EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
CONTENTS PLAN A PLAN B
CANCELLATION OF EXTERNAL PARTIES MARKETING PUBLIC RELATIONS FINANCE VENUE CUSTOMER COMMUNICATIONS STAKEHOLDERS | SPONSORS
PLAN C
CANCELLATION OF INTERNAL PARTIES MARKETING PUBLIC RELATIONS FINANCE VENUE CUSTOMER COMMUNICATIONS STAKEHOLDERS | SPONSORS
FLOOR PLAN RISK ASSESSMENT HEALTH AND SAFETY
CHECK LIST | EVALUATION VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN A FORMAT OF OVERALL EVENT:
MAIN EVENT:
9:45 AM Guest arrival (VIP guests to recieve their tea/coffee upon arrival) Saxophone player was to play music as guests arrived to introduce them into the immersive experience
00:03:18 - 00:04:33 “King Of Wishful Thinking” to be played by saxophone player
10:00 AM A short film explaining who St Basils are and what they do to support young homeless people This would be in replacement of regular ads and trailers 10:04 AM The main screening of Pretty Woman begins, including all immsersive elements for guests.
00:39:15 - 00:40:30 “Why Women Do” to be played by saxophone player 01:02:35 - 01:05:23 “Oh, Pretty Woman” to be played by saxophone player 01:03:40 Models enter, pose in 90s themed clothing and interact with audience 01:05:23 Models end the scene by showering audience with fake money from a money gun
01:25:13 - 01:26:59 Ballet dancers perform during the opera scene of film Red dress scene Contemporary dancing 01:56:20 - 01:57:17 “Oh, Pretty Woman” to be played by saxophone player whilst flash mob dancers perform Approximately 12:15 PM Guest speaker from St Bails will present a short wrap up speech to reinforce event objective
12:30 PM Breakout activities: Food for VIP guests ‘Rodeo Drive Shopping Experience’ Rituals hand massages Caricature artist Portrait photographer with props Raffle ticket purchase 13:30 PM Raffle draw 2:00 PM Event ends
12:25 PM Guests will leave the screen room with background music from the saxophonist
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EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B
CANCELLATION OF EXTERNAL PARTIES
The cancellation of external parities would mean as an event company, we would have little control over this but would source to overcome these barriers in a professional way. Different cancellation scenarios could include: Cancellation of Venue Overcome by sourcing a new venue that fits event requirements Cancellation of Entertainers / Performers Overcome by sourcing a replacement company or organisation to step in If unable, we would use crisis management to find a suitable resolution for our customers Cancellation of Food / Beverages Overcome by leasing with existing venue oh how this could be resolved If unable, we would use crisis management to make all tickets standard admission and refund the difference for VIP tickets VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B
MARKETING
In the sudden event of cancellation from external parties such as the venue, a clear and cohesive message to our target market would be posted onto social media platforms. This announcement would be tactfully put together to reduce any alarm or concern to existing and potential customers. A repercussion from this may be that those whom have already purchased tickets may feel that the new venue doesn’t reflect the ticket price. This could cause implications, and within the team we would decide the best approach in either issuing partial or whole refunds. This would impact our overall ticket sales and profit for the charity. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B
PUBLIC RELATIONS
In light of the venue cancelling the crisis plan for PR, would be to immediately update the press release to the new venue and resend it out to journalists to change on the article. This is to make sure all information published is correct for readers. A LinkedIn post would be created as an update of change of venue to inform all connections and followers. All journalists/press would all receive an email update of change of press release in a follow up email. Keeping external businesses in the loop keeps the relationship between the client and business. The repercussions of this is that like UK News Group they publish articles on region based so dependent on the new venue they would need to replace the article under the right geographical heading for the right target audience. The BBC would redirect PR from Midlands Today to an alternative appropriate radio station. If acts cancelled the crisis plan for PR, would be to contact and search for other participant’s due to the extra immersive experience is for the theatrical element and USP for our event we would need to replace the acts. As the press release doesn’t mention exactly what dancers or acts would be performing it’s a case of replacing them or if not using other music arts performers. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B
FINANCE Expense
Protection
Acts
Contracted
Venue
Agreement/ Contract
Brands
If they pulled out too late no refund
If one of the external factors pulled out it would be vital to ensure we had a financial plan set in place. Firstly we would have to ensure that we had a contract in place for each act so that if they pulled out of the event for whatever reason then we would receive a full refund of what we paid them, the money would then go in the fundraising pot to give to the charity at the end. Secondly if it was the venue who were to pull out it had already been agreed that we would receive a full refund of our deposit if it was their fault and therefore we would have the money to find another venue. Lastly If any of the brands who were coming in after the screening withdrew then if it was close to the event and they had already paid for the space they were occupying then they would not receive this back. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B VENUE
REPERCUSSIONS: Should the venue cancel the events company will have to source a suitable venue within a short amount of time, this will have a huge negative impact on the company. It may also lead to the event hosts having to expand their budget and re-negotiating hire costs with other venues. The event hosts will also be at risk of having to change their event concept in which they may find it easier to find a new venue for OR cancel their event completely if they cannot source a new venue. IMPLICATIONS: The result of the venue cancellation could mean that guests may not be able to attend the event due to change of location, the guests may request refunds upon hearing about the venue change/cancellation. Specific details such as the date and time of the event could also need to be changed. IMPACT: Venue cancellation could have a negative impact on the events company, the attendees and the guests. The events company may struggle to find a venue that tailors to their event, they will also have to communicate this to all stakeholders and participants in the event which can be stressful. It also creates significant losses for sponsors , participants and stakeholders. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B
CUSTOMER COMMUNICATIONS
Due to the colloquial tone used in previous communication with the saxophone player and dancers, the same tone would be translated into communication under a crisis management scenario, however enforcing more professional language would aid in reassuring third parties that the situation was controlled and it would not affect their attendance to the event. Reminding them that their need for floor space and equipment would not be forgotten in the event of a venue relocation will comfort them in knowing their best interests will be met and conflict over these details would be avoided.
In the event that the venue was to withdraw from the event, customers would be notified immediately via email. Keeping the tone of the email upbeat and friendly will give the customer the impression that there is no concern whether or not the event was still to go ahead and will not affect their ticket purchase. A change in location may result in some customers being unable to attend the event. Although the refund policy states that tickets are non-refundable, in this scenario tickets would be refunded as a gesture of goodwill. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN B
STAKEHOLDERS | SPONSORS In this case, the best cause of action would be to contact each one of our stakeholders and let them know the situation as soon as possible. Having that transparency and open communication with them could potentially give us a solution to our problem i.e. if the venue cancelled and we communicated this to the stakeholders, one of them could get back to us and offer us a different venue they have available or contact details for one.
To avoid complete act withdrawal from the event, a contingency act would be sourced who could step in should the original cast not be able to attend. However, complete act withdrawal would mean the ‘immersive’ element of the event would be severely compromised and the event concept would not be delivered as the customer expected. Offering a partial refund or a complimentary drink would result in a nonprofitable event and not recognising that the customer is not receiving what they paid for could result in a request for a refund. Offering a form of goodwill through a free raffle ticket and portrait would assure the customer that the event recognises they are not getting what they paid for by allowing the customer to experience other activities at a reduced cost. Ultimately, the event would still be profitable, however this would affect the overall total of income through the loss of funds generated through these extra revenue streams. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C
CANCELLATION OF INTERNAL PARTIES Coronavirus disease or COVID-19 is an infectious disease caused by a newly discovered coronavirus (World Heath Organization, 2020) Majority of the people who are infected with COVID-19 will experience some of these symptoms: New and continuous cough High temperature Mild to moderate respiratory illness It is highly dangerous disease for those who have undelaying health problems such as diabetes, cancer, cardiovascular diseases, etc. COVID-19 can be spread primarily through droplets of saliva or discharge from the nose when an infected person coughs or sneezes. For these reasons the best way to prevent the spread of it is by self-isolating and social distancing. For a few weeks the UK government has asked residents to stay home to prevent the spread, slowly closing venues, shops, gyms, pubs and other social spaces. From Monday 23rd at the Live meeting, Boris Johnson officially enforced a three week lockdown in the UK meaning everyone who was not an essential worker had to stay home. Even now, with people only being able to leave their houses to exercise once a day or shop for essentials, the COVID-19 is still spreading fast. As of 9am Monday 30th March 2020 the number of tested positive cases in the UK is 22,141 and as of 5pm on 29 March 2020, 1,408 patients in the UK who tested positive for coronavirus have died (GOV.uk, 2020: VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C
MARKETING
Due to the penultimate cancellation of our event, existing and potential customers were made aware of this announcement posts both on Instagram and Facebook (two main platforms for communicating with our consumer). As the wording was constructed externally, we ensured that we kept a clear message to our consumer without mentioning the COVID-19 pandemic. This was to reduce any panic or unsettling amongst our target audience. The repercussions of making this announcement meant customers were offered refunds and given a deadline to do so. Those not refunded, the money would go directly to St Basils, having a positive impact on the charity. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C
PUBLIC RELATIONS
In light of COVID-19, the crisis plan for PR. Firstly, make sure LinkedIn posted the same social media post of our announcement about the cancellation of our event due to certain circumstances. To keep connects and followers in the loop of the update of the event. Contacted journalists/press with a scripted message of a short simple message of why the event is cancelled but appreciate the help and support they gave us during promoting our event but wish for our press release to be taken down, to avoid any false publicity. Making sure the relationship between the two was good terms for future needs and connections. The repercussion of this would be that due to being a pandemic many journalists/press are more focused on bigger news which our event may not be their biggest concern. Due to the situation we could not handle it’s best to be honest and friendly to get past the problem and help each other. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C
FINANCE
As we have had to cancel our own event due to coronavirus making it unable to go ahead it is vital to have a financial plan in place so that we can still donate as much money as possible to the charity. Our main and largest financial loss is the £250 deposit that was put down for the venue and so it is crucial we ask if they would be willing to donate the deposit back to us so that it can therefore go towards St Basils. Secondly we have had to cancel all the acts, fortunately none of the acts have been paid or yet signed contracts meaning that as long as they are cancelled imminently they should understand and therefore not need paying and the money would be able to go towards St Basils. As tickets have already been sold all customers have to be asked whether they want the money paid to either go to the charity or if they want a full refund. Finally the brands that have come in, in order to help the event have not yet paid any money or given us any % of their commission this means that we would have to cancel them without any financial loss or gain. The biggest financial impact of this is that we may not get the deposit back from the venue and also props and decorations that we have already bought for the day are non refundable and therefore that money is a loss. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C VENUE
REPERCUSSIONS: In the event that we as the events company have to cancel, it would lead to numerous repercussions. We would lose our deposit and any monies paid prior to the cancellation. As well as this we could be charged a cancellation fee dependent on how much notice is given to the venue, and if any drinks or food orders that have been placed. IMPLICATIONS: Implications such as having to communicate with all guests and external stakeholders of the venue change may cause uncertainty as to wither or not the event will go ahead if huge changes are happening so close to the event date. Uncertainty may lead attendees to change their mind about attending the event and request a full refund. IMPACT: Cancellation may cause a negative interconnection between the venue and the events company, as they will have put other procedures in place to ensure the event is secure and all agreements are met. This may affect opportunities to work with the venue in the future. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C
CUSTOMER COMMUNICATIONS
To avoid fuelling the panic in the Covid-19 pandemic, customers and performers would be emailed in regards to cancellation of the event without a reason being stated. They would simply be notified that it was a decision made by the Visionary Events team and that all customers would receive a full refund should they wish to request one. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
PLAN C
STAKEHOLDERS | SPONSORS
In the event of an internal party having to cancel the event, we would have to communicate this to all of our stakeholders explaining the reasons why and whether it is cancelled or postponed. Before contacting them as a team we would have to make the decision if we want to now have our extra revenue streams online or not. If we decide to cancel any raffle or auctions we will then have to contact all sponsors and express our gratitude for their support by offering us any sponsorships, raffle prizes or to come on the day of the event but because the event won't be taking place we will no longer need your services. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
FLOOR PLAN
CINEMA SCREENING
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EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
FLOOR PLAN
ENTRANCE | LOBBY | BAR | MEZZANINE
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EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
RISK ASSESSMENT Venue: Everyman Cinema Mailbox, Birmingham. Venue Type: Bar/Cinema Event Date: Sunday 29th March 2020. Event Profile: Immersive film screening utilising actors, dancers and musicians. Estimated capacity 91. Strictly over 15. SUITABILITY: Everyman Cinema Screen 1 holds a capacity of 91 people. There is adequate space between the screen and the seating area which will be used for the dance performance. There is one set of stairs to the right of the room which customers will used to get to their allocated seats, however as this is a small space it can become confined if overcrowding arises. This will become a serious hazard if there is congestion on the stairs. There is sufficient access to the event site for people with disabilities, wheelchairs and pushchairs. Within the screen there are two fire exits, one at the rear of the room and one at the front of the room (also used as the entrance to the screen). There are illuminated signs directing customers to the fire exits. In the bar/lobby area of Everyman Cinema there is also suitable access for people with disabilities, pushchairs and wheelchairs. There is no disabled access to the mezzanine.
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RISK ASSESSMENT POTENTIAL HAZARDS: - Spillages - Wires - Props - Heavy items - Damaged wires/plugs - Open sockets - Connections and cable clamps - Uneven surfaces i.e. ramp - Loud noises - Utilized space PREVENTION: There will be a first-aider on site and any accidents will be logged into an accident book. The venue does not ensure this event and Event staff will be liable for any accidents during the event. Equipment Hazards
with open sockets and connections, we will make sure these are hidden. All areas where there is risk of an accident with be manned by venue staff and event staff. Food Hazards All food/drink will be prepared fresh on the day and served in the bar/lobby area. This includes both hot and cold foods. There is a risk that attendees could burn their selves with the hot food/drinks. Venue staff will ensure that any props/plates/cups are suitable for hot foods. All attendees will be asked of any allergies/intolerances when purchasing the event ticket. The head chef at Everyman Cinema will be able to further advise on allergies/intolerances on the day. Crowd Management
Although it is high unlikely that any aggressive or drunken behaviour will arise, all venue In order to prevent equipment related hazards staff and event staff will be briefed on how we will make sure that any wires or cables are to handle this behaviour. To stay calm and clamped correctly and sealed where possible. relaxed, understanding and mindful of body To prevent the attendees coming into contact language and tone towards anyone who
displays this behaviour. Should this escalate venue staff and event staff will contact emergency services. There is a possibility that overcrowding can arise during this event as the Everyman Cinema will still be open to the public, considering the time and day of the event this is highly unlikely. In the event that overcrowding does happen, venue staff and event staff will resolve this in an orderly manner. First Aid Hazards As actors, dancers and musicians are participating in this event they are all at potential risk of being injured. The dancers/actors are required to perform in the allocated space between the Film screen and the seating area. There is adequate space for the dancers/actors to perform, however there is the risk of injury due to the spacing. The lighting will be turned on when the dancers are performing, making them visible and able to see the space surrounding them. The musician (Saxophone player) will be required to perform in the entrance to the screen, there are no potential hazards. VISIONARY EVENTS | FAS5044
EVENTS MANAGEMENT | PLANS AND STRATEGY REPORT
HEALTH AND SAFETY
CHECK LIST | EVALUATION
CHECK LIST: Wire clamps First Aid kits Soap Tissue Accident Book/Log Fire Extinguisher Antibacterial Cleaning Products
Prior to and on the day of the event numerous safety procedures and checks will be conducted to ensure that guests, staff and other contractors are not exposed to health and safety risks. It is essential that safety practices are maintained throughout the duration of the event, this includes; setting up, during and breaking down. It is crucial that suitable management structure is in place for each stage of the day.
Extra measures such as:
-Handrails correctly installed -Passageways are clear of obstruction -Props are secured and in Position -Electrical equipment has been tested and have e-tags attached -Emergency Procedure placards are in place All staff, guests and external stakeholders will be -Relevant warnings are in place provided with relevant information and warnings stated in the risk assessment, which they must adhere -First aider present to. This will be communicated through verbal briefings and signage within the venue.
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