Bidding for Event Management

Bidding for guinea pig Managementsetting/ContextWestern Australian football game League (WAFL) was prime(prenominal) established in 1885 and is based in Perth, Western Australia. WAFL is partnered with the seven network and sponsored by McDonalds. WAFL currently has nine teams competing in a 24 rounds season which commences in March and concludes in September each year. The 2017 grannyd final go out be played on the twenty-third September at the Domain in Perth. The celebrity singer proposed to perform four of her most popular songs at the 2017 grand final is the RB and pop singer Jessica Mauboy. Jessica Mauboy volition also promote the pre- type activities including meet and greet and promotional incidents. Jessica Mauboy is one of Australias most advantageful female artists that rose to fame after 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 specta tors. Jessica Mauboy popularity willing be utilised to not only promote the WAFL but to growth attendance of spectators with a maximum bomberject matter of 43,500. The event will be televised on the seven network and broadcast by dint ofout western Australia on several(prenominal) radio stations.Executive SummaryThe following story indicates on how the event WAFL- Western Australian Football League, will deliver the celebrity execution. The event of medication concert will take place 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 amount of spectators. The celebrity will be invited to add an extra buck of fun along with the increase in the enumerate of spectators.The storey draws the attention towards the teaching on who that celebrity is going to be, and all the related to tasks those would be implicated in hiring the celebrity. Along with this, the report includes the information on what is it going to cost to hire the celebrity and conduct the whole event, while taking the safety and quality into considerations. The main problems and their solution will also be discussed in the following report, moreover the further considerations to the risks involved and their ultimate solutions argon also included in the report. Along with this information, the report also reflects the detailed information on other minor and sub-projects those are going to be dependent upon this project. The report evaluates every possible aspect related to the event and the event related persons or stakeholders.ObjectivesThe objective of the project is to win the bid for the logistics, event steering and coordination for the event at the 2017 WAFL Grand Final. Once achieved, the objective is to organise a smooth-running successful event with Jessica Mauboy performing at the WAFL Grand Final. Another objective is to increase the maximum number of attendance which is within budgets and satisfies all stakeholders needs and expectations.Target OutcomesThe purpose is to sell at least 85% of capacity which is 36,975 tickets sales. This place be measured on the total attendance rate.The target is to meet budgets and success sight be measured on the actual expenditure vs. budgeted costs.The goal is to achieve at least 100% satisfaction rate in regards to the entertainment. This goal can be measured by dint of customer surveys and data can be captured from all complaints.How will the success of the project be measured?Customer rejoicingWithin the budgetDeliver on timeOutput(s)Successful and profitable eventExcellent time managementPlanning and executing event in such 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 complete audit of its administration techniques to guarantee that best practice frameworks and procedures were consolidated in basic leadership.Commissioners roles and duties carte execution and performanceCommittees Terms of ReferenceDelegation of Powers and Authority ApprovalsHR/Football/Finance PoliciesFootball related contracts and rules registerIntegrity issues and proceduresReview of the WAFC recordKey competition has additionally been surveyed and corrected includingWAFL Rules RegulationsWAFL Funding AgreementUpdating integrity requirements into WAFL and other competitionsReporting RequirementsTo be investigatedResourcesTheWestern Australian Football fusion will be administrated by the not-for-profit association Western Australian Football Commission. The event production company LUX will oversee the artists performance in the WAFL Final.Until 2015 the policy company AAMI was one of the main sponsors of the WAFL and nowadays McDonalds is the current sponsor of the Western Australian Football league.Supporting the WAFL, McDonalds will sponsor the artists performance.Artists Performance Sponsor sLUX event production company will overseeDesign of the event, which includes marketing.Filming and editingStage designer.Technical production materials3 big led screens in the scenario (Left side, slump side and behind the artist).Equipment for media server.Operational and controlling lighting system.Sound production.Sound equipment.Microphones.Stage.Backstage (Marquee tent, tables, chairs, sanitary and electrical facilities)BudgetBudget To be investigatedStakeholders Communication dodgeObjective is to have a transparent and open communication with stakeholders throughout the project life cycle.Communication PlanSix months prior to the event, the event management team will fade the purpose, objective and share the event management architectural plan with key stakeholders. Direct feedback will be gather from key stakeholders through emails, phone calls and face to face meetings. If required, the project plan will be adjusted or amended to ensure that majority of stakeholders are satisfied and the changes will be communicated.Three months prior 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 after the event, the project team will provide the sponsors with a report on the event and communicate to all stakeholders the overall success of the event.Stakeholders range Management TeamJessica MauboySony Music AustraliaDomain Venue ManagersSpectatorsVolunteersBackstage StaffFootball PlayersMakeup Artist/ haircloth DresserSound EngineerSecuritySponsorsMediaSeven 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 between Swan Districts and Claremont at Domain Stadium.Celebrity PerformanceJessica Mauboy 50K-80KFlightsSydney -Melbourne $439Melbourne-Sydney $439Qantas airline Flexible flightsAccommodationLength of stay 6 days (19th September 2017- 24th 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 Tour Beyonce and Chris Brown F.A.M.E tour participation.Ricky Martin mentor in The Voice broadcastAmbassador for the IndigenousBoxing clash event interpreted the Australian AnthemArtists performance songsPop a bottle (Fill me up) (Beginning)BurnInescapable (Youngboyz Mix) course back ft Flo Rida (Final)WAFL FINAL ATTENDANCEYearA ttendance200922,738201024,638 (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 both 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 incentive WAFL grand final sales.Taking approach of the singer boom will be possible achieve attendance goal.ConstraintsBudget constraints.Experience and knowledge.Lack of information about past WAFL gran finals.Time for event creation.Major Risks Minimisation StrategiesRisk RegisterRiskConsequencesLikelihoodTreatments Options/Mitigation PlanPerson responsible for implementationOverwhelmed crowd personalized InjuryHighPermanent volunteers and staff looking afte r the spectatorsWestern Australian Football CommissionDisturbance inside and immaterial the stadium own(prenominal) InjuryLowPre-event, during and post-event police controlWestern Australian Football CommissionCelebrity unable to performFinancial loss and public consider lossMediumPlayback due to sickness, performance of another artist due to cancellation.Event boardSound failureHarm to reputation of business partnership in charge of the soundMediumSound engineer after and during the event, sound check 2 days after the event, extra sound equipment.Event boardElectrical 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 equipment.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 da ys after the event, extra electrical equipment.Event boardExtreme weather events.Personal injury and financial lossLowForecast weather examination prior event.Event board, Western Australian Football CommissionExplosionPersonal injury and financial lossLowTrained staff able to manage incidents before, during and after the event.Complete evacuation plan approved by the corresponding authoritiesWestern Australian Football CommissionRisk ManagementEvent descriptionWAFL FinalDate 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 controlHealth and safety issuesMedical and fi rst aidRestriction on tobacco and smoking during the eventEmergency managementManagement of alcoholDrug 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 be 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 a nd event organizers on where they are perfect 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 capableDid event run smoothly?Enough MarketingDo we have the right team?Manage 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 applicationThis phase includes all the activities in plan ning process that enables an event to be held in a safe and proper manner.Approval from the celebrity , sponsors and relevant 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 unexpected budget to be on the safer side.Marketing campaignPre-ticket salesProcurement of necessary equipmentPhase 2- Load InThis phase includes all the pre event physical activities, delivery and turn 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 departure of the celebrity.Phase 5- Post event reportingAn event reporting should be carried out with all the relevant stakeholders. Following the event debrief there should be an evaluation of the event to determine its overall success in terms of minimizing risks and avoiding harm, accidents and disturbances.