EVENT MANAGEMENT (1)

NAME OF THE EVENT - Caribbean Fantasy 2009.

TYPE OF EVENT - Celebrations and Entertainment

DATE OF THE EVENT - December 4th, 2009 – Friday.

TIME OF THE EVENT- 10:00 pm onwards.

VENUE - Curlies, Anjuna Beach – Goa, India

CONCEPT

We plan to host a theme party at the popular beach shack –

Curlies, which is situated at the far end of Anjuna Beach;

Goa.

The theme for the party shall be a mix of the Caribbean and

oceanic (beach) theme.

The party shall be held on the first Friday of December, that is

the 4th of December 2009.

We shall have a live band that will play beach music from

anywhere and everywhere including Californian surf music,

reggae, Latin and Salsa. As well as hits from favourite party

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bands like the Beach Boys, Jan and Dean, Bob Marley ,the

B52S and many, many more.

An authentic Caribbean DJ shall be there to keep the guests

partying until the sun starts to rise.

We expect guests to start coming in by 10 p.m. The party

shall go on till the wee hours of the morning.

The guests shall be welcomed to our theme party with flower

garlands by Hula Girls.

The dress code shall be a mix of beach and party wear –

sandals with halters, bikinis, shorts, three-fourths, along the

same lines.

The food that shall be provided for the party will not be very

posh, but instead shall be easy to eat and pronounce –

barbequed items being the main course.

We alcohol that we shall provide will be IMFL (Indian

Manufactured Foreign Liquor)

December being the peak season in Goa, the timing is

perfect for such an event as people are always looking for

innovative ways to party.

AIMS

To hold one of the most talked about parties in the whole of

Goa.

To start a trend of themed parties in Goa.

To reach a large number of people and give them a safe

place to party without too many hassles.

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ORGANIZATIONAL CHART

Executive Committee

Finance

Finance Manager

Operations/Facilities Committee

Operations Manager

Logistic Manager

Cleaning and Waste manager

Technical Team

Artistic Director

Technical Director

Floor Manager

Lighting Designer

Lighting Operator

Sound Designer

Sound Operator

Venue Manager

Marketing and Public Relations

Marketing Manager

Customer Service Head

Sponsorship

Safety and Security

Security Head Officer

Parking In-charge

Crowd manager

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PARTNERS

We shall ask well known organizations to be part of this event. It

shouldn’t be too difficult to get sponsors as this event should

generate a lot of interest and exposure for the concerned

organizations.

A few of the organizations that we could approach while holding

such an event are as follows:

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ANALYSIS OF THE EVENT

SWOT ANALYSIS

Strengths:

The party shall be held at one of the most frequented and

popular shacks in North Goa – Curlies.

The Caribbean Theme is a perfect concept, especially since

the setting and location of the party matches the occasion.

Since the party shall be held in December, we shall be able

to reach the posh and young crowd easily. Not just Indians

but the foreign tourists as well. Expectations of a good crowd

a quite high for this party.

Weaknesses:

Lack of management and co-ordination create confusion.

Opportunities:

We may get the opportunity to get high profile sponsors for

our event.

Media Exposure is another added advantage.

Publicity for the event and the organization.

Threats:

Competition – The competition in Goa is cut-throat. We need

to make sure that our service quality standards are upto the

mark.

The threats and weaknesses are co-related.

Looking at the SWOT Analysis one can see that there are not a lot

of threats or problems related with this concept. The pro’s

outweigh the cons by far.

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THEME

This event shall be a mix of the Caribbean and basic beach

party.

Two 6ft tall flame light cauldrons, simulating real flames,

would set the scene as the guests enter the venue, along

with Hula Girls with garlands in their hands for the guests.

Clusters of Green, Orange and Yellow latex balloons shall be

positioned accordingly around the entrance, dance floor

and bar areas.

We shall have girls dressed up as mermaids as well.

For the tables, the decorations shall include – sea shells and

beautiful sea life table decorations.

The whole venue shall have Wooden crates and barrels,

fishermen's netting, seaweed and fishing nets, Ship's wheel

and anchors placed at different areas.

We shall put up bamboo flame burners as well.

The ashtrays and pots shall be in such a way that they

resemble Starfish, giant clams, crabs and lobsters

The bar shall be a palm leaf covered bamboo bar.

The whole venue will have Intelligent lighting with tropical

gobos.

The serving staff shall have a themed dress code as well -

themed dress materials - beachcomber hats, and

Rastafarian wigs for the men and flower garlands and

authentic raffia grass skirts for the ladies

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ENTERTAINMENT

Apart from the dancing we shall also provide some extra

entertainment for the guests.

We shall have a person who will do Caribbean Hair Braiding

We shall also employ Caricature Artists as part of the

entertainment.

We shall organize a Limbo Dance Competition for the more

adventurous ones.

LICENSES AND PERMITS

We will need to contact Goa police to take permission to

hold the party on the beach.

We will get relevant licences from the same.

We need to take permit from the municipal corporation as

using the beach could be an environmental issue.

The liquor and entertainment licence shall be obtained by

the venue management because it is not our responsibility.

MARKETING

Most of the marketing for the event shall be done through

word of mouth.

A schedule of when the party is going to be held shall be put

up one month prior to the day of the event. This shall be

done at Curlies itself.

We shall put up a big billboard, which shall be situated on

the way from Baga beach to Anjuna Beach. This route is

frequented by all who come to Goa so we shall be able to

get the required exposure for the event.

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We shall employ some local boys (part time) and they shall

go to different restaurants and shacks and put up posters of

the party there.

We shall also approach hotels like Taj Residency, Cavala,

Majorda Resort and ask them if we can put up posters there.

SAFETY AND SECURITY

We shall need to make sure that all the equipment and

power cables are in order and safe.

We shall appoint lifeguards for the safety of the guests on the

beach.

Bouncers shall be at the entrance and at the dance floor to

make sure there are no people creating a nuisance.

We shall need to check on all the props and other things to

see that they are all in order.

We shall put up signboards all around to let the people know

the dangers of the sea.

RISK MANAGEMENT

IDENTIFICATION OF RISKS

Bad Weather (Rain Storm) – This can spoil the whole event as

we plan to have part of the dancing and entertainment on

the beach itself.

Technical Malfunctions – Sound system or some other

technical problem may occur.

Managing the crowd – Since many people come to Goa

with the Holiday Spirit and with the aim to relax, a lot of

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alcohol is consumed and this may create problems. They

may want to swim after drinking or get into a fight with

another guest.

ASSESSMENT OF RISKS

The monsoons are finished by December, so the chances of

rain are very less. This is not a very big problem.

The risk of equipment malfunctions is not a major issue and

can be covered easily.

This is a high priority risk as people tend to lose control when

inebriated. If someone drowns, the whole purpose of the

event would backfire. Chances of such a thing happening

are quite high as well. People tend to get under the

influence of alcohol and lose their head.

MANAGEMENT OF RISKS

If it does rain, we can always have the rest of the party

moved back inside, We shall also keep big umbrella stands

as a standby so that they can be put up at the correct time.

Before the day of the party and on the day of the event

itself, all equipment shall be checked and double checked.

The live band and the DJ will be responsible for their

respective sound systems, but such an issue can be handled

so it is not a problem.

Apart from the bouncers at the entrance and inside the

venue, we shall also need to appoint experienced lifeguards

for the beach.

Signs shall be put up all over stating that swimming is at the

individual’s own risk.

We shall also have 3 motor boats available if necessary.

EVENT MANAGEMENT (10)

REFERENCES

http://www.finesseentertainment.co.uk/theme_packages2.p

hp

http://www.atmevents.co.uk/caribbean.php

http://www.pastiche.org.uk/caribbean_paradise.htm

http://www.fundayltd.com/various_activities_caribbean_be

ach_party.htm

http://www.inspiremyevent.com/themes.php

http://www.1stop-events.co.uk/themed-events/party-

themes/caribbean-theme-party

http://www.themepartiesltd.co.uk/caribbean.php

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