Event Design for National Congress of Australia First People

Event design
[Name]
[Number]
[Affiliation]

Event concept.
This year’s annual general meeting of the National Congress of Australia First people
to highlight on the activities and achievements of the organization in the past year and
determine on the course of action in the next year. The event will be held at the
Intercontinental Hotel in the capital of Australia, Sydney. The venue was selected by the
congress because of its ease of access within the capital’s CBD. The location has a historical
significance to the aboriginal nations and therefore an indigenous inspirational speaker will
be selected to motivate the organization’s members and also allow the attendees of the Gala
to enjoy and have fun to celebrate the achievements made in the last year. The event will be a
two-day Gala taking place as from 14th October 2016 to 15th October 2016 starting from 0900
hrs to 1600 hrs on every day of the Gala. The venue was requested by the organization
members and the committee and therefore it was necessary to fulfil the wishes of the
stakeholders and also ensure a value for the money in the budgetary allocation to ensure the
organization members are treated to an event they can never forget, Wang & Lemmon
(2011).
Event themes.
This year’s annual gala for the National Congress of Australia First people will adopt
a historical event design and therefore the two-day event will implement the Great Gaspy
theme. The Great Gaspy theme is suitable for the event because of its streaming and
luxurious layout style that incorporates shading in colours of dark, gold and white with
flowing gowns covering the neutral furnishing in spaces with clean lines and modern floral
patterns comprising of bold, peppy designs that are fresh and adventurous. This alluring hues
for the function will help guarantee that the occasion remains in the minds of the organization
members by ensuring a sharp, warm and cheerful mood and environment that maintains the
crisp ambiance of the Gala, Nelson (2009).
In reference to Adema & Roehl (2010). The decision for the Great Gaspy theme and
décor to be selected was to ensure a crisp, ambient and celebratory mood and style in a
relaxing environment for the gala that ensures entertainment, fun and enjoyment of the
organization’s achievements. The theme and décor is easily adaptable with a lower budget as
allocated by the congress.

Software tools.
The event from beginning to end will be developed and managed using event planning
software programs, websites and mobile applications, Richards(2014). The following
software tools are incorporated in the development of the event project:
1. Cvent; the venue selected will be a hotel in Sydney, therefore, Cvent will be used as a
software tool to source for the venue. The budgetary allocation for the Gala is enough to
acquire and utilize the software tool and identify the best hotel in the capital to use for the
venue.
2. Eventbrite; to enable register all the attendees of the annual gala organized by the
congress, Eventbrite will be customized to allow the organization members to register
from their mobile phones. The tool will also be used to update the organization members
on any emerging issues through emails and reminders. Eventbrite will be used to
generate the ticket fee that is payable by the organization members to enable booking for
housing using the Cvent tool.
3. Etouches, will be used to design the floor plan of the venue. `the tool will also be
customized to assign different tasks to the different stakeholders to enable a fluid and
smooth development and event design.
4. Social tables: with the floor plan designed and created by the Etouches, this tool will be
used to design the seating charts and room layout design. Through the system, other
groups tasked to ensure the success of the event such as caterers and venue provider will
be integrated into the system to enable a smooth flow of guest check-ins.
5. Live slideshow provided by Whova: provided by the Whova conference management
tool, the live slideshow tool will help in displays the events on the projectors connected
to the system such as schedule plans, 2017-2018 annual achievements in photos and
graph formats, advertisements and live polls in determining the course to be followed in
the 2018-2019 calendar year.