Today we were given the Client Brief for the Christmas event we will be hosting at Arley Hall. It read:
Charity Event
Concert
Monday 16th December
Arley Hall
Audience Capacity-100
Title: A Classical Serenade
Concept: A professional and elegant evening that reflects the setting of the house with reference to the Christmas season. An intimate and welcoming environment for the audience.
I then was given a set list for the night of the event and I am aware (we are all aware) of who the performers are. We have Mark Edgington and a choir, The Bridgewater Singers, plus a pianist.
We have been given a calendar to mark on deadlines up to the 16th December, by which tasks have to be done. As a class/ company, we all come together to discuss points on our agenda and when we feel certain tasks should be completed by. This will also give people the opportunity to raise any issues or questions they may have. This will be crucial for meeting deadlines and ensuring the planning process runs smoothly.
From our first day, each team have been given action points to focus on for the Friday 8th (1 week's time.) For example, I personally had to contact Shelagh at Arley Hall to ask her about some enquiries we had before any other teams could get on with their tasks.
4/11/13:
Today was our first official meeting as the Events Management team. We discussed each department one by one and have clearly allocated specific job roles to each department. By Friday 8th November (our next meeting) I have asked for the technical team (lighting and set designers) to have their initial ideas ready to present. Same goes for the Front of House and I would also like to have the marketing campaign underway by Friday also.
8/11/13:
I have spoken over the phone to Shelagh to arrange a date that we (the technical team members, and the FOH manager and the Management teams) can go to visit Arley Hall in order to get a feel for the venue and so the set and lighting designers can improve / develop their designs for the event. it was essential that this visit was organised sooner rather than later because we could not have our set / lighting ideas until the trip had taken place.
The marketing team presented their Ideas about posters as I asked. As the Marketing team had presented the group with an array of ideas, and certain members of the group preferred certain fonts. We decided it would be best to vote. We did so and the majority vote won. A font and colour scheme has now been decided. Voting was the best way to decide on a concept as this way, everyone’s opinion has been listened to and statistically if the majority in a room of 15 prefer one font and colour, it is more likely that this will be the case when we must sell 100 tickets.
13.11.13:
Tomorrow the managers of each department will be visiting Arley Hall in order to see the space in which we will be working in just over a month's time. Unfortunately I am not able to go due to other commitments, but I am sending Paul and Jordan PS in my place to ask Shelagh some questions that I have such as in relation to signage, tea and coffee, the rooms available to us on the night etc. I wrote down the questions and gave them to Paul. We could not afford, nor was it possible for all of our class to go on this visit and it was evident that not everybody had to. It was essential for Matt (Set Design) and Joel (Lighting Design) to go as they urgently needed to see the space to gain a greater understanding and to develop some ideas (gather inspiration whilst in the space.) It was necessary for Gemma as the FoH manager to go also as she needed to see / develop and understand for how the car parking management will work and how many staff she will need on the night helping her. I insisted that both JPS and Paul went on my behalf.
14.11.13:
I was brought up to speed by Paul and the others on what happened earlier today at Arley Hall. The minutes from their meeting with Shelagh are below:
15.11.13:
Today we had a meeting to bring everyone in each department up to date with what has happened and what is yet to happen. Jordi is trying to source a Grand Piano and has contacted Cheshire Pianos who have quoted a baby grand to hire for one evening at £450, which is too expensive for us. It was later discovered after Jordan S rang again to explain it was for charity, that Priestley College and Cheshire Pianos are not currently working together or linked in any way. Therefore Jordi will be contacting Dawsons, another local store.
In addition to the technical side, I will email Shelagh and ask her to send me a copy of the electrical blueprints of the house for Joel and Matt. This will be done later today as it is vitally important that the designer's plans are completed by next week. Matt has decided he would like staging to raise the choir and Mark. He has until the 20th to complete his plans and find out how much staging / rostra he needs and how high it will be.
The marketing department were next to feedback. They have said that ticket sales will be managed and ran through the use of the cash office and I will be confirming this later today. We would like the tickets on sale by next Monday (25th)
The three of us on the events management team all had to come to a decision when Anna, assistant marketing manager insisted on going back to Arley Hall in order to take photographs of Mark in his suit for promotion. However I spoke with Shelagh, who advised us not to as it was a busy time for them and I felt the marketing department had enough to do and whilst pictures of Mark at Arley was a nice idea, there was little time and they had other priorities, such as printing the posters and advertising to the public. However we did suggest that she could use a green screen in college if she desperately wanted the picture. She did not meet us with this decision and this time it was left to one side as she and Jordan focused on other tasks.
18.11.13:
The main topic up for discussion in today's meeting was over which images should go onto the posters, as people had critisised it previously for it had too much text and images were needed to break it up. It was concluded that a picture of Mark holding one of the orphans from Moldova would be a warming image that caught attention. We recommended that 3 images were spread across, and that our charitable purpose could be shown through this, not necessarily through words because images strike first.
25.11.13:
Today Paul stepped in to assist Matt in designing the set for Arley Hall as Matt was behind on his deadlines. We could not afford to fall behind because it works like a domino effect; once one deadline is missed it greatly affects others working with us. Paul discovered that 6 pieces of rostra at the lowest tier would be the most suitable and fit within the space, accommodating all performers.
26.11.13 : I’ve written a list of what my team (events management) need to do to ensure we are on task. These jobs include writing a risk assessment, creating an video to play in staff briefing that Paul and I will be attending on Monday morning, to thank those who contributed to the cake sale and to advertise our Classical Serenade. I spoke with Mike Southworth’s PA and she suggested going to briefing once more to promote any future events for Moldova. We want to play a video of the children to play and emotional effect on the members of staff in order to persuade them to help us. We want to pull at people’s heart strings. Another job we need to do is help out the Marketing department as the manager, Jordan is unfortunately unwell and Anna has many other commitments.
We will also be helping Gemma and her FoH team make the programmes. She would like to make scrolls as programmes and I personally love this idea as it is different, authentic and it makes our event unique. We understand that in order for this to work, it is going to take hours of work so the more people that can help out the quicker it can be done. I have set a deadline to the 10th of December for these to get done.
Paul and I went to Cath Hope and explained to her how the
tickets were being organised. We had both created a spreadsheet for Carol, who works in the cash office so she could keep on top of how our sales were going. It was paramount that we did not exceed 100 for health and safety regulations. The process has been finalised and I am happy
with it. We debated having the tickets of guests outside of college posted to
their address. However I disagreed and thought it would be simpler and easier
for us if members of the general public picked up their tickets on the door on
the night. Meanwhile those with a contact / connection with the college (e.g. family
members of students or members of staff) could collect their tickets from the
cash office. This is the decision we went for. Now the cash office have a
structured spread sheet of the ticket process and are well organised. I will be
going up every Monday, Wednesday and Friday to keep on top of how many we have
sold. I gave the lady, Carol, my number so she can contact me if she has any
enquiries. This promotes healthy communication.
I sourced 2 buckets from Estates who kindly allowed us to borrow them for the event. They will be decorated later next week. I wrote up a costings sheet later in the day so we are up to date with how are money is being handled and so we are in control of our budget.
Charity Event
Concert
Monday 16th December
Arley Hall
Audience Capacity-100
Title: A Classical Serenade
Concept: A professional and elegant evening that reflects the setting of the house with reference to the Christmas season. An intimate and welcoming environment for the audience.
We have been given a calendar to mark on deadlines up to the 16th December, by which tasks have to be done. As a class/ company, we all come together to discuss points on our agenda and when we feel certain tasks should be completed by. This will also give people the opportunity to raise any issues or questions they may have. This will be crucial for meeting deadlines and ensuring the planning process runs smoothly.
From our first day, each team have been given action points to focus on for the Friday 8th (1 week's time.) For example, I personally had to contact Shelagh at Arley Hall to ask her about some enquiries we had before any other teams could get on with their tasks.
4/11/13:
Today was our first official meeting as the Events Management team. We discussed each department one by one and have clearly allocated specific job roles to each department. By Friday 8th November (our next meeting) I have asked for the technical team (lighting and set designers) to have their initial ideas ready to present. Same goes for the Front of House and I would also like to have the marketing campaign underway by Friday also.
8/11/13:
I have spoken over the phone to Shelagh to arrange a date that we (the technical team members, and the FOH manager and the Management teams) can go to visit Arley Hall in order to get a feel for the venue and so the set and lighting designers can improve / develop their designs for the event. it was essential that this visit was organised sooner rather than later because we could not have our set / lighting ideas until the trip had taken place.
11.11.13:
I have called Shelagh and booked a time when we (the managers of each department can visit arley hall in order to see the venue ourselves) as it was decided that Thursday would be the most ideal time to go, however for myself, it was not possible due to other commitments, therefore I delegated my role and what I wanted to ask Shelagh to Jordan and Paul. I did this because I needed the information from Shelagh such as a copy of a risk assessment.
12.11.13:I have called Shelagh and booked a time when we (the managers of each department can visit arley hall in order to see the venue ourselves) as it was decided that Thursday would be the most ideal time to go, however for myself, it was not possible due to other commitments, therefore I delegated my role and what I wanted to ask Shelagh to Jordan and Paul. I did this because I needed the information from Shelagh such as a copy of a risk assessment.
The marketing team presented their Ideas about posters as I asked. As the Marketing team had presented the group with an array of ideas, and certain members of the group preferred certain fonts. We decided it would be best to vote. We did so and the majority vote won. A font and colour scheme has now been decided. Voting was the best way to decide on a concept as this way, everyone’s opinion has been listened to and statistically if the majority in a room of 15 prefer one font and colour, it is more likely that this will be the case when we must sell 100 tickets.
With regards to ticket price, a price has been decided of
£7.00 a ticket with a reduced price of £5.00 for a child’s ticket. This has
been agreed as the price is almost half of what other Arley events are. This
will ensure we sell all 100 tickets and this way we can charge for mulled wine
and mince pies to again further our profit. Although it has been under
discussion that we also stagger the price for OAP’s or students, we decided
against this as the event is aiming to raise money and awareness for charity
and as only 100 tickets can be sold, this wouldn't be a problem and wouldn't need to
use the marketing ploy of reducing ticket prices.
use the marketing ploy of reducing ticket prices.
Tomorrow the managers of each department will be visiting Arley Hall in order to see the space in which we will be working in just over a month's time. Unfortunately I am not able to go due to other commitments, but I am sending Paul and Jordan PS in my place to ask Shelagh some questions that I have such as in relation to signage, tea and coffee, the rooms available to us on the night etc. I wrote down the questions and gave them to Paul. We could not afford, nor was it possible for all of our class to go on this visit and it was evident that not everybody had to. It was essential for Matt (Set Design) and Joel (Lighting Design) to go as they urgently needed to see the space to gain a greater understanding and to develop some ideas (gather inspiration whilst in the space.) It was necessary for Gemma as the FoH manager to go also as she needed to see / develop and understand for how the car parking management will work and how many staff she will need on the night helping her. I insisted that both JPS and Paul went on my behalf.
14.11.13:
I was brought up to speed by Paul and the others on what happened earlier today at Arley Hall. The minutes from their meeting with Shelagh are below:
15.11.13:
Today we had a meeting to bring everyone in each department up to date with what has happened and what is yet to happen. Jordi is trying to source a Grand Piano and has contacted Cheshire Pianos who have quoted a baby grand to hire for one evening at £450, which is too expensive for us. It was later discovered after Jordan S rang again to explain it was for charity, that Priestley College and Cheshire Pianos are not currently working together or linked in any way. Therefore Jordi will be contacting Dawsons, another local store.
In addition to the technical side, I will email Shelagh and ask her to send me a copy of the electrical blueprints of the house for Joel and Matt. This will be done later today as it is vitally important that the designer's plans are completed by next week. Matt has decided he would like staging to raise the choir and Mark. He has until the 20th to complete his plans and find out how much staging / rostra he needs and how high it will be.
The marketing department were next to feedback. They have said that ticket sales will be managed and ran through the use of the cash office and I will be confirming this later today. We would like the tickets on sale by next Monday (25th)
The three of us on the events management team all had to come to a decision when Anna, assistant marketing manager insisted on going back to Arley Hall in order to take photographs of Mark in his suit for promotion. However I spoke with Shelagh, who advised us not to as it was a busy time for them and I felt the marketing department had enough to do and whilst pictures of Mark at Arley was a nice idea, there was little time and they had other priorities, such as printing the posters and advertising to the public. However we did suggest that she could use a green screen in college if she desperately wanted the picture. She did not meet us with this decision and this time it was left to one side as she and Jordan focused on other tasks.
18.11.13:
The main topic up for discussion in today's meeting was over which images should go onto the posters, as people had critisised it previously for it had too much text and images were needed to break it up. It was concluded that a picture of Mark holding one of the orphans from Moldova would be a warming image that caught attention. We recommended that 3 images were spread across, and that our charitable purpose could be shown through this, not necessarily through words because images strike first.
25.11.13:
Today Paul stepped in to assist Matt in designing the set for Arley Hall as Matt was behind on his deadlines. We could not afford to fall behind because it works like a domino effect; once one deadline is missed it greatly affects others working with us. Paul discovered that 6 pieces of rostra at the lowest tier would be the most suitable and fit within the space, accommodating all performers.
I set the deadline as the 30th of November for department managers (especially Gemma and Jordi) to provide us (the management team) with a list of the equipment and how many members of crew they would need for the event. This was important to settle sooner rather than later because we needed to sort out transport and book it if need be.
26.11.13 : I’ve written a list of what my team (events management) need to do to ensure we are on task. These jobs include writing a risk assessment, creating an video to play in staff briefing that Paul and I will be attending on Monday morning, to thank those who contributed to the cake sale and to advertise our Classical Serenade. I spoke with Mike Southworth’s PA and she suggested going to briefing once more to promote any future events for Moldova. We want to play a video of the children to play and emotional effect on the members of staff in order to persuade them to help us. We want to pull at people’s heart strings. Another job we need to do is help out the Marketing department as the manager, Jordan is unfortunately unwell and Anna has many other commitments.
I have decided that I will be responsible for checking with
the cash office how many tickets have been sold. I need to do this to keep on
top of how much money is being made and how many tickets we have left to sell.
We will also be helping Gemma and her FoH team make the programmes. She would like to make scrolls as programmes and I personally love this idea as it is different, authentic and it makes our event unique. We understand that in order for this to work, it is going to take hours of work so the more people that can help out the quicker it can be done. I have set a deadline to the 10th of December for these to get done.
Next I will be speaking with Matthew Grant this week to
persuade him / the college to pay for the mini buses to get us there as well as
the van for the equipment. Hopefully we
will be successful because we do not have a budget and we aim to raise as much
money for Moldova as we can, without having to pay out for more.
Paul has already written a permission slip for all the IB
and 1st year students for their parents to sign to allow them to
come. We did this because they are under 18 they need parental consent to be out of college for a day and to be kept after the college hours.
28.11.13:
Today I went up to re pro graphics and asked them to publish 10 mission statements onto the Priestley College letter format. Before going to ask for raffle prizes around Stockton Heath, I felt it would be more professional if we took with us the Mission Statement on an appropriate piece of paper. They printed 10 and Paul, Joel and I went to Stockton Heath asking different shops to kindly donate a prize for us to give away in the raffle. We asked the florist, who said they would be happy to help. Other places who will get back to us are Esquires, All That Jazz, Tom at 101, BaaMoo, Mr Simms Sweet Shop and Pizza Express. Nandos gave us a voucher as did the Chinese Bakery and Ego. Going into the stores definitely was an advantage because we were able to talk to the managers face to face and it was much more efficient.
Today I went up to re pro graphics and asked them to publish 10 mission statements onto the Priestley College letter format. Before going to ask for raffle prizes around Stockton Heath, I felt it would be more professional if we took with us the Mission Statement on an appropriate piece of paper. They printed 10 and Paul, Joel and I went to Stockton Heath asking different shops to kindly donate a prize for us to give away in the raffle. We asked the florist, who said they would be happy to help. Other places who will get back to us are Esquires, All That Jazz, Tom at 101, BaaMoo, Mr Simms Sweet Shop and Pizza Express. Nandos gave us a voucher as did the Chinese Bakery and Ego. Going into the stores definitely was an advantage because we were able to talk to the managers face to face and it was much more efficient.
This is what I took around to all stores.
I asked Gemma to plan where exactly her equipment was going on a map for me. I wanted a better understand of the details about where the refreshments were going as well as the raffle table.
I sourced 2 buckets from Estates who kindly allowed us to borrow them for the event. They will be decorated later next week. I wrote up a costings sheet later in the day so we are up to date with how are money is being handled and so we are in control of our budget.
30.11.13
Today I went to Stockton Heath distributing flyers around
many different shops and hair dressing salons. Examples were: Aldi,
Sainsbury’s, Toni & Guy, Johnsons and Peter Walsh. All of whom were willing
to leave flyers on their desks/ on their coffee tables. Unfortunately they were
unable to put posters in their windows. I then went to Morrisons to ask if I
could leave flyers on every table in the café. I discovered this was not
possible after speaking to the General Manager. Next I went on to Golden Square
and distributed more flyers around hair dressing salons, shop cafes (M&S
and Debenhams) and at customer services.
2.12.13
Jordan and Anna are working on the scrolls and easels. Mark has sent to me the pictures I would like to use for the posters / buckets and I will ensure they are completed and ready by Friday.
Jordan and Anna are working on the scrolls and easels. Mark has sent to me the pictures I would like to use for the posters / buckets and I will ensure they are completed and ready by Friday.
I spoke to Matthew Grant on Friday who said that college
would be able to pay for our transport to and from Arley Hall. I was very
grateful about this because it meant that we did not have to reimburse anybody with money we raised on the night, which is all for Moldova.
Paul and I went to staff briefing again this morning, we
played an emotional video (available on YouTube) made by Paul, and we placed
flyers on every other seat. We thanked everybody for helping us with the Mad
Hatters Tea Party and we asked them to support our campaign through attending A
Classical Serenade. Hopefully at least a handful of people attend. It is my
personal aim to raise £1,000. This will be possible if we sell out.
I will be going to Stockton Heath later today to ask the
stores we visited last week whether they can help us with a raffle prize or
not. We need to know in order to confirm our 12 prizes. I’d feel better knowing
for definite. Otherwise we should look elsewhere for donations.
3.12.13
Today we had a meeting as a group to keep everyone up to date. We discussed the possibility of opening up the raffle to members of staff within college who could not make it on the night of the event. It would be a good idea to because we would be able to make more money for Moldova. This turned into a debate because there were both advantages and disadvantages.
Some of the negatives include it not being fair on those who did attend the event, asking them to spend more money (£5 a strip) on a prize that they may be more unlikely to win. There was also a discussion about the price of strips, which we finally decided was fair at £5 a strip. Although it may be quite expensive, the prizes Paul, Gemma, Jordan and I have managed to collect are worth over the £5 we will be asking for.
Gemma must find out how much Mulled Wine will need to be purchased. We are buying the wine because it is too expensive to be donated. FoH are looking for the cheapest offer. I have set this deadline to Friday. By Friday I would like Lucy to bring a sample of a plastic cup that we could potentially use for the juices and water for the choir / Mark.
I must talk to Shelagh this week to ask her if they have Easels at Arley that we could possibly borrow as a thank you board. As an alternative they do not we will take a blue board from college and decorate it with material. I must also ask her about the costings for tea and coffee and whether we are allowed to gaffa cables to the floor.
I gave Jordan PS the role of creating the Risk Assessment. I gave the task to Jordan because as the events manager I need to delegate tasks and ensure everyone had fulfilled their job role.
I went back to Stockton Heath today along with Paul to ask the shops we had visited last week to confirm whether they could help us or not. Unfortunately the florist could not because they had already selected the charities they would help over Christmas. However we did gain another prize from Esquires. I was happy with this because I wanted to collect as many prizes as possible as nearly 100 tickets would be sold.
10.12.13:
Joel and I have made the buckets by sticking on 'A Classical Serenade' banner onto the outside along with pictures of the children in black and white. I chose this because I felt black and white pulled on emotions more. In white writing below was our slogan 'Help Us To Help Them.' We stood in the cafe at the interval of A Winter Showcase (opening night was tonight) and we made £30. It was definitely worth going.
11/12/13:
Abbie (one of the drama tutors) kindly put into the Winter Showcase programme a small paragraph about our campaign to raise public interest and awareness about what we are doing over the course of the year. Between 60-70 people were due to attend the show over the 3 running nights; therefore a large number of people would have the opportunity to read about us. We also, on the nights of the performance, stood with our collection buckets that Joel and I made earlier that day. I edited the pictures Mark had sent me of the children in Moldova and made it black and white because this effect usually makes people more likely to give. I also added text below the image in white writing ‘Help Us To Help Them’. As this is our slogan and the more people see it, the more they will recognise us in the future.
13/12/13: I have purchased the 32m of ribbon and it cost £12. We think that this is cheap and we got a good deal, which is an advantage because it means we do not need to take a high sum of money out of Enrichment, or reimburse the money we raise through the event.
I also typed up a new running order for Monday which was proof read by Mark. We now aim to leave as 13:15 as Rachel and a team member have other commitments and the latest time we can leave college is 1pm. This still gives us plenty of time to set up when we arrive. We have until 4pm.
Monday will be very busy. I have asked for everyone to be at college for 9am so we can ensure we have everything and have not missed anything off our lists.
16/12/13:
The day had arrived and when I got to college in the morning, it was clear that the programmes had not been done. I helped Anna roll the scrolls and tie ribbon. However then I had to ensure registers for all staff were completed. It was last minute, however everyone needed to have signed a code of conduct for the trip and have arrangements over how they are getting home. I created a chart, holding every person's name, whether they had signed a code of conduct, how they were getting to and from Arley Hall and who would be collecting them from college if they were getting the minibus back as well. It was essential that this was done because we needed to make sure that we had everyone and for the safety of students we all needed to stay together and know exactly how . with whom people were travelling.
I asked the FoH team, Lucy and John to print a list of the raffle prizes and what they are worth onto pieces of A4 paper with our advertisement posters template as the background to be in keeping with the theme and so it was consistent and was recognisable. Additionally I asked them to discuss, along with Gemma, their price list / deals for the refreshments. They settled for £1.50 for the cupcakes, 50p for the juices, fruit cake and mince pies and £1 for mulled wine.
I also put together the checklists and gave a copy to one of the members of staff. I too kept a copy for myself. Each department manager emailed me a list which I put together. This was important because it ensured all the equipment and necessary items we needed to take did not get left behind.
Today we had a meeting as a group to keep everyone up to date. We discussed the possibility of opening up the raffle to members of staff within college who could not make it on the night of the event. It would be a good idea to because we would be able to make more money for Moldova. This turned into a debate because there were both advantages and disadvantages.
Some of the negatives include it not being fair on those who did attend the event, asking them to spend more money (£5 a strip) on a prize that they may be more unlikely to win. There was also a discussion about the price of strips, which we finally decided was fair at £5 a strip. Although it may be quite expensive, the prizes Paul, Gemma, Jordan and I have managed to collect are worth over the £5 we will be asking for.
Gemma must find out how much Mulled Wine will need to be purchased. We are buying the wine because it is too expensive to be donated. FoH are looking for the cheapest offer. I have set this deadline to Friday. By Friday I would like Lucy to bring a sample of a plastic cup that we could potentially use for the juices and water for the choir / Mark.
I must talk to Shelagh this week to ask her if they have Easels at Arley that we could possibly borrow as a thank you board. As an alternative they do not we will take a blue board from college and decorate it with material. I must also ask her about the costings for tea and coffee and whether we are allowed to gaffa cables to the floor.
I gave Jordan PS the role of creating the Risk Assessment. I gave the task to Jordan because as the events manager I need to delegate tasks and ensure everyone had fulfilled their job role.
5.12.13:
I went back to Stockton Heath today along with Paul to ask the shops we had visited last week to confirm whether they could help us or not. Unfortunately the florist could not because they had already selected the charities they would help over Christmas. However we did gain another prize from Esquires. I was happy with this because I wanted to collect as many prizes as possible as nearly 100 tickets would be sold.
Transport has been confirmed as it had to be through Mark
because he is a member of staff and for safeguarding reasons, it could not be
done by students. We will be taking 2 15 seater mini buses to fit all of our
staff (23) and the FoH equipment. We also have a transit van to take our
staging, cables, lights and set decorations.
6.12.13:
Today was the deadline for all raffle prizes to be
confirmed, before emails were sent out to staff who too could be involved in purchasing
raffle tickets. In total we have 9 prizes, all very expensive, therefore I am
pleased with what we have collected. However next time I would work harder /
get others to talk in person to businesses rather than email as it is much more
effective, and I would also look for prizes sooner as it was left quite late.
Places such as Pizza Express and Build a Bear could no help us in a short space
of time.
We decided to set a reminder for staff to buy their tickets,
and as we couldn’t go into briefing again we made short notes that could be put
onto each seat.
10.12.13:
Today Mark forwarded Gemma and I an email he had received
off some friends, the question was whether we could wish a couple a Happy
Anniversary on the night. Gemma and I quickly came to the decision that they
deserved special recognition and that Mark would say something in the lead up
to the interval. We also have 2 more raffle prizes which I am pleased about
because as stated previously I would have been happier with 10+ prizes, not 9.
Anna will be designing and making the easel herself because
reprographics cannot afford to pint us anything else for free after we asked
for the 100 programmes to be done today.
11/12/13:
I have contacted Shelagh and we have cleared up some
queries. Firstly we are able to gaffa tape cables to the floor. I was curious
as to whether Shelagh and her staff would be selling decaf tea and coffee as
well as the normal tea and coffee, I found out that they would not.
Gemma and her FoH team have bought mulled wine and have
their equipment checklist for Monday. It
totalled up to £45 and it was £25.50 for the cups and £1.38 for the gluten free mince
pies. All of which I will add to the costing sheet.
I also asked Gemma how collected coats from our guests would work and she explained that she had a raffle ticket book system: 2 tickets per peg on a row of hangers, 1 ticket was given to the owner of the coat, which would be matching the ticket on the hanger. I told Gemma to explain how the system worked to her staff who would be on the coat duty at the start of the evening to avoid confusion.
Here is a screen shot of the Arley
Hall website. Shelagh posted it because we asked her to advertise for us. We
did this because we wanted to advertise in as many ways as we could in order to
sell 100 tickets.
Ticket sales are on 69 currently.
Ticket sales are on 69 currently.
Abbie (one of the drama tutors) kindly put into the Winter Showcase programme a small paragraph about our campaign to raise public interest and awareness about what we are doing over the course of the year. Between 60-70 people were due to attend the show over the 3 running nights; therefore a large number of people would have the opportunity to read about us. We also, on the nights of the performance, stood with our collection buckets that Joel and I made earlier that day. I edited the pictures Mark had sent me of the children in Moldova and made it black and white because this effect usually makes people more likely to give. I also added text below the image in white writing ‘Help Us To Help Them’. As this is our slogan and the more people see it, the more they will recognise us in the future.
I took on this role to design and make the pictures because
I knew he marketing department had other tasks to deal with. I wanted to ensure
we stuck to deadlines and that things got done so they could be ticked off our
‘to do’ list.
Rachel produced a list of what was left to do this week and
thankfully most of this has been done. My version is attached below:
Jordan PS has sent me
the final documentation of our risk assessment, which I have added to our equipment
checklist. It is attached below:
We do not need to purchase or acquire any licenses as Alrey Hall have an alcohol license, a perfomers / music license and a capacity license. Any others are irrelevant and we have what we need.
We do not need to purchase or acquire any licenses as Alrey Hall have an alcohol license, a perfomers / music license and a capacity license. Any others are irrelevant and we have what we need.
12/12/13
Today was my last lesson time with the group. I have ensured
that Paul and Jordan PS are in charge tomorrow of making sure all equipment
that needs to be charged is charged and that everybody has finalised their
checklists. They also need to push people who are yet to purchase tickets to do
so today or tomorrow.
I will go to the market tomorrow in order to purchase red
ribbon for the scrolls. We need this to be completed tomorrow. In future
this will be done earlier because there is a lot to do on the last day, it is very rushed.
13/12/13: I have purchased the 32m of ribbon and it cost £12. We think that this is cheap and we got a good deal, which is an advantage because it means we do not need to take a high sum of money out of Enrichment, or reimburse the money we raise through the event.
Unfortunately when I caught up with Anna on the marketing team, she informed me that the programmes had not been completed in my absence. On Monday these must be our priority and I will ensure everyone gets on board to ensure they are done in time. Front of House also need to design and make menus. I asked them to do this yesterday however they are waiting to see the size of the pies before determining a reasonable price, which I believe is fair.
I also typed up a new running order for Monday which was proof read by Mark. We now aim to leave as 13:15 as Rachel and a team member have other commitments and the latest time we can leave college is 1pm. This still gives us plenty of time to set up when we arrive. We have until 4pm.
Monday will be very busy. I have asked for everyone to be at college for 9am so we can ensure we have everything and have not missed anything off our lists.
16/12/13:
The day had arrived and when I got to college in the morning, it was clear that the programmes had not been done. I helped Anna roll the scrolls and tie ribbon. However then I had to ensure registers for all staff were completed. It was last minute, however everyone needed to have signed a code of conduct for the trip and have arrangements over how they are getting home. I created a chart, holding every person's name, whether they had signed a code of conduct, how they were getting to and from Arley Hall and who would be collecting them from college if they were getting the minibus back as well. It was essential that this was done because we needed to make sure that we had everyone and for the safety of students we all needed to stay together and know exactly how . with whom people were travelling.
I asked the FoH team, Lucy and John to print a list of the raffle prizes and what they are worth onto pieces of A4 paper with our advertisement posters template as the background to be in keeping with the theme and so it was consistent and was recognisable. Additionally I asked them to discuss, along with Gemma, their price list / deals for the refreshments. They settled for £1.50 for the cupcakes, 50p for the juices, fruit cake and mince pies and £1 for mulled wine.
Gemma had brought the equipment she needed with her, such as pots and pans for the mulled wine, serviets, plastic glasses etc.
I also put together the checklists and gave a copy to one of the members of staff. I too kept a copy for myself. Each department manager emailed me a list which I put together. This was important because it ensured all the equipment and necessary items we needed to take did not get left behind.
Afterwards I ensured that each department was happy with what they had and that everyone knew what was happening. I typed up a running order for the day starting at when we left for Arley up until when the Event began. Attached to this, I added a chart which presented who would be doing what when we arrived. This was definitely beneficial because I felt that everyone had a job and it was clear what was going to happen when we arrived. Paul and I organised who would go in what minibus, everyone was informed. We were told about those who were driving themselves and others there and a register was taken.
Above is the register that we took and used on the day.
Everyone signed this student study visit form before we left because we needed their details in case of an emergency.
These are my calendars that I wrote deadlines on at every meeting. This allowed us to stay on task and ensure we did not fall behind and did not forget any jobs that needed doing.
Here on the right is the typed up set up / opening of the event list, displaying what each 1st year prods were doing what. It was simple and easy to read.
Code of Conduct template that everybody signed on Monday morning is on the left and on the right is the running order.
These are my calendars that I wrote deadlines on at every meeting. This allowed us to stay on task and ensure we did not fall behind and did not forget any jobs that needed doing.
Here on the right is the typed up set up / opening of the event list, displaying what each 1st year prods were doing what. It was simple and easy to read.
This is the spreadsheet Paul and I gave to Carol in the cash office, who wrote on the details of the ticket holders. There were 100 spaces, a place for the name, how the ticket would be collected (on the door or from college, a phone number, their payment method and the price of the ticket. plus a space for any extra notes.
The final poster designs.
Well done so far Ash... make sure you are keeping up to date with your entries. A lot has happended since the 8th and you have been making excellent practical progress which must be justified here on your blog. Remember to explain your reasoning behind your decision making i.e. logistics or rasing the most money or staying true to the concept etc.
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