2. INDEX
EVENT SUMMARY PAGE 1
EVENT CONCEPT
VISION STATEMENT
MISSION STATEMENT
GOALS AND OBJECTIVES
EVENT STRUCTURE, ACTIVITIES, PROGRAM PAGE 2
STAFF AND VOLUNTEERS
VENUE
STAKEHOLDERS
EXCECUTION OFTHE DAY
THEMING
PERMIT REQUIREMENTS
SUSTAINABLE PRACTICES
ENTERTAINMENT
EVENT TICKETING
MARKETING ANALYSIS PAGE 3
TARGET MARKETS
CUSTOMER DEMOGRAPHICS
GOALS AND OBJECTIVES
MARKETING STRATEGY
COMPETITOR ANALYSIS TABLE
SPONSORSHIP
ADVERTING AND SALES
SOCIAL MEDIASTRATEGY
HUMAN RESOURCES PAGE 5
SKILLS NEEDED AND WAGES
PERFORMANCE INDICATORS
MONITORING PERFORMANCE
FINANCIAL ANALYSIS PAGE 8
GOALS AND OBJECTIVES
FINANCIAL ASSUMPTION
RISK MANAGEMENT PAGE 8
MAJOR RISKS
APPENDICIES PAGE 8
TIMELINE
SITE MAP
QUOTE FROM SUPPLIER / TESTIMONIALS
STAKEHOLDER LIST
CASHFLOW STATEMENT
RUNNING SHEET
RISK MATRIX AND CONSEQUENCES KEY
SUSTAINABILE PRACTICES
3. 1. Event Summary
All For Good Friday; Picnic At The Park
Event Concept
All For Good Friday: Picnic At The Park is a special event being held on the 28th of April
2017. “All for Good Friday; Picnic At The Park” is a one-day music and food festival
designed to raise money for The Good Friday Appeal. All will have the option of either
purchasing a picnic basket or purchasing the mouth-watering food provided by the various
food trucks that will be on-site. The children will be kept entertained by the fun filled
activities such as face painting, balloon making and the inflatable castle. All this will be
accompanied by special guest performances by local Australian artists Vanessa Amorossi
and Anthony Callea but the highlight of the evening will be the hosts Hamish and Andy who
will provide a night full of comedy and fun to bring the event alive, whilst also assisting to
emphasise the importance of raising money for the Good Friday Appeal.
Vision Statement
All For Good Friday: Picnic At The Park will provide a day of fun filled activities for all the
family to enjoy whilst also focussing on raising awareness and funds for the Good Friday
Appeal.
Mission Statement
All For Good Friday: Picnic At The Park will inspire and motivate individual’s to come
together and help gain much needed attention and funds for the Good Friday Appeal at the
Sidney Myer Music Bowl. Its vibrancy and fun filled activities will leave an everlasting
impression for all to remember.
1.2 Goals and Objectives
Goal 1:
Increase awareness for the good
Friday appeal
Objective 1:
Get a minimum of 1000 guest to
subscribe to the Good Friday Appeal
news letter
Objective 2:
Have a minimum of 100 likes on our
social media pages by the end of the
event
Goal 2:
To have a successful running event
Objective 1:
At least 80% of our feed back form
must contain positive feed back
Objective 2:
Sell a minimum of 600 tickets in the
first 4 weeks of ticket sales
4. 2. EVENT STRUCTURE, ACTIVITIES AND PROGRAM
Planning for the “All For Good Friday; Picnic At The Park” will begin 12 months prior to the
event date. Marquez event industry will begin by setting up a home office. The owner of
Earl’s event is also the event manager. The event manager will setup a home office in order
to save costs. Many items will need to be purchased such as multiple office furniture, a
laptop and Internet connection, printers and office equipment.
Marquez Event Industry will also require numerous staff members for this event such an
event co-ordinator, marketing manager, finance manager and multiple volunteer workers.
The venue will then provide us with the needed staff members, audio and visual manager
for the staging equipment they have, and security guards for the event
Staff / Volunteers
Once the office is set up the Event Manager will need to begin work on identifying the staff
required in order to begin advertising for the appropriate positions.
Staff members will be chosen through submitted resumes and references. Once the
appropriate candidates have been identified the interview process will take place and
Completed within two weeks. Successful candidates will then begin working on the event
6months before the event commences
Volunteers will be chosen through multiple volunteering websites such as “I need helpers”
and “event Work force” (Volunteers will not be sourced until a month prior to the event.).
Once chosen, they will then be given an area to work in (setup team, on day team, meet
and great team etc.) and be taught the proper staff / volunteer protocols.
Venue
Sidney Myer Music Bowl
Location: Kings Domain, Linlithgow Ave
The venue chosen for this event will be the Sidney Myer music bowl, due to the fact it is a
large enough venue to hold a small-scale festival with a few thousands of people (~10,000
people). The venues high-level layout makes it the ideal place to hold this large event.
Ideally the venue already comes with a ready made stage with 3 phase power, speakers
system, prepared stalls for VIP attendees and a exceptionally big lawn area.
As guest walk through the gate they will be greeted by brightly coloured food trucks, wide
range of activities and plenty of space to put our their picnic mats and baskets (which can
also be purchased at the grounds).
Food trucks will be located in the left side of the venue. All kids activities will be located on
the right and portable toilets located at the back.
*Please refer to Appendix 2 for site map
5. Stakeholder Contact list
For further information, please see refer to Appendix 3 for the stakeholder contact list
Execution of the day
Bump in will commence at 8:00 am (further details refer to Appendix for the running sheet)
Staff, volunteers, Food trucks and other suppliers (Inflated bouncy castles, tables) begin to
arrive and prepare their final preparations and clean up before the attendees arrive.
Upon arrival of the attendees, patrons will have their tickets marked off and then will be
welcomed in as they pass through entrance gate. Once in the grounds they’ll be greeted by
various meet and greet volunteers who will then provide them with the day’s program.
As they walk through, patrons will be welcomed into a vibrant spring feeling venue with
multiple rustic picnic tables and giant promotional umbrellas scattered around the area.
As they explore the venue, patrons will also be embraced by the various aromas of food
trucks we have serving different cuisines.
Children will then begin to get excited by the giant bouncy castles and face painters we
have at the children’s area (where they can go before they decide to pick a spot in the
grass area).
Once all of the patrons have begun to sit down and enjoy themselves, the event manager
Earl Marquez will then take the stage and begin to thank the thousands families and
patrons that chose to come to the event and help join the cause of raising money for the
charity. After a brief speech Earl will then begin to introduce and welcome in the host for the
day. Hamish and Andy will be applauded into the stage and the first artist will then
introduced and begin the performances.
As each of the artists perform, guests and patrons are welcome to then go and visits the
kids area or buy more food.
As it reaches 3:30 the final performances take the stage for the last hour until 4:30 where
Earl will then take the stage once more to begin the conclusion of the event. A short speech
will be said to thank all the staff, volunteers, performers and guests that help make the
event happen.
As it reaches 5:00 the event will then conclude and patrons will then begin to start heading
back out of the venue, where they will be thanked by the meet and greet staff as they walk
out.
Final event clean up will then commence (further details refer to Appendix for the running
sheet)
6. Theming
This event will focus highly on a springtime design with brightly coloured designs and
wooden decorations. Giving the essence of freshes in the summer
Guest will be able to walk into the venue and find various bright coloured picnic mats and
large coloured umbrellas (if necessary) accompanied by various wooden picnic tables and
stools located around the food sections of the venue/festival
Permits required
Food truck Permits
Register or notify your temporary and mobile food premises with one council in order to
operate anywhere in Victoria, and Lodge a statement of trade (SOT) to let all relevant
councils know where and when you will be trading in their districts.
Food act 1984
under the act, food business owners are legally responsible to ensure that food sold to
customers is safe and suitable to eat
Sustainable Practices
Being sustainable is one of the main focuses in running the event. Within the process of
creating the festival policies that help minimize any paper wastage and usage, as well as
increase the use of recycling bins will be applied. These polices will not only be used in the
planning stage but also throughout the whole event.
For further information, please see refer to Appendix 8 for the sustainability plan
Entertainment
Entertainment for the day will commence at around 11:30am where the guest will be
introduced to their host’s Hamish and Andy. Each performer will then be introduced by them
and take the stage, each having 30 - minute performances with 15-minute breaks before
next performances. During each break the guest will have the chance walk about the venue
and view our other forms of entertainment.
Various singers and performers include that will perform on the say include Anthony Callea,
Vanessa Amorosi, Harrison Craig, Steve Clisby, Tim Campbell and Taylor Henderson. The
event will also include dance performances by “BKODE” and past Australia’s got talent
winners “Justice Crew”
Day host for this event t will be Hamish And Andy.
Other forms of entertainment for the day will include hired Face painters to paint children’s
faces, Clowns, Multiple bouncy castles and Balloonists (making animal balloons). Though
children will need to have parental guidance before receiving face paint or entering the
bouncy castles
7. Ticketing
Type Ticket inclusions Price
Early Bird – Family
1
2 x adults
2 x kids (between ages 6 - 12)
Entrance to festival
Designated stall seats
Stall wristbands
Free face paint for kids
Free Bag of snacks
$200.00
Early Bird – family 2
(For a smaller
family)
2 x adult
1 x child (between ages 6 – 12)
Entrance to festival
Designated stall seats
Stall wristbands
Free bag of snacks
$160.00
General admission Entrance to festival
$80.00 adults
$40.00 child
Free for kids under 5
Family admission
2 x adults
2 x kids
Entrance to festival
$240.00
Family admission 2
2 x adult
1 x child (between ages 6 – 12)
Entrance to festival
$200.00
3. Market Analysis
3.1 Target Markets
Family focused and budget conscious shoppers
Usually consisting of two persons who are in a marriage, have one or more children (of any
age) and are usually resident in the same household. The family also includes any number
of other related individuals living in the same house.
Men around the age of 29 years and women 27 years who are price sensitive and usually
buy the best value for their money.
They may be more attracted to variety, as well as brands that resonate well with their family
members.
8. Variety and benefit seekers
Aimed for their crave of personal experience and usually people who tend to love going out
to various music / food events and meeting new people E.g. People within the ages of 5 –
50 (gen z to gen x)
Melbourne Locals
People currently visiting Melbourne and generally the locals or people who are generally
living close to the city or can get to the city (venue in ease)
Customer demographics
Families and Couples Variety seekers (18 – late 30s) Melbourne locals
Gender – Male and
Female
Ethnicity – May Vary
Age – 20s to 50s
Location – Melbourne
Children - May vary
Lifestyle – May vary
Occupation – May vary
Gender – Male and Female
Ethnicity – May Vary
Age – 18 to 30s (young adults)
Location – Melbourne
Children – May or may
Lifestyle – May Vary
Occupation - May vary
Gender – Male and Female
Ethnicity – May Vary
Age – Any
Location –Melbourne
Children - May vary
Lifestyle – May vary
Occupation - May vary
4.1 Goals and Objectives
Goal 1:
To have a minimum of 1,000 likes on our
Facebook page
Objective 1:
Receive 100 good reviews 2 days after the event
on the event website
Objective 2:
Add 1 website link on all marketing material
(posters, invites etc.) to encourage website view
Goal 2:
Sell 80% of tickets 1 month before the day of
the event
Objective 1:
Sell a minimum of 1,000 of the early bird tickets 3
months before the event
Objective 2:
Sell 50% of the tickets 2 months before the event
9. 4.2 Marketing Strategies
Marketing activity/milestone Person
responsible
Date of expected
completion
Cost ($) Success indicator
Print out event poster or
banners for event
Marketing
manager
September, six
months before the
event
Minimum of
$7.00, gradual
increases due
to how many
copies and how
large
Amount of likes on our event page
Create news paper
advertisement
Marketing
manager
Late December
early January
Minimum of $50
depending on
newspaper
company
Compare Ticket sales to see if they increased
Have a TV or Radio interview
to promote the event
Marketing
manager
January, one
month before the
event commences
just to raise more
awareness
Minimum $3000 Compare Ticket sales to see if they increased
Free general admission ticket
give away to the public through
our social media pages, TV
and radio appearances
Marketing
manager
January, one
month before the
event commences
just to raise more
awareness
Free once we
get the TV or
radio spots
Compare Ticket sales to see if they increased
Create social media pages for
the event (Facebook,
instagram, twitter)
Marketing
manager and
social media
director
September, six
months before
event
Free depending
on which social
media site
Increase in page likes, re tweets and share on
those platforms
10. Competitor analysis table
Competitor
Established
date
Size
Market
share (%)
Strengths Weaknesses Point of Difference
Dinosaurs
showcase
event
Saturday 27th
February 2016
Large 2%
Cheap entry for event
Located at the
Melbourne museum so
its reasonable easy to
get too
Only for people
interested in
dinosaurs and
maybe kids
More of an exhibition where
mine is a festival
Good Friday
Appeals
“Cadbury
Easter Egg
Hunt”
25th March
2016 Large 2%
Also a day out event
welcome for the whole
family
Located on the
west side of
Melbourne, to
much of a hassle
going that far
The whole day is built on just
looking for chocolate Easter
eggs and small picnics
Good Friday
Appeals “Kids
Day Out”
3rd April 2016 Large 2%
Whole event is indoors,
no need to worry about
the weather
Free entry for kids
Cooped and
stuck indoors the
whole day,
My event takes advantage of the
wider space out doors
Good Friday
Appeals
“Charity gala”
3rd of April 2016 Large 2%
High end charity event
Televised
Know to have lots of
artist preform on the
night
More expensive
event to go to for
a charity night
Less expensive for families to
attend than this higher end one
11. 4.3 Event Sponsorship
Due to the scale of the event the help of these multiple sponsors can provide the needed
cost in order to begin the event. Sponsors such as Toys are Us, McDonalds, City of
Melbourne, cotton on kids, Sanatorium Health and Wellbeing, Bonds and State
Government of Victoria.
Sponsorship packages for the event include:
Gold Silver Bronze
Companies
Cost for each
package
50,000 25,000 10,000
Company logo to be
used on large
screens displayed at
the venue
✓
Acknowledgement
of thanks to sponsor
during the beginning
of the event
✓
Prominent display of
sponsor’s logo at
the event venue
✓ ✓
Company logo
featured on festival
invites
✓ ✓ ✓
Recognition on the
event's website and
a link to the
company's website
✓ ✓ ✓
Recognition in the
event program
✓ ✓ ✓
Logo and link on
website
✓ ✓ ✓
Merchandise to be
included in picnic
baskets
✓ ✓ ✓
12. 4.4 Advertising & sales
Advertising and promotional strategy
Planned
promotion
/advertisin
g type
Promotional strategy
Expected business
improvement
Cost ($) Target date
Ticket
Giveaways
Quick and easy way to get
people interested in our
event. People love free
items or give a ways
Greater exposure
People will want to
enter the, missing
out on free tickets
can push people
into just buying
them
Free, though
we may miss
out on a
ticket sale
1 month prior
to the event
Media
advertising
/ TV or
radio
advertisem
ents
Have a created ad that will
be played multiple times in
one day
Greater exposure
Increase in ticket
sales
~ $3,000 or
more
2 months
prior to the
event
Mail outs
or emails
Families who receive mail
from the RCH or Good
Friday appeal will receive
brief event information
Greater exposure
Increase in ticket
sales
~5.00 for
brief event
print out
~ Free if
emailed
2 months
prior to the
event
SMS
Families who receive
messages from the RCH
or Good Friday appeal will
receive brief event
information
Greater exposure
Increase in ticket
sales
~ 60cents per
message
1 month prior
to the event
Online
advertising
Advertisement to be
created and posted into
multiple social media sites
such as Facebook, twitter,
instagram and many more
Greater exposure
Increase in ticket
sales
Free through
own page
3 months
prior to the
event
Social media strategy
Brand awareness:
Because this event is already linked to All For God Friday; Picnic At The Park and the fact
that they’re an already well-known charity “brand” or “group” all they really need to focus on
is creating a well put together marketing campaign through the use of social media.
13. Facebook
Advertising through Facebook by creating a Facebook page called “The Good Friday Picnic
At The Park”. This page will be one of the basic places of communication for the events
guests or people interested in the charity.
Twitter
Creating a twitter page that will constantly post updates during the lead up of the event.
Through the use of hash stags (AFGF) we will be able to monitor all other social media
platforms like instagram, Google+, Pinterest and many more
5. Human Resources Management
5.1 Skills Needed
Every member of the Marquez Event Industry will be a proud and passionate representative
for our company, all will have with the necessary skills to efficient work with any customer
needs, complaints and concerns.
Skills need including wages
Job title (all
jobs)
Pre-requisites Duties Paid/volunteer
Rate Per
Day
1 x Event co-
Must know how to
run / coordinate an
Help event manager to
coordinated and run the
Volunteer (Past
Event
Free
14. ordinator event event Management
Students)
20 x Staff
members
Has had experience
in working in an
event
Help with basic setup duties.
Clean up and event day
operations
Paid $85.00
30 x
volunteers
Has had experience
in working in an
event
Help with basic setup duties.
Clean up and event day
operations
Volunteer Free
30 x security
members
Must know how to
act on emergency
situations
On day security
measurements
Part of venue
hire
Free
20 x meet
and great
Great customer
service/ know how to
talk to people
Meet and greet incoming
patrons at gate 1
Volunteer Free
20 x event
ushers
Must have great
communication skills
Walk around assisting Volunteer Free
2 x
volunteer
coordinators
Know how to run
large groups of staff
member /volunteers
Help co-ordinate volunteers
for the event
Volunteer Free
2 x admin
personnel
Know how to use
excel
Create spread sheets with all
staff members and
volunteers working at our
event
Paid $100.00
Risk
manager
Must have
experience in risk
management
Manage risk through out
event
Paid $150.00
Marketing
manager
Know how to create
an efficient and
effective marketing
plan for the event
Help create and market the
festival
Paid $150.00
Finance
manager
Good at calculating
maths
Calculate any finance
matters through out festival
Paid $125.00
Audio visual
tech
manager
Has at least basic
knowledge of tech
equipment
In charge of all audio visuals
and audio during event
Free (part of
venue)
Free
Total cost per day $610.00
15. Key Performance indicators
Job Title Key Performance Indicators Performance Standard
Event manager
Check up on all staff members and
their progress every 3 hours during
the event day
Proficient
Event Co-
ordinator
Check up on all staff members every 1
and a half hours during the event day
Proficient
Finance manager
To make sure the event the event
doesn’t go over budget
Proficient
Marketing
Manager
To get at least 1000 people to attend
the event
Proficient
Waste
management
100% of waste located in the venue
must be picked up an cleaned
Proficient
Venue Staff
To be able to assist patrons with any
of their needs
Competent
Meet and Great Great all of the customers with a smile Competent
Monitoring performance
Job Title Method used to monitor performance
Provide Feedback (aim should be
excellence in performance)
Event manager
Have created a checklist when ever a
task has been done
3rd
party reports
Event Co-
ordinator
Have created a checklist when ever a
task has been done
3rd
party reports
Finance manager
To have left over money for the charity
donation
Formal feedbacks
Marketing
Manager
The amount of patrons that
attend/arrive at the event
Observations
Waste
management
Amount of rubbish left at the venue
during the end of the event
Observations
Venue Staff Patron surveys Observations
Meet and Great Patron surveys Observations
16. 6. FINANCIAL ANALYSIS
6.1 Financial Goals and Objectives
Goal 1:
Raise $100,000 for the good Friday
appeal by the event of the event
Objective 1:
Gain $80,000 2 months before the event
Objective 2:
Gain $60,000 5 months before the event
Goal 2:
Gain a minimum $50,000 donations 6
months before the event
Objective 1:
Get a minimum of 6 sponsors by the end of the
event
Objective 2:
Gain $5,000 by the first 2 months
6.2Financial Assumptions
Due to the scale of the event we hope to receive at least
Marquez event organization will first begin by collecting a $50,000 loan from out local bank
branch. We will then pay off within the planning and conclusion of our event (within the 12
months prior to the event). Collecting sponsors will also help cover the initial costs we need
in order to fully begin the process of hiring artists and supplies
Please refer to Appendix 3 for the cash flow statement
17. 7. RISK ANALYSIS
Marquez event industry focuses highly on the safety and wellbeing of any staff member,
volunteer and patron that attend our event. Within the process of creating our event or
festival we aim to apply policies that help minimize any risk or threat that may occur.
Major risks to look out for
Children get hurt, injured or lost through the event.
One of the biggest risks that we’ll have to look out for when running this festival is the
amount of children that’ll be running around and having fun. Without proper watch or care
over these kids they can easily be lost within the grounds or even injured within one of the
events activities (specially the bouncy castle).
In order to minimize any of these from happening we will make sure to have properly
trained staff members separated around the festival looking out for any kids that may look
like they are in distress. In order to minimize injuries on the bouncy castles we will also
make sure to minimize the amount of children using it at the same time and twill not be
allowed on unless they have parental supervision.
Environmental risks:
Unsuitable weather conditions
Due to this event being out door, the weather becomes a very important factor in managing
any risks that occur. Extremely hot weather can cause dehydration, heat exhaustions and
even heat stroke; where as cold and rainy weather can cause flus and sicknesses.
In order to minimize any risk we will make sure to constantly monitor weather activity
through Melbourne’s bureau of meteorology website and be prepared for any contingency
procedures that may arise (most likely for rainy weather).
In order to minimize discomfort in the heat, some area of the festivals will contain water
stations where patrons are welcome to refill water bottles. Umbrellas may also be sold if
needed be.
*Please refer to Appendix for more information
19. Appendix 1
Event Timeline
12 months 11 months 10 months
Set up home office
Buy office furniture
Place ads on seek.com
Begin interview process
Manage finances
Book venue
Seek sponsors
Hire Marketing co-ordinator
Event Co-ordinator
Book entertainment
Identify target market
Seek the needed staff
members
Begin to locate sponsors
Begin to hire artists and
performers
Hire food and drink trucks for the
event
9 months 8 months 7 months
Begin to start marketing
campaign on social media
Begin creating poster materials
Hire waste management team Begin marketing and attracting
patrons
Begin ticket sales
6 months 5 months 4 months
Hire theming items
Achieve second financial goal
Confirm / double check venue
bookings
Confirm all sponsors
20. Permit approvals completed
3 months 2 months 1 month
Begin hiring staff members
Begin hiring volunteers
Begin email invites for patrons
Hire face painters
Hire bouncy castles
Hire event clowns
Begin ticket give away
Hire large, waste and recycling
bins
SMS reminder to subscribed
members
4 weeks 3 weeks 2 weeks
TV interview to promote event
Letter box promotions
Ticket giveaways
More social media adverting
Volunteer and staff training
Communicate with performers and
artist about event running sheets
1 weeks 6 days 5 days
Double check / confirm food
truck bookings
Hire extra waste bins
Final marketing – ticket
giveaways
21. 4 days 3 days 2 days
Print out necessary signage for
venue
Double check all required
items before bump in date
Theming designs put up and
completed
Received hire tables and chairs
1 day Day of Event
Final event set up
Testing of audio and visuals
Add all signage
Sponsor signage
Artists arrive
Food trucks arrive
Performers arrive
Final event clean up and
preparation
After the event
Pay wages
Bump out
Complete final finances
Event clear up
Give donations
View event responses / likes on website
23. Appendix 3
Quote from supplier
Sidney Myer Music Bowl Testimonials / Reviews
“Massive” – easy to spend all day here as the area is so peaceful and serene when there
isn’t a function on. Its set out well. I’d come again
“Awesome” – this place is amazing. Holds so many people, great acoustics. Saw you me
at six, twenty-one pilots and paramour here. You can see everything, awesome venue.
“great venue for musical events” – love the fact you can enjoy excellent music and even
ballet for free. Fun to sit on the grass and have a picnic with friends before the show.
All reviews are provided by the trip advisor website
http://www.tripadvisor.com.au/Attraction_Review-g255100-d258076-Reviews-
Sidney_Myer_Music_Bowl-Melbourne_Victoria.html
24. Appendix 4
Stakeholder list
Name Role Company Contact Phone
Earl Marquez Event Manager Marquez event
industry
0424313122
Peter James Co – organizer William Angliss 0423131311
Max Waters Staff member Marquez event
industry
0423145268
Alan Andrews Staff member Marquez event
industry
0427812324
Jack Williams Staff member Marquez event
industry
0483823732
Julian Park Staff Member Marquez event
industry
0438923739
Peter Quill Volunteer William Angliss
Student
0483727445
Bruce Anderson Volunteer William Angliss
Student
0432987435
Jason Parks Volunteer William Angliss 0487435393
Paula wake Volunteer William Angliss 0465564569
Ian Case Audio visuals Arts centre Melbourne 0436273622
Phillip Craig Audio visual manager Arts centre Melbourne 0423423425
Amy Wise Food Trucks provider Foods are us 0434542325
Dillon run Food Trucks provider Happy camper pizza 0452635488
Ross Pickering Food Trucks provider Foods are us 0435264899
Rachelle green Food Trucks provider Mr. Burger 0436238433
Danna Wills Food Stalls Provider Drinks are us 0473487343
David wall Entertainment Top bands 0487643786
Hank lows Entertainment Billboards 0438764387
Jina hike Entertainment Musictv 0487364873
Phillipa wile Jumping castle
installer
Entertainment Oz 0437278499
26. Appendix 6
Running Sheet
Event date: 28th February 2016
Bump in 28th February – bump out 28th February
Date Time Action Responsibility
Contact
phone
28/2/2017 6:00z Bump in begins Earl Marquez 0424727366
28/2/2017 7:00 Staff members arrive Alex Work 0452678900
28/2/2017 7:30 Volunteer groups begin to arrive
Earl
Marquez/
Alex Work
0453543211
28/2/2017 8:00
Food drinks and vendors begin to arrive
Bouncy castles arrive
Allan Barry 0478987754
28/2/2017 9:00 Final stage preparation Luke finish 0490987866
28/2/2017 10:00 AV final testing Paul white 0476576567
28/2/2017 10:20 Host, artist and performers begin to arrive Earl Marquez 0424727366
28/2/2017 10:30 Patrons and guest begin to arrive Alex Work 0424395843
28/2/2017 11:00 Hamish and Andy take the stage Earl Marquez 0424727366
28/2/2017 11:10 First performance begins Jenna Homes 0435454667
28/2/2017 13:00 Performances continue Jenna Homes 0435454667
28/2/2017 15:30 Final performances Jenna Homes 0435454667
28/2/2017 16:30 Thank you speeches Earl Marquez 0424727366
28/2/2017 17:00 Festival concludes Earl Marquez 0424727366
28/2/2017 17:10 Patrons begin to leave Alex Work 0424395843
28/2/2017 17:20 Bump out begins Alex Works 0424395843
28/2/2017 17:30
Waste management team and staff begin to
clean up
Alex Works 0424395843
28/2/2017 17:40 Food and drink trucks leave Alan Barry 0478987754
28/2/2017 18:30 Clean up and bump out concludes Earl Marquez 0424727366
27. Appendix 7
Risk identification key
Risk identification table
Risk
#
Risk
Description
Consequence Current
Controls
Likelihood
(Letter A-
E)
Consequence
(Number 1-5)
Accept
/
Reject
(A or
R)
Responsibility
Financial
1 Not receiving money to
run the event
No funds mean no money to
run the event
Have multiple sponsors for
the event
A 2 A Event manager
2 Over budgeting Having no money to purchase
the needed equipment
Checklist or spread sheets
to prevent over spending
D 3 R Finance manager
3 Damage to the venue
or grounds
Repair cost Insurance B 3 A Event manager
28. Operational
1 Staff members injure
themselves during the bump in
Damaging muscle or joints in your
body
Proper training
Working in couples
C 3 A Event manager
2 Kids get lost or injuring
themselves during the event
Distressed upset parents More volunteers around to look after kids
why in the activities
C 3 A Event staff
3 Food poisoning during the
event
Sickness or even death Proper storage of food at all times D 3 A Food providers and
OHS manager
Social
1 Discrimination within the
festival
Unhappy staff members Anonymous letter box to let staff know D 2 A Event manager
2 Sexual harassment Termination of employment Complaint boxes that will constantly be
checked
D 2 A Event manager
3 Improper OHS policies Fines or people getting injured while
at work
Improvement notices to individuals with
specific tasks
D 2 A OHS Manger
Technological
1 Audio and visual equipment
malfunctions
Artists and patrons getting annoyed Have tech manager onsite at all times B 2 A Technology
professional
2 Tickets aren’t sold properly
online
Patrons may be loosing money, bad
reputation
Make sure websites are currently updated
to prevent so
C 2 A Marketing team
Human Resources
1 Discrimination in hiring staff Fines and penalties Having a well detail job description of every
job role
D 2 A Event Manager
2 Lack of training for the staff
member
Unreliability when performing jobs Proper inductions and training before the
event
C 1 A Event Manager
3 Loss of staff members Low employee morale in the work
place
Providing a positive workplace C 1 A Event Manager
29. Environmental
1 Weather issues on the day
(too hot, too cold)
Patrons may become very
uncomfortable and may want to
leave
Constant weather checks through the
bureau of weather. Prepare contingency
plan
B 3 A Event team (weather
check-ups)
2 Littering rubbish in the festival
venue
Venue manager may not want the
event to be held there again
Staff members to be trained to pick up any
waste when seen
B 1 A Waste management
3 Dropping cigarette butts
around the venue
Damage to the venue or may even
cause fires at worst case
Smoking inside the venue is to be prohibited B 3 A Event staff
1 Discrimination in hiring staff Fines and penalties Having a well detail job description of every
job role
D 2 A Event Manager
2 Lack of training for the staff
member
Unreliability when performing jobs Proper inductions and training before the
event
C 1 A Event Manager
3 Loss of staff members Low employee morale in the work
place
Providing a positive workplace C 1 A Event Manager
Environmental
1 Weather issues on the day
(too hot, too cold)
Patrons may become very
uncomfortable and may want to
leave
Constant weather checks through the
bureau of weather. Prepare contingency
plan
B 3 A Event team (weather
check-ups)
2 Littering rubbish in the festival
venue
Venue manager may not want the
event to be held there again
Staff members to be trained to pick up any
waste when seen
B 1 A Waste management
3 Dropping cigarette butts
around the venue
Damage to the venue or may even
cause fires at worst case
Smoking inside the venue is to be prohibited B 3 A Event staff
30. Appendix 8
Sustainability
Stakeholders affected by the policy
Due to the large scale of this festival these waste management policies and plans will not only
affect our festivals actions but as well as a couple of our stakeholders.
These Stakeholders may include:
Staff members
Volunteers
Marketing team
Food suppliers / stall holders
City of Melbourne
Waste management team
Each stakeholder plays a major role in making our sustainability a success and was each
consulted through the hiring process.
Appropriate Policy Strategies
Despite massive growths of communicational technology within the year, the demand for paper
is still on the rise. In order for us to immediately be a more sustainable event we will first
communicate all of our planned policies and strategies through each of our current staff
members, volunteers and event suppliers. It will then be monitored regularly by the use of
created checklists and employee feedbacks.
Paper usage at the office
In order to minimize paper wastage in the office, we will make sure to increase the amount of
recycling bins in and around our workplace. More bins around will hopefully prevent any
unnecessary littering or throwing perfectly usable paper in the waste bin.
Paper printings will also be kept to a minimum by having multiple signage’s near office printers
to alert and inform each of our staff members. Paper reports and event documents only be
passed through emails
Anything that can easily be accessed or done online such as sending emails or paper reports will
be passed through emails. By also having signage next to printers we hope people will be able to
abide by them.
Strategies within hiring Staff and Volunteers
31. In order to minimize paper wastage, all hiring processes and job opportunities for the upcoming
festival will be advertised only though online job opportunity websites such as seek.com and in
some cases advertising in social media sites like Facebook.
Marketing Team and equipment
Marketing will also be in the same case with paper management. Only the necessary sheets will
be printed out such as the required advertising posters and banners. With that in mind we still
plan to use as much recyclable papers in these processes
During the festival day
In order for us to minimize any type of wastage during our event we will provide multiple bins
and recycling bins that will not only be easily accessible to everyone one but will also be located
in multiple areas.
Also having trained staff members and volunteers to go about picking up any type of litter they
find is also a good way to keep the venue looking clean and healthy.
Picnic and food truck cutlery
In regards to food trucks, we will communicate with these groups and have them agree on
selling their food items on cardboard plates with sustainable cardboard cutlery. This will
minimize any harmful waste used by plastic plates and make it easier to dispose of.
Clean up
During clean up all waste will then be gathered and put into proper waste management bins to
reduce any waste left by the festival attendees. All paper and other waste will then be properly
disposed off.
Mitigation strategies
Responsibilities
Over all each and every staff member who work with our event group will be responsible in
being as sustainable as they can. All other waste related responsibilities will fall on the event
waste manager
Time Frame
Most of the tasks that will need to be done for these policies don’t take to long to complete. It
can easily be done a month or so into the events preparation. Though paper recycled posters or
banners may take a longer time to create due to other costs of making them.
12 months before event Purchase recycled paper
32. Have purchased extra recycling bins for the
office
6 months before event Induction on waste policies to staff members
and volunteers
5 months before event Complete signage creations
Hire paper disposal bins
Event day: beginning Hire more recycling and waste bins
Event day: conclusion Final clean up and proper waste disposal
Costs
Large bin hires for the festival may vary in sizes, must contact cleaning / waste services in
order to finalize pricing
Paper food trays range from 500 pieces for $53.90 (green pack website)
Recycled paper for marketing and other needs may vary in quantity, must contact
services in order to finalize costs
