Melbourne Food and Wine Festival: Staging Requirements and Sustainability Aspects

This article discusses the staging requirements for Melbourne Food and Wine Festival, including theme, accommodation, and entertainment. It also explores the sustainability aspects that should be considered for each staging requirement, given current industry trends and developments. The article includes a list of contractors and their costs and services, as well as methods for monitoring pre-event progress.

Running head: MELBOURNE FOOD AND WINE FESTIVAL
Melbourne Food and Wine Festival
Name of the student:
Name of the university:
Author note

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1. Make a list of the staging requirements for your selected event (eg. Staging, audio visual,
sound, theming, expo booths, entertainment, key note speakers, transport, accommodation,
etc). Choose three of the staging requirements from the list you have provided and use these
throughout this section of your assessment.
Responses
For the event of Melbourne food and wine festival, the three staging requirements would be
theme, accommodation and entertainment. The theme of an event must get the support from a
number of aspects such as decor, sound, lighting and special effects. The theme is implemented
in the event with the inclusion of creative elements such as colour, location, music and dance,
humour and fantasy.
For the event of this year, the theme will be community and the event will take place from 16- 25
March. The theme has been kept so with the thinking that the sense of community brings in a
feeling of belongingness. The members get the feeling that they are important to each other and
also share a common belief that their needs will be jointly met for the fulfilling of the
commitment. Food plays an important role in the community by uniting the people with their
culture and tradition therefore it is the most suitable theme in a food and wine festival. This
festival which promotes the food system is a sustainable way to preserve natural resources by
strengthening the bond within communities. The festival nurtures a sense of togetherness by
celebrating the tie between food, wine and friendship.
Accommodation is an important part for any event because the guests who will come from
distant places will need to stay and for that, there is the necessity of requisite rooms and hotels.

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For the food and wine festival, the official accommodation partner is Accor Hotels Victoria. In
these few days of the festival, Hotel Lindrum will also give shelter to the guests of the food and
wine festival. The rooms will be sound proof so that the guests do not feel disturbed due to noise.
The entire venue will be equipped with gas chimneys so that the place is not suffocated and
prevent air pollution. Moreover, the automatic closure of tap water will prevent in wastage of
water and save the place from future scarcity. Thus, it will become easy for the foodies to enjoy
the food and wine on one hand and get a proper place to stay too. The visitors will get an
opportunity to have meals with the global chefs in the dining room and enjoy various kinds of
cocktails and wines from the Victorian makers of the bar. The menu that is available in the
respective restaurants of the hotels also includes unique items which, are available only during
the food and wine festival.
Entertainment acts as the cherry on the cake for any event. For the Melbourne food and wine
festival there are wide range of food themed activities which are extremely famous. These are the
tricks to catch the visitors and grab their attention. Joining along with the singers with a plateful
of food and glass of wine in front is incomparable to any other events of the same level. The
entertainment of the festival ranged from playing the kitchen sink band by the musical chefs to
sharing of the favourite food recipes by the people. A wonderful structure was created when the
kids coloured the wooden spoon which were added to the tethered structure of pots and pans.
The activities of the diverse mime artists and the jugglers added a stroke of theatre to the food
and wine festival.

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2. For each of the three chosen sections above, identify the following:
a. Identify the sustainability aspects which should be considered for each staging
requirement, given current industry trends and developments and incorporate these in
your specifications when choosing and selecting contractors.
Responses:
Theme- the community theme for the Melbourne food and wine festival ties the people among
themselves, to the land and to their own ethnicity and custom. In this festival, the food system is
promoted that is sustainable and help in preserving the natural resources. Moreover, the market is
approaching the climax in Melbourne therefore, it will have a good opportunity in appealing the
market as it also termed as the gastronome capital of Australia.
Accommodation- with the provision of the shelter in Hotel Lindrum and Accor Hotels Victoria
there is complete management of accommodation. It is sustainable as well as adheres to the
industry trends because there will be no load on other hotels in the peak time. In addition to that,
the hotel industry will also be able to make profit in their business due to the incoming of the
visitors.
Entertainment- the entertainment activities such as mime activities or juggling do not pose any
threat to the environment or the natural resources and that is why it is considered as sustainable

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and matches the industry trends.
b. Chose two contractors to obtain a quote from for each of the 3 staging components, and
provide a profile on each.
Ensure this is written using your own words.
Staging Component 1: Theme
Contractor 1: Venue operation manager
Profile: Emily Jones is a successful venue operator and she has been in this business
for the past 10 years. She organizes a number of events in Australia such as the AFL
grand final, Moomba festival and the Melbourne cup apart from the other small local
events. She is famous for creating the most unique and extraordinary themes on the
events that she has created in all of her events.
Contractor 2: Security
Profile: Harry Brown is the head of the security services that was hired to look after
the safety and security of the venue. He has an efficient team who are working in this
industry for the last 5 years and in this time they have become quite successful.

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Staging Component 2: Accommodation
Contractor 1: Caterers
Profile: Ryan Taylor is one of the catering members of Hotel Lindrum who was
contacted for serving the guests with delicious platter during their stay in the hotel.
Contractor 2: Accommodation manager
Profile: Amy Johnson is the reception manager at the Victoria Accor hotels and she
has been engaged in this service for three years. She has managed the guests quite
well and is gaining success in the industry.
Staging Component 3: Entertainment
Contractor 1: Mime artist
Profile: Daniel Wilson is a popular mime artist in the whole of Australia and has
received many awards worldwide.
Contractor 2: Juggler
Profile: Kate Young is an amazing juggler and she has one institution of her own in
New South Wales. She has been in this occupation for 7 years.

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c. Write a brief of what your staging needs are. This will outline your precise requirements
and is what the contractors will base their quotation on.
Staging Component 1: In order to maintain the specific theme of community, Melbourne food
and wine festival need to check the contents properly. Also the containers need to be recyclable
so that it does not affect the environment.
Staging Component 2: For the accommodation part, it is very important to have hotels ready to
provide shelter to the visitors and guests. The hotels need to be properly equipped with proper
toilets and rooms so that the guests feel comfortable always.
Staging Component 3: For the entertainment part, the main requirement is to keep the audience
engaged by such activities which, will be fun and will not hurt the sentiments of anyone. It
should be kept in mind the entertainment activities should be arranged in such a way that the
focus on the main event is maintained.
d. Summarize each of the contractor’s costs and services for each staging component:
Staging Component 1: Theme

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Contractor 1: Venue Operator
Costs and services
Services Cost
Equipments 5000 AUD
Decoration 3500 AUD
Air conditioning system 6000 AUD
Others 8000 AUD
Total 22500 AUD
Contractor 2: Security
Costs and services
Services Cost
Fire extinguishers 900 AUD
Electric safety equipments 1200 AUD
Security guard hire 5000 AUD
Other equipments 2000 AUD
Total 9100 AUD
Staging Component 2: Accommodation
Contractor 1: Caterers

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Costs and services
Services Cost
Food 10000 AUD
Drinks 20000 AUD
Snacks 5000 AUD
Miscellaneous 7500 AUD
Total 42500 AUD
Contractor 2: Accommodation manager
Costs and services
Services Cost
Hotel charge 30000 AUD
Restaurant charge 18000 AUD
Maintenance 15000 AUD
Reception 5000 AUD
Others 3000 AUD
Total 71000 AUD
Staging Component 3: Entertainment
Contractor 1: Mime artist
Costs and services
Services Cost

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Hiring rent 25000 AUD
Equipments 1500 AUD
Miscellaneous 1000 AUD
Total 27500 AUD
Contractor 2: Juggler
Costs and services
Services Cost
Hiring rent 25000 AUD
Equipments 1500 AUD
Miscellaneous 1000 AUD
Total 27500 AUD
e. Choose one contractor’s services for each staging component and explain why they have
been selected over the other contractor.
Staging Component 1:
Contractor selected: Venue operator- Emily Jones

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Reason: She was selected because of her successful operation in the business for the past 10
years. She has worked in the grand events of Australia such as the AFL grand final, Moomba
festival and the Melbourne cup apart from the other small local events. She is famous for
creating the most unique and extraordinary themes on the events that she has created in all of her
events.
Staging Component 2:
Contractor selected: Accommodation Manager- Amy Johnson
Reason: Amy Johnson was selected because she has been engaged in this service for three years.
She has managed the guests quite well and is gaining success in the industry. She has good
reputation in the industry for being the most able manager in the industry.
Staging Component 3:
Contractor selected: Juggler- Kate Young
Reason: She was selected based on her amazing quality and the way she performed in the
audition appalled everyone. She is an amazing juggler at a very young age and she has one
institution of her own in New South Wales. She has been in this occupation for 7 years and has
done a number of shows worldwide.
3. Draft an agreement to one contractor including a summary of details of what they are
required to supply, the time frame and costs. Attach the draft to this assignment.

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For contractor 1:
Equipments Time period Cost
Raw materials 1 week 5000 AUD
Chairs 2 weeks 8000 AUD
Tables 2 weeks 8000 AUD
Sheets 2 weeks 5000 AUD
Decorative items 1 week 3000 AUD
Crockery 1 week 10000 AUD
Safety equipments 2 weeks 7500 AUD
Miscellaneous 2 weeks 9000 AUD
Total 55500 AUD
4. List the methods you will use to effectively monitor pre-event progress with the above three
contractors.
Responses:
Following are the methods that will be used to monitor the pre- event progress of the above
contractors-
1. Social media engagement- as this is a great platform for communicating and interacting
with the public therefore the best way to monitor the success of the event beforehand this

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tool can be used. It gives a personality and fame to the respective event. Thus it is a good
indicator to measure the after effect of the event and its impact on the public. An event
invitation through social media pages is a great way to attract the public attention and
increase publicity for the event.
2. Actual attendance- the sale of ticket and the attendance of the people on the 1st day
determine how well the event will go till the finale. But in the case of free events the
story is a bit different because there is an opportunity for more people to come.
Attendance is a proper method to measure the success of any kind of event as attendees
are key components.
3. Satisfaction of the guests- the attendance of the guests is highly dependent on the
experience that they gain after visiting the event. If the guests are able to gain positive
experience then they will be the parameter of spreading awareness among others. This
will encourage the same people to return back for a similar kind of future events. Filling
up of survey forms by the attendees is a process by which the experience of the attendees
can be counted. This survey can be conducted either online or by keeping a visitor’s book
at the exit of the event.
4. Press and media coverage- the media coverage is important for any event and the
Melbourne festival is no exception. Positive reports about the event help in building trust
and knowledge among the public and the event. Coverage especially before the event
helps in increasing the sponsorship opportunities and also creating an image in the public
mind.

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5. List the changes that you may anticipate occurring in relation to the three sections.
Responses:
Staging Component 1: Venue operator
Following are the changes that might be anticipated-
 The venue might become convenient for the people to travel from anywhere and thus
there will be a lot of attendees at the festival.
 Due to the convenience in communication the suppliers will also be able to bring in the
materials easily.
 The event organizers need not pay any extra cost for logistics to import the materials.
 There will be no issue of damage in the materials so the extra cost for damage control
will be saved.
 The venue will be attendees friendly in terms of space and comfort because food always
calls for comfort and luxury.
 The space is of immediate importance otherwise people might feel claustrophobic due to
lot of attendees clustered in one place.
 A separate place for throwing the extra waste will be helpful in keeping the place clean.
 A warm reception from the venue management team will be appealing to the guests and

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they will look forward to this event.
Staging Component 2: Accommodation manager
Following are the changes that might be anticipated-
 The changes can come in a negative way such as the hotels that are allotted for the guests
might seem to be insufficient for the number of attendees in the event.
 The guests might not like the room that he has been kept in.
 There might be problem with the floor and view which the guests might object to.
 Again on a positive note, the guests might be super happy with the location of the hotel
and they decide to come back on the following year for the event.
 The guests who will come this year and gain great experience will invite other to join in
the festival.
 This will help in the increase of popularity of the event and increase sponsorship.
Staging Component 3: Juggler
Following are the changes that might be anticipated-
 The juggler might fail to attract the public attention amidst the chaos of food and wine.
 There might be certain kind of audience who was expecting a better form of
entertainment than juggling.
 There might be people who will enjoy the show with a plate and glass in front of them
and that will be the success of the juggling show as well as the food and wine festival of

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Melbourne.
 The juggler might have a chance to become more famous from this show and he might
get calls from other international festivals.
 This event will become a path to promote the delicious dishes along with the talents that
have participated in different forms.
 A food festival without any form of entertainment becomes dull and boring therefore the
juggler will add a feather on the crown.
 The innovative and unique characteristic of the show will draw more people towards this
event from this year and will continue to do so.
6. Create a feedback loop you could use to obtain feedback from contractors and explain how
this could be effectively used as part of the evaluation process for future planning.
Responses:
Particulars Contractors Evaluation
Venue operation manager Emily Jones Online survey
Security manager Harry Brown Survey form
Catering member Ryan Taylor Survey form
Hotel manager Amy Johnson Online survey
Mime artist Daniel Wilson Online survey

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Juggler Kate Young Online survey
The survey will be effective in measuring the effectiveness of the event. It will help in making
the necessary changes in the following year so that the event can become more and more
successful eventually. There will be a set of 15 multiple choice questions which will gather data
on the existing and the future events. The organizers will be able to understand the loopholes and
the methods that can be implemented for the improvement.
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