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Staging Requirements

Discuss about the Melbourne Food and Wine Festival for Accommodation.
 

Make a list of the staging requirements for your selected event (eg. Staging, audio visual, sound, theming, expo booths, entertainment, key note speakers, transport, accommodation, etc). Choose three of the staging requirements from the list you have provided and use these throughout this section of your assessment. 

Responses

For the event of Melbourne food and wine festival, the three staging requirements would be theme, accommodation and entertainment. The theme of an event must get the support from a number of aspects such as decor, sound, lighting and special effects. The theme is implemented in the event with the inclusion of creative elements such as colour, location, music and dance, humour and fantasy.

For the event of this year, the theme will be community and the event will take place from 16- 25 March. The theme has been kept so with the thinking that the sense of community brings in a feeling of belongingness. The members get the feeling that they are important to each other and also share a common belief that their needs will be jointly met for the fulfilling of the commitment. Food plays an important role in the community by uniting the people with their culture and tradition therefore it is the most suitable theme in a food and wine festival. This festival which promotes the food system is a sustainable way to preserve natural resources by strengthening the bond within communities. The festival nurtures a sense of togetherness by celebrating the tie between food, wine and friendship.

Accommodation is an important part for any event because the guests who will come from distant places will need to stay and for that, there is the necessity of requisite rooms and hotels. For the food and wine festival, the official accommodation partner is Accor Hotels Victoria. In these few days of the festival, Hotel Lindrum will also give shelter to the guests of the food and wine festival. The rooms will be sound proof so that the guests do not feel disturbed due to noise. The entire venue will be equipped with gas chimneys so that the place is not suffocated and prevent air pollution. Moreover, the automatic closure of tap water will prevent in wastage of water and save the place from future scarcity. Thus, it will become easy for the foodies to enjoy the food and wine on one hand and get a proper place to stay too. The visitors will get an opportunity to have meals with the global chefs in the dining room and enjoy various kinds of cocktails and wines from the Victorian makers of the bar. The menu that is available in the respective restaurants of the hotels also includes unique items which, are available only during the food and wine festival.

Entertainment acts as the cherry on the cake for any event. For the Melbourne food and wine festival there are wide range of food themed activities which are extremely famous. These are the tricks to catch the visitors and grab their attention. Joining along with the singers with a plateful of food and glass of wine in front is incomparable to any other events of the same level. The entertainment of the festival ranged from playing the kitchen sink band by the musical chefs to sharing of the favourite food recipes by the people. A wonderful structure was created when the kids coloured the wooden spoon which were added to the tethered structure of pots and pans. The activities of the diverse mime artists and the jugglers added a stroke of theatre to the food and wine festival.        

 For each of the threechosen sections above, identify the following:

Identify the sustainability aspects which should be considered for each staging requirement, given current industry trends and developments and incorporate these in your specifications when choosing and selecting contractors. 

Responses:

Theme- the community theme for the Melbourne food and wine festival ties the people among themselves, to the land and to their own ethnicity and custom. In this festival, the food system is promoted that is sustainable and help in preserving the natural resources. Moreover, the market is approaching the climax in Melbourne therefore, it will have a good opportunity in appealing the market as it also termed as the gastronome capital of Australia.  

Accommodation- with the provision of the shelter in Hotel Lindrum and Accor Hotels Victoria there is complete management of accommodation. It is sustainable as well as adheres to the industry trends because there will be no load on other hotels in the peak time. In addition to that, the hotel industry will also be able to make profit in their business due to the incoming of the visitors.

Entertainment- the entertainment activities such as mime activities or juggling do not pose any threat to the environment or the natural resources and that is why it is considered as sustainable and matches the industry trends. 

 
 
 
  1. Chose two contractors to obtain a quote from for each of the 3 staging components, and provide a profile on each.  
    Ensure this is written using your own words.

Staging Component 1: Theme

Contractor 1: Venue operation manager

Profile: Emily Jones is a successful venue operator and she has been in this business for the past 10 years. She organizes a number of events in Australia such as the AFL grand final, Moomba festival and the Melbourne cup apart from the other small local events. She is famous for creating the most unique and extraordinary themes on the events that she has created in all of her events.

Contractor 2: Security

Profile: Harry Brown is the head of the security services that was hired to look after the safety and security of the venue. He has an efficient team who are working in this industry for the last 5 years and in this time they have become quite successful.

Staging Component 2: Accommodation

Contractor 1: Caterers

Profile: Ryan Taylor is one of the catering members of Hotel Lindrum who was contacted for serving the guests with delicious platter during their stay in the hotel.  

Contractor 2: Accommodation manager

Profile: Amy Johnson is the reception manager at the Victoria Accor hotels and she has been engaged in this service for three years. She has managed the guests quite well and is gaining success in the industry.

Staging Component 3: Entertainment

Contractor 1: Mime artist

Profile: Daniel Wilson is a popular mime artist in the whole of Australia and has received many awards worldwide.

Contractor 2: Juggler

Profile: Kate Young is an amazing juggler and she has one institution of her own in New South Wales. She has been in this occupation for 7 years.

 Write a brief of what your staging needs are.  This will outline your precise requirements and is what the contractors will base their quotation on.   

Staging Component 1: In order to maintain the specific theme of community, Melbourne food and wine festival need to check the contents properly. Also the containers need to be recyclable so that it does not affect the environment.  

Staging Component 2: For the accommodation part, it is very important to have hotels ready to provide shelter to the visitors and guests. The hotels need to be properly equipped with proper toilets and rooms so that the guests feel comfortable always.

Staging Component 3: For the entertainment part, the main requirement is to keep the audience engaged by such activities which, will be fun and will not hurt the sentiments of anyone. It should be kept in mind the entertainment activities should be arranged in such a way that the focus on the main event is maintained.

 Summarize each of the contractor’s costs and services for each staging component: 

Staging Component 1: Theme

Contractor 1: Venue Operator

Costs and services  

Services

Cost

Equipments

5000 AUD

Decoration

3500 AUD

Air conditioning system

6000 AUD

Others

8000 AUD

Total

22500 AUD

Contractor 2: Security

Costs and services

Services

Cost

Fire extinguishers

900 AUD

Electric safety equipments

1200 AUD

Security guard hire

5000 AUD

Other equipments

2000 AUD

Total

9100 AUD

Staging Component 2: Accommodation

Contractor 1: Caterers

Costs and services

Services

Cost

Food

10000 AUD

Drinks

20000 AUD

Snacks

5000 AUD

Miscellaneous

7500 AUD

Total

42500 AUD

Contractor 2: Accommodation manager

Costs and services

Services

Cost

Hotel charge

30000 AUD

Restaurant charge

18000 AUD

Maintenance

15000 AUD

Reception

5000 AUD

Others

3000 AUD

Total

71000 AUD

Staging Component 3: Entertainment

Contractor 1: Mime artist

Costs and services

Services

Cost

Hiring rent

25000 AUD

Equipments

1500 AUD

Miscellaneous

1000 AUD

Total

27500 AUD

Contractor 2: Juggler

Costs and services

Services

Cost

Hiring rent

25000 AUD

Equipments

1500 AUD

Miscellaneous

1000 AUD

Total

27500 AUD

Choose one contractor’s services for each staging component and explain why they have been selected over the other contractor. 

Staging Component 1:

Contractor selected: Venue operator- Emily Jones

Reason: She was selected because of her successful operation in the business for the past 10 years. She has worked in the grand events of Australia such as the AFL grand final, Moomba festival and the Melbourne cup apart from the other small local events. She is famous for creating the most unique and extraordinary themes on the events that she has created in all of her events.

Staging Component 2:

Contractor selected: Accommodation Manager- Amy Johnson

Reason: Amy Johnson was selected because she has been engaged in this service for three years. She has managed the guests quite well and is gaining success in the industry. She has good reputation in the industry for being the most able manager in the industry.

Staging Component 3:

Contractor selected: Juggler- Kate Young

Reason: She was selected based on her amazing quality and the way she performed in the audition appalled everyone. She is an amazing juggler at a very young age and she has one institution of her own in New South Wales. She has been in this occupation for 7 years and has done a number of shows worldwide.

Draft an agreement to one contractor including a summary of details of what they are required to supply, the time frame and costs. Attach the draft to this assignment.

For contractor 1:

Equipments

Time period

Cost

Raw materials

1 week

5000 AUD

Chairs

2 weeks

8000 AUD

Tables

2 weeks

8000 AUD

Sheets

2 weeks

5000 AUD

Decorative items

1 week

3000 AUD

Crockery

1 week

10000 AUD

Safety equipments

2 weeks

7500 AUD

Miscellaneous

2 weeks

9000 AUD

Total

55500 AUD

List the methods you will use to effectively monitor pre-event progress with the above three   

Responses:

Following are the methods that will be used to monitor the pre- event progress of the above contractors-

1. Social media engagement- as this is a great platform for communicating and interacting with the public therefore the best way to monitor the success of the event beforehand this tool can be used. It gives a personality and fame to the respective event. Thus it is a good indicator to measure the after effect of the event and its impact on the public. An event invitation through social media pages is a great way to attract the public attention and increase publicity for the event.

2. Actual attendance- the sale of ticket and the attendance of the people on the 1st day determine how well the event will go till the finale. But in the case of free events the story is a bit different because there is an opportunity for more people to come. Attendance is a proper method to measure the success of any kind of event as attendees are key components.

3. Satisfaction of the guests- the attendance of the guests is highly dependent on the experience that they gain after visiting the event. If the guests are able to gain positive experience then they will be the parameter of spreading awareness among others. This will encourage the same people to return back for a similar kind of future events. Filling up of survey forms by the attendees is a process by which the experience of the attendees can be counted. This survey can be conducted either online or by keeping a visitor’s book at the exit of the event.      

4. Press and media coverage- the media coverage is important for any event and the Melbourne festival is no exception. Positive reports about the event help in building trust and knowledge among the public and the event. Coverage especially before the event helps in increasing the sponsorship opportunities and also creating an image in the public mind.

 List the changes that you may anticipate occurring in relation to the three 

Responses:

Staging Component 1: Venue operator

Following are the changes that might be anticipated-

· The venue might become convenient for the people to travel from anywhere and thus there will be a lot of attendees at the festival.

· Due to the convenience in communication the suppliers will also be able to bring in the materials easily.

· The event organizers need not pay any extra cost for logistics to import the materials.

· There will be no issue of damage in the materials so the extra cost for damage control will be saved.

· The venue will be attendees friendly in terms of space and comfort because food always calls for comfort and luxury.

· The space is of immediate importance otherwise people might feel claustrophobic due to lot of attendees clustered in one place.

· A separate place for throwing the extra waste will be helpful in keeping the place clean.

· A warm reception from the venue management team will be appealing to the guests and they will look forward to this event.

Staging Component 2: Accommodation manager

Following are the changes that might be anticipated-

· The changes can come in a negative way such as the hotels that are allotted for the guests might seem to be insufficient for the number of attendees in the event.

· The guests might not like the room that he has been kept in.

· There might be problem with the floor and view which the guests might object to.

· Again on a positive note, the guests might be super happy with the location of the hotel and they decide to come back on the following year for the event.

· The guests who will come this year and gain great experience will invite other to join in the festival.  

· This will help in the increase of popularity of the event and increase sponsorship.

Staging Component 3: Juggler

Following are the changes that might be anticipated-

· The juggler might fail to attract the public attention amidst the chaos of food and wine.

· There might be certain kind of audience who was expecting a better form of entertainment than juggling.

· There might be people who will enjoy the show with a plate and glass in front of them and that will be the success of the juggling show as well as the food and wine festival of Melbourne.

· The juggler might have a chance to become more famous from this show and he might get calls from other international festivals.

· This event will become a path to promote the delicious dishes along with the talents that have participated in different forms.

· A food festival without any form of entertainment becomes dull and boring therefore the juggler will add a feather on the crown.

· The innovative and unique characteristic of the show will draw more people towards this event from this year and will continue to do so.

Create a feedback loop you could use to obtain feedback from contractors and explain how this could be effectively used as part of the evaluation process for future planning. 

Responses:

Particulars

Contractors

Evaluation

Venue operation manager

Emily Jones

Online survey

Security manager

Harry Brown

Survey form

Catering member

Ryan Taylor

Survey form

Hotel manager

Amy Johnson

Online survey

Mime artist

Daniel Wilson

Online survey

Juggler

Kate Young

Online survey

The survey will be effective in measuring the effectiveness of the event. It will help in making the necessary changes in the following year so that the event can become more and more successful eventually. There will be a set of 15 multiple choice questions which will gather data on the existing and the future events. The organizers will be able to understand the loopholes and the methods that can be implemented for the improvement.

Include a bibliography. Attach the bibliography to this assignment.

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Xie, P. and Sinwald, A., 2016. Perceived impacts of special events by organizers: a qualitative approach. International Journal of Event and Festival Management, 7(1), pp.50-65.

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