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Amateur/novice events coordinator - Diabetes Cape Town Event

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Event Internship 3 (EVI330S) - Non execution project
Event Internship 3 (EVI330S) - Non execution project

1. Project Description
Please read and familiarise yourself with the project framework in its entirety. You must work independently. Please note that you will NOT execute the said event. The said brief is fictitious and intended for academic purposes only; please note that you must draw from all relevant theory taught in class to adequately attempt the said task. You may work individually or in groups of no more than 2 people. Due Dates: Presentation: (must be submitted in hardcopy by 16H00)

2. Event Brief
The City of Cape Town seeks to appoint the service of an amateur/novice events coordinator to submit an appropriate proposal to host a community based event in the month of November 2020.


The event will focus on Diabetes with the aim to educate communities about the importance of promoting a healthy lifestyle especially amongst young adults (18 – 30 years). The maximum expected attendance is around 300 attendees. Please note that this is a community based event so no tickets can be sold i.e. no admission fee.

Delegates should ideally be community based persons/organisations who could further influence healthier lifestyles. The City of Cape Town is sponsoring the following event venues: Kraaifontein Civic Centre, Muizenberg Civic Centre or Khayelitsha OR Tambo Sports Complex. You may only choose ONE.

Elements which must be included in proposal:
? Suitable and appropriate Event programme; please consider a programme which refrains from having attendees just sitting passively listening to large amounts of information. Consider making it interactive, informative and memorable.
? Securing an external organisation/association to provide event with credibility (this could be related to funding, support, naming rights)
? Source affordable, appropriate catering options
? Specify dιcor options and venue set up
? Specify technical and operational assistance required
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Event Internship 3 (EVI330S) - Non execution project
? Affordable, impactful strategy/ideas to market/promote event
? Specify and justify sponsors
? Seed funding is R5000.00 (fictitious); further sponsorships and the like to cover expenses would need to be undertaken by yourself

3. Project Outcomes
By the end of the Project; you will be expected to demonstrate the following:
3.1. The ability to prepare a well-constructed, realistic, industry aligned Event proposal with includes a budget
3.2. The ability to prepare and present a professional Presentation to internal/external panel of reviewers
3.3. The ability to construct an individual Reflective report
3.4. Conduct self and peer assessments critically and objectively.

4. Project Objectives
4.1. Prepare a detailed Event Proposal in response to afore-mentioned project brief
4.2. The proposal must include a realistic budget bearing in mind that the seed funding provided is minimal
4.3. Prepare a presentation and present to a panel comprising of internal and external persons
4.4. Prepare a detailed individual Reflective Report

5. Skills and Competencies
Project based learning is intended to foster/promote and target the following skills/abilities and competencies: Critical thinking, problem solving, team work and collaboration, communication, reflection, research, citizenship and self-management.
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Event Internship 3 (EVI330S) - Non execution project

6. Learning Areas applicable:
Students who successfully fulfil the requirements of the project would have gained exposure to the following Learning Areas namely:

NO. LEARNING AREA EXPLANATION
1 Event Management Planning procedures for a special event e.g. establishing a budget, planning and arrangement of equipment, venue, accommodation and all relevant aspect involved in initiating and participating a special events.

2 Project Management
Understanding the overall goal of a specific project undertaken. Determining the Key Performance Area’s as well as identifying decision making, planning and communicating effectively and efficiently.

3 Events Information Management
Competence in the retrieval, analysis, interpretation and dissemination of all types of information related to Event Management, e g destination information, statistics and trends.

5 Marketing And Media And Public Relations Programmes Competence in strategies and procedures used in the analysis of business marketing activities, the compilation of marketing plans and the identification and use of appropriate marketing mechanisms. Competence in the identification, formulation and application of media and public relations strategies and techniques, e.g. press releases, brochures, media articles.

6 Customer Care The ability to interact with customers in a friendly and efficient manner, identify customer needs and deliver the required service.

7.Project Assessment Weights
Event Proposal (including Budget) 50% weighting
Presentation 20% weighting
Reflective Report 30% weighting

8. Project Rubrics
a. Proposal – Annexure A
b. Presentation – Annexure B
c. Portfolio of evidence – Annexure C
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Event Internship 3 (EVI330S) - Non execution project
Annexure A: Event Proposal
Programme/Qualification:
Academic Year:
Student Names & Surnames: Student Numbers
Marking Scale
5 marks

1: Poor 2: Needs improvements 3: Satisfactory 4: Good 5: Excellent
EMBOK Domain
Description/Criteria Mark Allocation
Mark Awarded
Overall professional presentation of Proposal 5
Administration Financial Mangement Budget
5
Human Resource Management
Explain how you will recruit, brief, manage student volunteers on day of event
5
Information Management
Record Keeping - Group to present their event project file (manual/paper based file) 5
Procurement management
Identify which suppliers are appropriate for your Event and provide evidence of engaging with said suppliers (emails, quotes, etc. 5

Time management
1. Identify and explain the critical activities required for your event
2. Present an understanding of the Event Time lines for your event project
5
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Event Internship 3 (EVI330S) - Non execution project
Design Theme management

1. Describe and explain clearly how your event relates/captures the theme in the event brief by means of practical examples.
5
Catering management
1. Describe and explain the food to be served to attendees (menu, serving style, etc)
AND/OR

2. Catering options to be served to VIP’s, guest speakers, etc.
5
Content management
1. Describe the topic and format of you event (what would you like to achieve with your events for the attendees?)
5
Entertainment management
1. Sourcing and selection: provide detailed information on the entertainment that you will have at your event 5
Environment management

1. Include your venue information here and provide a site layout 3. Provide ONE example of what your signage will look like, in line with your theme.
4. Dιcor and furnishings: provide an explanation of the expected ‘look and feel’ of the venue.
5

Production management
1. Identify and describe any technical equipment your event may require as well as evidence of contact made with suppliers for quotations and/or sponsorship
5

Programme management
1.Include a full programme for the entire event with times linked to it and a clear description of activities.
5
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Event Internship 3 (EVI330S) - Non execution project
Marketing Management
Marketing plan management

1. Describe how you will attract the target audience to attend the event.
5
Promotions management
1. Provide an example of electronic media advertisement / promotion that you will run on social media 5
Sponsorship management

1. Include your list of sponsors here with a reason why they have been selected (match/fit to your event)
2. Include copy of sponsorship letter here
5
15
Operations management
Attendee management

1. Explain in detail how will you control admittance to your event?
5
Communications management (for operations)
1. How will you ensure all role players that form part of this event will know what to do and where to be? Describe your communication plan with external suppliers and with your internal team
5
Participants and technical production
1. Detail all operational requirements of your event and describe from an operational perspective, how will you ensure a smooth technical production.
5
15
Risk management
Identify and describe the potential risk areas applicable to your event. 5
5
Grand Total 100
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Event Internship 3 (EVI330S) - Non execution project
Student Names & Surnames: Student Numbers
Marking Scale
5 marks

1: Poor 2: Needs improvements 3: Satisfactory 4: Good 5: Excellent
PRESENTATION CRITERIA Mark Allocation
Mark Awarded
1. Student dress code, neatness, well presented/well groomed
5
3. Quality of presentation:
3.1. Eye contact
3.2. Pace of presentation (Timing)
3.3. Confidence and attitude
3.4. Volume and clarity
3.5. Flow of presentation (well-rehearsed/preparation)
5
5
5
5
5

4. Quality of Visual Aids
Power Point Presentation or Mood Board 4.1. Colours used to emphasis theme
4.2. Use of appropriate, clear pictures
4.3. Minimal but effective text
4.4. Clear explanations on each of key EMBOK domains
5
5
5
5
5.Clear conclusion and adequately thank panel of reviewers
5
Total 60
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Event Internship 3 (EVI330S) - Non execution project
Annexure C: Reflective Report
Programme/Qualification:
Academic Year:
Student Name & Surname:
Student Number:
Marking Scale
5 marks

1: Poor 2: Needs improvements 3: Satisfactory 4: Good 5: Excellent
Section A: (Portfolio Structure and Layout)
Criteria Mark Allocation Mark Awarded
Overall Impression (neatness) 5
Reflective Report/Essay a. Structure (Headings and paragraphs)
b. Appropriate and professional use of Language
c. Critically Reflect on your exposure to each of five domains
d. Identify and critically Reflect on the top 3 learning areas you were exposed to
e. Reflect on the presentation (what worked, what could have been improved)
f. Reflect on your impressions of the scope of the project and suggest improvements and recommendations 5
5
5
5
5
5
5
Final 40
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Event Internship 3 (EVI330S) - Non execution project
Grand Total 45
Comments
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Name and Surname of Marker: ______________________________
Signature of Marker and Date: ______________________________
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Amateur/novice events coordinator - Diabetes Cape Town Event

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