list of individuals who have purchased their ticket. By doing this we will have a clear indication of who has turned up to our event and how many people we have in total for "A Night for Kez" therefore in case of an emergency we will be able to account for the attendees at our event.
  
  Signage and policies e.g. lost children, complaints, violence: There wont need to be policies for lost children within our event as there will be no children attending "A Night for Kez". Complaints can either be made on the night by communicating these complaints through to the event organizers and then they will be able to correct these complaints that individuals have made on the night or complaints can be made after our event has finished by calling through to the Otis Foundation and recording what the attendees have complained about so that we can correct and learn from our mistakes for future events. If any violence does occur during the night we have a strict policy of ejecting any attendee that engages within violence. The security guards will be on site to break up any violence that may happen through out the evening. A formal report will be written out for any violence that does occur.
  
• Outline emergency access to the venue and emergency management required.

Emergency access to our venue includes the main entrance into the Capital Theatre to then use the entrance into either the foyer or in extreme emergency cases the carriageway entrance can be used as an emergency access for the banquet room. There are specific emergency scenarios that must have an emergency plan in place so in the case of an emergency our event organizers will know exactly what to do. An emergency management plan will need to encompass "emergency and disaster planning and preparedness, hazard identification and mitigation, emergency response, evacuation planning, including means of escape, access for emergency vehicles and first aid" (Brisbane City Council 2014).