THS3001: Business Events Report Assignment Help
Question
THS3001: This report-based assignment for La Trobe University urges the students to imagine themselves in the role of an event manager responsible for managing the annual End of Year Awards Ceremony hosted by the Association of Entertainment Experts. The student is required to identify one venue where this event can be held in Melbourne. Secondly, a detailed report also needs to be prepared highlighting all the aspects important for the smooth functioning of the event.
Solution
The report provides a detailed plan for the event. The solution is structured into different sections including- an Executive Summary, Venue selection, Run sheet for the event, Floor plan, and seating configuration, Event terms and conditions, the On-site registration process, Master of Ceremonies, Guest speaker, Off stage introduction script to introduce the MC, Income and Expenditure statement.
Executive Summary
Firstly, an executive summary is provided for the assignment. Our experts ensure a comprehensive summary highlighting all the findings of the analysis in the report.
The event is an End of Year Awards Ceremony for the Victorian and New South Wales branch of the Association of Entertainment Experts (AEE). The event is organised to award prizes for the best directors, producers and performers of the year for their contributions in the locally staged feature films, plays, musicals and short movies. The event is expected to be attended by around 200 guests and is organised to celebrate and offer recognition for the association members success and achievements in the year 2021 to 2022. The event will take place on the 10th of December 2022 which is a Saturday. The venue which has been selected for the event is the Metropolis Events which is located at the Southbank, Victoria which is a posh area in Australia.
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Following this, a detailed plan which will help in efficiently managing and operating the event is proposed by our expert. You can find some parts of the complete solution below:
Venue Selection
This first section provides an elaborative justification behind the choice of venue for the event. Half of the complete justification written by our experts is provided below.
The venue which has been selected for the End of Year Awards Ceremony for the Victorian and New South Wales branch of the Association of Entertainment Experts to be held on 10th December 2022, Saturday is Metropolis Events. The venue is located at the Southgate Avenue, Southbank, Victoria. According to Van der Wagen & White (2018), suitability of a site or a venue mainly depends on two principal considerations such as suitability of the venue according to the event’s purpose and the functionality of the venue. As an event manager, site inspection helps in determining the suitability and functionality of the venue as per the planned event. In addition to this, Davidson (2018) describes the importance of selecting the venue on the basis of the event size or the number of guests expected and the amount of formality linked to the event. Accordingly, Metropolis Events which has been selected for the Awards Ceremony is a flexible and sophisticated venue suitable for intimate ceremonies, meetings, dinner parties or conferences. The venue is a premium event space known for having some of the best views in the city and can accommodate up to 1100 standing guests and 470 seated guests (Venue Now, 2022). Looking at the conveyance facility for the venue, it is ideally placed close to public transportation and St Kilda Road Trams and Flinders Street Station and the airport is only at a distance of 3 minutes away.
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Run sheet for the event
This includes a summary of what is to take place at the event along with specific timings for the same. Our experts have written this event plan in a simple manner which makes it understandable for all the staff engaged in the event.
According to (Van der Wagen & White, 2018), a run sheet, also known as a production schedule forms an indispensable part of managing an event. It is a simple plan with specific time allocated to different programs of an event.
The run sheet is a crucial tool for event managers to plan and manage an event. It begins with a simple layout of the event but becomes more detailed at the later stage with the consideration of all the technicalities and timings. From an event manager’s point of view, it is extremely important to from a correct sequence, accurate time intervals as well as careful planning of the event. Having a pre-planned and sequenced schedule helps in managing each action efficiently. Moreover, the document forms an integral source for all the stakeholders, right from the event management team to the participants by aligning the course of action (Van der Wagen & White, 2018). The run sheet prepared for this event incorporates all the major and minor activities which are to be taken care of on the day of the event which is 10th December 2022. At the day of the event, the first task will be to assemble at the chosen venue along with the team including the operations team, decorators, technicians and coordinator at around 9 AM. Post that, at 9:30 AM, the stage will be laid along with the necessary sitting arrangements for the 200 expected attendees. Decorations will also be evaluated simultaneously.
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Floor plan and seating configuration
The next section discusses the seating arrangement to avoid hassles. Our experts have created a diagram to clearly represent all the important aspects related to seating.
The floor plan including the seating configuration which has been chosen for the event ceremony is the theatre layout and capacity with a seating capacity of 470 people. Floor plans showcase all the components of an event which will make up the venue and seating configuration includes the total number of seats for the guests.
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Event terms and conditions and the On-site registration process
Our experts have referred to the module concepts regarding how these terms and conditions are fundamentally set up in events. These makes the answers written by our experts highly credible.
According to Van der Wagen & White (2018), a key component of event management is the terms and conditions applicable to the event. The terms and conditions of an event are certainstandard rules and regulations which have to be followed in an event such as terms related to event registration, price and payments, cancellations etc. (The events company, 2022). The terms and conditions which will be applicable in this event are as follows:
- Registration for the event will only be done on-site.
- Items such as sharp objects, weapons, aerosols, liquids, pets and eatables are prohibited.
- Tickets are non-exchangeable.
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Master of Ceremonies
The next section highlights the rationale behind the choice of the Master of Ceremonies for the event. As per the assignment, our experts have chosen the Master of Ceremonies based on the qualities of charisma, respect, knowledge, good speaker, etc.
The role of a host or master of ceremonies (MC) is considered very important for setting the right tone and maintaining positive energy throughout the event. A MC must be able to hold on the attention of the guests and make the event memorable for everyone. Hence, they should be respectable, likeable and someone who is charismatic (Eventbrite, 2016). The MC chosen for this event is Susie Yousef. Susie is a Television actor, comedian, improviser and host who has performed on stage shows in Australia and globally. She has been a regular co-host and performer at the Giant Dwarf Theatre and at the Sydney Comedy Store. In the year 2018, she debuted at the Sydney Theatre Company which happened in the Sydney Opera House.
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Guest speaker
This section elaborates on the choice of the guest speaker. The guest speaker chosen by our experts is inspiring, and someone who brings value to the table. You can read half of the justification below:
Along with the MC, speakers are invited to events in order to add more value to the ceremony. A guest speaker can be anyone including an individual who has either won awards previously or is closely associated with the industry. The value added by the guest speaker offers a reason for the guests to remain engaged in the event (University of London Venues, 2014). The guest speaker who will be invited for this event is Robert John Edwards. He is a renowned award-winning Australian television producer and writer. Some of the series produced by him which have received nominations and even received awards are Australian Gangster, Romper Stomper, Puberty Blues among others. Not just this, John Edwards was also granted with an honorary Master’s degree by the Australian Film Television and Radio School in the year 2011. He also addressed and gave a speech at the Annual SPAA conference while he was appointed as a member in the Order of Australia in 2017 January.
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Off stage introduction script to introduce the MC
To commence the Ceremonies, it is important to have a well-written off-stage script to announce the Master of Ceremonies. We have only provided half of this engaging, concise, and clear off-stage script written by our experts here.
Kindly welcome to the stage, the very talented and exceptionally gorgeous Susie Youssef who is our MC for the night. She is an actor, writer and a comedian who has written, produced and performed in various stage shows and television programs in Australia and all over the world. She is a core member of the show Whose Line Is It Anyway?
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Income and Expenditure statement
In this last section, a rundown of all the important income and expenditure sources is identified and presented.
As per Bladen et al. (2017), financing an event is extremely important part of the event management. Being an event manager, the priority must be able to plan the event in a way which helps the organisers reach their objectives. For this, an event manager needs to adopt the principles of account management such as budgeting and forecasting the cash-flow.
The above table indicates the source of income for the event which are through merchandising and sponsorship packages. The main sponsors of the program will be entertainment partners like Radio Today, Pepsi, Nestle, Mediaweek, The Music Network and TV Tonight.
At the same time, this table highlights the expenditure which will be involved in the event. The expenditures will include the cost of the venue including staging and lighting which will cost $4,500. The cost of conveyance provided for the guests will be around $1,000 whereas the merchandising funds will be $2,000.
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