Event Management: Pitching Report - Greater Local Council Event

This report presents a comprehensive event management plan designed for the Greater Local Council, located approximately 50km from the state's capital. The council seeks to address community negativity through a unifying event. The proposed theme centers on child participation in cricket, aiming to attract approximately 150,000 residents, particularly families with young children. The report details the event's objectives, which include fostering social interaction and promoting the sport of cricket. The event will take place at Victoria Park, leveraging its open spaces and amenities. The report outlines logistical requirements, including light, sound, and video equipment, as well as staffing needs. A RACI matrix, risk management plan, run sheet, and budget are also provided. The event is scheduled for April 29, 2019, with a backup date of May 6, 2019. The total budget is estimated at $56,000, funded through corporate sponsorships, private funding, and local council contributions. The report concludes by expressing the organization's commitment to both the event's success and the council's goal of community reunification.

Running head: EVENT MANAGEMENT: PITCHING REPORT
Event Management: Pitching Report
Name of the Student
Name of the University
Author’s Note

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EVENT MANAGEMENT: PITCHING REPORT
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.
The report discusses the minute details of the event planning and provides estimation for all
the requirements. To start with, the report describes the project following the 5Ws of event
management. Further, the report provides an estimation of the logistical requirements of the
event by the means of RAIC matrix, risk analysis, Run sheet and time line as well as
budgetary plan. To conclude with, the report presents its underpinning vision and motivation
of the organization to undertake the project.

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Table of Contents
Introduction................................................................................................................................3
Overview of the event................................................................................................................4
Who- Target attendees...........................................................................................................4
What- Objectives of the event................................................................................................5
Where- Venue of the event....................................................................................................5
Why- expected cause for attending the event........................................................................5
When- timing and schedule....................................................................................................6
Logistics.................................................................................................................................6
Light, sound and video equipment.....................................................................................6
Performers..........................................................................................................................6
Event staff..........................................................................................................................7
Risks Management.................................................................................................................7
RACI Matrix for the event.........................................................................................................8
Run sheet and time-line............................................................................................................10
Budget......................................................................................................................................10
Conclusion................................................................................................................................10

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EVENT MANAGEMENT: PITCHING REPORT
Introduction
Community programmes are a significant endeavour that strengthens the
interpersonal relationship of its members. It helps the members socialize, communicate and
bond over a common interest. Hence, to conduct a successful community event, it is
important to identify their needs, inclinations and motivation.
Greater Local Council is a place where families choose to raise their kids. Situated
just 50 kilometres away from the capital city, it has all the amenities of a modern city life, yet
is abundant with peace and quiet for being a suburb. The scenic beauty and the lush greenery
offers relief to its residents, upon returning from the hectic city schedule. However, the
people are the most integral part of this comforting suburban experience for their welcoming
nature and their connection that has grown through generations.
For the last few months, the community in Greater Local Council is experiencing
some conflicts and hardships. This is evidently hampering the sense of belongingness of its
people. Hence, it will be useful to host a community event where they can be able to reunite
and socialize over a common interest of theirs and rekindle the bond.
The event management organization, with the assistance and approval of the local
authority, has decided to host a film screening event on the theme “Children’s participation in
sports”. The event will be carried out with the spirit of festivity, entertainment as well as
educational experience. It is believed that this endeavour will help the community come
together once again and set aside all the difference over a glass of wine, or watching their
kids play together on the open green fields, thus finding the connection among themselves
once again.

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EVENT MANAGEMENT: PITCHING REPORT
Overview of the event
The focus of the event is the connection among the community members. Hence, it
will aim to maximize the essence of social gathering. Also, it wants to evoke the spirit of
outdoor sports and connection with nature among the children. The main event will be the
film screening. An informal stage setting will be set up to host the introductory session and
the key note speech, members’ participation, open mic session and the valedictory session.
Besides, there will be a garden gathering for brunch and supper with the provision of
refreshments and snacks. Sporting equipment and fun rides will also be provided for the
enjoyment of the children. There will also be food stalls and artefact shops arranged by local
business owners and NGO outlets. Overall, the event is desired to be held in a manner of
local fair with the unique addition of educational experience through the film screening and
the interactive sessions.
The whole scheme of the event is further discussed at length, analysing it into logistic
details as the following.
Who- Target attendees
The core members of the community will be directly invited to the event. The core
members of the community are consisted of approximately 150 families, which
approximately amounts to 800 headcounts. Along with the core members, common residents
will also be invited in the event. Based on the statistics obtained from a local fair hosted by
the previous council, the approximated number of attendees will be around 100000. Apart
from the community members, the event will host dignitaries and celebrities as the
chairpersons, speakers and performers of the event.

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EVENT MANAGEMENT: PITCHING REPORT
What- Objectives of the event
The objective of the event is to facilitate the community members with a social
gathering to reconnect and socialize through the exchange of experiences of their association
with cricket. Cricket is a very popular sports discipline in Australia. It has been adored and
enjoyed by the Australians since the last several decades. Australia has been producing
legendary cricketers and received a couple of world cup trophies as well. Hence, there is a
common interest in cricket in the general population of Australia. Also, there are a number of
cricket academies that offer coaching to children for their future prospect in cricket. Hence,
the theme will supposedly attract families irrespective of age and background.
Where- Venue of the event
As the event is an outdoor event, the place should preferably take place in an open
area such as the playground or park. The event management body advocates to use Victoria
Park, the open area with playground situated by the river. The proposed venue has adequate
greenery, open space with amenities like playground, play equipment, BBQ grills etc. The
adjacent auditorium of Port Melbourne Primary School can also be used for the film
screening. The stage setting will be on the open space of the park with adequate seating
arrangement. The refreshment and buffet area can be organized in the open space by the river
banks. The reason behind considering these two places are essentially due to the ease of
conveyance as well as negligible existence of pollution and abundance of lush greenery in
these areas.
Why- expected cause for attending the event
The target attendees of the event are the local residents, otherwise described as the
members of the community. Greater Local Council has a population of approximately
150,000 people. Among them, majority of the families have children within the primary

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EVENT MANAGEMENT: PITCHING REPORT
school age. There are also families with pre- teen and teenage kids. The aim of the event is to
connect the families through their common concern of children’s education and development.
When- timing and schedule
The event will be a whole-day programme. The proposed date for the event is 29th of
April, 2019. The selection criteria behind this particular date are due to various reasons.
They are:
 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.
 Weather and climate will expectedly be pleasant at this time. There is less chance of
raining or storm during that time.
However, there must be provision of a backup date for any unprecedented occurrence.
The proposed alternative date shall be 6th May, 2019.
Logistics
Light, sound and video equipment
The event will require a projector for film screening and 4 digital surround sound
systems in the auditorium. It will also require 4 to 5 microphones, preferably cordless and 6
to 8 speakers for the speech and open mic sessions. Both the auditorium and the stage area
require filler lights and effect lights. Also, there must be adequate outdoor lighting
arrangement as the event will extend till evening.
Performers
A renowned cricket coach from MCG will be the chief guest of the event, whereas the
chairperson of the council will be the keynote speaker. The sport trainers from local schools

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EVENT MANAGEMENT: PITCHING REPORT
and athletes will also take part in the introductory session. Additionally, An MC is required to
conduct the open mic session. However, there is no need of any conductor during the film
screening as it will be executed by technicians.
Event staff
The event will require staffing in the following areas:
1. Stage setup
2. Auditorium setup
3. Light technicians
4. Sound technicians
5. Projector technicians
6. Stage management personnel
7. Caterer
8. Waiters and waitresses
9. Ground management
10. First aid supplies/ Paramedic facility
11. Volunteers from the council in the reception area
12. Overseers
Risks Management
 Procurement delay of venue and other vendors : To fix the particular date the advance
payment has to be done to the vendors, suppliers and the venue as soon as possible
 Natural calamity: Adverse weather may affect the event, hence a backup date has to
be arranged.
 Social Media: Digital marketing and promotion always contain the potential risk of
adverse feedback. Negative publicity has to be avoided at all costs.

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EVENT MANAGEMENT: PITCHING REPORT
 Health and safety measures: Fire hazard, electric hazard and accidental risks are to be
monitored and controlled with highest priority. Also, paramedic services are to be
arranged for any medical emergency of both crew and attendees.
RACI Matrix for the event
Activity Responsible Accountable Consulted Informed
Lights
sound
effects
Stage
Decor
Props
Vendor
(Decorating)
a)Vendor
(Decorating)
b) Overseer
c) Crew members
a)Logistic
Manager
(Technicians)
b)Assigned
member from
Local Council
a)Assigned
member from
Local Council
b) Overseer
Venue a)Event Manager
b) Overseer
a)Event Manager
b) Overseer
a) Council
members
b) School
authority
c) Local
Municipality
a)Council
members
b)School
authority
c)Local
Municipality

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EVENT MANAGEMENT: PITCHING REPORT
Food and beverage a)Catering
company
b)Overseer
c) Crew members
a)Catering
company
b)Overseer
c) Crew members
a)Logistic
Manager
(Food)
b)Assigned
member from
Local Council
a)Catering
company
b)Overseer
c)Logistic
Manager
(Food)
Permits and licence Event
Management
Company
Event
Management
Company
Local
Municipality
Local Council
Transport and logistics a)Vendor
b)Logistics
Manager
(Transport)
c) Overseer
d) Crew Members
a)Vendor
b)Logistics
Manager
(Transport)
c) Overseer
d) Crew Members
a)Vendor
b)Logistics
Manager
c)Assigned
local council
member
a)Overseer
b) Logistics
Manager
(Transport)
c)Assigned
Local Council
member
Promotion Event
management
Company
a)Digital
Marketing Expert
b) Publicist
c)Content
manager
a)Local
Council
b)Publicist
Local Council

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EVENT MANAGEMENT: PITCHING REPORT
Run sheet and time-line
Task Start Time
End Time Duration
(hr.)
Beverage Serving 10:00 11:00 1
Key note address and film screening 10:30 13:00 2.5
Brunch 13:00 16:00 3
Open Mic Session 4:00 17:30 1.5
Beverage Serving 4:30 17:30 1
Interactive session with dignitaries 5:30 19:00 1.5
Supper 7:00 21:00 2
Budget
The event will take place with the assistance of corporate funding, private sponsorship
and local council assisted fund. Estimated budgetary plan is as following.
Conclusion
The company aims to provide the client with the satisfaction of achieving the goal of
carrying out the event with all the necessary logistics and services. Although, the primary
target of the organization is achieving the humanitarian aspect of the programme and connect
with the people. It aims to acquire partners, share there ethos and passion for the cause, rather
than just materializing the details. Hence, the organization assures Greater Local Council of
Items Amount
Rent (Venue) $2000
Wages $10000
Transport, Vendors and Logistics $20000
Food and Beverages $12000
Screening equipment $4000
Miscellaneous $8000
Total $56000

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EVENT MANAGEMENT: PITCHING REPORT
an experience that they would cherish or a long time. Besides, as the clients, the organization
will assist the Local Council achieving their aim of reuniting its members. Hence, it is an
opportunity for both the parties to work towards a larger good for which the organization
seeks the approval of the council to move forward.