Local Politician Event in Ireland - Assignment Example

Local politician event in Ireland (Chinese National Day Ball Dublin Handling events and productions is a complicated task to deal with. There aredelicate aspects and areas that must be polished in order to make the event successful and safe as it can be. In doing such there are a lot of things to deal with and be considered in order to satisfy the client as well as to ensure the safety of the event without sacrificing its quality. In dealing with this kind of event, one must bear in mind that focus and proper management of time and resources is vital in order to realize the project as well as to preempt the possible problems that might occur in the future which can be a failure in realizing the intended outcome. In here, the work starts in planning, staffing, delegating, handling of resources and finances, monitoring the flow of the plan, execution of plan, implementation and post production endeavors. In other words, in handling a certain event one has to understand the 3 P's of it- The Pre Production, Production and the post production. There are several varieties of even and production with different purposes. In dealing with such things, one has to understand the nature of the event and intended outcome. This paper will deal on handling even wherein there is a fundraising event for a local politician running for election. This paper will delve on things and key aspects with regards in realizing the success of an event in this kind of nature and how areas of concern are addressed in order to fulfill the objective of the event. Local politician event in Ireland (Chinese National Day Ball Dublin) 2 Literature Review In order to determine the necessary steps in handling events, the aid of relevant literature is crucial in determining the needed tasks and process in order to fulfill the requisites needed by a certain event. Special events magazine have described and defined common problems encircling issues with regards to event handling. "OFTEN, EVENT planners have a fairly consistent set of questions on their mind: I have a limited budget, yet I need AV - how do I set priorities in my budget If I want lighting, sound, video, staging and decor, should I just give each part of the production a smaller piece to make sure I get some of everything (Poulos 2005)" Dealing with events and production requires knowledge, expertise and views of critics explaining the tasks and essence of handling events and productions. Also, locolobo events (2007) further stated that "Event planning can come from anywhere; parties you've attended, magazines and library resources or more conveniently, the internet. Before you initiate the research process, create a task list. Do this by visualizing your definition of a flawless event, then note all the intricate details you need to create that winning outcome. Your list should contain all the elements needed for seamless event production. Venue selection, catering, tent or flatware rentals, entertainment, invitations and favors are just a snippet of the planning and preparation that goes into event production. The responsibility can be overwhelming for many people, especially for those trying to juggle event production with their every day responsibilities. With the right event planning tips, throwing a soiree doesn't have to be taxing." Local politician event in Ireland (Chinese National Day Ball Dublin) 3 Proposal to the client Before entering a discussion to the client regarding budget and related concerns with regards to event that is to be handled, one has to find and research possible information regarding the client and the event that he wanted to realize. Upon knowing this information, the client would know that you are interested in doing business with him and this thing would further strengthen the chance in obtaining the deal with him. In relation to this, the event organizer must also know if the client is new in encountering the event or has previous experiences which would be a basis in giving your proposal to him. The proposal must contain the intended outcome, timeframe of the implementation, the expenses that it would incur, the logistics and the manpower it needed. It is also important to provide a variety of package or choices with regards to the capability of the client to pay as well as to know and implement his preferred sequence of the event since the customer is deemed to be always right. These are things that are to be discussed with the client for him to know his options and for the event organizer to track future plans as well as to determine future problems concerning this kind of event. It is very important to make sure that client has to understand the deal he is into and the objective of the event. In this way, both the organizer and the client have their participation in realizing and executing the event. Local politician event in Ireland (Chinese National Day Ball Dublin) 4 After the proposal has been presented and the client has chose a certain package, the organizer now has the call and prerogative to initiate and form the production crew and staff that are involved in the event. During these, instances, it is very important for the event organizer to act as head or the producer of the event in order for him to call the shots and to further delegate the man power and the persons that are needed to realize the event. Also Poulos (2005), further stated that "When setting the budget for production, your first call should be to a producer or production manager you trust. You can also call two different production companies to get a good sense of what your money will get you. In turn, the first things we will ask you are: "What is the event budget How many people are coming Where is it Is there a theme" and "As producers and production managers, we need to know if we are dealing with the Olympics or with a dinner party for eight. The general scope of the budget will dictate a lot of decisions about the elements that make up your event. I know producers who can deal with hundreds of staff and dozens of subcontractors. Yet put them to work on a party of 30, and they break down. It's a very different mind-set." These are the considerations that the event organizer has to bear in mind once assuming the responsibility of assuming the said event. If these concerns are addressed, then proceed to the next step. Local politician event in Ireland (Chinese National Day Ball Dublin) 5 In knowing these tasks, it is also important to have your manpower formed. It can be provided by a manpower agency or people whom the organizer believes has the ability to call the shots in order to satisfy the needs of the event. In this case, sorting of the manpower that are to be used is also essential. Manpower could be subdivided into essential parts that are related with the production. These people are comprised of security, directors, talents and entertainers, ushers, coordinators, utility and the likes. The organizer must way the most practical way of acquiring the needed manpower. Should the organizer hire these people independently or should he seek the aid of a supplier or manpower agency to fulfill the said duty. After determining which of these options are more practical then securing the location is next in the list. In choosing the location, the organizer can delegate the coordinator when it comes to securing the place, obtaining the necessary permits and other related endeavors on order to be assured that the place where the event would be conducted is secured. Also, it is very important to know the information of the place regarding security, the proximity and other related concerns involving the aforementioned elements. After determining the place where the even has to be conducted, it is very important to know the flow of the whole event itself and the production team which comprises the talents, directors, production assistants, documentation team (cameramen, editors) and several manpower to ensure the flow of the event enters. Here, the formulation of things that has to be done including plans of acquiring hosts, and the sequence guide of the event. Local politician event in Ireland (Chinese National Day Ball Dublin) 6 Having the documentation and production team is vital in order to ensure the flow and the sequence of the main event itself which is the prime reason of these endeavors. TV entertainment head of ABS-CBN Broadcasting Company, a leading network of Southeast Asia stated that "In every event, it is very important to have a production crew to oversee and supervise the main event (production) itself since they have the expertise in doing such. To add to that, one can be assured that the documentation of the event would be perfect. It starts from the start until the end of the show wherein one has to ensure the consistency and must deliver every sequence in order to have a successful event (Salazar 2007)." If these concerns are addressed properly, then the organizer must now look into other needs such s foods, technical set-up including sound, lightings and the likes, and the security personnel. First, in dealing with the foods, the organizer must secure catering services that are available and also determine what king of catering service that the event needs. The organizer must bear in mind that the food and the kind of services that has to be made must be inclined with the people attending the event and the nature of the event itself. In this particular instance, it is the call of the organizer to determine the food and the kind of service needed in the event. In this stage, the organizer has to obtain information from the client regarding his preference of foods and also the preference of VIP's. Local politician event in Ireland (Chinese National Day Ball Dublin) 7 After closing out deal in foods, then it is important to make sure that the catering is present and on time during the event itself. It is also important to secure contracts from the caterer and related suppliers in order to have the sense of security in ensuring that the subcontractors would come up on the day of the event itself. After the aforementioned move, then determining the technical aspect and suppliers is the next thing to do. This event has something to do with the campaign and fund raising so people who are attending this event must be entertained therefore, the sound and lightings must be of high quality since we are dealing the campaign of a politician so the organizer must project himself through this high quality projects and with this, the simple details of sound and lighting must be high class to set an impression that the people who are in the event would have the idea that the event concerning the politician is a detailed one and would indirectly reflect to the personality of the politician. These details must be looked upon since sound and lighting has a very high impact when it comes to the recall of a certain individual present in the event. And since the event is also fund raising in nature, the people must feel their money's worth for this particular incident. In this case, based on the budget allotted to these aspects, the organizer must acquire the best lights and sound possible and available within the area. After determining these aspects, then it is safe to say that all systems go in realizing this event. Local politician event in Ireland (Chinese National Day Ball Dublin) 8 To sum this up, the nature of determining the needed elements in organizing the event has to revolve to these things- the goals and objective of it. In closing, Poulos (2005) stated that " Somewhere along the way, either the client or you in cooperation with your client defined a set of clear goals and objectives for the event. These days, everyone wants a return on investment. Well, that's why we have a goal, and here's one of the "metrics" that can be counted. Divide your budget based on the objective of the event.Is this a celebration or party If it is, spend more on the scenery, lighting and props. Hands down, you get more bang for your buck with lighting and scenery during a party. We've taken a large sterile warehouse and made it into a party. For one event, we turned off the fluorescents, lit up the place with theatrical lighting and placed some strategic scenery around, and even the bank's corporate officers were smiling! Is this a product rollout Then high-energy lighting and sound are very important. To get the sales team fired up and the press corps bouncing in their seats, punchy music and lighting will get them moving. And if they really enjoy themselves, the reviews of the product will show it. Is this a medical meeting to teach new techniques Then high-definition video and clear, even lighting are key. Do you need to have handouts and giveaways, or is the presentation itself the goal Is this something where the information is king, or is stirring up energy and emotion the goal Decide these things, and talk to your production staff or contractor." These are the things that are needed in order to realize the given scenario in forming a certain event and these cases are important for the events organizer to take note. Reference: 1) Poulos 2005. Special Events Magazine "Setting production priorities for special event budgets" 2) Locolobo events (2007). Event planning Tips. Opened March 14,2007 URL available http://www.locoloboevents.com/cgi-bin/locolobo/specialize.pl030 3) Poulos 2005. Special Events Magazine "Setting production priorities for special event budgets" 4) Salazar, M 2007. (Interview) Elements of production in handling events. March 7 Read More