Production Plans for the Indian Tiger Conservation Event

This document provides detailed production plans for the Indian Tiger Conservation Event, including event operations schedule, production schedule, staff roster, and event budget. It covers tasks such as proposing the event idea, booking of artistes, hiring technicians, setting up tables and chairs, dismounting of stage decoration items, and more. The document also includes a breakdown of the costs involved in the event.

1PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Production Plans for the Indian Tiger Conservation Event
Name of the Student
Name of the University
Author note

2PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Table of Contents
1. Event Operations Schedule..........................................................................................................3
2. Production Schedule or Logistics................................................................................................5
3. Staff Roster..................................................................................................................................7
3.1 Event Running Sheet.............................................................................................................9
4. Event Budget.............................................................................................................................11
Appendices....................................................................................................................................15
Appendix 1: The Floor Plan of the Venue.................................................................................15
Appendix 2: The Room 2 at Hilton Sydney..............................................................................16
Appendix 3: The Room 3 at Hilton Sydney..............................................................................16
Appendix 4: The Dining Hall at Hilton Sydney........................................................................17

3PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
1. Event Operations Schedule
January, February, March, April, May, June, July
Task Name Target Date of Completion Status of Completion
Proposing the event idea Thu 24-01-19 Completed
Consideration of budget Tue 05-02-19 Completed
Checking and booking of venue Fri 08-02-19 Completed
Designing the event brief Mon 18-02-19 Completed
Planning project proposal Mon 25-03-19 Completed
Booking of artistes for the event Thu 11-04-19 Completed
Booking security officials Fri 19-04-19 Completed
Hiring technicians and backstage
manager Fri 03-05-19 Completed
Creating a plan for the stage setup Thu 16-05-19 Completed
Hiring caterers for the event Wed 22-05-19 Completed
Checking of sub-contracts and
performers Tue 23-04-19 Completed
Procurement of goods for the event Fri 31-05-19 Completed
Booking food and beverages for the
event Tue 04-06-19 Completed
Finalizing every necessary arrangements Tue 04-06-19 Completed
Preparing an invitation list of guest Mon 10-06-19 Completed
Sending of invitations to guests Wed 12-06-19 Completed
Checking the stage setup Fri 14-06-19 Completed
Checking the staff briefing Tue 18-06-19 Completed
Bringing the jerseys for the staff Wed 19-06-19 Completed
Checking the sound check Wed 19-06-19 Completed

4PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Double checking of food lists Thu 20-06-19 Completed
Setting of tables and chairs for the event Fri 21-06-19 Completed
Procuring the food items Mon 24-06-19 Completed
Registration Process for the Event Mon 24-06-19 Completed
The Event Day Tue 25-06-19 Completed
Dismounting of stage decoration items Mon 01-07-19 Completed
Cleaning of the venue Thu 04-07-19 Completed
Paying of invoices Tue 09-07-19 Completed
Payment to artistes Mon 08-07-19 Completed
Finalizing of budget with actuals Wed 10-07-19 Completed
Evaluating the entire event Mon 15-07-19 Completed
Documentation of the event report Mon 29-07-19 Partially completed
Handover of documentation to
management body Tue 30-07-19 To-be completed
End of event Tue 30-07-19 To-be completed

5PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
2. Production Schedule or Logistics
Designing the Event program – During this phase of the event, it can be seen that
different goods would be procured for the event. The different goods required for the event
would be procured on 23rd May. In order to properly bring the items to the venue, different
possible options are available. The main entrance of the venue would get open by 10 am. The
responsibility of bringing of items would be handled by the logistics department. They would
then be brought through escalators to the main room.
Setting of tables and chairs for the event – The chairs and tables required for the event
would be procured within 7th June. They would also be brought by the logistics department and
thus they would be set up by the labours according to the requirement of the governing body of
the event. The entire event would be covered within a single day.
Dismounting of stage decoration items – The dismounting of the stage would start from
21st June and would require a time period of 4 days. The sub-contractors working over the event
would be working hard to dismantle the stage that would be set for the event. After the stage has
been dismounted, the cleaning staff would clean the entire floor of the rooms. Each of the rooms
that were used during the duration of the event would be cleaned properly and handed over the
Hilton Sydney management team.
The invoice for the payments would be done on 2nd July. The signage of documents
would be made on this day.

6PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Task Where When Start/Finish Who
Thu 13-06-19 to Wed 19-06-19
Checking the stage
setup
L1, in Room 3 Thu 13-06-19
8 AM – 10:30 AM
Backstage Manager,
Stage Decorator
Bringing the jerseys
for the staff
L1, in Room 3
(management office)
Wed 19-06-19
10 AM – 4 PM
Event Coordinator
Checking the sound
check
L1, in Room 2 and 3 Mon 17-06-19 - Wed
19-06-19
8AM – 5 PM
Support technicians
Procuring the food
items
L1, in Hotel Kitchen Mon 24-06-19
8 AM – 10:30 AM
Logistics
Setting of tables and
chairs for the event
L1, in Room 2 and 3 Fri 21-06-19
8 AM – 4 PM
Logistics Department
Wed 26-06-19 to Tue 30-07-19
Dismounting of stage
decoration items
L1, in Room 2 and 3 Wed 26-06-19 - Mon
01-07-19
Stage Decorator
Cleaning of the venue L1, in Room 2 and 3 Tue 02-07-19 - Thu
04-07-19
Cleaning staff

7PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
3. Staff Roster
During the day of the event, each of the events would be planned and would be
accomplished as per the planned schedule. For the accomplishment of each of the work
schedules in a proper manner, several volunteers would need to be hired. The different
responsibilities of the volunteers and other important aspects would be strictly followed as per
roster. These are discussed as follows:
Who Where What Working hours
Volunteers
Volunteer A Room 3 Facilitator within stage 8 AM to 5 PM
Break of 1 hour from
12 PM – 1 PM
Volunteer B Room 3 Responsible for bringing
in guests
8 AM to 12 PM
Break after 12 PM
Volunteer C Room 2 Bringing in flower
bouquets and food items
8 AM to 10 AM
Break after 10 AM
Volunteer D Room 3 Helping the technicians
and backstage manager in
solving matters internally
8 AM to 5 PM
Break of 1 hour from
1 PM – 2 PM
Volunteer E Room 2 Assisting the First Aid
Officer and guests in time
of emergency.
8 AM to 5 PM
Break of 1 hour from
2 PM – 3 PM
Security Personnel Room 2 and 3 Handling the security
aspects during the event.
8 AM to 5 PM
No break would be
provided
Caterers Room 2 Serve the guests with
foods
8 AM to 5 PM
No break would be
provided
Stage Decorator Room 2 and 3 They would decorate and
arrange each of the
necessary equipment
required within the stage
8 AM to 5 PM
Break of 1 hour from
2 PM – 3 PM
Cleaning Staff Room 2 and 3 They would be
responsible for cleaning
the stage after
10 AM to 4 PM
Break of 1 hour from
1 PM – 2 PM

8PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
dismounting of the items
Make-up Artist Backstage They would set up the
artists for the event
8 AM to 10 AM
Break would be
provided after 10 AM
Backstage Manager Backstage of
Room 2 and 3
They would look into
intrinsic details within the
backstage
8 AM to 5 PM
No break would be
provided
Support Technicians Room 2 and 3 They would look into the
digital aspects in relation
to the event
8 AM to 5 PM
No break would be
provided
First-Aid Provider Room 2 and 3 They would provide
medical service to the
guests in their needs
8 AM to 5 PM
No break would be
provided
Logistics Backstage They would bring the
items from the retail
stores and store them
within the backstage of
hotel
8 AM to 5 PM
Break of 1 hour from
1 PM – 2 PM
Event Coordinator Room 2 and 3 They would coordinate
and synchronize each of
the event management
aspects
8 AM to 5 PM
Break of 1 hour from
1 PM – 2 PM
Project Manager Room 2 and 3 They would procure the
necessary items in relation
to project.
8 AM to 5 PM
Break of 1 hour from
1 PM – 2 PM
Guests Room 2 and 3 They would deliver
speech during the Tiger
Conservation Event
8 AM to 5 PM
Break of 1 hour from
1 PM – 2 PM
Guest Artistes Room 3 They would perform
during the event at various
timings
8 AM to 5 PM
Break of 1 hour from
1 PM – 2 PM

9PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
3.1 Event Running Sheet
Location Time Activity Responsibility Staffing
Level Two –
Room 3
9:00 am – 9:30 am Welcome event,
Opening of the
event
Carter Roberts Volunteer A
Level Two –
Room 3
9:30 am – 10:00
am
Tea and coffee
break
Caterers Caterers,
Volunteer A
Level Two –
Room 2
10:00 am – 1:00
pm
C1: Current
Issues being
faced in the
wildlife
Aditya Joshi Volunteer A
Level Two –
Room 2
10:00 am – 1:00
pm
C2: Importance
of Tiger
conservation and
balance in
ecosystem
Aditya Joshi Volunteer A, B
and C
Level Two –
Room 2
10:00 am – 1:00
pm
C3: Present
issues and
actions taken till
now
Aditya Joshi,
Carter Roberts
Volunteer A, B
and C
Glass Brasserie 1:00 pm – 2:00 pm Group Buffet
Catered Lunch
Caterers Caterers
Level Two –
Room 3
2:00 pm – 4:00 pm CA: Discussion
on wild-life
crime
investigations
Carter Roberts
Level Two –
Room 3
2:00 pm – 4:00 pm CB: Protection
measures that
need to be taken
Carter Roberts
Level Two –
Room 3
2:00 pm – 4:00 pm CC: Future
perspectives on
Tiger
Conservation
Carter Roberts
Level Two –
Room 3
2:00pm – 4:00 pm Tea and coffee
break
Caterers,
Volunteer A
Caterers
Level Two –
Room 2
2:00 pm – 4:00 pm Film
Demonstration
Backstage
Manager, Support
Technicians
Backstage
Manager, Support
Technicians
Level Two – 2:00 pm – 4:00 pm Local Concert Volunteer A Guest Artistes

10PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Room 2

11PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
4. Event Budget
Resource Name Std. Rate
Event Coordinator $110.00/hr
Project Manager $150.00/hr
Stage Decorator $95.00/hr
Cleaning Staff $40.00/hr
Caterers $80.00/hr
Make-up Artist $35.00/hr
Backstage Manager $90.00/hr
Support Technicians $75.00/hr
First-Aid Provider $30.00/hr
Volunteers $100.00/hr
Ambulance $300.00
Stage Materials $600.00
Sound Recording Equipment $500.00
Goods $60.00
Jerseys $20.00
Food $100.00
Tables $60.00
Chairs $70.00
Hotel $1,000.00
Logistics $15.00/hr
Artistes $35.00/hr
The above discussed costs are in relation to the various kind of equipment that are need to
be procured for the event. This also includes the wages of the various people involved within the

12PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
project. A further breakdown of the various forms of costs that are in relation to the event are
discussed as follows:
Staging
Stage Decorator – $ 95.00 / hour = $ 1520
Stage Materials – $ 600
Sound Recording Equipment – $ 500
Tables – 50 pieces * $ 12 = $ 600
Chairs – 500 pieces * $ 8 = $ 4000
Total amount would result to - $ 7220
Entertainment
Music Guest Artistes - $ 35.00 / hour = $ 280
Make-up Artist - $ 35.00 / hour = $ 280
Total amount would result to - $ 560

13PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
The Total Budget for the Event
Task Name Resource Names Cost
Tiger Conservation Event Planning $170,820.00
Start Project $0.00
Initial Planning and Designing $103,360.00
Proposing the event idea Project Manager $6,000.00
Consideration of budget Project Manager $9,600.00
Checking and booking of venue Project Manager $3,600.00
Designing the event brief Event Coordinator $7,920.00
Planning project proposal Project Manager $30,000.00
Booking of artistes for the event Event Coordinator, Project
Manager $27,040.00
Booking security officials Project Manager $7,200.00
Hiring technicians and backstage manager Project Manager $12,000.00
Designing the Event program $32,540.00
Creating a plan for the stage setup
Backstage Manager, Event
Coordinator, Stage
Materials[1]
$15,000.00
Hiring caterers for the event $0.00
Checking of sub-contracts and performers Event Coordinator, Project
Manager $16,640.00
Procurement of goods for the event Goods[1], Logistics $900.00
Booking food and beverages for the event $0.00
Finalizing every necessary arrangements $0.00
Preparing an invitation list of guest $0.00
Sending of invitations to guests $0.00
Finalizing the event planning $13,780.00
Checking the stage setup Backstage Manager, Stage $2,960.00

14PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Decorator
Checking the staff briefing Project Manager $2,400.00
Bringing the jerseys for the staff Jerseys[1],Event Coordinator $900.00
Checking the sound check Support Technicians $1,800.00
Double checking of food lists Event Coordinator $880.00
Setting of tables and chairs for the event Chairs[1],Tables [1],Logistics $4,720.00
Procuring the food items Logistics $120.00
Approval for the event $0.00
The Event Day
Ambulance[1],Backstage
Manager, Caterers, Event
Coordinator, First-Aid
Provider, Make-up Artist,
Volunteers, Artistes
$4,140.00
Post Event Phase $17,000.00
Dismounting of stage decoration items Stage Decorator $3,040.00
Cleaning of the venue Cleaning Staff $960.00
Paying of invoices Hotel [1] $1,000.00
Payment to artistes $0.00
Finalizing of budget with actuals $0.00
Evaluating the entire event $0.00
Documentation of the event report Project Manager $12,000.00
Handover of documentation to management body $0.00
End of event $0.00

15PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Appendices
Appendix 1: The Floor Plan of the Venue
(Figure 1: The Floor Plan of the Venue in Hilton Sydney)

16PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Appendix 2: The Room 2 at Hilton Sydney
(Figure 2: The Floor Plan of the Venue in Hilton Sydney)
Appendix 3: The Room 3 at Hilton Sydney
(Figure 3: The Floor Plan of the Venue in Hilton Sydney)

17PRODUCTION PLANS FOR THE INDIAN TIGER CONSERVATION EVENT
Appendix 4: The Dining Hall at Hilton Sydney
(Figure 4: The Dining Hall of the Venue in Hilton Sydney)