Welcome Reception Production Schedule


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Welcome Reception Production Schedule

  1. 1. Part A Please read all questions before beginning. You have 60 minutes. . 1. Name________________________________ 2. Team member’s names and numbers: 3. Combined age of the group: 4. Which team member was born the farthest from Bangkok? 5. Which team member has visited Hong Kong Disneyland? 6. Some months have 30 days, some have 31. How many months have 28 days? 7. Put an X in the lower left hand corner of this paper. 8. If you think you have followed directions carefully to this point, call out “ I have” 9. On the reverse side of this paper, at the top, add 2460 and 4205 10. Put a circle around question number one 11. Disregard questions 3 thru 11 in Part A. Now, quit wasting time and start working as a team 12. Decide as a team how you will collect the most points and begin Part B
  2. 2. MICE specific questions for an Incentive Group of 250 students 1. An incentive trip for students is planned and they would like to use the outdoor area and the swimming facilities. They want to know; How deep is the swimming pool? How many tennis courts are there? How many soccer fields? How many basketball courts? (10 points) 2. They have a group of 250. Each student would like to take a 5 minute shower, How many showers will they need to take care of everyone in one hour? Where can we find enough showers? (10 points) 3. The group would like to use John XXIII for a one day event. Where do you suggest they hold the Welcome Ceremony? How many break-out rooms are available? Would there be a room available for the Executive Committee to meet? How many people can John XXIII accommodate for their Gala sit-down dinner? (10 points) 4. How many rooms do we have available on a nightly basis on campus? How much are the rooms? With 2 chaperones sharing a room for every 25 students, and one supervisor for every 50 students in their own room, How many rooms will be needed? (10 points) 5. They students would like to have an outdoor lunch, could you suggest a venue that is shady? They would like to use existing tables? Each student needs 45 minutes to eat; they would like to feed everyone between 11:30am-1pm. Are there enough seats at your proposed venue? (10 points) Part C Collect the items listed below (3 points each) 1. A copy of today’s newspaper 2. A blue plastic bag 3. A product with writing on the label (no Thai or English) 4. A red plastic paperclip 5. A can of Diet Sprite 6. 10 aluminum paper clips 7. 4 green rubber bands 8. Something grape flavored
  3. 3. Par D Answer as many questions as you can (5 points each) How many people can sit comfortably on the AU campus trolley? How many shops sell fresh coffee on campus? What is AU’s mascot? Why? What is hanging above the altar in the campus cathedral? Who is John XXIII? Where was he born? What is the Fundamental Aim of Education? Who wrote it? What do the letters au represent on the gold rock in front of CL (hint :not Assumption University)? What is AU’s motto? What was Montforts Last Will and Testament? Where can it be found on campus? Why is the ceiling so low in the shopping arcade at CL building? Where was St Montfort born? When? “Education is the most effective means to liberate man from_____and_______? What is written on the statue under the stairs near SM119? Where is the Northernmost ice cream shop on campus and how many flavors do they have (sample a flavor)? What does the “D” and “S” stand for on the ABAC Emblem? What does the A. and M. and the White Lillies represent? Bonus points:
  4. 4. Take a picture of two groups members and two AU security staff in the YMCA pose Take a group photo with the sexiest statue on campus Take a picture of the monument that is similar to the one found in Trafalgar Square Take a photo of a painting, statue, or picture with 3 elephants? Find 4 students born in different countries and take a photo
  5. 5. Welcome Reception Production Schedule Create a Production Schedule in half-hour increments for a convention’s Welcome Reception based on the requirements below. • You may start your move-in at 9:00 a.m. and the event begins at 6:30 p.m. • The client wants to do a final walk-through 30 minutes before the event opens to the delegates and wants everything finished and ready to go by then. • The caterer has a set-up crew of 3 and will need 1 hour to set up three buffet stations in the center of the room. She will also be setting up 50 dinner tables of 8 and will need 1½ hours to set and dress them plus 1 minute per chair to install the chair covers. • The décor provider has a set-up crew of 5 and will need 3 hours to install backdrops and draping around the perimeter of the room and 1½ hours for decorating the stage with pillars, flowers, and draping. The stage decorating must be done after the lighting is installed. • The technical provider has a set-up crew of 4 and will need 2 hours to install the lighting and this must be done after the stage and dance floor have been installed, but before the buffets and tables have been positioned. • The rental provider has a set-up crew of 2 and needs 2 hours to install the stage, dance floor, and sponsor tables for the tabletop exhibits. • The entertainment provider has booked a 5-piece band and they have a set-up crew of 3 and need 2 hours to set up their equipment on stage. The set-up crew also needs 30 minutes for their sound check before the band’s 30-minute rehearsal starting 1½ hours before the event. • There will be 10 sponsors with tabletop displays. They will need 2 hours to set up their exhibits and they will want 1 hour before the start of the event to clean up and dress for the party.
  6. 6. Time Task Provider 9:00 9:30 10:00 10:30 11:00 11:30 12:00 12:30 1:00 1:30 2:00 2:30 3:00 3:30 4:00 4:30 5:00 5:30 6:00 6:30
  7. 7. Calculate the crew hours for each provider and total number of crew hours required for this installation. Answer Key: Provider Number of Crew Total Crew Hours Caterer Décor Provider Technical Provider Rental Provider Entertainment Provider Sponsors TOTAL NUMBER OF CREW HOURS
  8. 8. Answer Key: Time Task Provider 9:00 Install stage, dance floor, and sponsor tables Rental Provider 9:30 10:00 Install backdrops around room perimeter Décor Provider 10:30 11:00 Install Lighting Technical Provider 11:30 12:00 12:30 1:00 Begin decorating stage Décor Provider 1:30 Begin setting up buffet tables Caterer 2:00 2:30 Begin setting up dinner tables Caterer 3:00 3:30 Begin band equipment set-up Entertainment Sponsors begin exhibits set-up Sponsors 4:00 Begin installing chair covers Caterer 4:30 Sound Check Entertainment 5:00 Band Rehearsal Entertainment 5:30 6:00 Client Walk-Through 6:30 Event Begins Calculate the crew hours for each provider and total number of crew hours required for this installation. Answer Key: Provider Number of Crew Total Crew Hours Caterer 3 15 Décor Provider 5 22½ Technical Provider 4 8 Rental Provider 2 4 Entertainment Provider 3 7½ Sponsors 10 20 TOTAL CREW HOURS 77 Discussion points: • What are the consequences if one or more of these providers were to arrive later or earlier than scheduled? • What are the consequences if the installation cannot begin until noon? • What are the consequences if there is one less person on each crew (except the sponsors)? You may wish to have students recalculate and create a revised production schedule.
  9. 9. Undergraduate Level Case Study: The Millennium Dome Opening Night1 The Millennium Dome, a visitor park attraction in Greenwich (east London), England, held its opening night on December 31st, 1999 in conjunction with celebrations of the new millennium. 10,500 people had been invited to the opening ceremony to include the Queen, Prime Minister, and numerous dignitaries. Due to tight security requirements surrounding royalty and high government officials, background security checks of all invited guests were necessary. This meant the ticket could not be issued until the background check had been completed. A few days before the opening night event nearly half the tickets had not yet been sent out. There was no longer enough time to mail the tickets, so invited guests were instructed to go to a specific railway station where special arrangements would be made to issue their tickets and get them on special trains running to the Dome station in Greenwich. Guests could not drive their own cars to the Millennium Dome because it was designed primarily for coach parking only. Therefore, at the appointed time 4,000 ticketless but invited guests arrived at the designated railway station in their evening finery to be transported by train to the gala event. On-site security dictated guests walk through airport-style magnetometers to ensure they were not carrying anything dangerous. However, only one security gate at the railway station was working properly. The result was “a disaster”, with virtually no way for 4,000 guests to proceed through one gate in a timely manner. In an attempt to get these guests to the main ceremony on time, scheduled at midnight, special buses were finally brought in and the security measures were abandoned. When these ill-fated guests finally began to arrive at the Millennium Dome at about 10:40 PM, the food and drink had already been consumed or had been removed, and additional confusion ensued as guests tried to find their seats for the ceremony. The celebratory atmosphere of the event was ruined, but the ceremony proceeded. This unfortunate situation was compounded by the fact that the 4,000 who experienced the disaster at the railway station included numerous newspaper and broadcast media representatives plus event sponsors. The event and the event organizers were severely criticized in the media, and the Dome management company and the government had to issue formal apologies in the media for the fiasco. The Dome Millennium management company also issued nearly 4,000 complimentary tickets for future visits to the attraction to unhappy opening night guests. Write a report responding to the following questions: How would you have handled the ticketing and transportation challenges if you were the event organizer? • How could the credentialing have been handled more effectively or timely? • How could ticketing have been better? • How could the security systems at the point of entry have been improved? • How could the transportation have been handled differently? What were the negative consequences from a marketing perspective? 1 Adapted from Successful Event Management by Anton Shone (Continuum, 2001, p.109)
  10. 10. Activities and Exercises Creative Configurations Make copies of and cut out the standard table shapes shown below. Have the students create as many unusual table shapes suitable for buffet or seating arrangements as they can by combining tables using these templates. You might wish to begin this exercise with a challenge—design a dining table in the shape of a baby grand piano using the templates. Baby Grand Piano Table Configuration
  11. 11. Brainstorming: Theme Titles Like the title of a book or movie, a great title or phrase can “sell” an event, attracting customers and communicating the experience to be had from attending. Conduct a brainstorming session by breaking into groups of 4 to 5 students each and through word association, list 15 to 20 similar words or synonyms for the word “light”. Using one or more of these words, create a theme title or slogan for the following events: • Sport Event • Association Conference • Cause-Related Event Brainstorming: Setting the Scene Conduct a brainstorming session by breaking into groups of 4 to 5 students each to discuss the scenic props they would design and use to establish the following theme settings. Have the groups report their results to the class as a whole. • A Moroccan Marketplace • Journey to the Center of the Earth • Heaven & Hell
  12. 12. Introductory Level Analyze Your Setting Analyze the seven layers of décor in the reception area for a local hotel and write a report describing the decorative aspects and the functional aspects. The Five Senses You are designing a Holiday Party for your co-workers (pick your favorite holiday). Choose a theme and describe how you would incorporate the five senses into the event design so they will be tied back into the theme you have selected. • Theme: • Sights: • Sounds: • Tastes: • Touch: • Smells: You need to provide a progressive experience, yet all the meal functions will be held in the same event venue. What six themes you would use at the meal functions to illustrate the indigenous culture and most popular attractions of your area. 1. Buffet Breakfast 2. Lunch 3. Dinner 4. Buffet Breakfast 5. Box Lunch Pick-Up 6. Awards Dinner Brainstorming: Speaker Gifts Discuss the possible thank you gifts you might provide to the speakers at an annual convention of hospitality educators. The gifts must be under $25 each and must be able to be packed in carry-on luggage. Introductory Activity “Everyone needs to feel like a winner.” Review the chapter’s opening anecdote and lead a discussion about its meaning regarding the chapter contents, checking to make certain students recognize and understand how and why… • Mementos and amenities add value, depth, and legs to an event experience • Winning needs to be a rewarding experience based on the proper parameters • Everyone deserves acknowledgment and even small tokens can express appreciation and attention Activities and Exercises Brainstorming: Awards Program for Your Class Discuss why awards programs are instituted, what they achieve, and what you might design as an awards program for your class this semester. Include the following: • The various award categories/titles (as many as you would like) • The criteria for winning top honors in each category • How the awards would be presented • What the awards would consist of (what each winner would receive)
  13. 13. Brainstorming: Speaker Gifts Discuss the possible thank you gifts you might provide to the speakers at an annual convention of hospitality educators. The gifts must be under $25 each and must be able to be packed in carry-on luggage. Brainstorming: Cheap Frills Discuss the possible amenities and keepsakes one might include at the following events. These must be under $5 each. • A Welcome Reception for a convention with the theme “Paint the Town Red” • The Icebreaker at a 25th high school reunion with a Wild West theme • The rehearsal dinner for a destination wedding held on a tropical island Introductory Activity “It’s time I went outside.” Review the chapter’s opening anecdote and lead a discussion about its meaning regarding the chapter contents, checking to make certain students recognize and understand how and why… • Ancillary activities expand the universe of the event experience • Ancillary programs offer opportunities to extend the event experience • Programs and activities should take advantage of the event destination and the needs and desires of the event audience Activities and Exercises Companion Program Focus Group Students should be grouped into groups of five or six and the groups paired off to take turns playing the part of focus group representatives and researchers. The researchers should ask questions of the representatives to determine the likes, dislikes, and preferences for companion programming in conjunction with one of the following event scenarios. Those playing the part of the companion representatives should answer the questions as the spouse or companion might. Each combined group should then discuss the responses and determine suitable choices for companion programs. Each combined group should then report their results to the class as a whole. • Children’s Program in conjunction with a four-day corporate training program, including activities for two age groups — pre-teen and teenagers • Five-day international convention for restaurateurs whose spouses often help with the restaurant business • Six-day incentive trip during which the winner will be playing in golf tournaments or in educational sessions four of the afternoons Brainstorming: Tournament of Almost-Champions Discuss the possible sport activities that might be included in tournament of decidedly non-athletic attendees at a conference. Include any special rules and equipment that might be needed, as well as the prizes and awards to be presented to the “winners.” Introductory Activity “Sometimes dead wood is just dead wood.” Review the chapter’s opening anecdote and lead a discussion about its meaning regarding the chapter contents, checking to make certain students recognize and understand how and why… • Everyone who works on or at an event brings special knowledge and ideas that could enhance the event experience • Everyone who works on or at an event has needs and expectations that must be attended to • Not everyone is suited to every task and every event organization, but everyone should be shown respect
  14. 14. Activities and Exercises Work Breakdown & Scheduling Exercise Divide the class into small groups to complete this exercise. Have each group report its findings and lead a discussion about the results and the consequences if staff members show up late. • You are in charge of the Sign-Up Tables for a Charity Fun Run. There will be approximately 1,000 runners participating, and upon registering and paying their entry fee, each is to recieive a commemorative T-shirt and a competitor’s number to be pinned on the back of the shirt. The sign-up is to begin at 7:00 AM and the race is to start at 9:30 AM. • Determine what tasks will be necessary to prepare for, set-up, operate, and close down this activity. • Determine how many staff will be necessary, what the roles and responsibilities will be, and their schedules. • Design a Volunteer Recruitment Form Brainstorming: On-site Conflict Resolution Discuss the strategies you might use to diffuse the following situations. • The entertainment provider is having an argument with the venue manager over the noise of the sound check • and rehearsal disturbing the seminar going on in the next room. • Two of your staff are arguing over whose fault it was that the table amenities were left at the warehouse. • The caterer is yelling obscenities at her set-up crew while your client is in the room. Activities and Exercises The Production Book Round Robin Students are separated into small groups and each group conducts a Round Robin in which each student, in turn, is to identify a type of record, checklist, or other document that he or she would put into the Production Book for an event, including the reason or reasons it could or would be useful on-site at the event. The instructor may wish to provide empty notebooks as physical props that the students could hand off to the next student in the Round Robin. The events to be considered are: • A Community Festival • An Educational Conference • A Fundraising Banquet • Review the suggestions from the small groups and discuss the situations and purposes that might be served by including these documents in the Production Book. Information Tracking Take one key piece of information, such as the date & time of an event, and answer the following: 1. Where would it come from? 2. When would you get it? 3. How and in what format would you get it? 4. Who would it go to and in what context or format? 5. Where would it be stored, and in how many places/on how many documents? 6. Who should and who should not have access to it? Why? 7. How is and why can this piece of information be useful to other events? 8. How is and why can this piece of information be useful in your… • administration procedures? • coordination process? • marketing programs? • risk management practices?