LOGISTICS AND STAGING OF THE EVENT:
1. Planning and Preparation:
Identify the purpose and goals of the event: The cultural event could be organized to
celebrate a particular cultural heritage, showcase talent or performances, or raise
awareness about a social issue. It's important to clearly define the goals and objectives
of the event before planning and preparation begin.
Establish a budget and timeline: With a budget of 4700000, we can allocate resources
to various aspects of the event, including venue rental, equipment rental, performers'
fees, marketing and promotion costs, and refreshments. Establishing a timeline with
clear milestones and deadlines can help ensure that everything is completed in a
timely manner.
Assemble an organizing committee: An organizing committee should be formed with
representatives from different departments within the university, such as student
organizations, faculty members, and administrative staff. Each member should be
assigned specific tasks based on their expertise and interests.
Choose a venue and date: The budget allows for a larger venue and more elaborate
equipment, lighting, and sound systems. The date and time should be chosen in
consultation with the university calendar to ensure there are no conflicts with other
events.
Identify performers and activities: With a larger budget, we can aim to bring in high-
profile performers and include activities such as art exhibits, cultural workshops, and
educational displays to engage attendees.
Plan for catering and refreshments: The budget can accommodate a wide range of
food and drink options, including a cultural feast, specialty drinks, and dessert
stations.
2. Logistics:
Set up the venue: With a larger budget, we can allocate funds for elaborate
decorations, props, and stage designs that reflect the cultural theme of the event. The
venue should have top-of-the-line lighting and sound equipment installed. Seating
arrangements should be made for the audience.
Arrange for parking and transportation: The budget allows for hiring shuttle services
to transport attendees from off-campus locations. VIP parking areas can also be set up
for special guests.
Manage entrances and exits: Multiple entrances and exits can be set up to
accommodate a larger number of attendees. Staff should be stationed at each entrance
to check tickets, distribute programs, and provide directions to the seating area.
Ensure safety and security: The larger scale of the event requires additional measures
to ensure safety and security. Emergency exits should be clearly marked, and a team
of trained staff should be present to manage emergency response procedures. First aid
stations should be set up, and additional security personnel should be present to
ensure the safety of attendees and performers.
Coordinate technical requirements: A larger budget allows for state-of-the-art
technical equipment and highly-skilled technicians to manage the sound, lighting, and
video requirements of the event.
Manage performers and activities: With a larger budget, we can attract high-profile
performers and coordinate a wide range of activities to engage attendees. Staff should
be present to manage the flow of the event and ensure that activities are running on
time.
Coordinate refreshments: The budget allows for a wide variety of food and drink
options to be available to attendees, with staff present to manage the refreshment table
and ensure that there is enough food and drink for all attendees.
3. Staging:
i. Event Planning and Organization:
Decide on the type of event: This could be a music festival, dance performance, art
exhibition, cultural fair, or any other type of event that celebrates diversity and
cultural heritage. Christ university is planning to host an event which will include all
of these things
Determine the date, time, and venue: A suitable date and time that is convenient for
the target audience and coordinates with the venue to secure the space. The event will
be hosted by the University on 16th April 2023.
Identify the target audience: Determine the demographics and interests of the
audience and tailor the event accordingly. The targeted audience will be all the
students and staffs of the Christ University.
Set a budget: Determine the budget and identify sources of funding such as sponsors
or grants. The budget of the event would be 47 lakhs.
Plan the logistics: Plan the logistics of the event such as stage setup, sound system,
lighting, seating, and security.
ii. Venue and Setup:
Choose a venue: The university could choose to host the event on campus or rent an
external venue.
Set up the stage and sound system: Set up the stage, sound system, and lighting
according to the requirements of the event. Ensure that the sound system and lighting
are tested and functioning properly.
Arrange seating: Set up seating arrangements for the audience in a way that provides
good visibility of the stage.
Install decorations: Decorate the venue with cultural symbols and art installations to
create an immersive cultural experience.
Provide food and beverage: Arrange for food and beverage vendors to provide
refreshments for the audience.
iii. Promotion:
Promote the event: Promote the event through various channels such as social media,
email newsletters, flyers, and posters. Use hashtags and create a unique branding to
create buzz and generate interest in the event.
Use influencers: Partner with influencers and cultural organizations to amplify the
reach and impact of the event.
iv. Ticketing and Registration:
Decide on ticketing options: Determine the pricing and the types of tickets such as
general admission, VIP, or student tickets.
Set up a ticketing platform: Use a ticketing platform such as Eventbrite to sell tickets
and manage registration.
Provide onsite registration: Provide onsite registration options for those who do not
have access to online registration.
v. Day of the Event:
Coordinate with vendors: Coordinate with food and beverage vendors and other
service providers to ensure that everything runs smoothly on the day of the event.
Manage the crowd: Provide security and manage the crowd to ensure that everyone
has a safe and enjoyable experience.
Engage the audience: Engage the audience with cultural activities such as dance
workshops, live performances, and interactive exhibits.
Provide medical assistance: Ensure that medical assistance is available in case of any
emergencies.
vi. Post-event Activities:
Evaluate the event: Evaluate the event to identify areas for improvement and gather
feedback from attendees.
Share highlights: Share highlights of the event on social media and other channels to
sustain interest in cultural activities.
Plan future events: Use the learnings from the event to plan future cultural events that
align with the goals and objectives of the university.
Overall, with a budget of 4700000, the cultural event hosted by the university can be an
extravagant and memorable experience for all attendees. The event requires careful planning,
attention to detail, and coordination between multiple stakeholders, but the larger budget
allows for a wider range of possibilities and the opportunity to create an unforgettable
experience for everyone involved.
