Events Checklist

Events Management Excel

Events Management Excel

Reflective Diary- Mad-Hatters Tea Party

8th October 2013 

Mad-Hatters Tea Party

Today there was a group meeting. The meeting included me having the responsibility of creating a schedule for the event. Also as a group we wrote down what shops we could go into for cakes. I also had the responsibility for asking members of the class if any of them could bake cakes for the sale.  


30th October
Mad-Hatters Tea Party

Its only a week away from the event and we have had meetings leading up to the event. In the meeting that we had today it was finalised how many cakes we where having. It was also decided how people where bringing the cakes into college or getting a lift. As part of front of house it was my job to make sure that the set up of the wicked had been done.

5th November
Mad-Hatters Tea Party

The day before the event. The meeting we had today was about where we are going to store the cakes in the morning of the event. we also needed to check what the decorations looked like and if they fitted within the theme. Finally we had the make sure that we had floats to collect the money. The marketing team where ask to get a memeber of the Gaudian (local news paper) to take photos and get the campain going and heard of.


7th November (Final)
Mad-Hatters Tea Party

Overall the Mad Hatters Tea Party went very well. There were many features that the group exceled in and there were many features that didn’t. We raised £276.27 and we sold most of the cakes. One reason why we sold most of the cakes was because the cakes were to a good standard. Another way that the cake sale was affect was the theme and concept (Mad hatter tea party) this theme ran throughout the process leading up to the sale and the sale. We made sure that the logo was on posters and PowerPoint’s around college. To make the bake sale well known we made sure that all posters where all around college with clear instructions of the time and date. We also made sure that members of the production arts team went into briefing to make it more aware.

Even though the event went very well there were still some downfalls. For example the event felt very rushed because we as a whole left everything to last minute. One way we could have overcome this would be by creating a ‘To do list’ which would have made the event more organised in itself, and the IB and Production Arts teams would have known what was going on throughout the process.

The reason why we are doing theses’ events is to help raise money for children in Moldova. The total money that we need to raise is £3000.

Example of an Event Management Hierarchal Structure

In order of importance:

Client-

The client is the person who wants to put an event but needs guidance on how to do it. The client would liase with the Event Manager.

Events manager-

The events manager would be in charge of the whole event and would work closely with the client.

Production Manager-

The production manager would be in charge of the production side, this includes the technical side through to the front of house team. They would liase with the events manager and the client if necessary.

Legal administrator-

The legal administrator is there to make sure that all the legal requirements are met. For example if the event is a show, that they have the rights to put on the show.

Administrator-

Administrator keeps count of all the spending within the company and is responsible for the employees pay.

Budget manager-

Budget manger is in charge of the budget. Once the budget has been decided then they will delegate money to the managers and they will spend the money accordingly. The budget manager will have the overall spread sheet with all the money that has been spent and what money is left.

Stage Manager-

The stage manager would be in charge of the venue and the technical team. They would take charge in the rehearsal process.

Technical Team-

The technical team includes the sound designer and operator, lighting designer and operator, Assistant Stage Manager and Deputy stage Manager.

Marketing

Are in charge of selling tickets advertising and produce posters, programme and distribute them.

Front of house team-

The front of house team would not only be there on the night they would also be selling tickets.

Costume Designer-

In the planning process the costumes designer should have an idea on what costumes needs to be designed and they would liase with the budget manager on costs.

Set Designer-

The Set Designer liases with the director and is in charge of everything which is visual and stylistic, including the set furniture and props. Also gives input and lightings and costumes, which also are talk about with the director.

The Events Management Process

Events Management

To plan an event there are 4 stages:

Plan

Source

Manage

Measure

Planning stage

Planning is the first stage to creating an event. You need plan all aspects of the event for management right down to caterers.

The first step is to make sure there is an initial idea in place by researching and there are meetings throughout the process. Once the initial idea is in place then the cost will come next.

Through the planning process the management staff need to have been sourced, as they will be the one who will be planning throughout. Communication is key when planning.

Venue is key throughout the planning process. This is because different venues will have different equipment, which mean items might not have to be sourced when the planning gets put into place.

Sourcing stage

The sourcing stage in basically putting the plan into action. For example you would then ring the venue and ask if you can put the event on. If the venue is allowing the event then you would ask what equipment they have and if they will provided you with any staff, for catering to technical crew.  The cost of the venue would also be included in the phone call.

Legally requirements would also have to be planned and sourced as you can’t continue the event through the rest of the process.

Once the cast and crew have been decided then the process can be continued. An example of this would be if you where the stage manager you would then get your crew to go out and source the props.

The sourcing process can also come under the rehearsal process. One reason for this would be when the cast is rehearsing they miss out a prop then they would go out and find the appropriate prop.

Manage Stage

The measuring stage is the rehearsal process. This is when the cast and crew have been finalised and they start rehearsing the event.

When all job roles have been decided they would start rehearsing and the crew would start plotting. For example when the sound designer has been given the script then they would source the sound effects.

Also in the manage stage the event would happen.

Measure stage

The measuring stage is the overview.  All show reports have been collected and audience and client have reviewed the event.