Event Planning

Last Minute Panic

The week before the event and panic has set in somewhat.

The posters are not only not ready, but upon a visit to the graphics department by Keely and I it is discovered that they had no idea we needed posters and had only a short outline found on their desk with no follow up and little information.
So we pursuaded the two graphics teachers Sue and Nick to come to our rescue. The students we had hoped would be working on the posters were busy with their own final work, so they agreed to help us out and design some posters for us themselves! They were wonderful and said they would do their best, Keely took over the coordination of this and apart from a panic about paper stock all was well.
We had to come up with the job roles and descriptions for them right away, and we sources thi from the internet and add our own pictures as a guide.


Producer

A film producer is someone who creates the conditions for making movies. The producer initiates, co-ordinates, supervises and controls matters such as fund-raising, hiring key personnel and arranging for distributors. The producer is involved throughout all phases of the film-making process from development to completion of a project.


















Cinematographer

In charge of camera and lighting crews working on film. Responsible for all artistic and technical decisions relating to the image. Along with director has final say on framing and lighting shots. Most cinematographers have distinct visual styles and recognisable looks to all their films





Director

A film director, or filmmaker, is a person who directs the making of a film. A film director visualizes the script, controlling a film's artistic and dramatic aspects, while guiding the technical crew and actors in the fulfillment of his or her vision.

















After this was solved I coordinated the arrangement for the banners. We had been unsure if our money would appear from the council, but Kim found out we would get £750 so we could afford the banners! I contacted Adam Moody and Far'n'Beyond printing and they assured me they could have our banners arranged and printed and delivered by Friday!!
I had heard back from Esther May Campbell, who was flattered to be asked to speak but was under a fierce writing deadline and couldn't attend. she suggested I contact Geoffrey Taylor of Wide Eyed Films, a local filmmaker. I had actually been in contact with him earlier in the year about working on our TV pilot so I was familliar with him. I wrote to him and he agreed at once and was quite excited about it. Unfortunately Kim had already arranged for another factual programming producer to speak instead so I had to cancel him.

The flyers have been printed and sent off to the schools.
The posters arranged
The caretakers have promised to have all the chairs and tables arranged properly by Tuesday morning and the catering is booked.
We have four speakers, Laura Abrahams, our last minute, an independant TV producer has agreed to be our fourth.
We have all the necessary stationary and forms and questionnaires printed.
The films are ready for the imacs, the running order arranged.
I think we have remembered everything!!
See you Tuesday!


link:www//httpyourmediayourfuture.co.uk

Event planning

Finalizing the arrangements

During the next couple of meetings the final arrangements were made for the printer prices, the catering was decided upon and booked with the cafeteria and the budget was completed.
In order for us to get any funding from the Andy Jeffrey at Weston town Council we were required to fill in an enormous questionnaire, which Keely and I completed together. We submitted a budget with this which we had all agreed upon.

Budget for Media Event ‘Your Media, Your Future’
May 5th 2009

Guest speakers:
Cost of 4 guest speakers @ £22 per hour for 3 hours

£66 each speaker x 4 total = £264
40p per mile mileage @ .40x 50miles = £20 x 4 = £80

Refreshments:

Tea & coffee, snacks, welcome breakfast working lunch for guests
snacks for audience
total = £39

Actors:

3 x £50 each
total = £150

Graphic artists:

for 12 career role display posters
total = £100

Website design:

Tom Hopkins to design website for event to promote and inform
total = £100

Material costs

Name tags
total - £10

photocopying questionnaires

80 copies
total = £4

Poster:
A3 size posters = £100
2 banners = £120
2 banner stands = £180
Backdrop = £250
total = £650

Prize for quiz:
total = £50

Total cost of event - £1,347

Kim had also confirmed the booking of the performance space and the reception area along with the space in reception for the computers. The music tech support had offered four imacs from their suites, which enabled us to set them up much more easily as they were in a room adjacent to the reception, he also planned on moving them into position for us and setting them u, which was very helpful. The same Technician would be available to us all day to run the computer in the performance space for the smart board display running speakers reels.

We were not able to secure the gallery area in reception as it was in use by the council for an art exhibition, but the imacs were more accessible to student in the reception area anyway. The TV screen in the reception area proved very tricky to secure, but eventually it was settled and ran a live feed from the camera in the performance space during the event.
We also have confirmed most of our guest speakers.

Jason Holmes (factual Program writer and director, Extreme Fishing)












Cormac Macmahone (GWR/HEART News editor)













Valerie Burke-Ward ( commissioning editor, Discovery Channel)






We still require one more speaker, I have suggested that this be a local filmmaker, possibly Esther May Campbell (BAFTA award winner) and I will contact her directly.
Keely Adam and Aleicia are still trying to sort out the posters and Adam is still working on the actors for the short 'bits' during the event. If they are not available then we can run our own films or become actors ourselves!!
Keely is working on sourcing the instructional films for the computers and coordinating with IT on the day of the event.



link:www//httpyourmediayourfuture.co.uk