Live Events Assignment- Secret Gardens Karaoke Games Night

Added on - 16 Sep 2019

  • Dissertation

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CONTENTRole and Responsibilities......................................................................................................................................................6Introduction...............................................................................................................................................................................6Event Concept/Theme..................................................................................................................................................7Space/configurations/layout plans.................................................................................................................................7Logistical Issues........................................................................................................................................................................9Entertainment and attractions.........................................................................................................................................9Take Me Out..........................................................................................................................................................................9Singers..................................................................................................................................................................................10Rappers................................................................................................................................................................................10DJ.............................................................................................................................................................................................10Social Quiz...........................................................................................................................................................................10Packages...................................................................................................................................................................................11Target audience/number/marketing and promotional strategies/Time line...........................................11Marketing.......................................................................................................................................................................11Who – what sort of audience will be expected at the event?.........................................................................12What – what experience is the designer trying to create for the guests?................................................12When – when will the event take place?................................................................................................................12Why – why is the event being held?..........................................................................................................................12Where – where will the event be held?...................................................................................................................12Marketing plan.................................................................................................................................................................12Public transport................................................................................................................................................................14Parking.................................................................................................................................................................................14Health and safety..................................................................................................................................................................14Risk Assessment.....................................................................................................................................................................15Location...............................................................................................................................................................................15
Activity..................................................................................................................................................................................15Budgeting and Financial Plan.........................................................................................................................................16Budget...................................................................................................................................................................................16Income..................................................................................................................................................................................16Expenses...............................................................................................................................................................................17Cancelation strategy............................................................................................................................................................17Postponing or cancelling the event..........................................................................................................................17Evaluation strategy......................................................................................................................................................17Evaluation...........................................................................................................................................................................17Staff briefing sheet...............................................................................................................................................................20event Function sheet............................................................................................................................................................21Contact sheet..........................................................................................................................................................................22Event organisers...............................................................................................................................................................22Venue event manager....................................................................................................................................................22Venue.....................................................................................................................................................................................22acts.........................................................................................................................................................................................22DJ.............................................................................................................................................................................................22Appendices...............................................................................................................................................................................23Flyers.....................................................................................................................................................................................23Minutes.................................................................................................................................................................................24Proof of confirmation.....................................................................................................................................................28
IntroductionWelcome to the Secret Gardens Karaoke Games Night, this event istaking place as one of the assignments of the live events module whichwill be graded in partial fulfilment of the requirements for the degree.The aim of the night is to get the guests to socialize and engage ingames and activities that can bring a crowd together. The night willinclude a social quiz at the beginning of the event to allow guests toget to know each other, following that will be a performance from anup coming UK artist; then we will have 6 of our guests participating in agame of Take me out, this should be funny and exciting for all theguests. After the game there would be another performance from anup coming afro pop band after which all the guests will participant inan old school RnB karaoke. The event will be taking place at TheConstitution pub in Camden, we have been allowed to hire out theircellar, we feel it is a great space to have the event as it is small andaccommodating and would allow us to fulfil our wishes when it comesto the themeEvent Concept/ThemeThe theme of the event is The Secret Gardens,the reason we have chosen this theme isbecause we wanted to bring summer intoautumn by putting a garden indoors, we wantedto find a place that will give us freedom to bringout ideas to life. We wanted to be able to turn asmall indoor space into a garden and have ourguests really feel like they are in a secretgarden. In order to bring the idea to life, wehave bought lots of ivy vines, leaves lightsflowers. We would also have a cupcake candybuffet, upon entrance that has been inspiredby picnics.
Space/configurations/layout plansIndoor gardenWe would be cutting off ivy vines found on the side river bank and wewould
be stapling these all over the walls in order to create a greenery area,the walls of the venue is pink so we would need a lot of vines in orderto cover the entire room. We would have vines and ivy all over thewalls, we have bought artificial flowers to go on the wall, the ceilingwill also be covered in ivy vines and gold artificial flowers. we are stilltrying to decide between multi-colored lanterns and small whicker fairylights to draping down from the ceiling, to create the night garden ideathat we want.We have both items in our household already so it would notcost us anything to try both out and see what we prefer.River bank viewThe river bank view will be theentrance point of the event, itwill be arched with vines andflowers at the entrance, theguest list will also be at theentrance where people will beallowed to enter the building, onthe right of the river bankentrance is an outdoor gardenwhich will also be asmokingareafor the guests.SignageThe signage will start from the top of St. Pancras way at the bus stop,so that people can follow the road down from the bus stop to thevenue. We will have signage cards will be put on lamp posts on routeto the venue. A sign will be placed outside the pub directing the gueststo the opposite of the road where the river bank is and there will beanother piece of signage directing people down the stairs and alongthe river bank to get to the entrance of the venue. There will also besignage instructing people from the cellar that the toilets are at the topof the stairs. There will also be signage telling people where thecloakroom is and also the candy and cupcake buffet.
Logistical IssuesOver crowding –This is a problem that we have thought would hinderthe process of the event. So in order to try to avoid this we only sold40 tickets when the capacity of the venue is 60. However, as the venueis very small there still a huge risk of over crowding.Over heating–As there is only one entrance into the cellar, there is arisk that there could be over heating in the hall as the only form of airthe guests will be able to get will be by keeping that entrance dooropen.Décor –The decorations could drop from the ceiling or the walls whichcould cause one of the guests to slip and fall. In order to avoid this wewill be securing the decoration with a staple gun onto the walls andceiling.Entertainment and attractionsThe entertainment for this event varies from karaoke, performances togames and quizzes. Our theme is a karaoke, games night, however wehave incorporated performances and a DJ as we feel this enhances theevent. We have a number of artist that have agreed to perform whichincludes singers and rappers.ActivityTake Me OutThe take me out game will be based on the game show take me outbut with a twist. It will be based on the five senses (hear, smell, touch,taste, sight). There will be two rounds of this game, first round willhave a male as the main attraction then the second a female. Theselected male/female will be blindfolded, in which the five selectedmales/female contentment’s will try and entice the attracted in orderto win a date. Using the senses, hearing the voices of the contestantsis one round of the game where one player will be eliminated if theperson doesn’t like what is said. Smell will be based on the smell of thecontestant i.e. perfume, house scent, body odour. Contestants willchose different haribo flavored sweets, the one most disliked will beeliminated. The selected person will have to touch the contestant’s
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