Movember Manwalk by Diane Victoriane Delaveau

MED4108 - Event and Exhibition Industries

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MED4108 - Event and Exhibition Industries ! Assignment 2!

Movember! Manwalk!

! Manwalk Movember - a fashion show intended to raise awareness of men’s health issues. ! • Asha - Site/Venue and Fundraising/sponsorship Manager • Diane - Finance Assistant, Risk Assessment page • Irena - Event/Media and Marketing Manager

MED4108 - Event and Exhibition Industries

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• Irena :

Overall overseer of project

Created the event poster for advertising (social media and posting)

Promotion and marketing of event

Made logo

Overall planning

Mind mapping

Gantt Chart

• Asha :

Venue research (finding and evaluating)

Foundation research (related to the event’s cause)

Creative input (Logo ideas, help with poster)

Promotion and marketing of event

Charts

Mind mapping

Overall planning

• Diane : -

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Budget plan (all finance) -

equipment

hires and loans

Risk assessment

Creative input (Help with poster)

Mind mapping

Promotion and marketing of event

MED4108 - Event and Exhibition Industries

Gantt Chart! !

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MED4108 - Event and Exhibition Industries

Venue! !

The venue that was chosen is The Textile Factory. It is located at 160 High Street, Deritend, Digbeth, B12 0LD, Birmingham and is one of The Rainbow Venues. Itâ&#x20AC;&#x2122;s a long, brick warehouse room. The brick walls creates a slightly manly ambience - a more rugged feel. It has a high ceiling which adds to the atmosphere of the event.

! http://www.therainbowvenues.co.uk/venue/textile-factory/

MED4108 - Event and Exhibition Industries

Rationale for venue ! !

Many people are already familiar with the Rainbow Venues and it is known for being a

vibrant, alternative night spot with bare brick and graffiti. This venue is ideal because of its location as it’s close enough to the city centre and it’s in walking distance or a short taxi ride. People can also park along the street. There is ample space inside of the room for a runway as long as 28 ft. This is good because this will allow the models to have enough space to walk down and the audience can get a good look at the fashion as well as the beards. The empty walls of the venue can be filled with posters and information about the Blue Ribbon Foundation. There is also room for the bar (which is located towards the back on the room) as well as the food that will be provided.

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Why the Blue Ribbon Foundation ! !

The Blue Ribbon Foundation has three very important objectives:

• To raise awareness of men’s health issues - particularly cancer • To use the Blue Ribbon as a ‘rallying banner’ to help bring about awareness; and to encourage other male health charities to adopt the ribbon

• To support other male health and cancer charities

They are the devoted foundation to their cause and believe that working together with other charities in education and awareness through campaigns that many male lives can be saved. The blue ribbon is a sign of being ‘aware’ and that whoever has the blue ribbon supports the contributions made towards male cancer and other health issues. This foundation is a good supporter because they are open to sponsorship and cause related marketing. Since the fashion show is aimed at promoting awareness for men’s health issues, the Blue Ribbon Foundation is open to helping us and us helping them.

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MED4108 - Event and Exhibition Industries

Target audience :! !

The target audience for this fashion ‘manwalk’ is 18-30 year olds, mainly males but

females are also welcome. It’s good to try and get the younger population involved and get them to be aware. Some might not care and may come for the fashion only but they are still being exposed. This way ‘Movember’ won’t be seen as another social media phase and that there is more meaning behind it; with a creative twist such as this fashion show. The show would be a fun event but the issues that we would want to make clear should be taken seriously. Growing a beard shouldn’t be just for the fun of it. The atmosphere will be light but it will have the men’s health issues that should be talked about and not left in the shadows. The main content of the evening will be the two fashion shows, deemed as a ‘Manwalk’ because it’s not the ordinary catwalk - it’s with males for males. The first fashion show will consist of formal wear and then second one will be casual wear. There will be information about The Blue Ribbon Foundation, some large posters and brochures, and about Topman, nearest store locations and special offers that they have or will be having. This will all be delivered in a fashionable and stylish way. There will be drinks available at the bar and food from a food truck company as well as from a stone-baked company. A university photographer from Birmingham City University’s Snap Scratch will be taking photos of the event as documentation and for uploading onto social media to highlight the event along with the cause.

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Marketing / PR plan! !

The main plan for promoting this event will be posts to social media like Facebook and

Twitter. These are the most used sites and will get the attention of users that are located in Birmingham. An event will created where people can be invited. The people that are invited will include people that the company knows, people that other contributors (e.g.. photographer) know and so on. There will be a chain of friends, acquaintances and unknowns that will be able to view the event page and decide whether they would like to attend. The event can also be promoted by The Blue Ribbon Foundation, Topman, the caterers and the venue. Poster will be put up on street posts, display boards, shops, barbers and universities. Flyers can also be handed out to individuals.

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MED4108 - Event and Exhibition Industries

Proposed evaluation mechanisms of event!

These various mechanisms would allow us to gauge the success of the event.

Mechanisms that will be used to evaluate the success of the event include: -

Number of attendees

Ticket sales added up (total of money)

Donations from attendees

Our donation proceeds from the event

Whether any risks became a reality

Budgeting and assessing risks! ! Forecasting Finance The point of our fashion show is to offer an enjoyable night to our audience, as to present bears and clothes fashion and raise awareness for an association, Blue Ribbon. However, without any financial sources, building our Movember Manwalk can be a challenge. Financial assessment of the event will decide whether or not the event is viable: For this type of event, the money will mainly come from sponsorship and ticket sale. Constructing a budget is the best way to establish a stable and understandable plan to fit the event: it imposes a financial discipline. Incoming Funds ●

Sponsorship by a Men’s Fashion Retailer (Topman) : As our event promotes fashion and raise awareness on men’s health issues, we thought about getting in touch with a men’s clothes retailers: this will be a way for use to cover our expenses, and for them to market their brand on our event, by associating their logo on the advertising of the Manwalk Movember as well as showcasing their clothes on our models during the show. It gives them also a nice publicity, as it shows their awareness on social and health causes. Sponsorship is a common way to get revenue in cultural events. The brand that will be marketed on our Movember show will be Topman. Producing fashionable men’s fashion, they are close to the value of our target audience : Following the trend at an affordable price. By fundraising our show, Topman will get the right to dress the models with their own collections and promote their brand on the advertising of the event.

MED4108 - Event and Exhibition Industries ●

Ticket Sales : Tickets will be sold from Retail Outlets, online and on-the-door admission. The Ticket will be decided by using the ‘perceived value’ method : The event is a fashion show, so it does have special features that makes it an innovative event. In order to increase our projected income, we will give an early-bird discounts (£4 pounds instead of £5 for the first 50 tickets bought) for a certain amount of tickets sold online. That will give us a way to sell tickets for the event more quickly and be prepared to a certain amount of people.

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Donations from the foundation Blue Ribbon : As our event is not a fundraising event, we don’t except the Blue Ribbon to take part of any donations to our events. However, their presence on the event will be crucial for the success of the event.

! Expenses ! ●

Venue : The venue which has been chosen is the Textile factory, within the Rainbow venues in Digbeth. The cost has been estimated around 2000 pounds, after comparing the venue to others room which looks like, as the Elgar Concert Hall in Birmingham, which costs 1500 pounds to rent, with a capacity of 420 people (http:// www.venuebirmingham.com/?q=bramall). It seems that the Textile factory has higher standard, so we came up with the price of 2000 pounds.

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Equipment : Our main expenses in equipment will be to hire a Catwalk and the lighting which will be fitting it. We assume, as the Textile Factory is well furnished, that the lighting and a sound system are included already in the venue. To hire our needed equipment, we will contact a company specialised in Catwalk hiring (http://

www.ukcatwalkhire.co.uk/). We did a table to sum up the price of our equipment.

Equipment

Description

Catwalk

Length: 24ft Width: 8ft Height: 2ft 1 x Step Treads

Lighting

8x PAR 56 Cans with mixed colours static or flashing, 6x Floor PAR Cans & 2 stands

TOTAL

Price

£450 + Delivery

£85

£535

MED4108 - Event and Exhibition Industries

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Models, Stylists, Makeup artists : Birmingham is surrounded by numerous school and university providing fashion courses. We decided to send to one of them an offer for their students to gain professional experience through our event, as models, stylists or makeup artists. It will also aim us to spend as little expenses as we can. We decided to contact the South & City College, because of their location (they are already situated in Digbeth, which make the transport really easy for students) and the course they offer correspond to what we are offering as a professional experience.

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Public Relations and Advertising : These expenses have to be managed carefully, as this is what will lead our event to be a real success. Several Press Releases will be sent to local newspapers and magazines, as well to consumer press to attract the public. Moreover, The event will be advertised on social media, in the street and in colleges and

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universities by giving flyers. Approximate costs for this campaign will cost 500 pounds.

MED4108 - Event and Exhibition Industries ●

DJ and Photographer : As well as the models, stylists and makeup artists, DJ and Photographer will be volunteers for our event, in exchange of a professional experience for Birmingham City University students. A good idea will be to ask SnapScratch for a photographer and Scratch Radio for a DJ. It will give us an opportunity to reduce our cost for the event and for them to promote their association within the Birmingham City University to our public.

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Food catering : We thought at the beginning that we could ask a caterer to provide the food and sell it during the event. However, it seems to cost a lot of money and time, for a result that do not provide benefits. We decided on the other hand to still provide food to the public but to give the opportunity to a food caterer to make his own business on the event. Streetfood.org (http://www.streetfood.org.uk/book-a-trader.html) provides a list of food caterer that can provide food on several events for no costs for the event organisation. It is for our event the perfect solution, as the choice of food they offer fits the taste and the budget of our public. We choose to caterer our event Peel & Stone, a food caterer based in Birmingham, providing stone baked food. More information on them at : http://www.peelandstone.co.uk

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Staff : As the Rainbow venue is aimed to also be a nightclub, the bar will be accessible for us, and we will give them the opportunity to make profit through our event by selling their own drink. In exchange, they will provide their own staff, who has the experience of the Rainbow Venues bar, which makes the service easier. With this solution, there is no extra costs for drinks during the event.

MED4108 - Event and Exhibition Industries

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Security Staff : Security Staff costs are estimated within the venue cost, as we assume that they are part of the service that the Rainbow venues are offering to our event.

Generic Budget Income

Amount

Expenditure

Amount

Sponsorship: Topman

£2000 (estimated)

Venue

£1500 (estimated)

Ticket sales

50 x £4 + 200 x £5 Equipment = £1200

£535 + Delivery

Donations from the £0 Blue Ribbon

Models,Stylists and Makeup artists

TOTAL

Public Relations and £500 (estimated) Advertising

£3200

£0

DJ and Photographer

£0

Food Catering

£0

Staff

£0

Security staff

£0 (included with the venue)

Extra costs

£300

TOTAL

£2835

MED4108 - Event and Exhibition Industries

Risk Management

! Our duty as event organisers is to provide a safe and secure environment for the public and staff, and to be ready for any kind of emergency. Risk management is a process to identify and manage risk. For our events, the risk assessment will be quite basic, as there is no potential extraordinary circumstances being involved. However, we have the duty to care if everything and everybody involved in the event are safe.

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MED4108 - Event and Exhibition Industries

IMPORTANT All business is conducted and orders are only accepted subject to the Terms and Conditions of Business set out below. They contain important matters affecting rights and liabilities and you are advised to read them. 1. Interpretation. In these Terms and Condition "the Company" means THE COMPANY and "the Customer" means the party to whom goods or services are supplied by the Company. Headings are included for reference only and shall not affect the construction of these Terms and Conditions. 2. Terms. These Terms and Conditions shall govern each transaction made by the Customer with the Company and shall supersede any previously published terms and conditions of business and shall override any terms and conditions stipulated, incorporated or referred to by the Customer in its Standard Purchase Terms or other similar document (unless expressly agreed in writing by a Director of the Company).

MED4108 - Event and Exhibition Industries 3. Proposals and Quotations. 3.1 All proposals and quotations given by the Company are valid for a period of 30 days from date of issue. Should the Customer's order instructions differ from the specification understood when the quotation was given; the Company reserves the right to alter the price and/or conditions of any proposal or quotation previously given. 3.2 All prices contained within a proposal document relate to the project as detailed within that proposal, and the Company reserves the right to alter the price and/or conditions of the proposal for the final project where content or functionality has changed. 3.3 Late amendments, subject to the Company's discretion, will be liable to charges proportional to the additional work that results. Late amendments include changes to content, equipment specification and or equipment requirements. Any amendments shall be signed off by the Customer's representative prior to implementation either prior to arrival onsite or onsite. Onsite changes which incur additional costs to the original quote shall be approved onsite by the Customerâ&#x20AC;&#x2122;s representative either verbally or in writing. 3.4 The Company will notify the Customer of changes to prices or conditions in writing prior to invoicing. Additional charges will be detailed on the final invoice. 3.5 rate.

All prices quoted are exclusive of Value Added Tax that will be charged at the appropriate

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MED4108 - Event and Exhibition Industries 6.1 All invoices are due for immediate settlement, except for Customers with approved credit accounts, which are subject to settlement within thirty days from the date of the invoice. 6.2 Upon commencement of work an invoice will be raised for fifty percent (50%) of the quoted invoice value. This is payable by return unless a credit account has been opened in which case it becomes due within 30 days or prior to delivery, whichever comes first. 6.3 During the course of a project it may be deemed necessary to issue further stage payment invoices depending on the duration & complexity of the project. Should stage payments be required the Customer will be notified of these in writing as part of the proposal & quotation process. 6.3 A further invoice will be raised on completion of the job. This will be issued when all final costs have been received in respect of additional costs, subsistence etc. 6.4 For Customers without approved credit accounts work on any project involving stage payments (6.2 & 6.3 above) will not commence until full payment for each stage has been received by the Company. 6.5 New accounts are granted only after the completion of a Credit Application request form, replies being received from two trade references and a bank reference where requested and the Customer's express acceptance of these terms and conditions, all to the satisfaction of the Company. Customers will be notified in writing once account facilities have been granted. 6.6 The Company reserves the right to suspend or cancel credit accounts for non-compliance with these terms and conditions. 6.7 The Company reserves the right to charge interest at the rate of 3% per annum over the Companyâ&#x20AC;&#x2122;s bankâ&#x20AC;&#x2122;s base lending rate from time to time, for late settlement of accounts. 7. Guarantee and Exclusion of Company's Liability. 7.1 The Company will undertake to ensure the effective functioning of any developed software on the target device(s) specified by the Customer. It is incumbent upon the Customer to ensure that all machines are configured identically, and the Company is not liable where this is not the case. 7.2 No liability is accepted for any program faults arising where the Customer has not granted reasonable access to a target machine(s) for program testing. 7.3 While every effort is made to ensure that any materials and equipment used are of the highest quality, the Company cannot be held responsible for the breakdown of these materials. 7.2 Claims for faulty goods should be notified immediately and confirmed in writing within 3 days and the goods in question returned with a copy of the written order. Faults will be remedied free of charge or processing costs refunded at the Company's option.

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MED4108 - Event and Exhibition Industries 8. Production Times. 8.1 While every effort will be made to adhere to the production times quoted, no liability can be accepted for any late delivery resulting from late or incorrect supply of content, amendments or resources or late sign-off of materials by the Customer. 8.2 Where such delays occur the Customer may be liable to extra charges proportional to the additional or overtime work that results. Any extra charges will be notified in writing prior to invoicing and any extra charges will be detailed on the final invoice. 8.3 All amendments must be communicated in writing, by letter, fax or e-mail. The Company accepts no liability for amendments notified verbally. 9. Delivery. Delivery instructions undertaken will be adhered to as closely as possible but no responsibility can be accepted for delays. Delivery by our staff is at our discretion and will be charged at ÂŁ0.50 per mile. Postage and packing will be charged at cost. Delivery time is in addition to the minimum production times quoted. 10. Materials. Whilst every care is taken in handling Customer's originals, artwork, samples or other materials of any description ("the Materials") the Company accepts the Materials for processing on the understanding that the Company's liability (if any) for Materials which are lost, stolen, damaged or destroyed whether as a result of the negligence of the Company, its servants, agents or sub-contractors or otherwise howsoever is limited to replacement cost of the Materials unless a Director of the Company at the time of order agrees in writing to accept higher liability at a higher price to be negotiated. 11. Insurance. 11.1 The Company advises the Customer to insure their materials for their full value against all risks, loss or damage. 11.2 Responsibility for any loss or damage howsoever caused to equipment loaned or hired to the Customer by the Company rests with the Customer. Customers are advised to ensure that they have adequate insurance cover in place. 12. Consequential Loss. No liability is accepted for consequential loss or damages including (but not limited to) loss of profits, income or revenue howsoever caused.

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MED4108 - Event and Exhibition Industries 13. Cancellation Charges Cancellation of our services within, but not limited to, the following time periods will incur cancellation charges. These will consist of charges for work completed to date and cancellation fees for bookings made, which may exceed the percentages below: or a fee expressed as a percentage of quotation total, whichever is greater. Should the work not proceed for any reason including circumstances beyond the Clients’ control the client will still be liable to the cancellation charges. Agreed sub contracted elements may be liable to a different cancellation charge and these shall be communicated to the Customer by the Company in writing. The Customer will be responsible for taking out cancellation insurance, which the Company can arrange at the Customer’s request. CANCELLATION NOTICE 1-2 months 1 month – 2 weeks 2 weeks or less

PERCENTAGE CHARGE 50% 75% 100%

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I have read, understood and agree to be bound by the Limelight (Nottingham) Limited Terms and Condition of Business.

Signed

Title

Name

Date

MED4108 - Event and Exhibition Industries

Bibliography !

• Beardbrands (2014)Instagram. Instagram. Available at: http://instagram.com/p/

uOVb_RsYDs/?utm_source=partner (Accessed: 21 November 2014).

tnt9RmMYLU/?utm_source=partner (Accessed: 21 November 2014).

utm_source=partner (Accessed: 21 November 2014).

• Beardbrands (2014)Instagram. Instagram. Available at: http://instagram.com/p/ • Beardbrands (2014)Instagram. Instagram. Available at: http://instagram.com/p/ui1QYQMYI5/? • Jerichostagenic (2013) JSI - Fashion Show Basics. Available at: http://jerichostageinc.com/

wp-content/uploads/2010/05/Fashion-Show-Runway-Design-Guide.pdf (Accessed: 21 November 2014).

• Moultry Belcher, L. (no date)The Budget for a Fundraising Fashion Show,Chron.

129B5DE6FF8DD0ECBDD457C93FF101E3. Available at: http://smallbusiness.chron.com/ budget-fundraising-fashion-show-22943.html (Accessed: 21 November 2014).

• The Blue Ribbon Foundation (no date)About Us, The Blue Ribbon FoundationThe Blue

Ribbon Foundation. About us « Blue Ribbon Foundation – Men and Male Health Charity. Available at: http://www.blueribbonfoundation.org.uk/about-us/ (Accessed: 14 November 2014).

• The Rainbow Venues (no date)The Textile Factory,The Rainbow Venues. The Rainbow

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Venues. Available at: http://www.therainbowvenues.co.uk/venue/textile-factory/ (Accessed: 21 November 2014).

MED4108 - Event and Exhibition Industries

Critical Evaluation! !

As a group, we decided to focus on a fashion event, called Movember Manwalk. We

realised quickly that each of us, in the different part of the project we were working on, didn’t have the same challenge. As I have to take care of the part of the budgeting and risk assessment, it was the first time I was assessing and operating through this task. Budgeting and risk assessments are elements that require a lot of rigour and precision, because this part will decide whether or not the event is viable: it might seem the less creative part of the project, it is actually really important, because each event project have to fit a certain budget. For our event, we didn’t have any budget at all, and find funds to achieve it was something we all spoke about together. We were working on our own for our part, but each time they were a consensus between the three of us. In my opinion, the areas where my skills have added benefit to the proposal where the one where we needed to be a precise as possible and to create a link between each of the activities propose on our event: Finding free/cheap options for food and drinks in the event, contacting school for models and photographs… In the future, I could improve my way of presenting the proposal: Is presenting the budget in a textual form the best option? I could improve by estimating more in numbers and giving more precise details about what we will propose during the event. About our plan itself, it could be improved by making it more clear and easy to read. It can be also more realistic, by giving more details and more explanations. As this is our first event proposal and didn’t realise it, there is obviously part missing that we don’t know about: next proposal will surely include new parts to make the proposal more concrete. But our event proposal seek, nevertheless, to achieve an awareness and enhanced reputation for our organisation, which is the first aim of our event proposal.