LP5 Learner Guide 2024 PDF

LP5: COORDINATE AND EVALUATE AN EVENT The Aleit Academy | +27 71 426 0064 | [email protected] | aleitacademy.co.za | Lourensford Wine Estate, Lourensford road, Somerset West, 7130 Table of Contents PROGRAMME OVERVIEW........................................................................................................... 4 Programme entry level requirements....................................................................... 4 Programme Outcomes.............................................................................................. 4 Assessment................................................................................................................... 6 Learner Support........................................................................................................... 7 MODULE 1 CO-ORDINATE EVENT ACTIVITIES......................................................................... 8 CO-ORDINATE EVENT ACTIVITIES.................................................................................................. 9 5 phases of event management and co-ordination............................................. 9 Deal with elements of event co-ordination........................................................... 33 1.1 Execute an event planning schedule (logistics and operational plan)......... 119 1.1.1 Implement timelines and production schedules........................................ 119 1.1.2 Sequence event activities............................................................................ 125 1.1.3 Comply with legal requirements.................................................................. 135 1.2 Co-ordinate the registration, admission and seating procedures.................. 139 1.2.1 Deal with audiences / spectators................................................................ 148 1.2.2 Deal with crowd control................................................................................ 153 MODULE 2 OVERSEE EVENT RESOURCES............................................................................ 160 OVERSEE EVENT RESOURCES................................................................................................... 161 Sample of Event Coordinator’s Job Description:.................................................... 163 2.1 Oversee role-players............................................................................................. 163 Observation techniques......................................................................................... 164 2.2 Manage staff and building an effective team................................................. 168 2.2.1 People management techniques............................................................... 169 2.2.2 Varied techniques of operating teams and the role of the individual... 170 2.2.3 Communication methods and appropriate mediums............................. 171 2.3 Oversee staff performance................................................................................. 172 2.3.1 Plan staff performance................................................................................. 173 2.3.2 Monitor staff performance............................................................................ 174 2.3.3 Rate staff performance................................................................................. 180 2.3.4 Reward staff performance........................................................................... 180 2.3.5 Develop staff performance (future practice and learning)..................... 180 2.4 Reflect on, measure and evaluate own performance.................................... 183 2.4.1 Improve future practice and learning (own performance)..................... 183 2.5 Control an event budget..................................................................................... 184 2.5.1 Apply sound financial principles.................................................................. 185 2.6 Oversee funding.................................................................................................... 194 Approaching Sponsors........................................................................................... 196 2.7 Oversee service providers.................................................................................... 198 MODULE 3 EVALUATE AN EVENT......................................................................................... 200 EVALUATE AN EVENT.............................................................................................................. 201 Pros and cons of timing of evaluations................................................................ 202 Importance of continuous monitoring (pre-, mid- and post-event)................. 203 Methods for monitoring.......................................................................................... 203 Methods of evaluation........................................................................................... 204 3.1 Conduct mid-event evaluations......................................................................... 207 3.1.1 Use monitoring and evaluation procedures to conduct mid-event evaluations.............................................................................................................. 207 Monitoring and evaluation techniques................................................................ 208 3.2 Conduct effective evaluations to measure successful operations................ 213 3.2.1 Evaluate the success of the event against set objectives........................ 213 3.2.3 Evaluate post event reviews......................................................................... 215 2 3.2.4 Emphasise the highlights of the client satisfaction levels and post event reviews...................................................................................................................... 218 3.3 Evaluate the effectiveness of systems and processes supporting the event 219 3.3.1 Evaluate the effectiveness of administration systems and processes..... 220 3.3.2 Evaluate the effectiveness of communication systems and processes.. 220 3.3.3 Evaluate the effectiveness of support services systems and processes.. 222 3.3.4 Evaluate the effectiveness of documentation systems and processes.. 222 3.3.5 Evaluate the effectiveness of the event management process............. 222 3.4 Take action............................................................................................................ 223 3.5 Ensure quality and high standard performance............................................... 225 3.5.1 Judge Quality................................................................................................. 226 MODULE 4 COMPILE AND COMMUNICATE AN EVALUATION REPORT............................ 230 COMPILE AND COMMUNICATE AN EVALUATION REPORT............................................................ 231 Methods of feedback and communication on evaluation.............................. 231 User friendly methods of report writing................................................................. 232 4.1 Compile a report to record proceedings and evaluations............................. 234 4.2 Make necessary recommendations to achieve sustainable events.............. 234 4.3 Communicate the report to all appropriate role players................................ 235 SUMMATIVE ASSESSMENT........................................................................................................ 236 REFERENCES AND FURTHER READING....................................................................................... 237 3 Programme Overview Programme Overview Welcome to this learning programme that will lead you to greater understanding of: co-ordinating an event evaluating an event to ensure sustainable events As you work your way through the learning programme you will gain competence against the following Unit Standard(s): Programme LP 5: Co-ordinate and Evaluate an Event SAQA ID 13482: Co-ordinate an event; NQF Level 5, 12 Credits Unit Standards SAQA ID 13483: Evaluate an event to ensure sustainable events; NQF Level 5, 3 Credits This learning programme is intended for all persons who need to: Co-ordinate an event. The learner achieving this unit standard in combination with context expertise standard(s) will be able to co-ordinate an event, which meets the expectations of the client. They will demonstrate an understanding of all the elements of the event and the inter-relatedness of the elements, events, context and external factors, which might influence the event and the impact there-of. They will demonstrate an ability to supply appropriate alternatives to problems, constraints and risks. They will monitor and improve the event based on critical reviews of evaluation. Learners competent in event co-ordination will deliver a professional, feasible and creative event. In addition they will be well positioned to extend their learning and practice into other areas of hospitality or tourism industry, or to strive towards professional standards and practices at higher levels Evaluate an event to ensure sustainable events. The learner achieving this unit standard in combination with context expertise standard(s) will be able to evaluate the success of an event against the stated objectives. The learner will be able to monitor progress to achieve high standards and quality expected by the industry to ensure a sustainable event. The learner will be able to make recommendations to improve future practice and learning. In addition they will be well positioned to extend their learning and practice into other areas of hospitality or tourism industry, or to strive towards professional standards and practices at higher levels Programme entry level requirements It is assumed that people learning towards this Unit Standard are already competent in: communication and workplace numeracy either at NQF 5, or is currently obtaining these standards or concurrently complete the unit standard "Understand the inter-relatedness of Event Elements” Programme Outcomes This learning programme is outcomes-based which means we take the responsibility of learning away from the facilitator and place it in your hands. Learning will begin in the workshop where you will identify the skills and knowledge you require in order to meet the specific outcomes and assessment criteria contained in the unit standards. 4 Programme Overview In this learning programme, we will be covering the following learning outcomes: Module 1: Module 2: Co-ordinate event activities Oversee event resources Execute an event planning schedule as Oversee role-players well as a logistics and operational plan Oversee staff performance Co-ordinate the registration, admission Reflect on, measure and evaluate staff and seating procedures performance in order to improve future practice and learning Reflect on, measure and evaluate own performance in order to improve future practice and learning Control an event budget Oversee funding Oversee service providers Module 3: Module 4: Evaluate an event Compile and communicate an evaluation report Conduct mid-event evaluations Compile a report to record proceedings Use monitoring and evaluation and evaluations procedures to conduct mid-event Make necessary recommendations to evaluations achieve sustainable events Ensure quality and high standard Communicate the report to all performance appropriate role players Evaluate the success of the event against set objectives Evaluate client satisfaction levels Evaluate post event reviews Emphasise the highlights of the client satisfaction levels and post event reviews Evaluate the effectiveness of administration systems and processes supporting the event Evaluate the effectiveness of communication systems and processes supporting the event Evaluate the effectiveness of support services supporting the event Evaluate the effectiveness of documentation systems and processes supporting the event Evaluate the effectiveness of the event management process supporting the event During the workshop you will complete a number of class activities that will form part of your formative assessment. In this you have the opportunity to practice and explore your new skills in a safe environment. You should take the opportunity to gather as much information as you can to use during your workplace learning and self-study. 5 Programme Overview The workshop will be followed by summative assessment tasks to be completed through self-study in your workplace. In some cases you may be required to do research and complete the tasks in your own time. Assessment It is important to note that the onus is on you, as the learner, to prove your competence. You therefore need to plan your time and ensure that your Portfolio of Evidence is kept up to date and handed in timeously. A Portfolio of Evidence is a collection of documents of work you have produced to prove your competence. You will compile your portfolio from activities, tools and checklists associated with the unit standard and relevant to the unit standard being assessed. You will be given the following documents to assist you in creating a portfolio of evidence: Learner Guide: The Learner Guide is designed to serve as a guide for the duration of your learning programme and as the main source document for transfer of learning. It contains information (knowledge and skills required) and application aids that will assist you in developing the knowledge and skills stipulated in the specific outcomes and assessment criteria. The learner guide also indicates the formative assessment class activities that you need to complete towards your Portfolio of Evidence. Learner Workbook: The learner Workbook contains all the class activities that you will be completing to show formative learning. These will be assessed as part of your portfolio of evidence as formative assessment. You will be handing in the Learner Workbook as part of your Portfolio of Evidence. Learner Portfolio of Evidence Guide: The Learner Portfolio of Evidence Guide provides details about the assessment, such as the assessment preparation, plan and specific summative assessment activities that you need to complete in the workplace. Both formative and summative assessment is used as part of this outcomes-based learning programme: Formative Assessment: In order to gain credits for this Unit Standard you will need to prove to an assessor that you are competent. The Class Tasks throughout your Learner Workbook are designed not only to help you learn new skills, but also to prove that you have mastered competence. You will be required to develop a Portfolio of Evidence to hand in to an assessor so that you can be assessed against the outcomes of this Unit Standard. Where you encounter a Class Tasks icon, you must complete the formative assessment activity in the Learner Workbook. Comprehensive guidelines for the development of your Portfolio of Evidence may be found in the Learner Portfolio of Evidence Guide for the particular learning programme that you are working with. Summative Assessment: The NQF’s objective is to create independent and self-sufficient learners. This means that you will also be required to do independent research and assignments, such as Tests, Practical Activity (completed in the workplace). The assessment process is discussed in detail in the Learner Portfolio of Evidence Guide. When you are ready, you will advise your mentor that you are ready for assessment. He or she will then sign off the required sections in the Learner Portfolio of Evidence Guide and you will be able to submit your Portfolio of Evidence for assessment. The summative assessment activities placed in the Learner Portfolio of Evidence Guide for your convenience. If 6 Programme Overview any of your assessment is conducted using observation, role plays or verbal assessment, place a signed copy of the checklists, once completed by your mentor or line manager in your Learner Portfolio of Evidence Guide, as indicated. The Training Provider will assess your portfolio. If successful, you will receive the credit value of this learning programme. The entire assessment process is explained in the Learner Portfolio of Evidence Guide and you are urged to read this guide as soon as possible as it explains the assessment process in detail and clarifies your rights and responsibilities to ensure that the assessment is fair, valid and reliable. If you are not successful, you will receive all the guidance needed to resubmit your Portfolio of Evidence within a specific time period, as per the Training Provider requirements. Learning map (delivery structure) Assessment áFormative Assessmentâ 30% áSummative Assessmentâ70% Contact Learning Theory input Prescribed Summative Learning and Formative assessment reading, assessment in PoE: Learning activities application at (workbook tasks): support, tests, practical the workplace, for 150 hours of group activities, coaching workplace activity, simulations notional learning 42 hours 3 hours 89 hours 16 hours ä ä ä ä áCompilation of Portfolio of Evidenceâ Complementary workplace practices Coaching and Mentoring; Performance Management Learner Support Please remember that as the programme is outcomes based – this implies the following: You are responsible for your own learning – make sure you manage your study, practical, workplace and portfolio time responsibly. Learning activities are learner driven – make sure you use the Learner Guide, Learner Workbook and Learner Portfolio of Evidence Guide in the manner intended, and are familiar with the Portfolio requirements. The Facilitator is there to reasonably assist you during contact, practical and workplace time of this programme – make sure that you have his/her contact details. 7 Module 1 Module 1 Co-ordinate event activities After completing this module, the learner will be able to co-ordinate event activities, by successfully completing the following: Execute an event planning schedule as well as a logistics and operational plan by: o Implementing timelines and production schedules o Sequencing event activities properly o Complying with legal requirements o Applying the 5 phases of event management and coordination o Reading, interpreting and applying all relevant documentation Control an event budget by applying sound financial principles Co-ordinate the registration, admission and seating procedures of the audiences/spectators Co-ordinate crowd control Demonstrate an understanding of human traffic flow patterns 8 Module 1 Co-ordinate event activities An event can be described as a public assembly for the purpose of celebration, education, marketing or reunion. Events can be classified on the basis of their size, type and context. An event can be: Social / life–cycle events - Events like a 5-day Birthday party at Babylonstoren, Hen/Stag party, Graduation day, Bachelor's party, Engagement, Wedding, Anniversary, Retirement day, May’s memorial service and a Christening Education and career events - Events like a Design fair, job fair, workshop, seminar, debate, contest, competition, the career day at The Aleit Academy and open days Sports events – International events like Olympics, FIFA World Cup, Comarades marathons, Wimbledon tennis, wrestling matches or National events like Two Oceans marathon, Iron man, Cape Town cycle tour, Absa Cape Epic, Midmar Mile, Super Rugby, Action cricket for Absa, Off-site fly fishing and Golf day’s Entertainment events - Events like music concerts, fairs, festivals, fashion shows, award functions, celebrity nights, beauty pageants, flash mob, jewellery shows, stage shows, lifestyle, arts and culture, music, community, comedy, markets and kids entertainment Political events - Events like political procession, demonstration, rally, political functions and government events Corporate events - Events like MICE (meetings, incentives, conferences, exhibitions), product launches, road shows, buyer-seller meet, Religious events - Events like religious festivals / fairs, religious procession, Katha, Pravachan, Diwali fair, Dusherra fair, Christian, Hindu, Muslim and Jewish weddings, Multicultural wedding with two ceremonies Fund raising/ cause related events - Any event can be turned into a fund raising or cause related event for example Jan Kriel Auction, Art Angels and Reach for a dream 5 phases of event management and co-ordination Event management is the application of project management to the creation and development of festivals, events and conferences, which involves planning, creatively organising and executing an event. All successful events have five critical stages in common to ensure their consistent effectiveness; they are: 1. research, 2. design, 3. planning, 4. coordination and 5. evaluation. Research The better the research you conduct before your event the more likely your event will be successful. Research is one of the utmost important stages of any event, excellent event research reduces risk. The better research conducted prior to the event, the more 9 Module 1 likely is the planned outcome for the Project managers. Research helps to pinpoint the needs, wants, desires and expectations of the prospective consumers. An event is a product that is placed before the consumers with an expectation of it being purchased. The more time devoted to research helps reduce time and money at later stages. The three types of research that are used for pre-event research are 1. qualitative, 2. quantitative, or 3. a combination or hybrid of both. It is important to understand the goals, time and funds allotted for the event to decide what type of research to be carried out. Research helps in determining the target or primary market as well as the secondary and tertiary market for an event. Event Leaders primarily use: quantitative research to determine demographic information such as age, gender, income and other pertinent facts about the future market for an event or wedding. qualitative research to probe for hidden meanings in quantitative studies. It tells the research organisation what is beneath the numbers in quantitative research and, therefore, is an important step in the research process. combined research is used to make decisions about future events and to understand the effectiveness of an event. The Aleit Group makes use of events and wedding questionnaires to ensure the correct information and research gets conducted. See below an example of each questionnaire. Effective pre-event research findings should: Determine your audience and customise your presentation to their personal communication learning styles. Describe the purpose and importance of research. Explain how the research was collected and describes limitations Reveal key findings Summarise findings to support goals and objectives of the research plan. 10 Module 1 AEvents Questionnaire1 Questionnaire to Provide Quotation Information Details of the Client Information / Comments Function date How did you hear of The Aleit Group Name and surname of individual handling the booking What is the purpose of your function What would you like to achieve or communicate Contact number Contact email address Personal / company address Guests Information / Comments How many guests are you inviting Demographic of guests attending What is your estimated budget for the entire expense per person, including food and beverage 1 Source: The Aleit Group - AEvents 11 Module 1 Function Venue Information / Comments Preferred starting time Preferred venue option Have any preliminary bookings been made Is dancing required Décor and Concept Design Information / Comments Do you need assistance with décor and concept design Preferred theme and / or colour scheme Music and Entertainment Information / Comments What type of entertainment and music would you like to have compliment your event 12 Module 1 Food and Beverages Information / Comments Would you prefer a sit-down dinner or cocktail event What cuisine would you prefer Are there any special dietary requirements What type of alcoholic beverages would you like to serve Do you prefer a open or cash bar Invitations and Stationery Information / Comments Digital and/or printed invite Save the date Invitation Seating plan Menus Table names Thank you notes Other 13 Module 1 Goodie bags / Gifts Information / Comments Do you require assistance with goodie bags / gifts Photographer and Video Coverage Information / Comments Do you require a photographer Do you require video coverage Transport Information / Comments Do any of your guests need to hire vehicles over the period of the function Do you have a vehicle preference Other Events Scheduled Around the Function Information / Comments Do you require assistance with other functions If yes, please describe how many functions and the nature thereof 14 Module 1 Accommodation Information / Comments Do any guests require accommodation Approximate number that may require Preferred type of accommodation Budget per person for accommodation Would your guests prefer to stay together Additional Notes 15 Module 1 AWeddings Questionnaire2 Initial questionnaire for your wedding Completing these few pages will take a few moments of your life, but trust us: this will help you to gather your thoughts and possibly for the first time put your ideal wedding on paper… So, go for it! Our job is to ensure a personalised approach to your wedding. The one thing that differentiates us from other companies is that we do not believe in mass production. By knowing and understanding your fundamental nature, we will be able to arrange your wedding just as you imagined it… no, we hope to do it even better. Details of the bridal couple Yes, we know, this is the tedious bit! However, let’s get it out of the way and get to the fun part… Information and comments Your proposed wedding date Full names Bride Groom Contact numbers Bride Groom Contact email addresses Bride Groom Residential addresses Bride Groom Dates of birth Bride (be honest now J) Groom Bride Careers Groom Has either one of you been married before? Bride Yes No Groom Yes No Where did you hear of our company? A previous client/publications/our website? 2 Source: The Aleit Group - AWeddings 16 Module 1 Paint a picture It is of the utmost importance for us to get a clear picture of who you are, and – what makes you tick… your true essence. This will directly determine the service providers that we book for your special day - individuals who match your unique and distinctive style. Bride’s description of the groom Information and comments Persona | Character | Traits (vivacious/bubbly/extrovert/introvert/quiet/ outgoing/homely/people’s person/ambitious/etc.) What does he do when he is not working? What kind of people annoy him? What kind of people does he connect with? Groom’s description of the bride Information and comments Persona | Character | Traits (vivacious/bubbly/extrovert/introvert/quiet/ outgoing/homely/people’s person/ambitious/etc.) What does she do when she is not working? What kind of people annoy her? What kind of people make her happy? The most important elements of your wedding Here we will get a greater understanding of the vibe, look and feel - tangible and intangible elements - that will guide us in establishing the venue, cuisine… Information and comments What do you want your wedding to be? What do you want your wedding not to be? 17 Module 1 Most important elements of your wedding for you – please arrange in order of priority and feel free to include an explanation: 1. Ambience 2. Food 3. Wine 4. Music 5. Setting 6. Look and feel – how you feel about the following elements: - Unique linen - Table arrangements - Additional décor - Overall concept Your wedding guests Keep in mind that you may be more popular than you think. You may expect that 30% of the guests will RSVP negatively, but from experience the safer modus operandi would be estimating 10% of your invitees not attending. Information and comments How many guests are you inviting? How many guests are you expecting? Number of out of town/overseas guests - please Out of town: specify separately Overseas: Profile of your guests – funky/modern yuppie crowd/close-knit group of friends and family, old fashioned/combination of old and young/relaxed/more formal/ etc. 18 Module 1 Accommodation Our advice at this stage is for you as the bridal couple not to get overly involved in the accommodation arrangements of your guests. Guide them, but it is not your place to work overly hard to sort out your guests’ lives and/or complex itineraries. Should your guests’ needs be challenging, we will advise that you recommend an expert in the field - a true specialist with a great database of all possible locations. Information and comments Do the bride and groom require Yes accommodation? No Would the bride and groom like to stay at a Yes venue separate from other guests? No Bride and groom: Date from To Period Guests: Date from To Preferred accommodation type – Bride and groom Hotel | Guest House | Self-Catering Guests Estimated budget of guests for accommodation R per day Do they all want to stay together? Preference as to area/suburb Ceremony We believe that the ceremony is the sacred part of the day (in all honesty, the reason for the celebration). These few minutes of your wedding day should therefore be a true reflection of the bride and groom as separate individuals, and also as one entity. Information and comments Would you prefer a civil or religious ceremony? Religion(s) (if any) Garden | Chapel | Inside venue Preference as to area/suburb 19 Module 1 Do you need us to arrange an officiating officer/minister? If so, male or female? What kind of personality would be required? Also try and specify the average age preferred. Preferable starting time of ceremony Reception venue Information and comments Preferred starting time Venue: Wine Estate | Hall | Garden | Restaurant, etc. Is dancing required? Preferred theme and/or colour scheme Preference for area/suburb Food and beverages We at The Aleit Group do not like set menus that have been served at 600 other weddings. Allow our venues and/or list of leading chefs in the industry to create a menu resembling your exact style and requirements. Information and comments Type of menu: Three- or four-course set menu | Buffet menu Type of cuisine – local, traditional South African, fusion, Mediterranean, seafood, etc. What kind of restaurants do you always go back to? (your ideal restaurant vibe) Special dietary requirements: Vegetarian | Kosher | Halaal 20 Module 1 Do you want to serve a selection of approximately five canapés to complement the pre-dinner drinks that lasts for approximately one and a half hours? Note that this is highly recommended as the bubbly may take over too quickly, even before your guests are seated for dinner. Will spirits, mixers and beers be charged to the main account or available on a cash bar basis? Pre-wedding functions This kind of function comes highly recommended as it serves as an ice breaker. By the time of the wedding every one has made friends and no warm-up period is necessary anymore. Yes, be smart here; do not host it the night before the wedding… we do not want guests to suffer from a hang over… Information and comments Would you require any assistance with pre- wedding functions, i.e. a rehearsal dinner before Yes the wedding or a barbecue for all your guests or No similar event? If yes, please describe how many functions and the nature thereof. Cake Most cakes are priced within the same price range, so at this stage, not too much detail is required here. Just give a general indication of your preference – think in terms of number of tiers, the filling – lemon and poppy seed, chocolate mousse, vanilla, fudge, orange, etc. Information and comments Please indicate preference – Modern/Traditional, etc. Do you have any particular style or flavour in mind at this stage? 21 Module 1 Retinue We recommend that you pinpoint the bridesmaids, best men, etc, no longer than six months before the wedding, as this number tends to change. Information and comments Number of bridesmaids Number of best men Number of groomsmen or ushers Couples Number of parents attending Singles Wedding attire The wedding attire is probably every bride’s nightmare… and yes, also her joy. The Wedding Dress! See as many designers as possible. Make sure you click with their style and also their persona. You have one chance to get it right. Information and comments Yes Do you need a dress designer? No If yes, for yourself and the bridesmaids? Yourself Yes No Bridesmaids Yes No Do you need men's outfitters? (Hiring of suits in SA Yes is not really on international standards.) No Rings | Wedding bands | Bridal jewellery Yes, by the time you contact Aleit, you probably have the ring, but just to be 100% sure… Information and comments Yes Would you require a jewellery designer in SA? No Bride Yes No If yes, for the bride and the groom? Groom Yes No 22 Module 1 Please specify: engagement and/or wedding Engagement ring Yes No bands Wedding ring Yes Number No Only a quotation required Yes No Beauty and other treatments Important for the ride… we work with the best. Do not fret, we realize natural is in and that the groom should recognize his bride when she walks down the aisle. A hair and make-up trial is recommended when your dress is finalized. Information and comments Yes Do you require a hair and make-up artist? No Bridesmaids Yes Number Do you require this service for bridesmaids and No the mothers of the bridal couple? Mothers Yes Number No Do you require an aroma therapist to spoil you Yes the night before the wedding? No Do you need assistance with any other beauty Yes Specify treatments, i.e. manicure, pedicure, waxing, No facials, etc? Invitations and stationery Custom-made stationery will be designed according to the look of your special day. Information and comments Do you need assistance with the design of the Yes invitation? No Do you want an order-of-service pamphlet for the Yes ceremony? No Yes Do you want printed menus on the tables? No Do you require place cards for each guest on the Yes table at the reception? No 23 Module 1 Yes Do you require a seating plan? No Do you require table names or table numbers? Do you require thank you cards on the table at the reception? Flowers and decor White linen or cream; textured or cotton; rose damask or unadorned; glass containers or silver, candles or candelabras; fairy lights or Japanese lanterns; chandeliers or naked light bulbs….don’t worry! A flower mock will be presented at a later stage to ensure that we are spot on with every single aspect in this category. Information and comments Type and colour of flowers preferred Just give general ideas, for example no roses, love lilies, hate carnations, etc. How many people would require bouquets? How many guests would require boutonnières Boutonnières and corsages? Corsages Yes, boutonnières are meant for the boys J Are flowers required at the ceremony and the Yes reception venue? No Would you be interested in additional lighting to enhance the look? This will add a third dimension Yes to the overall look and feel. A few years ago this No was seen as an optional extra….nowadays an essential element to complete the ambience. 24 Module 1 Music and entertainment With our sister company, Aleit Music and Entertainment, being the leading music agent in the Western Cape, you do not have to look far to find the ideal and most soothing combinations…. pre-ceremony, ceremony, pre- dinner and reception arrangements that will ensure your wedding will not just be another wedding with some mediocre entertainment…An intimate wedding for two, or a society wedding for 300 guests – music is the one element enhancing all other elements listed above, completing the long hours of hard work and toil. Without melody and composition, supplementary fundamentals mean nothing. Visit our music site on www.aleit.co.za/music Information and Comments Before: Yes Specify No Music before and during ceremony – During: Yes Specify organist/classical trio/recording, etc.? No Classical trio | Solo saxophonist | Jazz duo, etc., Yes Specify to complement pre-dinner drinks? No DJ | Jazz Band | Live | Recorded, etc., during Yes Specify reception? No Table gifts This is a nicety, but not necessary… Information and comments Yes Do you require assistance with table gifts? No Give us an indication of what you have in mind. 25 Module 1 Transport Any vehicle can be sourced -.or close to any vintage and brand. Do not spend too much time on this, and keep in mind that we can save here, should the bride get dressed at the venue. Shuttle transport for your guests is also recommended. In this way they will be able to party till the early morning hours and get to bed safely. We realize you cannot as yet explain the exact needs here, but keep it in mind for later in the planning process. Information and comments Do any of your guests need to hire vehicles over Yes Number of vehicles required the period of the wedding? No Yes Does the wedding party need transport? No Wedding party vehicle preference: Vintage | Sedan | Horse and Carriage | Modern, etc.? Photographs and video coverage Just like with your wedding coordinator, check photographer’s background, analyze whether his/her personality matches yours, study his/her work – not only the best shots, but also full wedding portfolios. Same with the videographer:.look at sample DVDs of weddings that have been filmed. Information and comments Yes Do you require a photographer? No What style of photos do you prefer: modern, abstract, black and white, traditional? Yes Do you require video coverage? No Gift registry We will be able to offer gift registries in South Africa. Should you wish to receive monetary gifts, we will gladly forward rhymes to make it sound not too harsh on your invitations. Information and comments Yes Do you require assistance with your gift registry? No 26 Module 1 Safari and/or honeymoon A great chance for the guests to experience Africa to its fullest. Many of our couples prefer to share a safari with their guests. We work with the best in the industry and offer the ultimate mind-blowing destinations. Information and comments Would you like us to put you in touch with our Yes recommended travel agent? No Would you require a pre- or post-wedding itinerary? Number of guests that would require this service Budget Let’s face it – this is probably one of the most expensive investments you’ll ever have to make. Weddings are costly –that is the reason why we need some kind of indication of the total budget we have to work with. Please keep in mind that the initial detailed budget proposal you receive from us will possibly be way over your budget estimate. We can play around with figures from then on, but it is our duty at this stage of the process to supply you with the Rolls Royce model. Information and comments Estimated budget, excluding flights and accommodation General Information and comments Do you require suggestions for the wedding-night Yes accommodation? No Additional requirements 27 Module 1 Research helps in understanding the 5 W’s and H, i.e. why, who, when, where, what and how. These questions help in producing consistently effective events Why: a series of compelling reasons that confirm the importance of hosting the event. Who: the stakeholders of the event (internal and external) When: Through research evaluation to determine when the event is appropriate to be held. Where: the location of your event, determine if the location that is appropriate for your targeted audience. What: Match the event product to the needs, wants, desires, and expectations of your guest while satisfying the internal requirements of your organisation. How: determine your organisation resources to produce the maximum benefit for the stakeholders. Best determine through SWOT ANALYSIS. If you are organising a corporate event for Environ as an example then it is necessary for you as an project manager to do research of the products/ services promoted and sold by your corporate client: What is the product? Environ Intensive Revival Masque Find out how the company promotes its products – Environ did three launches countrywide (Johannesburg, Durban and Cape Town) and invites all the salon owners and beauty therapist who sell and promote the product in their salons. How the company wants to build/enhance the image associated with its product (also known as the brand image)? Environ wants to enhance this range as a leader in skin care. What is the market value and market share of the company and its products? Environs’ focus is a beautiful skin for a lifetime as they strive to deliver the freshest products possible. Environ products are, mostly non - fragranced and colorant free. No preservatives are added during manufacturing process and the final products are never tested on animals. Environ is never compromised by marketing trends; scientific principles underlie the selection of all ingredients. Word of mouth is the most powerful form of advertising there is and good news travels fast! Environ stockists benefit from their international reputation of being a pioneer in innovative skin care. They also have a dedicated client service department to direct clients to other business, anywhere in the world. Who are the customers of the product? Beauty salons, private users, etc. What are the features of the product? Intensive Revival Masque uses a combo of acids: o Asiatic stimulates growth factors for skin regeneration o Mandelic helps with uneven skin tone o Lactic is hydrating and a skin lightener They work together to create visibly radiant, smoother, younger looking skin. What are the advantages and disadvantages of the product in comparison to competitors' products? 28 Module 1 o Advantages: You should definitely see and feel smoother, softer skin after one use. It acts like a ‘beauty flash’ plumping and boosting luminosity. After four to six months you should experience amazing improvements with dullness, dryness, sallowness, sun damage and lots of people are reporting good results with pigmentation too. o Disadvantages: Very expensive All this research will later help you in making an effecting promotional campaign for your corporate event. ◦ What are the advantages and disadvantages of the product in comparison to competitors’ product? You could also do a SWOT analysis: It is a strategic planning tool, which is used to identify and analyse the strengths, weaknesses, opportunities and threats involved in your project. SWOT analysis can also be done on your organisation. This analysis on The Aleit Group will give you the opportunity to see the importance of a SWOT analysis, which the company uses for long-term planning: Internal Strengths Weaknesses These are the attributes of your These are those attributes of your project/organization which are helpful in project/organization which are harmful in achieving project’s objectives: achieving project/s objectives: Industry Leaders Limited Events Client base Brand awareness Clear Corporate Direction Experience of Senior Pricing Exclusivity Management/Directors Training possible opposition Competent staff Growth opportunities in Weddings Client Relationships Use of Project Management Product Knowledge Software/Tools Acknowledgement by industry Too many add-ons which is not part International awareness of trends of core business Offers a one stop service/products Attention to detail Strength of Brand Diversity in Service and Product Range Offering External Opportunities Threats Opportunities: These are those external Threats: These are those external factors, factors, which are helpful in achieving the which are harmful in achieving the project's project's objectives. objectives. Large Corporate Investor to open Competitors are crowding market Corporate Opportunities Own “Top of Class” Students creating Grow Footprint Across South Africa competition with our secrets. Create Footprint in UAE Competition comes from within Black Diamonds - One Large Corporate Client Weddings/Events/Parties Reliance on Personal Relationships Partner Event Management Pace of growth! 29 Module 1 Companies Taking on Opportunities not part of Consulting Support Services Strategy Expand Footprint into Gauteng Weddings/Events between R 100k – R 1milj Event Management Software Student Demand in Gauteng It is very important that you conduct SWOT analysis before developing an event plan to develop a strategy, which maximises the potential of strengths and opportunities of your project and at the same time, minimises the impact of the weaknesses and threats. After conducting market, competitors, product/service research and SWOT analysis, create a report which contain details of all the research work done by you. Documentation of your research work is important, later for event evaluation. Your analysis report will also help you in getting sponsorship for your event. Phase 1: Design Once the research is completed, it gives the project manager a thorough understanding of the event, which makes his job easier in designing the events. Designing is one of the most critical stages, since this is a stage where event planners need to conceptualise visually and understand the minute detailing required for the event. Innovation is the key in designing your events for the clients. According to Richard Cabotti (owner Perfect Surroundings and 2001 Event Solutions Magazine Event Designer of the Year) they still have clients who want the design to reflect simplicity, as well as those who wish to focus upon indulgence.´ The culture of the organisation plays an important part in designing of an event. Making the perfect match through needs assessment and thorough analysis help you determine how to satiate these needs, you are well prepared to confirm the final feasibility of your event design. You need to match your clients’ needs for example use questionnaires or appropriate information (brainstorming, mind mapping activities and creative ideas to match goals and objectives could also be used), to propose a conceptional moodboards for their event. This enables you to create an event that closely satisfies your clients. Phase 2: Planning The planning phase will be the largest body of work in your combined effort. At this stage, you will have identified the areas that you would like to collaborate around and you will have identified and approached your teamwork partners. You should be confident at this stage that you have a valid and well-reasoned rationale for the collaboration. The amount of work and type of activities in this phase will vary, and will be largely dependent on the number of partners in your collaboration initiative and the degree of formality around the arrangement i.e. Coordination, alliance or integration. Once the event is designed, the planning and scheduling of those events start. It is one of the longest periods of time in the event management process. It is due to the 30 Module 1 disorganisation and frequent changes in the plan, resulting in substitution, addition or even deletion and all this can be due to poor research and design. Ideally, the better the research and design, the simpler and briefer the planning period will be. It is essential for an event to have a smooth planning process, which is only possible if the research and design are done carefully and the procedures are followed systematically. The planning phase3 consist of many segments which all needs to be considered in order to deliver a successful end product. a) What is the specific objective? It is very important to make sure that the objective is clear, specific and measurable b) What is the delivery date for the event/project? For example a small event might be for two hours in two weeks' time. A big event might be for three full days in two years' time. c) What is the schedule? There will many different schedules and time plans (all related to one another). Among them will be a schedule of presentations; a schedule of key deadlines; a schedule of communication releases; even travel and transport schedules. d) What is the budget? In a best-case scenario an event is free of costs - both for the Project managers and participants, but achieving this is likely to require a trade-off in time. That is, more time/effort is likely to be needed if it is cost-free. There will be an overall budget and various components of it, such as a catering budget. e) What financial records will be needed? Expenditure will need to be recorded and receipts will need to be collected. f) What level of quality are we looking for in the results? The standard might be qualitative or quantitative. The event might regard success as an improved relationship or a number of new contacts. g) Who is the Project manager? The Project manager could be you or a hired event organizer h) Who is the Point of Contact? In a small event, the Point of Contact may be the same person as the Project manager. In a large event, there may be a number of contact people, none of whom is the Project manager. i) What roles will participants play? The event will need people to play a range of roles, among which will be Project manager and point of contact. Other roles might be course leader, note taker, photographer, technical support, caterer, etc. j) What skills are needed? The Project manager needs to be able to organise; the Point of Contact needs to be available; reporting on the budget is easier if the person has financial skills. For a big event, some specific skills can be hired. For a small event, sharing a role might be the most effective way. k) Who needs to know what? Communication planning will draw together information from the other areas. Participants need information about transport and food and costs but virtual participants don't; venue owners need numbers of participants; funding providers need accounts. Everyone needs dates. 3 Source: https://outreach.wikimedia.org/wiki/Event_planning_process 31 Module 1 l) When do they need the information? People affected by deadlines (such as for the application process or the catering orders) need the communication before the deadline arrives! m) What methods/channels of communication will we use for which types of information? Press releases, email communication, written invites etc. n) What materials, equipment and supplies do we need? Materials might be pens, booklets, lanyards or re-usable coffee mugs. Equipment might be a large table or video and audio. Services might be for printing and photocopying; venues and accommodation; catering or cleaning. o) What suppliers do we have? A small event might ask a participant to bring a cake or recommend a local patisserie. A large event might set up a competitive tender for catering for example STIR Food. p) What options are there for suppliers of material and equipment? Equipment can be bought, borrowed or leased. Services might be volunteer or paid professional like Shake and Serve staff. q) What special planning is needed for the particular type of event? In a conference, meetings with busy external people might need flexibility built in to plans. r) What are the risks to the event/project? In a big event the main risk might be that the budget will be insufficient or blow out. s) What contingency plans do we need? Alternate venues/ funding providers/ transport options/ power supplies if the chosen ones seem risky. After considering all the segments whether the event needs re-thinking of the plans need re-working before continuing to the next phase. Phase 3: Coordination Co-ordination affects Design, Planning and Evaluation. It is also required for the survival, growth and profitability of the event. Coordination encourages team spirit, gives right direction, motivates employees, and makes proper utilisation of resources. Coordinating minute-by-minute activities of the event is based on decision-making. These decision methods consist of: Collecting all information Consider the pros and cons of your decisions and who it affects Consider the financial implication of each decisions Consider the moral and ethical implications of your decision Make the decision and don’t look back. 32 Module 1 According to Mary Parker Follett4, Coordination is the "Plus-value of the group". That is, if there is good Co-ordination then the combined group achievement will be greater than the total of the individual achievement, i.e. 2+2=5. This is impossible in the physical world, but it is possible in human affairs through co-ordination. Mary Parker Follett gave four main Principles of Coordination. These four principles of co-ordination are called Follett's Principles of Coordination. These four principles must be followed to make co-ordination effective. Management experts confirms that coordination is necessary because5: It encourages team spirit, It gives proper direction, It facilitates motivation, It makes optimum utilization of resources, It helps to achieve objectives quickly, It improves relations in the organization, It leads to higher efficiency and It improves goodwill of the organization. Coordination ensures that each Project manager can successfully plan and execute an event, which result in satisfied clients and building establish relationships. Deal with elements of event co-ordination There are a number of event co-ordination elements that you need to read, interpret and apply, such as: Organisational charts Event schedules Time lines and critical path Production schedules Monitoring and reporting strategies Budgets and cash flow statements Record keeping systems Leases, contracts, agreements Technical plan, etc. Phase 4: Evaluation The first phase research is connected to the last phase evaluation. In this stage the project managers will decide, What is it they wish to evaluate and how will they accomplish it? Events may be evaluated by each part of the event management process or through a general comprehensive review of all the phases. An event can be evaluated in various forms like: written survey, use of monitors, telephone or mail survey, pre and post event survey. Evaluations allow the project manager to determine the respondent’s knowledge, opinions and other important information both before and after their attendance of an event. Regardless of the form of 4 Source: http://kalyan-city.blogspot.co.za/2011/05/four-principles-of-coordination-given.html 5 Source: http://kalyan-city.blogspot.co.za/2011/05/importance-of-coordination-why-co.html 33 Module 1 evaluation one use, it is critical that one shall not wait until the end of the event to find out how they are doing. Therefore these 4 phases are very critical while planning an event and every phase is to be considered, visited and understood before starting an event. An effective event needs to go through all the phases for it to be successful. Organisational charts An organisational chart is a chart, which represents the structure of an organisation in terms of rank. The chart usually shows the managers and sub-workers who make up an organisation. The chart also shows relationships between staff in the organisation, which can be: Line - direct relationship between superior and subordinate. Lateral - relationship between different departments on the same hierarchical level. Staff - relationship between a managerial assistant and other areas. The assistant will be able to offer advice to a line manager. However, they have no authority over the line manager actions. Functional - relationships between specialist positions and other areas. The specialist will normally have authority to insist that a line manager implements any of their instructions. In many large companies the organisation chart can be large and incredibly complicated and is therefore sometimes dissected into smaller charts for each individual department within the organisation. There are three different types of organisation chart: Hierarchical Matrix Flat An organisational chart is a diagram that depicts the structure of an organisation in terms of relationships among personnel or departments. An organisational chart also represents lines of authority and responsibility. Hierarchical Chart 34 Module 1 Matrix Chart Flat Chart 35 Module 1 Here is an example of an Event Organisational Chart: Time lines and critical path Once the location for the event is determined, the next major step is to brainstorm and identify all possible tasks, resources required to complete the tasks, associated costs, and their order. From this, the Project manager can create a project timeline (see below samples). This is the procedure used to manage and create the detailed schedule that will help the event be a well-managed, professional affair. The sequence of activities that must be finished on schedule, are the critical path activities. There are dependencies between tasks, and identifying them early will help prioritise actions and the needed resources. Time spent planning at this point will ultimately pay off in both time and money savings. Also, create detailed contact tracking lists, often called function sheets (we’ll include a sample blank sheet at this chapter’s end). The act of creating the timelines and function sheets will help determine if the clients company has the internal resources to carry out the event without bringing in an event planner. If key staff is already working sixty plus hours a week, it’s unlikely that a company has the time to successfully plan and execute a trade show without some professional help. 36 Module 1 Most big events are planned and booked at least one year prior to the date. Even smaller events may need a long lead-time for booking, if the location is a popular one. Project Milestone sample6 Meeting and Event check list7 6 Source: The Aleit Group - AWeddings 7 Source: http://www.instituteofcustomerservice.com/1849-2156/setting-customer-service-standards.html 37 Module 1 Meeting & Event Check List Planning is essential to an event's success! This comprehensive check-list can be adapted to any type of event. How far in advance you need to start planning, depends on how complex the event is. Good luck! At the very start Define ❏ The purpose and objectives of the meeting - to you. ❏ What will the guests/delegates gain from participating. ❏ Who will be the members of the planning group/event committee. ❏ Who is the decision maker(s). ❏ Who will be there to help on-site. ❏ What do you want to happen. (Work out a preliminary programme/agenda). ❏ When do you want it to take place. (Remember to check dates for other events). Can you be flexible on dates. ❏ Where do you want it to take place. (Consider parking, transportation, accessibility for disabled etc.). ❏ What is your budget. (Can you get extra funds if needed. Could you get sponsors.). ❏ Whom do you want to attend. Estimate no. of guests/delegates. ❏ How long would your event be. ❏ Do you need to attract guests/delegates by PR. (Develop a relevant media contact list). ❏ Do you need to insure the event. Determine the preferred venues and request their offers. Let your request include: ❏ Preferred dates. And available optional dates. ❏ No., seating format and size of meeting rooms and other facilities needed each day (incl. times). ❏ Need for breaks, lunches, dinners, receptions etc. ❏ No. and standard of bed rooms each day. ❏ Type of guests/delegates. ❏ Any special requests (e.g. exhibition, stage). ❏ Budget. ❏ State your preference packages &/or itemised rates. ❏ Any other relevant information. ❏ When you need the offer. ❏ A rough draft of the programme. 38 Module 1 Inspect the considered event venue(s). Consider the offers received: ❏ Which facilities will best accommodate your event. ❏ Which will best live up to the expectations of the guests/delegates. ❏ Whom will be the best partner to work with. ❏ Which venue best meets your budget. Book the event venue(s) and main services. Consider the need for printed material and prepare a timeline for producing it. Invite speakers Prepare invitations. Allow the guests/delegates to note their individual requirements (dietary, smoking etc.) on the response form. 3 months prior to the event Update your reservation (no. of meetings rooms, bed rooms, guests/delegates etc.). (Updating minimizes your cancellation/reduction costs). Order signs and printed material. Order gifts and amenities. Start preparing a scenario (to do list with responsible persons assigned). Prepare your event budget. Check budgets from similar meetings to ensure that all is included. Consider the unexpected. (E.g. What happens if one of your speakers falls sick.) + prepare contingency plans Invite guests/delegates. Confirm guests/delegates participation. 1 month prior to the event Choose and confirm catering and menus Check development of speakers presentation (Remind speakers of presentation due dates, for copying/production of handouts). Check and order speakers' technical equipment requirements. Check and order speakers' for transportation requirements. Finalise of printed material production. Send rooming list to the hotel. Remember to note special requests (VIPs etc.). Hold a pre-event meeting with your venue contact to go through the programme. Prepare press release for your event. 39 Module 1 One week prior event Send material to arrive at the hotel 48 hours before your arrival.(advise the hotel to expect the material) Make arrangements to return material to your office after the event. Check and order speakers' technical Prepare a master copy of all your printed material to bring with you - just in case. Confirm all deliveries and pick-ups. Prepare name badges. Send out your event press release. Call up contacts to get confirmation of coverage. If you are using your own AV, check that it functions and that you have all necessary cords, plugs etc. Prepare a staff briefing kit (programme, scenario, contact telephone list etc.). Advise the event venue (and other relevant suppliers) , who has the authority to sign bills and order any extras. Upon arrival at the venue / 1 day before event Hold a pre-event meeting with your venue contact to go through the programme. Personally check that all material has arrived and is in good condition. Aim at getting to bed early - and get a good start! 1 hour before event Check all event rooms. Make sure that all greeters, helpers etc. are on-site, briefed and ready to go. During the event Relax, smile and have a great event! After the event Meet with your venue contact to review the event. (Present you feed-back and feed-forward). Fill out the event evaluation form. Check the invoice. Pay the invoices from suppliers. Send thank-you notes to the speakers, sponsors, staff etc. Make notes for the next event. 40 Module 1 Event schedules Event scheduling is the activity of finding a suitable time for an event such as meeting, conference, trip, etc. It is an important part of event planning that is usually carried out during the planning phases. In general, event scheduling must take into account what impact particular dates of the event could have on the success of the event. For example, when organising a wedding on Boulders beach in Simonstown the same day as the South Africa Navy Festival, you will have to take into account that accommodation and parking will be a huge problem for your wedding couple, their guests and your suppliers. In the case of a conference or project meeting, Project managers usually try to synchronise the time of the event with planned schedules of all participants. This is a difficult task when there are many participants or when the participants are located at distant places. In such cases, the Project managers should first define a set of suggested dates and address a query about suitable dates to potential participants. After response is obtained from all participants, the event time suitable for most of participants is selected. This procedure can be alleviated via email. Below is a sample of proposed timeline for an Event8: 8 Source: The Aleit Group - AEvent 41 Module 1 09:00 Lola a | create to arrive and commence with furniture and decor set up (Upstairs and Downstairs areas) 10:00 Jo-Lize Floral Affairs to arrive for décor set up (Upstairs and Downstairs areas) 11:00 Gustaaf Stir Food to arrive and commence with set up in the Staff quarters / Villa Lola To ensure that screens are set up in front of the Staff quarters 12:00 Jeanne-Lois To arrive and commence with vinyl application To deliver menu napkins x 60 Andele Interns to start setting tables (Upstairs and Downstairs) 14:00 Lauren Ensure that the bathrooms are prepared 15:00 Ilana Coffee Right to arrive on site and commence with set up 16:00 ALL All set up areas to be completed Jurie Sound check and Dry Run 16:30 Inecke Photographer to arrive for décor shots 17:00 Jaco Waitron Staff to arrive on site Izak To arrive for set up of the registration area Andele To brief all staff members Tim Shuttles to be ready at Southern Sun, Waterfront 17:30 Dorette Pianist to arrive on site at 26 Sunset Avenue Tim Shuttles to depart from Southern Sun, Waterfront ALL To be ready for guest arrival 18:00 Lauren To light candles in the downstairs area Mark To arrive on site Jaco Waitrons to pre pour arrival drinks: Blanc de Noir Rosemary ! 42 Module 1 18:15 Andele/Tim Guests to arrive (To bring guests to the entrance of the Villa) Jaco Waitrons to usher guests to downstairs area Dorette Pianist to start playing when guests arrive Izak To commence with registration Illana Coffee Right to have coffee bar ready 18:30 Gustaaf Canapé Service to commence Canapés Cured trout, fennel & citrus Candied beet, goat’s cheese & walnut Smoked mussel, chorizo & saffron Pork belly, rosemary & apple wood 19:00 ALL Guests to be seated and formalities to commence 19:05 Gustaaf/ To introduce Food and Wine Pairing for 1st and 2nd Course Mark 19:10 Jaco Wine Service to commence: Elgin Sauvignon Blanc 19:15 ALL First Course to be served First Course Linefish, avocado & horseradish 19:30 ALL Sunset 19:35 ALL First Course to be cleared 19:40 Jaco Wine Service to commence: Waterford Chardonnay ! 43 Module 1 19:45 ALL Second Course to be served Second Course Mushroom, macadamia & sherry 20:05 ALL Second Course to be cleared 20:10 Jurie Background Music to be played ALL All Guests to be ushered upstairs 20:15 Jaco Wine Service to commence: Waterford Estate Bordeaux Blend 20:20 ALL Third Course to be served Third Course Smoked Beef, kale & truffle 20:45 ALL Third Course to be cleared 20:50 Jaco Wine Service to commence Waterford MCC 20:55 ALL Dessert to be served Dessert Apple Assiette – almond, cinnamon & fynbos honey Ilana Coffee Bar to open 21:05 ALL Dessert to be cleared 21:15 ALL Wine and Chocolate Pairing Wine and Chocolate Pairing Waterford Heather-Leigh Sweet wine paired with the Waterford Geranium chocolate 21:30 Tim Shuttles to be ready for guest departure 21:45 ALL First guests to depart ! 44 Module 1 22:00 ALL Breakdown to commence Jo-Lize Floral Affairs to arrive and collect décor Miles To collect hiring Lola a | create to arrive and collect furniture Lauren To remove vinyl off the downstairs wall 00:00 ALL To depart ! 45 Module 1 Production schedules Production schedules are detailed timelines that allow your meeting or event to flow smoothly. It also provides your crew and the event facility staff with the appropriate information to schedule various event elements (such as load in times, rehearsals, etc.) Production schedules must include the following information: Date of event Key contact information When you need access to the building for equipment load in When and how long to set lights and set audio When and how long is sound check Crew and cast arrival times Rehearsal times Meal breaks for crew Show times (when “doors open”) Load out times A production schedule can be as detailed as the below Event Schedule9: 05:28 ALL Sunrise Movers to arrive on site and commence moving of furniture 07:00 Laura Venue to be cleaned Aleit Wedding Coordination to arrive on site and commence with set up Team: Nicola, Kirsty, Marlouise, Liezel and Tayla 09:00 Nicola Nicola to remember the following: - Toolbox - 4x clipboards, final programmes Set up staff to arrive on site: 09:00 Jaco - 2x set up staff 9 Source: The Aleit Group - AEvent 46 Module 1 ICIC to be ready with the following: - 2 x 2-seater couches - 4 x 1-seater chairs - 2 x 2-seater ottomans Nina/ 09:00 Laura And then the below as well: - 4 x Tables (2 x outside and 2 x inside tables – to create 2 x long tables on the patio) - 32 x Grey Ghost Chairs - 2 x Vintage Couches (leather and other) A|Create to arrive on site and commence set up of the following: Rooftop: - 1x Entrance Mass Arragement - 4x Lounge Pockets // 1 x Couch, 1 x Coffee Table, 2 x Single Chairs/2 x Ottomans - 4x Cocktail Seating // 4 x Thin wood and bar stools - 4x Floral Detail // Lounge Pockets - 4x Floral Detail // Cocktail - 4x Floral Detail // Dining Tables - 4x Candles // Lounge Pocket - 4x Candles // CocktailDESCRIPTION - 4x Candles // Dining Tables - 4 x Fluorescent lighting installation (this will be in vases) on the 2 x thin wood tables3 x Vintage Chandeliers placed Lolla/ 09:00 on the tables, beautifully wrapped in the cable on the Eduan table, like image attached – (1 x inside and 2 x outside ) - 14 x Florescent lighting installation (this will be in vases) - on the 4 x dining tables - 2 x White Bar structure 2m long After party: - 1x Lounge Pockets // 1 x Couch, 1 x Coffee Table, 1 x Ottoman, 2 x Single Chairs - 2x Cocktail Seating // 2 x Square Wood Tables - 1x Floral Detail // Lounge Pockets - 2x Floral Detail // Square - 1x Candles // Lounge Pockets Candles // Cocktail - 1x 6m x 6m White ABS Dance floor - 15 x Florescent lighting installation (this will be hanging in front of white screens by the dance floor) - White Screens (4)// Breakdown Area Top Table to deliver the following: - 110x high ball glasses 09:00 Miles - 150x cocktail napkins - 15x ashtrays - 10x black non slip trays Liezel/ 10:30 Fold cocktail napkins and put ribbon around them Tayla 12:00 Marlouise Set-up service providers table in the auditorium Tayla/ 13:00 Set-up awards table next to the dance floor Liezel 13:30 ALL Lunch 16:00 ALL Set-up to be completed 47 Module 1 17:00 ALL Aleit Wedding Coordination to depart 19:47 ALL Sunset 05:28 ALL Sunrise Aleit Wedding Coordination to arrive on site and commence with set up Team: Nicola, Kirsty, Marlouise, Liezel and Tayla 10:00 Nicola Nicola to remember the following: - Toolbox - 4x clipboards, final programmes Set up staff to arrive on site: 10:00 Jaco - 2x set up staff Presentation Staging to arrive on site and sommence set up of the following: Courtyard: Audio Equipment - 4 JBL PRX712 12" Powered Speaker - 4 Speaker Stand - 1 Soundcraft M12 Mixing Console - 1 40m 6 Channel Audio Snake (4xSends, 2xReturns) - 1 Dell XPS 15" L502X Laptop - Background Music - 1 3.6m Technical Desk Surround - Black Velour - 1 Shure ULX Wireless Receivers - Dual Rack - 2 Shure SM58 ULX2-R4 Transmitter - Handheld - 2 Microphone Boom Stand - 2 Procell 9V PP3 Battery R - 1 Shure MX418 Gooseneck Microphone - 1 Microphone Stand - Round Base Lighting Equipment - 2 Flood Light, Metal Halide, 400w - 12 Longman F1 3W High Power RGB LED Parcan - Black 10:00 Jurie - Scenic, Set & Draping - 1 Clear Perspex Lectern Rooftop: Audio Equipment - 2 JBL VRX918SP 18" Powered Subwoofer - 2 K&M Bin/Sub Pole - VRX/SRX - 2 Powercon Cable - 5 JBL PRX712 12" Powered Speaker - 3 Speaker Stand - 1 Yamaha 01V96 Digital Mixing Console - 1 40m 6 Channel Audio Snake (4xSends, 2xReturns) - 1 Dell XPS 15" L502X Laptop - Background Music - 1 3.6m Technical Desk Surround - Black Velour - 1 Shure ULX Wireless Receivers - Dual Rack - 2 Shure SM58 ULX2-R4 Transmitter - Handheld - 2 Microphone Boom Stand - 2 Procell 9V PP3 Battery - 1 Shure 4 Antenna Distro with Active Antenna Kit - 1 Shure 4 Antenna Distribution - ULX / SLX - 2 Shure Active Directional Antenna - 2 Microphone Boom Stand 48 Module 1 Backline & DJ Equipment 1 ***DJ to Supply Own Equipment*** Lighting Equipment - 2 Martin MAC401 DUAL LED Wash - 4 Powercon Cable - 2 Martin MAC575 Krypton Spot - 6 Robe Robin 300 LED Wash - 4 Robe Colour Wash 575 Zoom - 1 Jem ZR44 Smoke Machine - 1 Powercon Cable - 1 Avolite

LP5 Learner Guide 2024 PDF

Document Details

Tags

Related

Summary

Full Transcript

Upgrade to continue