Event Design Concept Report: Waverley Council, EVN301 Analysis

This report details an event design concept for the Waverley Council, beginning with an overview of the event's objectives, which aim to enrich the community's cultural prosperity and encourage interactive learning. It outlines specific goals, event locations, and required facilities. The report identifies key stakeholders, including organizers, students, competitors, residents, and volunteers, detailing their objectives and expectations. It also addresses demographic considerations, ensuring the event caters to diverse age groups and genders. The report further covers event execution, including the event marketing plan, funding strategies such as sponsorship, ticket sales, and grants, and a SWOT analysis to assess strengths, weaknesses, opportunities, and threats. Finally, it proposes a procedure for mitigating potential risks, emphasizing the importance of monitoring, duty allocation, and evaluation.

Waverley Council Event
Step one – Event Design Concept
Position of the local community in the design
Arts and cultural activities are regarded as basic ingredients in fostering an integrated and a creative
locality for the prosperity of the entire society. Culture is born through the interaction between man and his
environment, seasons, people and nature (Zeng, 2018, October, Kudriashov et al.,2018, July). Initially,
traditions were passed from generation to generation through interaction between the elderly and the young.
However, in the modern days, information about the past is conserved in printed texts or on online sources.
Role of the local authority
There is a paradigm shift in perception about the organization and management of events whereby
the local authority is seen as major boost towards event organization. They see events not just as a platform
for leisure but a gateway for improving the economic development of the nation. Specifically, local
authority sanctioned and authorized the event for its agenda to minimize potential negative impact on the
society and maximize socio-economic benefits to the community.
Objective of the event
The event is aimed at enriching the community’s cultural prosperity and encourages intrinsic
motivation for learning through interactive educational methods. The event will therefore assist the local
authority to create vibrant public scenes where social amenities can be obtained by the locals and
international communities.
Specific objectives
1. To provide for a range of events that meet Waverley Council’s cultural, social, economic
and sustainable strategic directions.
2. To clarify the expectations and classification of events in Waverley

3. To provide controls that minimise adverse impacts of events on the non‐
event community and environment.
4. To manage the health and safety of persons attending the events.
Physical address
The events will be held in Waverly Council premises as well as in public lands located within the
territory governed by Waverly Local Government Area (LGA). The event will be limited to the following;
 Concerts and shows
 One off sporting events
 Film screenings
 Festivals and fairs
 Exhibitions
Step two – Stakeholders Identification
The following will take active role in the event planning and execution;
Identity Objectives Expectation
Organizers
a. Prof. Booker
b. Charity Sun
a. To make the event
successful
b. Raise profile
c. Financial returns
a. The event to be successful
b. To raise enough funds
Brisbane university
students
a. Complete the project in
time
b. Good performance in
class
a. Sufficient data from event
managers
b. Gate pass to the events
c. Access to primary data
Competitors 1. A team-oriented event 1. Team building opportunity

Corporate teams 2. Raise money for charity 2. To have fun and unwind
from tedious work schedule
The elite a. To win the event
b. To be recognized
a. Win awards
b. Meet different challenges
c. Well organized event
Residents
a. Permanent dwellers
b. Temporary dwellers
a. Minimum disruptions
from normal life
b. Enjoy the fun
c. Easy accessibility to
public event places
a. Minimal noise levels
b. Minimal obstruction to
parking grounds
Volunteers
a. Professionals
i. Accountants
ii. Lawyers
iii. Sports industry
a. To provide professional
services to charity
b. Recognition and reward
c. Ensure compliance with
the national and cross border
regulation
a. Participation certificates
b. Exposure to live scenes for
primary information
Demographic consideration for vent
The event will offer services for both genders. There will be services that will directed to both
males and females in the same venues, however, each person will be given the opportunity to explore his or
her preferred scene. In terms of age, there will specific places for people of various age groups (Rossi,
2017).
Several avenues such as the mainstream and social media platforms will be used to send
information to these groups of people during event marketing. The social media will be used specifically
for the youth since they normally prefer the platform to access information.

Old people will participate in the event because it will give them an opportunity to shed off some
stress and relax (Piardi, Mori, Attardo, Cornetto & Vicari, 2017). Secondly, the rich old people are often
philanthropic in nature; therefore, the event will give them an opportunity to extend their good gesture to
others. The youths will enjoy the event since it will offer them an opportunity to meet their friends and
other relatives. The young people will enjoy paying homage to the event to relax and discover how people
practice their talents and get rewards.
Step three – Event execution
Event location/s
The events will take place in Waverly Council premises as well as in public lands located within the
territory governed by Waverly Local Government Area (LGA).
Required facilities
Required Available
Conference hall √
Public address system √
Drinks
Compliance certificate √
Financial resource
Source of entertainment
Government permit √
Parking space √
Means of transport
The planning timeline

Activity Start date End date
Planning and information gathering 9/9/2019 9/12/2019
Education of the local community 9/14/2019 9/25/2019
Marketing of the event 9/27/2019 10/6/2019
Implementation of the project 10/7/2019 10/10/2019
Event marketing plan and communication to the host community
The event will be marketed through the mainstream media and social media. In addition, the local
communities will be educated through face-to-face interaction by the event organizers (Orefice, 2018,
Mascarenhas et al., 2016, November).
Step four – Event feasibility
Funding of the Event
The event will be funded from various sources such as;
a. Sponsorship: the organizers will look for well-wishers who would be willing to offer
monetary support to the event.
b. Ticket sales: entrance fees will be collected prior to the event day through issuing coupons in
supermarket and other point of sales.
c. Grants: given the good will of the local authority, the event may get help from government
through grants.
SWOT analysis of the event
Given the cultural perception of the citizens in the country and the entire continent of Australia,
there are opportunities for growth and dangers to holding cultural events in the country (Jackson, Morgan
& Laws, 2017).
Strengths: proximity of the event location to highly populated town ensures ready market even
during off-peak seasons.

Weaknesses: scheduling the event during winter seasons when tourism is performing poorly poses
low returns to investment.
Opportunity: availability of government support to cultural activities in Australia enables growth
and prosperity of cultural events
Procedure for mitigating impending danger:
The first step is the establishment of a proper monitoring strategy.
Secondly, I would allocate duties to specific officers to report any form of non-compliance with the
targets
Lastly, I would evaluate the process and make adjustments.
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