Youth Empowerment Forum - Example

Name) (Instructor) (Institution) (Course code) (Date) Youth Empowerment Forum - Event Background information Not only in Australia, but across the world over, have had the youths continued to the adversely hit by the unemployment crisis. The youth underemployment and unemployment level an all-time low due to little improvement in the employment prospects (Forenede, Pg 55, 2004.  The world unemployment trend in the year 2012, the number of unemployed youth stood at 74.8 million. This was an addition of four million compared to what it was in the tear 2007. Worldwide, the youth are almost three times as likely as adults to be jobless and more probably to be susceptible as well. The problem of youth unemployment has also been worsened by gender inequality in addition to financial crisis and the growing risk for the young women (Tyyskä, Pg. 129 2013) Vision The vision of the event is to: i. Empower and have the Australian youths have control over their own live ii. Empower the same youths to take the responsibility for their action iii. Enable the Australian youths be resilience in navigating the challenges and obstacles they come across in their lives iv. Join efforts with the Australian government in building a productive, safer and healthier Australia Mission The main reason why we are organizing the youth empowerment forum is to successfully bring to light the need to lay foundation for youth employment, come up with a commitment for action and boost that commitment with knowledge, skills and tools where job opportunities can be created for them Our main goal is to team up together to make sure that the 13.1 % of unemployed Australian youths have productive and sustainable livelihoods. These youths are between 15-24 years of age. The point we want to drive home is that we would like the government to work hand in hand with the relevant bodies and partners to create an infrastructure through partnerships, coalitions and programs to raise funds and run various projects that will help address the youth unemployment menace The objectives of our event The youth empowerment event is also platform where the young people will have an opportunity to raise the needs and concerns in a non-formal way. These objective include i. Come up with tangible actions to effectively tackle the youth employment concerns within the context of today’s international economic and financial situations ii. Involve the youth in exploring answers for building a sustainable future life. iii. Develop a platform where the youth contribute in the decision making on concerns and issues that affect iv. Develop a platform where the Australian youths can meet and share the best practices with their colleagues from other countries and regions all over the world The event date and venue It will be a two day indoor event that will be staged on 10th and 11th October 2014 This date is very convenient to all the targeted audience (the youth). This is the period when they be having a short break from the studies. The venue of the event will be (venue….decide the place you can host it). The place is suitable to host the event because it is very secure and has all the amenities required to achieve the success of the event. We will not spend a lot of financial and other resources to make sure that the event succeeds as we will not hire a lot of the requirements. The venue was constructed and designed to host such events and forums Target market The event is targeting all the youth in Australia between the ages of 15-24 years. It is a not restricted to member whose don’t fall into this age bracket. We want to support, mentor and empower the Australian youth in general to so as to improve their lifestyle and their standard of living. Other target of the Youth Empowerment Forum will be policy makers, Australia National government. Relevant government ministries will also be there. These ministries include the Ministry of Education, Ministry of Employment, Ministry of Small Business, Ministry of Trade and investment Stakeholders’ benefits and design Stakeholders’ involvement is the process whereby people who feel or affected by the decisions or have influence in the structuring and the implementations of decisions are engaged (Raj, & Musgrave, Pg.157, 2009). Stakeholders can either support or oppose the decisions make. They may also contribute a lot in the decisions making process. Some of the stakeholders hold relevant and influential official positions in organizations, parastatals, governments or any other institutions (Finkel, Pg.11, 2013) The events stakeholders will be the youths, policy makers, National government of Australia. We will hand in hand with the Ministry of Education, Ministry of Employment, Ministry of Small Business, Ministry of Trade and investment and other relevant stakeholders. The event will engage the policy makers with the ministries involved to hear the voice of the youths. They have one on one question and answer forum where solid and firm foundation for tackling the real issues, concerns and fears of the Australian youths. The youths will benefit by getting confidence, skills and networks that will lay a good foundation of getting meaningful employment. The youths will also benefit by getting entrepreneurial skills that will enable them start and run small business where the will get the source of their daily bread, open employment opportunities for the unemployed Australian youths. The event will also voice the concerns of the youths in representation. We would like to push for the representation of youths in the decision making process in all sectors affecting them. The event will be conducted as a forum where the youth will have one on one question and answer with various invited ministers, policy makers and the potential employers. The youths will also be mentored on how to make informed decisions regarding their careers and venturing into the business world. Part of the invited dignitaries will come on the first day of the event, while the remaining will attend on the second day. Marketing of the Youth Empowerment Forum After finalizing planning of the event, it is very essential for the people to know about it. There are so many ways, means and channels to let the public especially the target audiences and participants to know (Hoyle, Pg. 7, 2002). The Youth Empowerment Forum will utilize the following ways to market it. i. Solid Press release One of the channels to market the Youth Empowerment Forum will be through the press release. To minimize the cost, we will a one page document. The one page will make the journalist job easier. We will write a short statement about the event. The advert will indicate the venue where the event will be hosted. We will leave the contact in the advert where the members of the public will be able to be in touch with us and also for clarification purposes ii. Influential Media personality As the event organizers we will look for some very influential media personality who will work around the clock to make sure the targeted audience get to be aware of the event iii. Blogs and Podcasts As the Youth Empowerment Forum Organizers we will compile a list of popular bloggers and other online publications that will be willing to promote and market our event to the public. As strategy to popularize the event, we will develop and upload images (pictures) and flyers and video materials in the blogs and podcasts. We will build a good rapport with the bloggers before the event. iv. Facebook and Twitter social sites The social media has provided a good platform for marketing and promoting events Quinn, Pg. 68, 2013. We will create Facebook page and Twitter account and Hashtag where we will marketed the Youth Empowerment Forum. We will ask our supporters to help us to repost and retweet information about the event. We will be careful to avoid promotion fatigue by analysing the patterns in these social media sites. All these will be done three weeks before the event date. v. Physical promotion We will design and print sizeable flyers to be distributed to the public. The flyers will contain the relevant information about the Youth Empowerment Forum alongside with contacts of the event steering committee. We will rely on volunteers to help market us through this means. Some of these will be distributed in schools and popular joints, shops and restaurant. Event requirements Facilities in the venue Youth Empowerment Forum will include public utilities. The venue has enough toilets for the visitors and the audience. Hired mobile toilets will also be availed on standby to gather for the audience avoid the occurrence of a crisis. On and off site accommodation will be provided for the audience who will be willing to be accommodated. Communication channels will be put in place to smoothen then running of the events. Various informative posters will be placed in strategic positions so as to help give direction to the new visitors in the institution. The event planning committee suggested that we will team up with institution in catering and preparation of food. Accommodation services are available. We will only be providing within the institution for those willing to be accommodated. Cleaning programme will be organized in time by the persons responsible for the hostels booked. Catering services will be provided by the restaurant within institution hosting the event. Medical services will be provided by the doctors and nurses from the Australian Red Cross. They will be on standby to provide any emergency medical services in case of the need arise. The government through the local authority will provide security by sending its police men to the venue throughout the event. The police will work hand in hand with the institution security officers to ensure the safety of all the members present. We expect law and order to be maintained throughout the event period. The traffic police will assist in the management of traffics in case the need arises. They will be responsible with giving direction and parking of vehicles in the parking field and providing the security to motor vehicles. The local TV channel and national radio will be airing the event live. The county council will provide the fire fighting personnel in case of fire outbreak. The public address system will be hired to facilitate the communication during the event. It will aid in the question and answer session. Microphone will move around. Anyone who will be interested in asking a question will have an easy access to it. This is to waste time on movements i. Risk management Regardless of the size or the type of event, it is very essential to put in place risk management in place when planning for an event (Silvers, Pg.17, 2008). As the event planners, we put come up with the potential risks that could be encountered during the event days. As a result we put in place a plan and control measure to minimize and eliminate risks from occurring. During the event planning we incorporated the risk management as part of the planning process Since the Youth Empowerment Forum is a large size event, we involved an external risk assessor who is much experienced with the risk assessment and the mitigation measures. For health and safety, we gave the responsibility to the Australian Red Cross to help us in during the event. In order to minimize and lower the occurrence of hazards and crisis, the following measure were put in place. ii. Police and Security Agency Involvement Large size events need to involve the services of the police officers and the security agents to provide security and safety of to the audience, visitors and the dignitaries invited during the event (Kovacich, & Halibozek, Pg.388, 2002. The police will help in the controlling the crowd, traffic management, emergency procedures, emergency service access and communication among others. The state security will also be involved as they will provide security officers to the dignitaries invited including ministers and the representatives from chosen ministries iii. Fire Brigade They will provide advice on the occupant capacity, fire fighting equipment needed, potential fire hazards, means of escape, equipment location, means of escape and other means of escape and any other emergency procedure that will be needed when the need arises Welfare services during the event It is very crucial to provide best welfare services to the event attendees. When they encounter the best service, they will look forward to attending future events. It is therefore essential to provide their potential needs (Halsey, Pg. 39, 2010). . As the planning committee we have put the following measures in place to provide the welfare needs to the event attendants. i. Drinking Water At the event venue there is an existing reliable source water supply. The water is fit for human use. The event attendants will have unlimited supply of these water. Bottled water will also be available but at a fee. Those who may not be satisfied with the existing water supply, the can buy the bottled water. Monitoring and evaluation of the water will be taken seriously to prevent contamination and congestion in access. ii. Information desk/point Due to size and the duration of the Youth Empowerment Event, information points will be established during the event. People who will responsible with the information desk/point will be experience with the event. He/she will be aware about parking, event site and transport arrangements. He/she be informed and regularly updated on any programme changes the event attendees need to be aware of. iii. Cloakroom The event team will design a cloakroom where the event attendees who would like their valuable items be stored safely can do so. A design of receiving and collecting procedure of these valuable items like bags or accessories will be put in place The Event Budget Any conducted event cannot be complete without a budget. Budget planning of an event is the prediction of the income and the expenditure the event will incur. The event’s budget plan usually relies on the data and information gathered (Ferdinand, & Kitchin, Pg.139 2012) Coming up with the event budget is very critical part of an event planning and management. It is basically important that the event planners are able to forecast the realistic precision will lead to a profit, break-even or a loss (Devney, Pg. 26, 2001)  The Youth Empowerment Forum planning team came up with a budget with the event budget by identifying all the possible expenses and the expected income. By so doing, we came up with the event budget Revenue (Income) Revenue (Income) Amount in A$ ( AUD) Confirmation (Yes/No) Sponsorship by the government and relevant Ministries 100,000 Yes Trusts / Foundations and NGOs 45,000 Yes Grants & Public Funding 40,000 Yes Macquarie Group 30,000 Yes Coca-Cola Amatil 60,000 Yes Bank of Queensland 50,000 Yes Australian Securities Exchange 40,000 Yes Engin 55,000 Yes TOTAL INCOME 380,000 Expenditure Expenditure Estimated Amount in A$ ( AUD) General Administration 20,000 Event Facility / Venue 30,000 Plants, Equipment hire, Crew and Security, 80,000 Entertainment / Artistic 35,000 Health & Safety 30,000 Travel, Accommodation & Services 35,000 Communication 5,000 Design Fees & Print Production 45,000 Internet 7,000 Marketing and other Promotions Expenses 40,000 TOTAL EXPENSES 327,000 Youth Empowerment Forum Action Plan Event action plan use to guide in the planning of an event. It is critical in planning any kind of event regardless of the type of event (Porter, P.79, 2011).  Time Task Who to execute Date status 7 months before the event Undertake community and government consultation and create support for facilitating the YEF event and provide constant feedback Mar 2014 Done Come up with a committee to plan for the event. The committee include government staff, youth representatives, interested community member and local service groups Mar 2014 Done Pursue backing from local media Mar 2014 Done 6 months before the event Completion of planning framework a) Event type b) Goals and objectives c) Key activities d) community support e) event recruitment f) timeline g) risk management h) budget framework i) Marketing j) evaluation documents Apr 2014 Done Venue booking, inquiring equipment costs Apr 2014 Done Finalize funding applications Apr 2014 Done 4 months before the event Book equipment and performers June 2014 Done Book venue and asses safety, power requirements, council restrictions and insurance June 2014 Done Put in place production and assembling of equipment and Merchandise June 2014 Done Liaise with support people as required: a) security b) catering c) Police d) Media and photographers June 2014 Done 2 months before the event Asses the status of funding Aug 2014 Done Come up with a contingency idea and event register Aug 2014 Done 1 month before the event Committee meets to assess a) Security b) Power supply c) Emergency procedures d) Toilets e) Safety f) Layout g) Other risk management strategies required Done Preparation of a procedures sheet for the event and its distribution Done Confirm merchandize Done Development and the organization of advertising places Done 3 week before the event Distribute a copy of the emergency procedures plan to everyone. Every member should be familiar with it On-going References Devney, D. C. (2001). Organizing special events and conferences: a practical guide for busy volunteers and staff. Sarasota, Fla, Pineapple Press, Pg. 26 Ferdinand, N., & Kitchin, P. (2012). Events management: an international approach. Los Angeles, SAGE, Pg.139 Finkel, R. (2013). Research themes for events. Pg. 11 Forenede Nationer. (2004). World youth report 2003: the global situation of young people. New York, United Nations, Department of Economic and Social Affairs, Pg. 55 Halsey, T. (2010). Freelancer's guide to corporate event design from technology fundamentals to scenic and environmental design. Oxford, Focal Press, Pg. 39 Hoyle, L. H. (2002). Event marketing: how to successfully promote events, festivals, conventions, and expositions. New York, Wile, Pg. 7 Kovacich, G. L., & Halibozek, E. P. (2002). The manager's handbook for corporate security establishing and managing a successful assets protection program. Boston, MA, Butterworth-Heinemann, Pg. 388 Porter, W. J. (2011). Preplanning for EMS. Sudbury, Mass, Jones and Bartlett Publishers. Pg. 79 Quinn, B. (2013). Key concepts in event management. London, SAGE, Pg.68 Raj, R., & Musgrave, J. (2009). Event management and sustainability. Wallingford, UK, CABI, Pg. 157 Silvers, J. R. (2008). Risk management for meetings and events. Oxford, UK, Butterworth-Heinemann, Pg.17 Tyyskä, V. (2013). Youth and society: the long and winding road, Pg, 129 Read More