Event Management: Music Basti Charity Event Proposal

This proposal outlines the operational considerations, risk assessment, and financial resources for a charity music event organized by Music Basti to collect funds for cancer patients. The event will take place at Rocklea Showgrounds, Brisbane on January 30, 2019, and is expected to have 120 participants and 35,000 audiences. The proposal also includes a contingency blueprint, vendor list, and volunteer plan.

Event Management
Student Name
University Name
Unit Name
Unit Code

Music Basti:
Event proposal for a
charity event

Purpose
Where:
Rocklea Showgrounds, Brisbane
When:
Date: 30 January, 2019 Timings: 10:30AM – 12:30PM
Why:
This music event will be organized to collect fund for cancer patients.
Event will be a platform for raising funds to the community of services
to render & how they take benefits from them.
To be a light of hope and a sign of God’s love for people living with
life threatening illnesses.
Targeted Participants: 120 including 50 Volunteers, Singer From India:
Shann , 10 HR members of HR team, 5 Top level Managers, 4 Event
Managers
Expected Audiences: 35000

Operational
considerations
Vendors
1. Vending is a significant part of music event and helps to
create extremely magical environment for guests. This event
includes quality craft, service, merchandise, & food vendors
to satisfy any of guest’s wishes (Brown 2014, p. 15-24).
2. Small business vendors and service providers, non-profit
organizations 501(c)3 organizations and corporate entities
(such as banks or groups of more than 100 employees). Food
plus retail booth vendors fees are $200.00 according to their
spaces. The extra space is $35 per foot (Abson 2017, p. 403-
419).
Vendor List
Quality Craft
Merchandise
Service
Food vendors

Parking arrangements
Contractor/Rental Equipment
Licensing and Legal Issues
Risk Management
Event Operations Plan

Human Resources Regardless of how large or small the
number of attendees, human resources
plays a vital role in the planning of events
or conferences (Damm, 2012)
It is the responsibility of HR professionals
to make sure that all designated
departments have accurate support,
facilities and training to perform in a
secure environment, all of which
contribute to flexible or smooth running
of the event (Della Lucia 2013, p.
91-100).
Media Announcers 4
Medical Team 15
Caterers 6 Stalls 1 Member
Per stall
Parking attendants 10
Police Dignitaries 20
Electronic
Equipment
Technician
15
Security Officers 30
Marketing and
Promotion Team
5
Ticket Collectors 5
Marshals 10
Total 120

Volunteers
Volunteer
Ticketing to stage
and crowd
volunteer
5
Venue/Artist
Support
10
Main Stage Bar
Lead
5
Main Stage Lead 5
Main Stage
Beverage Sales
5
Mile of Music
Merchandise Sales
10
Main Stage
Perimeter
5
Music Event
Headquarters –
Information Tables
5
Volunteers in music events can get
free tickets, discounts or "crew"
allowances, and learn more about
how major events are grouped
together
Volunteers need to pay a deposit
equivalent to the value of the
weekend ticket. The conversion time
is six to eight hours, and volunteers
need to time 24 hours during the
holiday season. Plan to host
volunteer classes so that each
volunteer has plenty of rest between
shifts and at least one night off when
the event begins.
Music-loving volunteers Help Make
The Music Happen at Mile of Music.

Financial Resources
Ticket sales, booths, scholarships and
scholarships, collecting donations or selling
sponsorships, there are many ways to make
money from meetings and events.
With Eventbrite event ticketing platform, tickets
are sold long before the date of the planned
event. This not only allows us to test a desirability
of audience for the event but also allows to get
some working capital (Wang and Jin, 2018).

Venue Rental $250
Joint Operational Committee Services
(Metro Police, Fire, Paramedics, Disaster-,
Waste Management and Municipal Health
Services.)
$450
Hire: Portable Toilets including for the
disabled
$150
Sanitary – toilet paper and cleaning materials
(to accommodate 4000 people)
$100
Hire: other Equipment - generator, extension
cables, tables etc
$200
Stage Building / Stage Hire $100
Production: Lights, PA system flat screen
and microphones etc
$200

Catering Cost – for Bands and local crew
Marque tents – (food and arts display stalls)
$500
Stage decor and Table decor $300
Lunch of VIP (@R100 per person including
our participants)
$250
Artist's Fees $700
Travel / Transport cost pre, interim and post
of the event including participants
$300
Volunteers / Marshalls for event control and
general assistance
$450
Branded T- Shirts with Logos for volunteers
and staff @ R100-00
$500
Clean-up Crew (after the event) $300
Sponsoring Singer $250

Risk Assessment
Emergency plan
Emergency evacuation plan as well as an effectual communication plan are required
between all employees, volunteers, butlers moreover in security personnel before the event
begins. This must address issues for example bomb threats, fires or evacuations.
Fire safety legislation
Risk assessment will help to identify the risks under 2005 Regulatory Reform Order that will
be removed. It also helps to determine the nature and extent of the general fire protection
measures that need to be taken to protect people from the risks of fire that still exist (Wang
and Jin, 2018).
First aid and medical plan
After consultation with ambulance service and the relevant volunteer groups, appropriate
levels of the first aid, and medical facilities must be provided at the event. This is up to you,
so you need to include this in the budget.

Contingency blueprint
Main stage Management
Emergency Risk Management
Non-emergency access and
exclusion
Health & Safety (Security and
crowd control)
Crowd management
CSR and Sustainability

Continued..

Continued..

Hospital Institutions
The institutions that will be helped –
Name of Hospital Number of Patients
Royal Brisbane and Women's
Hospital
30
Icon Cancer Care Wesley 25
Mater Cancer Care Centre 25
The charity money will be transferred to the hospital directly which will be
utilized for the aid of selected patients at the different medical institutions. To
ensure that the funds are being utilized in a proper way for the treatment of
selected patients, a regular inspection every month will be conducted to know
about the progress in the patient’s health. This will be conducted every month
in all the selected cancer hospitals.

References
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Della Lucia, M. (2013). Economic performance measurement systems for event planning
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