Gala Event Concept and Design

This article discusses the concept and design of a gala event showcasing the cultural traits of the Aboriginal and Torres Strait Islanders. It covers the event theme, dressing code, colors in the venue, setting of tables and stage, software tools, lightning, sound, video and SFX design, performers, talent, and entertainment, event staff roles and responsibilities, resources matrix, and run sheet.

Running head: GALA EVENT CONCEPT AND DESIGN 1
Gala Event Concept and Design
Student’s Name
Institutional Affiliation

GALA EVENT CONCEPT AND DESIGN 2
Gala Event Concept and Design
Event Theme
The theme of this event is to showcase, hasten, and promote the cultural traits of the
Aboriginal and Torres Strait Islanders. This theme is brought out using the following elements as
discussed below
Dressing Code
The preferred fits to use during gala evening event to bring out the theme imminent are the fits
along with black tie dressing style. This is important as the stylish nature of dressing codes and
the decorations of the place will help in achieving this theme of the gala event (Sanoff,
2016). Some of the decorations elements to be used in the gala event are live music, acts, red
carpets as well as ballroom dancing which will be performed by the Aboriginal and Torres Strait
Islanders (Long, Jacob, Davis, & Magerko, 2017, June). Decorate the gala event with three
different colors which will include red, white and black. The colors are then complemented with
silver and gold (Chasanidou, & Karahasanovic, 2016, December). Additionally, the use of black
tires for the event will heighten the cultural event and make it livelier. Aboriginal and Torres
Strait Islanders can perform a string harpist or string quartet song during the event to capture the
mood and make the function livelier. Therefore, the dress code for the gala event dinner mainly
illustrated as shown in the diagram below

GALA EVENT CONCEPT AND DESIGN 3
Colours in the Venue
The set of the lighting of the room throughout the venue is another key element which will play a
vital role in achieving this theme (Fernandez, 2017). In fact, the arrangement of the lighting
settings to be used to bring out the theme mainly illustrated as shown in the diagram below
Setting of the tables and Stage
The setting of the stage and the arrangement of the seats and the invitation of the indigenous
speaker and the medalist owner are some of the key aspects which the event manager uses to
achieve the theme of the gala event. The setting of the stage and table arrangements will take the
form depicted in the photo booth below

GALA EVENT CONCEPT AND DESIGN 4
Furthermore, the Aboriginal and Torres Strait Islanders can prepare a dance performance
on the “Nrityagram Dance Ensemble” this will hasten the cultural promotion as far as the theme
of the event is concerned (Almeida, Mealha, & Veloso, 2016). Therefore, using this decor and
the setting then the event theme will come out promptly and the objective of the occasion will,
therefore, be achieved (True, Stewart, Lampman, Pelak, & Solimeo, 2014).
Software Tools
In the gala event, a number of computer-aided software tools will be used to improve the
quality, functionality and as well as in ensuring that theme of the occasion is attained in a more
realistic manner. Some of the software to be used in the process includes LINUX, MAC, UNIX
as well as the Microsoft and the inputs to be considered are graphics cards, high-speed CPUs
along with computer pens and pc mouse (True, Frasso, Cullen, Hermann, & Marcus, 2017). The
design software tools primarily ensure that all the event components are properly outlined. The
event components comprise of planning, leading, design, marketing budgeting, logistics, staging,
risk management and evaluation (MARTÍNEZ, 2014). In order to achieve these components
different parameters are employed, for instance, Vivien’s graphics are used in designing the
stage light for the gala event (Pawlewski, Juraszek, Kowalewska, & Pasek, 2014).
Additionally, Apps software is often used in designing and developing the concert venue
for the occasion and it outlines the portions and the activity to be carried out at that point.
Microsoft projections can also be used to develop Gantt charts, task usage, team planners,
resources management and the timeline for the gala occasion. The tickets sales can be done via

GALA EVENT CONCEPT AND DESIGN 5
the Facebook platform for the organization, and group Whatsapp and Twitter accounts for the
Torres Strait and Aboriginal Islanders (Kinsella-Meier, & Gala, 2016).
Lightning, Sound, Video and SFX Design
The gala event will take place in the evening and therefore, will require that there is
lighting in the room since the natural light will not be there (Halsey, 2010). As the guests for the
Gala enter at 19:00 yellow lights will be moving around the room in a circular motion while DJ
music is playing for the first 15 minutes in order to draw attention and excitement to the
event. The mild sound is used to play the cool music for the guest so as to make the occasion
enjoyable with little distractions (Van der Wagen, 2015). Graphics SFX designs of both the
yellow color coding, red and blues will be used to brand the occasion more the curtains and the
flyers (Gordon, 2017). SFX design will be used at around 20.00pm where the SFX, light will be
focused onto the dance floor. Videos will be displayed on the screens and the available wall
plays using the projectors as from 17.00pm to 20.00pm and this will mainly focus on the Torres
Strait and Aboriginal culture.
Performers, Talent, and Entertainment
The master of the ceremony will be MC Adams Goodes, who will play a vital role in
welcoming, ushering as well as in the coordination of the marshalling. Furthermore, MC Adams
Goodes will coordinate the seating arrangements for the attendants, introduce the ceremony,
warm up the guests and close the gala event (Islam, 2016). The event attendants will be
entertained with the inspirational speech from an indigenous speaker and this will take
approximately eight minutes (Feng, 2016). Finally, the entertainment, talent and performance
session will be closed by the 200 Torres Strait and Aboriginal Islanders who will perform a

GALA EVENT CONCEPT AND DESIGN 6
Torres Strait chores and an Aboriginal dance for 20 minutes (CLE, Intellectual, & Honoring,
2014).
Event Staff Roles and Responsibilities
The different event staffs responsibilities and roles can be summarized as shown in the table
below for the gala event (Puti, & Nurbani, 2018).
Roles of Event Staff Responsibilities
Executive director The executive director will be in charge of the
whole venue and the site of the gala event.
Some of the items he or she will work on
include tables, podium, chairs, bars and sound
equipment
Artistic director The main role of the artistic director is to
coordinate and manage the show by selecting
and directing the Torres Strait and Aboriginal
Islanders artists
Technical director The role of this manager is to ensure that all
the technical aspects including the
communication systems and the lights are
perfectly fixed and have effects impacts (Gu,
2015).
Gala event Producer Ensures that the finances, team, and venue are
properly managed as far as the gala event is
concerned
Event Promoters Their main role is to ensure that the gala event

GALA EVENT CONCEPT AND DESIGN 7
is decisively marketed to all the participants
and the attendants
Stage manager The primary role of the stage manager is to
ensure that there are proper rehearsals and
performances before the occasion.
Furthermore, he or she must ensure that there
is proper coordination by performers during
the event (Appleton, & Lyons, 2016).
experience or creative director Ensures that there are a proper design and
creativity as for the gala event is concerned
Head chef Ensures that entrees are served
Also, ensures that chefs arrive and cook meals
until close
Resources Matrix
In the matrix resources analysis, some of the parameters to be considered are transport, storage,
Workplace Health, and logistics and Safety as well as risk. For instance, the venue is not far
away from Intercontinental Hotel at Macquarie Street; therefore, the guests are easier to come
join the Gala dinner after Congress without traveling too far. Mild sounds are being used in the
event to ensure that the sound echoes do not result in health risks in the return (Halseymaintain
the hygiene. This analysis various elements associated with resources matrix for the gala event
are mainly discussed as follows
Resources
Lighting, sound and effects
Décor, decorative scenic, set
Specifications
Using stunning centerpieces,
red carpets, grand lighting as
Why
This will increase the beauty
of the gala dinner event. Also

GALA EVENT CONCEPT AND DESIGN 8
and prop well as applying beautiful
décor in order to offer a
decisively and sophisticated
atmosphere for the overall
guest in the gala dinner event.
SFX, light focused on the
dance floor
using LED fixtures for
lighting is environmental
friendly since the fixtures do
not produce heat and thus,
saves on the cost of the
energy.
Food and beverage
Talent and entertainment
Permits and licenses
Delicious rich meals such as
starters, desserts main courses,
and drinks are served in this
gala event along with wild
wine. The event will be graced
with a lot of fun from theatre
performance, music and video
It is important to obtain
license and permits for the 200
Torres Strait and Aboriginal
Islanders to perform the
chores and theatre as well as
dance in line with gala dinner
event
Transport, storage and
logistics
Workplace Health and Safety
and risk
Contractors and vendors
venue is not far away from
Intercontinental Hotel at
Macquarie Street; therefore,
the guests are easier to come
join the Gala dinner after
Congress without traveling too
far
the action plan to control all
the elements in the gala event
from managing security,
proper equipment control as
well as taking the keen note on
the guest health and safety

GALA EVENT CONCEPT AND DESIGN 9
Mild sounds are being used in
the event to ensure that the
sound echoes do not result in
health risks in the return
Run Sheet
The running sheet below shows the events which take place during the gala event and the
preparations which were conducted before the commencement of the occasion (Oancea, Stanciu,
Barbu, & Vlad, 2017).
Event Preparation Run Sheet

GALA EVENT CONCEPT AND DESIGN 10
DAY DATE START FINISH TASK
PERSON
RESPONSIBLE COMPLEMENT EQUIPMENT NOTE
Friday 30/4/2018 7:00 AM 10.00pm set dressing project manager atmosphere
tables, podium, chairs, bars and sound
equipment
Friday 30/4/2018 8:00 AM 10.00pm video projector project manager atmosphere video projector, speakers, and screen
Friday 30/4/2018 10:00 AM 13 pm décor project manager atmosphere rugs, curtains, and tables
Friday 15/10/2016 1:00 PM 2.00pm social media project manager camera
Friday 15/10/2016 1:00 PM 2.00pm risk assessment project manager notepads
Friday 15/10/2016 2:00 PM 3:00 PM meeting project core team notepads
Friday 15/10/2016 3:00 PM 4:00 PM event run through project manager event checklist
Friday 15/10/2016 16.00PM 17 pm sound checks project manager atmosphere sound equipment
Friday 15/10/2016 16.00 pm 17.00pm lighting checks project manager atmosphere lighting equipment
Friday 15/10/2016 16.30pm 17.00pm video projector project manager atmosphere screen, speaker, and video projector
Friday 15/10/2016 17.00 pm 17.00pm
floral
arrangement florist tall poppies catering flowers, vases
Friday 15/10/2016 17.00pm 22 pm
chefs arrive and
cook meals until
close head chef tall poppies catering cooking equipment pots, pans, cutlery
Friday 15/10/2016 17.00pm 11:00 PM
waiting and
ushering staff
run through and
set up project manager
tall poppies
catering uniform
Friday 15/10/2016 17.30pm 18 pm
aboriginal
benefits
foundation art
arrives project manager
aboriginal benefits
foundation art pieces
Friday 15/10/2016 18.00pm 19 pm
final event run
through project manager event checklist
Friday 15/10/2016 18.30pm 19pm staff in positions project manager event checklist
Friday 15/10/2016 19.00pm 19.15pm
delegate, the
board of
directors and
attendees arrive project manager
Friday 15/10/2016 19.00pm 11:00 PM bar opens catering staff tall poppies catering glasses
Friday 15/10/2016 19.00pm 19.30pm
guests are
ushered into Gala ushers tall poppies catering
Friday 15/10/2016 19.15pm 19.15pm
lighting and
music
commences project core team atmosphere
lighting equipments and sound
equipment
Friday 15/10/2016 19.15pm 19.15pm
music stops and
light focus stage project core team atmosphere
lighting equipments and sound
equipment
Friday 15/10/2016 19.15pm 19.15pm
MC introduction
Adam Goodes project manager sound equipment
Friday 15/10/2016 19.15pm 19.30pm
Welcome by
guest speaker
Adam Goodes Adam Goodes
Sydney Swans
Football club speaker and microphone
Friday 15/10/2016 19.30pm 20.00pm
entrees are
served head chef
tall poppies
catering cutlery
Friday 15/10/2016 19.50pm 20.00pm tables are cleared waiters tall poppies catering glasses
Friday 15/10/2016 20.00pm 20.30pm
SFX, light
focused on the
dance floor project core team atmosphere sound equipment
Friday 15/10/2016 20.00pm 20.00pm
MC introduces
the dancer's act project manager sound equipment
Friday 15/10/2016 20.00pm 20.30pm Musical act
aboriginal benefits
foundation
aboriginal benefits
foundation music costumes

GALA EVENT CONCEPT AND DESIGN 11
Event Programme
DAY DATE START FINISH TASK PERSON RESPONSIBLE
Friday 15/10/2016 18.00pm 18.15pm Guests arrive project manager
Friday 15/10/2016 18.15pm 18.45pm Pre dinner drinks and canapes served by catering staff
Friday 15/10/2016 18.45pm 19.00pm
Doors open. Guest call to be
seated ushers
Friday 15/10/2016 19.00pm 19.10pm Event commences project core team
Friday 15/10/2016 19.10pm 19.20pm Speech and Presentation project core team
Friday 15/10/2016 19.20pm 19.30pm Entrée served project manager
Friday 15/10/2016 19.30pm 19.45pm Speech Adam Goodes
Friday 15/10/2016 19.45pm 20.00pm Entrée cleared head chef
Friday 15/10/2016 20.00pm 20.15pm Main meal served waiters
Friday 15/10/2016 20.15pm 20.45pm Performances aboriginal dancers
Friday 15/10/2016 20.45pm 21.00pm Main cleared project manager
Friday 15/10/2016 21.00pm 21.20pm Dessert served aboriginal benefits foundation
Friday 15/10/2016 21.20pm 21.25pm Speech and presentations Adam Goodes
Friday 15/10/2016 21.25pm 21.35pm Tea and coffee service waiters
Friday 15/10/2016 21.45pm 22.45pm Fundraising
project manager and aboriginal benefits
foundation
Friday 15/10/2016 22.45pm 23.00PM Vote of Thanks project manager
Friday 15/10/2016 23.00pm close
Set Up and Closing of Gala Event
The event concept of the Gala Festival event concept is divided into four sub-classes and these
include
Event: This is a unique, fun and inspirational Gala Event which will hold after at the congress
meeting.
Venue: Hyatt Regency Sydney located on Hickson Road 7 is the preferred venue for the event
based on the luxurious and the serene beauty of the place (Sellers-Young, 2016).
Time: The event is scheduled to take place on Friday evening as from 6 pm to up-to 11 pm with
the first hour only meant for refreshing up and welcoming on the guests and members for the
function.

GALA EVENT CONCEPT AND DESIGN 12
Attendants: this event will be attended by the twelve members of the organization plus the six
members of the board. In addition, the 200 Torres Strait and Aboriginal Islanders will also attend
the event along with the three motivational and inspirational speakers (Savini, 2016).
Objective: To bring all the members together have fun and relax after the closure of the Congress
meeting
Set Up and closing: the event commences by MC Adams Goodes welcoming the members to
the gala event after all the preparations have been done and everything put in order (Chivers,
2016). The gala event is scheduled to take place on Friday as from 6.00pm to 11.00pm. Various
activities are lined up for the cultural event including music, drinks, socialization as well as
speeches and dance. Thereafter, the project manager closes the gala event after the vote of thanks
has been given out by one of the organization members (Isenberg, 2017).

GALA EVENT CONCEPT AND DESIGN 13
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GALA EVENT CONCEPT AND DESIGN 15
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