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Event Overview

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by

Jess Martin

on 29 April 2014

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Transcript of Event Overview

Event Overview

Venue Management
Production
recruiting
Finance
marketing

THANKYOU FOR LISTENING AND WE HOPE TO SEE YOU iN WONDERLAND!
5 W's of Step Into Wonderland
Objectives
strategies, vision, brief description and Charity overview
Recruiting volunteers
By choosing fellow university students they may have a relationship with potential attendees of the event. Therefore friends of the performers will want to come to the event to support them.
For our event we chose to ask musical theatre students. The reason for choosing internal voulunteers opposed to external was because the event team know them, we can trust their commitment.
Recruiting volunteers
Bowdin, 2011 said that the choice of venue is crucial when considering your event
Things to consider when choosing your venue include
Location
Matching the venue to the theme
Availability
What the venue can provide
Power
Emergency plans and exit strategies

objectives
Ensure expenditure does not outweigh capital
revenue strategy
Raise in excess of £500 for Sussex snowdrop trust
raffle tickets
bucket collections
ticket sales
Expenditure management
games
marketing
photo-booth
decor
Venue Assessment
decor
By using parts of the chcklist provde by Bowdin 2011, and using the Twilight Ball as a guide, I was able to create the venue assessment which included:
Signing
Car parking
Outside lighting
Steps
Electrical access points
Fire alarms
Toilets
Restricted Areas
Cost
Bar
Furniture
'value in kind' sponsorship
Room 1
room 2
room 3 (uPSTAIRS)
profit & loss
expenditure
fixed budget
cash flow
break-even
Venue management
Layout management
Crowd Management
Feast crowd (Tarlow, 2002)
Expressive crowd (Silvers, 2008)
Only campus security can intervene during physical altercations.
Ingress a combination of a trickle and a dump (Silvers, 2008)
Egress also a combination
Guests may leave early to attend nightclub Vision.
Problems with guests:
High levels of alcohol intoxication
Aggressive/violent behaviour
Guests attempting to disrupt the event
revenue management
Sell 150 Tickets
Sell 100 Raffle tickets
Donations in excess
PROFIT: £600
Sell 34 Priority Tickets
Sell 27 Tickets at Average Price
working budget
process
first 50: £3
Remaining 100: £4
1 Strip: £1.50
communication plan
party ideas uk
party packs
Chichester festival theatre
chacroft nurseries & Chichester garden centre
targeting
official request
tea party room
Different categories
of risk
Alcohol
Electricity
Slips and trips
Damages
Theft
Games
Performers

ALCOHOL!
Methods of promotion
A.I.D.A MODEL
'TASTER' POSTERS
SECOND POSTER
SOCIAL NETWORKING SITES
CHARACTERS
BRAND POSTER
WORD OF MOUTH
LOGO
'BOGNOR OBSERVER'
OBJECTIVES
• Ensure 60% of tickets are sold by Thursday 23rd April
• Ensure marketing expenditure does not exceed budget
• Promote charity and awareness through marketing strategies
• Receive a minimum of 20 raffle prizes

Attention
Interest
Desire
Action
social networking sites benefits
FACEBOOK GROUP
FACEBOOK LIKE PAGE
Widely reaches target audience
Quick set up
Free
Students use Facebook regularly
Easy to see engagement from students
TWITTER ACCOUNT
Newer SNS
Short and sweet statuses
Retweets gain a wider audience
Quick
Simple
Free
Accessible
Easy to target widely
Ticket sales
PRIORITY TICKETS - 50
SECONDARY TICKETS - 100
CONTINGUENCY PLAN
BACK UP PLAN
TICKET DESIGN

Shone and perry (2004) reccomend that to recruit high standards a recruitment plan must be in place. Our plan was to:

1. Composing a list of roles required
2.Approaching students of the musical theatre course
3. Create a presentation about our event for potential performers
4. Write up a contract
Ward (2013) "88% of UK Students only go to Freshers Fair for freebies"
Raffle
Performances
- Pin the grin on the Cheshire Cat

- Ring the Flamingo

- Which teapot the doormouse is sleeping in

- Teabag Toss

- Croquet

Cheap drinks - heavy intoxication
Underage attendees
Drugs - date rape
Spills, slips and trips
Dehydration
Fighting and violence

Other Risks
Game risk: Blindfolds, misuse of equipment, overcrowding
Electrical issues: overloading, fire, exposed wires
tripping: stairs, ladders, wires
Performers: fainting, staging, dehydration

Master of Ceremony
Casper Beade
Gaining Audience Engagement through:
- Welcome Guest
- Updates
- Promote Raffle Ticket Sales, Charity and Drink Promotions.
- Help maintain atmosphere
Games
1. Raise in excess of £500 for the Chichester based charity: Sussex Snowdrop Trust.

2. Raise awareness within the bounds of the University of Chichester of the charity Sussex Snowdrop Trust

3. Meet our capacity of 170 students on the night.

Strategy to achieve objectives:

1. Sell tickets in advance in order to know exactly how many people we have attending our event and aid the financial planning.

2. Create a themed entrance room to the colours of the charity, ensuring that we have plenty of recognition of the charity, through banners and posters. Have a speech from a representative charity member.

Charity
Leanne Asling
- Nurse for seriously ill children
- 10 Years
Created a layout/floorplan to visualise whats happening in which area
Benefits are:
Considering minor aspects aids venue knowledge
Convenience for load in load out
Props and entertainment placed in accordance to the floor plan
Crowd Management
Capacity of 360
150 tickets
Keep count on how many guests are in the venue by looking at how many tickets sold and also a clicker.
Volunteers to be used to:
Encourage guests to play games
Encouraging guests to donate change to the Sussex Snowdrop Trust
W
WHAT
WHY
WHO
Where
WHEN
Main Strategies
Full transcript