EVT101A Event Concepts and Design - Free Samples to Students
b) Describe the elements to be considered within the design of an event.
c) Define the various roles involved in event production, event direction and show calling.
d) Identify the various design and event software tools available to the event designer.
Answer:
Introduction
Event on the Australian aboriginals and the people of the Torres Strait Islands is a very popular event in the country. Every year the National Congress of Australia’s First People organises this event in different locations all over the country. This year they are willing to conduct the event in Sydney on 14th and 15th September 2018. In this regard, the purpose of this report is to shape a clear outline of the event and its timeline. In addition to this, the report also encompasses the description of the role and activities of the event programs and the staff engagement.
Lighting, sound, video and SFX design brief
The theme of the event is based on the lifestyle, culture and the traditional customs of the aboriginals of Australia. It requires a better lighting, sound, video and SFX design in order to create a better ambience that the event attendants are moved by. The event encompasses the history and achievements of the Australian Community. Therefore, the lighting must be colourful and attractive. There are exhibitions and photo galleries arranged by the event coordinators so that lighting in those section is very important. Dim lights can be used to highlight the photos and the handicrafts. Besides this, light aboriginal music will be played in the background. The purpose is to get familiar the visitors with the aboriginal cultures. The video and SFX design is also been implemented with the aim to play a video on the aboriginal lifestyles and culture.
Performers, talent and entertainment brief
At the entry point the guests and the visitors will be welcomed with warm greetings and aboriginal handicrafts. Then they will be directed towards the exhibitions. The smooth lighting and the musical environment will help them to get the sense of a true aboriginal culture. Besides this, there will a film or documentary on the history and lifestyle of the Aboriginal people that will be performed in front of the visitors. Moreover, there will be a stall for aboriginal food products including arrow roots, cassavas. Fruits like avocado and guavas are also in the food list. A concluding speech by the event speakers will end the event.
Event staff roles and responsibilities
There will be two receptionist at the entrance point to receive the guests and visitors. They will wear traditional outfit suited the theme of the event. The staff are wearing traditional shirts with the print in the back ‘together as one in Australia’. Besides this, two staff are given the charge to demonstrate the exhibition and the photo gallery. The purpose is to give a brief understanding regarding the history and rich culture of the Australian Aboriginals and the Torres Strait Islanders. After that six members are engaged with the food catering services. As the event comprises 200 aboriginals and Torres Strait Islanders including the academicians, cultural leaders and professionals therefore it is important to keep an eye on the quality of service. Food is an essential part of the event. Henceforth, focusing on that is highly essential. Besides this, one person will be appointed with the charge to project the film related to the Australian aboriginal culture and customs. The film portrays further information regarding the Australia aboriginals and showing the richness of their practices. Furthermore, one person will be in charge with playing aboriginal music and lighting.
Resources
|
Name |
Start |
Finish |
Remaining Work |
Cost |
|
Event Manager |
Thu 9/13/18 |
Sat 9/15/18 |
30 hrs. |
$1,200.00 |
|
Workers |
Fri 9/14/18 |
Sat 9/15/18 |
16 hrs. |
$80.00 |
|
Technicians |
Sat 9/15/18 |
Sat 9/15/18 |
8 hrs. |
$80.00 |
|
Software engineer |
Fri 9/14/18 |
Sat 9/15/18 |
16 hrs. |
$320.00 |
|
Stakeholders |
Thu 9/13/18 |
Fri 9/14/18 |
14 hrs. |
$0.00 |
Other Resources
|
Resource Name |
Type |
Std. Rate |
|
Logistics |
Material |
$5,000.00 |
|
transport |
Material |
$10,000.00 |
|
storage |
Material |
$13,000.00 |
|
décor |
Material |
$25,000.00 |
|
lighting and sound |
Material |
$30,000.00 |
|
contractor and vendors |
Material |
$25,000.00 |
Most of the resources are easy to get and affluent in the Australian market. Therefore, it is beneficial for the event coordinators to get the enlisted resources whenever they need. Moreover, the resources are not expensive because of its abundant supply in the market. For accumulating all the resources for the events it will take 10 to 13 days. In this context, the main resources are identified as the full time resources of the event organisers. In fact, the primary resources are mostly considered as the human resources in terms of the managers, workers and the employees. However, the other resources are hired for 4 days. The event organisers are planned to dump all the key materials like the logistics, lightings, music systems and the filming devices in a storage facility located near the venue. There are some backline assumptions regarding the event. It can be identified that the event will be decorated properly before the beginning of the event. Moreover, after the completion of the event on the first day the technological expertise will check all the equipment thoroughly.
Detailed plan sheet
|
Task Name |
Duration |
Start |
Finish |
|
1.9 Milestone 1 :Plan developed |
0 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.5 Milestone 2: Day 1 completed |
0 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
3.6 Milestone 3: Event Completed |
0 hrs. |
Sat 9/15/18 |
Sat 9/15/18 |
|
Task Name |
Duration |
Start |
Finish |
|
Event Planning |
3 days |
Thu 9/13/18 |
Sat 9/15/18 |
|
1.0 Planning |
1.75 days |
Thu 9/13/18 |
Fri 9/14/18 |
|
1.1 Identify the activities |
2 hrs. |
Thu 9/13/18 |
Thu 9/13/18 |
|
1.2 Discuss with the stakeholders |
4 hrs. |
Thu 9/13/18 |
Thu 9/13/18 |
|
1.3 Document the final plan |
3 hrs. |
Thu 9/13/18 |
Fri 9/14/18 |
|
1.4 identify the safety requirements |
2 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
1.5 Take measures |
4 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
1.6 Chalk down transport and logistic requirement |
3 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
1.7 Identify Software requirements |
2 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
1.8 Develop final Plan |
5 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
1.9 Milestone 1 :Plan developed |
0 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.0 Traditional Activities |
1 day |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.1 Music |
2 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.2 Dance |
2 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.3 Display of handlooms |
2 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.4 Serving of food and refreshments |
2 hrs. |
Fri 9/14/18 |
Fri 9/14/18 |
|
2.5 Milestone 2: Day 1 completed |
0 days |
Fri 9/14/18 |
Fri 9/14/18 |
|
3.0 Second day activities |
1 day |
Sat 9/15/18 |
Sat 9/15/18 |
|
3.1 Short Films on Aboriginal history and life |
3 hrs. |
Sat 9/15/18 |
Sat 9/15/18 |
|
3.2 Documentaries |
2 hrs. |
Sat 9/15/18 |
Sat 9/15/18 |
|
3.3 Sharing of experiences of the achievers |
1 hr. |
Sat 9/15/18 |
Sat 9/15/18 |
|
3.4 Serving of food and refreshments |
1 hr. |
Sat 9/15/18 |
Sat 9/15/18 |
|
3.5 Feedback from the Clients |
1 hr. |
Sat 9/15/18 |
Sat 9/15/18 |
|
3.6 Milestone 3: Event Completed |
0 days |
Sat 9/15/18 |
Sat 9/15/18 |
Budget
|
Task Name |
Resource Names |
Cost |
|
Event Planning |
|
$172,680.00 |
|
1.0 Planning |
Event Manager, Stakeholders |
$560.00 |
|
1.1 Identify the activities |
|
$0.00 |
|
1.2 Discuss with the stakeholders |
|
$0.00 |
|
1.3 Document the final plan |
|
$0.00 |
|
1.4 identify the safety requirements |
|
$0.00 |
|
1.5 Take measures |
|
$0.00 |
|
1.6 Chalk down transport and logistic requirement |
|
$0.00 |
|
1.7 Identify Software requirements |
|
$0.00 |
|
1.8 Develop final Plan |
|
$0.00 |
|
1.9 Milestone 1 :Plan developed |
|
$0.00 |
|
2.0 Traditional Activities |
contractor and vendors[1],décor[1],Event Manager, lighting and sound[1],Logistics[1],Software engineer, storage[1],Workers |
$98,520.00 |
|
2.1 Music |
|
$0.00 |
|
2.2 Dance |
|
$0.00 |
|
2.3 Display of handlooms |
|
$0.00 |
|
2.4 Serving of food and refreshments |
|
$0.00 |
|
2.5 Milestone 2: Day 1 completed |
|
$0.00 |
|
3.0 Second day activities |
lighting and sound[1],Logistics[1],Software engineer, storage[1],Technicians, Workers, Event Manager, contractor and vendors[1] |
$73,600.00 |
|
3.1 Short Films on Aboriginal history and life |
|
$0.00 |
|
3.2 Documentaries |
|
$0.00 |
|
3.3 Sharing of experiences of the achievers |
|
$0.00 |
|
3.4 Serving of food and refreshments |
|
$0.00 |
|
3.5 Feedback from the Clients |
|
$0.00 |
|
3.6 Milestone 3: Event Completed |
|
$0.00 |
Critical tasks
|
Name |
Start |
Finish |
% Complete |
Remaining Work |
Resource Names |
|
2.1 Music |
Fri 9/14/18 |
Fri 9/14/18 |
0% |
0 hrs. |
|
|
2.2 Dance |
Fri 9/14/18 |
Fri 9/14/18 |
0% |
0 hrs. |
|
|
2.3 Display of handlooms |
Fri 9/14/18 |
Fri 9/14/18 |
0% |
0 hrs. |
|
|
2.4 Serving of food and refreshments |
Fri 9/14/18 |
Fri 9/14/18 |
0% |
0 hrs. |
|
|
2.5 Milestone 2: Day 1 completed |
Fri 9/14/18 |
Fri 9/14/18 |
0% |
0 hrs. |
|
|
3.1 Short Films on Aboriginal history and life |
Sat 9/15/18 |
Sat 9/15/18 |
0% |
0 hrs. |
|
|
3.2 Documentaries |
Sat 9/15/18 |
Sat 9/15/18 |
0% |
0 hrs. |
|
|
3.3 Sharing of experiences of the achievers |
Sat 9/15/18 |
Sat 9/15/18 |
0% |
0 hrs. |
|
|
3.4 Serving of food and refreshments |
Sat 9/15/18 |
Sat 9/15/18 |
0% |
0 hrs. |
|
|
3.5 Feedback from the Clients |
Sat 9/15/18 |
Sat 9/15/18 |
0% |
0 hrs. |
|
|
3.6 Milestone 3: Event Completed |
Sat 9/15/18 |
Sat 9/15/18 |
0% |
0 hrs. |
Work Breakdown Structure
|
WBS |
Task Name |
Duration |
|
0 |
Event Planning |
3 days |
|
1 |
1.0 Planning |
1.75 days |
|
1.1 |
1.1 Identify the activities |
2 hrs. |
|
1.2 |
1.2 Discuss with the stakeholders |
4 hrs. |
|
1.3 |
1.3 Document the final plan |
3 hrs. |
|
1.4 |
1.4 identify the safety requirements |
2 hrs. |
|
1.5 |
1.5 Take measures |
4 hrs. |
|
1.6 |
1.6 Chalk down transport and logistic requirement |
3 hrs. |
|
1.7 |
1.7 Identify Software requirements |
2 hrs. |
|
1.8 |
1.8 Develop final Plan |
5 hrs. |
|
2 |
1.9 Milestone 1 :Plan developed |
0 hrs. |
|
3 |
2.0 Traditional Activities |
1 day |
|
3.1 |
2.1 Music |
2 hrs. |
|
3.2 |
2.2 Dance |
2 hrs. |
|
3.3 |
2.3 Display of handlooms |
2 hrs. |
|
3.4 |
2.4 Serving of food and refreshments |
2 hrs |
|
4 |
2.5 Milestone 2: Day 1 completed |
0 days |
|
5 |
3.0 Second day activities |
1 day |
|
5.1 |
3.1 Short Films on Aboriginal history and life |
3 hrs. |
|
5.2 |
3.2 Documentaries |
2 hrs. |
|
5.3 |
3.3 Sharing of experiences of the achievers |
1 hr. |
|
5.4 |
3.4 Serving of food and refreshments |
1 hr. |
|
5.5 |
3.5 Feedback from the Clients |
1 hr. |
|
6 |
3.6 Milestone 3: Event Completed |
0 days |
Conclusion
It can be concluded that the report clearly highlights all the essential activities and chronological order so that it will be easy to understand. As a matter of fact, the role of the engagement of the staff and the event managers are also mentioned in the discussion in order to create a detailed report over the activities and programs of the event. Based on this understanding, the report precisely and accurately portraying every aspects of the events and is relevant in this regard.
Bibliography
Bruce, D. (2015). Post incident research-gaining knowledge after the event. Australian Journal of Emergency Management, The, 30(3), 6.
Emery, P., Westerbeek, H., Schwarz, E. C., Liu, D., & Turner, P. (2016). Managing sport facilities and major events. Routledge.
Frew, E., & White, L. (2015). Commemorative Events and National Identity: Commemorating Death and Disaster in Australia. Event Management, 19(4), 509-524.
Getz, D., & Page, S. (2016). Event studies: Theory, research and policy for planned events. Routledge.
Gibson, C., & Connell, J. (2016). Music festivals and regional development in Australia. Routledge.
Helmreich, R. L., & Merritt, A. C. (2017, November). 11 Safety and error management: The role of crew resource management. In Aviation Resource Management: Proceedings of the Fourth Australian Aviation Psychology Symposium: v. 1: Proceedings of the Fourth Australian Aviation Psychology Symposium. Routledge.
Kavanagh, K. M., Rochford, O., & Bussa, T. (2015). Magic quadrant for security information and event management. Gartner Group Research Note.
Van der Wagen, L., & White, L. (2018). Event management: For tourism, cultural, business and sporting events. Cengage AU.
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