Midlands Gallery - Events Management Presentation by Oli Southall

group presentation

event objectives & intended outcomes - To bring attention to our small local fashion and lifestyle businesses by raising their Instagram following by 5%, two weeks following on from the event. - To raise the profile of St Basils in the Midlands by handing our attendees a small survey on their knowledge of homelessness in the Midlands and St Basils. - To create a community where this event becomes an annual gathering of new andcurrent local fashion and lifestyle businesses. - To sell 50-60 tickets up to one week before the event to maximise profit. - To have raised enough money to cover the costs of the event to ensure profit.

event format & shedule

detailed event shedule TIME:

SCHEDULE:

DESCRIPTION:

9AM

MIDLANDS GALLERY AND

During this hour, the Communication Manager briefs team members and volunteers on manual handling from a recently obtained NHS qualification in this field.

VOLUNTEERS ARRIVE

Also, within this hour, the Venue Manager performs a final health and safety check before other members start the rail and table assembly, kitchen clean and toilet check.

10AM

BRANDS ARRIVE

After table and rail assembly is safely complete, Midlands Gallery Recycled Clothing Sale, Book Stall and Big Al's Cheesecakes are all set up in place. The Finance and Venue Managers are arranging any signage and poster placement. The Marketing Manager allocates the brands to their designated spaces following the specific floorplan upon their arrival. Volunteers are assigned to the kitchen clean and cafe set up throughout this hour.

11AM

DJS AND ARTISTS ARRIVE

A second brief would be given to all brands and artists from the Venue Manager on health and safety. DJs and Artists are responsible for their display assembly.

12AM

DOORS OPEN

Doors open at 12 pm, having the PR Manager managing the Meet and Greet process as well as ticket handling and registry. From the opening hour until close, the

DJ NIZZY

Fundraising Manager oversees the Book Stall, the Marketing Manager works alongside the Screen-Printing representative and the Recycled Clothing Sale is managed by the Venue and Finance Managers. Predicting the majority profit from the clothing sale, the most suitable position for the Finance Manager would be there. For refreshments, as their own brand, the Communication Manager handles Big Al's Cheesecakes and the volunteers operating the Teas and Coffees.

1PM

DJ ALEX HUGHIE

DJ set changes from DJ Nizzy to DJ Alex Hughie. Having multiple DJs provides a change in atmosphere during the estimated stay of attendees at two hours.

2PM

BARRIES SPEECH

The second DJ change occurs at 2 pm. During this change, guest speaker Barrie Hodge provides a talk on the insights into homelessness, the importance of the

DJ HICKUPZ

cause and the amazing work at St. Basils specifically "The Table Leg Analogy". The Table Leg Analogy provides an easily understood explanation of becoming homeless, further combatting the stigma around homelessness. Music resumes at 2:15 pm.

3PM 4PM

DJ TONY BONTANA

DJs Change for the third time. A Film and Visual Effect student from Birmingham City University agreed to produce a short film of the event from 3 pm until 4 pm.

FILMING

Throughout this hour, Midlands Gallery decided not to include any announcements during this time to allow the film to produce a natural response.

FIRST RAFFLE

The DJs change once again at 4 pm with a reduced volume, allowing the raffle announcements to be made. The Marketing Manager announces the first selection

ANNOUNCEMENT

of prizes being the Cineworld Tickets, Wetherspoons Voucher and Nando’s Voucher.

DJ BLUKEY 5PM

6PM

SECOND RAFFLE

The final DJ change takes place at 5 pm with a lower volume again for the second raffle announcement. The Communication Manager presents the winning tickets

ANNOUNCEMENT

for the "Uni Essentials" Hamper, the Confectionary Hamper and the Beauty Hamper. At 5:30, the Communication Manager packs away Big Al's Cheesecakes,

DJ S BAMBINA

offering any remaining product to volunteers and brands.

DOORS CLOSE

Doors close at 6 pm, allowing the Marketing Manager to reveal the final raffle prize winners. The Charlotte Tilbury Set and Aveda Blowdry/Facial prizes being

FINAL RAFFLE

announced at the end as the most valuable donations. The phased announcements were put in place to encourage guests to extend their stay. Raffle prizes were

ANNOUNCEMENT

organised in value, so guests were more likely to stay until the end to hear them. A thank you speech from Midlands Gallery will be given after the closing raffle

THANK YOU SPEECH

announcement to show appreciation and gratitude towards all attendees, followed on by a second speech from St. Basils's -Barrie Hodge.

BARRIE’S SPEECH 6:30PM

PACK UP

Once all guests have exited the venue, the brands, artists and DJs begin to pack up their locations. After the exit of participants, the Communication, Venue, Marketing and PR Managers begin to dismantle the empty rails and tables, clearing away any remaining items from Midlands Gallery's clothing sale and bookstall. Meanwhile, the Fundraising Manager and volunteers will be checking toilet and kitchen facilities ensuring the standard is replicated from that upon arrival. Throughout this hour, the Finance Manager finalises all donations received, calculating the total revenue.

pre event shedule for brands PRE EVENT

TIME

9:00

9:30

10:00

10:30

11:00

SET UP BRANDS ARTISTS ST. BASILS DJ SETLIST MIDLANDS GALLERY ALICE AMY GEORGIA SAM DREW OLI VOLUNTEERS SUE TRACY

BRANDS ARRIVE AND SET UP ARTISTS ARRIVE TO SET UP DJ ARRIVES TO SET UP BRIEF STAFF ON SETTING UP SAFELY- MANUAL HANDLING RAIL SET UP TOILET CHECK TABLE SET UP HEALTH AND SAFETY CHECK TABLE SET UP

BIG AL'S SET UP CLOTHING SALE SET UP BOOK STALL SET UP SIGNAGE AND POSTERS SIGNAGE AND POSTERS CLOTHING SALE SET UP DELIGATE BRAND PLACEMENT

KITCHEN CLEAN RAIL SET UP

CAFÉ SET UP CAFÉ SET UP

PREPARE TEAS AND COFFEE'S PREPARE TEAS AND COFFEE'S

BRIEF BRANDS AND ARTISTS

HEALTH AND SAFETY BRIEF

event shedule TIME

12:00 DOORS OPEN

13:00

BRANDS ARTISTS FILMING BARRIE DJS NIZZY ALEX HUGHIE MIDLANDS GALLERY ALICE BIG AL'S CHEESECAKES AMY TICKETS, MEET AND GREET GEORGIA BOOK STALL SAM RECYCLED CLOTHING STALL DREW RECYCLED CLOTHING STALL OLI SCREEN PRINTING VOLUNTEERS SUE TRACY

14:00

SPEECH HICKUPZ

15:00

16:00

17:00

18:00 18:30 DOORS CLOSE PACK UP RAFFLE ANNOUNCEMENT RAFFLE ANNOUNCEMENT RAFFLE ANNOUNCEMENT CINEWORLD TICKETS CONFECTIONARY HAMPER CHARLOTTE TILBURY SET WETHERSPOONS VOUCHER UNI ESSENTIALS HAMPER BLOWDRY AND FACIAL NANDOS VOUCHER BEAUTY HAMPER THANKYOU SPEECH RECYCLED CLOTHING SALE DONT JUDGE A BOOK BY ITS COVER STALL OPEN STALLS OPEN PACK UP LIVE ART PACK UP FILMING THANKYOU TONY BONTANA BLUKEY RINSLE S BAMBINA PACK UP RAFFLE ANNOUNCEMENT

THANKYOU SPEECH RAFFLE ANNOUNCEMENT

RAFFLE. ANNOUNCEMENT

PACK UP RAILS PACK UP RAILS FACILITIES TOTAL £ PACK UP TABLES PACK UP TABLES

TEAS AND COFFEES TEAS AND COFFEES

FACILITIES FACILITIES

floorplan

meet & greet process

“Hi, welcome to Midlands Gallery! Here is a list of our partner brands that you can shop today. (hand leaflet) We also have Barry here from St. Basils youth homeless charity who this event is in aid of! so feel free to ask him any questions. There are lots of ways you can donate to St. Basils today- we have: a recycled clothing sale, Big Al’s cheesecake and teas and coffees and a raffle which will be announced every hour from 4pm! We’ve got lots of great prizes including gift cards and a full Charlotte Tilbury look! There is also the ‘don’t judge a book by its cover’ book stall, where books are sold based on a small description rather than title, author or cover. We have DJ’s and Live artists here all day for you to enjoy. I hope you have a great time and if you need anything or have any questions please ask someone in a Midlands Gallery jumper like mine!”

team uniform

evidence of pr, marketing, social media and sheduled content

Instagram Profile

Brand Activity