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Assignment Task - Report for Event Design

Create an Event Concept presentation and report. Presentation about a "Boho picnic".

Abbotsford Convent and the Melbourne Museum have provided you with the following criteria:

Create the wow factor for an event that will showcase the site.

You are required to determine an event concept and theme.

This event should incorporate at least one aspect of the venue experience within the event.

Held on a single day and located at Abbotsford Convent or the Melbourne Museum.

The aim of the Mini Expo is to provide an opportunity for your design ideas to be judged and evaluated as a realistic concept that could be used in 2020 to showcase the venue and encourage additional visitation.

Answer - Event Management

Introduction

Organizing an event involves a lot of processes such as involving the audiences, Conducting project management, Planning logistics, formulating the event, Team Management, Holding responsibilities, budgeting, etc. Some of the specific responsibilities of the event manager are:

• Selecting and preserving the venue
• Obtaining necessary permits and appropriate insurance
• Managing outside vendors
• Engaging speakers or entertainment
• Arranging for conveyance and parking
• Compliance with health and safety standards
• Developing emergency contingency plans
• Designing a security plan
• Monitoring of the event.

In this article we will talk about by the event Boho Picnic organized and give out all the necessary details and how the event is executed.

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1. Background

The Boho Picnic event was organized by us. The event was mainly organized where people come and celebrate together for a day and the main motto of the picnic is to celebrate togetherness so that people get free from their mundane life and enjoy a day without any tension and take away good memories.

Boho picnic is organized on Melbourne Museum which was a good picnic spot as it not only has a good picnic spot, but it also contains different artifacts and prehistorical structures and different historical artifacts, replicas of different structures all are available in the museum. The Melbourne Museum is a great site to organize the picnic because the picnic is not only for entertainment purposes but also for the education purpose because in the museum the people can know about different aspects of the history of the country.

2. Event Name

The event organized by us on the month of ___________ and the date was _______________ and the picnic was for a day. The picnic started in the afternoon at 2 p.m. and it lasted for 10:00 at night. It was a very nice picnic and the event have been successful and the picnic goers were very happy.

3. Audience

The targeted audience of the picnic was youngsters aging from 20 to 30 and newly married couples with a single child and the audience had been taken in the museum because in museum the youngsters would get a knowledge about their history and also they can have fun because there was a good spot for sports and recreational activities which will help the youngsters. The child would also be fascinated by seeing dinosaurs and different pre-historic animals in the process that would excite them very much.

4. Theming Concept

The theme of the picnic was very colorful and a subtle balance with a colorful and classy approach. The theme was basically vibrant because the targeted audience was basically youngsters and so the theme was very colorful in the approach. The colors which were used are the pink and white and reddish-pink color which looked the theme classy as well as very subtle not too overpowered with vibrant and catchy colors and also not too dull.

5. Social Media

The social media which we used to promote the event was basically Facebook, Twitter, Instagram because as our targeted audience age was from 20 to 30 so they will be more inclined to use social media and the main social media platforms used by the youngsters are Facebook, Twitter, and Instagram and it will be a good option of using it to promote the campaign of our picnic and also attract the viewers and also tell them about our picnic and the youngsters will be attracted through it and would like to join in the picnic.

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6. Site Layout

The Site of our picnic had been Melbourne Museum so it is a wonderful site for picnic and there had been necessary arrangements for the picnic it had been a good place for picnic and there had been parking area, a perfect dining place, a good activity area and a playground where kids and youngsters can perform some activity as well as play some games whether it is outdoor or indoor games. While organizing the picnic in Melbourne Museum we must first take necessary permission from the authority and give an amount for the venue and the charges to use the ground to go around the museum. So, these are the permission we have taken to organize the picnic at Melbourne Museum.

7. Program of activities

There are numerous activities we have scheduled for our picnic as it was a long day activity, so we have tried to infuse out a lot of activities such as

• At 12:30 p.m. we started our journey and reached the museum by 1:30 and after that we started the tour of the museum and get inside the museum and roam around the museum.
• After 2 hours approximately we had our lunch and got prepared for the events which we have organized in the venue.
• At 4:30 to 5:30 there was an event of the Dream catcher and it will be a fun and interesting event for the youngsters
• From 5:30 to 7:00 there will be live music and people can listen to that music and enjoy and the music will be performed by renowned singers.
• From 7:00 to 8:00 there will be a yoga session where a renowned yoga artist will be showing her yoga moves and involving or inspiring the participants in doing yoga.
• From 9:00 there will be a candle workshop event till 10:00 and this event was the last event of the day and after that we had dinner and we left the venue.

There was a food truck, food basket and a bar truck that was open from 4:00 to 10:00 and it was unlimited, and people can have lots of food and drink and enjoy and participate in those events.

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8. Additional Items

The additional items which are needed to be bought from Harry the Hirer were some of the accessories such as chairs for seating arrangement. We invested to have some chairs and thee tables which were being used in the picnic. Then also we purchased baskets for different food items and these baskets made us have some food items and also there are accessories items such as umbrella stands, mats so that people can enjoy easily and also there have been arrangement of lights as well as there have been arrangement of music speakers so that the event can be done easily.

9. Catering

The food we organized was very healthy as well as tasty. We had offered various ranges of food such as fast foods as well as healthy foods. Veg items as well as nonveg items because there was a different section of people who are involved in the picnic event and our motto is to serve our customers nicely.

There were different food items such as Juana Taco, Vegilicious, Mr. Burger these were the food trucks where unlimited food items were available, and the food trucks had been there with unlimited food items. There was also a beer truck with unlimited beers and the beers were served. We had also arranged two food baskets which the customer have to buy because it was not free. One basket cost around $30 AUD and the other basket cost around $26 AUD. Other than this there were special food items for lunch and dinner which was a wholesome consisting of different food items.

10. Green Event

While organizing this event we have tried to focus on the green event sustainability program where we have conducted the event trying to risk minimal environment effect. First, we have gone paperless and marketed our picnic through social media. Next, we organized a vehicle and the main point where the people will come and there is only the use of a single vehicle. The food and the drinks were served in biodegradable cups and we have also tried not to waste a single amount of food and the excess food was given to poor people so they can feed them or their family.

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