mock pitch and proposal complete (1)

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Mock Pitch and Proposal Document

Event Operations

B8MK110

Emma Olohan

Names of Students and Student Numbers

Kyle O’Rourke - 10314750

Manuel Bar - 10313552

Rebecca Connolly- 10175679

George Brown - 10206810

Rachelle McSharry- 10077184

Date Due: 11/12/15

Word Count: 3098

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TABLE OF CONTENTS

Event Outline

Day 1 Gala Night

- SWOT Analysis

- Staffing Plan

- Production Running Order

- Programme of Entertainment

- Catering Plan

- Venue Dressing

- Mood Board

- Floor Plan

Day 2 Conference

- GANTT CHART

- Running Order

- Work Breakdown

- Schedule/Programme of the day

- Speakers Profiles

- Irish Companies Attending

- Fun Activities

- Floor plan

Day 3 Family Day

- Introduction

- Site dressing

- Interactive Event Activities

- Contingency Plan

- Event Programme

- Production Schedule

- Catering Plan

- Catering Layout

Appendices

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EVENT OUTLINE

This event caters to the pharmaceutical, medical, cloud computing and financial

areas of technology. The event theme is ‘Emerging Ireland’. The main focus of

this event is to host foreign prospective investors and employers with the aim of

showcasing Ireland as an attractive place to commence doing business in. This

will be done though producing an engaging and informative event programme

that promotes living and working in Ireland, provides great networking

opportunities and showcases modern Irish culture.

The following companies have been invited to attend the three day event.

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Pharmaceutical:

· - Eskayef Bangladesh LTD· - Noxxon Pharma AG -S-Swedish Orphan Biovitrum AB

(Sobi)

Cloud computing:

· - Linode· - Red Hat· - Rackspace

Finance:

· - Henderson Group plc · - F&C Global smaller companies· - Murray International Trust

Medical:

· - Koninklijke Philips N.V (Philips)· - Stryker Corporation· - Boston Scientific Corporation

3

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Day 1

Gala Night

This evening event takes place in Powerscourt Townhouse centre, situated in the

heart of Dublin. Kicking off the three-day event, the Gala Night sets the tone with

a sophisticated evening designed to entertain and impress.

The MC for event is - Ivan Yates. He is a previous TD for Fine Gael, Former

Minister for Agriculture, Businessman and Broadcaster for Newstalk.

SWOT ANALYSIS

A detailed internal and external analysis on the Gala Night event to establish the

strengths, weaknesses, opportunities and threats. This was done in order to

establish where the event stands (see appendix 1).

STAFFING PLAN

We have outsourced some staff due to lack of expertise in these areas.

Catering and bar Supplied by Eden catering – minimum of 30 staff

members

Security Supplied by Vigilant Security Services - 8 people

Ushers 4 people

Events Staff 10 people

Operations Staff 8 people

Lighting & AV technicians Supplied by Pearl Av – 2 people

Medical staff Red Cross- 2 people

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PRODUCTION RUNNING ORDER

9.00 Staff Arrive

Team briefing at Powerscourt

9.30 Load in of lighting and sound equipment

10.00 Production team to work on stage build

11.00 Lights and sound equiptment set up

Design team to work on venue dressing

Harp and bands instruments to arrive/ stage set up

12.00 Lunch break

13.00 Catering company to load in equipment

Bar set up

15.00 Sound check

16.00 Furniture set up and decoration

17.00 Inspection of room

17.30 Feedback and instructions to team

18.00 Final touches

18.30 Guests arrive

19.00 Audio technician to play ambient music

20. 15 Prepare podium for speakers

20.45 Prepare dance floor for performance

21.00 Audio and lights technician to take over

21.20 Prepare stage for band

22.30 Band end

Bar close

23.00 Event end

23.00 De-rig and venue clean

PROGRAMME OF ENTERTAINMENT

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Time Entertainment

18:30

Drinks reception with harp music by Sinead O’Laughlin

19:00

Dinner will commence

20:30

Opening Address by Minister for Jobs, Enterprise and Innovation - Mr Richard Bruton

20:45

Address by Gerry Collins, Global Platform Leader Parenteral at Janssen, Pharmaceutical Companies of Johnson and Johnson

21:00

Irish dancing by Innova

21:30

Performance by the Irish music band Anúna

22:00

After drinks reception

23:00

The gala event closes

CATERING PLAN

This will be a formal sit down dinner held in Powerscourt Shopping Centre on

the ground floor. The tables will be long, banquet style and decorated to the

Emerging Ireland theme. There will be a starter, main course and desert with tea

or coffee. Eden Catering will be brought in for this event and we will work closely

with them to develop a menu that complements our theme. All dietary needs will

be considered and gluten free, vegan and vegetarian options will be available

(see appendix 1 & 2).

In terms of alcohol there will be red and white wine at each table. The bar will

open from event start and close at 22:30. Each guest will also be given a

wristband with pull off tokens on arrival. This wristband entails the guest to

three free drinks at the bar. The bar will have a large selection of Irish whiskeys

and craft beer. Soft drinks and juices will also be available.

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VENUE DRESSING

The Gala event will be an elegant evening with casual undertone. The theme for

the three days is Emerging Ireland. We wanted this to be apparent at the Gala

night, so we used earthy colours such as greens, gold’s, grey’s and browns. The

Gala has a rustic feel with the long wooden banquet tables and wooden bar

displaying Irish whiskeys. The centrepieces will be a mix of green and cream

coloured flowers to keep within the Irish theme. Cream draping will be hung off

the ceilings and incorporated with lights. Uplighters will also be used on pillars.

To incorporate emerging technologies into the Gala Night 3D projection will

display patterned lights with Celtic designs that will twirl slowly on the grey

stonewalls of the building.

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POWERSCOURT FLOOR PLAN (Please excuse the watermark, there was an error with the programme used)

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Day 2

Conference

GANTT CHART

IRISH COMPANIES ATTENDING

Microsoft (Cloud Computing)

Google (Cloud Computing)

Apple (Cloud Computing)

IDA (Medical)

Medtronic (Medical)

Boston Scientific (Medical)

AIB (Financial)

Bank of Ireland (Financial)

Actavis (Pharma)

Pfizer Global Supply (Pharma)

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RUNNING ORDERVenue will have stages, lighting and AV set up by in house staff and will be set up

the night before. Catering is also supplied in house. Exhibitiors will set up stands

the night before.

6.30 Staff Arrive

Team briefing at Hogan Suite

7.15 Inspection of room set up, stages, lighting and breakout rooms

Registration set up

8.00 Registration open

Guests arrive

12.00 Lunch set up

12.30 Exhibition area begins

12.45 Delegates lunch buffet

13.45 Lunch End

16.40 Networking hour

17.00 Conclusion of event/Guests leave

17.30 Clean up and take down

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WORK BREAKDOWN

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PROGRAMME/ SCHEDULE FOR THE DAY

8:30 -Registration and buffet breakfast

9:00 -Welcome/introduction in the Hogan Suite; guests are also given

their interactive map to use throughout the day

9:30 -Main Speaker (Law) is in Hogan Suite

-Sub-Speaker 1 (Taxation) is in breakout room 1

- Sub-speaker 1 (Banking) is in breakout room 2

10:00 -Speeches conclude, allow for Q&A

10:20 -Main Speaker (Technology) is in Hogan Suite

-Sub-speaker 1 (Education) is in breakout room 1

-Sub-speaker 1 (Recruitment) is in breakout room 2

10:50 -Speeches conclude, allow for Q&A

11:10 – Main Speaker (Banking) is in Hogan Suite

Sub-speaker 1 (Law) is in breakout room 1

Sub-speaker 2 (Taxation) is in breakout room 2

11:40 – Speeches conclude, allow for Q&A

12:00 – Main Speaker (Education) is in Hogan Suite

Sub-speaker 1 (Technology) is in breakout room 1

Sub-speaker 2 (Recruitment) is in breakout room 2


12:45 -Lunch buffet (Networking hour)

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-Highlight the interactive area/museum of Croke Park

13:45 -Main Speaker (Taxation) is in Hogan Suite

Sub-speaker 2 (Banking) is in breakout room 1

Sub-speaker 2 (Law) is in breakout room 2


14:35 – Main Speaker (Housing) is in Hogan Suite

Sub-speaker 2 (Technology) is in breakout room 1

Sub-speaker 2 (Education) is in breakout room 2


15:25 – Main speaker (Recruitment) is in Hogan Suite

Sub-speaker 1 (Housing) is in breakout room 1


16:15 – Round up of the day

16:30 – Networking reception

17:00 – Conclusion of seminar

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SPEAKERS PROFILES

Law speaker. Thomas Courtney, Head of Company Compliance and

Governance practice in Arthur Cox.

“Tom is Head of the Company Compliance and Governance Practice and a

Partner in the Corporate Group where his focus is corporate governance,

company law and financial regulation. Since joining Arthur Cox Tom has

built a strong corporate governance practice to leading national and

international clients”.

Housing speaker. John O Connor, Chief Executive of the housing agency.

“John O Connor is the Chief Executive of the housing agency Ireland. He

has been heavily involved in government schemes to improve the

situation of housing in Ireland and is heavily active in both the private and

public sector”.

Recruitment: Barbara McGrath, President of the National Recruitment

Federation.

“The new President of the National Recruitment Federation, Barbara

Mcgrath. Barbara has worked in the recruitment industry for many years

and has been particularly active during the economic recession, advising

the government on various recruitment schemes”.

Banking: Bearnard Byrne, President of Banking and Payments Federation

Ireland, CEO of Allied Irish Bank.

“Bernard Byrne. President of Banking and Payments Federation Ireland,

CEO of Allied Irish Bank. joined AIB in May 2010 as Group Chief Financial

Officer and as a member of the Leadership Team. A chartered accountant,

he worked at the ESB and PricewaterhouseCoopers before joining AIB”.

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Technology: Cathriona Hallahan is Managing Director for Microsoft in

Ireland.

“Cathriona joined Microsoft in 1986 and over the past 28 years has held a

variety of senior roles in both Finance and Operations. She has managed

large teams with regional and global responsibilities across a range of

functions including global responsibilities for Microsoft Business Services

and Enterprise Services, as well as directing Supply Chain Management,

Logistics, Customer Care and IT & Financial support for Europe, Middle

East and Africa”.

Taxation: Mary Honohan, President Irish Tax Institute and tax partner at

PricewaterhouseCoopers.

“Mary has spent many years as a consultant to the government and is

regularly seen on national news stations taking part in debates about

contemporary issues”.

Education: Dr Delma Byrne, president of the Educational Studies

Association of Ireland, Lecturer National University of Ireland Maynooth.

“Dr Delma Byrne, president of the Educational Studies Association of

Ireland, Lecturer Sociology and Education at National University of

Ireland Maynooth”.

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FUN ACTIVITIES

Oxboards will be present at the event . These are electrically driven, self

balancing boards with two wheels that you stand on. They can drive up to 15

km/h (9.3 mph). To move it forward or rather to move it in different directions

you lean in the direction you are looking for. A slalom challenge will run. This

will involve a competition whereby the fastest person can win an Oxboard.

The second novelty activity will be a camera Ball . It is a throwable ball packed

with 36 camera lenses to capture 360° pictures. When you throw it in the air it

identifies when it reaches the highest point. At this moment all cameras fire at

the same time and enable a 72 megapixel picture of the whole surrounding. So

that is of course a great opportunity for a awesome, unique memory.

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Another activity for the day would be a Virtual Reality experience. These VR

headsets are head-mounted displays to enable you a virtual 3D environment. By

turning your head in any direction you can have a look around in the 3D-world.

Additionally, there is a controller connected to move around and interact with

everything. For the diversity you can also choose between different settings.

As the last activity we are offering some remote-controlled drones. They are

attached with a camera which is able to take pictures and record videos. It is

possible to connect it with your phone. So it is really easy to convert everything

you want to to keep as a memory.

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FLOOR PLAN

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Day 3

Family Day

INTRODUCTION

For this event we will be renting Dublin Castle exclusively. Upon arrival the

guests will be given a colour coded wristband. There will be four colour

groupings. This is so the groups can be split up during various activities. This

event includes fun activities for the whole family in the beautiful setting of

Dublin Castle. Guests will get the opportunity take in some Irish culture and do a

variety of fun and interactive activities (see appendix 4).

SITE DRESSING

The venue will not be overly dressed as we do not want to take away from the

beauty of this historical site. Bouquets of green and cream balloons will be

present at the registration station as well as dotted around the Dubh Linn

gardens. The registration desk and event Marquees will also have the conference

branding. The tearooms will have fresh cream and green flowers similar to the

gala night, and Irish theme centrepieces will sit on the pod tables.

The coach house will be set up for the Céile, this will involve cream draping on

the walls with green up-lighting. There will be a small stage for the Irish band.

Moving lighting and smoke machines will also be used.

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INTERACTIVE EVENT ELEMENTS AND ENTERTAINMENT

The Dubh Linn Gardens

This outdoor area will house various outdoor activities for the guests to enjoy.

All outdoor games will be supervised by staff to ensure safety.

1. Giant bouncy castle obstacle courses: Guests will have the option to pass

through these obstacle course at their leisure or have a head to head race

against one another.

2. Gladiator ring: This fun game see guests pitted against each other. Using the

padded battens game players will attempt to knock their competitor off the

podium first.

3. Bouncy castle: This covered bouncing castle will cater to the smaller

children aged 2-12yrs.

4. Drone experience: Adults and children will get the opportunity to get a

drone flying lesson from one of our knowledgeable and professional drone

experts. User will get to make a short video using the drone.

5. Face painting and giant board games: This will take place in the marquee,

games will included giant jenga and connect four.

6. Irish storyteller: Also taking place in the marquee there will be stories of

Irish folklore and history for people of all ages. Guests can sit back and relax

on the colourful beanbags while our talented storyteller regale them with

tales such of Fionn Mac Cumhaill and the salmon of knowledge.

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7. Virtual reality experience: There will be a virtual reality experience

available to guests to enjoy in the activities marquee. Virtual headsets will be

playing entertaining interactive video’s about Ireland.

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The Coach House

Célie: This will take place in the coach house. Adults and children will get the

opportunity to get a taste of irish culture by taking a short Irish dancing class to

the sound of traditional Irish music played by our talented band. For those who

do not want to participate there will be performances by the Irish dancers for

everyone to enjoy.

Chester Beatty Library

Guided tour: Dublin castle will provide guided tours of the impressive Chester

Beatty Library, giving detailed information about the history and the rare

manuscripts that can be found inside.

CONTINGENCY PLAN

The outdoor activities marquee will have a floor put in to ensure that it does not

get muddy inside. If the weather is very bad the bouncy inflatable will not be

used, and all marquee activities will be moved indoors.

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Programme for Guests

Time Activity

12:0

0

Guests arrive

Register and receive coloured wristbands upon entry to Dublin Castle

(appendix 3).

Induction

Programme and map’s are given to guests

12:3

0

Blue wristband - Céile

Red wristband - Tea rooms for afternoon tea and food followed

XXXXXXXXXXXXXby a library tour

Green wristband - Dubh Linn Gardens (Activity marquee)

Yellow wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx

Amusements)

13:1

5

Blue wristband - Tea rooms for afternoon tea and food followed


Red wristband - Céile

Green wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx

Amusements)

Yellow wristband - Dubh Linn Gardens (Activity marquee)

14:0 Blue wristband - Dubh Linn Gardens (Activity marquee)

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0

Red wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx

Amusements)

Green wristband - Céile

Yellow wristband - Tea rooms for afternoon tea and food followed


14:4

5

Blue wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx

Amusements)

Red wristband - Dubh Linn Gardens (Activity marquee)

Green wristband - Tea rooms for afternoon tea and food followed


Yellow wristband - Céile

15:3

0

End of Activities

15:4

5

Goodie bag Collection

16:0

0

The event ends.

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PRODUCTION SCHEDULE

Start at: Activity End at:

08:00Team briefing at Dublin Castle which includes

emergency procedure and walk through of location.09:00

09:00

Load in of activities (Bouncy Castles, Games etc.) and

marques in case of bad weather by contractors.

Teams will prepare the site and set up all activities

and decorations as shown in the floor plan.

11:00

11:00 Staff break – food will be provided. 11:30

11:30

Last minute site checks to ensure activities are

functioning correctly and all emergency exits are

clear.

Staff prepares for the arrival of the delegates and their

guests by going to designated areas.

12:00

12:00

Delegates and their guests arrive at Dublin Castle.

They all must register and receive wrist bands. They

must be informed about optional add on’s, such as the

library tour, and sign up if they wish to take part.

12:30

12:30

The tea rooms are opened for guests to access the

buffet in groups determined by wrist band colour.

Staff must ensure that only delegates with the correct

wrist band enter at the correct times to ensure a

smooth flow.

15:30

15:30 The buffet has finished and the tea rooms will be

emptied of diners and closed. The rooms will be

cleaned, tidied and all decorations and tables will be

removed.

16:10

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Activities will end and guests will be encouraged to

leave the venue while also being thanked for

attending. Staff will position themselves at the exit

and distribute goodie bags to every delegate and their

guest as they leave the grounds.

16:10

Once all the delegates and their guests have left the

grounds of the venue the takedown of the site will

commence. All unnecessary staff will leave the

premises.

Contractors will take down their own equipment.

Staff will removed all decorations, activities (where

necessary) and rubbish from the venue.

18:00

CATERING PLAN

The food will be served as a buffet in the Tea Rooms at Dublin Castle. The house

catering company will be used. Tall tables will be provided for diners to stand at

while eating and seating will not be provided as we want to create a flow of

people in and out of the tea rooms. Guests will come into the catering area in

groups, as keeping a steady flow is vital. The food served will keep in line with

the theme, which is focused around Irish Culture. All food served will be from

Ireland and locally sourced where possible. There will be deserts available as

well as Bewleys tea and coffee. There will be child friendly foods available at the

buffet also. All dietary needs will be considered and gluten free, vegan and

vegetarian options will be available (see appendix 5 & 6).

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LAYOUT FOR CATERING

Risk Assessment

A risk assessment was carried out on Dublin Castle to identify any risks that

could be potential hazards that are present in the venue. Once these risks and

hazards were identified we then gauged the level of risk and outlined the actions

that will be taken to reduce the level. Once we established how to reduce or

eliminate the hazard we then implemented additional control measures to

ensure the risk was reduced as much as possible. This can be seen in appendix 7.

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Buffet table

Flow of the queue

Staff and restock

28

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DUBLIN CASTLE FLOOR PLAN

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APPENDIX

Appendix 1 - SWOT ANALYSIS

Strengths:

The location for the event is in the heart of Dublin city meaning that it is

easy and convenient for guests to travel using public transportation.

The venue is conveniently located close to hotels, bars and restaurants.

Powerscourt townhouse is a beautiful building with a lot of Irish history

IDA are a well established company. (174,488 employees in 2014)

The event will showcase what Ireland has to offer, not only in business,

but the ability to host events. It is important to reinforce Dublin after

what happened with The Web Summit.

Weaknesses:

There is no previous experience in running this event so naturally things

can go wrong. Gaining feedback from attendees will ensure that we

improve upon potential weaknesses. .

The event is non profitable as you can not calculate the return on

investment at such an early stage.

Opportunities:

Infusion of Irish culture into the event for people/companies that have

never experienced it before will welcome and entice multinationals into

Ireland.

There is low corporation tax within Ireland (trading income 12.5%, non-

trading income 25%) which is very attractive for businesses who are

looking to set up in the country. This fact will be widely promoted at the

event in order to gain more interest for companies thinking of moving

here.

Ireland is the gateway to Europe for America. Once American companies

establish themselves in Ireland they can easily progress into Europe

creating a bigger market for them.

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Currently the Government is concentrating on developing better and

faster broadband which would be attractive to new technological

companies coming to Ireland.

Threats:

There is a potential for competing events with more experience and

tradition to overshadow this event.

Lack of interest due to new event without previous running history.

The general public can also show resistance towards the event.

Inflation due to the event can sometimes be inevitable. Hotels, bars and

restaurants can all inflate their prices in order to make more money from

the event.

The presence of alcohol has the ability to have possible negivitive affects

Terriorism threats has potentail to affect event

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Appendix 2 - CATERING PRODUCTION PLAN (ADD UPDATED)

Catering Plan

Event Date: May 13th 2016Start at: Activity End at:

09:00 Caters arrive to Dublin Castle and the team are breifed and given the menu (see appendix 1)

09:30

09:30 Food preperations begin for the afternoon and food is cooked where possible

11:30

11:30 Catering staff break 12:0012:00 Guests arrive at Dublin Castle 12:10

12:10 Food is brought to buffet area and kept warm in preparation for service

12:30

12:30 The buffet is opened 15:00

15:00 End of Service - Kitchen is cleaned and tidied. Left over food is packaged up

17:00

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Appendix 3 – GALA NIGHT MENU.

Homemade Vegetable Soup with Guinness Brown Bread

Or

Fresh Irish Mussels in a White Wine and Butter Sauce__________________________________________________

Traditional Irish Stew with Beef

Or

Fresh Irish Salmon with Garlic Baby Potatoes and a Medley of Seasonal Vegetables

Or

A Vegetarian Shepherd's Pie _____________________________________________________

Warm Apple or Rhubarb Tart with Custard and Vanilla Ice Cream

or

Classic Guinness Cake served with Fresh Cream

(All Desserts are Served with Tea or Coffee)

*Vegan and Gluten Free options are available just ask your waiter for further information

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Appendix 4 - WRISTBANDS

Guests will be given colour wristbands upon entry to Dublin Castle. This process

will create groups of 120 guests. Each colour wristband will be allocated a time

slot in order to control the flow of people. This creates an easy to follow system

for staff and guests.

Appendix 5 – FAMILY DAY MENU

Homemade Soup of the Day served with Irish Soda Bread

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Selection of Sandwiches*

Irish Smoked Salmon with Cream Cheese

Irish Mature Chedder with Smoked Irish Ham

Irish Ham with Cranberry Sauce, Stuffing and Rocket

Irish Free Range Chicken and Stuffing

Roasted Seasonal Vegetables with Goats Cheese and Tomato Chutney

_______________________________________________

Warm Apple or Rhubarb Tart

Irish Carrot Cake

Warm Chocolate Brownie

Fresh Fruit Meringue

All served with either ice cream, custard or fresh cream

A selection of tea and coffee is available

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*A selection of breads are available including wraps, bagels and gluten free

breads. Sandwiches can also be made into salads. Please ask your waiter for

further information.

APPENDIX 6 - FAMILY DAY CHILDRENS MENU

Selection of Sandwiches:

Irish Ham and Cheddar Cheese toasted

Chicken and Irish Cheese

Cream cheese

__________________________________________________

Sausages or Chicken Goujons

Served with Chips or Mashed Potatoes

__________________________________________________

Trio of Ice Cream

(Chocolate, Vanilla, Strawberry and Banana)

Strawberry or Blackcurrant Jelly

Fresh Juice and Milk is available.

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CATERING PLAN- DAY 3

Catering Plan

Event Date: May 13th 2016Start at: Activity End at:

09:00 Caters arrive to Dublin Castle and the team are breifed and given the menu

09:30

09:30 Food preperations begin for the afternoon and food is cooked where possible

11:30

11:30 Catering staff break 12:0012:00 Guests arrive at Dublin Castle 12:10

12:10 Food is brought to buffet area and kept warm in preparation for service

12:30

12:30 The buffet is opened 15:00

15:00 End of Service - Kitchen is cleaned and tidied. Left over food is packaged up

17:00

FINANCIAL OVERVIEW

Financial Plan Day 1 (250 Attendees) CostsCatering 10,000.00 €Drinks 2,500.00 €Coffee & Tea 500.00 €Lighting & Sound 40,000.00 €Decoration 10,000.00 €Venue 6,000.00 €Speaker & MC 30,000.00 €Staff 3,000.00 €

Catering 2,800.00 €Service 1,600.00 €

Security 1,500.00 €AV 3,200.00 €

Planner 108,000.00 € In total 3 month in advanceBuild-up 1,125.00 €

Cloak Room 150.00 €Cleaning 240.00 €

EntertainmentMusic 8,000.00 €

Dancing 2,000.00 €Total Day 1 230,615.00 €

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Financial Plan Day 2 (250 Attendees) CostsCatering 5,000.00 €Drinks 3,100.00 €Venue (Including Lighting & Sound) 55,000.00 €Suits and Breakout Rooms 3,750.00 €Decoration 2,000.00 €Speaker 10,500.00 €Technical Devices (Fun Activities) 5,420.00 €Goodie Bags 25,000.00 €Company Booths 20,000.00 €Staff 3,000.00 €


Security 3,000.00 €AV 3,200.00 €

Build-up 900.00 €Cloak Room 300.00 €

Cleaning 240.00 €Reception 600.00 €

Total Day 2 147,010.00 €

Financial Plan Day 3 (Approx. 600 Attendees) CostsCatering 36,000.00 €Drinks 1,200.00 €Coffee & Tea 3,000.00 €Venue 40,000.00 €Lighting & Sound 40,000.00 €Outdoor Activities 3,280.00 €Tent & Marquee 4,400.00 €Staff 4,000.00 €


Security 8,100.00 €AV 3,600.00 €

Build-up 3,600.00 €Cloak Room 540.00 €

Cleaning 3,600.00 €Reception 1,080.00 €

EntertainmentDancing 3,000.00 €

Music 2,880.00 €Total Day 3 183,930.00 €

Overall Costs 561,555.00 €

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APPENDIX 7 Family Day Risk Assessment

Name of Organiser: IDA Start Date of Event: May 11th 2016Name of Risk Assessor: Robert Connolly Date of Assessment: January 11th 2016

Date of Review: March 1st 2016

Hazard & Potential

ConsequencesPersons at Risk Control Measures

Current Risk

Rating (High, Med, Low)

Additional Control Measures Necessary

Residual Risk


Management of Safety and clear responsibilities

EmployeesContractorsDelegatesDelegate Guests

Public Liability Insurance will cover the event. The hired inflatables from contractors that will be obligated obtain written confirmation that they have their own public liability insurance to meet claims resulting from their property/activities at the event.The safety management team will be formed to put the actions outlined in the safety policy into practice. Five people will be used for this event. A list of site safety rules will be drawn up and distributed to all workers or helpers who need to be aware of safety procedures.

Medium Ensure responsibilities are agreed and communicated out to all stakeholders.Ensure copies of the documents are available onsite during the event.

Low

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Hazard & Potential


Current Risk



Residual Risk


Slip, Trips and Falls EmployeesContractorsDelegatesDelegate Guests

A pre-event site visit will be carried out to ensure that the area is suitable to hold event and has developed a suitable risk assessment.Emergency routes to be of adequate width and kept clear at all times.Any uneven or damaged surfaces must be appropriately highlighted by means of a physical barrier or hazard tape to warn others of the risks until it can be suitably repaired or replaced.

Medium A walk through visual inspection will be carried out prior to start of event to ensure access/egress routes are unobstructed, free from slip and trip hazards and lighting levels are adequate.

Low

Physical Hazards present at site:Cobble stones, uneven surfaces, stairs and tables.


A pre-event site visit to ensure that the area is suitable and a suitable risk assessment will be carried out.A sign will be displayed warning attendees to be careful on cobble stones and stairs. Table edges will be covered in padding to ensure no one gets injured by sharp edges.

Medium Where possible, use barriers or tape to cordon off any dangerous areas on site and ensure all persons are informed that access to these areas is prohibited (e.g. signage, pre-event briefing)

Low

Manual Handling:Musculoskeletal injuries such as back injury from people attempting to move heavy or awkward objects

EmployeesContractors

Manual handling will be avoided where possible. Where manual handling will be involved a manual handling risk assessment will be carried out and suitable information and training will be provided.Employees should be informed of the dangers of manual handling and instructed to assess loads before handling.Repetitive bending will be minimised wherever possible and employees will take regular breaks.Individuals who have been trained in techniques will be used to provide basic training in manual handling techniques.

Medium Pre-event briefing session will be held with all employees to include instructions on manual handling, including how to lift properly.

Low

Weather Issues: Employees Employees, delegates and their guests will be informed beforehand of the need to wear sensible outdoor clothing, including trousers

Medium Pre-event briefing session with all participants will be given to

Low

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Hazard & Potential


Current Risk



Residual Risk


Heavy rain fall and high winds can cause injuries due to debris and wet floors

ContractorsDelegatesDelegate Guests

and warm clothing where appropriate.If rain fall occurs, marquees will be used to host outdoor activities. If high winds are present they activities will be moved indoors.

encourage them to wear appropriate clothing including warm and water proof.

Equipment and Electrical Failure:Injuries to those using or working on the Equipment

EmployeesContractorsVenue

Ensure equipment is well maintained and in a good state of repair. Ask for report from venue.Equipment from contractors should be functioning sufficiently and it is solely their reasonability. Documents from contactors will be required to prove safety of equipment.

High Ensure that all fixed electrical installations have been checked and certificated by a competent person as per current legal requirements.Equipment should be visually inspected prior to use to ensure that is has not been damaged and that there are no obvious defects.

Low

Natural Hazards:Pollen, dangerous plants cuts from thorns, Wasp & Bee nests,


A pre-event site visit will be carried out to ensure that the area does not contain any natural hazards such as dangerous plants or wasp or bee nests.Employees should be informed beforehand of the need to wear appropriate PPE (including protective gloves) and sensible outdoor clothing and footwear, keeping hands, arms and legs covered.

Low Adequate first aid arrangements will be put in place proportionate to the level of risk.At least one member of the group will have access to a phone in order to call for emergency assistance in the event of a group member being injured or falling ill as a result of an allergic reaction

Low

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Hazard & Potential


Current Risk



Residual Risk


First aid and Emergency Arrangements


First aid arrangements will be put in place, including adequate numbers of first aiders in relation to the size of event, type of activities and audience profile.First aid provision will be clearly signposted at the event.We will liaise with the Emergency Services to ensure that adequate emergency arrangements are in place and that all involved are informed.

Medium Adequate first aid arrangements will be put in place proportionate to the level of risk.

Low

Children and Young Persons

Delegate Guests

A pre-event site visit will be carried out to ensure that the area is suitable for young persons and children. This will include ensuring all activates that will be present at the event are suitable for the age demographic.

Low Describe and point out the potential hazards identified within the risk assessment to the event employees so they are aware.

Low

Contractors:Inadequate health and safety procedures leading to hazardous situations and potential injuries


Ensure that contractors hired are competent in managing their own health and safety on site.Copies of the contractors' safety policies, risk assessments for their work, safety method statements and public liability insurance prior to employment will be requested.

Medium Contractors will be given adequate safety information regarding the event.

Low

Fire Safety EmployeesContractorsDelegatesDelegate Guests

Roger will carry out a fire risk assessment in order to meet requirements of the Regulatory Reform (Fire Safety) Order 2005.The risk assessment will ensure that all necessary fire safety procedures, fire prevention measures, and fire precautions are in place and working properly.A suitable means of contacting the emergency services will be established

Roger will ensure that the premises and any equipment provided in connection with fire-fighting, fire detection and warning, or

High We will inform contract workers, of the relevant risks to them, and provide them with information about the fire safety procedures for the event.We will provide staff with appropriate instructions and relevant information about the

Low

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Hazard & Potential


Current Risk



Residual Risk


emergency routes and exits are covered by a suitable system of maintenance and are maintained by a component person in an effective manner, in efficient working order and in good repair

risks to them.The risk assessment will pay particular consideration to the implications of the venue design, and the handling and storage of flammable substances and materials. It should also consider people particularly at risk such as those unfamiliar with the site, unaccompanied children and young persons and those with a disability.

Crowd ManagementLack of adequate evacuation procedures leading to associated injuries


We will consider anticipated crowd capacity and ensure facilities are adequate, including provision of adequate facilities for refreshments, sanitary requirements, etc. There should be at least two toilets.Adequate access for wheelchair users and pushchairs will be provided. We will ensure entrance and exit routes have no obstructions and are clearly signposted. There will be sufficient supervision for the event and all employees will have walkie talkies in order to communicate to each other.

Medium A walk through visual inspection will be carried out prior to start of event to ensure access/egress routes are unobstructed and free from slip and trip hazards. In particular, we will ensure that all exits are unlocked, and alarms are in full working order.

Low

Waste Management EmployeesContractorsDelegatesDelegate Guests

There will be sufficient numbers of waste receptacles positioned within and around the perimeter of the event. Suitable type of waste receptacles will be selected.

Medium Ensure that special attention is made to areas such as: Entrances and exits First aid areas Catering areas

Low

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