3117HSL Facility & Venue Management

Venue Proposal for Staging an Event

Lightspace

Team Members

Shawn Lockhart - s2814746

Macquarie Rankin - s2743146

Daniel Luke O'Maly Allen-ankins – s2

Lauren McCarthy – s2835898

Due Date29/05/2016

SeminarTuesday 11pm

TutorDr Charmaine Fleming

Word Count

Re: 2016 Starlight gala Dinner

To: Starlight foundation

Thank you for considering us to host the light space gala banquet dinner, after looking

at the proposed overview we believe that the light space is the perfect venue as we are

highly capable of hosting 250 people seated with loads of room for bands and

sponsors to set up.

The proposal below outlines how we intend to create a unique experience for guests

and raise money for the starlight foundation. We would like to invite you to come use

the light space for your event and experience what it has to offer.

If you have any questions please don’t hesitate to contacts us via the details below

Macquarie Rankin

General Manager of Fo-Shizzl events QLD

Fo.Shizzle.events@gmail.com

Ph - 49876765

Table of Contents

Introduction........................................................................................................................... 4

Venue overview.................................................................................................................... 4

Venue location...................................................................................................................... 5

Venue Facilities..................................................................................................................... 5

Access to accommodation................................................................................................... 6

Main Dining/Ballroom capacity.......................................................................................... 6

Catering Capacity.................................................................................................................. 9

Media Set up......................................................................................................................... 9

Project time line................................................................................................................. 10

Prices.................................................................................................................................... 11

Runsheet.............................................................................................................................. 12

Experience........................................................................................................................... 12

Promotional Techniques................................................................................................... 14

Terms and Conditions........................................................................................................ 15

Conclusion........................................................................................................................... 16

References......................................................................................................................... 17

IntroductionThe Starlight banquet dinner will be hosted on the 7th of July at the light space in

fortitude valley, our event will be hosting 250 people for a 3 course banquet dinner

with guest speaker Paul “fatty” Vauton and a celebrity auction where a ticket holder

can buy one or more football stars for one day to help you around the house doing

chores or even organize a training day with the kids. Events such as this can serve as

a great marketing tool which provides access to the ‘right people’ within

organizations (N. Drake, 2013), this event is a promotional tool for the starlight

foundation to create opportunities for more events like this in the future and to

provide a night that guests will never forget.

Venue overviewLightspace Fortitude valley is a beautiful, captivating venue that whispers of infinite

possibilities. Formerly a smash repairs workshop, Lightspace has restructured and

evolved into a versatile, on trend event and working space. Lightspace is the perfect

fit with The Starlight Foundation’s vision and mission to “Brighten the lives of

seriously ill children and their families” (Starlight, 2014). Children everywhere

deserve to be happy and healthy but as Starlight Foundation knows this isn’t always

the case for those in hospital. By putting together an unforgettable Gala Dinner

Dance at Lightspace we hope to brighten the lives of these kids and their families

and create not only an event but personal experience for everyone involved.

Lightspace believes it is the perfect venue to raise money for sick kids all around

Australia by hosting Starlight Foundation’s upcoming event.

Lightspace is an on trend, captivating venue with an outstanding reputation for

events. Their décor is rustic industrial chic, attracting a younger (20-40) target

market. Furthermore it is a venue with a social conscience, offering discounts as well

as flexibility for charity events.

The Starlight Gala Dinner Dance has an undertone of hope and inspiration, a theme

that would be beautifully encapsulated by Lightspace’s simple décor and glittering

lighting. This will be a night to remember for many attendees.

Venue locationSituated in Fortitude Valley, Lightspace is within walking distance of both Fortitude

Valley and Bowen Hills train station with easy access to busses, taxis and parking

(Appendix A). An easy train ride, Lightspace is just minutes away from Brisbane CBD

putting the venue in an ideal location for any guests wanting to start their magical

night off there. Trains run until 12.43am on weeknights (Appendix B), after which

taxis are the best option. For those who choose to drive there is access to both on

street parking and paid parking at facilities such as Secure Parking Newstead and the

Homemaker Centre. Nestled away on Light Street, out of the hustle and bustle of

Fortitude Valley central, the venue is ideal for a family oriented event.

Venue Facilities

To cater for your 3 course meal and dance facilities Lightspace recommends using the

main warehouse in combination with the lounge area (Appendix C) as the location for

the gala dinner dance. Facilities are the most crucial dimension of a venue in regards

to overall customer satisfaction (Eddie C. 2012), The beautiful space features high

timber ceilings and polished concrete floors perfect for the 250 guests you’ll be

having at your event and strives to ensure customer satisfaction.

Lightspace is proud to offer a variety of features included with this space to ensure

your night runs smoothly. Onsite managers will be available for any unexpected

issues that may arise on the night. State of the art projectors, sound system and A/V

will ensure your keynote speaker has the response they deserve. Setup will be

simple thanks to the drive in loading bay. Your gourmet dinner is guaranteed to be a

success thanks to onsite catering facilities including industrial fridges and ovens and

all the equipment needed for your dinner including tables, chairs, cutlery and

glassware.

Access to accommodationFor guests looking for a place to stay Lightspace is proudly in partnership with

Emporium Hotels a short five minute walk from our venue. Emporium offers

exclusive deals to patrons of Lightspace and a car service to and from the airport for

any traveling guests. Additionally there are a range of other fantastic local

accommodation options. For those who like to be close to the city Brisbane CBD is

only one train stop away, and for those who prefer a quieter atmosphere, New farm

and Teneriffe offer gorgeous river views and are close fantastic cafes.

Main Dining/Ballroom capacityThe main dining area can hold up to 500 people for a cocktail style event or up to

250 people for sit down dining. Lightspace provides 120 bentwood chairs or

alternatively hires 250 chairs for a sit down dining event. The main dining area has a

vintage forest feel which fits into the proposed theme of the event. With the use of

soft lighting a calm ambiance will be created, to add to the fun feel of the event

there will be greenery and fairy lights around the table and centrepieces.

Proposed example of the table setting for the night

Catering CapacityLightspace itself do not offer any in house catering, they do how ever provide a list of

recommended caters that tailor their menus for any dietary requirements. The

chosen cater will have to be a licensed supplier in order to supply food at the event.

Lightspace also offer the unique opportunity to have the alternative of hiring food

trucks that are set up in the car park. The main dining area itself is located away from

the bar, this allows for an alternative mingling area and a less congested dining

room.

Lightspace have a team of highly professional wait staff that will be serving food at

the sit down dinner. Their wait staff have been trained to provide 5-star service and

all wear black tie uniforms. Drinks at the bar will be served by outsourced bar staff

and it is recommended that for the 250 guests attending the event that there are 7

floor and bar staff and 2 security guards working the door, as per Lightspace’s

guidelines.

Media Set upLightspace provide a high quality projector that is fixed to the ceiling located in the

bar lounge. Along with the projector Lightspace also provides two sets of speakers

and a corded microphone. An Ipod jack is provided so that music and pre-recorded

announcements can be played on the night.

In order keep guests and sponsors comfortable throughout the duration of the event

an external projector is to be hired and set up in the dining area. This projector will

be above a stage that is set up for the purpose of presenting the auctions and other

promotional activities. There will be a back drop behind the stage of a sheer white

cloth with fairy lights that can be seen from behind the cloth. The stage lights will be

dimly lit with a few bright lights on the presenter and on the auction merchandise.

The aim of this lighting is to be subtle and classy in order to fit in with the events feel

and theme. The Sound that the light space provides is adequate for small bands and

casual music from a playlist, so to accommodate a full dance band a full PA set up

and staging will be hired by Brisbane sound group.

Project time line

A Gant chart three months prior to the event can be seen in Appendix E?

Milestone ActivitySite Visit This is where the clients come and

inspect the venue and make sure it is a fit for the event, it also gives clients and opportunity to meet staff and discuss prices.

Folow up meeting/ confirm budget This involves confirming the budget of the event which is $50,000, also putting down payment for venue.

Meet with promotions to discuss publicity

This is where the event management meet with promotions to discuss what platforms of advertisement will be used and when it will be started.

Confirm booking for entertainment Confirming the Dance band for the night, the band playing is called Scotch and Cider they are a local 5 piece band that play original and covers.

Contact and organise sponsors This involves organising donated items from sponsors that will be put up for auction, organise the celebrities from the paramatta eels that will be auctioned, and confirm guest speaker Paul “Fatty” vautin.

Organise AV and lighting This involves organising the hired lighting and sound for the dance band and staging for guest speakers.

Confirm Guests Confirming the final amount of guests so the event can be properly catered for. This includes people who have special needs such as dietry requirements.

PricesThe starlight foundation light space Dinner has taken into account several factors in

order to maximize profits for this event. Our event will be hiring the main venue

room at light space this will be a weekend time slot hosting 250 people seated. The

light space charges a base rate and this does not include drinks, or banquet costs and

most equipment like sound, lighting and AV will be hired by local businesses that

light space recommend.

The hire costs for the light space is $980 for the main room that seats 250 people,

These costs include table hire and seating, but does not includes banquet costs or

drinks costs. Banquet costs are $70 per person the drinks cost is $35 per person, this

is covered in the ticket price. Other costs associated with this event that will be hired

are, sound and lighting for a full band from Brisbane sound group will cost $1500 for

24 hours (brisound, 2016), staging for the band is $750 and the live dance band will

cost $5000 for 6 hours. Other things to take into consideration is to hire security

which will cost $1200 for 8 hours (security, 2016), and the biggest expense is the

Keynote speaker Paul “Fatty” Vautin with a cost of $12000. Other items that are

being auctioned off during the night will be donated by sponsors and are not a part

of the event expenses and all items include GST.

Item Priceper head/ base rate

booking length

Total Expenses Total

Dinner cost $70 250 N/A 17500 Band $5,000 Base rate 5 hours 5,000 Drinks Package $35 250 N/A 8750 guest speakers 12000 Base Rate 2 hours 12000 Sound/Lighting 1500 Base Rate 24 hours 1500 staging 735 Base Rate 24 hours 735 venue hire $1,280 Base Rate 12 hours 1280 security $1,200 Base Rate 8 Hours 1715

Total Expenses $50,00

0

Total Income $50,00

0

RunsheetThe proposed Runsheet can be seen in appendix D. The run sheet provides times

Starting at 12:00pm setting up and bump in, and provides an outline of the night’s

events including band Scotch and Cider, guest speaker Paul “fatty” Vautin and

celebrity auction until the event concludes at 11:00pm and pack up and bump out.

Guest Speaker: The guest speaker we have chosen is Paul Vautin who is a former

professional rugby league player and is a current television presenter on the Footy

Show on channel 9, Paul Vautin is highly respected throughout the community and

has contributed to the starlight foundation fund many times.

Celebrity auction: The starlight gala dinner will be auctioning off members of the

Parramatta eels to help out around the home, from cleaning your boat to helping

with the gardening or you can organise a day with your kids and their friends. The

whole Parramatta team has volunteered to be auctioned off to work for one day in

order to raise money for the starlight foundation.

ExperienceSince its beginnings in 2009, Lightspace has provided an ideal and unique venue for

many occasions, hosting a number of corporate functions and dinners each year.

Examples of such include events for Virgin, Channels 7,9 and 10, Lamborghini, Audi,

Honda, Bank of QLD and Amnesty International. Furthermore, Lightspace has also

played host to several charity dinners for organisations such as Camp Quality, Brain

Child and Monochrome. In late 2014, Lightspace successfully catered for over 150

guests during the ‘heARTfelt’ dinner arranged by the Royal Brisbane Woman’s

Hospital Foundation, raising proceeds for the Burns, Trauma and Critical Care

Research Centre. It is understood these events are similar to that of the proposed

Starlight Gala Fundraising Dinner, illustrating the venues capability of hosting such

occasions.

Key staff

Sarah Bidelle is the primary event manager here at Lightspace and assists in the basic

coordination of each event. Sarah’s extensive experience in the industry allows for

her to proficiently organise every aspect between an event’s booking and closing,

successfully arranging numerous weddings and functions of all sorts since her

beginnings at Lightspace almost 2 years ago. Working either autonomously or within

a team, overall she has planned and executed over 160 tailor made events for

individuals and corporate clients within both the private and government sector.

Furthermore, Sarah has developed on the venue’s marketing efforts, increasing

exposure of hosted events through magazine publishings and blogs, as well as being

a panel expert at the Lightspace Wedding School.

As Sarah is the key venue contact for programs and events, please do not hesitate to

make any enquiries regarding the Starlight Gala Fundraiser Dinner. She can be

contacted at hello@lightspace.net.au or alternatively during office hours (9-5pm) on

Ph: 0499 999 400.

Why choose Lightspace?

Lightspace’s ability to provide an ideal blank canvass for events allows the Starlight

Foundation to configure the venue and design elements in a manner that will add a

unique touch. Moreover, the Lightspace’s experience in dining events as well as staff

expertise will ensure the creation of a memorable and enjoyable experience for all

guests, in hopes to provide a beautiful venue for a beautiful cause.

Promotional TechniquesLightspace will incorporate both pre event marketing and on site promotional

techniques for the Fundraiser Dinner in order to guarantee the attendance and

participation of the 250 allowed guests. As Saravanakumar & SuganthaLakshmi

(2012) emphasize the relation between social media marketing and conveying a

strong brand presence, Lightspace will incorporate the use of social media platforms

such a Facebook and Instagram to promote the event, alongside details of the dinner

on the venue’s webpage. Other marketing mediums will include both local radio and

newspaper advertisement 2-3 weeks prior to the event date. Additionally, Lightspace

will utilise a 12.66 x 3.35 meter Goa billboard located in close proximity to the venue

on Ann Street using a poster designed specifically for the event (see appendix F). This

will hope to capture a large portion of traffic heading inbound to Brisbane’s CBD. On

site promotional methods will include the use of large event posters of the same

design fixed to the venue’s outdoor signage area.

Lastly, a promotional brochure detailing important information about the venue

such as design features, venue capabilities and contact details have been provided in

Appendix G.

Terms and ConditionsIn the final month leading up to the event, it is required that there is an update of

numbers of participants, this way final seating arrangements and catering can be

organised. In the event where a patron needs to cancel, unfortunately their ticket

costs may not be refunded. However, names of the participants on the ticket can be

changed up to 48 hours before the event, 72 hours if any dietary changes need to be

changed.

ConclusionIn conclusion using the light space to host the Starlight foundation charity event will

be a great success, there is plenty of room to host the 250 people seated and space

for a band. The banquet dinner will host keynote speaker Paul ”Fatty” Vautin and it

will auction off team members of the Parramatta eels to do house work around your

house. We believe this event will be a fun way to get people involved in donating to

charity, give good publicity to the starlight foundation and the Parramatta eels, and

will provide enjoyment for all the guests that attend the Banquet dinner.

References

Brisbane Sound Group - Sound and Lighting Equipment - Audio Visual - Lighting and Effects - Microphone and DI Box - Professional Audio - Sound Recording - Studio Equipment. (2016).Brisound.com.au. Retrieved 29 May 2016, from http://brisound.com.au/

Event_Booking_Term_Condition. (2016). Rcsa.com.au. Retrieved 29 May 2016, from http://www.rcsa.com.au/imis15/RCSAweb/Events/Event_Booking_Terms_and_Conditions/RCSAweb/wc-Events/Event_Booking_Term_Condition.aspx?hkey=e6eaa1b1-c96b-4684-8cee-440eaccceb3f

Eddie C.M. Hui, Pei-hua, Z., & Zheng, X. (2013). Facilities management service and customer satisfaction in shopping mall sector. Facilities, 31(5), 194-207. doi:http://dx.doi.org.libraryproxy.griffith.edu.au/10.1108/02632771311307070

Google Maps,. (2016). Lightspace. Google.com.au. Retrieved 26 May 2016, from https://www.google.com.au/maps/place/Lightspace/@-27.4508098,153.0347615,16.5z/data=!4m5!3m4!1s0x6b9159ecb3cbe001:0x683193beb644cfe5!8m2!3d-27.4511109!4d153.0377043

Lightspace,. (2016). Charitable events | Events Venue Brisbane. Lightspace. Retrieved 26 May 2016, from http://lightspace.net.au/events/#button16

Lightspace,. (2016). Venue Specs | Events Venue Brisbane. Lightspace. Retrieved 26 May 2016, from http://lightspace.net.au/our-venue/

N. Drake, C. (2013). Maximising effectiveness of corporate hospitality programmes at Australian special events. International Journal Of Event And Festival Management, 4(3), 236-248. http://dx.doi.org/10.1108/ijefm-06-2013-0013

Saravanakumar, M., & SuganthaLakshmi, T. (2012). Social media marketing.Life Science Journal, 9(4), 4444-4451.

Starlight,. (2014). Our Mission. Starlight. Retrieved 26 May 2016, from https://starlight.org.au/our-mission

Security, G. (2016). Security | Brisbane | Gold Coast | Gatecrash Security. Gatecrash Security. Retrieved 29 May 2016, from http://www.privatesecurity.com.au

Appendix A

Appendix B

Appendix C

Main warehouse

Lounge Area

Appendix DTime Ball Runsheet Entertainment

12:00pm - 1:00pm Set up for the night,

including tables, seating and aesthetics Bump in for Band/ Sponsors,

speakers, catering and Aesthetics

1:00pm - 2:00pm2:00pm - 3:00pm

3:00pm - 4:00pm

Guests arrive at accommodation and check in

4:00pm - 4:30pm

Doors open for the Gala dinner and guests

start arriving

4:30pm - 5:00pm

5:00pm - 5:30pm

Doors open for the Gala dinner and guests

start arriving

5:30pm - 6:00pm

6:00pm - 6:30pm

Cocktail food and drinks and

entertainment start

Band start

6:30pm - 7:00pm

7:00pm - 7:30pm

7:30pm - 8:00pm Banquet Course 1 Break

8:00pm - 8:30pm

Guest Speaker

8:30pm - 9:00pm Banquet Course 2

9:00pm - 9:30pm Celebrity auction Break

9:30pm - 10:00pm Banquet Course 3 Possibl

e Break10:00pm - 10:30pm

Guests can dance and mingle

10:30pm - 11:00pm

Guests can dance and mingle

11:00pm - 11:30pm Pack up and Bump Out

Finish

11:30pm - 12:00pm

Appendix E

Weeks prior to event week 12

week 11 week 10 week 9 week 8 week 7 week 6 week 5 week 4 week 3 week 2 week 1 2/07/2016

organize site visit for clients follow up meeting/ confirm budget Meet with promotions to discuss publicity venue booking and payment confirm booking for entertainment (band) Confirm menue Contact/ organise sponsors organise AV and Lighting Confirm guests

Appendix F: Event Billboard/Poster

Appendix G: Brochure (see next page)

About Us

Lightspace was formerly an old smash repairs workshop that has been rebuilt and repurposed into an events and working space. Lightspace organizes cocktail, corporate and charity events along with pop-up style markets and photo shoots. Lightspace has had many famous artists perform at the space such as Marcia Hines, Violent Soho and the Jezebels.

Lightspace has two main function rooms that caters for up to 500 people in a cocktail style function or 250 people for a sit down dinner. The space can also be further divided to create a more intimate style of event.

Contact US

30 Light StreetFortitude ValleyBrisbane, QLD

4006

General EnquiriesP: 0499 999 400

E: hello@lightspace.net.au

Wedding EnquiresE: weddings@lightspae.net.au

Lightspace Events

What we can offer

- Boutique function and wedding venue- One 660m2 room, or two distinct

internal spaces- 4m high timber ceilings- Polished timber floors- Onsite manager on hand- Ducted air conditioning - Change facilities with a shower- Green room- 32 amp 3 phase power- Wifi- Projector, sound system and microphone- Arranged catering- 2 Large commercial refrigerators- 1 Oven- Onsite glassware

Main Dining Hall

The Main Dining hall is a popular choice for an exhibition, presentation or an indulgent formal dinner. Its capacity holds 500 people for a cocktail event or 250 for a sit down function.

The Lounge Bar

The Lounge Bar is a furnished space that is perfect for cocktail events and smaller presentations. It can hold approximately 150 guests in a cocktail event setting or 80 people for an intimate sit down formal dinner.