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Event Concept and Design
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Added on 2019-09-16
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The event will be taking place at The Constitution pub in Camden, we have been allowed to hire out their cellar, we feel it is a great space to have the event as it is small and accommodating and would allow us to fulfil our wishes when it comes to the theme Event Concept/Theme The theme of the event is The Secret Gardens, the reason we have chosen this theme is because we wanted to bring the summer into autumn by putting a garden indoors, we wanted to find a place that
Event Concept and Design
Added on 2019-09-16
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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 is taking 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 in games and activities that can bring a crowd together. The night will include a social quiz at the beginning of the event to allow guests to get to know each other, following that will be a performance from an up 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 the guests. After the game there would be another performance from an up coming afro pop band after which all the guests will participant in an old school RnB karaoke. The event will be taking place at The Constitution pub in Camden, we have been allowed to hire out their cellar, we feel it is a great space to have the event as it is small and accommodating and would allow us to fulfil our wishes when it comes to 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 plans Indoor gardenWe would be cutting off ivy vines found on the side river bank and we would
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 order to cover the entire room. We would have vines and ivy all over the walls, we have bought artificial flowers to go on the wall, the ceiling will also be covered in ivy vines and gold artificial flowers. we are still trying 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 not cost 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 a smokingarea for 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 the venue. We will have signage cards will be put on lamp posts on route to 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 be another piece of signage directing people down the stairs and along the river bank to get to the entrance of the venue. There will also be signage instructing people from the cellar that the toilets are at the topof the stairs. There will also be signage telling people where the cloakroom 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 sold 40 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 a risk that there could be over heating in the hall as the only form of air the guests will be able to get will be by keeping that entrance door open. 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 we will be securing the decoration with a staple gun onto the walls and ceiling.Entertainment and attractionsThe entertainment for this event varies from karaoke, performances to games and quizzes. Our theme is a karaoke, games night, however we have incorporated performances and a DJ as we feel this enhances the event. We have a number of artist that have agreed to perform which includes singers and rappers. ActivityTake Me OutThe take me out game will be based on the game show take me out but 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 will have a male as the main attraction then the second a female. The selected male/female will be blindfolded, in which the five selected males/female contentment’s will try and entice the attracted in order to win a date. Using the senses, hearing the voices of the contestants is one round of the game where one player will be eliminated if the person doesn’t like what is said. Smell will be based on the smell of thecontestant i.e. perfume, house scent, body odour. Contestants will chose different haribo flavored sweets, the one most disliked will be eliminated. The selected person will have to touch the contestant’s
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