EVT101A Assessment 3
Report: Event Concept
Outline
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Table of Contents
Introduction...........................................................................................................................................2
Lighting, Sound, Video, AV and SFX.......................................................................................................3
Performers, Talent and Entertainment..................................................................................................4
Event Staff Roles and Responsibilities....................................................................................................4
Skills and Resources Matrices................................................................................................................5
Additional Considerations......................................................................................................................5
Run-Sheet and Timeline........................................................................................................................6
Budget...................................................................................................................................................8
Conclusion.............................................................................................................................................9
References...........................................................................................................................................10
Introduction
Community events and gatherings play a larger role in bringing people together to collaborate and
get familiar with the ideas related to a specific aspect in discussion. We, Peiris Events, intend to
propose an event for the community that will take place in the form of a get-together at the
community centre of Greater Local Council. The focal objective of the event is to come together as a
community and remove the negativity that is around in the communities due to various aspects; for
instance, the on-going pandemic, COVID– 19. The event is meant for everyone in the community
including, youngsters, younger parents and the elderly who manage people - as this is a situation
which every single one of us has been battling (Goldblatt, 2005).
Event Brief
The event is planned using the model by Goldblatt’s - 5 W’s by (Allen et al., 2011), and the plan is as
discussed further:
What
Let’s Battle – Live Strong
As the name suggests, Let’s battle – Live Strong, is an event designed for each one of us to live up
and get stronger together. Moreover, the event will indirectly relieve the mental stress that each one
of us is going through by engaging the members in a day full of entertainment. Well – being
specialists will begin the day by enlightening us with their knowledge on mental health and
motivation. For the elderly, a special talk is organised in order to discuss various solutions to their
problems. The talks would be followed by a series of games and fun tasks, including a short concert
by our very own community member, Mr. Thind - which would help in battling the negativity and
encourage the well - being of the people attending the event.
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Where
The community centre can be used to accommodate up to 400 people and this is the right place to
stage such an event. The centre stage will accommodate the MC, well – being experts who would
speak and the musical performance. If there are more nominations of the audience to attend the
event, we will make use of the external space in the parking with provision of TVs for them to follow
the event from their vehicle itself without having to miss out on anything.
When
The pandemic is prevalent even now and there is no better time than organizing the event as early as
possible – keeping in mind the essential safety measures - as the very mission of the event is to
overcome it live against all odds and be positive. The event would best aged on December 20,
Sunday, starting 12:30 A.M. through 5 P.M.
Who
The event is meant for everyone in the community like youngsters, younger parents and thee elderly
who manage people as this is a situation which every single one of us has been battling. Local
businesses (for promotional purposes), GLC, and well-being experts for the elder population are also
among the main stakeholders who would attend the event and address the meeting for us to be able
to solve the issues in the community. Social workers and NGOs will also be welcomed along with the
volunteers who would be helping in organising the entertainment plans to work for communities and
their well – being.
Why
The main objective of the get-together is to help all the people of the community overcome the
negativity and be able to enjoy more. The event will also cover an in-depth talk regarding the
recommendations that the people and families should take to fight and build their immune systems.
The aspects of cleanliness and health awareness will also be created adequately throughout the
program.
Theme
Joyous and vibrant colours would be used for the décor to organize the event. We would have
draping curtains of pink colour on the entrance gate with beautiful shades of flowers and leaves
which are a symbolof life and blossom. In the light and warm sunshine of the winters, the stage
would be set up in a simple yet lively fashion. The chairs and tables for seating would be white and
light pink.
Lighting, Sound, Video, AV and SFX
As the event is scheduled for day time, there is not any real lighting requirements for the
proceedings, unless photography problems arise – for which we have already arranged camera
flashes. However, as it is the winter season and it might be foggy/windy, a sound system of
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microphones, small mixing desk and speakers will be required for all guests to be able to enjoy the
ceremony. This is because for a gathering of 400 people it is required to have such system in order to
be able to reach out to everyone in the vicinity. Moreover, the small music concert by our very own
community members will require speakers and connectors with microphones. The specific
equipment should be suitable for use outdoors, wind and water in case it rains (so that the
equipment is not damaged). There will be no other special effects requirements at the event as such,
because it is in the open, during day time.
Performers, Talent and Entertainment
The event is going to need the services of an MC to help with the welcoming, ushering, coordination
of marshalling and seating guests, introducing the event, warming up the guests and closing the
official event proceedings. In addition, we have asked Mr. Thind, who lives in the community itself to
perform for 40-45 minutes as he is a member of a guitar band – he loves to perform. Apart from this,
some material for games like treasure hunt, tambola housie, and kids’ games are required. A
registered early childhood assistant should be considered so that he/she can keep the children
company. Later, during and even after the short concert, guests will be entertained by speeches,
socializing, drinking and dancing.
Event Staff Roles and Responsibilities
The Event and Venue Staff will have the following roles and responsibilities:
Unloading equipment and food supplies from trucks and setting up the venue, including
chairs, building the stage and managing décor.
Ushering the audience and ensuring regulations are met according to fire security and
hazards.
Following the instructions given by the Event Manager.
Proper hygiene and organisation insurance.
Adhering to safety measures and standards of events.
Offering proper customer service.
Undertaking duties of security.
Role of welcoming audience/guests.
Setting up lighting and sound equipment.
Carrying out entertainment matters smoothly.
Serving refreshments/drinks and food.
Informing every member about event protocols and timeline of activities.
Verifying equipment after usage.
Wrapping up and packing décor and equipment after the event.
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Skills and Resources Matrices
Lighting, sound, and Décor, decorative, Venue: Stage is required
effects (speakers and scenic, set and prop to be set up and made
microphone along with (flowers are seasonal – accessible to electronic
wiring and amplifier: can be limited in wirings
expensive) supply)
Talent and
Food and beverage: entertainment: Mr. Permits and licenses:
abundant Thind, games and abundant
socialization
Workplace Health and Contractors and
Transport, storage and
Safety, and risk: vendors: limited supply
logistics: expensive
ensured, limited risk due to COVID
Backline assumptions: Software/technology:
musical performance only for vector designs
fee is nil used on the stage
Additional Considerations
The Greater Council should consider compensating Mr. Thind for his performance because it is going
to be a big part of the event – he insisted us that he would like to do it for his own pleasure but we
advise that he should be given some privileges. Moreover, we have assumed that we will be given
the venue a week before the event so as to make sure everything is set up perfectly (including
rehearsals).
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Run-Sheet and Timeline
RUN SHEET
Peiris Events
Let’s Battle – Live Strong
Date: December 20, 12:30 PM Onwards
Venue: Community Centre, Greater Local Council
Pre-Event
11:30 am Well-being specialists and guests start to arrive
Canapés/BBQ/light meal and drinks served upon welcome (after
temperature check and sanitization)
11:45 pm Master of Ceremonies (MC) arrives
11:45– 12:15pm MC interacts with guests
12:15-12:30pm Guests are seated
Formal Event
12:30 MC takes the stage, welcomes guests, and delivers a short introduction of
self and run down of the event
1:00pm MC invites Council President to officially open proceedings
1:00-2:00pm Well-being specialists take the stage and interact with members
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2:00-2:30pm Lunch is served
2:30-4:00pm MC hosts treasure hunt and housie games/children play separately, and
guests socialize amongst each other with drinks served
4:00-4:45pm Mr. Thind’s lively musical performance
4:45-5:00pm MC wraps-up
Post Event
5:00pm onwards Event and venue staff close the proceedings and clean up
Event Timeline:
6 Months Prior to event:
Determined and finalized the date + time of event.
4-6 Months Prior to event:
Determined & reserved location of the event
3-4 Months Before Event:
Menu and caterer finalized
Parking and travel requirements met
Identified MC/performers
2 Months Before Event:
Speakers’ RSVP
Rentals arrangements
Marketing (i.e. Events Calendar, Campus Calendar, Public Calendars, Email invitations, PSA
KZSC)
1 Month Prior:
Advertising (i.e. Email RSVP #1, Newsletters)
Diagram of setup
Get décor for venue
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Purchase orders
2 Weeks Prior:
Advertising (i.e. Email RSVP #2)
Confirm everything (i.e. Catering, Rentals)
1 Week Prior:
Advertising (i.e. Reminder email)
Finalize RSVPs and create name tags if needed
Day of Event:
Setup of event!
1-7 Days After Event:
Send out Thank You Acknowledgements
Event debriefs
Obtain invoices for reimbursements
We are tracking through the progress of the completion of all the activities to make the event a
grand success (Shone & Parry, 2004).
The proposed even is be a one-day event including various talks as well as games and activities. The
activities given below will take place: (Freedman & Feldman, 2007).
MC interacting and introducing the event details with the audience
Snacks/food and refreshments
Community participation: games and entertainment
External activities for interaction (Shone & Parry, 2004).
Short concert
Drinks and refreshments
Wrap-up interaction
These are the main programs scheduled for the get-together day. (Allen, Toole, Harris & Donnell,
2011).
Budget
The proposed budget for the event was $30,000 – which would require some re-negotiations mainly
because the community event is being organized at the community centre of the Greater Local
Council and the number of guests is 400 (Halsey & Troy, 2010). However, the event space cost is
minimal and it may cater to adjust the remaining aspects of the costs for the event. Should there be
any shortage in organizing; sponsors, who are volunteers like some of the doctors were prepared to
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fund the remaining budget (Fundraising know how, 2007). The income and expenditure report will be
filled in the following format once all costs are determined (Goldblatt, 2005).
Conclusion
The event, Let’s Battle – Live Strong will be organized in vogue of fighting the negativity all around in
the communities to help people strive better. All the aspectsrequired for the event have been taken
care of in the truest sense and adequate care has been takento ensure to screen the audience. Well –
being specialists have also been invited to address thepeople and discuss all their queries which they
might have related to different issues in the past few months. Peiris events looks forward for this,
and future events as well with the Greater Local Council.
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References
Allen, J.; O’Toole, W.; Harris, R. & McDonnell, I. (2011). Festival and Event Management. Fifth
Edition.Jon Wiley & Sons: Queensland.
Freedman, H. & Feldman, K. (2007). Black tie optional: A complete special events resource for
nonprofitorganizations. Hoboken, NJ: John Wiley & Sons.
Fundraising know how. (2007). Dining for a cause. Retrieved on October 23. From
http://www.fundraisingknowhow.com/fundraiser-articles/social-charity-dinner.aspx.
Goldblatt, J. (2005). Special events: Event leadership for a new world. Hoboken. NJ: John Wiley &
Sons.
Halsey, Troy.(2010). Freelancer's guide to corporate event design: from technology fundamentals to
scenic and environmental design. Taylor & Francis.
Shone, A., & Parry, B. (2004). Successful event management: a practical handbook. Cengage Learning
EMEA.
Shone, A., & Parry, B. (2019). Successful event management: a practical handbook.Andover,
Hampshire: Cengage Learning, Cop.
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