Request for Proposal
Active Innovations Event Corporation
Table of Contents
1.0 Introduction....................................................................................................................................42.0 Overview of Proposed Event.........................................................................................................43.0 Project Organisational Structure and Workforce...........................................................................54.0 Significant Time Milestones..........................................................................................................75.0 Project activity list and time schedule............................................................................................86.0 Resource requirements and management:....................................................................................167.0 Project budget and request for funding........................................................................................168.0 Sustainability Statement...............................................................................................................179.0 Conclusion....................................................................................................................................1810.0 Bibliography...............................................................................................................................19
PROJECT MANAGEMENT 2209HSL
Rachel Perkins S2842431Louise Rohrlach S2854513Jackson Stubbs S2842430 Courtney Upton S2898491
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Active Innovations Event Corporation [email protected]
33 Salerno StreetISLE OF CAPRI Q 4217
(m) 0424 240 254Friday 10th October 2014
Ms. Halley Kirkpatrick
14 Griffith Way
PARKLANDS Q 4560
Dear Ms. Kirkpatrick
May we take this time to introduce ourselves as ‘Active Innovations Events Corporation’. We are a
dynamic events management team that aims to extend beyond your expectations for an Earth Hour
Event in 2015 by offering a service that is unique and captivating. We believe in Earth Hour and want
for our event to make a lasting impression in the minds of our event goers by encouraging change
within this select group of event attendees.
Introducing Parklands Pedal Power! This event is set to reignite a love of bike riding within the
attendees, may it be for leisure or for exercise or as a preferred form of transport. We are offering
engaging activities that will not only be fun for our guests but will also shape the way in which people
connect to bicycles and what they can offer. We believe that pedal power can help to change the
world, one bicycle lover at a time.
In the following project plan you will discover the energetic and vibrant activity plan we have
available that is bound to hypnotize the audience, offering them an insight into the simple ways that
they can implement greener living solutions into their every day lives.
We are confident that this project plan will fulfill your requirements and allow you to feel
comfortable, knowing that your event is in the hands of a team who is passionate about helping your
worthy cause.
Please enjoy reading this document and never hesitate to question us, as we believe that
communication is the key to ensuring your trust in us as a cohesive organisation and your happiness
with this amazing event.
Warmest Regards,
Rachel Perkins
Chief Executive Officer
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1.0 Introduction
It is a mission of the World Wildlife Fund to put a stop to degradation of the planet’s natural
environment and to work towards building a future in which every aspect of nature lives in harmony
(WWF, 2012). Active Innovations Event Corporation aims to be an integral part of this movement by
helping to ensure that the use of natural resources is sustainable. This will be achieved by hosting an
event that encourages event attendees to use bicycles as their preferred form of transport and
ultimately reduce their carbon footprints.
This project plan will begin with an overview of the proposed event, which is followed by project
specifics including resource requirements, a work breakdown structure and a time schedule. Also
included is a specific budget and request for funding and of course, a sustainability statement that
details how this event aligns perfectly with the visions and goals of Earth Hour and the World Wildlife
Fund.
2.0 Overview of Proposed Event
Parklands Pedal Power will be held on Saturday the 28th of March in 2015, which is the recognised
day of Earth Hour. The event will be held at Alexandra Gardens in Melbourne’s CBD. This location
was chosen because of its iconic bicycle trails along the Yarra River and the surrounding park area
(City of Melbourne, 2014). This aspect of the location will further encourage event attendees to ride to
the event, knowing that the location provides outstanding facilities for bicycle riders. The venue is
open access, which will encourage passers by to come and explore the event, however only the
attendees who register online will be able to participate in the activities that are offered. This will help
to control risk, as the event will only provide for 250 attendees. Parklands Pedal Power aims to target
healthy and active families through promotions at local schools and exercise facilities.
The event will begin at 6pm and run until 9.30pm. From 6pm to 7.30 pm, the event will offer an eco-
friendly workshop for the children and a clean cooking demonstration for the adults. The eco-craft
station aims to encourage the younger generation to form a respect for our planet and a drive to
conserve it by using eco-friendly products. Four teaching personnel with necessary qualifications will
run the eco-craft station. Each child will be given an Eco Craft Kit from the Land of Nod, which they
are able to take home with them to use again and again, further promoting sustainability (The Land of
Nod, 2014).
While the children are occupied at the craft station, the adults have the option attend a cooking
demonstration held by celebrity chef and health advocate, Nicole Joy. Part of the package that has
been arranged with Nicole includes multiple taste testers, discounted rates for the purchase of signed
copies of her cookbooks and a lucky door prize of ingredients and signed books (Joy, 2014). Nicole’s
celebrity profile warrants excitement from the event attendees and the use of wholesome and organic
produce during the demonstration will showcase sustainable practices.
From 7.30pm onwards, the event attendees will have time try out bicycle blenders and purchase their
dinner at clean eating food vendors. The bicycle blenders will be provided by Bike n Blend and this
aspect of the event aims to incorporate another way to sustainably think about pedal power (Pedal
Powered Smoothie Bikes, 2014). The package that will be purchased from Bike n Blend for the event
is called the ‘Tour de France’ and includes 3 blender bikes with jugs and menu boards, a stall and all
ingredients. To cater for the amount of attendees, 7 additional bicycle blenders will be hired. Bike n
Blend carries a food permit and provides staffing, which makes the stall entirely self-sufficient. In
addition to the blender bikes, four organic food vendors will also run self-sufficiently on the day. The
vendors are Cornutopia, Yong Green Food, Savvy and Ace’s Unbaked. Each of these vendors
exercises sustainable practices in all cooking, preparation and cleaning duties.
At 8pm the pedal powered movie will begin. The majority of the event attendees will be young
families and so the movie that has been selected is Rio 2. Both adults and children can enjoy this film
and it showcases a sustainability theme. The movie will be powered by 10 bikes, which will be
connected to a Pedal-A-Watt stand. Once the bikes are pedaled, the spinning tire will rotate the
generator wheel, which will power the screen (Pedal-A-Watt Stationary Bike Power Generator, 2014).
As a risk management precaution, a first aid officer and 6 volunteers will be situated at the cycling
station to supervise and monitor participants pedaling the bikes. This will ensure no one is exceeding
their physical capabilities and will ensure the safety of all participants.
The entire event will support the use of renewable natural lighting, which will help to stop the
degradation of the world’s biodiversity and encourage event goers to think about sustainable lighting
options. Solar powered fairy lights and lanterns will be hung among trees and tent posts to create a
warm and welcoming feeling and beeswax candles will be used as centerpieces on tables.
3.0 Project Organisational Structure and Workforce
Active Innovations’ organisational structure consists of four employed staff members that work
tirelessly to provide their customers with the utmost quality of events. As pictured in Figure 1:
Organisational Structure, Rachel Perkins is the CEO of Active Innovations, working with a hands on
approach to ensure all organisational and customer objectives are met. The finance director, Louise
Rohrlach works closely with the clientele ensuring all requests, schedules and financial needs are
adhered to whilst also completing any necessary administration work. The event manager, Courtney
Upton sources and organises all practical event details from the catering and vendors right down to the
venue aesthetics. While Jackson Stubbs, the leading marketing director creates the most abstract,
detailed marketing campaigns proving why Active Innovations is the go to Events Company in
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Victoria. During the implementation of Parklands Pedal Power, all event staff will be required to liaise
with the vendors and contractors and supervise event activities (e.g. kids eco-craft and Nicole Joy
cooking demonstrations) to ensure all event aspects go according to plan.
In addition to Active Innovations’ staff members, approximately six volunteers will be required to
assist with the bump in and bump out of the event. Sourced from local community groups such as
universities and schools, these volunteers will be required to set-up, pack-down, supervise attendees
on bicycles powering the movie, assist with the eco-craft activities, liaise with vendors and most
importantly gather survey data from attendees using the iPads.
Also essential at Parklands Pedal Power are first aid officers. Provided by St. Johns, there will be two
onsite officers to treat any injuries that may occur due to the events physical activities.
Figure 1: Organisational structure
4.0 Significant Time Milestones
Outlined in Table 1: Significant Time Milestones are the key milestones essential to successfully
implement Parklands Pedal Power. Based on the project’s activity list and the time schedule appointed
for these activities (See section 5.0 Project activity list and time schedule), the key time milestones can
be categorised into three stages; planning, implementation and shut down. Such milestones include
determining the project objectives, promoting the event, sourcing volunteers, and completing bump in
and bump out. It is to be noted here, that tasks to be completed by external contractors such as the
delivery of bicycle generators will be determined during the planning stage of the project.
Rachel PerkinsCEO
Louise RohrlachFinance Director
Courtney UptonEvent Manager
Volunteers First Aid Personnel
Jackson StubbsMarketing Director
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Table 1: Significant time milestones
MilestoneDecember January February March
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4Set Project ObjectivesDevelop WBSBegin Online PromotionBegin Promotion within SchoolsSource Contractors and Food VendorsFinalise Event Day ContingenciesSource VolunteersPurchase all necessary itemsTrain Volunteers, event/job briefingConfirming all Contractors, staff etc.Bump in and OutEvent DayEvent Debrief and Archiving
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5.0 Project activity list and time schedule
Outlined below in Table 2: Project activity list, are the necessary activities required to plan and execute Parklands Pedal Power effectively. Further
information is provided as to the duration of each activity, start and finish date of each and predecessors to be completed before the next activity can
commence. Also, contained within the table are the resource requirements and management
Table 2: Project activity list and time schedule
Activity Predecessors Duration Start Date Finish Date
Responsibility Required Resources
1.Development of draft project concept (project theme, scope, requirements, budget)
10 days December 1st, 2014
December 14th, 2014
Rachel Meeting room (2 hours per day), large table, 4 chairs, whiteboard, 4 whiteboard markers, and tea/ coffee facilities. Human resources: Courtney, Louise, Rachel, and Jackson.
2. Finalize plans, develop project plan and print hard copy
1 5 days December 15th, 2014
December 19th, 2014
Rachel Meeting room (2 hours per day), large table, 4 chairs, whiteboard, 4 whiteboard markers, computer, printer, binding machine, tea/ coffee facilities. Human resources: Courtney, Louise, Rachel, and Jackson.
3. Develop Work Breakdown Structure
2 1 Day December 22nd, 2014
December 22nd, 2014
Rachel Meeting room (2 hours per day), large table, 4 chairs, whiteboard, 4 whiteboard markers, computer, printer, binding machine, tea/ coffee facilities. Human resources: Rachel
4. Create volunteer application to be sent throughout channels
3 1 Day December 23rd, 2014
December 23rd, 2014
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
5. Create job application for First Aid Officer to be sent throughout channels
3 1 Day December 23rd, 2014
December 23rd, 2014
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
6. Identify 3 possible venues 3 1 Day December December Jackson Meeting room, computer. Human resources:
23rd, 2014 23rd, 2014 Jackson
7. Review selected locations with event theme
6 1 Day December 23rd, 2014
December 23rd, 2014
Jackson Meeting room, table, chair, and computer, Project Plan. Human resources: Jackson
8. Select and book venue 7 1 Day December 23rd, 2014
December 23rd, 2014
Jackson Meeting room, table, chair, and phone. Human resources: Jackson
9. Apply for event permit 6 1 Day (application)5 Days (approval)
January 2nd, 2015
January 8th, 2015
Louise Meeting room, table, chair, and computer. Human resources: Louise
10. Apply for tent/occupancy permit
6 1 Day (to apply)5 Days (for response)
December 24th, 2014
December 31st, 2014
Louise Meeting room, table, chair, and computer. Human resources: Louise
11. Contact local university to distribute applications (volunteer and First Aid Officer)
4, 5 1 Day December 23rd, 2014
December 23rd, 2014
Courtney Meeting room, table, chair, and phone. Human resources: Courtney
12. Conduct site inspection to determine suitable event layout (determine if toilets are required, parking ect.)
6 1 Day January 2nd, 2015
January 2nd, 2015
Jackson Car (personal), notebook, pen. Human resources: Courtney, Louise, Rachel, Jackson
13. Design parking structure and layout
12 1 Day January 5th, 2015
January 5th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
14. Contact venue management and confirm parking layout
13 1 Day January 5th, 2015
January 5th, 2015
Rachel Meeting room, table, chair, and phone. Human resources: Rachel
15. Research possible local bicycle routes accessing the venue
12 1 Day January 5th, 2015
January 5th, 2015
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
16. Create an official map of 14,15 1 Day January January Louise Meeting room, table, chair, and computer.
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venue and parking (including allocations for event activities/services, gating plan and surrounding bicycle tracks)
6th, 2015 6th, 2015 Human resources: Louise
17. Print venue map (to be used for reference)
16 1 Day January 6th, 2015
January 6th, 2015
Louise Meeting room, table, chair, computer, and printer. Human resources: Louise
18. Construct online marketing channels (official website and Facebook account)
10 5 Days January 7th, 2015
January 13th, 2015
Jackson Meeting room, table, chair, and computer. Human resources: Jackson
19. Create a registration function for the event website
18 1 Day January 13th, 2015
January 13th, 2015
Jackson Meeting room, table, chair, and computer. Human resources: Jackson
20. Create online evaluation form
18 1 Day January 13th, 2015
January 13th, 2015
Jackson Meeting room, table, chair, and computer. Human resources: Jackson
21. Research possible food/blender bike vendors
17 1 Day January 14th, 2015
January 14th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
22. Contact possible vendors for quote
21 1 Day January 14th, 2015
January 14th, 2015
Rachel Meeting room, table, chair, and phone. Human resources: Rachel
23. Select most appropriate vendor and confirm event details
22 1 Day January 14th, 2015
January 14th, 2015
Rachel Meeting room, table, chair, and phone. Human resources: Rachel
24. Research possible chef’s (chef services)
17 1 Day January 15th, 2015
January 15th, 2015
Jackson Meeting room, table, chair, and computer. Human resources: Jackson
25. Contact possible chef’s/representation for quote
24 1 Day January 15th, 2015
January 15th, 2015
Jackson Meeting room, table, chair, and phone. Human resources: Jackson
26. Select most appropriate chef and confirm event
25 1 Day January 15th, 2015
January 15th, 2015
Jackson Meeting room, table, chair, and phone. Human resources: Jackson
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details27. Establish eco-craft activities to be performed
17 1 Day January 19th, 2015
January 19th, 2015
Louise Meeting room, table, chair, and computer. Human resources: Louise
28. Design eco-craft schedule (including staff needed and activities to be completed)
27 1 Day January 19th, 2015
January 19th, 2015
Louise Meeting room, table, chair, and computer. Human resources: Louise
29. Establish required event equipment needed (chairs, beanbags, tables, matting)
23, 26, 28 1 Day January 19th, 2015
January 19th, 2015
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
30. Research possible event equipment providers and receive quotes
29 1 Day January 19th, 2015
January 19th, 2015
Courtney Meeting room, table, chair, computer, and phone. Human resources: Courtney
31. Review quotes and select most suitable provider (confirm details) and purchase beanbags (organize delivery times)
30 1 Day January 19th, 2015
January 19th, 2015
Courtney Meeting room, table, chair, computer, phone, and 20 beanbags. Human resources: Courtney
32. Research possible movie options
29 1 Day January 20th, 2015
January 20th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
33. Compare options with event theme and select most suitable option
32 1 Day January 20th, 2015
January 20th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
34. Apply for public performance license and Australian performing rights association permit
29 1 Day (application)5 Days (approval)
January 20th, 2015
January 26th, 2015
Louise Meeting room, table, chair, and computer. Human resources: Louise
35. Research possible movie equipment hire (projector and screen) and receive
29 1 Day January 26th, 2015
January 26th, 2015
Jackson Meeting room, table, chair, computer, and phone. Human resources: Jackson
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quotes36. Compare movie equipment quotes, select and book
29 1 Day January 26th, 2015
January 26th, 2015
Jackson Meeting room, table, chair, computer, and phone. Human resources: Jackson
37. Design promotional theme
33 2 Days February 2nd, 2015
February 3rd, 2015
Courtney Meeting room (2 hours per day), table, chair, and computer. Human resources: Courtney
38. Create event flyers and email to Vistaprint for publication
37 2 Days February 4th, 2015
February 5th, 2015
Courtney Meeting room (2 hours per day), table, chair, computer, and 100 event flyers. Human resources: Courtney
39. Distribute flyers to local schools and gyms
38 3 Days February 9th, 2015
February 11th, 2015
Jackson Car (personal), 100 flyers. Human resources: Courtney, Louise, Rachel, Jackson
40. Review volunteer and first aid applications and contact successful applicants
11 1 Day February 12th, 2015
February 12th, 2015
Courtney Meeting room, table, chair, computer, and phone. Human resources: Courtney
41. Organize meeting with event staff and volunteers to outline duties and print event details
40 1 Day February 12th, 2015
February 12th, 2015
Courtney Meeting room, table, chair, computer, printer, binding machine. Human resources: Courtney
42. Conduct meeting 41 1 Day February 13th, 2015
February 13th, 2015
Meeting room, conference table, 15 chairs, 15 printed event plans, and tea/ coffee facilities. Human resources: Courtney, Louise, Rachel, Jackson, 10 volunteers, First Aid Officer
43. Research possible bike hire companies and receive quotes
42 1 Day February 16th, 2015
February 16th, 2015
Louise Meeting room, table, chair, computer, and phone. Human resources: Louise
44. Review quotes and select most suitable company
43 1 Day February 16th, 2015
February 16th, 2015
Louise Meeting room, table, chair, computer, and phone. Human resources: Louise
45. Book bikes and confirm event details for delivery
44 1 Day February 16th, 2015
February 16th, 2015
Louise Meeting room, table, chair, computer, and phone. Human resources: Louise
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46. Establish lighting plan (required lighting)
23, 26, 36, 45 1 Day February 16th, 2015
February 16th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
47. Research possible eco-friendly power options
46 1 Day February 16th, 2015
February 16th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
48. Choose power provider and book products
47 1 Day February 16th, 2015
February 16th, 2015
Rachel Meeting room, table, chair, computer, and phone. Human resources: Rachel
49. Purchase alternative lighting
48 1 Day February 17th, 2015
February 17th, 2015
Rachel Car (personal), 15 solar powered fairy lights (300 LED lights), 24 solar powered lanterns, 1 (24 pack) Beeswax tea light candles, and 18 mason jar candleholders. Human resources: Rachel
50. Create, print and laminate signs (based on venue map’s bicycle routes) to direct cyclists to event
17 1 Day February 17th, 2015
February 17th, 2015
Jackson Meeting room, table, chair, computer, printer, laminating machine. Human resources: Jackson
51. Review registered participants and email event details
19 1 Day February 18th, 2015
February 18th, 2015
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
52. Develop a Risk Management Matrix (including contingency plan)
8, 12, 23, 26, 28, 31, 36, 45, 48, 49
2 Days February 19th, 2015
February 19th, 2015
Rachel Meeting room (2 hours per day), table, chair, whiteboard, 1 whiteboard marker, computer, printer, binding machine, tea/ coffee facilities. Human resources: Rachel
53. Referring to the Risk Management Matrix, identify required security
52 1 Day February 19th, 2015
February 19th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
54. Research possible security providers
53 1 Day February 19th, 2015
February 19th, 2015
Rachel Meeting room, table, chair, and computer. Human resources: Rachel
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55. Select appropriate security provider, book and confirm event details
54 1 Day February 19th, 2015
February 19th, 2015
Rachel Meeting room, table, chair, computer, and phone. Human resources: Rachel
56. Purchase Eco Kraft Kits to be used and given to event participants, purchase iPad mini’s
28 1 Day February 20th, 2015
February 20th, 2015
Louise Car (personal), 100 Eco-Craft Kits, 5 iPad mini’s. Human resources: Louise
57. Contact activity/service providers to confirm bookings and event details such as appropriate arrival times, drop- off points etc.
8, 23, 26, 31, 36, 45, 48, 55
1 Day March 2nd, 2015
March 2nd, 2015
Courtney Meeting room, table, chair, computer, and phone. Human resources: Courtney
58. Organize another meeting with event staff and de-brief before event.
57 1 Day March 26th, 2015
March 26th, 2015
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
59. Conduct Meeting 58 1 Day March 27th, 2015
March 27th, 2015
Courtney Meeting room, conference table, 15 chairs, 15 printed event plans, and tea/ coffee facilities. Human resources: Courtney, Louise, Rachel, Jackson, 10 volunteers, First Aid Officer
60. Stick up laminated signs, to direct cyclists
50 1 Day March 28th, 2015
March 28th, 2015
Jackson Car (personal), Laminated bicycle directory signs, Industrial stapler. Human resources: Louise, Jackson
Event Commences61. Assist in the set up of event (including activity/service providers, equipment providers)
60 1 Day March 28th, 2015
March 28th, 2015
Rachel Human resources: Courtney, Louise, Rachel, Jackson, 10 volunteers, First Aid Officer
62. Supervise event operations and assist when needed
61 1 Day March 28th, 2015
March 28th, 2015
Louise Human resources: Courtney, Louise, Rachel, Jackson, 10 volunteers, First Aid Officer
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63. Stand at gates with iPad’s and encourage participants to complete survey on departure
62 1 Day March 28th, 2015
March 28th, 2015
Jackson 5 iPad mini’s. Human resources: 1 Volunteer, Courtney, Louise, Jackson, Rachel
Event Concludes
64. Assist in the pack up of all event operations
63 1 Day March 28th, 2015
March 28th, 2015
Jackson Human resources: Courtney, Louise, Rachel, Jackson, 10 volunteers, First Aid Officer
65. Send all event stakeholders a thank you email
64 1 Day March 30th, 2015
March 30th, 2015
Courtney Meeting room, table, chair, and computer. Human resources: Courtney
65. Evaluate event performance
64 2 Days March 31st, 2015
April 1st, 2015
Rachel Meeting room (2 hours per day), large table, 4 chairs, whiteboard, 4 whiteboard markers, and tea/ coffee facilities. Human resources: Courtney, Louise, Rachel, and Jackson.
66. Archive documentation 1 Day April 1st, 2015
April 1st, 2015
Rachel Computer, secure hard drive, filing cabinet, event documentation, event evaluation. Human resources: Rachel
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6.0 Resource requirements and management:
The resource requirements and management personnel responsible for each activity are outlined above
in Table 2: Project activity list. Resources used and purchased for the festival will play an integral role
in the overall sustainability of the project (Allen et al., 2011). Due to the prosperous nature of the
Parklands Pedal Power event, Active Innovations have decided to purchase a large proportion of key
resources that make up this project. This enables customers to not only save money as they do not
have to purchase equipment outright but they also act in a sustainable manner as they are using
reusable resources.
7.0 Project budget and request for funding
In order for Active Innovations to implement Parklands Pedal Power, a total budget of $25,000 will be
requested to cover all expenses and to allow for a contingency.
The budget can be broken up into three different stages: planning, implementation and evaluation. The
planning stage will cost approximately $5,600. This consists of staffing expenses over the course of
four months as well as the venue cost and licensing and permits requirements. The implementation
phase of the budget will cost $13,650. Included in this is the power and lighting sources, food and
entertainment activities, equipment requirements such as tables and chairs, first aid personnel and
miscellaneous expenses such as bikes, safety matting and beanbags (see Table 3: Budget Breakdown
for a comprehensive breakdown). The evaluation expenses will total $1,500, which is the cost of five
iPad minis event attendees will use to evaluate the Parklands Pedal Power event. Alternatively, event
goers can also access the evaluation survey on their own mobile devices. As such total expenses equal
$20,740, leaving a contingency budget of $4,500 incase of unexpected happenings.
The event will require the food vendors to pay a site fee of $60 as the event allows them the
opportunity to gain profit from their stalls. As such, an additional $240 ($60 per food vendor) will
contribute towards expenses (see Table 3: Budget Breakdown under Revenue).
Active Innovations acknowledges that certain event elements are quite expensive, particularly in the
implementation phase, however majority of the equipment such as bikes, bicycle generators and
lighting are going to be purchased to reuse for future pedal powered events. The re-use of this
equipment showcases that Active Innovations considers sustainability not only for the present time but
for future events also.
Table 3: Budget breakdown
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8.0 Sustainability Statement
According to WWF, Australia has one of the world’s largest ecological footprints per capita, with over
50% due to greenhouse gas emissions (2012). So in alignment with Earth Hour’s objectives, Parklands
Pedal Power aims to preserve the world’s biodiversity by reducing Australia’s carbon footprints. As
bicycles are the focal point of this event, we want to make a lasting impression on the many uses they
entail, so we will be using bicycles to power a movie and blend smoothies. With the use of bicycles on
the lawn area comes the possibility of damage so in order to prevent this we plan on placing tiled
playground matting underneath the stationary bikes.
In addition to this, Parklands Pedal Power lighting will use solar powered LED fairy lights and
lanterns that not only act as the lighting source but also as decorations (LED Lights, 2014). We have
chosen to use such lighting sources as they are better for the environment, using 50%-90% less energy,
emit no UV radiation and last up to 20 times longer than regular lights (Vavra, 2013). Furthermore, the
table centerpieces will consist of recyclable Mason jars, each containing a beeswax tea light candle. In
comparison to paraffin and palm oil candles, beeswax candles are more environmentally friendly as
they are made 100% out of beeswax and mostly burn down to carbon dioxide and water (Beeswax
Candle Craft, n.d.). As a result of this, the spectrum of light emitted in a burning beeswax candle is
similar to that of sunlight. This enables people to see clearer at nighttime and will emphasize the use
of renewable resources.
The eco-friendly craft activity further displays efforts of conserving the world’s natural environment.
The eco crafts kits supplied by Land of the Nod are contain 100% recycled materials which will help
children to develop a respect for the environment, and will allow the parents to recognise how easy it
is to be sustainable with children’s craft.
All of the food at the event also demonstrates sustainable living practices. The Nicole Joy cooking
demonstration and each of the food vendors use organic produce. This means that no synthetic
chemicals or genetically modified components are used in the preparation, cooking or cleaning of the
produce. This is more sustainable for the environment as the use of chemicals lead to a decline in soli
fertility and an increase in salinity and algae in waterways (State Government of Victoria, 2014).
Thus, the use of all organic produce and recyclable craft materials promote a healthier more
sustainable use of natural resources, conserving the world’s biodiversity.
9.0 Conclusion
In conclusion, Parklands Pedal Power is set to be an engaging event that will encourage event
attendees to think differently about the way in which they use bicycles as a form of transport and as a
power source. It will also encourage attendees to implement sustainable practices into their everyday
lives after learning ways in which it can be done. Active Innovations Event Corporation trusts that this
event not only aligns with the objectives of Earth Hour and the World Wildlife Fund but also puts the
objectives into practice by showcasing unique ways to be sustainable and to live a greener life.
10.0 Bibliography
Allen, J., O’Toole, W., Harris, R., & McDonnell, I. (2011). Festival and Special Event Management
(5th ed.). Queensland, Australia: John Wiley & Sons.
Beeswax Candle Craft: Beeswax Facts. (n.d). Retrieved September 12, 2014, from
http://www.beeswaxcandlecraft.com.au/beeswax-facts/4531961096
City of Melbourne. (2014). Alexandra Gardens. Retrieved from
http://www.thatsmelbourne.com.au/Placestogo/ParksandGardens/AllParksandGardens/
Pages/4431.aspx?displaymode=map&PublicToilets=on
Epic Event: The Versatile Cinema. (2014). Retrieved from
http://www.funflicks.com.au
Food for Sustainability: Menu. (2014). Retrieved from
http://yonggreenfood.com.au
Guss, M. (2014). Table and Chair Hire Melbourne. Retrieved from
http://www.melbournetableandchairhire.com.au
Jetstar. (2014). Retrieved from
http://www.jetstar.com/au/en/home
Joy, N. (2014). Cooking Demonstrations. Retrieved from
http://www.nicolejoyinspire.com/cooking-classes.html
LED Lights. (2014). Retrieved from
http://www.lanternshop.com.au
Pedal Powered Smoothie Bikes: Packages. (2014). Retrieved from
http://www.bikenblend.com.au
Pedal-A-Watt Stationary Bike Power Generator. (2014). Retrieved from
http://www.econvergence.net/ProductDetails.asp?ProductCode=PAWA%2D1&CartID=1
Raw Cakes Melbourne, Australia. (2014). Retrieved from
http://rawlivingfoods.com.au/cakes.htm
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Regular Mouth Mason Jars. (2014). Retrieved from
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