Event Planning Report: Child Participation in Cricket, Melbourne 2019

This report outlines a comprehensive event plan centered around child participation in cricket, designed for a local community in Melbourne. The event aims to address negativity within the community and promote social harmony, focusing on the increasing importance of children in sports. The plan includes a film screening combined with a garden gathering, targeting children, parents, and stakeholders. It details the event's location (Victoria Park or Port Melbourne Primary School), date (April 29, 2019), and demographic. The report covers the event's importance, including demonstrations on physical activity and cricket rules, and includes a Gantt chart outlining the schedule. A detailed budget breakdown is provided, along with potential risks and revenue sources like social media campaigns and food stalls. The event will feature a documentary, speeches, brunch, and dinner, aiming to educate and engage the community while raising funds for welfare. The report concludes with a call to action, suggesting the use of Facebook, Instagram, and Patreon to promote and fund the event.

Running Head: CHILD PARTICIPATION IN CRICKET
CHILD PARTICIPATION IN CRICKET
Name of the Student
Name of the University
Author Note

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Executive Summary
The aim of this report is to provide the detailed event planning to the head of the Local
Community. As mentioned in the proposal there is a growing negativity within the
community. Therefore, the event manager has planned to make the event theme based to
attain maximum attention. The selected theme of the event is Child Participation in Cricket
due to the increasing importance of Women in the Society. The report has further discussed
various aspects on how to attract more funds for the welfare of the community.

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Table of Contents
Introduction................................................................................................................................3
Discussion..................................................................................................................................4
Members.................................................................................................................................4
Style of the Event...................................................................................................................4
Location..................................................................................................................................5
Time and Duration.................................................................................................................5
Demography...........................................................................................................................5
Importance of the Event.........................................................................................................6
Graphical Representation (Gantt chart).................................................................................6
Budget....................................................................................................................................7
Risks and Other Considerations.............................................................................................8
External Sources of Revenue.................................................................................................8
Conclusion..................................................................................................................................9
Reference..............................................................................................................................10

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Introduction
Event planning is a process in which a cluster of individuals undertakes the
responsibility of an event or a series of events, where the assigned task is structurally divided
into sub groups to deliver the same within the given period. Events can be broadly
categorized into two groups Formal Event and Informal Event. Formal Events consists of
Corporate Gatherings, Annual Business Meet and Sales Meetings and so on. On the other
hand, informal events consists of weddings, community events, occasions, festivals and so on
(Jones, 2017).
This report specifically focuses on community event, which is being assigned to a
third party event Management Company. This report is being presented from the company to
the community and proposes to focus on a sports theme i.e. Child participation in Cricket.
This report will include the description of the selected location, the target demography,
approximate time and duration, requirement and importance of such events to spread social
awareness, a graphical representation of the segment break ups in the form of a mini Gantt
chart, the Budget break up where the costs of different requires items will be mentioned
(Bellary, El-Rifai, Andrews & Stubbs, 2019). Though the event management organization
has ample experience, there may arise some risks of failure, which are mentioned. Finally, for
the purpose of welfare of the community sources will be created for accepting revenue.

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Discussion
Members
Firstly, the core members of the community will be directly invited to the event.
There will be reserved seats and food and beverages facility, which will be organized from
the company end. Further, the event management company will hire food stalls for the other
members of the community which will be payable in nature. The core members as shared as
shared with the company consists of approximately 150 families, which approximately
amounts to 800 headcounts. Based on last year’s head count, total members who will attend
the event will be around 100000 so the number of food stalls must be minimum 200-500.
Style of the Event
The style of the event will be a Film Screening style combined with Garden
Gathering. The venue of the event will be a green lush such as the community garden or
school playground to restore the importance of nature within the members. The focal point
will be the stage where the screening shall take place to raise awareness towards child
participation in cricket. Interested members shall be allowed on stage to share their personal
experience and provide children a practical example, which can be useful to them in the near
future. Food and Beverage section will include brunch where the provided food will consist
Bacon, Poached Egg, Rustic Bread, Apple French Toast Casserole, Chicken Salad, White
Wine (Adults Only), Lemon and Strawberry Mock tails. The serving style will be a buffet
system (Self Service) (Woodcock, 2016). The evening supper will include Coffee for
refreshment, Health Drink (For Children) followed by Chicken parmigiana, Barbequed snags
(Chicken and Pork), Lamingtons, Traditional Strawberry Pavlova and Australian Barramundi.
(Arvela, 2013)

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Location
As the event is an outdoor event, the place should be either a playground or a garden.
Therefore, the selected venue is Victoria Park or Port Melbourne Primary School. The reason
behind considering these two places are essentially due to the negligible existence of
pollution and abundance of lush greenery in these areas. Permissions for hosting the event
will be executed form the organization itself.
Time and Duration
The date will be 29th of April 2019. The selection criteria behind this particular date
are due to various reasons. They are:
 April is the autumn season, so weather and climate are pleasant at this time.
 The month of April contains long school holidays so that children can rest the next
day.
 29th April is Sunday so participating members do not miss their daily work.
Demography
The demography shall consists of three broad categories. They are:
 The main category are the children as the theme of the event is based on their
future and career in sports.
 Both the parents shall be included in the list of invitations but in case of
availability issues or single parents, one guardian is also invited.
 Major business tycoons and stakeholders will be invited personally to raise
additional funds for the welfare of the community.

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Importance of the Event
This event is based on a sport i.e. Child Participation in Cricket. So, the importance of
this event will be highly recommended. The event will be divided into sections where the
program will start with a documentary explaining the importance of educating the child about
topics to develop interest in cricket. These will include demonstrations about the need of
physical activities to develop the bone structure, circulation of blood and to avoid obesity
from a young age. (Talpey, Croucher, Bunny & Finch, 2017). Further, the documentary will
include basic demonstrations about the rules of the game, playing styles and basic
instructions. On the other hand, this will help the parents to understand the importance of a
sport in the lives of the children. As mentioned, the purpose of this event is to reduce the
growing negativity within the community and increase in communal harmony.(Fortson,
Klevens, Merrick, Gilbert & Alexander, 2016) Special guests are also invited to the event
such as business delegates and local stakeholders who may donate significant amounts for the
welfare of the community.
Graphical Representation (Gantt chart)
The table below shows the breakup of all the segments and their timings. The task
starts with serving the beverage, which starts around 10 o’ clock in the morning, which
continues for one hour. By the time all the community members have arrived, the
documentary will start sharp at 10:30 am, which will continue for 2.5 hours. In the meantime,
the catering team will arrange the buffet for the brunch, which will start after the
documentary ends, which will be around 1 pm in the afternoon. The Brunch time will end
around 4 pm in the afternoon, which will be followed by Speech from the parents, who
belong to the cricket background. In the meantime, beverage will be served again around 4:30
pm. Finally, the event will proceed to its climax where the speech session will resume. In this
session speeches will be given by celebrity cricketers, followed the feedback speech of

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special guests. Finally, the event will be concluded with dinner, which is a buffet facility
where the members of the community can have conversation with each other, reducing the
negativity within (Nurre & Weir, 2017).
Table 1: Gantt chart of Assigned Task
Task
Start
Time
End Time
Duration (hr.)
Beverage Serving 10:00 11:00 1
Documentary 10:30 13:00 2.5
Brunch 13:00 16:00 3
Awareness Speech (Parents) 4:00 17:30 1.5
Beverage Serving 4:30 17:30 1
Speech (Special Guest and Experts) 5:30 19:00 1.5
Dinner 7:00 21:00 2
Budget
The budget distribution is presented in the form of a chart which is given below:
Table 2: Budget Break up.
Items Amount
Rent (Venue) 2000
Wages 10000
Food and Beverages 12000
Documentary 4000
Miscellaneous 8000
Total 36000

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The chart represents the approximate distribution of the budget, which is non-negotiable. On
addition, an extra amount of $6000 has to be provided at the time of final payment. In
advance, an amount of $10000 has to be given for the purpose of arrangement of venue,
procurement of raw materials and hiring labor. Total number of invitations is 150000 units,
which is a huge number so car parking space is being separately arranged for convenience. It
is to be noted that only core members will be allowed for the above mentioned food and
beverages. Others has to purchase their food from facilitated food stalls.
Risks and Other Considerations
 Procurement delay of Venue: To fix the particular date the advance payment has to be
done as soon as possible otherwise there is a high chance of missing the given date.
 Car Parking: There may be a situation where parking has to be done on the lanes as
the parking zone may not be big enough for 5000 cars.
 Social Media: There is a high chance that the members of the community with
negative attitudes may not attend the event, so social media will be used to invite
outside members but on payment basis.
 Fuel: The energy to be used in the event will be fully external and diesel generators.
There is a high chance of default so proper measures must be taken from the
community also.
External Sources of Revenue
Social media campaign is to be used to spread awareness in Melbourne and other
parts of Australia. The event management company will arrange food stalls in the playing
ground who will provide rent to the community for conducting their business. On the other
hand, the company will open a ‘patreon’ account for worldwide donations to the community

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(Wilson, 2019). If the venue is to be done in Port Melbourne area then the business crowd
will easily be attracted to the venue due to nearness to the port. In advance, handbills and
posters will be provided in different parts of the cities for the purpose of outdoor promotion.
Measures has to be taken from the community also because that will add more value to the
cause. (Zaharuddin, Zakaria & Zakaria, 2018)
Conclusion
The report is the detailed event proposal to the head of the Local Community. As the
proposed event involves a significantly large number of people, the event should be based on
a social cause. As mentioned earlier, the proposed theme is Children participation in Cricket.
The selected area is either Victoria Park or Port Melbourne Primary School Ground to fit in
all the members of the community. The event will start with a educating documentary
followed by speeches from the parent end as well as the expert ends. Finally, the special
guests will be invited to the stage to get their feedback. For the purpose of earning funds
social media has to be used effectively. Selected platforms are Facebook, Instagram for
creating Awareness and Patreon for accepting donations.

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Reference
Arvela, P. (2013). Ethnic food: the other in ourselves. In Food: Expressions and impressions
(pp. 43-56). Brill.
ro.uow.edu.au/cgi/viewcontent.cgi?referer=https://scholar.google.co.in/
&httpsredir=1&article=2109&context=lhapapers
Bellary, S., El-Rifai, M., Andrew, J. A. N. G., & Stubbs, P. E. (2019). U.S. Patent
Application No. 15/822,262.
https://patentimages.storage.googleapis.com/d3/73/b2/fc6910b9c10bde/
US20190164135A1.
Fortson, B. L., Klevens, J., Merrick, M. T., Gilbert, L. K., & Alexander, S. P. (2016).
Preventing child abuse and neglect: A technical package for policy, norm, and
programmatic activities. doi/abs/10.1287/ited.2016.0168
Jones, M. L. (2017). Sustainable event management: A practical guide. Routledge.
www.greeneventbook.com/wp-content/uploads/2012/09/Column-6-IFEA-by-Meegan-
Jones.pdf
Nurre, S. G., & Weir, J. D. (2017). Interactive Excel-based Gantt chart schedule builder.
INFORMS Transactions on Education, 17(2), 49-57.
Talpey, S., Croucher, T., Bani Mustafa, A., & Finch, C. F. (2017). Sport-specific factors
predicting player retention in junior cricket. European journal of sport science, 17(3),
264-270.
Wilson, L. (2019). A little bit of money goes a long way: Crowdfunding on Patreon by
YouTube sailing channels. Available at SSRN 2919840.

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Woodcock, S. (2016). biting the hand that feeds: Australian cuisine and Aboriginal
sovereignty in the Great Sandy Strait. Feminist Review, 114(1), 33-47.
Zaharrudin, N. Z., Zakaria, A., & Zakaria, A. (2018). The Contributing Sources for
Sustainable Funding in Malaysian Social Welfare Group. International Journal of
Academic Research in Business and Social Sciences, 8 (11), 2111, 2121.
http://hrmars.com/hrmars_papers/The_Contributing_Sources_for_Sustainable_Fundin
g_in_Malaysian_Social_Welfare_Group.pdf