Event Design for National Congress of Australia First People

This article discusses the event design for the annual general meeting of the National Congress of Australia First People, including the event concept, themes, and software tools used. It also includes a run sheet of the two-day event.

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.

Software tool flow matrix.
Cvent, hotel
sourcing and
accommodation.
Eventbrite, registration
and ticket purchase.
Etouches,
floor plan
design.
Social tables.
Seating charts design and
room layout. Complementing
the Etouches.
Live slideshow provided by the Whova conference management tool.
Display information such as:
Schedule reminders
Advertisements
Pictorials and graphs of the 2017-2018 achievements.
Polling polls.

Run sheet.
ORDER
NO.
TASK. RESPONSIBILIT
Y
CONTACTS. START
TIME.
FINISH
TIME.
14th October 2016. Day one
XX1 Preparations
of venue
Venue providers. Social tables,
profile XYZ.
0700
Hours
0830
hours.
Arrangement of the conference hall.
Setting up the display projector.
XX2 Arrival of
guests
Organization
members, congress
committee
Public
profiles on
Eventbrite.
0830
hours
0900
hours.
Esteemed guests arrive and take their seats.
XX3 Opening
remarks
Congress
chairperson
Chairperson
on
Eventbrite.
0900
hours
0930
hours
The chairperson welcomes the members
Introduces and hands over the mic to the CEO of the National Congress of Australia First
people.
XX4 2015-2016
achievements
CEO CEO contact
link on
Eventbrite.
0930
hours
1200
hours.
The CEO highlights the major organizational achievements of the year 2015-2016.
XX5 Break, lunch
and
entertainment
Caterers
Venue providers
Social tables
profile XYZ.
1200
hours
1350
hours
Organization members take lunch break.
Advertisements, slideshows
XX6 Settling in Organization
members
Public
profiles on
Eventbrite
1350
hours
1400
hours
Distinguished guests take their seats for the second session of the day.
XX7 2015-2016 CEO CEO contact 1400 1600

Drawbacks link on
Eventbrite
hours hours
15th October 2016. Last day(two).
XY1 Venue
rearrangement.
Venue providers Social tables
profile XYZ.
0700
hours
0830
hours
The venue providers clean up and rearrange the venue for the second day.
XY2 Arrival of
guests
Organization
members
Congress
committee
Public
profiles on
Eventbrite.
0830
hours
0900
hours
Guests take their seats.
XY3 Opening
remarks
Congress
chairperson
Chairperson
on Eventbrite
0900
hours
0930
hours
The chairperson welcomes the guests and thanks them for their unremarkable support.
Invites the indigenous speaker.
XY4 Motivational
speech from
indigenous
speaker
Hon. Retired.
Alfred Kolkata
Reserved link
on
Eventbrite.
0930
hours
1100
hours.
Promotion of diversity and the inclusion of aboriginals and the Torres Strait islanders.
Respect and equality in all sectors of the government to Australian citizens irrespective of
origin.
XY5 2016-2017
target
milestones
CEO CEO link on
Eventbrite.
1100
hours
1200
hours
The CEO presents the targeted milestones
The organization members suggest course of implementations.
Organization members vote new chairperson and treasurer.
XY6 LUNCH
BREAK
Caterers
Venue providers
Social tables
XYZ profile.
1200
hours
1400
hours
XY7 Get together
and catch up
Organizational
members
Public
profiles on
Eventbrite.
1400
hours
1530
hours
XY8 Closing Australian Hon. Peter 1530 1400

remarks president Wuondha hours hours
Thanks giving speech
Closing remarks
References
Wang, X., & Lemmon, M. (2011). On event design in event-triggered feedback
systems. Automatica, 47(10), 2319-2322.
Nelson, K. B. (2009, June). Enhancing the attendee's experience through creative design of
the event environment: applying Goffman's dramaturgical perspective. In Journal of
Convention & Event Tourism (Vol. 10, No. 2, pp. 120-133). Taylor & Francis Group.
Adema, K. L., & Roehl, W. S. (2010). Environmental scanning the future of event
design. International Journal of Hospitality Management, 29(2), 199-207.
Richards, G., Marques, L., & Mein, K. (Eds.). (2014). Event design: Social perspectives and
practices. Routledge.
Bibliography
Smith, H., & Ferris, J. B. (2009, April). Excitation event design and accuracy verification
procedure for high-fidelity terrain measurement systems. In Modeling and Simulation for
Military Operations IV (Vol. 7348, p. 73480M). International Society for Optics and
Photonics.
Richards, G. (2014). Imagineering events as interaction ritual chains. In Event Design (pp.
30-40). Routledge.