The Inauguration Ceremony of the Convention Centre - Business Plan Example

Event Management of an Art exhibition We specialize in the field of organizing and managing events which require supervision and utmost event management skills. We are proposing a project plan of event for the inauguration ceremony of the Convention Centre at the Spencer Dock in Dublin, Ireland. Theme and Objective We propose an Irish art exhibition which can be organized for the inauguration of the newly built Convention Centre at the Spencer Dock in Dublin of the Republic of Ireland. There are different art forms which had passed down with the flow of the ages. One such art form is of paintings which changed its nature owing to the changes in civilisations. The paintings are not just those which are only made on canvas or paper, but also the paintings that are drawn on the wall of the caves, and the beautiful murals. However, in the last century there has been a rise in interest in art and hence an exhibition should be organised based on different paintings which would depict the Irish art form. These types of events help to build up a healthy network between the elite artist groups with the new emerging talents in the field of art. So, we propose this exhibition which will also help the young artist of Ireland to learn the art styles of the well established and famous artists. It will provide the necessary encouragement for the career growth of the young artists. The exhibition will feature the paintings of two Irish artists, Chara Nagle and Jay Walker. The paintings of Chara Nagle are considered as bold and beautiful whereas, Jay Walker focuses on Abstract Art. So, this might be good blend of different Irish art forms and should generate curiosity among the art lovers of Ireland to visit the exhibition in the Convention Centre. For the successful organisation of the Art exhibition the responsibility should be given on the hands of any specialised Event Management Company like us, for making the necessary arrangements. We have prepared a proper planning of the event with using the concept of the SMART model (specific, measurable, achievable, relevant and timely), before its initiation and announcement before the public. Here is a proposal of the project plan to organise the art exhibition in the Convention Centre at the Spencer Dock, Dublin as its inauguration ceremony. (Irish-art.com, n.d; Raj and Musgrave, 2009, p. 54). Project Plan of the event The initialisation of any project planning in event management involves the setting up of the event idea. Here, we have already established that an art exhibition is to be organised, comprising of the paintings of Chara Nagle and Jay Walker, two famous painters of Republic of Ireland. The goal of this exhibition is to blend two different forms of Irish painting and provide encouragement to new and young artists of Ireland. So, the idea is to generate awareness among the art lovers in the country and provide a platform to the young talents to get the knowledge of Irish art from the older generation. The next step for the planning requires the reservation and finalisation of the venue where the event is to be held. In this case, the finalisation is already done since the event is to be organised in view of inaugurating the Convention Centre. The Convention Centre was built with the purpose of organising this type of events and what can be a better event than an Irish art exhibition. The date we propose for the event, as it requires various permissions from the local authorities along with the availability of the mentioned artists, to be on 25th of September, 2010. The next step for the planning of such an event required us to find the possible sources of funding of the event. Since, the art exhibition will be held based on the paintings of two famous painters of Ireland; it would not be very tough to arrange sponsors for the event. The bulk of the fund would come from the advertisements from the sponsors and another part would be arranged from the stakeholders of the Convention Centre. Some of the funding would also be done by the television channels for the telecast coverage of the event. Since, it would be the inauguration event of the Convention Centre the authority might arrange the necessary lacking fund by selling tickets of the art exhibition. (MacGregor, n.d) After the possible sources of funds are decided, the next big thing in terms of planning is the arrangements needed to reserve the resources and the equipments that are necessary for organising the event. For that we will use the storage area of the Convention Centre with the arrangements of security personnel who will guard the exhibit materials. We will contact the artists and select their paintings for the exhibition. There would be proper arrangements for keeping the paintings before the commencement of the exhibition. This part is very important as it involves the safety of the valuable paintings and will be carried with proper personal care. (Idea centre, n.d) Now, after all these necessary arrangements are done then its time for publicising the event. For the publicity of the inauguration of the Convention Centre and the art exhibition associated with it, there would be a press release after the finalisation of all the proceedings. Nowadays, publicity is very important for the success of any event and there will be enough media exposure for the future prospect of the Convention Centre. So, the publicity will not only focus on the art exhibition but also on the opening of a new community hall in the area. The publicity will be done through the newspapers, radios, television, etc to make people know all the details of the event. The cost structure will be discussed in the budget section for the planning of the event. (Public Relation, n.d); (Event Management, n.d; Masterman, 2004, pp. 28-64) Analysis of the event The event of art exhibition in the Convention Centre in Dublin should have some effect on the society and for that we analyse the effects in terms of PEST analysis. The art exhibition might not have much political effect but the opening of the new Convention Centre would definitely have some political effect. The community hall will provide a platform for holding meetings and political gatherings by different political parties. The art exhibition would provide some indirect assistance to the economy because of the funds and the sponsor’s association with the event. The income generated from the advertisements and publicity by the sponsors of the event would have obvious effect on the economy. The economy would also get affected with the opening of the Convention Centre in Dublin as there would be lots of various events happening in that centre in the future with the successful opening event. There should be good effect on the society of both art exhibition and the opening of the Convention Centre. The art exhibition would provide the necessary encouragement to the young artists of Ireland and the Convention centre would provide the space for the social gatherings and organising of various social events. There would be not much effect on the technologies with the commencement of this art exhibition or the opening of the Convention Centre, as neither of them would provide any assistance to the technological up gradation to the society. (PEST Analysis, n.d) For analysing the effect of the art exhibition and the Convention Centre, we perform a SWOT analysis of the event. The strength of the event would lie on the successful implementation of the plan and proper publicity of the event. The famous names of Chara Nagle and Jay Walker would also be considered as the strength of the event. The weakness of the event would be considered as the unsuccessful implementation of the project plans. If the publicity of the event does not create the necessary buzz among the public then there is chance of failure of the event as art exhibition is not something which in itself is a crowd attracting event. The opportunity that would be created with the commencement of the event would vary from person to person. The art exhibition would provide scope for the aspiring artists to share the same platform with the famous names. They would also get the opportunity to interact with the learned ones in the field of art. The threat that lies with the commencement of the event is mainly on the preservation of the exhibit materials. The lost, theft or damage of the exhibit materials would have major consequences and would hamper the reputation of Convention Centre. To avoid these types of consequences, the exhibit materials should be insured before the commencement of the art exhibition. (SWOT Analysis, n.d) The impact of the art exhibition would mainly lie upon the art lovers and the young artists of the Republic of Ireland. It would mainly influence and encourage the younger generation to take up the art of paintings as their career interest. These sorts of steps are needed in the society to provide proper guidance to the younger generation in choosing their career path. Hence, it would definitely affect the socio-economic scenario of the society. Though the impact of the art exhibition might be mainly on the younger generation and the aspiring artists but the impact of the opening of the Convention Centre would be on the whole society. Since, the Convention Centre would provide a platform for the social gatherings and meetings where there would be lots of addressing of social issues, that would definitely led emphasis on the society. (Event go.org, n.d) Budget Structure of the event The venue of the art exhibition is already decided as the Convention Centre at the Spencer Dock in Dublin, Ireland. The event would be based on the paintings of two well known artists of the country, Chara Nagle and Jay Walker and would be witnessed by the elite class of the society. The art exhibition would also be attended by the other famous artists of Ireland. Since, it is an opening event of the Convention Centres there might be presence of political leaders of the society who would want to review the aspects and features of the Convention Centre and the reaction of general public about it. The total budget of organising the event is given as € 50,000. Hence, all the expenses regarding the staging of the event should be done according to the given sum of money. There would be expenses on the consultants like the curators, exhibit designers, photographers, etc of about € 9,000. Then there would be the pre and post exhibit transit based on the expenses on the gathering and returning of the exhibit materials from their respective sources of about € 4,000. Then there would be conservation expenses of the art exhibits and other related equipments which would require a maintenance cost as well of about € 2,000. Then there would be the cost of insurance of the exhibits both in transit as well as in premises of about € 10,000. Then there would be expenses on the exhibit supplies like the, mats, frames, labels, crates, etc which is required for the exhibition and these would cost about € 3,000. Another € 3,000 roughly would be paid on the printing and publication of the event in the form of catalogues, posters, brochures, etc. There are also advertising and promotional expenses related to the event which would be done through newspapers ads, Television ads and radio ads and would cost around € 5,000. Then there would be security cost of € 1,000. Then there would be travel cost which would include the transportation cost of the guests and their meals and lodging, this would cost around € 11,000. This would be the rough budget structure, there would be still € 2,000 left which could be used as other miscellaneous expenses. Hence, the total expenses equal the total amount given for the budgeting but there could be changes according to the future market scenario when the event would be actually held. (The exhibition Alliance, n.d) Items Cost in € Consultants Curators 5000 Exhibit Designers 3000 Photographers 1000 Pre and Post Exhibit expense 4000 Insurance Cost 10000 Maintenance Cost 2000 Exhibit Supplies Mats 1000 Frames 1000 Labels 500 Crates 500 Printing and Publication Catalogue 1000 Posters 1000 Brochures 1000 Advertising and Promotional Expenses Newspaper Ads 1000 Television Ads 2500 Radio ads 1500 Security Cost 1000 Transportation Cost Travel 5000 Lodging 3000 Meal 3000 Miscellaneous 2000 Total 50000 Operational Plan The operational plan of the art exhibition at the Convention Centre would include the mission and vision statement, the background of the event, the governance of the event and the time period or the hours of operation of the event. Mission and Vision: The mission and vision of the art exhibition in the Convention Centre is to encourage the young talent in the field of art and to provide proper guidance for the well nourishment of their career. Background: The background of the art exhibition in the Convention Centre is the result of the thought about planning a proper event for the inauguration of the Convention Centre which would have a good impact on the society. Since, the Convention Centre was built with the purpose of providing suitable space for social meetings and gatherings, an art exhibition would be ideal for the inauguration event for such a place. Governance: The body of governance of the art exhibition which would be commenced as the inaugurating event in the Convention Centre would be the Management authorities of the Convention Centre. They with the help of the local governing bodies would be responsible for the staging of the event. Our event management team would be responsible for organising the event i.e., planning, implementing, testing and going-live. There would be proper permissions taken from the local government for the commencement of the art exhibition in the Convention Centre. The local police would look after the security of the exhibits in the premises. Hours of Operation: The time period or the hours of operation of the event would be for 3 days and from 10.00 a.m to 8.00 p.m that is, 30 hours of going live operation. (Tracy, Nov 2008) Parking: The parking will be done in the parking lot in the premises of the Convention Centre. There is enough space provided for the parking of cars for this type of an event. Conclusion So, this is the proposed plan for the inaugurating event of the Art Exhibition in the Convention Centre at the Spencer Dock at Dublin. If you find the proposal to be acceptable, then you can contact us at the following address: Chris Green Email id : chris.green@yahoo.com Mob: +44 (0) 7815719907  References 1. Budgeting an Exhibition, (n.d), The exhibition Alliance, Hamilton, New York. Available at: http://www.exhibitionalliance.org/documents/3.pdf (accessed on January 1, 2010) 2. Event Management, (n.d), Event management, Word press themes. Available at: http://www.eventmanagement.in/ (accessed on January 1, 2010) 3. Featured Artists, (n.d), Art and artists of Ireland, Irish-art.com. Available at: http://www.irish-art.com/ (accessed on January 1, 2010) 4. MacGregor. D, (n.d), Planning an exhibition of your Paintings, About.com: paintings. Available at: http://painting.about.com/cs/careerdevelopment/a/exhibitionplan.htm (accessed on January 1, 2010) 5. How to plan an event, (n.d), Get started planning your event, Idea centre. Available at: http://www.ideacentre.org/clubs/resources_event.php (accessed on January 1, 2010) 6. Operational plan, (November 2008), Grand Theatre Centre for the Arts, Tracy, US. Available at: http://www.ci.tracy.ca.us/modules/dms/file_retrieve.php?function=view&obj_id=947 (accessed on January 1, 2010) 7. Exhibition Management key features, (March 2006), Event management solutions, Event go.org. Available at: http://www.eventgoinc.biz/event-management-software-exhibition-manager.asp (accessed on January 1, 2010) 8. SWOT Analysis, (n.d), Strategic Management, Quick MBA.com. Available at: http://www.quickmba.com/strategy/swot/ (accessed on January 1, 2010) 9. PEST Analysis, (n.d), Strategic Management, Quick MBA.com. Available at: http://www.quickmba.com/strategy/pest/ (accessed on January 1, 2010) 10. Public Relation, (n.d), Introduction, Education info India.com. Available at: http://www.educationinfoindia.com/Rajasthan/CareerGuidance/business/pr.htm (accessed on January 1, 2010) 11. Masterman.G, (2004), Event management Planning, Strategic sports event management: an international approach, Butterworth-Heinemann Publication. 12. Raj. R and J. Musgrave, (2009), SMART model, Event Management and Sustainability, CABI Publications. Read More