The Technical and Logistic Requirements - Sydney Gay and Lesbian Mardi Gras - Case Study Example

Sydney Gay and Lesbian Mardi Gras xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Name xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Course xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Lecturer xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Date Abstract The Sydney Gay and Lesbian Mardi Gras is an annual event in Australia. It is one of the most colorful festivals of the lesbians and gays. These events include iconic parade and other associate events including Parade Party and Fair Day. These events attract diverse group of people from all over the world. It takes placed in the month of February where the gays and Lesbian are able to showcase their talents and acceptance to the world. This report describes the event and explores the requirements. This includes the technical and logistic requirement, budgetary requirements, risks involved and promotion activities to be used. Recommendations have been given for subsequent events. Table of Contents Table of Contents 3 1.0 Introduction 4 2.0 Technical, site and logistic requirements 5 2.1 Site requirement 5 2.2 Technical requirements and other logistics 5 3.0 Risks 6 4.0 Staff requirements 8 4.1 Role of volunteers 8 5.0 Budgetary requirements 9 6.0 Promotion mix 9 6.1 Posters 10 6.2 Social media 11 7.0 Recommendation 11 8.0 Conclusion 12 References 13 1.0 Introduction The Sydney and Lesbian Mardi Gras is unique in the Australian festivals. It is a special event in using arts ad celebration to promote political, social and community objectives. It is an annual event that takes in February. Each year, members of the lesbian and gay community from different part of the world, assembly in Sydney for a celebration of gay and lesbian culture and pride. Visual arts, music, theatre, dance; comedy, literary, community events and sports combine to make the largest gay and lesbian art festival. The Mardi Gras parade is the gay and lesbian community’s most significant event, bringing together organizations, individuals and businesses in the spirit of cooperation and celebration. Indeed, this celebration draws bigger crowd in Australia than any other event. It is described as a human rights demonstration unequalled in drama, color, wit and spectacle (Drinnan 2001). This festival began in 1978, when a group of speaker and protesters congregated in Hyde Park and marched to William Street and their protest ended at Alamein Fountain. At this point, the protesters encountered police brutality. Harbour Party is an event that is also held during this festival. However, the event occurs prior to the parade. It offers participant to dance on the edge of the harbor as the sun sets. These events are recognized by the government as a hallmark event that attracts local, national and international attention. Still, it is a focal point for tourists who are holidaying in this country. (Drinnan 2001).This event requires booking earlier as all tickets sell out immediately on release. 2.0 Technical, site and logistic requirements Planning of this event requires considerable lead time. The logistical and scale complexity of these festivals means that it is essential to secure the requirements at the onset on planning. The planning should make this event a benchmark in the industry. It should be as a result of the use of latest technology, spectacular shows and flawless operations. As such, creative people should be recruited. 2.1 Site requirement For site requirements, the events will take place in Victoria Park, Taylor Square South and North and Hyde Park. There will be a park hire waiver as the parks will provide the ground for the parade and other events. Lots of security is crucial in this event and there is a need for the organizer to work hand in hand with various groups and authorities. The venue and stakeholders liaison include ambulance, police, local authorities, fire, businesses and local residents. A security contingent is crucial to manage the security of these sites. The marquees and temporary structures for the outdoor stages are necessary and will be hired. Indoor activities will take place at the Entertainment Quarter including Byron Kennedy Hall, Hordern Pavilion and Royal Hall of Industries (Dehne & Daly 2003). 2.2 Technical requirements and other logistics Technical requirements include; lighting, large LED vision, concert size audio systems, multiple pavilions and art laser system will be made available on hire. In addition, there will be a full produced stage shows that will include performers, creative personnel, costumes and set design. Negotiating and sourcing will be done in order to avail local and international performers in the event. It is obvious that this is a complex event; therefore, there is a need to form an effective group of organizers that will allow free flow of the event. 3.0 Risks It is obvious that risks are associated with special events. Therefore, there is a need to conduct a risk assessment in order to ensure that all risks that are relevant are covered. This is despite the fact that the event is known to hold the safest parade with low levels of reported incidences. Various risks include person injury as a result of general activities. In order to asses this risk; an Emergency Management Plan is developed, installation of facilities such as first aid, side shows, toilets and electrical that comply with codes of practice including Australians Standards, a safety audit should be undertaken by a qualified personnel. In risks that involve panic that may set in during an emergency, there are various assessments that will be carried out. There will be clearly defined responsibilities and functions individuals that include back-up, communication channel and contact details. It is also important to issue cards to individual detailing, for instance, contact details and functions. The organizers will ensure that all key personnel can be reached. One way to make this effective is by ensuring that the participants have mobile phones. A trail run, that is, desk-top or real may be undertaken (Nott 2006). In case of a risk that involves person injury as a result of purchase of faulty goods, the management will ensure that the contractors’ certificates of currency will be seen before the event. It will also see to it that objects that may be on sale comply with the relevant codes of practice and are safe. The electrical goods that will be in the event will be certified as safe. Still, the management may prevent sale of some electrical goods. Risks involving damage or loss to equipment will be handled effectively. The management will ensure that equipment used is safe and audited by qualified personnel. Intrusion activity by person under the influence of illegal or legal substance is another risk that may be experienced in the event. In such, the management will designate various mature people to deal with such situations and the police will be alerted. There are risks that are related to offence caused by programmed events or participants. In such cases, there should be a clear understanding of the proposed activities during pre-planning. In addition, the programmed activities should be legal and do reflect the values of the community. During the event, theft may be experienced. To curb this, the management should ensure that the cash tins are out of reach from unauthorized people enclose areas where money is kept and ensure banking at the end of the event (Carter 2007). Fire outbreaks or storms are emergency cases that are associated with events. This is a challenge to the organizers but there are several assessments that may be undertaken. Firstly, the activities of the stalls will be placed to minimize possible harm. Secondly, the fire fighter equipment will be made available. Thirdly, the emergency services will be notified in advances and appropriate communication systems are in good order. Finally, an emergency management plan should be developed (Silvers 2007). Food contamination is a common risk in most events. There are various steps thatwould be undertaken to assess the risk. The management will ensure that the contractors are certified by qualified personnel, enforce food standards that are audited by qualified people. Volunteers should be trained in handling of food effectively. 4.0 Staff requirements In every event, staffs are significant personnel as they play different unique roles. There are different festivals categories that will require facilitators and volunteers. These categories that include theatre, visual arts, workshops, discussions, social networking activities, community activities, marketing, advertising, ticketing and fundraising will be held by coordinators. The coordinators will lead a team, for instance, a people services coordinator will see to it that services are delivered to the volunteers and the staff across the administrative processes that include issuing identification cards, maintaining the database of volunteers, administration of finance and rewards. On the other hand, an event fundraising coordinator with the staff under him will implement creative strategies that will meet the fundraising target. 4.1 Role of volunteers The event relies heavily on the volunteers to make it the world famous festival. Volunteers are needed across the operations from business to events support. In previous events, volunteering has been the backbone of the event. Volunteers’ identification cards and guidelines have out into place. Their roles include; participating in the fair Day event. This day is the biggest and most loved by the community. The volunteers may work in the IT infrastructure; assist the production team, community activities, sponsorship and advertisement. 5.0 Budgetary requirements Being a major event, it is obvious that it will require major funding. There are various activities that do call for financial support. This includes; marketing, advertisement and hiring of contractors. The organization has a fund of $ 160,000 per year. In addition, it is seeking sponsorship of $ 200,000 from the city. This includes $ 30,000 to support an artistic program. Still, an addition $ 40, 000 is required for other activities. Value in kind is also in the budget requesting for a waiver of public domain hire, banner pole hire and hire of venue. The sponsorship for banner is up to 400 hundred poles for three weeks and are valued at $ 170,000, park hire waiver for Hyde Park, Victoria Park and Taylor South and North add up to $ 20,000, workshop space hire up to $15,000 (O’Brien 2004). In addition, it is proposed that$ 20,000 to be allocated to activities and events that specifically commemorate the anniversary of the parade. An additional artistic production that include production of a particular, high quality performance and float elements in the parade will boost the standard, profile and quality of the parade. The increased financial request does reflect increased costs of effective and improved crowd management. Increased costs have also been as a result of provision of additional signage, security, barricades, toilet facilities which ensure the safety of parade participants and audience. 6.0 Promotion mix Indeed, this event is described as a, all-embracing festival that is full of eccentric, electric and eclectic happenings, every individual celebrating the beauty and power of diversity. There are various promotion mixes that will be evident such as Fair Day, Parade, Harbor Party, and Queer Thinking. During the parade for instance, the magical moments will be observed as lesbian and gay police officers march along the street; as funny lifesavers from the Australia’s iconic Bondi Beach mix with lesbian and gay members of the Arabs and Jewish communities; as raunchy Dykes while on bicycles lead the crowd ahead of the popular marching young boys and the sedate group of friends and parents of lesbians and gays (O’Brien 2004).Indeed, this street parade shows a richly diverse culture and community. In this event, international acts such as Joan Rivers, Alan Cummings and Roberta Flack will feature. In addition, a series of concerts by Australian, Tina Arena will feature. Angels in America, an award-winning play at the gala concert and afternoon Harbor Party which will take place at the Botanical Gardens will be the red-letter events (Rawlings 2009). In order to make the above plans flow, there is a need to use current promotional activities. In addition, well planned promotion will also ensure that the attendance is excellent. There are factors that will be considered in creating different ways of promotion. This includes; timeline, development of invitation, advertising pieces and news release will definitely take time. The organizers will have to plan how each piece of advertisement will be released and allow enough time to complete each promotion activities. Context and audience are other factors to consider. 6.1 Posters Poster distribution is one of the promotion tactics that will be employed. The flyer and posters will be created 3 months prior to the event. They will be distributed throughout the country. They production team will have to create attractive posters so as to be appealing to the target audience. Some invitations will also be sent to specific groups. This includes guests, performers and senior members of the community. 6.2 Social media Social media is one of the most effective promotion methods in the current events. The organizer will set a unique web address that people will refer in the social channels. The page will be used to describe the event and visitors will also be able to register (Lacy 2011). An announcement will also be made in the Yahoo’s Upcoming. This will assist in advertising in the local community. Regardless of the size of the festival, facebook is an excellent promotion tool. This will cost nothing to the organizers and many people all over the world will be able to access. The messages will, therefore, reach millions of interested people in the world. Twitter is another social media that has continued to attract various promotion activities. In applying this, a promotion is able to reach and attract international audience who follow twitter. Kelley & Jugenheimer (2008) asserts that creation of You Tube and SlideShare to share the event is an excellent way. All the pre-conference will be posted there. The event site will be pointed out from the You Tube and SlideShare profile page. 7.0 Recommendation In order to improve the attendance of the events in subsequent years, there are various issues that the organizers should consider: in promotion activities, there is a need to use past events to promote the current event. The organizers should record as many presentations as possible in order to attract more people as compared to the previous event. Recording may be through videos and posted as video podcasts and podcast. In addition, it is important to set up interviews in the media with selected individuals who are involved in the organizing or performing in order to relay the information to people. The organizer may also consider creating and maintaining events that the whole family may participate. This include activities for children, that is, set a day that children will have their day. Indeed, this will attract families from all over the world as they will be able to enjoy the events with their beloved ones. Still, the organizers may attract different fans of games to the event. This may be possible if the organizer creates a sport day during the event. This will attract different sports people from the world. In addition, people will be interested in watching different supports during the events. Still, the gays and lesbian will be able to interact with different people from the whole world (Preston 2012). 8.0 Conclusion This festival is indeed one of the spectacular and joyous events in Australia. It is obvious that lesbians and gays pride themselves in this event. It attracts more than 20,000 people from all over the world. People travel from all over Australia. Various activities are lined up for this events and include the parade, queer thinking, Harbor Party, Fair Day and Races. As a large event, it has attracted thousands of visitors. Therefore, there is a need to ensure security is well maintained. The organizers have established various risk assessment in order to curb any risks that may occur. The activities require lot of man power to carry out. The organizers have included different volunteers who will help the main staff in carrying out the activities. The volunteers will also be rewarded for their outstanding performance n different categories. A budget has been made in order to assists in financing the necessary activities. Various fundraisings have been done in order to help in raising the required amount. Some sponsors have also been approached in order to assist in providing the needed finance. The event has been promoted using various promotion activities. Social media has provided an easy and effective way of promotion. Different promotion channels such as facebook, twitter, posters,. You tube and SlideShares have been used. Essentially, as a major event, it requires creative and excellent management in order to make it a success. References Carter, l 2007, Event planning. New York: AuthorHouse Dehne, A & Daly, M 2003, Rough guide to Australia. Sydney: Lonely Planet Drinnan, N 2001, The rough guide to gay & lesbian Australia. New York: Wiley. Kelley, L & Jugenheimer,D 2008, Advertising media planning : A brand management approach. New York: Wiley Lacy, K 2011, Twitter marketing for dummies. London; Wiley & Sons, Inc Nott, J 2006, Extreme: A physical reconstruction and risk assessment. Cambridge: Cambridge University Press O’Brien, S 2004, New South Wales. Sydney: Lonely Planet Preston, C 2012, Event marketing: how to successfully promote events, festivals, convections and expositions. London: Wiley Rawlings, C 2009, Sydney. Sydney: Lonely Planet Silvers, J 2007, Risk management for meetings and events. London: Butterworth-Heinemann Read More