Production Management: Save Young Lives Campaign Event Plan
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Project
AI Summary
This project outlines a comprehensive production plan for the Save Young Lives Campaign event, scheduled for November 7th, 2019, at the Gold Coast Convention & Exhibition Centre. It details the meticulous planning process, emphasizing project management principles to ensure a successful event. The plan encompasses a detailed timeline, from initial contact with the campaign to the event's completion, spanning approximately five months. It includes role assignments, cost analysis, and budget allocation, projecting a net profit of $17,338.67 based on expected attendee donations. The document provides an overall event timeline, a list of materials, activities, and personnel, and outlines the event's operational and logistical aspects, including staff roles, supplier selection, and promotional strategies. The plan considers all aspects of the event from venue selection to the design of promotional materials and the coordination of musical performances, ensuring a well-organized and financially viable event.
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PRODUCTION MANAGEMENT FOR CONVENTIONS AND
EVENTS
To:
Subject: Production plan for Save Young Lives Campaign to be Held at the Gold Coast
Convention & Exhibition Center on November 7th 2019
EVENTS
To:
Subject: Production plan for Save Young Lives Campaign to be Held at the Gold Coast
Convention & Exhibition Center on November 7th 2019
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Summary
Successful completion of the Save Young Lives Campaign event requires detailed planning and
execution and invariably, this requires detailing events and activities towards meeting this objective.
The event is fairly complex and to overcome this, principles of project planning and management
are used in the production management of the project. Because of the long duration required for
planning, all the activities necessary for having a successful event are detailed on a time line. The
event will also entail several activities and proper scheduling is done to ensure proper planning of
activities. Given the constraint of time and resources, the time is put to the most judicious use. The
event will involve input from several people and entities; the production schedule also defines
various roles for the event, the people to undertake them, and a specification of the task they will
undertake, or their roles. Role assignment ensures that participants in the project fully aware of their
role and this enhances performance efficiency in undertaking the project. Managing out the event
has a financial implication and tasks, materials, and personnel are assigned a cost. The costs are
based on current prices for products and services an the same is done for the labor. The labor
charges are computed based on the number of hours the people will work and the hourly rates for
various job positions. The rates for labor (wages) are obtained fro Pay-scale Australia an reflect the
current wages for the various job positions. Using such a detailed approach in planning the
production of the event, planning commences on 1st of May 2019 and comes to an end on the 8th of
November 2019, when the project would have been successfully completed; The planning time is
about five months. To have a successful event, the production planning establishes that it will
require twelve hours to have a successful event. This is because some staff have to arrive to work
early to begin preparations for the event. The calculations for wages takes into account regular
working hours of eight hours as well as overtime pay that has been used to come up with the total
cost for the event. The event will be held at the Gold Coast Convention and Exhibition Center and
this venue has been chosen because of its convenient location, availability of facilities, and ability
to host the expected attendees. The calculations show that holding the event will cost $ 27 661.33.
The event is expected to be fully attended and the average expected donations per attendee is $ 150,
which will give a gross income of $ 45000. subtracting the expenses from this amount, it is
expected that the event will give a net profit/ gain of $ 17 338.67, and this implies a very successful
event.
Successful completion of the Save Young Lives Campaign event requires detailed planning and
execution and invariably, this requires detailing events and activities towards meeting this objective.
The event is fairly complex and to overcome this, principles of project planning and management
are used in the production management of the project. Because of the long duration required for
planning, all the activities necessary for having a successful event are detailed on a time line. The
event will also entail several activities and proper scheduling is done to ensure proper planning of
activities. Given the constraint of time and resources, the time is put to the most judicious use. The
event will involve input from several people and entities; the production schedule also defines
various roles for the event, the people to undertake them, and a specification of the task they will
undertake, or their roles. Role assignment ensures that participants in the project fully aware of their
role and this enhances performance efficiency in undertaking the project. Managing out the event
has a financial implication and tasks, materials, and personnel are assigned a cost. The costs are
based on current prices for products and services an the same is done for the labor. The labor
charges are computed based on the number of hours the people will work and the hourly rates for
various job positions. The rates for labor (wages) are obtained fro Pay-scale Australia an reflect the
current wages for the various job positions. Using such a detailed approach in planning the
production of the event, planning commences on 1st of May 2019 and comes to an end on the 8th of
November 2019, when the project would have been successfully completed; The planning time is
about five months. To have a successful event, the production planning establishes that it will
require twelve hours to have a successful event. This is because some staff have to arrive to work
early to begin preparations for the event. The calculations for wages takes into account regular
working hours of eight hours as well as overtime pay that has been used to come up with the total
cost for the event. The event will be held at the Gold Coast Convention and Exhibition Center and
this venue has been chosen because of its convenient location, availability of facilities, and ability
to host the expected attendees. The calculations show that holding the event will cost $ 27 661.33.
The event is expected to be fully attended and the average expected donations per attendee is $ 150,
which will give a gross income of $ 45000. subtracting the expenses from this amount, it is
expected that the event will give a net profit/ gain of $ 17 338.67, and this implies a very successful
event.
Overall Event Time-line
Date (All 2019) Event
May 1st Establish contact with Save Young Lives Campaign about their activities and
suggest the possibility of managing an event for them.
May 4th Obtain response from Save Young Lives Campaign on their activities and a
formal agreement to manage an event for them, including a discussion of the
event objectives and expected outcomes. Also establish a liaison person to be
working with at the organization.
May 6th Evaluate the activities of Save Young Lives Campaign and read their content
on Facebook and other digital sites, as well as their brochures to have a deeper
understanding of their operations, activities, and events.
May 7th Look up a list of possible hosting venues and shortlist the most convenient
(five to be shortlisted).
May 8th Prepare a rough schedule of the materials, persons, activities, and materials
that would be needed to manage an event for Save Young Lives Campaign.
May 9th Visit the web addresses of the shortlisted sites and obtain more information,
including their rates, features and facilities, sizes, and location information as
well as requirements for making a booking.
May 12th Evaluate the five venues and settle on two to be visited physically based on a
developed criteria.
May 14th Visit the two shortlisted venues and select that which fits the event hosting
and management requirements best- The Gold Coast Convention & Exhibition
center was Chosen).
May 20th Make a formal request for quotation and detailed provision of terms and
conditions to book and run an event at the Gold Coast Convention &
Exhibition Center.
May 23rd Create a shortlist of the materials that would be required to host the event,
including stationery, refreshments and drinks, audio visual equipment, stage
design, technology requirements, speakers, and other such items and
equipment and determine what must be sourced and what is provided by the
Gold Coast Convention & Exhibition Center to host 300 persons (plus of
minus 20 persons).
May 29th Determine the activities to be undertaken and create a rough draft of the time
needed to undertake the activities and use this as basis for determining the
required personnel to successfully undertake the event.
June 2nd Shortlist possible providers and suppliers of various equipment, products, and
services and determine the best channels to start promoting the event and
communicate with Save Young Lives Campaign.
June 5th Check rates, prices, and other offers from shortlisted possible suppliers and
create a further shortlist of those with the most competitive rates and ask for
formal quotations, at least three for each product/ service.
Date (All 2019) Event
May 1st Establish contact with Save Young Lives Campaign about their activities and
suggest the possibility of managing an event for them.
May 4th Obtain response from Save Young Lives Campaign on their activities and a
formal agreement to manage an event for them, including a discussion of the
event objectives and expected outcomes. Also establish a liaison person to be
working with at the organization.
May 6th Evaluate the activities of Save Young Lives Campaign and read their content
on Facebook and other digital sites, as well as their brochures to have a deeper
understanding of their operations, activities, and events.
May 7th Look up a list of possible hosting venues and shortlist the most convenient
(five to be shortlisted).
May 8th Prepare a rough schedule of the materials, persons, activities, and materials
that would be needed to manage an event for Save Young Lives Campaign.
May 9th Visit the web addresses of the shortlisted sites and obtain more information,
including their rates, features and facilities, sizes, and location information as
well as requirements for making a booking.
May 12th Evaluate the five venues and settle on two to be visited physically based on a
developed criteria.
May 14th Visit the two shortlisted venues and select that which fits the event hosting
and management requirements best- The Gold Coast Convention & Exhibition
center was Chosen).
May 20th Make a formal request for quotation and detailed provision of terms and
conditions to book and run an event at the Gold Coast Convention &
Exhibition Center.
May 23rd Create a shortlist of the materials that would be required to host the event,
including stationery, refreshments and drinks, audio visual equipment, stage
design, technology requirements, speakers, and other such items and
equipment and determine what must be sourced and what is provided by the
Gold Coast Convention & Exhibition Center to host 300 persons (plus of
minus 20 persons).
May 29th Determine the activities to be undertaken and create a rough draft of the time
needed to undertake the activities and use this as basis for determining the
required personnel to successfully undertake the event.
June 2nd Shortlist possible providers and suppliers of various equipment, products, and
services and determine the best channels to start promoting the event and
communicate with Save Young Lives Campaign.
June 5th Check rates, prices, and other offers from shortlisted possible suppliers and
create a further shortlist of those with the most competitive rates and ask for
formal quotations, at least three for each product/ service.
June 7th Refine the list of personnel required for the event and define their roles; this
was used in determining the number of persons needed.
June 10th Shortlist selected suppliers and service providers and use this as the basis for
creating a detailed budget for the event.
June 11th Send out expressions of interest for various staff to help make the event
successful, as well as solicit for volunteers from personal grapevine and
recommendations.
June 12th Visit printers to refine designs for the various materials required, including the
ID cards, activity manuals, employee cards, speaker badges, and participant
badges and discuss the possible designs.
June 13th Visit stationery suppliers to see available products as well as maker of
donation boxes.
June 15th Review the provided designs (samples) for badges and activity manuals and
share with Save Young Lives Campaign.
June 16th Send out requests for funding for the event.
June 17th Visit Coles and Big W to see water bottle sizes and their packaging as well as
view the autonomous coffee machine and paper cups (sizes, design type).
June 18th Review various applicants for various staff positions and discuss their rates as
well as the roles they will perform and how they will contribute to ensure the
success of the event.
June 20th Send requests for the musical performance team as well as additional
volunteers and liaise with GCCEC on the staff they will provide and their
roles.
June 25th Meet with the shortlisted/ available staff and discuss their roles, tasks and
activities and have their input to ensure success of the event.
June 27th Visit the event venue and review the available space, as well as access points,
security requirements, parking, and available facilities with relevant staff and
convention staff to create a plan for the event; where speakers will sit, location
of music performers, musical instruments, other materials for the event, and
other features such as lighting, microphone, camera.
June 28th Review and pan for transport for advising participants on how to reach the
event.
June 30th Refine the entire event and create a table of all suppliers, staff, events, and
subcontractors/ service providers, their roles, associated costs, and the
activities they will perform/ contribute to to wards the event.
July 4th Continue social media promotion for the event to have possible participants
express interest and learn about the event.
July 7th Seek out speakers for the event, starting with academic from the University of
Queensland's School of Health and Behavior, Griffith Psychology, working
with the Save Young Lives Campaign to get academic publications with the
was used in determining the number of persons needed.
June 10th Shortlist selected suppliers and service providers and use this as the basis for
creating a detailed budget for the event.
June 11th Send out expressions of interest for various staff to help make the event
successful, as well as solicit for volunteers from personal grapevine and
recommendations.
June 12th Visit printers to refine designs for the various materials required, including the
ID cards, activity manuals, employee cards, speaker badges, and participant
badges and discuss the possible designs.
June 13th Visit stationery suppliers to see available products as well as maker of
donation boxes.
June 15th Review the provided designs (samples) for badges and activity manuals and
share with Save Young Lives Campaign.
June 16th Send out requests for funding for the event.
June 17th Visit Coles and Big W to see water bottle sizes and their packaging as well as
view the autonomous coffee machine and paper cups (sizes, design type).
June 18th Review various applicants for various staff positions and discuss their rates as
well as the roles they will perform and how they will contribute to ensure the
success of the event.
June 20th Send requests for the musical performance team as well as additional
volunteers and liaise with GCCEC on the staff they will provide and their
roles.
June 25th Meet with the shortlisted/ available staff and discuss their roles, tasks and
activities and have their input to ensure success of the event.
June 27th Visit the event venue and review the available space, as well as access points,
security requirements, parking, and available facilities with relevant staff and
convention staff to create a plan for the event; where speakers will sit, location
of music performers, musical instruments, other materials for the event, and
other features such as lighting, microphone, camera.
June 28th Review and pan for transport for advising participants on how to reach the
event.
June 30th Refine the entire event and create a table of all suppliers, staff, events, and
subcontractors/ service providers, their roles, associated costs, and the
activities they will perform/ contribute to to wards the event.
July 4th Continue social media promotion for the event to have possible participants
express interest and learn about the event.
July 7th Seek out speakers for the event, starting with academic from the University of
Queensland's School of Health and Behavior, Griffith Psychology, working
with the Save Young Lives Campaign to get academic publications with the
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event theme and have these published on the Organization Facebook page.
July 9th Work with Save Young Lives Campaign to promote the event in social media
and also get non academic speakers to contribute content to be posted on
organization Facebook page.
July 12th Discuss further events with Save Young Lives Campaign and visit the venue
again.
July 18th Review the speakers and number of persons that have confirmed attendance
and start planning for activities of event day with shortlisted staff and
volunteers; communicating through the web and by phone.
July 21st Develop an activity plan for the day and share with Save Young Lives
Campaign staff and staff/ volunteers to solicit their opinion.
July 30th Review the days’ events and refine, based on feedback and share again.
August 4th Meet with musical performers and review the content to be performed,
number of performers, and instruments needed. Discuss logistics of taking the
equipment to site and how they will be taken back.
August 9th Refine the budget for event and compare with available funds, including those
provided by Save Young Lives Campaign.
August 14th Invite actual designs from suppliers for the manuals and badges and get Save
Young Lives Campaign to approve them.
August 16th Have a meeting with all persons involved in event ( Save Young Lives
Campaign, staff for the day, volunteers, speakers) and share the events plans
and sequence of activities.
August 20th Have feedback and refine the days’ event plan and activities.
August 23rd Attend musical performance rehearsals.
August 26th Refine detailed days’ events plan and activities and share this with GCCEC
staff for further refinement.
August 30th Requisition for the design/ printing of the various materials such as badges,
manuals, tags from suppliers.
September 5th Visit Save Young Lives Campaign and see progress on Facebook campaign
and promotion and fix event date (November 9th ).
September 7th Create final day’s event run sheet and share with all participants by e-mail.
September 12th Create plan for the venue (seating, materials and equipment location).
September 18th With Save Young Lives Campaign, finalize list of attendants that have
confirmed attendance and send official invites as well as event manual; seek
their contact details and create a database.
September 23rd Communicate with confirmed attendees and seek out those willing to
participate and ask them to prepare content/ material.
September 29th Review sent content with Save Young Lives Campaign and have those
July 9th Work with Save Young Lives Campaign to promote the event in social media
and also get non academic speakers to contribute content to be posted on
organization Facebook page.
July 12th Discuss further events with Save Young Lives Campaign and visit the venue
again.
July 18th Review the speakers and number of persons that have confirmed attendance
and start planning for activities of event day with shortlisted staff and
volunteers; communicating through the web and by phone.
July 21st Develop an activity plan for the day and share with Save Young Lives
Campaign staff and staff/ volunteers to solicit their opinion.
July 30th Review the days’ events and refine, based on feedback and share again.
August 4th Meet with musical performers and review the content to be performed,
number of performers, and instruments needed. Discuss logistics of taking the
equipment to site and how they will be taken back.
August 9th Refine the budget for event and compare with available funds, including those
provided by Save Young Lives Campaign.
August 14th Invite actual designs from suppliers for the manuals and badges and get Save
Young Lives Campaign to approve them.
August 16th Have a meeting with all persons involved in event ( Save Young Lives
Campaign, staff for the day, volunteers, speakers) and share the events plans
and sequence of activities.
August 20th Have feedback and refine the days’ event plan and activities.
August 23rd Attend musical performance rehearsals.
August 26th Refine detailed days’ events plan and activities and share this with GCCEC
staff for further refinement.
August 30th Requisition for the design/ printing of the various materials such as badges,
manuals, tags from suppliers.
September 5th Visit Save Young Lives Campaign and see progress on Facebook campaign
and promotion and fix event date (November 9th ).
September 7th Create final day’s event run sheet and share with all participants by e-mail.
September 12th Create plan for the venue (seating, materials and equipment location).
September 18th With Save Young Lives Campaign, finalize list of attendants that have
confirmed attendance and send official invites as well as event manual; seek
their contact details and create a database.
September 23rd Communicate with confirmed attendees and seek out those willing to
participate and ask them to prepare content/ material.
September 29th Review sent content with Save Young Lives Campaign and have those
approved shortlisted and attendees informed of the same.
October 4th Review days’ activity run sheet and make any changes if necessary.
October 9th Have the badges, manuals, and other stationery delivered to Save Young
Lives Campaign premises and inspect and confirm numbers.
October 14th Have props for event built/ sourced, or conformation for the same form venue
staff.
October 20th Send reminder to confirmed attendees of the event date, the venue, how to get
there, and the days’ program of activities as well as send formal invites.
October 24th Confirm equipment and materials availability with venue staff, musical
performers, and plan the parking.
October 29th Meet with all event staff, allocate roles, and plan activities; also agree on
rehearsal day.
November 2nd Requisition for remaining materials, including water, donations box and have
them delivered to Save Young Lives Campaign premises.
November 4th Have musicians, audio visual equipment, facilities set in place and perform a
rehearsal of roles and activities, do a dry run of audio visual equipment and
ensure seating is appropriate as well as set up discussion centers and booths.
November 5th Send reminders on the event and venue and communicate transport, paring
and days’ event issues.
November 6th Have all materials, items, equipment, badges, stationery, props delivered to
the venue and set in place, including audio visual equipment and arrange the
stage. Send final reminder to confirmed attendees.
November 7th Hold the event as planned.
November 8th Clean up and clear up the venue of materials, conduct post event briefing and
review performance versus plan, document lessons learned.
November 9th and
10th
Write event report including recommendations and send out than you
messages to all staff, supporters, sponsors, and attendees for their time, effort,
and support for the event.
October 4th Review days’ activity run sheet and make any changes if necessary.
October 9th Have the badges, manuals, and other stationery delivered to Save Young
Lives Campaign premises and inspect and confirm numbers.
October 14th Have props for event built/ sourced, or conformation for the same form venue
staff.
October 20th Send reminder to confirmed attendees of the event date, the venue, how to get
there, and the days’ program of activities as well as send formal invites.
October 24th Confirm equipment and materials availability with venue staff, musical
performers, and plan the parking.
October 29th Meet with all event staff, allocate roles, and plan activities; also agree on
rehearsal day.
November 2nd Requisition for remaining materials, including water, donations box and have
them delivered to Save Young Lives Campaign premises.
November 4th Have musicians, audio visual equipment, facilities set in place and perform a
rehearsal of roles and activities, do a dry run of audio visual equipment and
ensure seating is appropriate as well as set up discussion centers and booths.
November 5th Send reminders on the event and venue and communicate transport, paring
and days’ event issues.
November 6th Have all materials, items, equipment, badges, stationery, props delivered to
the venue and set in place, including audio visual equipment and arrange the
stage. Send final reminder to confirmed attendees.
November 7th Hold the event as planned.
November 8th Clean up and clear up the venue of materials, conduct post event briefing and
review performance versus plan, document lessons learned.
November 9th and
10th
Write event report including recommendations and send out than you
messages to all staff, supporters, sponsors, and attendees for their time, effort,
and support for the event.
Event Operation Schedule
Time Activity
0600 HRS Staff arrive at the venue and make last minute preparations, including placing
flyer's.
0700 HRS Days’ team have a meeting to go over final plan and their roles.
0800 HRS Final check that everything is in place
0830 HRS Attendees start arriving and are ushered into the venue and provided
materials, badges, and directed to their seats.
0900 HRS Official opening with the days’ MC welcoming everyone and inviting the
Save Young Lives Campaign head to give the keynote address.
0930 HRS First speaker gives address (academic).
1010 HRS Second speaker gives address (non-academic).
1010-1020 HS Musical performance.
1030-1045 HRS Breaking for refreshments/ drinks.
1050 HRS Second academic keynote speaker.
1130 HRS Second keynote address by non-academic speaker.
1210 HRS Attendees (selected invited to give their speech)
1250 HRS General discussion on speeches.
1310 HRS Lunch break.
1350 HRS Attendees get back for event.
1400 HRS Selected attendee gives a speech.
1440 HRS Break for group discussions.
1510 HRS Keynote speech by Save Young Lives Campaign on depression.
1550 HRS Tea break/ refreshments.
1610 HRS General discussion, speakers make contributions (anyone can speak or ask a
question, Save Young Lives Campaign staff on podium).
1650 HRS Musical performance.
1700 HRS Closing speech by Save Young Lives Campaign.
1730 HRS Event officially closed, attendees can leave at their pleasure, venue advised
to be cleared by 1800 HRS.
1730 -1800 HRS Interactions by attendees, musical performance.
1800 HRS Venue officially closed, staff start removing equipment.
1900 HRS Event team review days’ activities and performance.
1930 HRS Vacating venue.
Time Activity
0600 HRS Staff arrive at the venue and make last minute preparations, including placing
flyer's.
0700 HRS Days’ team have a meeting to go over final plan and their roles.
0800 HRS Final check that everything is in place
0830 HRS Attendees start arriving and are ushered into the venue and provided
materials, badges, and directed to their seats.
0900 HRS Official opening with the days’ MC welcoming everyone and inviting the
Save Young Lives Campaign head to give the keynote address.
0930 HRS First speaker gives address (academic).
1010 HRS Second speaker gives address (non-academic).
1010-1020 HS Musical performance.
1030-1045 HRS Breaking for refreshments/ drinks.
1050 HRS Second academic keynote speaker.
1130 HRS Second keynote address by non-academic speaker.
1210 HRS Attendees (selected invited to give their speech)
1250 HRS General discussion on speeches.
1310 HRS Lunch break.
1350 HRS Attendees get back for event.
1400 HRS Selected attendee gives a speech.
1440 HRS Break for group discussions.
1510 HRS Keynote speech by Save Young Lives Campaign on depression.
1550 HRS Tea break/ refreshments.
1610 HRS General discussion, speakers make contributions (anyone can speak or ask a
question, Save Young Lives Campaign staff on podium).
1650 HRS Musical performance.
1700 HRS Closing speech by Save Young Lives Campaign.
1730 HRS Event officially closed, attendees can leave at their pleasure, venue advised
to be cleared by 1800 HRS.
1730 -1800 HRS Interactions by attendees, musical performance.
1800 HRS Venue officially closed, staff start removing equipment.
1900 HRS Event team review days’ activities and performance.
1930 HRS Vacating venue.
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Production/ Logistics Schedule for Resource Supply
Resource/ Material Delivery time Location
Delivered
Where to be
used
Picked
from
Responsible
Speakers,
microphones, audio
visual (presentation
screen with
projector)
On site GCCEC GCCEC On site GCCEC staff
Lights and lighting On site GCCEC GCCEC On site GCCEC staff
Seats and tables/
furniture
On site GCCEC GCCEC On site GCCEC staff
Table clothes,
decorations
On site GCCEC GCCEC On site GCCEC staff
Ticketing desk
furniture
On site GCCEC GCCEC On site GCCEC staff
Rubbish bins On site GCCEC GCCEC On site GCCEC staff
Photography
equipment,
photography team,
live broadcast
equipment and
technical team
1000 HRS on
November 6th
GCCEC GCCEC Thurtell Thurtell
Interior venue
design
0900 HRS
November 5th
GCCEC GCCEC Thurtell Thurtell
Live web page
design
0900 HRS
November 5th
GCCEC GCCEC Q
Advertise
ment
Q
Advertisement
Design and printing
of activity manuals
August 30th GCCEC GCCEC Q
Advertise
ment
Q
Advertisement
Design and printing
of special identity
cards (activity
items)
August 30th
(Delivery to
site November
6th)
GCCEC GCCEC Q
Advertise
ment
Q
Advertisement
Ball-point pens
Worker lanyards
Volunteer lanyards
Card holders
Paper cups
November 6th GCCEC GCCEC Daiso Daiso
Resource/ Material Delivery time Location
Delivered
Where to be
used
Picked
from
Responsible
Speakers,
microphones, audio
visual (presentation
screen with
projector)
On site GCCEC GCCEC On site GCCEC staff
Lights and lighting On site GCCEC GCCEC On site GCCEC staff
Seats and tables/
furniture
On site GCCEC GCCEC On site GCCEC staff
Table clothes,
decorations
On site GCCEC GCCEC On site GCCEC staff
Ticketing desk
furniture
On site GCCEC GCCEC On site GCCEC staff
Rubbish bins On site GCCEC GCCEC On site GCCEC staff
Photography
equipment,
photography team,
live broadcast
equipment and
technical team
1000 HRS on
November 6th
GCCEC GCCEC Thurtell Thurtell
Interior venue
design
0900 HRS
November 5th
GCCEC GCCEC Thurtell Thurtell
Live web page
design
0900 HRS
November 5th
GCCEC GCCEC Q
Advertise
ment
Q
Advertisement
Design and printing
of activity manuals
August 30th GCCEC GCCEC Q
Advertise
ment
Q
Advertisement
Design and printing
of special identity
cards (activity
items)
August 30th
(Delivery to
site November
6th)
GCCEC GCCEC Q
Advertise
ment
Q
Advertisement
Ball-point pens
Worker lanyards
Volunteer lanyards
Card holders
Paper cups
November 6th GCCEC GCCEC Daiso Daiso
(Delivery)
Speaker badges
participant badges
November 6th GCCEC GCCEC EB Games EB Games
Bottled Water November 6th GCCEC GCCEC Big W,
Coles
Big W, Coles
Musical instruments On site GCCEC GCCEC GCCEC GCCEC
Speaker badges
participant badges
November 6th GCCEC GCCEC EB Games EB Games
Bottled Water November 6th GCCEC GCCEC Big W,
Coles
Big W, Coles
Musical instruments On site GCCEC GCCEC GCCEC GCCEC
Staff Roster
Staff Time Location Task
Event day staff 0600 HRS to 2000
HRS
GCCEC
event hall,
parking area,
entrance
Various roles -ushers, ticketing,
organizing other staff, security,
managing drinks, seating arrangement,
technical support.
Activity
coordinator
0600 HRS to 2000
HRS
GCCEC Coordinating all activities
Discussion
organizer
0600 HRS to 2000
HRS
GCCEC Coordinate discussion activities
Donation guardian 0800 HS to 1930
HRS
GCCEC Register all donations and ensure
accountability, safe storage. Answer
participant queries
Volunteer manager 0800 HS to 1930
HRS
GCCEC Assign other volunteers tasks, offer
consultancy, volunteer
Technical
coordinator
0800 HS to 1930
HRS
GCCEC Coordinating technical activities, liaise
with musical team
Technician-
Electronics
equipment
0800 HS to 1930
HRS
GCCEC Technical support, setting up equipment,
handling failures.
Venue design
consultant
0830 HS to 1430
HRS on November
5th to November 7th
GCCEC Items storage, design and layout of
venue
Chief of band 0800 HS to 1930
HRS
GCCEC Band coordination, content, providing
technical consultancy to band, adjusting
atmosphere for participants
Chief commander 0800 HS to 1930
HRS
GCCEC Overall coordination of event, activity
planning, organize various group
activities and tasks.
Musical team 0830 HS to 1800
HRS
GCCEC Musical performance
Volunteers 0800 HS to 1930
HRS
GCCEC Various tasks as directed by volunteer
manager, Chief Commander
Photography team 0830 HS to 1800
HRS
GCCEC Photography services
Lighting team 0830 HS to 1800
HRS
GCCEC Managing and changing lighting
Staff Time Location Task
Event day staff 0600 HRS to 2000
HRS
GCCEC
event hall,
parking area,
entrance
Various roles -ushers, ticketing,
organizing other staff, security,
managing drinks, seating arrangement,
technical support.
Activity
coordinator
0600 HRS to 2000
HRS
GCCEC Coordinating all activities
Discussion
organizer
0600 HRS to 2000
HRS
GCCEC Coordinate discussion activities
Donation guardian 0800 HS to 1930
HRS
GCCEC Register all donations and ensure
accountability, safe storage. Answer
participant queries
Volunteer manager 0800 HS to 1930
HRS
GCCEC Assign other volunteers tasks, offer
consultancy, volunteer
Technical
coordinator
0800 HS to 1930
HRS
GCCEC Coordinating technical activities, liaise
with musical team
Technician-
Electronics
equipment
0800 HS to 1930
HRS
GCCEC Technical support, setting up equipment,
handling failures.
Venue design
consultant
0830 HS to 1430
HRS on November
5th to November 7th
GCCEC Items storage, design and layout of
venue
Chief of band 0800 HS to 1930
HRS
GCCEC Band coordination, content, providing
technical consultancy to band, adjusting
atmosphere for participants
Chief commander 0800 HS to 1930
HRS
GCCEC Overall coordination of event, activity
planning, organize various group
activities and tasks.
Musical team 0830 HS to 1800
HRS
GCCEC Musical performance
Volunteers 0800 HS to 1930
HRS
GCCEC Various tasks as directed by volunteer
manager, Chief Commander
Photography team 0830 HS to 1800
HRS
GCCEC Photography services
Lighting team 0830 HS to 1800
HRS
GCCEC Managing and changing lighting
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Venue Map
(GCCEC, 2019)
(GCCEC, 2019)
Event Budget
Budget
Fixed Costs
Quantity Total Cost
Arena Hire (Includes lighting,
audio visual, microphones,
projector, screen)
1 10000
Activity Manuals for event 400 374
Special ID cards 1150 2288.5
Participant badge 400 796
Speaker badges 75 149.25
Staff and volunteer lanyards 79 40
Card holders 79 158
Donation box (transparent) 2 80
Chief commander @25 1 340
Activity coordinator @ 23.75 6 1857.6
Discussion organizer @ 23.75 5 1550
Donation guardian @ 23 3 732
Volunteer manager @ 25 1 287
Technical coordinator @ 24.76 1 285.08
Technician-Electronics
equipment @ 28.3
2 580.8
Venue design consultant @
26.51
1 636.24
Chief of band @ 69.53 1 556.24
Musical team 1 2500
Photography team @ 45.28 4 1888.96
Lighting team @ 29.28 4 1216.96
Drink manager @ 22 4 704
Cleaners @ 22.69 5 680.7
Rates calculated to include
overtime based on working
hours. Rates obtained from
(PayScale, 2019)
Total 27 661.33
Budget
Fixed Costs
Quantity Total Cost
Arena Hire (Includes lighting,
audio visual, microphones,
projector, screen)
1 10000
Activity Manuals for event 400 374
Special ID cards 1150 2288.5
Participant badge 400 796
Speaker badges 75 149.25
Staff and volunteer lanyards 79 40
Card holders 79 158
Donation box (transparent) 2 80
Chief commander @25 1 340
Activity coordinator @ 23.75 6 1857.6
Discussion organizer @ 23.75 5 1550
Donation guardian @ 23 3 732
Volunteer manager @ 25 1 287
Technical coordinator @ 24.76 1 285.08
Technician-Electronics
equipment @ 28.3
2 580.8
Venue design consultant @
26.51
1 636.24
Chief of band @ 69.53 1 556.24
Musical team 1 2500
Photography team @ 45.28 4 1888.96
Lighting team @ 29.28 4 1216.96
Drink manager @ 22 4 704
Cleaners @ 22.69 5 680.7
Rates calculated to include
overtime based on working
hours. Rates obtained from
(PayScale, 2019)
Total 27 661.33
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Expected donations
Attendees average donation
per person $ 150
300 45000
Less Expenses 17338.67
Expected Income/ Profit 17 338.67
Attendees average donation
per person $ 150
300 45000
Less Expenses 17338.67
Expected Income/ Profit 17 338.67
References
GCCEC (2019). Gold Coast Convention and Exhibition Centre, Queensland Australia - GCCEC.
[online] Gccec.com.au. Available at: https://www.gccec.com.au/ [Accessed 7 Oct. 2019].
PayScale (2019). PayScale - Salary Survey, Salaries, Wages, Compensation Information and
Analysis. [online] Payscale.com. Available at:
https://www.payscale.com/research/AU/Country=Australia/Salary [Accessed 7 Oct. 2019].
GCCEC (2019). Gold Coast Convention and Exhibition Centre, Queensland Australia - GCCEC.
[online] Gccec.com.au. Available at: https://www.gccec.com.au/ [Accessed 7 Oct. 2019].
PayScale (2019). PayScale - Salary Survey, Salaries, Wages, Compensation Information and
Analysis. [online] Payscale.com. Available at:
https://www.payscale.com/research/AU/Country=Australia/Salary [Accessed 7 Oct. 2019].
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