QTSK Kinh Do Hurricane Quan tri su kien event huflit PDF

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Download QTSK Kinh Do Hurricane Quan tri su kien event huflit PDF

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“VỌNG NGUYỆT” AUGMENTED REALITY CONCERT EVENT PROPOSAL

Instructor: MA. Trần Mỹ Hải Lộc Group: Hurricane

HO CHI MINH CITY, DECEMBER 2021

MEMBER

STUDENT ID

1. Tào Thị Tường Vy

19DH700553

2. Phan Trọng Tiến

19DH700078

3. Lâm Kim Tuyền

19DH700164

4. Bùi Nguyễn Đăng Khoa

19DH700582

5. Trần Ngọc Thụy

19DH700636

6. Nguyễn Thị Thanh Hiền

19DH700044

7. Trần Tử Anh

19DH700034

8. Nguyễn Giao Sơn

19DH700300

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Contents PRE-EVENT.................................................................................................................................................................5 Overview of the organizer.........................................................................................................................................5 Event description.......................................................................................................................................................5 Event Management....................................................................................................................................................6 Approvals and consultation.....................................................................................................................................10 SWOT Analysis.......................................................................................................................................................11 Timeline...................................................................................................................................................................12 Ticket and price program.........................................................................................................................................18 Advertising and Promotion......................................................................................................................................20 Media activities........................................................................................................................................................21 Budget (VNĐ).........................................................................................................................................................24 Risk Management....................................................................................................................................................30 Pre Event Staffing....................................................................................................................................................34 ON THE DAY.............................................................................................................................................................38 Event Staging...........................................................................................................................................................38 Agenda.....................................................................................................................................................................42 On the day staffing...................................................................................................................................................45 Buffet of the event...................................................................................................................................................47 3

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PRE-EVENT Overview of the organizer Hurricane was officially founded in September 2021. As a part of Kinh Do The New Marketing Project, Hurricane specialized in Event management. Having such passion for technology, Hurricane is dedicated to developing creative products for the corporation. We offer the next level of production with real-time visual effects performance. Hurricane dreams to be the leading event organizer of the nation and in the far future, of the entire world by innovating and exceeding any current limits of an event definition in its management field. About KIDO Since its establishment nearly 27 years ago, KIDO Group has been expanding its line of delicious products that are thoughtfully produced with essential flavors aimed at brightening up the lives of every Vietnamese family. To contribute to the communities in which we operate through sponsorship programs and targeted community development activities. We aim at becoming a leader of progress for Vietnamese society. Our impact is not only commercial, we also embrace social responsibility. Vision: MORE FLAVOR TO LIFE Event description  Event name: Vọng Nguyệt  Event concept:  Main idea: Emerge into the future of technological advancement, breaking all the boundaries between modernity and traditionalism. Experiencing the Mid-Autumn Festival in the liveliest and the most original method without forsaking the purities of cultural values with the help of VR technology and visual lightshow.  Theme: Augmented Reality Performance  Type of event: Signature Cultural Concert  Target audience: HCM City’s young adults, we also welcome middle-aged residents and their children.  Objective  Kinh Do is implementing its new technology Reality Virtual Studio, to make a quantum leap in the world of media and virtual production.  To achieve a strong emotional connection with the audience on a physical and biological level, beyond every confines. 5

 Having such cutting-edge performance, Kinh Do aims to produce resounding effects across the nation or on a global scale.  Creating a leisure activity for the visitors to have a fascinating and breath-taking experience.  Creating an unforgettable memory for the visitors, fabricating the new event standard for the public, making ours the new leading event platform in the management field.  Increasing sales, economic profit by selling Kinh Do diversified Food & Beverage for the visitor  Site description: Large-size stadium with proper lighting and equipment.  Venue/ location: Thống Nhất Stadium  Main timeline  Pre event: 1 year: 9/2021 - 9/2022  On air: 11/9/2022  Time Start: 15:00  Time End: 21:00  Event organizers contact details  Name of event manager: Nguyen Giao Son.  Department: Event Management.  Mobile: 0706 221 183  Email: [email protected]  Hotline Telephone: 0322 331 777 Event Management  Major stakeholders and agencies: Stakeholder organization, group or individual

Potential role in the activity Government sector

District People's Committee

Issuing certification of operation

Ward People's Committee

Support in the management of regional security, documents to go into 6

operation in the local area Local Medical Assistant

Assist in ensuring the health and safety of all event participants

Local Firefighting Crew

Ensuring safety in fire protection

Department of Culture, Sports and Tourism of Ho Chi Minh City

Approving the license to organize events in the city Commercial sector

Sound and Lightning

Pro-AVL Company

Tech Support Augmented Reality Technology (A.I.T.P) Representing the AR brand in Vietnam Representatives of electronic equipment parties FindTech Company (Momo) Drone technology support representative, filming technical support Asus, Lenovo, Intel, AMD Representative in Viet Nam

Responsible for the sound and lightning

Technical guarantee for all kinds of machines Support to provide electronic equipment for the event Cooperate as a payment method partner Make sure the drone function properly

Location Thong Nhat Stadium Manager

Discuss the contract document on the rental location

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Human Resources Volunteers Manage the team leaders of the event organization activities Staging

Manage each support department, make a list, provide information and tasks for each volunteer member to participate

VietLink company

Responsible for supervisory management for the stage area installation, stage design

Sanitary TKT Cleaning Security Yuki Sepre 24 securities corporation Entertainment Team nội dung và đạo diễn sân khấu Việt Tú Stage Director 1989s entertainment Bich Phuong, Đen Vâu HoaProx Dj G-Ducky “líu lo” group - Thành Lộc Technology Collaborator Zero Density Food collaborator Kido - bakery retail Street Food small reatil

Make sure the green landscape is presentable before and after event Ensure security for the event area

Contribute to event content

Event Partner

Cooperation in the buffet

The partner with the beverage segment Aquafina 8

Chương Dương Insurance Generali

Cooperation in the buffet

Guarantee of property and people safety Communication sector

Television Commercial HTV VTV K+ Magazines and Newspaper Science and technology magazine Vietcetera Tuoi tre Thanh nien Financial magazine

Inform public using data and information about event

Provide accurate and relevant data and information to engage mass media.

 Venues/ locations:  Introduction: A multi-purpose stadium in Ho Chi Minh City. The stadium also is the largest stadium in HCMC which has a 100 meters long and 68 meters wide football field and a capacity to seat up to 25.000.  Location: 138 Dao Duy Tu Street, Ward 6, District 10.  Benefits: o Located in the center of Ho Chi Minh City: Popular and more convenient for the audiences to arrive. o Parking lot: The stadium’s parking lot and rent a parking lot from Bách Khoa dorm, so it won’t cause traffic jams even in peak hours. o Spacious: Comfortable atmosphere and easy to organize activities of the event including buffet food mobile vans, exhibition and AR performance. It increases the feelings and moods of the audience during the event.  Activities: 9

o AR techniques collaborate with musical play: perform at the center of the football field o Exhibition: half of the athletics field o Food mobile vans: half of the athletics field and because they are food mobile vans, so before the AR performance starts, they will all arrive out of the stadium fast and smoothly which won’t affect the main performance.  Event map:

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Approvals and consultation  License to Organize/ Licensing of related parties/Event-Facility Rental Agreement: License from Department of Cultures, Sports, Department of Finance, People's Committee of District 10. Application such as:  Event script  Ticket form  A copy of business registration certificate  Authorization letter  Letter requesting permission to organize a performance  Venue rental: Agr. with Thong Nhat stadium  Music: License from Department of Performing Arts  Security  The aims and objectives of the security plan in relation to crime and disorder are:  To prevent and deter incidents of crime.  To deal positively and proportionately with any incidents of disorder / anti-social behavior.  To provide an eviction service from the site.  To ensure the security of onsite infrastructure, bars, stages etc.  The key objectives of our security strategy will be:  The interaction of security staff at an early stage with ticket holders in a positive and friendly manner.  The use of response units to react quickly to reports of incidents.  The eviction of persons attempting to cause problems or stirring up large groups of people to behave in an antisocial manner.  The use of a coordinated approach with strong management from the Security Coordinator.  Facilities  Ask the local authorities' permission for assistance  Stage, seats ensure quality and safety  Ensure the security of the stadium, build lanes to separate guests into the stage and parking lot  Toilet areas are arranged separately between men and women  Waste and environmental management: Agr. with TKT Cleaning Company  Arranging more trash bins at the 4 doors into the hall to ensure environmental sanitation  Always remind the audience to be self-aware to avoid littering 11

 Toilets will be cleaned, won't be used after ________ PM, and open after ______ PM SWOT Analysis STRENGTHS WEAKNESSES An exceptional and unique program for middle-aged and children in Above standard pricing ticket Vietnam Difficult to manage Extremely experienced team, stakeholders, and agencies High contingency costs (if any) Massive budget The number of attendees is large, so a large Innovation technology workforce is required Advantageous time schedule and careful preparation time in 1 year The wide reach of communication platforms OPPORTUNITIES THREATS Mechanical malfunction There is a risk that the COVID 19 pandemic could happen again Little competition, few high-tech programs in Vietnam organize for Risk of new technology teenagers and children Power cut High-tech application that paved the way for a new trend in Vietnam The noise outside if it rains Become an attractive investing target Overexcited audiences Leading the trend Possibly tainted reputation Traffic jam Timeline Department Note Duration Duty In-Charge Analyze the current event Content With the purpose of implementing AR technology to 1/9/2021 management situation in Manager effect types of events and its audience 30/9/2021 Vietnam to gain common grounds and their needs. Helping them 4/9/2021 Private meeting with each HR department 10/9/2021 with recruitment.

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15/09/202131/12/2021

1/9/2021 31/10/2021

1/9/2021 30/11/2021 1/10/2021 30/11/2021 1/10/2021 30/11/2021 1/10/2021 30/11/2021 1/11/2021 3/01/2022

Headhunting members for necessary roles. Recruit volunteers, Recruit KOLs according to the Marketing department requirements.

HR

Connecting departments' ideas and members. Gain common ground and their needs. Helping them with recruitment.

Finding data of sponsors

Business Affairs

Finding the information, contact of business partners

Contract each supplier

Logistic

Negotiate on pricing, amounts, types of equipment, facilities, and everything else

Brainstorm for every fundamental details of the event proposal Sketch any crucial event details for the content department Brainstorm idea for event promotion and social media plan

Content Manager

An event proposal with basic structure and crucial aspects is needed for approval

Design Manager

Anything that needs materialized will be sketched in this period of time and handed to content manager

Choosing potential business affairs

30/11/2021 31/12/2022

Accomplish designing proposal for the consultation

15/11/2021 -

Provide insurance with the

Media Manager Business Affairs Design Manager Logistic

- Analyze the information, value of business partners -Select potential and suitable sponsors -Pre-select main sponsors Finalize the proposal for investors, shareholders, agencies, etc. Countermeasures against risks of human or property 13

damages.

31/12/2021

contractor

1/12/2021 31/12/2021

Complete the proposal with everything needed for the preparation of the event

Content Manager

1/1/2022 8/1/2022

Meeting with Design Team to unify the design concept for the event

Content Manager

To develop the first design concept period

HR

For adaptation and planning

2/01/202215/1/2022

Key volunteer leaders meeting, Meeting between company's stakeholders.

4/01/2022 28/02/2022

Summarize & discuss the suitable benefits for main sponsors and others

Business Affairs

Summarize suitable sponsors, discuss the benefits for them

30/1/202220/2/2022

Make a sketch plan then discuss and fix with others team

Media Manager

Unify the proposal

8/1/2022 28/2/2022

Develop any design material for the first phase

Design Manager

Including the main decoration, stage, exhibition lane, etc.

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9/1/2022 15/1/2022

Meeting with Logistic and HR to elaborate the event by infrastructure and resources

16/1/2022 22/1/2022

Meeting with Business affair and Media Team to incorporate effective communication strategy

18/1/202229/5/2022

Public meetings with volunteers and partners

Content Manager

To develop the first infrastructure and resources period

Content Manager

To develop the first communication period

HR Content Manager

22/1/2022 28/2/2022

Assist every team with conceptual data for attachment

28/2/2022 10/3/2022

Important meeting for conclusion of the first development period.

Content Manager

01/03/202214/3/2022

Contact the design team about posters, banners, ...

Media Manager

01/03/2022 29/4/2022

Contact all sponsors

Business Affairs

introduce them to the event with details for their work. Also provides training for volunteers and orientations (benefits, rewards. .Q&A, culture). The first period of development will be working in this period of time. Concluding everything that we’ve been through in the last month and keeping up the event department with the roadmap.

-Contact sponsors -Information exchange (the events in detail, persuade them to cooperate, ...)

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10/3/2022 30/4/2022 10/3/2022 30/4/2022

Assist every team with second phase of conceptual data for attachment Finalize the second design material for the entire event department

Content Manager Design Manager

To develop the second phase of the event. Everything will be intact and follow the same concept.

Content Manager

1/5/2022 8/5/2022

Important meeting for conclusion of second phase.

1/5/202211/5/2022

Contact for permission and licenses

Media Manager

Make a contact list to make sure not missing any departments or companies, asking for permission and licenses

1/6/2022 5/6/2022

Check for permission and licenses Release press statements on official websites and multimedia channels. Release public announcement for other related companies of interest.

Media Manager

Make sure permission and license are all done

Making contracts with all sponsors

Business Affair

8/5/2022 1/6/2022

Development of third phase

Content Manager

8/5/2022 -

Concluding every detailed

Design

4/6/202230/7/2022

02/5/2022 30/6/2022

HR

-Dealing the benefits in detail & make contract -Booking position for food stalls

Including the conclusive design of decoration, 16

1/6/2022

design of the event

1/6/2022 31/7/2022

Finalize phase of preparation

4/7/2022 10/7/2022

Work with HR Manager about recruiting collaborators for taking photos

Media Manager

Begin social media promotion

Media

Run bus/bus stop advertising

Media

Publish early bird tickets

Media

25/7/2022 31/7/2022 1/8/2022 15/8/2022 27/8/2022 28/8/2022

Manager Content Manager

Medical