PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS SUMMARY 2022
Added on 2022-09-27
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PRODUCTION MANAGEMENT FOR CONVENTIONS AND
EVENTS
To:
Subject: Production plan for Save Young Lives Campaign to be Held at the Gold Coast
Convention & Exhibition Center on November 7th 2019
EVENTS
To:
Subject: Production plan for Save Young Lives Campaign to be Held at the Gold Coast
Convention & Exhibition Center on November 7th 2019
Summary
Successful completion of the Save Young Lives Campaign event requires detailed planning and
execution and invariably, this requires detailing events and activities towards meeting this objective.
The event is fairly complex and to overcome this, principles of project planning and management
are used in the production management of the project. Because of the long duration required for
planning, all the activities necessary for having a successful event are detailed on a time line. The
event will also entail several activities and proper scheduling is done to ensure proper planning of
activities. Given the constraint of time and resources, the time is put to the most judicious use. The
event will involve input from several people and entities; the production schedule also defines
various roles for the event, the people to undertake them, and a specification of the task they will
undertake, or their roles. Role assignment ensures that participants in the project fully aware of their
role and this enhances performance efficiency in undertaking the project. Managing out the event
has a financial implication and tasks, materials, and personnel are assigned a cost. The costs are
based on current prices for products and services an the same is done for the labor. The labor
charges are computed based on the number of hours the people will work and the hourly rates for
various job positions. The rates for labor (wages) are obtained fro Pay-scale Australia an reflect the
current wages for the various job positions. Using such a detailed approach in planning the
production of the event, planning commences on 1st of May 2019 and comes to an end on the 8th of
November 2019, when the project would have been successfully completed; The planning time is
about five months. To have a successful event, the production planning establishes that it will
require twelve hours to have a successful event. This is because some staff have to arrive to work
early to begin preparations for the event. The calculations for wages takes into account regular
working hours of eight hours as well as overtime pay that has been used to come up with the total
cost for the event. The event will be held at the Gold Coast Convention and Exhibition Center and
this venue has been chosen because of its convenient location, availability of facilities, and ability
to host the expected attendees. The calculations show that holding the event will cost $ 27 661.33.
The event is expected to be fully attended and the average expected donations per attendee is $ 150,
which will give a gross income of $ 45000. subtracting the expenses from this amount, it is
expected that the event will give a net profit/ gain of $ 17 338.67, and this implies a very successful
event.
Successful completion of the Save Young Lives Campaign event requires detailed planning and
execution and invariably, this requires detailing events and activities towards meeting this objective.
The event is fairly complex and to overcome this, principles of project planning and management
are used in the production management of the project. Because of the long duration required for
planning, all the activities necessary for having a successful event are detailed on a time line. The
event will also entail several activities and proper scheduling is done to ensure proper planning of
activities. Given the constraint of time and resources, the time is put to the most judicious use. The
event will involve input from several people and entities; the production schedule also defines
various roles for the event, the people to undertake them, and a specification of the task they will
undertake, or their roles. Role assignment ensures that participants in the project fully aware of their
role and this enhances performance efficiency in undertaking the project. Managing out the event
has a financial implication and tasks, materials, and personnel are assigned a cost. The costs are
based on current prices for products and services an the same is done for the labor. The labor
charges are computed based on the number of hours the people will work and the hourly rates for
various job positions. The rates for labor (wages) are obtained fro Pay-scale Australia an reflect the
current wages for the various job positions. Using such a detailed approach in planning the
production of the event, planning commences on 1st of May 2019 and comes to an end on the 8th of
November 2019, when the project would have been successfully completed; The planning time is
about five months. To have a successful event, the production planning establishes that it will
require twelve hours to have a successful event. This is because some staff have to arrive to work
early to begin preparations for the event. The calculations for wages takes into account regular
working hours of eight hours as well as overtime pay that has been used to come up with the total
cost for the event. The event will be held at the Gold Coast Convention and Exhibition Center and
this venue has been chosen because of its convenient location, availability of facilities, and ability
to host the expected attendees. The calculations show that holding the event will cost $ 27 661.33.
The event is expected to be fully attended and the average expected donations per attendee is $ 150,
which will give a gross income of $ 45000. subtracting the expenses from this amount, it is
expected that the event will give a net profit/ gain of $ 17 338.67, and this implies a very successful
event.
Overall Event Time-line
Date (All 2019) Event
May 1st Establish contact with Save Young Lives Campaign about their activities and
suggest the possibility of managing an event for them.
May 4th Obtain response from Save Young Lives Campaign on their activities and a
formal agreement to manage an event for them, including a discussion of the
event objectives and expected outcomes. Also establish a liaison person to be
working with at the organization.
May 6th Evaluate the activities of Save Young Lives Campaign and read their content
on Facebook and other digital sites, as well as their brochures to have a deeper
understanding of their operations, activities, and events.
May 7th Look up a list of possible hosting venues and shortlist the most convenient
(five to be shortlisted).
May 8th Prepare a rough schedule of the materials, persons, activities, and materials
that would be needed to manage an event for Save Young Lives Campaign.
May 9th Visit the web addresses of the shortlisted sites and obtain more information,
including their rates, features and facilities, sizes, and location information as
well as requirements for making a booking.
May 12th Evaluate the five venues and settle on two to be visited physically based on a
developed criteria.
May 14th Visit the two shortlisted venues and select that which fits the event hosting
and management requirements best- The Gold Coast Convention & Exhibition
center was Chosen).
May 20th Make a formal request for quotation and detailed provision of terms and
conditions to book and run an event at the Gold Coast Convention &
Exhibition Center.
May 23rd Create a shortlist of the materials that would be required to host the event,
including stationery, refreshments and drinks, audio visual equipment, stage
design, technology requirements, speakers, and other such items and
equipment and determine what must be sourced and what is provided by the
Gold Coast Convention & Exhibition Center to host 300 persons (plus of
minus 20 persons).
May 29th Determine the activities to be undertaken and create a rough draft of the time
needed to undertake the activities and use this as basis for determining the
required personnel to successfully undertake the event.
June 2nd Shortlist possible providers and suppliers of various equipment, products, and
services and determine the best channels to start promoting the event and
communicate with Save Young Lives Campaign.
June 5th Check rates, prices, and other offers from shortlisted possible suppliers and
create a further shortlist of those with the most competitive rates and ask for
formal quotations, at least three for each product/ service.
Date (All 2019) Event
May 1st Establish contact with Save Young Lives Campaign about their activities and
suggest the possibility of managing an event for them.
May 4th Obtain response from Save Young Lives Campaign on their activities and a
formal agreement to manage an event for them, including a discussion of the
event objectives and expected outcomes. Also establish a liaison person to be
working with at the organization.
May 6th Evaluate the activities of Save Young Lives Campaign and read their content
on Facebook and other digital sites, as well as their brochures to have a deeper
understanding of their operations, activities, and events.
May 7th Look up a list of possible hosting venues and shortlist the most convenient
(five to be shortlisted).
May 8th Prepare a rough schedule of the materials, persons, activities, and materials
that would be needed to manage an event for Save Young Lives Campaign.
May 9th Visit the web addresses of the shortlisted sites and obtain more information,
including their rates, features and facilities, sizes, and location information as
well as requirements for making a booking.
May 12th Evaluate the five venues and settle on two to be visited physically based on a
developed criteria.
May 14th Visit the two shortlisted venues and select that which fits the event hosting
and management requirements best- The Gold Coast Convention & Exhibition
center was Chosen).
May 20th Make a formal request for quotation and detailed provision of terms and
conditions to book and run an event at the Gold Coast Convention &
Exhibition Center.
May 23rd Create a shortlist of the materials that would be required to host the event,
including stationery, refreshments and drinks, audio visual equipment, stage
design, technology requirements, speakers, and other such items and
equipment and determine what must be sourced and what is provided by the
Gold Coast Convention & Exhibition Center to host 300 persons (plus of
minus 20 persons).
May 29th Determine the activities to be undertaken and create a rough draft of the time
needed to undertake the activities and use this as basis for determining the
required personnel to successfully undertake the event.
June 2nd Shortlist possible providers and suppliers of various equipment, products, and
services and determine the best channels to start promoting the event and
communicate with Save Young Lives Campaign.
June 5th Check rates, prices, and other offers from shortlisted possible suppliers and
create a further shortlist of those with the most competitive rates and ask for
formal quotations, at least three for each product/ service.
June 7th Refine the list of personnel required for the event and define their roles; this
was used in determining the number of persons needed.
June 10th Shortlist selected suppliers and service providers and use this as the basis for
creating a detailed budget for the event.
June 11th Send out expressions of interest for various staff to help make the event
successful, as well as solicit for volunteers from personal grapevine and
recommendations.
June 12th Visit printers to refine designs for the various materials required, including the
ID cards, activity manuals, employee cards, speaker badges, and participant
badges and discuss the possible designs.
June 13th Visit stationery suppliers to see available products as well as maker of
donation boxes.
June 15th Review the provided designs (samples) for badges and activity manuals and
share with Save Young Lives Campaign.
June 16th Send out requests for funding for the event.
June 17th Visit Coles and Big W to see water bottle sizes and their packaging as well as
view the autonomous coffee machine and paper cups (sizes, design type).
June 18th Review various applicants for various staff positions and discuss their rates as
well as the roles they will perform and how they will contribute to ensure the
success of the event.
June 20th Send requests for the musical performance team as well as additional
volunteers and liaise with GCCEC on the staff they will provide and their
roles.
June 25th Meet with the shortlisted/ available staff and discuss their roles, tasks and
activities and have their input to ensure success of the event.
June 27th Visit the event venue and review the available space, as well as access points,
security requirements, parking, and available facilities with relevant staff and
convention staff to create a plan for the event; where speakers will sit, location
of music performers, musical instruments, other materials for the event, and
other features such as lighting, microphone, camera.
June 28th Review and pan for transport for advising participants on how to reach the
event.
June 30th Refine the entire event and create a table of all suppliers, staff, events, and
subcontractors/ service providers, their roles, associated costs, and the
activities they will perform/ contribute to to wards the event.
July 4th Continue social media promotion for the event to have possible participants
express interest and learn about the event.
July 7th Seek out speakers for the event, starting with academic from the University of
Queensland's School of Health and Behavior, Griffith Psychology, working
with the Save Young Lives Campaign to get academic publications with the
was used in determining the number of persons needed.
June 10th Shortlist selected suppliers and service providers and use this as the basis for
creating a detailed budget for the event.
June 11th Send out expressions of interest for various staff to help make the event
successful, as well as solicit for volunteers from personal grapevine and
recommendations.
June 12th Visit printers to refine designs for the various materials required, including the
ID cards, activity manuals, employee cards, speaker badges, and participant
badges and discuss the possible designs.
June 13th Visit stationery suppliers to see available products as well as maker of
donation boxes.
June 15th Review the provided designs (samples) for badges and activity manuals and
share with Save Young Lives Campaign.
June 16th Send out requests for funding for the event.
June 17th Visit Coles and Big W to see water bottle sizes and their packaging as well as
view the autonomous coffee machine and paper cups (sizes, design type).
June 18th Review various applicants for various staff positions and discuss their rates as
well as the roles they will perform and how they will contribute to ensure the
success of the event.
June 20th Send requests for the musical performance team as well as additional
volunteers and liaise with GCCEC on the staff they will provide and their
roles.
June 25th Meet with the shortlisted/ available staff and discuss their roles, tasks and
activities and have their input to ensure success of the event.
June 27th Visit the event venue and review the available space, as well as access points,
security requirements, parking, and available facilities with relevant staff and
convention staff to create a plan for the event; where speakers will sit, location
of music performers, musical instruments, other materials for the event, and
other features such as lighting, microphone, camera.
June 28th Review and pan for transport for advising participants on how to reach the
event.
June 30th Refine the entire event and create a table of all suppliers, staff, events, and
subcontractors/ service providers, their roles, associated costs, and the
activities they will perform/ contribute to to wards the event.
July 4th Continue social media promotion for the event to have possible participants
express interest and learn about the event.
July 7th Seek out speakers for the event, starting with academic from the University of
Queensland's School of Health and Behavior, Griffith Psychology, working
with the Save Young Lives Campaign to get academic publications with the
End of preview
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