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

Hackney central) from bus stop Y which is opposite the station. They will then get
off at St. Pancras way bus stop which is just in three stops from Camden road
stations, they would then cross the road and walk down St. Pancras way for 3
minutes then they will reach the Constitution Pub. The will be signage directing
them to the event venue.
Parking
There is free parking along the round and streets of the event however
there is limited spacing. With that being said it wouldn’t be a problem
for guests to park as the event does not have too many guests coming.
Health and safety
Fire evacuations and assembly point are opposite the constitution pub shown to all
the guests to make them aware in case of fire.
We the (Event planners) need to make sure no fire extinguisher is blocking a way,
there are two fire extinguishers in the venue, one behind the cellar bar and another
upstairs by the pub entrance.
First aid box is available in the staff office to make sure all the relevant equipment is
in place. Also the First aider need to be available during the time of event. And all
relevant stakeholders need to know the first aider.
Risk Assessment
Location Activity
Constitution Pub Karaoke/Games Night Event
What the
hazards are?
Who might be
harmed and
how
What is being
put in place to
avoid this
hazard?
Date reviewed
(RA)
Slips and trips Staff and General good 24-Nov-16

visitors may be
injured if they
trip on objects
or slip on
spillages
housekeeping.
All areas well lit
Overcrowding Physical harm
to staff and
guest if the
venue get over
full
Sold only a
certain amount
of tickets to
avoid
overcrowding
24-Nov-16
Fire Staff and guest
may be injured
if a fire starts
within the
premises
The venue has
specific
emergency
procedures in
accordance to
the current
health and
safety
legislation. All
staff will be
given a fire
emergency
briefing where
they’ll be shown
all the
emergency
point
24-Nov-16
Fights/
Violence
Staff and
visitors can be
injured if a fight
breaks out or if
someone is
violent
Monitor Alcohol
Security to
ensure ever one
is safe and well
24-Nov-16

behaved
Electrocution Physical harm
may be caused
to guest and
staff if electric
wires are left
loose
Hourly cleaning
intervals
All wires we be
covered or
tapped down to
the ground
24-Nov-16
Budgeting and Financial Plan
Budget
In order to successfully plan our event, we will need to develop an accurate
and comprehensive budget (see below the table).
Component Particulars £
Income Ticket sales £200
Total income £200
Expenses
Venue Venue hire Free
Equipment Audio visual (lighting
& sound)
Free
Program Entertainment Free
Catering Candy & cupcakes £20
Drinks (Punch) £30
Marketing Print advertisement Free
Flyers Free

Signage Free
Others Decoration £30
Prize dinner £10
Total expenses £90
Total profit £110
Income
As ticketing is an important means of crowd control, we must consider
a ticketing process that involves advanced ticket sales. Tickets
purchased in event brite. We not going to sell any tickets at the door,
as there is limited capacity.
 The tickets has to be sold before the event
 Information provided from the tickets about the event; and
 A description and/or a copy of the ticket.
Expenses
It is important to account for all costs associated with the event’s
activities. We make sure that we do not overspend on this amount as
we don’t have to much budget, we got all the below list for free:
 Venue hire
 Equipment hire (For example, staging, tables, toilets and bins,
audio visual)
 Entertainers
 Print advertisement
 Flyers
 Signage
We just pay for the list below:
 Candy & cupcakes
 Drinks (punch)
 Decorations
 Prize dinner

Cancelation strategy
Postponing or cancelling the event
In the unfortunate circumstance that our event has to be postponed or
cancelled, for example like extreme weather and venue cancelling. We
have to ensure that we undertake the following:
 Notify on social media such as Facebook, Snapchat, and
Instagram
 Place signage at the event indicating that the event is
cancelled/postponed
 Direct emails
Evaluation strategy
Evaluation
A thorough assessment we measure whether we have achieved the
event’s purpose is required. Aspects of the event that are successful
need to be documented along with areas that need greater work.
Feedback should be sought from both patrons and staff in an effort to
make an informed assessment of the event’s overall impact.
Overall satisfaction or enjoyment of the event. Did we meet
expectations? Any suggestions for improving the event
Other questions should relate to the actual staging of the event.
These could include:
 Please rate the parking availability?
 How did you find out about this event?
 How do you think we could improve promotion?
 Did you find the program enjoyable?
Feedback methods need to be quick and easy for participants to
access and answer. They also need to be measurable and useful for
us. Suitable methods could include feedback, chatting with guests
and get feed back.

Debriefing
After our event is over, you will need to organise a debriefing to
review all aspects of the experience.
Debriefing is a process whereby we can discuss what worked,
what didn’t, why it didn’t work and how it could be improved. It
should be viewed as a worthwhile experience with
recommendations greatly assisting the planning for our next
event
Some points to discuss in the debrief:
 List what were thought was successful or worked well in
the area we were responsible for
 List what we thought was not successful or did not work
well in the area were responsible for
 List the recommendations for the whole event.
Showing appreciation
It is important to acknowledge the hard work of all those
involved in our event. Regardless of the extent of their
contribution, it is essential to let staff and volunteers know that
their efforts are appreciated. we going to plan an informal
gathering for staff and performances to give them the
opportunity to talk about the event in a social setting, and in turn
give us the opportunity to facilitate a feedback forum.
Licensing
In order to provide guest with alcohol and food beverages in a venue it
is vital that there is licensing as this allows the venue or company to
sell and buy alcohol and food. As the venue already has licensing, the
pub is licensed from 11am to 1am this permits us to have alcohol and
food on site. We will be giving the first 20 guest to arrive at the event
with an alcoholic drink and will have sweet and cupcake table.

Staff briefing sheet

Event Function sheet
12:00 pm Event team arrive to start set up
and decorate
6:00 pm Staff and performers arrive
6:00 pm DJ set up / P/A setup
6:15pm Rehearsals
6:30 pm Event brief
6:45 pm Staff take positions
7:00 pm Guest arrive
7:20 pm Host explains theme
7:30 pm Social quiz
8:00 pm Nayoki performance
8:10 pm OB Flamez performance
8:20 pm Iray Prof performance
8:30 pm Take me out game
9:05 pm Kritz93 performance
9:20 pm Chysianna performance
9:30 pm New age Musik performance
9:45 pm Karaoke
10:30 pm Mannequin challenge
10:40 pm Social time
11:00 pm Event ends

11:30 pm Event tidy up
Contact sheet
Event organisers
Abiola Idowu – 07798867633
Selamawit Hailemicael – 07951949503
Salome Grant - 07718958020
Venue event manager
Martin Ashley – 07516657416
Email – [e-mail]
Venue
The Constitution pub - 02073800767
acts
New age muzik – 07455574045
Krits93 – 07572659713
Chysianna – 07557772866
Ob flamez and Iray Prof - 07939238538
DJ
DJ Kriss – 07939238538

Appendices
Flyers

Minutes
Meeti
ng
called
by:
Selam
Hailemica
el
Type
of
meetin
g:
Inform
al
Minut
e
Taker:
Abiola
Idowu
Time
keeper
:
Salom
e
Grant
Attendees: Salome Grant
Abiola Idowu
Selem Hailemicael
Please Read: Event manual
Please bring: Individual work to add to proposal
Agenda items Presenter Selam
Hailemicael
DATE:
Thursday, November
10th, 2016
TIME: 12:30pm
LOCATION:
University of West
London

Discussions
To finish operations manual. Have the entertainment fully committed
to the event? Have all the tickets been sold.
Conclusion
Make sure all tickets are sold by the 20th of November. Ensure all the
elements of the event have been checked and secured.
Action items Person
Responsible
Dead line
Promote event and sell tickets.
Finish operations manual
Abiola Idowu 20/11/16
Promote event and sell tickets.
Finish operations manual
Selem
Hailemicael
20/11/16
Promote event and sell tickets.
Finish operations manual
Salome Grant 20/11/16

Meetin
g
called
by:
Abiola,
Salom
e,
Selem
Type of
meetin
g:
Informal
Minute
Taker:
Salom
e
Grant
Time
keeper
:
Selem
Hailemica
el
Attendees: Salome Grant
Abiola Idowu
Selem Hailemicael
Please Read: Venue website
Please bring: Note books and pens, venue questions.
Agenda items Presenter Selem
Hailemicael
Discussions
DATE:
Wednesday, October
19th, 2016
TIME: 2:30pm
LOCATION: Constitution Pub

What questions we need to ask the venue manager? Where the
emergency exits are, the capacity the venue holds. How much is the
venue is to hire? What time can we hold the event?
Conclusion
Decided whether to use the venue. Gather as much information
needed. We need to make sure this venue is suitable for a games
night.
Action Person
Responsible
Dead line
To liaise with the entertainers Abiola Idowu 3/11/16
To start buying things needed for
the event
Selem
Hailemicael
3/11/16
Continue to promote and sell tickets
for the event
Salome Grant 3/11/16
Meetin Abiola Type of Informa
DATE:
Thursday, October 6,
2016
TIME: 1:30pm
LOCATION:
University of West
London

g
called
by:
meetin
g:
l
Minute
Taker:
Salome
Grant
Time
keeper:
Abiola
Attendees: Salome Grant
Abiola
Selem Hailemicael
Please Read: Module study guide to understand the task
given.
Please bring: Note books and pens
Agenda items Presenter Abiola
Discussions
What type of event we are going to the plan, the target audience and
what venue the event will be held in. Who is going to be in charge of
all the logistics within the event.

Conclusion
The event theme is a games night. We all have to do research and
come up with ideas that will contribute to the event/task.
Action Person
Responsible
Dead line
Venue sourcing Abiola Idowu 20/10/16
Games night research Selem
Hailemicael
20/10/16
Entertainment sourcing Salome Grant 20/10/16

Proof of confirmation