Type of Event
The type of event that our event management company would like to organize is a connoisseur’s collection of oil paintings on nature by the celebrated global artist, of Indian origin, Maqbul Fida Husain on contemporary natural scenic beauty. The concept would be based on places in India and abroad renowned for their picturesque scenery. M. F. Husain ranks as one of the top grade painters not only in India but in the world. “One of the most celebrated and internationally recognized Indian artists of the 20th century; he has also received recognition as a printmaker, photographer, and filmmaker” (Maqubal Fida Husain 1915).
Name of Event
The name of this exhibition would be Indian Picasso on Natural Scenic Beauty. The dates for this exhibition would be from April 01, 2010, through April 30, 2010, at the Grand Gallery in IL Bottaccio, London between 10.00 AM to 6.00 PM. This Grand Gallery is one of the hugest rooms in IL Bottaccio. It is a 300 sq/m room with amazing white walls and large windows that is known due to the famous exhibitions of Giorgio Morandi, Arturo Martini, and Gio Pomodoro (Grand Gallery). All invited people get a wonderful chance to enjoy the beauty of the exhibition and the building itself. Proper lighting, magnificent ornamentation, and high ceilings – all this helps to attract visitors’ attention and make them memorize this event forever.
Essentials Concerning the Budget
Target Audience
The target audience would be the intelligentsia of London’s population who have some knowledge about fine arts and paintings and who could interpret the richly woven tapestry paintings of M.F. Husain. The target audience would also be people who have dabbled themselves with paint and brush and are among the lesser-known yet aspirant painters in this country. Thus all famous and popular people not only in the fine arts but also others who wish to imbibe some pleasant moments regarding Husain’s work would be invited. Besides, there would be admission fees for visiting this art exhibition and it is expected to host a large turnout during the 30-day tenure of this exhibition in London. Concerning the celebrity artists in London, it is also proposed to invite them and other famous dignitaries including leading political figures who could spend their time on this exhibition. This exhibition would be widely publicized through the local media, television channels, newsletters, and the British Council in London. Also, handouts would be made available to the local populace through the Public Distribution System. It is believed that the distinguished painter himself would be available at the inaugural ceremony and would also have a Meet the Press session on April 1, 2010, at the venue. During these interactions, Husain would discuss his paintings with the media, press, distinguished artists, and the general public. People would be able to establish a firsthand communication system in person or video-conferring with this great painter and celebrity.
Besides, the British Council in London could also offer its services for promoting this exhibition in this country. The main goal of this project is to depict the paintings of this great artist in its pure sense. This event will enhance the commercial growth for its promoters and organizers through the sale of such paintings and also make the event highly successful in terms of turnout. It is expected that during this exhibition at least 1.5 million people would visit this gallery and view the paintings exhibited there. The theme is uncontroversial and is suggestive only about scenic beauty in art, the goal of this project could be met with sustained publicity, information to the public and the invitees about the Art Exhibition and its content value, and finally, driving home the point regarding the artistic and connoisseur value of Husain’s works and impact on the art-loving people of London.
Marketing Campaign
The marketing campaign for reaching the target audience for this art exhibition would be as follows:
- Appointment of a marketing consultant for overseeing the publicity and advertisement of this show so that it reaches the length and breadth of this country.
- Issue of posters and flyers in public places at least 14 days before the event takes place.
- Use of public shows like stage theatres, cinema houses, and other art-related public places for creating awareness regarding this show.
- Planning distribution of invitations to special invitees, guests, and VVIP’s to gain their support for this cause. Discussions and deliberations with publicity agents and marketing consultants on how the entry for the public could be co-ordinated and well-structured to accommodate people coming for this exhibition.
- Gain the help of the British Council and other like-minded groups for creating favorable support for this show. Notices in the BC and other public locations could also be made.
- The Internet could also be used for mobilizing support for this show. Invitations to selected people could also be done through the internet and web-enabled services.
Promotional campaigns in selected public gathering places like hotels, restaurants, chain food stores, etc could also help in creating favorable conditions for this show and its eventual success through mass appeal.
Targeted Community
A certain portion of the proceeds from this exhibition could be used for charitable purposes and this could generate better mass appeal for it. Besides, if this art exhibition of Husain also seeks the audience of other world-renowned artists to honor this show with their presence, it would be good. This would also, to a certain extent, remove the competitive elements that may threaten to vitiate the good relations between these eminent artists among themselves. Besides, while this could be seen as a solo event of this maestro, in the future this could underpin major joint works of such famous artists.
Logistics Design
The entire logistics strategy for the event would be in terms of the following:
- Selecting the venue and arrangement for the paintings to be transported safely to this place
- Arrangement of the display, ease, and convenience of the viewers to see the images
- Security for the costly paintings and security personnel to maintain the premises around the clock
- Need for knowledge guides who could discuss and negotiate prices for these paintings
- Arranging for insurance of these work of arts and proper security measured during the period of insurance.
- “Allow delivered work to remain in packing materials for 24 hours to adjust to the museum’s climate. Do a careful condition report on each piece as it is unpacked. Arrange for additional security guards if needed” (How to organize an exhibition 2010).
After the exhibition is completed, the pieces must be returned in excellent condition. It is also necessary that the costs should be borne according to the covenant and agreed on principles.
Safety Regulations
The main risks would be through acts of vandalism or destruction of these precious works of art. There are also fears that the originals may be removed and cheap imitations are put in its place. Besides, losses caused by fires, storms, and natural calamities cannot be ruled out.
By far the most important aspect would be about thieves and criminals breaking into the premises and stealing the valued objects de-arts. To prevent this, 24-hour-round-the-clock protection to these paintings must be done. Besides, visitors should not be allowed to touch these oil paintings, which may damage them, also the threats of vandals and terrorist attacks cannot be ruled out.
- All entrants must undergo a security check at the entrance
- The paintings should be strategically placed so that visitors cannot handle them
- Guides and security should be available along with these works
- Only authorized personnel would be allowed to have direct access and handle these paintings.
Proper documentation of paintings coming in, going out, transit security arrangements, and handling should be ensured.
Contingency Plan
A Contingency Plan is developed for a particular situation when things could go incorrect. Contingency Plans are developed commonly by the government or the business. Contingency Plans include strategies and actions for a certain transaction with precise variances to assumptions resulting in a situation, or emergency incidents. In event management the contingency plan has 3 main benefits, they mainly identify the risk involved, categorize the measuring tools, and analyses the roles, responsibilities, and goals of the individual and group. “A plan was drawn up in advance to ensure a positive and rapid response to a changing situation. A contingency plan often results from scenario planning and may form part of an organization’s disaster management strategy” (Business definition for contingency plan 2010).
Event Contingency Plan for Art Exhibition
DATE: 01.04.2010
START TIME: 10 AM
END TIME: 6 PM
VENUE: Grand Gallery in IL Bottaccio, London
Introduction
The art exhibition that is conducted in the Grand Gallery of IL Bottaccio, London
The oil paintings by renowned artists are exhibited.
Command and control
The command is done by the manager named Mr. Smith; he has the command over all the events that are done in the art gallery.
Safety Officer
The safety officer is hired for 1 month to take care of the safety measures and to install the fire protection systems.
First Aid Co-ordinator
The first aid coordinator is hired from the nearby dispensary, the coordinator is hired as a precaution measure from any accidents.
Police
The police have a vital role in the international level exhibition in case of any chaos by the mob or any theft is done in the exhibition hall.
Communication
The proper communication has to be done between the employees, organizers, and the coordinators, the communication should be so effective to make the event a success.
Traffic management Plan
The traffic police are very necessary to give different directions to the car parking and to avoid the traffic block.
Media
The media plays a vital role in communication and in providing vast coverage to the public; worldwide.
Legal Framework
The events must have broad public liability insurance and legal advice. Depending on the event, duration, location, and timings the planning schedule have to be needed under the local governing authorities. The discussion with the local governing body includes the planning to be conducted in the early stage and to consider the necessity of the planning permit, about the license issued and the fee required, the discussion with the stakeholders. The conveners are generally to discuss the proposal with the nearby business or any affected parties before lodging the permit application.
The event planning, hosting, approving, and implementation involves the support and the cooperation from the stakeholders to the organizing committee to the sporting association to the local government and the other consent authorities including the police departments and the legal rights organizations. The support from the local government can be obtained in terms of the social, economic, and environmental benefits, in the promotion of the business and the creation and development of the infrastructure development. The local governing body for the performing right was established and the rights of the artists and composers were given much care. It is the mere responsibility of the event co-coordinator or the authorized person in the performance to keep in touch with the licensing authority to get the license or the permission for the conducting of the events. The licenses that are issued by the governing bodies differ depending on the type of event that is conducted.
The event that is conducted consists of the sale of the tickets with a license fee imposed, which can be increased depending on the total ticket sales. The event for the art exhibition is entry free, the license for such free events do not require any additional fees, once the initial license has been calculated.
Audience Feedback
Event planning starts with the strategies, goals, and specific objectives about the event. “First off, several questions must be answered. What is the vision and purpose of the event? What are some ways you can accomplish your goal? When is the best time to hold this event? How many people do you want to attend? Where can you accommodate the number of people at the time you want to hold the event? How much money will the event cost? How much money is available, and from where will it come? These are all questions that must be answered, but by taking them one step at a time, an effective successful event can be planned” (How to plan an event 2010). The plan of the event comes from new ideas and the vision that has stuck in the mind and from the insights. A proper analysis should be made to test the feasibility of the idea and if the idea is found feasible the legal policy and the agreements have to be checked with the local bodies. The budgeting of the event has to be considered and the fundraisers have to be identified. Finally, the proper resources required are to be allocated.
The organizing of the event should first choose the co-ordinator, who plays a vital role in the event, The co-ordinator is the important decision-maker in the event, The key areas that he should concentrate on is on the committees, sponsorship, and the program design. “Try to design your event so that it will catch people’s interest. Include an interesting speaker; a film or video; something fun such as an outdoor activity; maybe a potluck; a “gimmick” or symbolic action; etc” (How to organize & promote an event or meeting n.d.). The organizing committee has to appoint the committee members and each of the members should be given a certain task. Each member should be responsible for the task assigned to them. The organizing committee is responsible for fixing the date and time. They should be keen on fixing the date as it should not clash with any other important events. The venue should be fixed by the organizing committee and it should be at a convenient location for the public. The mailing list and the list of the invitees have to be made and the media that have to be included in the exhibition are considered. The list of the ancillary items which are to be kept in reserve has to be found out. Also, the organizing committee must take care of the travel, comparing, catering, volunteers, gifts, directions, security, and name tags.
The hosting of the event is to publicize the successful event in flying colors. The main idea behind the hosting is the publicizing of the event. The event has to get the attention of the public in all means; to make it a big success. The hosting of an eye-opening event is the way to give the chance to the general public about the efficiency in the planning and the organizing. The credit for hosting the successful event is to the organizers and the committee members.
The feedback is essential for any event that is conducted. The feedback helps the organizer in knowing about the events and how the event was effective and the certain areas that needed improvement. The event management has provided feedback from the people during the exit. They have to fill a form; where the form will consist of the majority of the close ended questions where you rate the event management, on the following: “circle the appropriate number that reflects your opinion. 1 indicating excellent and 5 Indicating poor” (Event management feedback from- town center management- Brunel tower n.d.).
Peculiarities of the Event: Waste, Efficiency, Impact
The process can be measured by certain methods and techniques. The common methods of evaluating the success are by gaining qualified event leads and boosting up the product and service awareness. The new technique used in the quantifying approach is clearly defined and the main intention is to create the strategies that deal with the questions like when what, where, and which.
Other methods in measuring the success are by the online event solution, the measurements will be able to deliver the precise opportunities of the event. The online event management solutions ensure the capturing of the event data and measuring the success of the company.
The Rate of Interest calculations (ROI) and the expense to revenue are also useful in measuring the performance of the event. The Business to Business (B2B) plays a major role in getting feedback from the people through different sources like emails, advertisements, websites, and calls. The kind of response from the public helps to know the success of the event conducted.
The implementation of sustainable practices in the event can reduce the impact of the events in various activities, making the event much sustainable and beneficial. The events can be made more sustainable by the reduction of the expenses to a greater extend. By reducing the paperwork; many of the expenses can be reduced and the documentation can be done by electronic means.
The sustainable event emphasis the organization’s values and it gives intimation about the impacts of the environment and the ability to take action. With a proper plan; sustainable initiatives like the No Waste policy creation, the impacts can be reduced by the energy directly consumed. On the planned event, the exhibitions can play a major role in the success of the event. The different guidelines can be provided by the event that encourages the sustainability factors by reducing wastage.
In the promotional methods, mainly electronic advertising has to be encouraged. Banners, cards, etc are to be made from the recycled materials. Send the different confirmations electronically. The onsite materials and other accessories can be purchased from a nearby place to reduce transportation costs. The catering service has to be keen on sourcing locally grown organic food products, to avoid the packed drinking water, the disposal of the plastic containers, and to promote the use of renewable containers. The food containers should be recyclable.
Reference List
Business definition for a contingency plan, 2010. [Online] BNET. Web.
Event management feedback from- town center management- Brunel tower, n.d. [Online] Swindon.gov.uk. Web.
Grand Gallery. In IL Bottaccio. [Online]. Web.
How to organize & promote an event or meeting, n.d. [Online] Plant friendly.net. Web.
How to organize an exhibition, 2010. eHow. [Online] eHow. Web.
How to plan an event, 2010. [Online] Idea. Web.
Invoice, n.d. [Online]. Web.
IL Bottaccio, n.d. [Online]. Web.
Maqubal Fida Husain, 1915. Encyclopaedia Britannica. [Online] Encyclopaedia Britannica. Web.