Bidding for Event Management

instruction for causa ManagementBackground/Context westbound Australian footb al sensation game League (WAFL) was first established in 1885 and is based in Perth, western sandwich Australia. WAFL is partnered with the seven network and sponsored by McDonalds. WAFL currently has nine team ups competing in a 24 rounds season which commences in March and concludes in September for each one year. The 2017 grand final leave be played on the twenty-third September at the Domain in Perth. The nonoriety singer proposed to accomplish four of her most popular songs at the 2017 grand final is the RB and pop singer Jessica Mauboy. Jessica Mauboy impart withal attending the pre- import activities including meet and pick out and promotional impressions. Jessica Mauboy is one of Australias most successful female artists that rose to fame later on competing on the television program Australian Idol. Attendance at WAFL has dropped in recent times however the largest crowd was during the 2010 grand final with 24,638 spectators. Jessica Mauboy popularity pull up stakes be utilised to not exclusively promote the WAFL but to gain attending of spectators with a maximum capacity of 43,500. The effect will be televised on the seven network and broadcast by dint ofout western Australia on several radio stations.Executive SummaryThe following narration indicates on how the compositors case WAFL- Western Australian football League, will deliver the celebrity performance. The proceeds of music concert will take patch in the WAFL stadium only, before and along with the matches. Taking place in Perth on 23rd of September 2017, the WAFL will have a huge measurement of spectators. The celebrity will be invited to add an duplication buck of bid along with the increase in the number of spectators.The track draws the attention towards the learning on who that celebrity is breathing out to be, and all the link up tasks those would be include in hiring the celebrity. Along with this, the report includes the instruction on what is it issue to price to hire the celebrity and conduct the whole event, while taking the safe and quality into considerations. The main problems and their solution will also be discussed in the following report, moreover the kick upstairs considerations to the risks involved and their ultimate solutions are also included in the report. Along with this information, the report also reflects the detailed information on other minor and sub- syllabuss those are going to be dependent upon this pouch. The report evaluates every possible aspect related to the event and the event related somebodys or stakeholders.ObjectivesThe objective of the realize is to win the bid for the logistics, event management and coordination for the event at the 2017 WAFL rarified Final. Once achieved, the objective is to prepare a smooth- lockning successful event with Jessica Mauboy performing at the WAFL Grand Final. some other objectiv e is to increase the maximum number of attendance which is within reckons and satisfies all stakeholders needs and expectations.Target OutcomesThe target is to sell at least 85% of capacity which is 36,975 tickets sales. This dismiss be mensural on the impart attendance rate.The target is to meet budgets and success can be measured on the actual expenditure vs. budgeted costs.The goal is to achieve at least one C% satisfaction rate in regards to the entertainment. This goal can be measured through customer surveys and data can be captured from any complaints.How will the success of the childbed be measured?Customer Satisfaction within the budgetDeliver on timeOutput(s)Successful and profitable eventExcellent time management projectning and executing event in such(prenominal) a way that guest enjoy being at the eventProper management of manpower(to be investigated further)Governance who is going to be responsible if the event fail?The WAFC attempted a set down audit of its adm inistration techniques to guarantee that best practice frameworks and procedures were consolidated in basic leadership. directioners roles and dutiesBoard execution and performanceCommittees Terms of Reference representation of Powers and Authority ApprovalsHR/football/Finance Policiesfootball related contracts and rules cross-fileIntegrity issues and proceduresReview of the WAFC ConstitutionKey competition has additionally been surveyed and correct includingWAFL Rules RegulationsWAFL Funding AgreementUpdating integrity requirements into WAFL and other competitionsReporting RequirementsTo be investigatedResourcesTheWestern Australian Football league will be administrated by the not-for-profit connector Western Australian Football deputation. The event output signal company lx will oversee the artists performance in the WAFL Final.Until 2015 the insurance company AAMI was one of the main sponsors of the WAFL and nowa days McDonalds is the current sponsor of the Western Australia n Football league.Supporting the WAFL, McDonalds will sponsor the artists performance.Artists Performance SponsorsLUX event production company will overseeDesign of the event, which includes marketing.Filming and editing period designer.Technical production materials3 big led screens in the scenario (Left side, repair side and behind the artist).Equipment for media server.Operational and obligeling lighting system. buy the farm production.Sound equipment.Microphones.Stage.Backstage (Marquee tent, tables, chairs, sanitary and electrical facilities)BudgetBudget To be investigatedStakeholders colloquy strategyObjective is to have a transparent and open communicating with stakeholders end-to-end the project life cycle.Communication PlanSix months precedent to the event, the event management team will communicate the pattern, objective and treat the event management plan with key stakeholders. Direct feedback will be gather from key stakeholders through emails, phone calls and fa ce to face meetings. If required, the project plan will be adjusted or amended to curb that major(ip)ity of stakeholders are satisfied and the changes will be communicated.Three months antecedent to the event the promotional activities will be established and commence through liaising with the marketing sponsors and advertising will be through radio announcements and competitions, and advertisements on social media such as Facebook and Instagram.One month prior to the event, the project team will communicate with key stakeholders on any further changes and how well the marketing campaign is progressing.One week prior to the event, the project team will communicate with the stakeholders the expected attendance numbers and report on the success of the promotional activities.One week later on the event, the project team will generate the sponsors with a report on the event and communicate to all stakeholders the overall success of the event.StakeholdersProject Management teamJessic a MauboySony Music AustraliaDomain Venue ManagersSpectatorsVolunteersBackstage StaffFootball Players war paint Artist/Hair DresserSound Engineer security departmentSponsorsMedia sevener NetworkKIX Country digital107.3 HFM91.3 SportsFM720 ABC PerthABC Grandstand digitalFox FMKix DigitalHFMAssumptions and Constraints2010 WAFL Grand Final was the largest crowd. The final was in the midst of Swan Districts and Claremont at Domain Stadium.Celebrity PerformanceJessica Mauboy 50K-80KFlightsSydney -Melbourne $439Melbourne-Sydney $439Qantas airline ductile flightsAccommodationLength of stay 6 days (19th September 2017- twenty-fourth September 2017)Rendezvous Hotel Melbourne $760 (5 nights)FoodBudget approx.$1500 (6 days)SecurityMA Security GroupBudget To be investigated.Celebrity BackgroundSecond place in Australian IdolI Am World pilgrimage Beyonce and Chris Brown F.A.M.E tour participation.Ricky Martin mentor in The Voice programme embassador for the IndigenousBoxing clash event interpr eted the Australian anthemArtists performance songsPop a bottle (Fill me up) (Beginning)BurnInescapable (Youngboyz Mix) rivulet back ft Flo Rida (Final)WAFL FINAL ATTENDANCEYearAttendance200922,738201024,638 (largest attendance)201115,459201218,612201320,0082010 WAFL Grand Final was the largest crowd. The final was between Swan Districts and Claremont at Domain Stadium.The total capacity of Domain Stadium is 43500 spectators.The final will be with some(prenominal) or either Swan Districts or ClaremontIt is expected to overweight the largest attendance in 2010.Jessica Mauboy performance in the grand final will be done to achieve 35,000 spectators.McDonalds and Coca-Cola tickets available in different stores will inducing WAFL grand final sales.Taking approach of the singer boom will be possible achieve attendance goal.ConstraintsBudget constraints.Experience and knowledge. overlook of information about past WAFL gran finals.Time for event creation.major(ip) Risks Minimisation Str ategiesRisk RegisterRiskConsequencesLikelihoodTreatments Options/Mitigation PlanPerson responsible for implementationOverwhelmed crowdPersonal blot superiorPermanent volunteers and staff looking after the spectatorsWestern Australian Football CommissionDisturbance inside and outside the stadiumPersonal InjuryLowPre-event, during and post-event police controlWestern Australian Football CommissionCelebrity unable to performFinancial loss and public consecrate loss strong pointPlayback ascribable to sickness, performance of another artist due to cancellation.Event boardSound failure legal injury to record of crinkle community in charge of the soundMediumSound engine driver after and during the event, sound check 2 days after the event, extra sound equipment.Event board electrical failureHarm to reputation of business community in charge of the electricityMediumElectrical engineer after and during the event, Lights and electricity check 2 days after the event, extra electrical equ ipment.Event boardCommunication failureHarm to reputation of business community in charge of the communicationsMediumCommunication staff after and during the event, communication procedures and equipment check 2 days after the event, extra electrical equipment.Event boardExtreme tolerate events.Personal injury and financial lossLowForecast atmospheric condition examination prior event.Event board, Western Australian Football CommissionExplosionPersonal injury and financial lossLow proficient staff able to manage incidents before, during and after the event.Complete evacuation plan approved by the corresponding authoritiesWestern Australian Football CommissionRisk ManagementEvent descriptionWAFL Final attend 23rd September 2017Time 2.30pmVenue Domain Stadium, PerthLocation Perth, Western AustraliaRunning scheduleColts game kicks 8.40amReserves 11.20amPerformance time 2.00 pmFinal league 2.30pmIssues ManagementIssues related to the event are to be identified and manage before and at the time of the event. Some of the major issues that should be managed are as followsIssues related to sponsorsConflicts between staff teamCrowd control and securityBarriers and concert crowd control health and safety issuesMedical and first aidRestriction on baccy and smoking during the eventEmergency managementManagement of alcohol dose related issuesRelated ProjectsThe following section includes the sub projects those are related to this event in any way.The colts and reserve matchesThe grand prix finalsGuidelines/StandardsThe main purpose of guidelines is to identify basic standards and measures for organizing an event to satisfy authorities such as government, police department, emergency service organizations and the stakeholders. Guidelines and standards is necessary to satisfy authorities and provide a consistent state-wide approach to event.Quality ControlThis section of the report will be one of the most important aspect. As this is the only section from where this can b e recognized that how efficient the system is going to be designed. The review on how the things are going on so far, would be collected from different sources at different times throughout the whole project. This will allow the managers and event organizers on where they are meliorate and where they need to put on more efforts. Basically the quality control is the inspection, testing and checking of the product that we are working on, where the prime moto is to check if something is not okay and then to fix the problems.(Jane Bennett)A few of the sources of these reviews can be The spectatorsThe event organizersThe volunteersThe celebrity himselfThe inspection teamsThe mediaOnline reviews (Facebook and other social medias)Capturing the lessons LearntDid we meet the budget?Have we stick to our schedule?Have we had enough time?Actions and decisions taking during the monitoring and controlling stageIs money sufficientDid event run smoothly?Enough MarketingDo we have the right team?Ma nage Human Resources through KPIs (key performance Indicator)Project Activities and MilestonesProject activities and milestones can be divided into 5 phasesPhase 1-Pre event approval and maskingThis phase includes all the activities in planning process that enables an event to be held in a safe and proper manner.Approval from the celebrity , sponsors and applicable stakeholders with signed contractDeveloping a budgetThe budget should be specific, and include revenue opportunity (sponsorship, ticket sales, donations etc.) as well expenses such as printings, permits, insurance, speakers, food supplies and security. Along with this we also need to plan for the upset(prenominal) budget to be on the safer side.Marketing campaignPre-ticket salesprocural of necessary equipmentPhase 2- Load InThis phase includes all the pre event physical activities, delivery and construction of infrastructures and equipment necessary for the event.Setting up a stage, sound systems, lighting systems etc. Arrival of the celebrityPhase 3- EventThis phase includes all the aspects from when the crowd starts queuing outside for entry until the last person leaves.Phase 4- Load OutThis comprises the breakdown of facilities, clean-up , pack up and deflexion of the celebrity.Phase 5- Post event reportingAn event reporting should be carried out with all the relevant stakeholders. Following the event debrief at that place should be an evaluation of the event to determine its overall success in terms of minimizing risks and avoiding harm, accidents and disturbances.