VỌNG NGUYỆT AUGMENTED REALITY CONCERT EVENT PROPOSAL

“VỌNG NGUYỆT” AUGMENTED REALITY CONCERT EVENT PROPOSAL Instructor: MA Trần Mỹ Hải Lộc Group: Hurricane HO CHI MINH CITY, DECEMBER 2021 MEMBER STUDENT ID Tào Thị Tường Vy 19DH700553 Phan Trọng Tiến 19DH700078 Lâm Kim Tuyền 19DH700164 Bùi Nguyễn Đăng Khoa 19DH700582 Trần Ngọc Thụy 19DH700636 Nguyễn Thị Thanh Hiền 19DH700044 Trần Tử Anh 19DH700034 Nguyễn Giao Sơn 19DH700300 Contents PRE-EVENT .5 Overview of the organizer .5 Event description .5 Event Management Approvals and consultation 10 SWOT Analysis .11 Timeline 12 Ticket and price program .18 Advertising and Promotion 20 Media activities 21 Budget (VNĐ) .24 Risk Management 30 Pre Event Staffing 34 ON THE DAY 38 Event Staging 38 Agenda 42 On the day staffing 45 Buffet of the event 47 PRE-EVENT Overview of the organizer Hurricane was officially founded in September 2021 As a part of Kinh Do The New Marketing Project, Hurricane specialized in Event management Having such passion for technology, Hurricane is dedicated to developing creative products for the corporation We offer the next level of production with real-time visual effects performance Hurricane dreams to be the leading event organizer of the nation and in the far future, of the entire world by innovating and exceeding any current limits of an event definition in its management field About KIDO Since its establishment nearly 27 years ago, KIDO Group has been expanding its line of delicious products that are thoughtfully produced with essential flavors aimed at brightening up the lives of every Vietnamese family To contribute to the communities in which we operate through sponsorship programs and targeted community development activities We aim at becoming a leader of progress for Vietnamese society Our impact is not only commercial, we also embrace social responsibility Vision: MORE FLAVOR TO LIFE Event description  Event name: Vọng Nguyệt  Event concept:  Main idea: Emerge into the future of technological advancement, breaking all the boundaries between modernity and traditionalism Experiencing the Mid-Autumn Festival in the liveliest and the most original method without forsaking the purities of cultural values with the help of VR technology and visual lightshow  Theme: Augmented Reality Performance  Type of event: Signature Cultural Concert  Target audience: HCM City’s young adults, we also welcome middle-aged residents and their children  Objective  Kinh Do is implementing its new technology Reality Virtual Studio, to make a quantum leap in the world of media and virtual production  To achieve a strong emotional connection with the audience on a physical and biological level, beyond every confines  Having such cutting-edge performance, Kinh Do aims to produce resounding effects across the nation or on a global scale  Creating a leisure activity for the visitors to have a fascinating and breath-taking experience  Creating an unforgettable memory for the visitors, fabricating the new event standard for the public, making ours the new leading event platform in the management field  Increasing sales, economic profit by selling Kinh Do diversified Food & Beverage for the visitor  Site description: Large-size stadium with proper lighting and equipment  Venue/ location: Thống Nhất Stadium  Main timeline  Pre event: year: 9/2021 - 9/2022  On air: 11/9/2022  Time Start: 15:00  Time End: 21:00  Event organizers contact details  Name of event manager: Nguyen Giao Son  Department: Event Management  Mobile: 0706 221 183  Email: NgsKD@gmail.com  Hotline Telephone: 0322 331 777 Event Management  Major stakeholders and agencies: Stakeholder organization, group or individual Potential role in the activity Government sector District People's Committee Issuing certification of operation Ward People's Committee Support in the management of regional security, documents to go into operation in the local area Local Medical Assistant Assist in ensuring the health and safety of all event participants Local Firefighting Crew Ensuring safety in fire protection Department of Culture, Sports and Tourism of Ho Chi Minh City Approving the license to organize events in the city Commercial sector Sound and Lightning Pro-AVL Company Tech Support Augmented Reality Technology (A.I.T.P) Representing the AR brand in Vietnam Representatives of electronic equipment parties FindTech Company (Momo) Drone technology support representative, filming technical support Asus, Lenovo, Intel, AMD Representative in Viet Nam Responsible for the sound and lightning Technical guarantee for all kinds of machines Support to provide electronic equipment for the event Cooperate as a payment method partner Make sure the drone function properly Location Thong Nhat Stadium Manager Discuss the contract document on the rental location Human Resources Volunteers Manage the team leaders of the event organization activities Staging Manage each support department, make a list, provide information and tasks for each volunteer member to participate VietLink company Responsible for supervisory management for the stage area installation, stage design Sanitary TKT Cleaning Security Yuki Sepre 24 securities corporation Entertainment Team nội dung đạo diễn sân khấu Việt Tú Stage Director 1989s entertainment Bich Phuong, Đen Vâu HoaProx Dj G-Ducky “líu lo” group - Thành Lộc Technology Collaborator Zero Density Food collaborator Kido - bakery retail Street Food small reatil Make sure the green landscape is presentable before and after event Ensure security for the event area Contribute to event content Event Partner Cooperation in the buffet The partner with the beverage segment Aquafina Chương Dương Insurance Generali Cooperation in the buffet Guarantee of property and people safety Communication sector Television Commercial HTV VTV K+ Magazines and Newspaper Science and technology magazine Vietcetera Tuoi tre Thanh nien Financial magazine Inform public using data and information about event Provide accurate and relevant data and information to engage mass media  Venues/ locations:  Introduction: A multi-purpose stadium in Ho Chi Minh City The stadium also is the largest stadium in HCMC which has a 100 meters long and 68 meters wide football field and a capacity to seat up to 25.000  Location: 138 Dao Duy Tu Street, Ward 6, District 10  Benefits: o Located in the center of Ho Chi Minh City: Popular and more convenient for the audiences to arrive o Parking lot: The stadium’s parking lot and rent a parking lot from Bách Khoa dorm, so it won’t cause traffic jams even in peak hours o Spacious: Comfortable atmosphere and easy to organize activities of the event including buffet food mobile vans, exhibition and AR performance It increases the feelings and moods of the audience during the event  Activities: o AR techniques collaborate with musical play: perform at the center of the football field o Exhibition: half of the athletics field o Food mobile vans: half of the athletics field and because they are food mobile vans, so before the AR performance starts, they will all arrive out of the stadium fast and smoothly which won’t affect the main performance  Event map: 10 LOGISTICS AND HR  Organizers: Tran Tu Anh, Bui Nguyen Dang Khoa, Phan Trong Tien  Designation: Logistics and Human Resources  In charge of:  Manage overall human workforce Survey team (1 coordinators, volunteers)  Find the right venue for the event, consult the price and benefits when choosing that venue, negotiate the price and related terms  Building and installing equipment team ( 10 coordinators, 20 volunteers)  In charge of VR technique, lighting, sound, installation and stage preparation Assist when needed on stage with acts or performances that have special requirements for the replacement or addition of scenes, or sound and light effects Logistics team (30 coordinators, 70 volunteers)  Decorate the event space (based on ideas from the Design and Decoration Department), research and rationally arrange tables and chairs and separate areas of the event Open and ensure the traffic flow of the event is always clear  Performing post-event stages  Assist survey during and after events Transporting team ( coordinators, 20 volunteers)  Transporting equipment for VR technique, construction machinery, lights, speakers and necessary equipment to build the stage and exhibition EXTERNAL RELATIONS AND FINANCIAL TEAM  Organizer: Nguyen Thi Thanh Hien  Designation: External Relations  In charge of: 36  Finding stakeholders/sponsors  Contact & maintain the relationship with stakeholders/sponsors  Organizer: Lam Kim Tuyen  Designation: Financial Team  In charge of:  Manage funds  Plan for the expenditure of funds on various assets  Store and make periodic reports  Record financial transactions  Set an operating budget N o Team/ Section Position Survey Requirements Quantities Coordinator 2yrs Survey Volunteers PR/ Event/ NNA Logistic Coordinator Decorate the event space (based on ideas from the Design and Decoration Department), research and rationally arrange mobile food carts and chairs and separate areas of the event Open and ensure the traffic flow of the event is always clear Performing post-event stages 20 Logistic Volunteers 50 Building and installing equipment Building and installing Coordinator Arrange chairs and separate areas of the event Open and ensure the traffic flow of the event is always clear Performing post-event stages In charge of VR technique, lighting, sound, installation and stage preparation Assist when needed on stage with acts or performances that have special requirements for the replacement or 20 Volunteers Responsibilities 10 37 equipment addition of scenes, or sound and light effects 38 Process 2: ON THE DAY Event Staging  Main stage decoration Due to the context and surroundings, the stage will be round, large with the size of 9.15 meters There will be no need for any other decoration besides the platform itself since the AR technology will take care of everything else 39   Equipments Super size Screen: ColosseoEAS from Russia Screen measures 30,7 x 10,2 meters and features 16 mm LED technology With the latest 3in1 SMD pixel, the screen has 1920 x 640 px HD resolution and provides superior picture quality There will be two screens set up at the North side and South side of the stadium so every stadium hall will be able to spectate what will be going on in the field better  Augmented Reality Technology: This sophisticated technology consists of main parts: Augmented Informative Transfering Projector or A.I.T.P This device is capable of receiving digital information from the operational system and then transferring it onto augmented reality imagery Which then be multiprocessing around the stadium, the field or the environment and reflect onto the S.P.E 40 Surrounding Particle Enhancer or S.P.E Four (4) S.P.Es will be established in different corners of the stadium, each direction facing the A.I.T.P, receiving the augmented information and then reflecting upon the world itself Creating an actual fantasy world 41 Energy resources: A few cable lines would be sufficient for this technology to operate The stadium electricity system is enough for Augmented Reality technology Agenda OPENING 15:00 Officially begin the buffet feast 42 15:00 Initiate the first script of AR surrounding enhanced imagery (nature) 15:30 Musical performance 16:00 Choreography performance 16:00 Initiate the second script of AR surrounding enhanced imagery (livings) 16:30 Musical performance 17:00 Initiate the final script of AR surrounding enhanced imagery (magical effects) 17:30 Final musical and choreography performance 18:00 Finish the buffet opening MAIN AR SHOW 18:00 Introduction 18:05 Hook 43 18:20 First story 18:40 Transition 18:50 Second story 19:10 Transition 19:30 Third story 19:40 Transition 20:00 Final story 20:30 Ending ENDING 20:30 Send-off the guest 21:00 Wrap things up 44 On the day staffing Time 6AM 9AM AM 12 AM AM - PM 12 AM 8:30 PM 12 AM PM - PM PM 10 AM- PM PM 2:30 PM Work content Testing and evaluate the quality of all furnitures, stage, environmental Number of people 50 Note Make sure all the license are done Logistic Staging and Event Setup Ensure contract terms are satisfied; adhere to legal, insurance, and health and safety regulations HR Invitation for the guests, collaborator and all the senior manager of the company Taking, Posting Photos during event process for the social medias Meeting with all organizer members to discuss abt event schedule Predicting the weather and traffic and the solutions for bad situations Check list member, volunteer - allocate the assignment Apply rain proof tent for the stage 10 Content Team 20 Media team All Discuss event goals and expectations 10 Logistic team 500 HR Work with and give guidance to volunteers and staff involved in event planning and execution 10 Logistic Preparing Food and Drink Offsite content Monitor the supply food and beverages Training first aid to all the staff Check out the content throughout the event Invite KOLs to the waiting room Review the script Media On Air PM All organizer support volunteer and audience Answer the question for each person 45 PM - PM 3:30 PM 5:30 PM PM 8:30 PM 8:30 PM PM 10:00 PM Open the buffet feast and exhibition Check ticket for audience Picking up and guide the audience to their seat Observe the whole stadium Close the buffet feast Clean up and prepare for the main show Tell MC to prepare Interview With the journalist and provide them information Create Emergency team to solve bad situations Serving Food and Drink Oversee activities and ensure details are handled as planned Working with the stage Director to run event smoothly Cleaning staff are on duty in corners of the stadium Meet and greet the collaborator Taking photo during the show and upload to the social media Announce ending, instruct guest to leave in order Clean up Handel the media Send Gift/ thank you letter Warp thing up Evaluate the statistics, activities, the 200 volunteers Logistic Volunteers HR Logistic 10 Media Media 10 Content logistic 20 Media End Show volunteers 15 Media Content present for the audience/guest/collaborator All Media 46 legacy of Kido group and post it on social media Program Evaluate Comments on the Performer (quality of show, off-stage personality) the Agent (honesty, cooperativeness, responsiveness) Audience (size, diversity, audience response to program) What might have impacted attendance? (calendar conflicts, weather, inadequate publicity, program appeal) Publicity (what worked, what didn’t) Do it again ? why? why not General comment Buffet of the event Time: 3:00 P.M - 5:30 P.M Time Activities 2:00 P.M - 2:45 PM Check all the setup again 3:00 PM - 5:30 PM Buffet feast 5:30 PM - 6:00 PM Close the buffet feast Clean up and prepare for the main show Note 47 Target participants:  20-year-old customers and older  Customers bought Early Bird - VIP package tickets Buffet’s menu: No Food Unit Quantity Note JAPAN Ramen - Soba Cup 10.000/each Sushi - Sashimi Box 10.000/each Tsukimi Dango (Japanese rice dumpling) Stick 10.000 Seaweed Soup Cup 11.000 Takoyaki Box 10.000 balls/stick KOREA Songpyeon Cake Box 10.000 Toraguk Soup Cup 8.000 Japchae Mixed noodles Cup 8.000 Jeon Fried pancakes Box 10.000 Youngyang Chaltteok Cake Box 11.000 Tteokbokki Spicy rice cake Cup 12.000 48 Kimbap Sea rice rolls Box 11.000 Odeng Fish cake Stick 12.000 VIETNAM Kinh Đô’s new mooncake series Slice 11.000 Kido’s ice cream (Merino, Celano) Stick/Cone 16.000 Cotton candy Stick 14.000 Rice ball sweet soup Cup 10.000 Nuggets sticky rice Box 10.000 DRINKS Water - Aquafina Cup 14.000 Soft drink - Xá Xị Chương Dương Cup 14.000 Oolong Tea Artichoke Tea Chamomile Tea Rose Tea Black Tea Mint Tea Cup 10.000/each 49 LECTURER’S COMMENT ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………… …………………………………………………… DISCLAIMER This is an imaginary plan for the sole purpose of case study Management of Event Operations subject, guided by lecturer Tran My Hai Loc, thus everything particularly mentioned within the plan wasn’t real and is not the official activity nor legality related to the actual operation of the brand or organization 50 ... fundamental details of the event proposal Sketch any crucial event details for the content department Brainstorm idea for event promotion and social media plan Content Manager An event proposal with basic... commercial, we also embrace social responsibility Vision: MORE FLAVOR TO LIFE Event description  Event name: Vọng Nguyệt  Event concept:  Main idea: Emerge into the future of technological advancement,... timeline  Pre event: year: 9/2021 - 9/2022  On air: 11/9/2022  Time Start: 15:00  Time End: 21:00  Event organizers contact details  Name of event manager: Nguyen Giao Son  Department: Event Management