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Imagine that you are the Event Manager for an End of Year Awards…
Imagine that you are the Event Manager for an End of Year Awards Ceremony for the (fictional) ‘Hannah Weller Award for Best Contributions to Science in the State of Victoria’, organised by the (fictional) Hannah Weller Foundation. The event is being staged to award a variety of ‘prizes for scientific research and innovations which make a positive contribution to improve the lives of others through their practical application. The event will take place in a venue of your choice in Victoria on Saturday 25th November 2023 with an expected 200 attendees and is designed to celebrate science and research in Victoria in 2022-23.
Task
Select an appropriate venue in Victoria and version of each of the eight (8) documents listed below designed to support this business event.
For each of the documents you create, explanatory paragraph which explains the significance (and/or meaning) of each document and how each document supports the operation of this End of Year Awards Ceremony.
Each explanatory paragraph for each document should include at least one reference to another author. This is to contextualise each document and to demonstrate that each document is recognised within the business events sector.
Each document should be designed for your version of this business event with the details in each document reflecting aspects of this event. For example, the on-site registration process should describe the process when the attendees arrive at your chosen venue.
Executive Summary
The Executive Summary is not included in the word count and should have its own page. The Executive Summary should provide an overview of the event which lists the event objectives, the core activity of the event, the target market, the date, time and location. The provision of an overview of the event allows staff in the event management company to understand the overall event and the Report documents provides the information and detail needed to effectively plan and operate the event.
Table of Contents
The Table of Contents is not included in the word count. The Table of Contents should have two columns, namely the name of the section on the left-hand side of the page and the associated page number on the right-hand side of the page. The Table of Contents should have its own page
1. Venue selection justification
See Van Der Wagen, Chpt 15; Allen, pg. 80; Davidson pgs. 137; 142-143
Mention the prestige of venue, acoustics and facilities available.
2. Run sheet for event
See Van Der Wagen, pgs. 69; Allen, pgs. 130-133
Provide the timing and summary information about the following: arrival of attendees and registration; photographic opportunities; meal service; speeches, awards, entertainment, before and after-ceremony networking opportunities.
3. Floor Plan which includes a seating configuration]
See Van Der Wagen, pg. 89; and Davidson, pg. 39; Allen 334-335
Can be created using PowerPoint.
4. Event terms and conditions and the On-site registration process
See Van Der Wagen Chpt 3
Provide the event terms and conditions for this event and explain the on-site registration process.
5. Justification for your choice of Master of Ceremonies
See Davidson pgs. 138-139
Your choice of MC should be charismatic; likeable; respectable; knowledgeable; able to present a clear and engaging narrative as to why the recipient has won the award; have good pronunciation of award recipients’ name.
You can choose whoever you like to be your MC, but you need to justify this choice.
6. Justification for your choice of an inspiring guest speaker See Davidson pgs. 1
38-139; Van Der Wagen, pg. 90
Should be able to add value to the award ceremony’s proceedings.
You can choose whoever you like to be your guest speaker, but you need to justify this choice.
7. Off stage introduction script to introduce the Master of Ceremonies
See Van Der Wagen, pg. 71
This script will be read out off stage to appropriately announce the Master of Ceremonies to commence proceedings.’
8. Income and Expenditure statement
See Van Der Wagen, chapter 8; Bladen Chpt 6; and Allen Chpt7
Aim to break-even or make a profit for the Foundation.
Indicate source of Income – e.g., sponsorship packages and ticket sales.
Indicate who are the Sponsors and a summary of their monetary and/or in-kind contribution.
Indicate Expenditure – Room hiring costs, including lighting and staging; sound technician; fees for Master of Ceremony and guest speaker; catering; cost of the trophies.
