Event concept
The World Symposium on Choral Music (WSCM) will be held for the 12th time in Auckland New Zealand in the July of 2020. This is a major festival of the choirs that takes place in all the major cities of the world. The event is of a global format and is organized by the International Federation for Choral Music. It attracts all the leading choir groups along with the composers and conductors from across the globe so that they can participate and experience the workshops, seminars and the concerts. It provides a platform to the budding composers and choir groups to showcase their talents on a grand stage (“WSCM2020 Symposium | The World Symposium on Choral Music”, 2018).
This will be third time where the event will be held in the Southern Hemisphere and in New Zealand. In the 2020 music concert, there will be 24 of the best choir groups that are present in the globe and about 30 practitioners of choral who will show their talents in the concert that will last for a period of 8 days. The event will also consist of master classes, demonstrations, seminars and exhibitions so that the talent can be shared with other musicians and composers as well. The musical experience allows the people to cut off their loneliness and isolation, as they become a part of the global movement (“Event Details”, 2018).
Human resources play an important role in making the event successful in nature by planning the actions in a meticulous manner. The timeline of the major events starts from the planning and extents after the event has been over as well, which requires proper management by the human resources (Van der Wagen & White, 2018).
In planning out the strategy for human resources, it is important to study the mission and vision of the event so that it can help the event manager is taking in to consideration the main issues that may be associated with the event. The problem of staff management needs to be handled in a proper manner by the manager by planning out the activities and appointing proper resources. The problem of over-staffing needs to be avoided by the manager (Jones, 2017).
The event manager needs to hire a professional Human Resource manager so that the person can take the responsibility to attract the best human resource that is present in the market. The description of the job is very important while the recruitment of staff members for the event. Since this event will be held on a grand scale, the description of the job and its responsibilities need to be given out in a proper manner. This will help in attracting the potential candidates from a competitive market of New Zealand (Capell, 2013).
The positions for which the candidates will be hired will also be advertised so that it can attract the human resources towards the events. This will help in filtering out the candidates who are interested to take part in the event. The advertisement will also highlight the financial incentives and rewards that will be provided to the candidates so that they can get attracted to the event. It will also result in attracting the potential candidates who have an experience in managing these type of events on a small scale as well so that they can be given proper training regarding the management of this event on a larger scale. The advertising also needs to be visually appealing, which can be done with the use of brighter colours so that the efficient people can be attracted (Skoll & Korstanie, 2014).
Human resource strategy
The HR will then be conducting the interviews with the candidates so that it can help in assessing their skills and level of competency so that the event can be carried out in a proper manner. The employees will then be trained by the event manager, as he has a better level of experience in organizing the event in a meticulous manner. The training of the employees will comprise of practical sessions, which will help the employees in gaining proper knowledge regarding the way in which the event needs to be handled. The introductory courses such as maintaining the health and safety of the people will be given to them so that they can act fast in a worst case scenario (Getz & Page, 2016).
The manager will be responsible in allocating the responsibilities to the employees based on the level of skills and the training that they had undergone. The employees will also be given a hand out regarding the tasks that they need to carry out so that it can help in managing the event in an efficient manner (Atkins & Moyer, 2013). This will also result in eliminating the challenges that the employees may face while undergoing the course of their duties. The reward and payment system of the employees will be told to them so that it can help them in motivating the employees to work in the event. The incentives will also cover the areas such as overtime and the number of shifts that the employees are working with respect to duration. This will also result in increasing the level of efficiency of the employees towards the event (Bhatt, Mandhata & Zomlot, 2014).
The management structure of the event will be like the diagram that has been provided above. The event manager will be the head of the operational facilities and will be divided under 5 teams comprising of the program, venue, equipment, hospitality and merchandising coordinator.
The program coordinator will be in-charge of managing the entries of the choir groups so that it can help in getting the number of participants who have enrolled for the event. This will help in getting a better knowledge regarding the activities and its duration so that the process can be managed in a proper manner. The choir groups will be assigned their timings and the day of performance through a lottery system so that it can be fair to all the musical teams that have come to participate (Rojek, 2014).
The venue coordinator will be in-charge of managing the bookings for the choir groups so that they can stay in a comfortable manner and practice their songs as well. It will help in providing them with the level of comfort so that they can perform in a proper manner. The coordinator will also be responsible for managing the risks that may come up with respect to the hotel and lodging booking and any other discrepancies with the venue. A setup team will also be managed so that the choir groups can be guided by them and attended whenever the need arises. This will make the stay of the choir groups comfortable in nature (Quinn, 2013).
Suitable management structure
The equipment coordinator will be responsible for managing all the equipment and the technologies that will be required in making the musical event successful in nature. The equipment needs to be handled in a proper manner so that it does not cause any problems while the event is going on. He will also be responsible to maintain the equipment so that its quality does not get hampered, which may cause problem during the event. The transportation facilities of the choir groups and their equipment also needs to be handled by the person so that it can result in a smoother level of functioning (Pearcy et al., 2014).
The hospitality coordinator will be responsible for catering to the needs and demands of the people who are coming to the event so that their wants can be satisfied. This will also result in meeting the requirements as per the standards of the choir groups so that they can be comfortable before and after their performance in the music event. He will also be responsible in facilitating the media meetings so that the show can be broadcasted on the television and the local radio stations. This will attract more number of people who are physically not present in the event. He will also receive the dignitaries who will be arriving in the event by providing them with a welcome note and refreshments so that they can grace the occasion in a proper manner (Jiand & Schmader, 2014).
The merchandising coordinator will be in-charge of the sales team who will be given the responsibility of marketing the event in the New Zealand market. This will also result in drawing the attention of potential customers so that the event can be a profitable venture. The volunteers will also be given outfits so that they can be identified and uniformity can be maintained within the event. This will help the people who are finding it difficult to understand to take the help of the volunteers by identifying them through the outfits that they are wearing. The dignitaries will also be given a giveaway product as a token for appreciation for coming to the event, which will be handled by the merchandising coordinator. This would result in preserving the memory and the occasion for which they had attended the event (Van Winkle, Woosnam & Mohammed, 2013).
The managing of risk is one of the important factors that needs to be evaluated during the happening of the event. The risk management procedure will help in assessing, planning, managing and controlling the risks that may crop up during the happening of the event. It is very important to determine the number of staffs that are required to manage the risks that may happen during the event. The risk will be managed by the event coordinator, as he will be in charge of looking after the activities that may lead to risks in the event. The demographical factors need to be understood so that the audience can be understood. This will help the event manager in understanding the type of audiences that will come to the event and the different ways in managing them (Brown, 2014).
The event manager also needs to communicate with the stakeholders so that they can be well-informed regarding the situation that are likely to take place when the event is taking place. This will become an asset for the risk manager, as they will be able to communicate with the event manager whenever there is a possibility of risk. The volunteers or the employees need to set up signs for the entry and exit of the people so that they do not bet confused regarding the way through which they need to enter or exit. The signs will also guide the people in getting the visual from a far location as well (Lundy, Van Orden & Annan, 2014). This will result in avoiding the start of mishap within the event. The security brochures will also be handed to the audience so that they can have a better idea regarding what to do when any type of mishaps takes place in the event. All the possible mishaps such as fire will be demonstrated in the brochure along with the safety guidelines so that the audience can follow it and reach to safety. The information regarding the important phone numbers will also be provided so that the people can communicate with the necessary officials whenever it is required (Robertson, Junek & Lockstone-Binney, 2014).
One of the major threats in the musical event is the level of alcohol consumption that takes place among the people. This may cause severe damage to the event and may turn out to be unsuccessful in nature. It is very important to manage these risks in a proper manner so that the event can be successful in nature. The alcohol needs to be served by the people who have mastered in the art so that it can help in providing proper dosage of the mixture to the people. Another important thing is that the price of the drinks need to be kept at a premium range so that the consumption can be under the control (Atkins & Moyer, 2013).
Pyrotechnic materials are also often used in the event so that the experience of the musical journey can be enticing in nature. The major reason of these materials is to make explosion on the stages so that it can give the audience a feeling of visual pleasure. The materials need to be purchased from trustworthy vendors so that it does not create any risk for the performers on the stage and needs to be tested before the commencement of the event. The event manager will also be providing ‘fire passes’ to the employees or the volunteer who will be present on the stage as well as the artists so that any kind of misfortune can be avoided on the stage (Mallen & Adams, 2013).
|
Likelihood |
Low |
Moderate |
High |
|
Communication |
|||
|
Signs and symbols |
|||
|
Natural threats |
|||
|
Alcohol threat |
|||
|
Pyrotechnic material |
|||
|
Crowd control |
The recommendations for the event to be successful is that it needs to be managed in a proper manner. The event manager will be the head of the event under whom the teams will be divided so that they can work according to their level of expertise. This will help in delegating their duties to different persons so that the work is divided and can be done with a broader focus. The success of the event will depend on the skills in managing the risks in a proper manner so that the artists as well as the audience can enjoy the festivities.
The structure of the management that the event manager has made will help in delegating the various duties to different people so that no one feels the pressure of carrying out the tasks individually. The volunteers will be given proper training so that it can help in providing them with all the guidelines so that it can be followed in case of emergencies. This will help in the smooth functioning of the event and ensure that the festivities can be carried out properly. The event manager also needs to communicate in a constant manner with the volunteers so that he can have an overview regarding the duties are being carried out in a smooth manner. This will ensure that the volunteers are meeting the requirements as well.
The volunteers also need to be well acquainted with the signs and symbols that will be set up in the entire venue of the event so that they can guide the people who are not being able to understand it. It will also result in making the passage clear as well, as the volunteers will be guiding the audience. The level of alcohol that will be served to the people also needs to be checked so that it can help in keeping the consumption level within the minimum level. The event manager also needs to communicate the mission and vision of the event with the volunteers so that it can help in standardizing the duties that they need to carry out. The benefits and rewards for serving efficiently in the musical event also needs to be mentioned to the employees so that they can be motivated and perform their duties in a positive manner. These factors need to be kept in mind so that the event can be successful in the Auckland market and the reputation of the country can also be increased.
For the purpose of successfully carrying out the event there are significantly five domains that the event manager have to look after. These five domains are essential for any event to be carried out successfully as all the activities and functions are majorly carried out in these five areas. According EMBOK these five areas of management are as follows –
Administration – The first area of management for the event is the administration. In this particular domain all the financial related activities such as setting up budget for the event shall be constructed. It is in this domain the appropriate allocation of tasks to the distinctive departments shall be executed by the event manager. In addition to this, the estimated financial expenditures are constructed as well along with control of the resources required for the event shall be decided in this specific domain itself.
Design – The goals and objectives of this event to showcase and give exposure to talented choir groups spread across the globe and celebrate the art of music. The theme for the event will be decided in this domain itself along with the content of the events as well. The hospitality co-ordinator shall be allocated with the task of catering that is included in this domain. Overall, the artistic interpretation of the event shall be achieved in this domain.
Marketing – The promotion of the event and along with organising sponsors for the shows held in the event shall be executed in this domain area. The merchandising co-ordinator is responsible for setting up sponsors and promoting the event. He shall be responsible for the sales as well. The merchandises for the event shall be distributed among the volunteers that includes uniform. Along with it other selling merchandises shall be sold during the eight days long festival.
Operations – In this domain all the resources, materials, services and other equipment’s are provided and organised in order to construct the event. Therefore, for this event, the resources such as musical instruments, lighting, sound systems shall be brought together to construct the stage area. Other than this, other services such as washroom facilities, food and beverages, merchandise stalls shall be set up. All in all, in this domain area all the necessary equipment, products, services, resources are installed in order to set up the event for the attendees.
Risk – For this particular domain the safety standards are set up along with the legal obligations with the partners and sponsors shall be constructed. The event coordinator shall be the in-charge for this domain. This domain is closely integrated with all the other activities involved in order to execute this event successfully.
In order to provide everyone a great experience of this event there are six key areas that must be given significance. These six dimensions or areas to the event experience are as follows –
Anticipation – For the World Symposium on Choral Music event the main invitations shall be sent to eminent choir musical groups of New Zealand and from other neighbouring countries. Since the event is a celebration of choir musical bands around the world the main invitations shall be sent to eminent choir musical artists and composers.
Arrival – The ven coordinator shall be the in-charge to make sure that all the attendees, choir groups that are participating and the guests that are arriving for this eight days long event have comfortable and relaxing accommodations. For the 12th World Symposium on Choral Music, the event shall be organised in the Auckland region of New Zealand. Grand Millennium is Auckland’s largest hotel situated at the central location and therefore, this hotel shall be the most apt accommodation that the guests, attendees could stay in during the eight days of festival.
Atmosphere – The World Symposium on Choral Music event is a global music festival that celebrates and promotes the choir musical genre. Therefore, the atmosphere of the event shall be rich in traditional cultures of distinctive communities around the world. In addition to this, the theme for the 12th World Symposium on Choral Music event shall be tangata whenua (meaning “people of the land”) the décor shall be such that it would remind people the connection they have with the land they belong to.
Appetite – The food and catering services shall be in regards with the theme of the event mentioned above. Traditional foods and beverages shall be available in the stalls of the event premises. Both alcoholic and non-alcoholic drinks shall be available. For the convenience of the attendees variety of finger food items shall be available in the event.
Activities – Since the event is a choir music festival, the highlighting activity of the event shall be the choir musical groups that shall be performing in the vent. Apart from these, master classes, seminar programmes, cultural gigs shall be organised for the eight day long festival.
Amenities – Lastly, it is significant to appreciate all the attendees of the event for making the festival a successful event. Therefore, free photo booths shall be arranged within the event premises where the attendees can take their photos with a personalised message in the photos. These booths shall be set up in each entrance gates of the festival.
Reference List
Atkins, M. G., & Moyer, D. S. (2013). U.S. Patent No. 8,347,143. Washington, DC: U.S. Patent and Trademark Office.
Bhatt, S., Manadhata, P. K., & Zomlot, L. (2014). The operational role of security information and event management systems. IEEE security & Privacy, (5), 35-41.
Brown, S. (2014). Emerging Professionalism in the Event Industry: A Practitioner’s Perspective. Event Management, 18(1), 15-24.
Capell, L. (2013). Event management for dummies. John Wiley & Sons.
Event Details. (2018). Retrieved from https://anca.org.au/view-event/12th-world-symposium-on-choral-music-726
Getz, D., & Page, S. (2016). Event studies: Theory, research and policy for planned events. Routledge.
Jiang, J., & Schmader, S. W. (2014). Event management education and professionalism: The view from the trenches. Event Management, 18(1), 25-37.
Jones, M. L. (2017). Sustainable event management: A practical guide. Routledge.
June, R., Wiley, H. C., & Cousins, M. (2015). U.S. Patent Application No. 13/954,568.
Lundy, M. T., Van Orden, M. J., & Annan, B. C. (2014). U.S. Patent No. 8,640,040. Washington, DC: U.S. Patent and Trademark Office.
Mallen, C., & Adams, L. J. (2013). Event management in sport, recreation and tourism: theoretical and practical dimensions. Routledge.
Pearcy, D. P., Heinrich, J. A., Gaskins, J. J., & Phillips, C. A. (2014). U.S. Patent No. 8,839,349. Washington, DC: U.S. Patent and Trademark Office.
Quinn, B. (2013). Key concepts in event management. Sage.
Robertson, M., Junek, O., & Lockstone-Binney, L. (2014). Introduction: Professionalization and event management. Event Management, 18(1), 1-3.
Rojek, C. (2014). Global event management: A critique. Leisure Studies, 33(1), 32-47.
Silvers, J. (2007). Introduction to
EMBOK
The Event Management Body of Knowledge. Retrieved from https://www.embok.org/
Skoll, G. R., & Korstanje, M. E. (2014). Terrorism, homeland safety and event management. International Journal of Hospitality and Event Management, 1(1), 95-110.
Van der Wagen, L., & White, L. (2018). Event management: For tourism, cultural, business and sporting events. Cengage AU.
Van Winkle, C. M., Woosnam, K. M., & Mohammed, A. M. (2013). Sense of community and festival attendance. Event Management, 17(2), 155-163.
WSCM2020 Symposium | The World Symposium on Choral Music. (2018). Retrieved from https://www.wscm2020.com/
Order an Essay Now & Get These Features For Free:
Turnitin Report
Formatting
Title Page
Citation
Outline
