Hands up Crime down Ultimate Games Night Event - Case Study Example

INDIVIDUАL RЕFLЕСTIVЕ RЕРОRT АND ЕVЕNT ЕVАLUАTIОN Student’s name Course Professor Institution’s name Date Individual Rеflесtivе Rероrt and Еvеnt Еvаluаtiоn Executive summary This paper is an event evaluation and individual reflection in my roles in the event planning and organizing our group was made up of six individuals as it can be viewed in the minutes in appendix E. The first part is event evaluation where the paper discusses the description of the event, venue of the event, how the event was promoted, the participants that took part in the event, financial analysis and budgeting, and feedback from the stakeholders. The individual reflection discusses several ways the group and the event influenced me and the roles I played in planning the event and in the group. Event evaluation and individual reflections are important parts of academic writing as they create a view on ones understanding on teamwork and communication. Contents Introduction 4 Event evaluation 5 Event description and Event venue 5 Event promotion and participants 5 Financial analysis and event budgeting 6 Summary of the Event and Feedback 7 Conclusions and recommendations 8 Three Critical Incidents 8 Change of event 8 Failure to print tickets 9 Changing of event proposal 9 Reflective report 10 Conclusion 13 References 14 Appendices 15 Appendix A 15 Appendix B 17 Appendix C 19 Appendix D 20 Appendix E 22 Appendix F 32 Appendix G 36 Introduction Reflection is one of the most important tools in the learning process and therefore it is important for students to conduct individual reflection on any activity they perform in school. Reflection enables one to understand what one has gained from the experience and what can be improved in the future to make the experience even better. People learn from reflecting on experiences and not from the experiences themselves. Several reflective techniques have been developed by scholars such as Kolb, Schon, and Gibbs. All these scholars have developed models to aid in reflecting on experiences, which in this case is even planning and group work. Apart from reflective writing, event evaluation is also a critical part in ensuring that all the mistakes from the event are noted to avoid repetitions in the future. It is critical for all event planners to evaluate the events before and after the event to get the financial implications the event had and besides in order to obtain feedbacks and recommendations from the stakeholder. These feedbacks and recommendations are essential in planning of future events (McDonnell et al., 1999). This paper therefore is organized to present an evaluation of a charity event that was held to raise funds in supporting reduction of crime in the streets of cities in the United Kingdom. Further, an individual reflection essay is also provided. Event evaluation Event description and Event venue The event was a fundraiser aimed at raising awareness for charity held as Bar Latitude. The event was dubbed “Hands up Crime down Ultimate Games Night.” the event was conceived for the purposes of raising funds to put into systems that would ensure a reduction in crime levels in the United Kingdom. Apart from raising funds, the event was also aimed at raising awareness about crime and crime levels in the cities and ways that these levels of crimes could be mitigated. The event was scheduled to run from 19.30 to 21.00. Several games were played in the event and we provided free drinks and prizes for the winners. We provided all the funding for the night as well as planning the venue for the event. The Bar Latitude offered a great spacing for the games to be played and the sound system provided the required music that was important when the games were taking place. A summary of the Terms and Conditions of Bar Latitude can be found in Appendix F. Event promotion and participants Marketing of the event was done through putting up posters around the campus and in major United Kingdom cities. Media releases were also sent to local radio and TV stations in the United Kingdom. Written release in the local newspapers and magazines were also provided to market the event and ensure that it reached as many people as possible. The expected main guests that were invited were ten in number but other United Kingdom citizens willing to take part in the fundraiser were also invited. I however noted that more could have been done in terms of promoting the event, as the posters were not put up on time as they were printed only some few days prior to the event and this was highlighted by some failures of the event. This was not enough time to attract the required guests and print tickets. Printing of tickets would have attracted more guests to the event by selling them on high traffic spots. The event participants included the event organizers, which was our group, invited guests and any other person that was willing to attend. Financial analysis and event budgeting The total budget for the event was $1 250 and this was far much under the estimated budget of $2 500. The main reason behind this was the failure of enough guests to attend and the inability to print tickets for the games. The low guest turn out also enabled saving in terms of costs of beverages and prizes. Besides, the venue was rather cheaper than estimated as the event was held in the evening and the Bar Latitude was already open the night of the event. The SUUG costs were the only important costs that need to be covered only in the situation that the minimum bar spend was not reached. Besides, because the event was held in collaboration with another event, which was by Anime Society games night, the money paid for the location was substantially reduced. Other costs in the event included printing of t-shirts for the team, decorations to fit the game night theme, printing of posters used in advertising and supplies such as hand stamps, which were important in identifying guests for the event. Because the posters were printed late than expected, the number of printed posters was reduced thus saving on the estimated costs. Besides the posters were printed in the campus, which reduced the price as compared to if the posters, were printed at outside printing company. Entry fees and money for game participation was the main source of raising the funds required for raising awareness for crime in the United Kingdom. In terms of finances, the event was a failure because we did not print tickets for the event and the guests were not enough to provide finances for the charity. Failure to print tickets led to raising only $500 from the few guests that attended. In total the event made a loss of approximately $750 and this was far much under our budget which I had approximated to make a profit of over $ 3 000 to be used in charity. Because of being below our expectations the vent was a complete failure and suggestions on proper planning is important to ensure any event that will be planned in the future would not be a failure. A complete budget detail with all estimates and total money spend is found in Appendix G. Summary of the Event and Feedback The event did not meet prior set objective of raising funds and creating awareness on crime levels in cities in the United Kingdom. This is because less funds were raised for the purpose. The funds raised were $500, which was a loss as compared to the money that was spend in planning and organizing. The main reasons behind this was poor planning in terms of marketing as failure to print tickets and late printing of posters is marketing. These reasons also explain the fact that the event failed to achieve its mission and vision of reducing crime levels in the streets of United Kingdom cities. However, the event was able to add value to Bar Latitude as the few guests that attended the event provided feedback on how the location was excellent. The few audience that attended the event said the event would have been a success if the number guests would have been larger but commended the efforts of the group in organizing such an event. The venue also commended our efforts and promised to hold any future events we would organize and improve them by doing marketing for us. Our tutor believed that our planning was poor and that we wasted a lot of time on settling on the event we would use in raising funds for the charity because our previous event of a boxing match would have been more productive due to the love of UK citizens for boxing. Conclusions and recommendations This group project was one of our largest undertakings in our lives and we leant that event planning is a complex process that requires careful and systematic planning. It is important to consider the impact the event has on culture, society, and environment before going through with any suggestions. Our failure to raise funds successfully highlighted the complexity of event planning. Some suggestions of the things we would have done include early marketing of the event including printing the posters early and printing tickets early. Besides, guests for the events have to be contacted early so that they manage their schedule. It is also essential that the main guest for an even should be a celebrity for example football players could have been invited for example Harry Kane from Tottenham Hot Spurs Football Club, Mesut Ozil from Arsenal FC, and Eden Hazard from Chelsea FC. Inviting celebrity guests would attract more participants therefore raising more funds (Rosen, 2012). Three Critical Incidents Change of event We changed the event from a boxing match to a gaming night because of the costly nature of the boxing ring and it could be hard to find. This change of events clearly affected the team in terms of time factor that remained in our hands to start the planning of another event. The issue of event changes was not ultimately resolved as marketing of the new event; the game night was done late; as evident by the few guests that attended. Proper research on events and event planning could have done so that a good event would have been selected previously. I learnt that in depth research in planning is important for planning of events (Allen, 2003). Failure to print tickets We failed to print tickets for the game nights due to the limited time that was now available due to event changes. Failure to print tickets hurt the event very much as evident by the low funds raised in the charity event. We failed to resolve printing of tickets because the event date had already arrived and printing of the tickets would be a waste of money. Early planning in terms of marketing would have allowed the tickets to be printed long before the date of the event. The lesson from this incident is that effective planning requires a lot of time and the event planning process should be started as early as possible (Allen, 2009). Changing of event proposal Three months after writing a proposal and developing budget estimates for the boxing match, we needed to develop new proposals as from 25th January because of the change in event to game night. The changing of the whole proposal was a tiresome process for the group considering it needed to be done in a shorter period. We resolved the issue by writing the proposals and developing budget estimates very fast within a period of two months. Again, effective planning would have prevented this aspect from occurring. The incident taught me that it is important to always have a plan B in performing any tasks in life. Reflective report For all professionals, it is critical to reflect on experiences and activities in order to improve future performances through improved communication skills, better decision-making, and better conflict resolution techniques. This semesters group simulation event organizing has allowed me and other students to gain practical skills that will be applicable in future. This part of the paper will be a reflection of my role in the group as well as how I performed in general. Overall my teams performance was average since we failed to attract enough guests to the event and we could not Raise money for charity, also we could not made tickets for the venue so that did not help us for the charity. I was assigned the role of budget controller within my group. My primary responsibilities were to research on drafting a budget plan for the event and finally draft the budget needed for the event. At first I believed that the role of a budget controller did not suit me as it was my first time ever dealing with that and I believed it did not fit my profile concerning personality. Largo and Johns (2008) explain that simulation and real life personalities need to be closely matched to ensure that the results obtained are positive. The most challenging issue in my role was dealing with finance approximations and creation of cash flows and other budget related tables. However, I have gained immense knowledge and skills in playing the role of budget controller. Budgeting is defined as planning and allocation of available resources including research on available information. I learnt that the main lesson in budgeting is ensuring that it is followed to the latter to deal with cases of mismanagement of funds and fraud. As a budget controller in the group I improved, my knowledge on financial planning that will be important in planning future personal decisions for example paying of mortgages and purchasing basic needs for my family. Having planned and control a budget for an event, I gained knowledge on several issues. One of the issues is that financial planning allows for proper distribution of resources through prioritizing on critical aspects. For example in my case, it was critical to allocate funds to paying for the venue where the event was held. Without the venue there would be no event thus in creating the budget plan I allocated most funds to the venue, which was Bar Latitude. The budget of any particular event, nation, or organization needs proper allocation and distribution of resources and as a budget controller, it was my responsibility to create a good financial system of transparency and integrity. Secondly, the budgeting systems ensures accountability. As a budget controller, I controlled the finances used in planning and managing the event and I learnt that budgeting systems including the budgeting plan are essential in ensuring all the funds are accounted for. Accountability is essential in solving any misunderstandings by group members regarding money. The system ensures that there are records that are audited regularly and this ensures accountability. In some cases, these records become essential in dealing with lawsuits by acting as evidence. I therefore was able to develop the skill of being accountable. Lastly, in my research on a budget plan I encountered some important authors that improved my understanding on budgeting. A good example were, Lee & Johnson (1973) who provided an insight into budgeting systems regarding financial management (auditing, reporting, and accounting), types of budgets and their modes of operation, and taxation systems and their involvement in managing resources of the public sector. The information from these authors expanded my knowledge on administration and financial planning in general. Apart from learning from my role, I was also able to gain knowledge as a group member through the few meetings I attended, all minutes for the meetings are found in Appendix E. I was able to learn and improve my knowledge on decision-making, problem solving, group cohesiveness, leadership, and communication. There was no particular leader in our group and we all provided leadership through several ways. In my experience in this group, I was therefore able to expand my knowledge and develop skills in leadership (Atkins & Lowe, 2011). I developed these skills by being a leader and by being with good leaders for example Courtney who displayed good leadership skills by influencing the group positively. Apart from Ishah Joseph who believed, I did not excel at anything, other group members agreed that I performed relatively well. I therefore gained a lot of knowledge and developed leadership skills. Peer reviews are in Appendix A to C, and a reflection on the peer reviews is found in Appendix D. I also developed problem solving and decision making skills from the group meetings and discussions. Sitting down together in the planning stage of the event was essential as decisions we made in the group were reached through consultation. Through proper bonding by the group members, few conflicts arose and we were able to solve them easily. Wu and Xiao (2011) state that individual decision-making skills are improved in groups and these skills are essential in making personal decisions and solving personal conflicts with other people. Through our group’s cohesiveness, I learnt that it is essential for any particular group to develop a bond that ensures togetherness in order to fulfill the set targets and objectives (Peterson, 2012). One of the reasons we were able to develop cohesiveness in our group was our differences. Since we were students from different majors, we found the experience interesting, as we were able to learn from one another. Before the first meeting, I was nervous and my expectations of my group members were undefined. However, after the first meeting, we developed a certain level of cohesiveness with the foundation of achieving our goal of event planning and organizing. All through the project, we stood together and this made me conclude that cohesiveness is essential for any team to achieve its objectives. Conclusion In conclusion, no matter the size of the group cohesiveness is an essential aspect in ensuring that the group functions efficiently. Through my experience in the group, I was able to learn the importance of cohesiveness. Besides, I was able to develop my knowledge and skills on problem solving, decision-making, and leadership. Individual performance is also essential as each group member setting and meeting personal targets would always propel the group towards success. Finally, I realized that self-motivation is an important tool in achieving personal life goals. Concerning event evaluation, it is critical that proper utilization of resources is undertaken to ensure that an even provides major returns. Poor planning of resources for example in our case time hinders the results of an event to severe levels. Besides time, proper marketing techniques are needed to ensure the success of an event. Overall, efficient planning is the most critical aspect of event organizing whether it is market, budget, or venue planning (Shone & Parry, 2004). Finally, it is important for an evaluation to be conducted before and after an event to get the financial implications the event had and besides in order to obtain feedbacks and recommendations from the stakeholder. These feedbacks and recommendations are essential in planning of future events. References Allen, J., 2003, Event planning: Ethics and etiquette: a principled approach to the business of special event management. Etobicoke, Ont: Wiley. Allen, J., 2009, Event planning: The ultimate guide to successful meetings, corporate events, fund-raising galas, conferences, conventions, incentives and other special events. Mississauga, Ont: J. Wiley & Sons Canada. Atkins, S. & Lowe, S., 2011, Agents of change – a call for effective leadership. University of Boston Press, Boston, Mass. Largo, E. & Johns, M., 2008, Sensing of change management – rulemaking for the 21st Century. Swan Page, London. Lee, R., & Johnson, R., 1973. Public budgeting systems. Baltimore: University Park Press. McDonnell, I., Allen, J. & O’Toole, W., 1999, Festival and Special Event Management. John Wiley and Sons. Peterson, H., 2012, Teamwork dynamics. Smithfield Press, New York. Rosen, R. A., 2012, Money for the cause: A complete guide to event fundraising. College Station: Texas A & M University Press. Shone, A., & Parry, B., 2004, Successful event management: A practical handbook. London: Thomson Learning. Wu, Z. & Xiao, L., 2011, ‘Team builder: a CSR tool for identifying expertise and team strengths,’ Allied Communications, Vol. 12, no. 10, pp. 32-47. Appendices Appendix A Student name: Ishah Joseph Peer: Mohammed Algahtani Please comment on my contribution to team work Mohammed contribution was poor, he only submitted one piece of work toward the group throughout the whole process, he was absent for most of the group meetings accept the last two before the event and never replied to the group messages Please comment on my contribution to the event delivery (planning) Very poor, only submitted one piece of work which actually had to be changed because it was lacking detail and effort. Please comment on my contribution to the event delivery (onsite) Mohammed turned up after everything was set up so had no contribution toward the event set up, he brought a few friends but that was it Please provide general comments on my performance Overall it was very poor, hardly no contribution to the event and event delivery. He was unable to grasp the concept of communication and failed to keep in contact with the group at the most crucial points during the event planning process. Seemed like he didn’t care much Please identify which area you felt I excelled at (pick one) Marketing Event Concept creation Onsite delivery Event planning processes Managing people Dealing with suppliers Negotiation Logistical organization Other (please state) None of the above Appendix B Student name: Mustanser Hussain Peer: Mohammed Algahtani Please comment on my contribution to team work His contribution to team work was good and he turned up in almost all group meetings. In addition, he gave some suggestions for the planning. Please comment on my contribution to the event delivery (planning) Mohammad’s contribution to the event delivery planning was bit better. He was in charge of budget planning. Please comment on my contribution to the event delivery (onsite) He was welcoming guests and in charge of checking result of games. He brought some guests with him which is good point. Please provide general comments on my performance His overall performance was good. He can work in a group as a good team member. Please identify which area you felt I excelled at (pick one) Budgeting Appendix C Student name: Pascalina Ntoni Peer: Mohammed Please comment on my contribution to team work There was somewhat of a contribution to Teamwork during the first few months. I think if there was more than one work load for you to do there would have been a good amount of enthusiasm. Please comment on my contribution to the event delivery (planning) There was a good level of contribution to the event delivery (planning). I think you could have contributed a little bit more if you had more than one work load and role, but I feel like this was not your fault Please comment on my contribution to the event delivery (onsite) Contribution to the onsite delivery that was presented was very good. You invited some of your friends and you also helped your other team members set up the games. Please provide general comments on my performance Performance was moderate, especially when there was private and in class meetings you we’re mostly present. Please identify which area you felt I excelled at (pick one) Marketing Event Concept creation Onsite delivery Event planning processes Managing people Dealing with suppliers Negotiation Logistical organization Other (please state Appendix D Reflection on Peer reviews. Peer reviews are important in deterring how your peers have rated you in terms of performance and your overall contribution to the team. Mustanser Hussain believes that my contribution to team work was good as I turned up in almost all group meetings. In addition, he believes that it was important that I gave some suggestions in the planning of the event. He believes that my contribution to the event delivery planning was sufficient. He also believes that I excelled in my role as a budget controller regarding budget planning. I invited some guests and regularly checked on results of games and Hussain believes that this was a good point. He summarized that my overall performance was good and that I can work in a group as a good team member. Ishah Joseph however gave a negative review, as he believes that my contribution was poor, as I only submitted one piece of work toward the group throughout the whole process. Besides my absenteeism and failure to reply to WhatsApp group messages depicted signs of a lazy team member and believed that I failed to grasp the concept of communication especially the most crucial points during the event planning process.. Very poor, only submitted one piece of work, which actually had to be changed because it was lacking detail and effort. Joseph failed to recognize my efforts of bringing in guests as he viewed it as a minimal contribution. Overall, he believed that my performance was very poor and that I hardly contributed to the event and event delivery. Pascalina Ntoni reviews that somewhat of a contributed to teamwork during the first few months. However, she believes that my assignment as a budget controller did not give me enough workload. She agrees that there was a good level of contribution to the event delivery and thinks that I could have contributed a little bit more if I had more than one work load and role, but feels like that that was not my fault. According to Pascalina my contribution to the onsite delivery that was presented was very good as I invited some of my friends and I also helped my team members set up the games. Overall, she ranked my performance as moderate, especially because of the failure to attend private and class meetings. In summary, from these peer reviews; I can rank my performance as average. I believe that my role as budget controller did not require me to attend most of the group meetings especially those dealing with event site and marketing. Nevertheless, I appreciate all the honest comments from my peers and any promise that I would take all of them into consideration and improving on any weaknesses that they mentioned. Appendix E EVENT PRODUCTION IN PRACTICE CATE 1144 GROUP MEETING AGENDA Wednesday 26th October 2017 Meeting duration: 60 minutes Attended: Ishah, Ruth, Mustanser, Mohammed Apologies: Courtney Secretary: Ishah Meeting notes: Today was the day we got put into our groups. Ishah and Courtney are Events management students, and Ruth, Mustanser, Mohammed study Hospitality. Actions arising next week: Our task was to brain storm ideas of what event we could possibly do and to start thinking about different charities we may decide to run our event in aid off. Wednesday 2nd November 2017 Meeting Duration: 60 minutes Attended: Ishah, Mustanser, Mohammed, Ruth Apologies: Courtney Secretary: Ishah Meeting notes: Our job as a group was to put all our ideas on the table, so we could brain storm what potential event we could do. Actions arising next week: Allocate job roles to everyone. Wednesday 9th November 2017 Meeting Duration: 120 minutes Attended: Ishah, Courtney, Mustanser, Mohammed, Ruth, Secretary: Courtney Meeting notes: At this stage, we were still in the early planning process. Vikram has been added to our group as he was a late starter this year. We started to involve Vikram, in the event planning process and explain what we have in mind currently. This week we also allocated job roles. Although, we will all be assisting each other, we all have our roles that we will solely be in control off and made sure they are done on time. Courtney – Marketing Manager and Event planner Ishah : Inviting and liaising with charities, event planning and guest list. Mohammed and Mustanser: Budget controllers Ruth: Venue management Vikram: Health and Safety officer Actions arising next week: Learn about the charities that are presenting in the lectures by and figure out whether we should use one of them or find our own charity. Start to narrow down event concept ideas. Wednesday 16th November 2017 Meeting Duration: 60 minutes Attend: Ishah, Courtney, Ruth Apologies: Mohammed, Mustanser, Vikram Meeting notes: We have discussed potential charities and are really interested Fight for change. We have come up with potential event ideas such as a boxing match, which would fit the theme of charity. Actions arising next week: Ruth: Research potential venues which could have a boxing ring. Ishah and Courtney: Research about the charity Mustanser: Think about fundraising ideas for at the event. Mohammed and Mustanser: Research how to draft a budget plan, as this would be their first time. Wednesday 21st November 2017 Meeting Duration: 60 minutes Attended: Ishah, Courtney, Ruth No Apologies: Mustanser, Mohammed, Vikram Meeting notes: We started to realise that possibly finding a venue with a boxing ring, could be somewhat costly and its proving to be hard to find. At this stage, our event concept seems to be in danger as we have started to reconsider whether a boxing match is the best idea for our event. Ishah has researched charities that help to reduce knife and gun crime and we had decided to email, Citizens UK to see whether they would be interested in letting us run an event in aid of their charity. We have decided to keep our options open and possibly consider a relaxed club night, where the ticket sales money would go to the charity. Actions arising next week: Ishah : Hoping to receive a reply from either of those charities Courtney and Ruth: Check out possible venues for club night. Sparrows is our first idea. Monday 28th November 2017 Meeting duration: 120 minutes Attended Ishah, Courtney Meeting notes: We have received an email back from Citizens UK and they were happy to let us hold an event in aid of them. Ishah is planning a meeting with them so we can discuss our event concept with them and find out whether they wanted to support us in any particular way. Courtney and Ruth are still waiting for a reply from Sparrows. Mustanser has taken on the job role of designing our logo (Hands up, Crime Down) Actions arising next week: Next week we hope to have a meeting date confirmed by the charity. Wednesday 7th December 2017 Meeting duration: 60 minutes Attended: Ruth, Mustanser, Vikram Meeting notes: Ruth, Mustanser and Vikram visited Sparrows to check out the space of the venue and to see whether it is a perfect fit or not. We still have no received a reply from Sparrows to see whether we can use the space, however we hope that on the visit Ruth can find out the right information. Actions arising next week: As a team over the Christmas period we will be looking at the event pack, and starting to complete it as we go along. Monday 12th December 2017 Meeting Duration: 120 minutes Attended: Ishah, Courtney Notes: This is our last week before we break up for the Christmas period, therefore it is important that we all keep in contact if we have ideas or concerns. Wednesday 14th December 2017 Meeting Duration: 30 minutes Attended: Ruth, Mustanser, Vikram Notes: Wednesday 11th January 2017 Meeting Duration: 60 minutes Attended: Ishah, Courtney, Ruth Notes Ishah and Courtney met with the main Charity guy today called Froilan. This was a productive meeting. He stated that he would be supportive of our event and he will provide us with merchandise if we need. After letting Froilan know our event concept, he let us know his views which was that a club night may not be appropriate. Therefore, that leaded us into a discussion with him to consider another idea for the event. We settled it as a games night. This meant that our venue idea would now not be suitable as it is far too big. Actions arising next week: Establish NEW event concept. As a team, look for a new venue (Bar Latitude) Wednesday 25th January 2017 Attended: Ishah, Courtney Meeting Duration: 45 minutes Meeting notes: This week we established our new event concept which was a games night. We felt that this was much more simple than our last event concepts and feel that this is much more achievable. The negative about this, is that we have to change the majority of event proposal. Actions arising next week: Work on event proposal and delegate sections to the team. Wednesday 16th February 2017 Attended: Ishah, Courtney Meeting Duration: 60 minutes Meeting notes: Ishah and Courtney visited Bar Latitude to check the space of the venue and see whether it would suit our ‘games night theme’. We emailed Sarah which is the organiser for the events that occur at Bar Latitude. Monday 20th February 2017 Meeting Duration: 120 minutes Meeting Notes: Ishah and Courtney had a meeting with Sarah at Bar Latitude and explained our event idea. We wanted to find out whether we could hold the games night on 9th March. Sarah confirmed with us that it is fine and we needed to fill in paper work to get our slot booked in properly. Wednesday 22nd February Attended: Ishah, Courtney, Ruth, Mustanser, Vikram, Mohammed Meeting Notes: As we have everyone in today Ishah and Courtney explained the new event concept and what was going to happen. Ishah and Courtney finalised the paperwork with Sarah so the event was booked in. Sarah also told us that the anime society have games night at the same time, therefore we decided to email them and ask whether we could collaborate both events. Next week: Put up marketing materials to let local students know. Receive a response from anime and games society. Wednesday 1st March 2017 Attended: Ishah and Courtney Meeting Duration: 75 minutes Meeting notes: This is the week before the event. Ishah and Courtney have posted marketing material from the charity at the venue and promotional materials of the event. Ishah and Courtney have briefed the team via WhatsApp as none of them attended the final meeting today. During the week Ishah and Courtney have been finalising the event pack and sorting out games for the evening. Next week: Make sure we have a generous amount of games for the night and allocate jobs for the team on the night. Wednesday 8th March 2017 Attended: Ishah, Courtney, Vikram, Mohammed, Mustanser and Ruth Meeting notes: Roles were allocated for on the night. Mustanser has had t-shirts made for the group to wear on the night, so we all collected them. Ishah and Courtney also carried out one last visit to the venue to plan where we were going to lay out each off the games. Appendix F Summary of Terms & Conditions (Bar Latitude) Building Capacity : 200 (including all SU staff, performers and event organizers) Strictly NO drinks are to be brought onto the premises (alcoholic or soft drinks), and drinks purchased must not be removed from the premises. Under Environmental Health Regulations NO food of any kind may be brought onto the premises unless a disclaimer is signed The premises and street on which the building is based must be vacated by twenty minutes after the bar closes. No admittance to anyone under the age of 18 years old. Proof of age will be required both for entry to the building and bar service. Proof of age is through photographic ID only – it must show a recognizable photograph of the person and their date of birth. Students are permitted to sign in up to two guests on all nights but guests must be aged over 21 with valid ID to prove this. Strictly no entry or re-entry to the building after 10.50pm. This is a condition of our licence and we must adhere to this. Please advise your guests prior to your event. Stewards will escort all leaving the building after 9pm, to the end of the road. This is a condition of our licence, and we would appreciate your guests’ co-operation in keeping noise to a minimum as we are based on a residential street. Photographic Identification will be required to gain access to the building, either in the form of a valid University of Greenwich student ID card, or if guests are being “signed in” by a Greenwich student they must show photographic ID (passport or driving licence). Further information can be found at http://www.suug.co.uk/barents/policies/. Charges Charges for building use, minimum bar spend etc will be discussed and agreed at time of booking. Appendix G BUDGET ACTUAL INCOME Ticket sales $2 000 $0 Donations Just giving $1 000 $100 Donation box $1 500 $400 Raffle tickets $1 000 $0 TOTAL INCOME $5 500 $500 EXPENDITURE Venue Hire $700 $400 Décor $500 $400 Marketing $1000 $300 Food and Beverage $300 $150 TOTAL EXPENDITURE $2 500 $1 250 NET INCOME $3 000 -$750 Read More