Plan and manage conferences - Essay Example

Conference on Increasing Awareness about Hip-Hop Music Hip Hop music has emerged as a popular form of music in recent years and taken the world by storm. Having African-American origins, it is still dominated by American artists. Singers in rest of the world including most European countries and Australia seldom follow this style. In order to encourage fresh talent in this emerging section of the creative music industry, we intend to hold a three day conference in Brisbane, where popular artists, primarily from the United States, eminent musicians from all over the world, leaders in music industry, and students’ of music as an art, will actively participate.

The theme of the conference will be, “Hip-Hop Music- Emerging Trends in the Music Industry”. The conference will include: 1. Keynote lectures by eminent musicians from academic institutions: Professors from music departments of famous international universities will deliver lectures on the history, recognition and emergence of hip-hop music as an art form 2. Live performances by popular artists: Prominent hip hop artists, primarily from the United States will be invited for participation.

Some famous artists may be hired for performance depending upon their willingness and availability. 3. A competition for the best emerging Hip Hop Artists: A competition will be held on the final day to identify local talent. 4. Poster session in which Hip Hop Music will be depicted through visual media: Students’ will be encouraged to come up with artistic compilations of representation of hip hop music through paintings and photograph collages of famous artists. 5. A plenary session followed by a valedictory function. 6. Dinner with accompanying Hip Hop performances at a prominent Hotel in Brisbane.

As, top Hip hop artists’ have very high fee for performance, an invitation will be extended to them to perform on reduced rates, keeping in view the academic nature of this conference. Participating academicians’ and students’ will be charged a nominal registration fee to meet the costs’ of holding this conference. If some of them choose to bring family members, a higher fee will be charged to meet the financial requirements of their stay and entertainment. Private music companies selling music hardware and software will be requested to sponsor the event.

Funds from the university will also be utilized after due approval of the management. Contributions from eminent players in the music industry operating in Brisbane and other Australian cities will be welcomed, as this is intended to be an international event putting Australia on the international Hip Hop Map. As the conference involves live music performances, adequate provisions for installation of audio-visual equipment and musical instruments have to be met from local resources. However, performing artists will be encouraged to bring their own equipment, the transportation costs for which will have to be met from our own resources.

Popular television and radio companies within Australia will be requested to meet the financial costs’ to some extent in favor of them being granted exclusive rights for broadcasting and covering the conference. Budget: The proposed budget allocation is as follows: Budget Head Debit Credit Income Registration Fee $ 2,500* 100 Sponsor Fee $ 20,000* 20 Exhibitor Fee $ 10,000* 10 Total $ 750,000 Expenditure Rent $ 250* 100 Transportation $ 10,000 Promotional $ 50,000 Food & Beverage $ 10,000 Equipment Rent $ 25,000 Artists’ Fee $ 50,000 Music Show $ 250,000 Total $ 420,000 Net Profit $ 330,000 The event will be managed by 5 teams which will look into different aspects of organization and endeavor to make the conference a success.

The constitution of the teams will be as follows: 1. Transportation and Hospitality- 20 members. 2. Event Management- 10 members. 3. Equipment procurement and Maintenance- 20 members 4. Technical Staff- 5 members 5. Food and Hospitality- 10 members Each member belonging to respective teams will be selected based on talent and experience in handling their respective duties and will be meticulously briefed about the various nuances of their respective departments. It will be ensured that adequate replacement for all members are available to meet any eventuality arising out an unforeseen event or situation.

An organizing secretary will be appointed based on past experiences in holding such conferences and will coordinate the teams. Wireless radio and cell phones will be provided to all members of the organizing committee in order to allow them to remain in touch with each other 24 hours before and during the conference. An emergency team will be available to handle any untoward incident during the conference. The event will be organized in the main conference hall of the university and the poster sessions will be held in the aisles.

Surveillance cameras will be fitted to monitor the conference from a centralized controlled room. Adequate provisions for security of the artists as well as the participants will be made in coordination with the local police. The main music show will be held at a prominent hotel in the city along with a five course dinner on the final night. New local talent will be awarded prizes based on their performances. The earnings will be utilized to teach and promote hip hop music at the university music school.

Relevant literature to enrich the library, musical instruments and audiovisual equipment will be bought after the event to build a music studio dedicated exclusively to hip hop music in the school. Talented hip hop artists’ within Australia will be sponsored to participate in international competitions on an annual basis. The funds will be utilized from the amount earned from the proceedings of this conference.