proposta aga khan

Aga Khan Award for Architecture2 0 1 3

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© A p r i l 2 0 1 3

E V E N T H A N D B O O K


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C O N T E N T S

Introductory Notes

Assignment and methodology proposed

The Event

Day 1

Day 2

Day 3

Event Image

Insurance

Crisis Manual

Team

CV&A Credentials


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P R O J E C T O V E R V I E W


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1. INTRODUCTORY NOTES

The present handbook summarizes the assignment taken into consideration for the Coordination and implementation of the

Award for Architecture’s Presentation Ceremony event to be held in September in Lisbon.

CV&A describes in detail the methodology considered necessary to ensure logistics, accommodation, transportation, security,

protocol, events, shows and visits needed for the duration of the following events:

Day 1: Arrival and Accommodation of international guests and a reception in their honor at Palácio de Seteais, Sintra;

Day 2: Prize-giving Ceremony at Castelo de São Jorge jointly presided by Portugal’s Head of the State, followed by a banquet;

Day 3: Seminar on the winning projects jointly presided by the Portuguese Secretary of State for Culture.

During the event CV&A will ensure that the guests will be treated in a consistent, professional and courteous manner by all

venue personnel and organization members.


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2. ASSIGNMENT AND METHODOLOGY PROPOSED

Below is presented an overview of the methodology that CV&A considers the most effective for the Award Presentation

Ceremony.

The methodology proposed is divided in four phases:

//Phase 1: Pre - Event

1. Assignment Approval

2. Complete briefing to CV&A´s team

3. Administration Area:

a. Budgeting and Purchasing management and forecast, outlining main objectives and team definition

b. Venue and Accommodation (Pre booking during the budgeting management)

4. Operational Area:

a. Definition of the program and Schedule;

b. Image/Brand Positioning – Communication and Marketing Materials;

c. Press and Registration, site implementation, etc.);

d. Databases, Invitees – National Leaders and policy makers, development specialists, among others;

e. Technical Aspects - IT Infrastructure, Audiovisuals, Site implementation and Signage;

f. Preparation of Safety, Physical and Vehicles Security, Insurance and Accreditation (internal Staff, Invitees,

Service Providers):

g. Event Script (Protocol, responsibilities & timeline).


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2.. ASSIGNMENT AND METHODOLOGY PROPOSED

//Phase 2: One Week before the Event

1. Daily team work

2. Set-up of the events

3. General rehearsal - Comprehensive rehearsal is planned

//Phase 3: During the Event

Internal Staff coordination with committee members

//Phase 4: Post Event

Reporting: CV&A will present a Event Report identifying critical areas of performance and Operational effectiveness


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3. THE EVENT – AWARD PRESENTATION CEREMONY

DAY1

Program – INTERNATIONAL GUEST´S ARRIVAL

Arrival of International Guests at Lisbon Airport;

VIP Welcome at Lisbon Airport by a steering committee,

composed of diplomatic security;

Transfers will be made using a line of Luxury Cars and

Minibuses to the Hotel, with the support of hostesses.

Drivers will be certified and supported by a security team.


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ACCOMODATION EPIC SANA LISBOA HOTEL , Lisbon

EPIC SANA LISBOA HOTEL Strategically located in Lisbon,

in Amoreiras, a short distance away from Marquês de Pombal

and the Avenidas Novas, the EPIC SANA Lisboa Hotel has

311 Bedrooms of various types. The Hotel amenities include

a buffet restaurant, a gourmet restaurant, a lobby bar, and at

the top of the Hotel the sky bar and “infinity pool” are the

culmination of an epic hotel. The EPIC SANA Lisboa Hotel has

1,760 m2 of area set aside for meetings and events, divided

into 13 meeting rooms, including a ballroom measuring 874

m2, which can hold events with up to 1,300 people.

http://www.lisboa.epic.sanahotels.com/en/


DAY1


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DAY1

ACCOMODATION TIVOLI HOTEL, Lisbon

The Hotel Tivoli Lisboa is located just 8km from the airport

and is situated in an elegant area of Lisbon.

The hotel was recently renovated in grand style in 2008 and

offers its guests the best of everything, from delightful cuisine

to enjoying those leisurely treats, such as the heated outdoor

pool and spa, plus the fitness suite. The hotel is home to

the Brassiere Flo Lisboa, which is open from 7am to 1am

everyday, to both hotel guests and day visitors.

The hotel offers a wide array of services, from 24 hour porter

and room service to excellent business facilities, where 9

meeting rooms are available.

The hotel has 306 rooms, standard, deluxe or superior, each

having either King size beds or Twin beds. All rooms are

equipped to a high standard having ironing facilities, WIFI and

TV, mini bar and en-suite facilities.

http://www.tivolihotels.com/en/our-hotels/lisbon/tivoli-lisboa/he-hotel.aspx


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DAY1

Welcome at the Hotel

The Foyer, beautifully adorned with flowers and Ismail

music, will combine a team of hostesses and a sting quartet

(including a small selection of Portuguese traditional music)

A Team of Hostesses will welcome the international guests. Guests will be guided to their room.


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DAY1

Welcome at the Hotel rooms:

Program of the event and Lisbon’s best sites for

architectural and cultural interest.

Gift for ladies and gentlemen: a beautiful and

personalized porcelain card box with The Aga

Khan Award for Architecture image from the

renowned national company Vista Alegre.

http://www.vistaalegreatlantis.com/detail.aspx/

Az%20Lisboa/3865/


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DAY1

Transfer to Palácio de Seteais, Sintra

Around 6.30 pm, transportation to the Dinner venue in Sintra, will be available at the front

of the hotel. The tour guide will endeavour to share the wide history of the village and

the explanation of its Arabian heritage, pointing out the major historical monuments of the

Mozarab architecture.

Guests will arrive at Palacio de Seteais and be delighted with the unique charm and the

prestigious service of the iconic and monumental hotel. The Palace Seteais evokes la belle

époque.

Tivoli Palácio de Seteais is an elegant and richly decorated 5-star hotel set within landscaped

gardens in the hills above Sintra.


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DAY1

Welcome at Palácio de Seteais

Arriving at the famed gardens, the guests will feel the unique and marvellous grandiosity of

the building that evokes ancient times and allows guests to feel part of a legendary scenario.

A red carpet is enriched with models, dressed in red with long tails that will

mix with the carpet. The models will be adorned with Portuguese ornaments.


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DAY1


Welcome Drink at Palácio de Seteais - served in the gardens, where an array of infrastructure

will be set so the scenario can remain powerful, magnificent and unique. The decoration will

be light and formal, but at the same time glamorous. An Harpist will provide the musical

atmosphere.


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DAY1


A video with Muslim heritage images will be projected along the transparent infrastructure.

Dinner will be served and a Portuguese show will thrill guests with the magnitude of Portugal’s

undertakings.


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DAY1

Welcome drink proposal

Tomato Juice and Fresh Juices

Mineral water

2 cold Appetizers (smoked salmon with Serra Cheese, fruit)

2 warm appetizers (veal croquettes, butterfly breaded shrimps)

hors d’oeuvre at the bar


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DAY1

Banquet

Round tables seating 8 guests, specially decorated:

The theme color is gold with white linen napkins and crockery

Chairs and cushions in gold

High classic chandeliers with white lights, so guests have total

visibility

Flowers (color to be defined)

Banquet Menu Proposal

Vegetable Consommé brunoise in puff pastry

Steamed sea bass with aromatic vegetables and gratin fennel

with tomato jam

Cheese cake with fresh strawberry

Drinks

Mineral water

Juices


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DAY1After Banquet

Event Performance

Fado is a music type which can be traced to the 1820s in Portugal, but probably originates much earlier. Fado is a form of

music characterized by mournful tunes and lyrics, often about the sea or the life of the poor, and infused with a characteristic

sentiment of resignation, fatefulness and melancholia (loosely captured by the word saudade, or “longing”). Although its

origins are difficult to trace, today fado is regarded by many as simply a form of song which can be about anything but must

follow a certain structure. The music is usually linked to the Portuguese word saudade which symbolizes the feeling of loss (a

permanent, irreparable loss and its consequent lifelong damage).

On 27 November 2011, Fado was inscribed in the UNESCO Intangible Cultural Heritage Lists.

CV&A suggests a Fado performance, with one of the following famous Fado singers.


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DAY1FADO| CARMINHO

30 minute performance.

Carmo Rebelo de Andrade was born and raised listening to Fado and for that reason it comes to her as naturally as breathing

She is considered one of the most talented and innovative fado singers of her generation. Her eclectic work illustrates the heritage

of traditional and contemporary fado. She also dwells into other genres such as Portuguese folk music, Brazilian popular music, jazz,

pop and rock.

Carminho earned stardom status in Spain after being featured on Pablo Alborán’s “Perdóname” which was a number-one single in

the Spanish charts. Carminho’s albums Fado and Alma have achieved Platinum and Gold status in Portugal selling more than 50,000

copies combined.

Link for an example of performance: http://www.youtube.com/watch?v=u8NkR2csotg


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DAY1FADO | ANA MOURA

There is no other voice in the Fado world like Ana Moura’s. It wonders freely through tradition, without ever ceasing to

elegantly flirt with pop music, personally broadening the radius of Lisbon’s song. But what sets her apart is not just her rarely

deep and sensual voice. Ana Moura instantly turns any melody into a Fado, with just her voice. It is an immediate fuse, an

emotional explosion fired without contemplations to the heart of whoever is listening.

Link for an example of performance: http://www.youtube.com/watch?v=LWLwkpWQ-50


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DAY1FADO | CAMANÉ

Camané’s first contact with Fado was a product of chance more than anything else, when, while recovering from a childhood

ailment, he went through his parents record collection and found the great names of Fado. From there on, his passion for Fado

never ceased, and he has released a number of records on his way to becoming one of Fado’s reference icons.

Link for an example of performance: http://www.youtube.com/watch?v=aSObyz_vrwc


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DAY1After Performance

Transfer to the Hotel


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DAY 2PROGRAM

Morning: Visits to sites of architectural and cultural interest

in the host city complete the agenda. CV&A suggest the

following programs:

1st - Visit to Sintra´s most important heritage sites (Castelo

dos Mouros; Quinta da Regaleira; Palácio da Pena, among

others);

2nd - Trip on the river Tagus, which embraces Lisbon’s

silhouette viewed from the waters that opened the doors

of the world to the Portuguese discoverers. For the simple

charm and maritime magic of a vintage-era Southern

European capital.

3rd - Aerial visit of Lisbon, showing the city of the seven hills

from a privileged perspective.

Transfers to the Hotel

Lunch at the Hotel

The afternoon will be event free, so guests can rest or take-

on other options. Availability of a team of hairdressers and

make-up artists to help preparation for the Ceremony.

Around 5.30 pm, transfers to the 2013 Award Presentation

Ceremony at Castelo de São Jorge


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DAY 2Welcome at Castelo de São Jorge

The Castle of São Jorge, where a themed scenario with soundscape marked by notes of music coming from

several corners of this emblematic monument. The idea is that every corner turns into a surprising discovery

for each guest. After this convivial meet and greet, guests will be lead to their seats according to protocol.


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DAY 2Prize Giving Ceremony Decor

According to meteorological conditions (evaluated nearly the date), CV&A will recommend, after previous technical visit to

the venue, mantle of an enclosed infrastructure.


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DAY 2Prize Giving Ceremony Decor


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Upon their arrival, Guests will be presented with a powerful moment of percussion which

welcomes them to the Castelo de São Jorge.

Link for an example of performance : http://www.youtube.com/watch?v=NuXANB8HiOo


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DAY 2Welcome Drink Proposal

Fresh orange juice, fresh strawberry juice with raspberries

Mineral water

Stuffed crab

Painted satay with peanut sauce

Endive with creme cheese and walnuts

Choux shrimp

Skewers of lamb with spices

Bundles of seaweed with rice

Chévre gratin sauce with raspberries


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DAY 2Prize Giving Ceremony Program

Welcome by Catarina Furtado (presenter)

Portuguese television presenter, actress and UNFPA Goodwill

Ambassador. Throughout her successful television career,

which started in the early 1990s, she has worked for SIC and

RTP television networks, as well as the radio stations Rádio

Comercial and RDP Antena 3. As a teenager, Catarina had

a short non-talking role in the film Non, ou a Vã Glória de

Mandar directed by Manoel de Oliveira.


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DAY 2Prize Giving Ceremony Program

His Highness the Aga Khan will arrive at 6.50 pm and will

be lead to the front row. Mr. Farrockh Derakshanj, will begin

the ceremony for The Aga Khan Architecture Award. A

musical moment with artists from the Aga Khan Initiative will

be followed by the projection of a movie, short-listing the

nominees for the prize. After this there will be a speech from

His Highness the Aga Khan. Lastly, the award ceremony will

take place, with the subsequent protocol photograph with

the Prize winners. The official stamp will be presented, and

the banquet will start at 8.30 pm.

AGENDA

Film on the Awards

Speeches:

Address by His Highness the Aga Khan

Address by the President of the Republic

Their Highnesses come to the stage

Laureates receive their certificates

Group photo

Stamp presentation


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DAY 2COMMEMORATIVE STAMP

At the end of the ceremony, and before dinner, CV&A

proposes that his Highness Aga Khan officially unveils a

commemorative stamp that will be produced to mark The

Aga Khan Award for Architecture.

The special edition should be developed in partnership with

CTT, the Portuguese postal carriers.


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DAY 2Buffet Proposal

Braised grouper, colbert sauce, roasted new potatoes, snow

peas, caramelized shallots

Crème brulée

Water

Natural Juices


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DAY 3Seminar on the winning projects at Lisbon

Ismaeli Centre

The last day will be dedicated to the seminars on the

winning projects of the Aga Khan Foundation. The session

will be introduced by the highest responsible minister for

culture, environment or construction, the State Secretary for

Culture, at the Ismaili Centre in Lisbon.

After the closing of the session, CV&A will accompany all

guests back to the hotel and from there to the airport.


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3. THE EVENT – IMAGE

Design and production of materials to support the

program “The Aga Khan Award for Architecture” and

all communication media: programs, menus, table cards

identifiers, table markers, hand cards, signage, among others.

Menus

Bilingual, english and Portuguese, Front and back

Note: a table plan will be prepared as soon as the

invitees list is closed. A table plan will be placed at

the venue.

Hand Card – given

at the entrance to

each guest with the

information of the

number or name of

the table


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Seating and Protocol

All tables in the different

events will be protocoled

with the different materials:


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Signage

All spaces must be identified with signs of

Aga Khan Award, including:

Welcome airport

Hotel

Palácio de Seteais (interior and exterior)

Castelo de São Jorge (exterior)


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3. THE EVENT – EVENT REGISTARY

To capture the event’s official photos and video images,

CV&A suggest a team comprised of a professional

photographer and a camera operator. The proposal includes

the photographer’s photo coverage, material and travel

expenses, a video camera operator, operating expenses,

production, video editing, sound and digital mastering.


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3. THE EVENT – SIMULTANEOUS TRANSLATION

We will provide a Portuguese / English / Portuguese and Portuguese / French / Portuguese simultaneous translation service

in order to ensure that the ceremony is comprehensible to all speakers and attendees.

Headsets will be made available to attendees at the welcome desk. Guests will need to surrender identification that will be

returned upon delivery of the headset.


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3. THE EVENT – PROTOCOL

For the ceremony CV&A proposes protocol management:

Flags on stage;

Seating at the ceremony and dinners and for the entirety of the program.


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4. INSURANCES - SOCIAL LIABILITY INSURANCE

Guarantees the payment of compensations for damage to property or personal injury,

consequence of any failure, mistake or omission occurring in the performance of duties or

as a result of the performance of duties caused by persons and/or equipment under the

responsibility of the event or its promoter, occurring during the event (from the beginning of

assembly to its end) and that are caused to third parties or their property;

Secures among others, damages resulting from work executed during assembly and dismantling

of all the equipment and structures, during and after its execution;

Insurance Total Capital equal or superior to €150 000,00 (one hundred fifty thousand euro);

Work accidents, according to current legislation, securing all employed personnel in the

performance of duties for each event;

Any payments referring to insurance here foreseen, as well as other

deductions performed by the insurance company regarding excess in case

of an reimbursed accident, will be the responsibility of the event promoter ;

The existence of the aforementioned insurance does not remove obligation from the event

promoter of reimbursing for all damages not covered, regarding any accidents for which they

are responsible.


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5. CRISIS MANUAL

With the support of local authorities, CV&A will prepare a Crisis Management Manual which will

include all contacts of local authorities, emergency numbers, among others. Risk analysis will also

be taken into account given the following considerations: Terrorist Attacks involving Weapons,

Weapons of any type entering the premises with the intent to kill and/or injure, general abuse,

misbehavior and common disputes, Fire Emergencies in the Venue, Medical Emergencies and

Hazardous Weather Conditions, among others.


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6. CV&A TEAM

Team CV’s

After the briefing and during the first and second phase of the event, CV&A can, in agreement with The Aga Khan Award for

Architecture,reassess the composition of the team.


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7. CV&A CREDENTIALS

Founded in May 2003, CV&A, a global communication and events consultant agency,

experienced a strong and steady growth both in terms of the number of clients and of

turnover achieved by diversifying its activities into areas related to its core business. CV&A

has organized, since its creation, conferences with high profile speakers aimed at decision

makers and opinion leaders such as entrepreneurs, General Managers and CEOs – public

and private -, journalists, members of the government and Ambassadors, for audience of

approximately 500 to 700 attendees who contribute to the development of Portugal and

world vision. CV&A had the pleasure to organize conferences with Former President Bill

Clinton, Vice President Al Gore, Tony Blair, Colin L. Powell, Professor Muhamad Yunus, among

others.


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7. CV&A CREDENTIALS

In parallel, CV&A has a dedicated and respected event production team with large

experience in event organization and management. This team has organized many major

events in Portugal such as UEFA during the Euro2004, Under21 and Futsal, whilst also giving

support to its foreign teams at CV&A branches in Angola, Brazil, Mozambique and the UK.


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THANK YOU

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