Event Checklist

Event Checklist Analysis:

I have crossed out the items that are not applicable to our project, The rest I have given a brief explanation of how we are approaching these tasks

Activities:

The children will engage with the screen by dancing and moving, instructions will be given by the staff member in charge, however, there is no right or wrong way to engage with the songs.

   

Approval/Bookings:

Approval and planning are required to the council for all events. They help to ensure everything runs smoothly and safely. Bookings for space on the waterfront need to be made with at least a months notice.

Cancellations/Postponement:

If a staff member is unable to supervisor the display, another member must be found otherwise the display cannot be operated. Another cancellation or postponement could be the weather, to avoid this as much as possible the display will be held during the summer period where there is less likely to be rain. If it does rain it would be in the best interest to close the display as it can become a safety hazard with electronics and water, slippery surfaces and there will be fewer people out and about to interact with the display.

Clean Up:

A small cleanup is required, Put all information and table inside the container any decoration (eg. Banner) needs to be taken down and put away. Any exposed electrical wires that need to be unplugged. Ensure no rubbish left by visitors around the site. Ensure night display is well presented through the window. Lock up the container.

First Aid:

All staff members and helpers should be first aid trained in order to be prepared for unexpected situations. A first aid kit will be kept on site.

Health and Safety Plan:

Separate document

Insurance:

This will protect the container to cover for damage in transport, weather, and vandalism or any unplannable circumstances.

Invitations:

Invitations to the display will be sent to local schools and groups and to all sponsors and supporters of  Te Kotare. It will also be advertised publically and be open to anyone.

Job start & End Time:

This will be dependent on the availability of volunteer members, however, will be set times around midday and afternoons, as this is the most appropriate time to get children and families engaged.

Map of the site:

A full site analysis has been completed.

Media:

Media coverage of our project would be a highly beneficial resource, Any photos or videos taken must be done with the children's parental supervision to avoid issues in the future. There must always be a knowledgeable staff on hand to present our concept to help it fly.

Merchandise :

The project merchandise is all the educational resources (songbook, cd, teachers guide) These will be on display to encourage people to sponsor and purchase packs for their school. This must be secured to the stall to prevent people taking them and also be more resilient against the wind.

Power:

Power plugs are available on sight as specified in site analysis

Signage:

Extra signs may be placed out to direct and encourage more passers-by these will need to be secured to avoid them flying around and brought in at the end of the day.

Sound:

Music will be playing out loud as the children, this will be within a comfortable sound volume as to not disrupt people that don't want to be involved.

Staff/Volunteers:

Staff members will be volunteers that will engage with parents about the Te Kotare brand. They will need to be fully informed about the projects beginnings, development, and motives. Police checks may be required because of the nature of working with children in a public setting.

T-Shirts:

The staff members working should be wearing a branded t-shirt to ensure they are easily distinguished from the crowd as the operator of the area.

Venue:

The venue for our concept is relocatable however we have focused on a specific sight in the site analysis.

Weather contingency:

 The weather is out of our control however as mentioned the summer period will be best suited. If the container has to remain closed due to the weather the information about the project will be available on the end of the container through the Glass end. The music could also relay on a loop throughout the day so passersby can still engage with the music.