Production Management for Conventions and Events: Robina Town Centre Assignment 2022

Running head: PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Production Management for Conventions and Events: Robina Town Centre
Name of the student:
Name of the University:

1PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Table of Contents
Set of production plan for Robina Town Centre.............................................................................2
a. An overall timeline of the event...............................................................................................2
b. An event operation schedule....................................................................................................4
c. A production schedule or logistic schedule.............................................................................5
d. A staff roster............................................................................................................................8
e. Site or venue map showing where the program will took place............................................11
f. Event budget detecting income and expenditure....................................................................12
Bibliography..................................................................................................................................15

2PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Set of production plan for Robina Town Centre
a. An overall timeline of the event
The aim of Robina Town Center shopping mall is to organize a campaign program to
attract more numbers of customers for enhancing the commercial revenue and store sales rate.
The timeline for the organized event is presented in detail format:
1st July: Arrangement of an internal meeting between the shopping mall owners, event
organizer and advertising sponsors.
2nd July: Further discussion regarding the same with the shop owners of the mall
4th July: Identifying project aim and objectives.
5th July: Signing contract with the event organizers
6th July: Feasibility analysis to make sure that whether the project will be commercially
profitable or not
7th July: Selection of best suited venue for organizing the show
8th July: Identification of target audience who will be invited to take part in the event
12th July: Contract establishment with the interior decorators, who will decide the theme
and internal decoration
12th July: Contract with lighting decorators and sound engineering companies who will
provide sound systems

3PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
15th July: Invitation process set up
a. Inviting all the franchises
b. Inviting sponsors, operational staffs, investors and stakeholders
18th July: Start planning with the website development
a. Developing official website presenting the shop, show and other details
b. Website improvement
c. Amendments of other facilities
d. Social media campaigning
2nd August: Printing invitation cards (both VIP and casual)
4th August: Designing banners, posters for advertisement
5th August: Arrangement of proper parking facilities
10th August: Security enhancement program development
12th August: Estimating final project budget and complete timeline
15th August: Inviting official guests and chief guest of the event
16th August: Setting final fees for tickets (online ticket and offline ticket bookings)
17th August: Contract with caterers
18th August: developing roster for the working staffs

4PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
20th August: Rearrangement of meeting to make discussion on current status of the
production project
22nd August: Final reminder before the show
25th August: Date of the final event
b. An event operation schedule
The different operations those will take place throughout the event schedule is elaborated
in the below section:
Activity Time
The volunteers and labours will reach the
selected venue and exhibit the program based
on initial plan
1.00 PM
Stage preparation will be completed by the
interior decorators and other stage
arrangements will be completed
2.30 PM
Show organizer will reach to the selected
venue
5.00 PM
Seating arrangement will be completed 5.30 PM
All the shops of Robina Town center mall will
present their product in small internal stalls
5.40 PM
Last minute light and sound checking will be
done
6.00 PM
Audience will start entering to the venue 6.15 PM

5PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Volunteer would allow the audiences after
checking their tickets or cards
6.30 PM
Food service providers will arrange their stalls
accurately
6.30 PM
Opening speech by the chief guest 7.15 PM
Sound and light department will control the
lighting and sound
7.15PM - 10.00 PM
The owner of the shopping mall will present
concept of the show demonstrating offered
lower price products for the similar products
7.30 pm
Small time game will be planed 7.45 pm
5/6 songs will be performed 8.00 pm to 8.45 PM
Advertisement in the mall’s big screen will
start
7.00 pm
Announcement on possible gift cards for
customers who will buy products from the
small stalls (USING LUCKUY DRAW)
9.45 PM
c. A production schedule or logistic schedule
The lists of resources those are going to be delivered on site for organizing and complete
the shows successfully are presented in the list below:

6PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Resources Resource will
be utilized
When will be
delivered
where will be
delivered
Who will deliver
Host of the show During
exhibition of the
event
During the
exhibition of
the event
Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Sound system During
exhibition of the
event
Robina town
center
shopping mall
already has
their own
Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Lighting During
exhibition of the
event
Robina town
center
shopping mall
already has
their own
Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Microphone During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Project for the
show
During
exhibition of the
event
Robina town
center
shopping mall
already has
their own
Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA

7PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Giant screen During
exhibition of the
event
Robina town
center
shopping mall
already has
their own
Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Chair and tables During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Loud speakers During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
laptops for
security tracking
During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Photographers During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Decoration with
flowers
During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA
Other instruments During
exhibition of the
event
25th August Delivered onsite
where the show
has been arranged
Surfers paradise
Marriot Resort
and SPA

8PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
d. A staff roster
The detail roster for the staffs who will take part in the event is elaborated in the below
section:
Activity Location Time Staffs who will
be assigned
Outlining event Auditorium of Surfers
paradise Marriot Resort
and SPA
11.00
AM-3.00
PM
System
operators
Developing security management
activities
Auditorium of Surfers
paradise Marriot Resort
and SPA
2.00 PM-
8.00 PM
Security staff
Arranging all the stalls where
products will be sold lower price
than the regular
Inside the auditorium 2.00 PM-
7.00 PM
Stall operators
Checks whether all the
arrangement are perfect or not
Auditorium of Surfers
paradise Marriot Resort
and SPA
11.00 AM
– 7.00 PM
Volunteers
Both the online and offline ticket
services are operated by this
ticketing staffs
Auditorium of Surfers
paradise Marriot Resort
and SPA
12.00 PM
– 4 PM
Ticket service
providers
Checking the sound operations and
sound systems
Auditorium of Surfers
paradise Marriot Resort
3.00 PM – Sound operators

9PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
and SPA 7 PM
Checking the light systems Auditorium of Surfers
paradise Marriot Resort
and SPA
3.00 M-
7.00 PM
light system
operators
Setting the music systems Auditorium of Surfers
paradise Marriot Resort
and SPA
4.00 PM-
7.00 PM
Music setup
staffs
WBS Task Name Duration Start Finish
0 Production schedule 50 days 01/07/19 06/09/19
1 Arranging internal meeting 1 day 01/07/19 01/07/19
2 Further discussion 3 days 02/07/19 04/07/19
3 Identifying project aim and objectives 5 days 05/07/19 11/07/19
4 Signing contract with the event organizers 2 days 05/07/19 08/07/19
5 Feasibility analysis 1 day 12/07/19 12/07/19
6 Selection of best suited venue 1 day 15/07/19 15/07/19
7 Identification of target audience 2 days 16/07/19 17/07/19
8 Contract establishment 2 days 18/07/19 19/07/19
9 Contract with lighting decorators 2 days 18/07/19 19/07/19
10 Invitation 2 days 22/07/19 23/07/19
10.1 Inviting all the franchises 1 day 22/07/19 22/07/19
10.2 Inviting sponsors, operational staffs, investors
and stakeholders 1 day 23/07/19 23/07/19
11 Developing official website 9 days 24/07/19 05/08/19
11.1 Website improvement 2 days 24/07/19 25/07/19
11.2 Amendments of other facilities 4 days 26/07/19 31/07/19
11.3 Social media campaigning 3 days 01/08/19 05/08/19
12 Printing invitation cards 2 days 06/08/19 07/08/19
13 Designing banners, posters for advertisement 1 day 08/08/19 08/08/19
14 Security enhancement program design 1 day 09/08/19 09/08/19
15 Estimating final project budget 1 day 12/08/19 12/08/19
16 Inviting official guests and chief guest 4 days 13/08/19 16/08/19
17 Contract with caterers 5 days 19/08/19 23/08/19
18 developing roster for the working staffs 4 days 26/08/19 29/08/19

10PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
19 Final meeting 2 days 30/08/19 02/09/19
20 Final reminder before the show 1 day 03/09/19 03/09/19
21 Date of the final event 3 days 04/09/19 06/09/19
Figure 1: Gantt chart for the campaign

11PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
(Source: Created by author)
e. Site or venue map showing where the program will took place

12PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Figure 2: Program map for the campaign
(Source: Created by author)
f. Event budget detecting income and expenditure
Total expenditure
Cost estimated for evaluating the overall idea $2,000
Cost for the venue $80,000
Equipments hiring cost $20,000
Cost for the invitation cards $6,000
Cost for the audio systems $7,000
Cost for the light system $9,000
Cost estimated for interior decoration $30,000

13PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Cost for Photography $12,000
Cost estimated for the security purpose $25,000.00
volunteers ($12 for each 20 members for 35 days) $8,400
Operations and arrangements $30,000
Marketing and campaigning cost $25,000
website improvement cost $20,000
Total $274,400
Variable cost
Food service providers $45,000
Budget for the event organizer company $60,000
cost of chair tables $32,000
Cost for flowers $18,000
Cost for microphones $2,000
cost of tickets $35,000
Total $192,000
Total expenditure $466,400
Expected income rate
Ticket sale ($10 for 20000 audiences) $200,000
Estimated expenses $266,400

14PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
Budget for the production plan $200,000
Savings $66,400

15PRODUCTION MANAGEMENT FOR CONVENTIONS AND EVENTS
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