TROPICAL ISLAND

ULTIMATE EVENTS

Group 4:Jacquelyn de Suze

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Melissa Griffith

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Rachel-Ann Ramkissoon

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Bijlee Mathura

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Jamaal Belgrave

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Organizational Chart

Event Director

Programme

Co-ordinator

Venue

Co-ordinator

Equipment

Co-ordiantor

Hospitality

Co-ordinator

Promotions

Co-ordinator

Co-ordination of the Programme

Management of Ushers

(volunteers)

Responsible for the plenary guest

speakers & artistes

Transportation

Venue

Bookings

Dcor & Setup

Team

Sound

Equipment

Equipment

Maintenance

Stage

Tents, Tables

and Chairs

Catering

Janitorial

Environmental

& Risk

Management

Control

Media

Liaison

Publicity

(includes

photography)

Advertising

Promotional

Merchandise

Budget

Description Amount

1. Queens Hall $77,000.00

2. Mane Events Decorators $30,000.00

3. Donation to St. Johns Ambulance $15,000.00

4. Amalgamated Security Services Limited $10,304.00

5. Waste Disposal Company $2,507.00

6. Trinidad Tent Rentals (Portable Toilets) $5,520.00

7. Precision Cleaners (Janitorial Services) $6,900.00

8. Catering from Rib House $339,800.00

9 Caribbean Print Technologies Limited $35,750.00

10. Promotional Items $25,000.00

BudgetDescription Amount

11. Entertainers $51,000.00

12. Steel Pan Band Supernovas $64,000.00

13. Trinidad and Tobago Inter-Island Ferry Service $21,500.00

14. Richards Rentals $13,200.00

15. Sound system $13,800.00

16. Stage $56,524.80

17. Tables $1,368.00

18. Chairs $1,460.00

19. Photography Scully Photography $9,600.00

20. Advertising $14,980.00

21. Volunteers Payment $14,000.00

22. Salaries (Tropical Island Ultimate Events Staff) $150,000.00

23. Guest Speakers $8,000.00

Programme Co-ordinator

Responsibilities

1. Co-ordinate and oversee the preparation of one site conference programme brochures, pamphlets and content for the conference.

2. Co-ordinate and organise transportation for students from the North, South, East, West and Tobago to and from Queens Hall.

3. Recruit and manage all conference volunteers and professional management associated with the conference.

4. Plan and facilitate structure and content for the conference including contacting and negotiating with artistes and speakers.

Programme Co-ordinator

Responsibilities contd

5. Introduce plenary speakers (and possibly any other specially invited guests) to the event.

6. Communicate with other professional management staff to ensure that on a daily basis (for the four days), that the event runs as smoothly as possible.

Venue Co-ordinator

Responsibilities:

1. To meet with the events decorator to discuss the budget and theme and what is expected from them.

2. To have proper signage at the event to make it easier for students to identify the various activities offered.

3. To have health personnel and an ambulance on site for the duration of the 4 days of the conference.

4. To subcontract external parties to assist with the setting up of the event for the 4 days to ensure smooth

operations on each day.

Venue Co-ordinator Contd

Responsibilities:

5. To frequently liaise with the relevant clients to confirm that everything will be prepared and

organised in a timely manner and to meet my expectations.

6. To investigate and reserve a suitable venue to host conference months in advance to make sure

proper planning is achieved.

Audiovisual Co-ordinator

Responsibilities

1. To locate a vendor to provide a stage and sound system for the conference.

2. To locate a vendor for tables, chairs and tents for the conference.

3. Co-ordinate and oversee the setting up of the stage to meet standard of the conference.

4. Co-ordinate and organize the setting up of the sound system outside of Queens hall for the live performances.

5. The Erection of the tents for the steel band and caterers.

6. Maintenance of Equipment.

Hospitality Co-ordinator

Responsibilities

1. Contracting a Janitorial company to do cleaning of Queens Hall, two (2) hours before opening,cleaning bathrooms and emptying bins during the function and cleaning and mopping thevenue after the students leave.

2. Contracting a company to do waste disposal, picking up of the garbage every day.

3. Contracting a company to do Security Services for the duration of the programme. No armguards on the compound and must be able to contact the Trinidad and Tobago Police Serviceimmediately if the need arises.

Hospitality Co-ordinator

Responsibilities Contd

4. Contracting two nurses and one ambulance from the St. Johns Ambulance Service (Red Cross)to be on compound for the duration of the programme.

5. Renting of Portable Toilets for the students and participants that will be using the Courtyardfacilities of the Queens Hall.

6. To ensure meals are fully prepared and packaged and are ready to be served during intermission

Promotions Co-ordinator

1. Event Marketing

2. Branding and Awareness - Cultivate and express the identity of the event, venue to share thoughts and ideas, media houses will be alerted to broadcast / report on parts of the event

3. Lead Generation - Marketing through all these facets: Social media, Face-to-Face content, Twitter.

4. Attendees Engagement and Upsell - Positive interaction, provoke anticipation, prelude to the event.

Promotions Co-ordinator

5. Circulation of emails. To be sent to the principals month prior to event. Emails to be again sent two weeks before and again one week prior to the event. Each email will contain added information and details than the last.

6. The circulation of press releases and invitations to the various media houses. Confirmation of those attending will also be documented.

7. Sourcing of promotional merchandise.

Promotions Co-ordinator

The event page:

To be launched on Facebook one month prior to our event. The event logo / pictures Time Place Benefits for attendees Third party endorsements Speakers and artistes to provoke excitement (video clips, artistes videos) 30 60 seconds video clips of the speakers Prominent Will be attending button. Hashtags to twitter early and often tweets

Contract Samples

1. Dcor Contract

2. Catering Contract

3. Venue Contract

4. Security Contract