Event Design Report: Planning and Executing New Dawn State-Wide Event

This report details the event design for the New Dawn state-wide bicentennial celebrations, aiming to accommodate 150,000 attendees across various locations. It outlines comprehensive strategies for event promotion, including flyers, hoardings, social media marketing (Facebook, Twitter, LinkedIn), and direct outreach in remote areas. The report emphasizes the importance of setting up mechanisms for a state-wide live event, including securing permits, selecting appropriate venues (stadiums), ensuring safety measures, and arranging for live broadcasting via platforms like Facebook, YouTube, and local cable channels. Live net-casting involves creating taglines, utilizing hardware and software (ATEM Television Studio), and managing live feeds from multiple venues. The report also addresses managing simultaneous live events across the state, coordinating teams, and synchronizing the countdown to midnight. Post-event promotion strategies include social media videos, thank-you emails, and press releases. Finally, the report emphasizes the importance of archival footage and documents for posterity, including storage on a state website and preparation of CDs for future reference.

EVENT DESIGN
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TABLE OF CONTENTS
Introduction......................................................................................................................................3
Main Body.......................................................................................................................................3
Promotion of the idea to all the New Dawn communities and getting their buy-in....................3
Setting up the mechanisms to facilitate a state-wide live event on the night..............................4
Live Net-Casting..........................................................................................................................4
State-wide simultaneous live events............................................................................................5
Countdown to midnight...............................................................................................................5
Promotion of what happened at the celebrations.........................................................................6
Archival footage and documents for posterity.............................................................................6
Conclusion.......................................................................................................................................6
References........................................................................................................................................7
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INTRODUCTION
Designing an outdoor event for 150,000 is a very big responsibility as there are lots of
tasks and operations involved. All these tasks and operations should work simultaneously so that
a proper and successful event can be organized.
This particular report is created to provide event design for The New Dawn state-wide
celebrations in order to mark the bicentennial of the founding of state. Various tasks in the event
like promotions, live update, etc. will be discussed.
MAIN BODY
Promotion of the idea to all the New Dawn communities and getting their buy-in
It is one of the biggest events in the state which will be done on a large scale in the midst
of the city but simultaneously there will be more events across regional centres and remote
locations. Number of expected audiences including the entire event is around 150,000 and total
lead time is 18 months (Li, Lu, Bhagat, Lakshmanan & Yu, 2014). There are various ways in
which the marketing of an event can be done and it be started with attracting the audience from
main city. The marketing can start with the distribution of flyers in the city and making aware
people with proper information about the event and the main guests. In order to do this, other
than flyers, the use of hoardings and radio channels can also be used. However, the budget is
very less so only minimum number of hoardings will be used at prime locations. The promotions
will also include the social media marketing where by using the help of filters, whole state can be
targeted with creative videos, information’s status (Getz, 2012). Every day new posts can be
updated on Twitter, Facebook, etc as it is used by millions of people everyday so the event will
have great promotion. Particular hash tags will be created on Twitter and people can be asked to
retweets them. Event page will also be created on Facebook as well as on LinkedIn so that it can
act as a reminder for people. Other than this, people will also be sent the e-mails and invites so
that they can remember the event and register for it (Tzetzis, Alexandris & Kapsampeli, 2014).
The event will also be organized in the remote areas and some other parts of the state and
in order to promote their proper flyers can be distributed and also the special booths can be
created where people can be approached directly and talk about the event (Arseneau, Charette &
Arseneau, 2013). Use of social media, SMS and e-mail will also be done so that people can be
made remember.
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Setting up the mechanisms to facilitate a state-wide live event on the night
In order to facilitate a state-wide live event on the night, proper mechanisms and
equipments have to be set so that everyone can enjoy it (Drury, Novelli & Stott, 2015). The event
can begin with getting a permit to organize an event from the government so that they can help in
clearing all the rules and regulations. After this, the venue will be selected in such manner that it
can hold on large number of people. The New Dawn state-wide celebration in the
main city will be done in an stadium so that there is open atmosphere and no
suffocation due to the presence of so many people. It is very important to
check if the venue has proper fire and safety codes in case of emergency.
With this it is also important to prepare a proper layout of the stadium in
terms of the stage, green room, and place for the camera people, lightings,
sitting arrangements, etc. Proper load in and load out has to be checked like
arrangements for power, security, sanitation, and other elements of outdoor
events (Zhang, Weng, Yuan & Chen, 2013).
It will also be important to ensure the comfort of the guest in terms of
supply of water, chairs, etc. the medical team also have to be kept on the
stand by with a proper list of nearby hospitals and directions to get there. As
it will be broadcasted live to all the state then it is also important to arrange
the proper recording team which can record the event from different
directions and can provide live feed to the people. Also, there should be
proper availability of internet network which can be used in order to
broadcast the event with proper speed and connection (Das, Loui & Wood,
2013).
In the remote areas also same procedure will be followed and to
broadcast live, there should be availability of different camera, internet
connection availability and lightings so that everything can be watched and
heard without interruptions. The channels where the live broadcast will be
done is Facebook, YouTube and local cable channel and for them proper
permissions are required. In order to manage all the events together, there
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will be a creation of camera room which will be broadcasting the live feed
through them on all the platforms all together (Silvers, 2012).
Live Net-Casting
The New Dawn state-wide celebration will be broadcasted live all
together so that everyone can see the event. In order to broadcast it,
different kind of things will be required. Just before the start of the event all
around, proper taglines, titles and hash tags will be created so that it can
describe the event. The security setting will be set to public and the guest
will be invited so that as soon as the event starts, people can be notified
directly (Getz & Page, 2016).
The hardware on all the venue sites will be set and the software that
will be used is ATEM Television Studio and two switches which are HDSDI and
HDMI for in and outs of the camera. The encoder H2.64 will be placed so that
it can stream simultaneously to various platforms all together from different
venues. As soon as the event gets started the live recording will start and
will be sent to the camera room, where the team will further broadcast it on
different platform. Proper control of the complete recording will be made
from the room and the operator will decide which recording to be show on
which platform (Dowson & Bassett, 2015). The live videos will be shifted from one
place to other automatically so that people can easily see the glimpse of all
the events. More focus will be made on the event that is going in the main
city as it is attended by 1, 00,000 people and many stars are also there.
State-wide simultaneous live events
It is seen that the New Dawn state-wide celebration will be done all across
the state and even in some remote areas. It is important to manage these
events all together so that people can enjoy the function and also
understand the importance of their culture and heritage. The event will be
manages by different teams at every place so that everything can go as
planned and live event can be broadcasted easily. The biggest team will be
present in the state capital which is hosting the biggest event of all the
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places that is Adelaide (Cerutti & Piva, 2015). Proper list of all the programs will
be prepared and the function will work according to that. Live team will be
responsible to broadcast the important part of all the state-wide events to
people as per their importance. All the data and footage of the event will be
concentrated at one place so that it can be dispersed on different platforms
as per the interest of the people.
Countdown to midnight
Countdown to midnight is made very special as there is a clock which is placed at every
place where the event is going on and it completely synchronized. As the event will move to
midnight, authorities will inform the people and everyone all around the state will start counting
from 10-1 in the backwards (Jones, 2014). As the clock hits midnight, there will be huge
firecracker show all together with everyone singing and dancing on the sound of nation. After the
firecracker show, the leader will speak from Adelaide and it will be broadcasted to all other
event places and will also be streamed online platform. People will be able to see the speech live
in Adelaide and other places through big screen placed on stage. After the stage, people can
dance and sing all together on DJ sound and also there will be proper arrangement for food and
drinks which people can use all night. As it is paid event, people will have to show their passes
in order to get access to all the food and other compliments.
Promotion of what happened at the celebrations
Promotion of all the things that happened will be done via social media in which the
small videos from the events will be prepared and shared. Also the speech of the leader and other
firecrackers show will also be published in small videos (Paradis, Gregory-Clarke & Melchior,
2015). All these videos will be promoted via paid Facebook share and also on Twitter so that it
can reach the mass in minimum time. People who attended will also be sent thank you e-mails
and links of the videos will be shared. Newspapers and blogs will also be used in order to
provide people with detail regarding the event and the ways in which it was successful.
Archival footage and documents for posterity
Archival footage and documents will be stored and posted on the website of the state so
that everyone can see them whenever they want (Inselberg, 2013). Also, proper CD’s will be
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prepared and will be kept so that it can be shown to the future generations and to the committee
so that next year event can be made much better by removing all the mistakes of the current year.
The event can be broadcasted to local channels every now and the so that people can see it and
enjoy anytime.
CONCLUSION
The present report presented the event design for The New Dawn state-wide
celebration in Adelaide and in remote areas simultaneously. It was decided
that the event will be done in huge manner by calling various artists and
people from all over the state. The promotions will be done via social media,
hoardings, radio, etc. in all the places. The event will also be broadcasted
live on different platforms like YouTube, Facebook, local channel, etc. and
there will be teams who will manage everything. After event promotions will
also be done and the archival footage will be stored for future generations.
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REFERENCES
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Inselberg, E. (2013). U.S. Patent No. 8,412,172. Washington, DC: U.S. Patent and Trademark
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Jones, M. (2014). Sustainable event management: A practical guide. Routledge.
Li, K., Lu, W., Bhagat, S., Lakshmanan, L. V., & Yu, C. (2014, August). On social event
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Tzetzis, G., Alexandris, K., & Kapsampeli, S. (2014). Predicting visitors’ satisfaction and
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Zhang, X. L., Weng, W. G., Yuan, H. Y., & Chen, J. G. (2013). Empirical study of a
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