The objectives for Bead n Sip are as follows:
The objectives for Bead n Sip are as follows:
To create a joyful and relaxed atmosphere in which mums, students and visitors may express their creativity and make beautiful, beaded jewellery.
To display a wide range of high-quality beads, equipment, and materials, as well as to educate participants to new methods and patterns.
To inspire individuals to explore their creative and artistic abilities, while also cultivating a sense of community and connection among attendees.
To encourage the advantages of creative expression and self-care, particularly for busy mothers who may not have time for themselves on a regular basis.
To enhance awareness of similar creative events and seminars on campus and to stimulate interest in the bead and sip booth.
To create a relaxing and enjoyable experience and to encourage creative expression and self-love
To give a venue for people to socialise, develop relationships, and create a feeling of community around parenting.
Key Event Marketing Goals
Attract at least 100 people to our event from the Curtin community, whether that be staff, students or visitors.
Encourage people to stay for 20-30mins
To increase participation in other stalls by promoting the benefits of being creative
To generate more awareness about the benefits of taking part in events within the community
To broaden the audience of people who will be attending our event, specifically targeting those who are not already studying a creative arts degree who may not be typically engaged in a creative festival event.
Key Target Audiences
Primary Target Audience:
People who are currently studying on the Curtin University Bentley Campus, with majority being aged between 18 30 years old. Many people who are studying at the Curtin University Bentley Campus are likely more willing to learn and are more likely to take part in community events on the campus. The income brackets of our target audience is irrelevant as our event will be free of charge and will support anyone from any income bracket.
Secondary Target Audience:
People who are visiting the Bentley Campus or people who are a part of the surrounding community who are looking at taking part in events that occur on the Curtin University Bentley Campus. The people could include students from other Perth universities, high schools or visitors form the surrounding community. The secondary target audience are those who look to engage with creative and artistic activities, and those who are willing to socialise with others.
Key Messages and Brand
Event Brand:
The name Sip n Bead and the stall Logo (Appendix _) will be used in any marketing and promotional campaigns.
This statement will be used as an attention grabber:
Still havent got a Mothers Day gift? Come to the Sip n Bead stall on the 10th of May in the creative quarter from 11am to 2pm and make something meaningful for your mother
Any images used in our marketing and promotional campaigns will be sourced from copy-right free image sites such as a Canva or Adobe stock.
Key Message:
The key message on our promotional and marketing campaigns will be timing, location, details about the creative festival, especially details that will encourage and motivate visitors to the festival.
Refer to appendix _ for an example of a marketing and promotional poster that will be used in the leadup of the event. This poster features eye-catching colours and graphics, as well as simple but informative details about the event to encourage attendance.
Key Stakeholder - Communication Plan
Stakeholder What/Message How When Who
Council- The Town of Victoria Park Obtain the relevant permits, follow relevant management policies as well as rules and regulations regarding event management. By reading and researching the Town of Victoria Parks policies on running events in their council. By May 10th 2023 Event Coordinators
Students Ensure that the students are aware of the events taking place and are provided with the relevant event information. Through marketing and promotional material advertised to the students Before May 10th 2023
Marketing Coordinator
Staff Notify Staff about the creative festival and provide them with the important information needed to attend Through marketing and promotional material Before 10th May 2023 Marketing Coordinator
Visitors Ensure that promotional and marketing material is displayed throughout campus to ensure that visitors are aware of important event information including timing and location. Through marketing and promotional material as well as word of mouth.
By May 10th 2023 Event Coordinators
Marketing Activities
Marketing tools:
Word of Mouth:
Knowledge of our event will rely partly on word of mouth to spread awareness about its location, timing, purpose, and other important factors. This can be done through communication with attendees on campus, in hopes that they will spread the word to their friends and other possible event attendees. The utilisation of word of mouth will be an important marketing tool that is free of charge, and a resource that can be easily utilised.
Social Media:
Social media can be utilised as a marketing tool to advertise the occurrence of our event, so we can reach a broader audience and hopefully encourage a larger reach of people to attend our event. The Curtin University social media platforms can be a useful resource to advertise our event, with careful consideration about the time it will take for a post to be approved by the relevant stakeholders. An Instagram post (refer to appendix _) will be published as well as an Instagram story (refer to appendix _) in order to increase engagement and participation at our stall.
On-line Calendar Listings:
Online Calendar Listings can be a useful resource to raise awareness about the occurrence of our event in a simple method. We will request that Curtin University advertise our creative festival as part of their events calendar, which people can look at to see upcoming events on the Bentley Campus. The online calendar listing will take place prior to the event.
Marketing Materials:
Posters and Flyers:
Posters will be used as a marketing and promotional material as a source for key information about our event including timing, location and expectations for people wanting to attend. Our posters will be attention grabbing and aim to motivate people to attend our stall. Posters and flyers will need to be designed and printed; with the time it takes to create these resources an important factor in the organisation process which must be completed prior to the events occurrence. We will put posters up prior to the event and we will hand out flyers the day of the event to further spread awareness about the event.
Signage:
Banners will be utilised to advertise the Sip n Bead stall at the creative festival event so patrons are aware of the stalls existence as well as being able to set an expectation for their attendance at the stall. The time it takes to design and print the banner will need to be factored in.
Printed Marketing and Promotional Material
Material By When Distribution channels Who Cost
25x A5 flyers (one sided) Designed and printed by 10th May 2023 50x to be distributed at the event and areas surrounding the event location at the creative quarter. Marketing Coordinator and Event Hosts Approximately
$0.50 per page (A5 coloured document printing 100 gsm) at Officeworks
Approximate Total:
$12.50
5 x A3 Posters Designed and printed by the 26th of April 2023 High traffic locations across campus
5x TL Robertson Library
5x Key thoroughfares
5x in key Food and Beverage locations
5x Creative Quarter Marketing Coordinator and Event Hosts Approximately
$1.50 per page (A3 coloured document printing 100gsm) at Officeworks
Approximate total:
$7.50
1x Stall Banner Designed and printed by the 10th of May 2023 To be installed at Sip n Bead stall location Marketing Coordinator and Event Hosts Approximately
$44
Details: 610mm x 1600mm, 180 gsm Satin Cloth, printed at Officeworks
Signage Plan
Signage Location Installation Dates Who
A3 Posters High-Traffic locations across campus including the student guild, TL Robertson Library etc 26th April 2023 Event hosts/coordinators
Flyers Flyers will be handed to people at high traffic locations across campus including cafes, key thoroughfares and the library. 10th May 2023, prior to 11am Event hosts/coordinators
Stall Banner The banner will be located at the Sip n Bead stall, and will be securely attached to the stall marquee in a eye-catching location 10th of May 2023, prior to 11am Event hosts/coordinators
Event Operations Plan:
Site and Location maps:
The Creative Quarter is where our event is planning to be held, the precinct is located at the Southern end of campus, surrounded by the learning centres for the arts, humanities and engineering disciplines as shown in the figure below.
Figure 1
Site Map - Appendix_
The detailed site map that includes where our stall (Stall 10) will be held is attached under appendix_
Event Planning Schedule:
First Month Second Month
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8
Develop stall idea EVENT DATE
Event date and theme set Budget set Order necessary materials Create operations plan, schedule, run sheet, risk assessment Marketing plan Materials arrive - ensure we have enough Advertising posters to be placed around campus Purchase any final decorations Make example jewellery Run Sheet:
Sip n Bead Run Sheet
Sip n Bead Run Sheet
Date 10th May 2023
Timings Bump in: 8am
Event Starts: 11am
Bump out: 2pm
Contacts
8am Staff to arrive
Marquee already set up
Infrastructure provided
8am Set up tables, chairs and bar in positioning
8:20am Chloe to put signage in frames and place around the stall
8:20am Aimee to set up mocktail dispensers on bars and write out cocktail names
8:20am Meem to set out table cloth and begin table decor
8:25am Maddy and Chloe to put up stall banner across the back of the marquee
8:45am Begin setting out beading materials into provided bowls
Set out beads and tools across the table
Ensure there is an even distribution around the table
Colours, metals, pliers
Place jewellery bags across the table
Evenly distribute colours
9am Chloe and Maddy to put up posters in high traffic areas of campus
9:30am Display example jewellery pieces along the centre of the table
Examples of designs people could make
9:45am Organise backup stock of beads and tools to ensure it can be replenished with ease
10am Test out speaker and sound levels for music
10:15am Chloe and Maddy to hand out flyers to people walking between classes about the stall
10:15am Aimee and Meem to begin to preparing mocktail mixtures in the dispensers
10:30am Final run over the table display and set up
10:45am Turn on music and prepare for the event to begin
Prepare incase anyone walks through early
11am CREATIVE FESTIVAL BEGINS
11am - 2pm Keep on top of replenishing materials and mocktails
Help out attendees with any questions they may have about the process
Keep energy and vibes high in the stall with the music
2pm CREATIVE FESTIVAL ENDS
2pm Begin pack down of extra materials and mocktail ingredients
2:15pm Clean up of the marquee and return infrastructure to original places and set up
2:30pm Bump out of event
Staffing Roster:
Staff Name Start Time Finish Time
Aimee Henry 8am 3pm
Chloe Simons 8am 3pm
Meem Karim 8am 3pm
Maddy Seeling8am 3pm
Infrastructure, Supplies, Logistics and Staging:
Infrastructure
1x marquee
3x trestle tables
1x Tiki bar
8x chairs
2x mocktail dispensers
1x esky
3x sachets of cups
Beads
8x pliers
8x Bowls for beads
3x bags of ice
Event Financial Plan:
Risk Management Plan:
We want to ensure that all our stakeholders have a safe and enjoyable experience. A risk assessment will be conducted for hazards and risks to be identified, assessed and controlled in order to minimise the potential injury or harm to all stakeholders. The Australia New Zealand Risk standard (AS/NZ4360) will be used and considered during the risk assessment process. During the event, if any hazards or incidents occur, we will be reporting to Curtins health and safety representative/department and follow curtins emergency procedures.
The stakeholders that may be impacted by hazards and risks are the university students, attendees parents and Curtin staff. The completed risk assessment will be available to all our stakeholders to ensure information is communicated effectively before, during and after the event. We will undertake risk assessments throughout the event, when a new hazard is identified, responding to an incident and if the task has not been attempted previously.
We will be using the health, safety and emergency management (HSEM) matrix to determine the risk rating level. The rating level (1- lowest rating of risk, 5 the highest rating of risk)
Hazard and Risk Identification
IDENTIFY ASSESS CONTROL
Step 1
Enter risk description Step 2
Select hierarchy of control and describe the existing control Step 3
Level of risk with existing controls Step 4
Select hierarchy of control and describe your proposed treatment Step 5
Who is responsible and due date Step 6
Level of risk after treatment
Risk Description (Hazard) Existing Controls
Hierarchy of Control
Eliminate, eg: eliminate task, remove hazard
Substitute eg: replace with less hazardous process
Isolate eg: enclosures, restricted access
Engineering eg: guarding, separation, redesign
Administrative eg: SWP, training, schedule
Personal Protective Equipment (PPE) eg: gloves Consequence Likelihood Risk Score New/Additional Controls
Select the hierarchy of control and describe your proposed treatment Who is responsible for implementing the control(s) Due Date Consequence Likelihood Risk Score
Eye strain Slips and falls Seated during event, non -slip mats, store materials correctly Allergic reactions List of ingredients provided Absent group members Out of control, adjust tasks accordingly Electrical cords All power cords are secured and covered by tape Drink storage Drinks stored away from attendees, and protected from contamination Sharp objectives Place cutting tools away from the public and cut away from your body with use of PPE Theft and damage Noise pollution Crowd control Inflammable materials Safety and hygiene Supplies not delivered on time Equipment safety fatigue Staff members taking breaks, and rotating Power outage Bad weather Unattended packages Budget crisis Vandalism Waste/Rubbish Alcohol and substance abuse Wet floors Manual handling Sharp materials Uneven floor Inform stakeholders and mark the uneven surface with tape Food and safety (drinks) Cuts materials cut to size to eliminate the use of blades or sharp equipment 2 1 1 Handling Heavy Loads Test the weight, ensure staff are capable of the lifting weight, or request assistance Dropping equipment inuries All staff wearing appropriate enclosed shoes Assessing Risk:
Identify Risk Probability of occurrence (likelihood) Impact of event if it occurs (consequence) Risk (LMHE) Proposed action
Event Evaluation:
Mothers Day is one of the most popular holidays within Australia. During this time many people are stuck in a loop on what gifts can be given to show their appreciation for the special women/guardians in their lives. Curtin University's Creative Festival hosted by us university students, allows us to understand the pressure and stress contained by undergraduate students which can affect our time to find a gift for mum. The theme for the festival is Mothers Day therefore, having an interactive stall where students can also have an item to take home with them, as a gift or even for themselves. They will have free, unlimited drinks provided while students create jewellery or accessories with the beads laid out across the tables. Being held from 11am-3pm on the 10th of May, it is expected that many students will attend the event as it is during the undergraduate study break, with at least 100 students attending our stall. The primary target audience for the event are students aged 18-30, who are willing to learn and participate in community events regardless of income. The secondary target audience includes visitors to the campus and members of the surrounding community who are interested in creative and artistic activities and socialising with others. A total of $374.40 has been spent to cover the costs for the event, leaving a balance of $25.60 which will remain as an emergency spend in the situation if it is required. With 7 weeks of planning we hope a warm and welcoming atmosphere is provided and we receive positive feedback although we are open to any form of criticism or advice.
