Winter Festival Event Report: Event Planning and Community Engagement

This report details the planning and execution of a Winter Festival event designed to harmonize two communities. The report utilizes the 5Ws framework (What, Where, When, Who, Why) to outline event activities, location (Victoria Park, NSW), date, target audience, and overall goals. The theme is winter, with decorations including lights and a snow machine. A timeline spanning from April to June is provided, along with a risk assessment addressing capacity, injuries, fire hazards, and cable management, with corresponding solutions. The budget of $30,000 is allocated to various aspects, including stages, activities, food stalls, staff wages, decorations, and more. The report concludes that the main focus of this event is to bring two communities together and create a more pleasant place to live. Appendices include a run sheet, timeline, and visual references for the event.

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Introduction:
Winter is the season of love and festival, where the aim of this event is to make sure that the
society sees and feels what they have. Victoria Park has a wide area where people can enjoy
food, music, and shows that will be shown in different locations throughout the park,
bringing the community together. This report will discuss the 5ws (Goldblatt) (Schiraldi,
2017), theme, timeline, risks, and budget to make the event run smoothly. This report will
address the elements and the decoration that will be used to attract visitors to come to the
event.
What (Goldblatt)
This event’s about harmonizing two communities. Therefore, the activities that will happen
will be performances by local performers, night DJs, food bazaar and children playground
(activities hosting by Fly by Fun (“Fly by Fun”, n.d.) and jumping castles provided by Rhino
Play (“Rhino Play”, n.d.) Residents can enjoy their food while sitting on the chairs that will
be provided or, have picnics and they can enjoy the performances. A draft run sheet of the
event is in appendix 8
Where:
The event that will take place in Victoria Park, NSW. The facilities that will be used from
the park is the wide space area, for food stalls and stage for local performers and playground,
for children to play in and to have fun with the activities. Families can also have a picnic
enjoying their food in front of the lake. Within 300 meters, there will be a bus stop and
accessibility parking near the Victoria Park Pool entrance (City of Sydney, n.d.).
When:
The event will be on June 12th starting from 12 pm-8 pm during the winter season. The
reason why this date is chosen is that students will be on a school holiday in June and it is on
a Saturday which makes families more convenient to come to the event.
Who:
The target audience for this event is families with primary children, since there are a
playground and fun activities, it will attract families to come and let their children have fun.
Other stakeholders that will be in this event will be staff. There will also be police officers
helping us to avoid any illegal activities happening, there will be security at the entrance, exit
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and near the playground, first-aid officers will be there on standby just in case of any injuries,
and lastly, there will be firefighters on standby just in case of any fires or hazard happening.
There will also be a design team on creating the stage, decorating the area and also a
technical director and team in charge of the lighting and music of the performances, and an
MC for coordinating the performances to make visitors excited. There will also be a
marketing manager in advertising the event through social media and website.
Why:
The reason for doing this event is to bring two communities together in a way to create a
more caring and compressive community. In the end, it can make your neighbourhood a more
pleasant place to live. This is a perfect way to showcase the local produce and local vendors
in the city. People will be able to enjoy all of the delicious food at the event while watching
the event (see appendix 7), but they will also realise that they can buy this product locally on
any given day, helping the local economy. The goal for this event is that the communities
may harmonize with each other and everyone is having a good time with their family.
Theme:
The theme of this event is Winter, so it will be like Christmas, where there will be bright
string wires with the colour of yellow and light blue. The reason yellow is chosen is that it
symbolizes joy, happiness, and friendship. (Pan, 2016) (see appendix 2 and 3). Light blue
symbolizes power, faith and strength. (Hopler, 2019). The style of the event will be casual so
people can wear t-shirts and long pants and because it is during winter, people will most
likely wear a jacket (see appendix 3).
The set of this event will be in the wide space area at Victoria Park. A draft set of an event
will be (see appendix 1). The type of stage that will be used is the metal scaffold stage and
the stage configuration will be Apron (Halsey, 2010, p. 46), where there will be chairs in
front of the stage where people can enjoy the performances. A similar stage setting will be
like appendix 7. Besides the chairs, people can have picnics with their family watching the
performances and enjoying their food.
The decoration that will be used are lots of colour wires around the area which will be similar
to appendix 3 and 4. Since there are lots of trees around the park, the trees will be decorated
with lights and snowflakes which will attract people to come. (see appendix 5). There will
also be a snow machine near the playground for children to enjoy. (see appendix 6)
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Timeline:
The timeline for this event will be starting in April- June. An example of a timeline is in
appendix 9
Risk and consideration:
The risk that may appear in this event is capacity, the capacity for this event is 400 people but
because of the pandemic (COVID-19), it cannot be so crowded. The solution for this is social
distancing and people needs to wear masks. There will be Police walking around to make
sure everyone is following the rules. Another risk is if there is any injury. The solution for
this is to have at least five trained first aid officers stand by just in case if there is any injury.
Fire and dangerous hazard can be very dangerous for people. The solution for this is
firefighters will be on standby to prevent any hazard and putting up posters about evacuation
plan. Another risk is in the stage area, where there will be lots of cables where people can trip
over. The solution for this either uses wireless equipment or tape them on the floor so it
would not move.
Budget
The budget ($30,000) will be separated for this event where $15,000 will be used for stages
and technology (microphone, lighting, speaker, etc), $1500 will be used on the host for
children’s activities and jumping castles, $4500 will be used to set up 20 food stalls, $3000
will be used on the wages for the staff, $2000 will be used for chairs and providing 2 stalls
public toilet, $500 for night DJ, and $3500 will be used on decoration. To add additional
income, food stalls will be rented out for $150 per stall just in case there is a lack of money.
Conclusion
In conclusion, the main focus of this event is to make the two communities harmonize
together. The event will be fun for everyone to enjoy watching the performances and trying
the local food. Children will also have so much fun when playing on the jumping castle and
playing games with the host.
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Appendix
Appendix 1
Appendix 2
Note. Pikist, n.d.
Appendix 3
Note. Potter, 2019
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Appendix 4
Note. City of Kalamazoo, 2016
Appendix 6
Note. Le Maitre, 2014
Appendix 7
Note. Trip Advisor, n.d.
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Runsheet
Start
time
Finis
h
time Action Location Responsible staff
Resources and
comments
8:00
AM 11:00
Last preparation, making sure everything is in place (stage, equipment and etc)
and food stalls have been set up Victoria
park area
Coordinator
Host for children’s activities have arrived and jumping castle have been set up
12:00
PM
12:15
PM Opening speech from Great local Council Stage
12:15
PM
8:00
PM Food stalls can sell their food and beverage
Victoria
park area
1:00
PM
5:00
PM Children activities and jumping castle Playground Host, Security
2:00
PM
5:00
PM Performances Stage
Technical director and
Coordinator
5:00
PM
7:30
PM Night DJ Stage
Technical director and
Coordinator
Appendix 8
Appendix 9
Timeline
Month March April May June
Plan the event
Consult with Greater Local Counsil
Create emergency plan and safety
Finalise budget
Hire staff (technical team, design team, coordinator, security, first-aid officers)
Hire children host and night DJ, and rent jumping castle
Hire police and fire fighters
Advertise the event
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Find food stallers
Audition Event
Decorating set and setting up stage
Event day
Refrences
City of Kalamazoo [@KalamazooCity]. (2016). Twitter. https://twitter.com/kalamazoocity/status/814666188714340352?lang=en
City of Sydney. (n.d.). Victoria park. https://www.cityofsydney.nsw.gov.au/parks/victoria-park
Fly by Fun. (n.d.). [image]. Fly by fun. https://flybyfun.com.au/
Halsey, T. (2010). The freelancer's guide to corporate event design: From technology fundamentals to scenic and environmental design. CRC
Press.
Hopler, W. (2019). The meaning of the blue light ray angel color. Learn Religions. https://www.learnreligions.com/angel-colors-blue-light-ray-
123860
Le Maitre. (2014). Fake snow machine from Le Maitre [image]. Le Maitre ltd. https://www.lemaitreltd.com/news/fake-snow-machines-from-le-
maitre/
Pan. (2016). What do colors mean and represent? SAE alumni association Europe | connect - learn -
jghksucceed. https://alumni.sae.edu/2016/03/08/what-do-colors-mean-and-represent/
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Pikist. (n.d.). [image]. Pikist. https://www.pikist.com/free-photo-sifoz
Potter, G. (2019). [image]. Concrete playground. https://concreteplayground.com/sydney/event/winter-wonderland-wholefood-night-markets
Rhino Play. (n.d.). [image]. Rhino play. https://www.rhinoplay.com.au/
Schiraldi, N. (2017). The 5 W’s you need to know for planning your next event. Engage TU. https://www.engagetu.com/2012/05/17/the-5-ws-
you-need-to-know-for-planning-your-next-event/
Trip Advisor. (n.d.). The Meadows racetrack and casino [image]. Trip Advisor. https://www.tripadvisor.com/LocationPhotoDirectLink-
g53922-d2390307-i337618312-The_Meadows_Racetrack_and_Casino-Washington_Pennsylvania.html
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