Event Manual Outline for Vivid Sydney-Vivid Light Festival

This report presents an event manual outline for the Vivid Sydney-Vivid Light festival, detailing key aspects of event management and organization. The document begins with an abstract summarizing the purpose of the report, which is to provide a comprehensive guide for managing the event. It covers various sections, including event introduction, programs, facilities location, staff allocation, meeting points, stage setup, and security credentials. The event introduction provides background information on the festival, its history, and locations. The programs section outlines the different events and activities. The facilities location section discusses essential amenities like toilets, information booths, and first aid posts. Staff allocation focuses on the different roles required. Meeting points and refreshment stations are also detailed. The event stage setup and security credentials are also discussed. The report concludes with a list of references.

Running Head: EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Event Manual Outline for Vivid Sydney- Vivid Light
Name of the Student
Name of the Organization
Author note

1EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Abstract
The purpose of this document is to create an event manual outline for Vivid Sydney- Vivid light.
Vivid light was held in 84 different locations, where buildings and monuments were designed for
light show. There will be provision for soft drinks and beverages in different locations of the
event. The entire event is organized during evening because light show will not be visible during
daytime, however at night the entire ambience changes. The report is divided into various
sections addressing questions, which are common like location of food and beverage stalls,
safety booths as well as police stations.

2EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Table of Contents
Purpose of the Document.................................................................................................................3
Event Introduction...........................................................................................................................3
Event Programs................................................................................................................................4
Facilities Location...........................................................................................................................5
Staff Allocation................................................................................................................................5
Meeting Points and Refreshment Stations.......................................................................................6
Event Stage Set-up...........................................................................................................................6
Security Credentials.........................................................................................................................7
References........................................................................................................................................7

3EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Purpose of the Document
The purpose of this document is to create an event outline for Vivid Sydney-Vivid Light.
There are a list of requirements required to be met in order to successfully conduct the entire
process. This document will help to ease the process of event management and successful
completion by describing necessary factors required to complete the process without any issues.
This will include location of event, selection of staffs for event, detailing timeframe for each
light event occurring around Sydney. To organize an event of such large magnitude requires
team work and efficient management strategies. Dates for this event should be allocated in such a
way that there is no overlapping. Locations where events are going to be held should have
facilities like toilets, immediate healthcare first aid mechanisms, police booths around the event
to help visitors resolve any issues identified in this document.
Events are going to be held all around Sydney at evening hours starting at 6 PM each
night. These events help in promoting the cultural integrity and increase audience, which will
promote international tourists to visit Australia during the event. Stage se-up as well as foods and
beverages provided are also discussed prior to the event for facilitating organizers to make
necessary arrangements.
Event Introduction
Vivid Sydney is a festival of lights, which takes place every year for the past ten years to
display artistic creativity, innovative thinking and appropriate use of technology. Every year
there are different artists who perform for the event to entertain the audience with light shows,
musical shows and vivid ideas (Lobo, 2017). This has exponentially increased the tourism
around Australia, due to visitors expressing interest in this event. The light festival will be

4EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
organized in Luna Park, Chatswood, Taronga zoo, Darling Harbour and Barangaroo. The event
displays light shows for a time-period of 23 nights starting from Friday, 24th May till Saturday
15th June. The organizers are planning on organizing a light walk, starting from The Rocks till
Royal Botanic Garden circling around Circular Quay (Stevens, Harris & Dolgopolov,. 2015).
This year event organizers partnered with animation studio Pixar, to create visually pleasing light
architecture. Vivid Light occurs around different parts of Sydney, where it is easiest to
experience by commuting on public transports.
Event Programs
Vivid Light festival is a yearly occasion which takes place around different locations
across Sydney. Vivid Light festival was celebrated in 84 different locations, out of which 18
were in Circular Quay (Cummings & Herborn). The events included Let me Down, Traingulum,
Celestial Pancake, The Harp of the city amongst many. The Vivid light show in Barangaroo was
named Winter camp. There were 18 different locations in Chatswood, 12 in Darling Harbour, 1
in Harbour Lights, 2 in Luna Park, 15 in Royal Botanic Garden Sydney, 1 in Sydney Opera
House, 1 in Taronga Zoo and 12 in The Rocks. Each of these locations had different light shows
based on various themes selected by respective artists which were shown to the audience who
went to these places during the festival (Giordano & Ong, 2017). The events took place
simultaneously in fixed hours from evening at night on a daily basis starting from 24th of May till
15th of June in between 6 PM and 11 PM. The light shows were organized at night for better
visual experience. This included projection of lights, performance from both local and
international artists, exchange of ideas as well as debates and public talk-shows. Interactive
technologies play an important role in catching attention of public.

5EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Facilities Location
The important facilities like toilets, information booths, first aid posts for immediate
medical assistance, police booths are necessary factors, which the organizers of an event need to
take care of in order to successfully conduct a huge festival with millions of people gathered
around for the events (Conor. 2019 ). Each event is occurring in different locations spread across
Sydney. Barangaroo experienced winter camp, where visitors enjoyed light and puppetry shows.
The location where the event took place is surrounded by dining places and restaurants for
visitors to eat when hungry. The first aid posts should be located near the vicinity of the event as
well as the information booth and police booth covering the entire area starting from Barangaroo
Avenue. Other locations were also kept in such a way, so that it would be easily accessible from
all places in an open location ( Divisekara & Nyugen) by the organizers in order to seamlessly
conduct the entire process spanning over a months period of time.
Figure 1: Facilities Location
(Source: Created by Author)

6EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Staff Allocation
The success of an event is measured by how carefully entire event was conducted and
managed. The Vivid Light, which caters to more than 2 million audiences also require an
effective team of professionals starting from technicians, police officials, lighting experts
amongst many others ( Ryan & Cruse, 2019). The prime focus for the event is light shows, which
are organized around different parts of Sydney. These shows require technical experts as well as
light artists who look after the entire procedure. Musicians performing require sound engineers
for checking of equipment, light artists require technicians to look after issues emerging in a
location. Therefore, each location should have a dedicated team of technicians, sound engineers
as well as police officials and medics for emergency purposes (Holmes & Ali-Knight, 2017).
Number of staffs present in each location is 65 people, who are directly working under Vivid
Light that includes all the aforementioned individuals necessary for the event, however
government officials are posted by governmental authorities based on requirement specified by
committee members of the event.
Meeting Points and Refreshment Stations
The entire event is going to be organized around different parts of Sydney in 84 different
locations spread across the place (Pham, 2017). Most important aspect of such a huge gathering
of audience is catering to foods and beverages. However, another aspect related to the gathering
is ascertaining the meeting points for staffs within the location provided. For example,
Barangaroo Avenue is an interconnecting way spread across Waterman’s Quay opposite to
Hickson road. The meeting point for the staff should be arranged in-between these two roads,
where covering a distance of 500 meters radius having refreshment stations with beverages and
soft drinks from different famous brands. The people as well as staff during the entire event is

7EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
concerned about the show and therefore foods served should be snacks and instant fills like
burgers, pizza, pastas and more (Pham, 2015). The menu items selected for the event should be
something easily consumable in a crowd while not getting distracted from the show as well as
filling the hunger munch. Thus, selection of foods and beverages and their respective stalls
should be spread across within a 500m distance from the event for staff members as well as
visitors to enjoy.
Figure 2: Meeting Points and Refreshment Stations
(Source: Created by Author)
Event Stage Set-up
The events organized in different parts of Sydney for the light show will have varied
attractions. Most of them are related to light shows in famous buildings and monuments spread
across different locations. However, for the music shows and debates, which will be organized a

8EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
series of stage was needed to set-up (Venkatesh, 2019). This was done by selecting specific
regions where stage-set up provisions are doable as well as accessible. The companies given with
responsibility of loading the show materials and designing of stage should be informed
accordingly. The trucks carrying materials for the event should be parked in nearby locations for
easier access to keep materials back in place (Favilucis. Ludvigson & Nieuwerburgh).
Timeframe for doing the process should be planned avoiding traffic hindrances due to large
vehicles on places where events are going to be held. This can be done accurately by listing time
of each event specifically, so that it does not collide with the organizations handling trucks and
materials. Locations for parking of trucks and vehicles as well as subsequent permits should be
arranged previously to avoid any issues related to the event. Staffs involved with Vivid Light
should monitor entire process of truck loading and unloading in order to help them load materials
with ease.
Security Credentials
One of the most important aspect of such a huge event is managing safety and security of
visitors to provide them a hassle free experience. There are different types of staff members
associated with the event, like the material contractor, volunteers and helpers, media personnel
and important guests like cricketers and celebrities visiting event location. There should be
provision for color coordinated wristbands to be used for each type of guests in order to avoid
confusion. The bands will be available in different colors, like blue band for contractors, green
for volunteers and helpers, golden for important personnel and celebrities, pink for media
personnel which can be collected from respective venue locations upon arrival at the entrance
gate. The people on arrival at the venue entrance, on showing their identification card will be
provided with a wristband of specific color for easier understanding of committee members.

9EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Private security contractors must be hired to monitor venue locations for responding to
unavoidable circumstances, like people entering without identification, or someone in need of
immediate medical assistance, so that the entire event is arranged in an organized and healthy
manner.
Figure 3: Wrist Bands
(Source: Created by Author)

10EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
References
Connor, M. (2019). Festival fails to fire progressive passions. Quadrant, 63(3), 93.
Cummings, J., & Herborn, J. (2015). Festival bodies: The corporeality of the contemporary
music festival scene in Australia. The Pop Festival: history, music, media, culture, 99-
114.
Divisekera, S., & Nguyen, V. K. (2018). Determinants of innovation in tourism evidence from
Australia. Tourism Management, 67, 157-167.
Favilukis, J., Ludvigson, S. C., & Van Nieuwerburgh, S. (2017). The macroeconomic effects of
housing wealth, housing finance, and limited risk sharing in general equilibrium. Journal
of Political Economy, 125(1), 140-223.
Giordano, E., & Ong, C. E. (2017). Light festivals, policy mobilities and urban tourism. Tourism
Geographies, 19(5), 699-716.
Holmes, K., & Ali-Knight, J. (2017). The event and festival life cycle–developing a new model
for a new context. International Journal of Contemporary Hospitality Management,
29(3), 986-1004.
Lobo, M. (2017). Festival spaces and entangled lives in Darwin, North Australia. Routledge
Handbook of the Indian Diaspora, 241.
Pham, K. (2015). Vanity Unfair-Examining the Impact of development authorities on the
designation and development of public space: Barangaroo Case Study. In State of
Australian Cities Conference. Paper presented at the 2015 State of Australian Cities
Conference (SOAC) No (Vol. 7, pp. 9-11).

11EVENT MANUAL OUTLINE FOR VIVID SYDNEY- VIVID LIGHT
Pham, K. (2017). Examining the development of public space in foreshore Sydney: Barangaroo
case study (Doctoral dissertation).
Ryan, R., & Cruse, U. O. (2019). Welcome to the Peoples of the Mountains and the Sea:
Evaluating an Inaugural Indigenous Cultural Festival. M/C Journal, 22(3).
Stevens, K., Harris, L. C., & Dolgopolov, G. (2015). Inside looking out–film festival reports.
Venkatesh, B. (2019). Sydney Brenner—a personal perspective. Genome Research, 29(6), vii-ix.