UWL Live Events Module: Secret Gardens Karaoke Games Night Report

This report details the planning and execution of the 'Secret Gardens Karaoke Games Night' event, a student assignment for a live events module. The report covers various aspects, including the event concept and theme, which aims to bring a summer garden indoors with ivy, flowers, and a cupcake buffet. It outlines the space configuration and layout plans, logistical considerations such as overcrowding and décor, and the entertainment and attractions planned, including karaoke, performances by singers and rappers, a social quiz, and a 'Take Me Out' game. The report further details the target audience, marketing and promotional strategies, and a timeline for the event. It also includes a marketing plan, addresses logistical issues, and covers health and safety measures with a risk assessment. Furthermore, the report provides a budgeting and financial plan, cancellation strategy, and evaluation strategy, along with staff briefing and function sheets. The event is designed to engage guests through games and activities, providing a fun and social environment, and is scheduled to take place at The Constitution pub in Camden. The report provides a comprehensive overview of the event planning process from concept to execution, including the appendices such as flyers, minutes and proof of confirmation.

CONTENT
Role and Responsibilities...................................................................................................................................................... 6
Introduction............................................................................................................................................................................... 6
Event Concept/Theme.................................................................................................................................................. 7
Space/configurations/layout plans................................................................................................................................. 7
Logistical Issues........................................................................................................................................................................ 9
Entertainment and attractions.......................................................................................................................................... 9
Take Me Out.......................................................................................................................................................................... 9
Singers................................................................................................................................................................................... 10
Rappers................................................................................................................................................................................. 10
DJ............................................................................................................................................................................................. 10
Social Quiz........................................................................................................................................................................... 10
Packages.................................................................................................................................................................................... 11
Target audience/number/marketing and promotional strategies/Time line...........................................11
Marketing....................................................................................................................................................................... 11
Who – what sort of audience will be expected at the event?.........................................................................12
What – what experience is the designer trying to create for the guests?................................................12
When – when will the event take place?................................................................................................................. 12
Why – why is the event being held?.......................................................................................................................... 12
Where – where will the event be held?.................................................................................................................... 12
Marketing plan.................................................................................................................................................................. 12
Public transport................................................................................................................................................................ 14
Parking................................................................................................................................................................................. 14
Health and safety................................................................................................................................................................... 14
Risk Assessment...................................................................................................................................................................... 15
Location................................................................................................................................................................................ 15

Activity.................................................................................................................................................................................. 15
Budgeting and Financial Plan......................................................................................................................................... 16
Budget................................................................................................................................................................................... 16
Income................................................................................................................................................................................... 16
Expenses............................................................................................................................................................................... 17
Cancelation strategy............................................................................................................................................................ 17
Postponing or cancelling the event.......................................................................................................................... 17
Evaluation strategy...................................................................................................................................................... 17
Evaluation........................................................................................................................................................................... 17
Staff briefing sheet................................................................................................................................................................ 20
event Function sheet............................................................................................................................................................ 21
Contact sheet........................................................................................................................................................................... 22
Event organisers............................................................................................................................................................... 22
Venue event manager..................................................................................................................................................... 22
Venue..................................................................................................................................................................................... 22
acts.......................................................................................................................................................................................... 22
DJ............................................................................................................................................................................................. 22
Appendices................................................................................................................................................................................ 23
Flyers...................................................................................................................................................................................... 23
Minutes................................................................................................................................................................................. 24
Proof of confirmation..................................................................................................................................................... 28

Introduction
Welcome to the Secret Gardens Karaoke Games Night, this event is
taking place as one of the assignments of the live events module which
will be graded in partial fulfilment of the requirements for the degree.
The aim of the night is to get the guests to socialize and engage in
games and activities that can bring a crowd together. The night will
include a social quiz at the beginning of the event to allow guests to
get to know each other, following that will be a performance from an
up coming UK artist; then we will have 6 of our guests participating in a
game of Take me out, this should be funny and exciting for all the
guests. After the game there would be another performance from an
up coming afro pop band after which all the guests will participant in
an old school RnB karaoke. The event will be taking place at The
Constitution pub in Camden, we have been allowed to hire out their
cellar, we feel it is a great space to have the event as it is small and
accommodating and would allow us to fulfil our wishes when it comes
to the theme
Event Concept/Theme
The theme of the event is The Secret Gardens,
the reason we have chosen this theme is
because we wanted to bring summer into
autumn by putting a garden indoors, we wanted
to find a place that will give us freedom to bring
out ideas to life. We wanted to be able to turn a
small indoor space into a garden and have our
guests really feel like they are in a secret
garden. In order to bring the idea to life, we
have bought lots of ivy vines, leaves lights
flowers. We would also have a cupcake candy
buffet, upon entrance that has been inspired
by picnics.

Space/configurations/layout plans
Indoor garden

We would be cutting off ivy vines found on the side river bank and we
would be stapling these all over the walls in order to create a greenery
area, the walls of the venue is pink so we would need a lot of vines in
order to cover the entire room. We would have vines and ivy all over
the walls, we have bought artificial flowers to go on the wall, the
ceiling will also be covered in ivy vines and gold artificial flowers. we
are still trying to decide between multi-colored lanterns and small
whicker fairy lights to draping down from the ceiling, to create the
night garden idea that we want. We have both items in our household
already so it would not cost us anything to try both out and see what we prefer.
River bank view
The river bank view will be the
entrance point of the event, it
will be arched with vines and
flowers at the entrance, the
guest list will also be at the
entrance where people will be
allowed to enter the building, on
the right of the river bank
entrance is an outdoor garden
which will also be a smoking
area for the guests.

Signage
The signage will start from the top of St. Pancras way at the bus stop,
so that people can follow the road down from the bus stop to the
venue. We will have signage cards will be put on lamp posts on route
to the venue. A sign will be placed outside the pub directing the guests
to the opposite of the road where the river bank is and there will be
another piece of signage directing people down the stairs and along
the river bank to get to the entrance of the venue. There will also be
signage instructing people from the cellar that the toilets are at the top
of the stairs. There will also be signage telling people where the
cloakroom is and also the candy and cupcake buffet.
Logistical Issues
Over crowding – This is a problem that we have thought would hinder
the process of the event. So in order to try to avoid this we only sold
40 tickets when the capacity of the venue is 60. However, as the venue
is very small there still a huge risk of over crowding.
Over heating– As there is only one entrance into the cellar, there is a
risk that there could be over heating in the hall as the only form of air
the guests will be able to get will be by keeping that entrance door
open.
Décor – The decorations could drop from the ceiling or the walls which
could cause one of the guests to slip and fall. In order to avoid this we
will be securing the decoration with a staple gun onto the walls and
ceiling.
Entertainment and attractions
The entertainment for this event varies from karaoke, performances to
games and quizzes. Our theme is a karaoke, games night, however we
have incorporated performances and a DJ as we feel this enhances the
event. We have a number of artist that have agreed to perform which
includes singers and rappers.

Activity
Take Me Out
The take me out game will be based on the game show take me out
but with a twist. It will be based on the five senses (hear, smell, touch,
taste, sight). There will be two rounds of this game, first round will
have a male as the main attraction then the second a female. The
selected male/female will be blindfolded, in which the five selected
males/female contentment’s will try and entice the attracted in order
to win a date. Using the senses, hearing the voices of the contestants
is one round of the game where one player will be eliminated if the
person doesn’t like what is said. Smell will be based on the smell of the
contestant i.e. perfume, house scent, body odour. Contestants will
chose different haribo flavored sweets, the one most disliked will be
eliminated. The selected person will have to touch the contestant’s
hands to pick the one they liked least. Lastly the person blindfolded
will chose the last two contestants based on their look.
Singers
We have a singer Nayoki who will perform two original songs, she will
use a backing track which she will give to the DJ before the event
starts in rehearsals. Riay prof is singer who will be perform two of his
songs. New age musik are a band with four members they have a
collection of talents and will perform one song.
Rappers
Kritz93 rapper who is an upcoming UK artist who has established his
brand by performing his songs around the UK. Kritz93 will preforming
his own two songs.
OB flamez is a rapper who has established himself on YouTube with a
few hundred subscribers. He will be performing two of his own song.
DJ
We have booked a DJ that goes by the name DJ Kriss, he will provided
the music, mics and PA system for the event

Social Quiz
To start off we will begin with a social quiz where were will hand out
selected printed quizzes and pens, the guest will have to move around
and socialize in order to answer the questions provided.
Attraction
There will be a cupcake and candy buffet
by the entrance of the venue where the
will be a black and green picnic
tablecloth on the table, a flower
patterned cupcake stand filled up with
green butter cream iced cupcakes and 5
vintage candy jars filled up up with
green and white candy, there will also be
white napkin on the table for the guests to pick their cupcakes and
green candy bags so the guests can pick and choose what sweets they
want and fill up their bag.
Manniquin challenge
The mannequin challenge is the new trend
on social media where the likes of Hilary
Clinton and Beyoncé have been joining in
this new wave. We would also be doing the
mannequin challenge at the event that
everyone will need to take part in and
stay completely still in different poses as a
camera goes round to record them.

Packages
Game winners
The winners of the take me out game will be get a paid for dinner date
as a lovely secluded restaurant, in order to get to know each other.
Free drinks
The first 20 guests will be able to get one free drink from the bar as
they enter.
Target audience/number/marketing and promotional
strategies/Time line
Marketing
In the secret garden game night it will cover marketing strategy and
marketing plan but before your research marketing strategy it’s
important to target your audience. Our target audience are going to be
family friends and students from UWL (from 18-25 yrs.) Marketing
strategy covers all elements of the procedure that an organization uses
to satisfy the market, such as research promotion and advertising.
Time will be advocated with the marketing plan to focus on each of
those.
The importance of the 5w’s as they help to determine whether an
event ideas is feasible, viable and sustainable. The five w’s consists of
who, what, why, when, and where, it is essential questions from the
beginning of the planning process to shape our event and reflect
purpose.
Who – what sort of audience will be expected at the event?
The guests that are being expected consist of family, friends and
students of UWL.

What – what experience is the designer trying to create for the guests?
The secret garden games night themed, guests should expect a night
of games, entertainment and fun. There will be different types of
memento placed around the venue to remind the guests of theme.
When – when will the event take place?
The event will take place in November and will commence from 7pm –
11pm.
Why – why is the event being held?
This event is being held to celebrate the end of the first University
term and commemorate the Christmas festivities.
Where – where will the event be held?
The event venue location is at the constitution pub in Camden, Saint
Pancras Way London, NW1 0QT.
Why – why is the event being held?
This event is being held to celebrate the end of the first University
term and commemorate the Christmas festivities.
Where – where will the event be held?
The event venue location is at the constitution pub in Camden, Saint
Pancras Way London, NW1 0QT.
Marketing plan
The marketing plan for secret garden game night will follow one month
and three weeks’ plan (see in the table below).

Activity Week 1 Week 2 Week 3 Week 4 Week 5 Week 5 Week 6 Wee
Activity Week 1 Week 2 Week 3 Week 4 Week 5 Week 5 Week 6 Wee
Research
Target
audience
Venue
Entrainment
Flayers
Program
schedules
Devise
budget
Advertiseme
nt
Social media
Facebook

WhatsApp
Instagram
Snapchat
Direct
message
Selling
tickets
Run the
event
The plan must describe how the public will hear about the event. It
should detail all the promotional opportunities that we will be using for
our event. The plan should include who is responsible for each
promotional activity or item and the proposed date for completion.
It is important to ensure that any commitments made to regarding
advertising and promotion is incorporated into marketing plans.
Below is a list of local marketing activities, which we engage for our
event in:
Advertising
 Direct message
 Facebook
 WhatsApp
 Snapchat
 Instagram
 Distributes flyers
 Promotion in the university
Transport and parking arrangement
Public transport
The closest underground station is Camden Road station, guests coming to the
event will have to get the bus 253 (towards Wood Green) or 29 (towards