Event Management - staging report

Event Management - staging report Assessment brief: -    Please refer to assignment 1&2 already done. -    1500words -    No reference needed Assignment 3 Staging report, builds upon the work you completed in assignments 1 and 2. At its core the staging report is there to assist you in the final stage of the design process, preparing for the preliminary staging (or otherwise known as the implementation) planning process. Following on from Assignment Two, this report should detail and explain (at a minimum) the following: Develop a matrix of required or anticipated resources and skills (one matrix for each), which might include (where applicable): • Lighting, sound, and effects • Décor, decorative, scenic, set and prop • Venue • Food and beverage • Talent and entertainment • Permits and licences • Transport, storage and logistics • Workplace Health and Safety, and risk • Contractors and vendors • Backline assumptions • Software You should critically think about what you need in regards to resources and skills, and provide a detailed description and reasoning as to why. Ask yourself questions like: • Are they available and easy to procure? o Seasonal? Expensive? Abundant or limited supply? • How long might it take to obtain what you need? • How long is its shelf life? And how long will you need to store it? • Where can you store it before and after the event? • Have you made any backline assumptions, and if so, what are they? Typically your matrices will include the following columns/information: • Resource, skill or human resource role name • Name of the supplier: this can be generic (supermarket) or very specific (Coles Randwick) as needs be. Sometimes there is only one supplier of a specific skill or piece of equipment and as such you should note who that is. EG if your event requires Russell Crowe to MC, then you must purchase Mr Crowe’s time from Mr Crowe’s representative as there is only one of him available. • Cost of the resource, skill or human resource (this can be an estimate) • Availability of the resource: is it easy and common to find or is it rare and hard? • Lead time: how long does it take to order and receive the quantity that you need? • Number required • Transport and logistics issues • Storage location and storage issues: EG cold storage required at 2-4 degrees • Shelf life • Why and what you need it for, or your reasoning. For example, you might hire a marquee as a contingency just in case it looks like rain, but you may never use it. • Anything else that you might need to record for future reference Backline assumptions: The backline is anything you expect or assume to be included in the hire price or easily available at an on-site venue. Therefore, anything you assume to be available at the venue you include in your backline. Many venues insist on using their cleaners and caterers, the cost is extra but these can be assumed to be part of the backline Please refer to the examples on the next 3 pages In the previous event brief, we’ve created and briefly went over the event concept as well as the design plan. In this report, we will continue to build on the concept and plan. Our objective is to give the relevant stakeholders more visibility, clarity and informed on what lays ahead and how we as an organisation will be able to better prepare in the event leading up. The concept As requested by the client the event is a formal celebratory dinner to commemorate the business’s 30th year’s anniversary. After careful considerations and thoughts, we wish to confirm the event will be on the 30th, Jan 2016 at the Peninsular, Docklands. The rationale behind this decision for the dates and venues are as follows: -    The 30th Jan does not conflict with neither our schedule nor the client’s business commitments. The 23rd of Jan is the weekend leading up to Australia day (Tuesday 26th, Jan) we thought it best, if we want to maximise the amount of attendees, not to have the event held on this date as families might want to take the long weekend away. The 06th of Feb is also not a good date to schedule the event as the client have a business conference where most of the senior partners will need to attend. -    The Peninsular, Docklands venue was an easy choice to choose from between the three option. Not only is it right in the center of a booming and bustling cultural area, its waterfront location tides in with the theme (discuss more in details later) very well with the whole event. It’s a 5mins walk from a major train station should any attendees wishes to take public transport and there are ample of secure parking locations within a 100m distance.  The waterfront also makes for a memorable picturesque backdrops. And should any guests, family members or business connections, who travelling in from interstates requires accommodations, there are various hotels i.e Hilton, Windsor Hotel, Marriot, Crowne Plaza… available within walking distance, public transport and short cab ride from the venue. The venue also offers easy access for loading all major large display pieces which we will need for our event theme. Event theme As briefly outline in the previous event brief, as the client’s business revolves around the maritime industry, the event should have a sea and maritime theme. Lets discuss this in further details. Colour – To keep in line with the theme of the event, which is Maritime, the main colour theme will be ocean blue, aqua and white. This includes all décor, lighting, table dressing, uniforms (where required), floral and display pieces. Table Dressing - As there will be an expected 500 guests, there will be 50 tables of 10 per/table setup in the venue. There will also be 2 tables for backup if required. The colour theme are as depicted in the next column and tables are to be setup for formal 3 course dinner. Floral – All tables are to be setup with white flowers/roses displayed piece at its center as depicted on the next column. This is one of one main display pieces for the event. Lighting – We wish to achieve something similar to the lighting as shown on the next column. However, in keeping with our theme, the colours will need to be white, aqua and ocean blue. The effect of this lighting is to give the guest a chilled and relax atmosphere. It is not too overly bright or warm that takes away from their sense that it is a formal dinner and is not a disco. Menu – The venue is self-catered and so in keeping with our maritime theme, the three course meals will consists of seafood. Each guest have the choice between 2 different kinds of entrée, mains and desserts. All beverages such as wine (white/red), cocktails and soft drinks are free and inclusive of the catering package.    Entrée Mains Desserts Uniforms – The venue will be providing waitering staff required for the event. All non-guests staff for the event will be in the dressed in the matching uniforms. Display pieces – As discussed in the previous brief, as the client’s business is in the maritime industry, it would be most appropriate that we setup the venue as though guest are entering a cargo bay ship or some type of a ship. We will be hiring cargo containers display around the venue to achieve this effect. There will also be other maritime display pieces we shall also take into account when setting up the venue. Some of which are as depicted in the next column. Audio visual For this purpose we have booked in AV @ Melbourne Uni. We have used their services in the past and are familiar with the cost and legal obligations with them. As discussed earlier, the focal point of the audio visual area is to provide an atmosphere that is both relaxing and celebratory to the guest. There will be various presentations on the night from both senior partners and guest speakers. To achieve a smooth flow of the major mile stone of the night, audio and visual will have to be right on queue. This means the video presentation must be presented and work at the right allocated times. The mic must work in accordance with whoever has the floor without any hiccups in power outage, or connections not working properly. Performers Booking has been secured for our performer of the event, The Pearly Shells. We have used them for past formal dinner events through the highly recommendation of one of our industry partners and they have been fantastic. They offer a relax and enjoyable atmosphere with many older guests loving their older jazz flavor. The Pearly Shells have emerged from Melbourne’s musical soup with a modern twist on a classic sound. This Ten Piece Little Big Band (comprising of 3 saxes, 2 trumpets, 1 trombone, piano, double bass, guitar and drums) has a style and look reminiscent of the Golden Age of Ellington, Basie and Goodman from the wall of horns sound right down to the Hollywood style, luminescent clam-shell stands. Playing their own arrangements of the Big Band classics and Pearly Shell originals, the band is famous with dancers for its ability to leave the written music behind when things are really swinging! Other performers required for the night would be the senior partner Hans Thorgrim as MC for the night to welcome, move along the proceedings of the night and officially closing the event. A photographer will also be required for the night to go around to each tables taking snap shots as parting gifts to guests at nights end and in later report to the client. Software Our main software for this event will be Google Docs (Spreadsheets, Word and Powerpoint). We find this to be the best method for our business as all documents are stored on the clouds, can be access and edit anywhere with an internet connection and can be share to any relevant stakeholders as we see fit. It works well with our staffs as a lot times they are otherwise out on site visits or acquiring items for the event. They can then quickly access the required document and make an informed decision before any purchases or commitments. We will also be using the online app called Eventbrite for this event. Eventbrite is a fully online and cost effective way for us to manage the attendees of the event. It is fully self-contained and can be access anywhere that has an internet connection. It is user friendly and is an excellent tool to manage invites to the client’s guests, keep track of rsvp in real time and has a customizable web page. It also can act as a fully contained ticketing system should our client desires guest to pay for their attendance. Adobe CS6 master collection will be out other software tool to use for designing stage, floor space and table layouts. Runsheet 9am-10am    BUMP IN – Staff arrive for setup •    All event crew arrive on site •    WHS induction with venue manager •    Deliveries of AV equipment from AV @Melbourne University 10am-3pm    •    Display pieces will start to arrive from various transportation companies •    Event manager to co-ordinate with staff to check if all displayed pieces have arrive and are undamaged •    Begin to setup venue according to floor plan i.e tables, display pieces, décor, lighting, stage, floral, shipping containers etc… •    Testing of all AV equipments i.e power connections, sound check, mic check, data projections, video playback etc... •    Setup of VIP tables 3pm-4pm    •    Venue set up complete (including AV and stage setup) and final touches are being applied •    Final lighting and visual applications •    VIP dressing room setup and light food are organised 4pm-5pm    •    Senior partners arrive and inspect the venue •    Final changes to anything (if requested by the client) •    Rehearsal with the relevant staffs  on the program for the night •    Rehearsal with the partners, especially in depth with Hans Thorgrim on the proceedings 5pm – 6:30pm    •    Performing Band starts playing •    Guests start to arrive •    Guests are being registered, •    Canapés and drinks are served •    Guest mingle checking out the display pieces. Event start 6:30pm    •    MC request guests to seated 6:45pm    •    Welcoming and formal introduction of the night is given my Hans Thorgrim 7:00pm-8:30pm    •    Entrée is served, Dinner is served, Dessert is served •    Formal presentation from the senior partners – company’s history and milestone •    Photographers is moving from one table to another taking photos for all guests 8:45pm-10pm    •    Bar service •    Celebration of retiring partners to be presented by the remaining 2 founding partners •    Gifts are to be presented by senior partners •    Formal presentation by senior partners – Success and achievements of the company •    Gifts to be given to all staff (needs to co-ordinate with ushers/waiters on the night to distribute to all staff) 10:00pm    Event End •    Guests are happy to stay behind and mingle and continue celebrating if they wish with open bar •    Close up and clean 11:00pm    BUMP OUT Day +1    •    AV @ Melbourne Uni arrive to collect all AV equipments •    Contractors arrive to remove all display pieces and return to relevant vendors •    Post event review