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Requirement
Assessment task: An individual creative design response to a given brief (in portfolio format):
Ealing Studios is a production company based in Ealing Green, West London and they would like to host an even to raise funds for The Cinema and Television Benevolent Fund (CTBF), which will be attended by cinema television and film industry professionals (e.g. actors/actresses, directors, producers). Ealing Studios wish to employ the skills of an experienced and qualified event designer, specialising in themed events to deliver a memorable and unique experience to their guests. Working as an independent event designer in themed events 3 you have been approached by Ealing Studios to submit a portfolio, as the initial pitch. In preparing your portfolio you must address all requirements the company has for the event as given on the event brief below. Attachment)
Solution
Executive Summary
This is event portfolio prepared for Ealing Studios which wants to raise funds for CTBF. The portfolio prepared has focused on various aspects of the event management and has ensured that Ealing Studio save more costs while making the event more attractive. The theme of the event is Secret Garden Party and the entire colour theme will be green. The guests will be suggested to come in cloths that reflect closeness to the nature.
Introduction
Our team specialises in Secret Garden Party themed event and we have decided bring in the same cost-effective way for this charity event to raise fund for The Cinema and Television Benevolent Fund (CTBF) which is a leading UK charity for Cinema, Film and TV professionals. It supports those who deserve funds or are facing any kind of illness, or unemployment. Types of people who get help from this trust are make-up artists, script editor, or cinema manager. The event is being hosted by Ealing Studio which is a production company based in Ealing Green, West London (Ealingstudios.com, 2016). The event is for cinema, television, and film industry professionals such as actors/actresses, directors, and producers. The event will help CTBF raise funds to cater to the needy ones who want to grow and deserve better treatment (Ctbf.co.uk, 2016). The event will take place on May 4, 2016 after 7pm in the evening and will end by 11pm. The total budget decided for the event is £100 per person. The portfolio discusses the content design management of the event in the initial and then discusses the production management of the event based on the secret garden theme (Smith et al, 2015)). The section on environment management discusses the way the environment will be handled in terms of disposal of garbage to the natural feel of the event. The programme management section details the programs meant to be conducted during the scheduled event time duration. The section on entertainment management discusses the things those are taken care of to ensure the entertainment of the honourable guests to the party. The chapter on catering management discusses the way the food and drinks will be handled at the party for the guests.
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Content Design Management
The theme for the event which is the Secret Garden Party will help bring all the party people closer to the nature while they enjoy partying and music. The entire theme colour will be mostly focused on green which will be matching with the colour of the garden. Moreover, even the guests will be coming in various green dresses filled with grass designs, leafs and others. Such theme will create a feeling of being with the nature for the four straight hours from 7pm in the evening to 11pm.
The green colour is likely to bring feeling of calm in the guests and in the surrounding (Labrecque et al, 2013). Moreover, the guests coming in colourful green dresses will feel as if they have come near to the nature and likely enjoy the experience. The decoration of the garden will be focused on mostly green table cloths and chairs with grassy feel and texture. The lights around will be setup in such a manner that it will beautify the green colour in the surrounding. The timing has been chosen as evening as it will help in creating more perfect feels. For instance, the darkness around the garden and light in the centre with green around will create a feeling of paradise for the guests who will be mesmerizing and memorable.
Production Management
Our focus towards production management for the Secret Garden Party will ensure that everything goes ahead properly and, therefore, we have decided to focus on below mentioned certain points (Mehndiratta, 2008):
Anticipating all the activities in advance will be the helpful first step towards the better production management. The best possible method is walking through all the event activities in the mind including the guests and the performers and anticipation of any likely failure must have proper plan.
The power and setup should be the initial elements to check up and all the technicians and decorators should be informed prior to testing the power.
Having ample time in hand is the suggested form to reduce the issue missing any necessary part.
All the requirements should be in place prior to moving ahead.
Dressing room should be ready and of adequate size so that performers don’t find crushed while moving back and forth.
All the communication management from AV to Mics are in place and working properly. A rehearsal is suggested so that things should be satisfactorily checked and validated prior to the final performance.
A proper contingency must be brought in place so that any uneventful things should be handled without any delay. For instance, having replacement ready for the performer who might fail to show up is a good thing. It might cost bit more but should be kept ready in case of any unlikely event.
Environment Management
We care for the environment as much as any other nature friendly people. The environment of the event will be handled effectively and it will focus on two things. The first is that there are proper facilities available for the disposal of the waste products and the emotional environment is kept light with the programmes mentioned in the next section (Rojek, 2014). It is obvious that the conduction of event will eventually result into lots of wastes. The management of the event will focus on recycling the wastes in a proper manner (Lehmann, 2013). There will be a trained recycling coordinator at the event that will focus on managing the all the wastes being generated at the event. There will be several recycling stations in the garden where the visitors can put recyclable and non-recyclable wastes in different trash cans. Such elements in the party will boost the morale of the guests towards the nature and they will feel more positive vibe in the event. There will be specific signs on the waste disposal centres that will focus on quick education to the guests on how to dispose their wastes. Various graphics and signs will be used around the event venue which will accompany various pictures of insects to make it more attractive.
Programme Management
The programme of the whole event will be defined with the six hours duration from 7:00pm to 1am. We have tried to keep the programme of the event short and crisp so that it does not bore anyone at the event and bring more fun in the party. The entertainment activities at the party will begin by 8:30pm which will include various things to entertain the guests. There will be a fund raising activity scheduled at 10:30pm which will be dedicated towards raising the funds from the guests for The Cinema and Television Benevolent Fund (CTBF).
The preliminary programme developed for the event will be focused on taking care of all the needs of the guests. The preliminary programme prepared has ample room for any changes to take place. The guests will be sent this programme list prior to reaching the venue so that they come mentally prepared for the programme. The programme will be in constant surveillance of the event manager who will ensure that all the activities are being conducted as per the schedule and any deviation should be handled prudently. The management of the programme in the event is critical to save unnecessary wastage of time and cost. As stated earlier, the budget of the event is limited per person and there will be no transport facilities. Such things ensure that the spirit of a charity event stay alive and guests should understand that the sole purpose of the event is to raise money for the needy and not to waste on unnecessary elements.
Entertainment Management
There will be various activities in the event which will be focused on entertaining the clients. The two hour schedule has been defined for the entertainment activities as per the programme schedule that is from 8:30pm to 10:30pm and from 11:30pm to 12:30pm. The responsibilities for all the entertainment activities will be with the assistant manager deputed at the venue. The assistant event manager will ensure that all the activities are moving ahead as per the schedule and things are not going south. The assistant manager will also ensure that there is a backup for each of the entertainment activities in case someone fails to turn up for the event. Some of the attractive activities will be comedy and magic performance, and at least two songs will be performed by a band. The purpose would be to ensure that the guests feel comfortable and entertained at the event.
The decided entertainment activities will be conducted at the event to entertain the guests and it will be ensured at earliest that all the people involved in this activity are present at the venue before the entertainment activity initiates. If anyone is missing from the scene then it will be the responsibility of the assistant manager to ensure any replacement or follow up with the concerned performer to bring them as soon as possible. In the worst case scenario, the event can be replace with any performance by existing guests who are from the entertainment industry and are likely to perform on the request or say a few words to keep the event running. The assistant manager with the manager should ensure that the identification of such guests should be done at the earliest.
Catering Management
The catering service for the event will be D.I.Y. (Do it yourself) styled theme where the guests will help themselves in taking the plates and dinner from the designated places. The catering will be kept short and sweet (Boag and Cuskelly, 2000). The event will also leverage the promotional opportunities and call some of the brands who want to participate in promoting their products to these high profile guests (Robertson, Junek and Lockstone-Binney, 2014). There will be specified docks for each of the promoting brands who will be serving free samples to these guests in return of brand recognition and free celebrity endorsements. As it is a charity event, therefore it is assumed that such promotional activities will not be minded by these guests. Moreover, the self-serving method will cut costs on labour. There will be limited bar offerings too and guests will be supplied limited wine, beer and speciality drinks. These steps have been taken to reduce the costs of event organization.
Conclusions
Our event planning team is well equipped with all the knowledge and understanding of charity events like this one. We are focused on bringing Wow factor in the event through various interesting performances which will be well-rehearsed days before the actual event takes place. Our ability to think through all the activities within an event makes us perfect fit for such events. Our team has enough experience in handling such activities has the ability to provide proper methods to execute the whole event perfectly.
We also provide sponsor options where the client does not have to spend a single penny to host the event and we have some of them at our disposable should you choose to go with it and save more money. We are committed towards providing you and your guests out of the box experience in the event. We have almost a decade of experience in non-profit fund raising and our specialization in planning and executing will make you come for us every time you want to plan for such event.
In the past one decade we have served hundreds of clients with same level of experience and they are still with us bringing us repeat business every time they plan for their next event. You can read their exciting testimonials on our website and can even contact them to know what we can do for you and your guests. Our unmatched skill sets and level of precision cannot be found anywhere but with us only.
Endnote:
Our previous experiences in handling such events allow us to brag that we are best at whatever we do and you can be assured that your guests will leave the venue with a Wow expression!
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Place Your OrderReference List
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Boag, A. and Cuskelly, G. (2000). Event management. Belconnen, ACT: Australian Sports Commission.
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Ctbf.co.uk. (2016). CTBF | The Cinema and Television Benevolent Fund - Events. [online] Available at: http://www.ctbf.co.uk/events.php [Accessed 28 Mar. 2016].
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Ealingstudios.com. (2016). Ealing Studios | United Kingdom. [online] Available at: http://www.ealingstudios.com [Accessed 28 Mar. 2016].
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Labrecque, L.I., Patrick, V.M. and Milne, G.R., 2013. The marketers’ prismatic palette: A review of color research and future directions. Psychology & Marketing, 30(2), pp.187-202.
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Lehmann, J., 2013. Sustainable management: Recycle waste for nourishing soils. Nature, 504(7478), pp.33-33.
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Mehndiratta, V. (2008). Event management. Chandigarh, India: Abhishek Publications.
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MULES, T. (2004). CASE STUDY EVOLUTION IN EVENT MANAGEMENT: THE GOLD COAST'S WINTERSUN FESTIVAL. Event Management, 9(1), pp.95-101.
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Robertson, M., Junek, O. and Lockstone-Binney, L. (2014). Introduction: ProfessIonalIzatIon and event ManageMent. Event Management, 18(1), pp.1-3.
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Rojek, C. (2014). Event management. London [u.a.]: Routledge.
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Smith, W.W., Pitts, R.E., Wang, W. and Mack, R.W., 2015. What is most important in transferring goodwill from charity run participants to sponsors?. Event Management, 19(3), pp.305-316.
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