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Event Management Project - Develop a proposal for an event that you wish to hold, to show to the management and guide them whether to go forward with it or not.
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EVENT MANAGEMENT (1)
NAME OF THE EVENT - Caribbean Fantasy 2009.
TYPE OF EVENT - Celebrations and Entertainment
DATE OF THE EVENT - December 4th, 2009 – Friday.
TIME OF THE EVENT- 10:00 pm onwards.
VENUE - Curlies, Anjuna Beach – Goa, India
CONCEPT
We plan to host a theme party at the popular beach shack –
Curlies, which is situated at the far end of Anjuna Beach;
Goa.
The theme for the party shall be a mix of the Caribbean and
oceanic (beach) theme.
The party shall be held on the first Friday of December, that is
the 4th of December 2009.
We shall have a live band that will play beach music from
anywhere and everywhere including Californian surf music,
reggae, Latin and Salsa. As well as hits from favourite party
EVENT MANAGEMENT (2)
bands like the Beach Boys, Jan and Dean, Bob Marley ,the
B52S and many, many more.
An authentic Caribbean DJ shall be there to keep the guests
partying until the sun starts to rise.
We expect guests to start coming in by 10 p.m. The party
shall go on till the wee hours of the morning.
The guests shall be welcomed to our theme party with flower
garlands by Hula Girls.
The dress code shall be a mix of beach and party wear –
sandals with halters, bikinis, shorts, three-fourths, along the
same lines.
The food that shall be provided for the party will not be very
posh, but instead shall be easy to eat and pronounce –
barbequed items being the main course.
We alcohol that we shall provide will be IMFL (Indian
Manufactured Foreign Liquor)
December being the peak season in Goa, the timing is
perfect for such an event as people are always looking for
innovative ways to party.
AIMS
To hold one of the most talked about parties in the whole of
Goa.
To start a trend of themed parties in Goa.
To reach a large number of people and give them a safe
place to party without too many hassles.
EVENT MANAGEMENT (3)
ORGANIZATIONAL CHART
Executive Committee
Finance
Finance Manager
Operations/Facilities Committee
Operations Manager
Logistic Manager
Cleaning and Waste manager
Technical Team
Artistic Director
Technical Director
Floor Manager
Lighting Designer
Lighting Operator
Sound Designer
Sound Operator
Venue Manager
Marketing and Public Relations
Marketing Manager
Customer Service Head
Sponsorship
Safety and Security
Security Head Officer
Parking In-charge
Crowd manager
EVENT MANAGEMENT (4)
PARTNERS
We shall ask well known organizations to be part of this event. It
shouldn’t be too difficult to get sponsors as this event should
generate a lot of interest and exposure for the concerned
organizations.
A few of the organizations that we could approach while holding
such an event are as follows:
EVENT MANAGEMENT (5)
ANALYSIS OF THE EVENT
SWOT ANALYSIS
Strengths:
The party shall be held at one of the most frequented and
popular shacks in North Goa – Curlies.
The Caribbean Theme is a perfect concept, especially since
the setting and location of the party matches the occasion.
Since the party shall be held in December, we shall be able
to reach the posh and young crowd easily. Not just Indians
but the foreign tourists as well. Expectations of a good crowd
a quite high for this party.
Weaknesses:
Lack of management and co-ordination create confusion.
Opportunities:
We may get the opportunity to get high profile sponsors for
our event.
Media Exposure is another added advantage.
Publicity for the event and the organization.
Threats:
Competition – The competition in Goa is cut-throat. We need
to make sure that our service quality standards are upto the
mark.
The threats and weaknesses are co-related.
Looking at the SWOT Analysis one can see that there are not a lot
of threats or problems related with this concept. The pro’s
outweigh the cons by far.
EVENT MANAGEMENT (6)
THEME
This event shall be a mix of the Caribbean and basic beach
party.
Two 6ft tall flame light cauldrons, simulating real flames,
would set the scene as the guests enter the venue, along
with Hula Girls with garlands in their hands for the guests.
Clusters of Green, Orange and Yellow latex balloons shall be
positioned accordingly around the entrance, dance floor
and bar areas.
We shall have girls dressed up as mermaids as well.
For the tables, the decorations shall include – sea shells and
beautiful sea life table decorations.
The whole venue shall have Wooden crates and barrels,
fishermen's netting, seaweed and fishing nets, Ship's wheel
and anchors placed at different areas.
We shall put up bamboo flame burners as well.
The ashtrays and pots shall be in such a way that they
resemble Starfish, giant clams, crabs and lobsters
The bar shall be a palm leaf covered bamboo bar.
The whole venue will have Intelligent lighting with tropical
gobos.
The serving staff shall have a themed dress code as well -
themed dress materials - beachcomber hats, and
Rastafarian wigs for the men and flower garlands and
authentic raffia grass skirts for the ladies
EVENT MANAGEMENT (7)
ENTERTAINMENT
Apart from the dancing we shall also provide some extra
entertainment for the guests.
We shall have a person who will do Caribbean Hair Braiding
We shall also employ Caricature Artists as part of the
entertainment.
We shall organize a Limbo Dance Competition for the more
adventurous ones.
LICENSES AND PERMITS
We will need to contact Goa police to take permission to
hold the party on the beach.
We will get relevant licences from the same.
We need to take permit from the municipal corporation as
using the beach could be an environmental issue.
The liquor and entertainment licence shall be obtained by
the venue management because it is not our responsibility.
MARKETING
Most of the marketing for the event shall be done through
word of mouth.
A schedule of when the party is going to be held shall be put
up one month prior to the day of the event. This shall be
done at Curlies itself.
We shall put up a big billboard, which shall be situated on
the way from Baga beach to Anjuna Beach. This route is
frequented by all who come to Goa so we shall be able to
get the required exposure for the event.
EVENT MANAGEMENT (8)
We shall employ some local boys (part time) and they shall
go to different restaurants and shacks and put up posters of
the party there.
We shall also approach hotels like Taj Residency, Cavala,
Majorda Resort and ask them if we can put up posters there.
SAFETY AND SECURITY
We shall need to make sure that all the equipment and
power cables are in order and safe.
We shall appoint lifeguards for the safety of the guests on the
beach.
Bouncers shall be at the entrance and at the dance floor to
make sure there are no people creating a nuisance.
We shall need to check on all the props and other things to
see that they are all in order.
We shall put up signboards all around to let the people know
the dangers of the sea.
RISK MANAGEMENT
IDENTIFICATION OF RISKS
Bad Weather (Rain Storm) – This can spoil the whole event as
we plan to have part of the dancing and entertainment on
the beach itself.
Technical Malfunctions – Sound system or some other
technical problem may occur.
Managing the crowd – Since many people come to Goa
with the Holiday Spirit and with the aim to relax, a lot of
EVENT MANAGEMENT (9)
alcohol is consumed and this may create problems. They
may want to swim after drinking or get into a fight with
another guest.
ASSESSMENT OF RISKS
The monsoons are finished by December, so the chances of
rain are very less. This is not a very big problem.
The risk of equipment malfunctions is not a major issue and
can be covered easily.
This is a high priority risk as people tend to lose control when
inebriated. If someone drowns, the whole purpose of the
event would backfire. Chances of such a thing happening
are quite high as well. People tend to get under the
influence of alcohol and lose their head.
MANAGEMENT OF RISKS
If it does rain, we can always have the rest of the party
moved back inside, We shall also keep big umbrella stands
as a standby so that they can be put up at the correct time.
Before the day of the party and on the day of the event
itself, all equipment shall be checked and double checked.
The live band and the DJ will be responsible for their
respective sound systems, but such an issue can be handled
so it is not a problem.
Apart from the bouncers at the entrance and inside the
venue, we shall also need to appoint experienced lifeguards
for the beach.
Signs shall be put up all over stating that swimming is at the
individual’s own risk.
We shall also have 3 motor boats available if necessary.
EVENT MANAGEMENT (10)
REFERENCES
http://www.finesseentertainment.co.uk/theme_packages2.p
hp
http://www.atmevents.co.uk/caribbean.php
http://www.pastiche.org.uk/caribbean_paradise.htm
http://www.fundayltd.com/various_activities_caribbean_be
ach_party.htm
http://www.inspiremyevent.com/themes.php
http://www.1stop-events.co.uk/themed-events/party-
themes/caribbean-theme-party
http://www.themepartiesltd.co.uk/caribbean.php
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