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