Helping Hearts Music Concert

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INDEX

Event description 2

Event overview 3

The talent Norah Jones 4

Anoushka Shankar 5

Kanye West 6

Jackie Chan 7

Objectives 8

Event management

Venue 9

Event layout-indoor 10

Licenses and permits 11

Marketing 12

Financial control 13

Risk management 17

Event staging 19

Safety and security 20

Operational plan

Organizational chart 21

Event committee structure 22

Preliminary run sheet 23

Contingency plans 24

Evaluation 26

References 27

Helping Hearts Music Concert

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EVENT DESCRIPTION

Event name: “Helping Hearts Music Concert”

“Service to mankind through helping hearts”

Event Type: Music concert – Fundraising Event

Location: Esplanade – “Theatres on the Bay”, Singapore

Date: 18th June 2009

Duration: 3 hours

Timescale: 7 pm to 10 pm

Helping Hearts Music Concert

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EVENT OVERVIEW

We plan to hold a musical concert with renowned artistes

Norah Jones, and her half sister, sitar exponent Anoushka

Shankar and Kanye West.

This concert is a fundraising event in aid of the typhoon

victims in Myanmar

This shall be a three hour concert.

The concert shall be divided into three acts.

A solo performance by Anoushka which shall be followed by

her half sister – Norah Jones, after which Kanye West shall

perform a solo act.

The last part shall be a session with Anoushka, Norah Jones

and Kanye West altogether.

All three artists have different genres of music and it will be a

once in a lifetime experience to be there to witness a mix of

classical, contemporary as well as rap music.

The latter half of the show shall consist of fusion tracks

composed by Kanye West for all the three artists.

The end of the show shall have popular superstar Jackie

Chan come and speak to the audience for a 10 minute

period, as well as give the vote of thanks and appeal to the

public regarding helping the typhoon hit victims.

Apart from collecting funds from the sale of tickets, we have

also decided upon another strategy.

o Members of the staff shall be given donation cards to

distribute among the audience.

o Each donation card has 56 scratch dots.

o The members of the audience need to scratch one or

more dots and then pay the total of the amounts that

are revealed ($20 to $50 per dot).

Interested parties could pay by cheque in the name of the

fund.

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THE TALENT

NORAH JONES

Norah Jones (born Geethali Norah Jones Shankar on March

30, 1979) is an American singer-songwriter, pianist,

keyboardist, guitarist, and occasional actress of Anglo-

American and Indian-Bengali descent. She is the daughter of

famed sitar virtuoso Ravi Shankar and half-sister of sitarist

Anoushka Shankar.

Her first album Come Away with Me sold over 22.5 million

copies worldwide and received five Grammy Awards, with

Jones winning "Best New Artist.

Jones has become one of the most successful recording

artists of the decade(since 2000), racking up sales of more

than 16 million records in the US and 36 million records

worldwide

Helping Hearts Music Concert

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ANOUSHKA SHANKAR

Anoushka made her recording debut at 13, appearing on

the album In Celebration, a tribute to the works of Ravi

Shankar, her father.

Two years later she made her debut as a conductor on her

father's Chants Of India album produced by close family

friend, George Harrison.

In 1998 the British Parliament awarded Anoushka with a

House of Commons Shield, making her both the youngest

and the first female recipient of that high honor.

Helping Hearts Music Concert

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KANYE WEST

Kanye Omari West, born June 8, 1977) is a ten-time Grammy

Award-winning American rapper, record producer and

singer.

West gained fame by producing hit singles for musical artists

including Jay-Z, Alicia Keys, and Janet Jackson.

West's style of production often utilizes pitched-up vocal

samples, usually from soul songs, with his own drums and

instruments.

Kanye West has started the "Kanye West Foundation" in

Chicago, IL in 2003.

In 2007, Kanye West was recognized by AAE as the fifth best

Black Celebrity Philanthropists of 2007.

Kanye West has appeared and participated in many

fundraisers, benefit concerts, and community work that

include the Hurricane Katrina Fundraiser, Kanye West

Foundation, Millions More Movement, 100 Black Men of

America, Live Earth concert benefit, World Water Day rally

and march, and Nike runs.

West contributed to a CD compilation benefiting victims of

Hurricane Katrina.

Helping Hearts Music Concert

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JACKIE CHAN

Action star Jackie Chan is an enthusiastic supporter of

charities including UNICEF, Operation Smile and his own

Jackie Chan Charitable Foundation, last year saw Chan

using much of his spare time to visit the remotest parts of

China on his Dragon’s Heart Charity Missions.

In February of 2008, the Rush Hour star was on hand to

donate 450 down coats to The Salvation Army for victims of

the China snowstorms, and since 2004, Jackie’s charity has

built 20 Dragon’s Heart Schools, providing education to some

of China’s poorest citizens.

Jackie founded the Jackie Chan Charitable Foundation in

1988 to help young people in a variety of worthy causes,

including medical services, aid to victims of natural disaster

or illness, scholarships and youth activities.

Jackie is currently a UNICEF and UNAIDS Goodwill

Ambassador.

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OBJECTIVES

The latest estimates provided by the International Red Cross

indicate that a possible 100,000 people or more are dead

after a devastating typhoon decimated areas like Yagon, a

large city in the country of Myanmar/Burma on May 2nd,

2008. Despite ongoing international endeavours to support

those dealing with the aftermath of Cyclone Nargis,

thousands are left with absolutely nothing, not even their

families.

Our main objective of holding this event is to collect funds for

the victims of the Typhoon in Myanmar.

We wish to collect a total of 3 Million SGD in aid of those

affected.

This shall be including the sale of tickets and through the

donation cards.

These funds shall be after deducting the expenses that incur

during organizing the event.

We wish to reach the required public and create awareness

about the plight of people in disaster stricken areas.

Another reason for organizing this show is to create a unique

event that shall be the talk of the town for days to come.

Helping Hearts Music Concert

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EVENT MANAGEMENT

VENUE

Esplanade – Theatres On The Bay is a new and visually

spectacular Performing Arts Centre designed to be premiere

venue for local and international world class performances in

the 21st century.

It is located on six hectares of waterfront land alongside

Marina Bay near the mouth of the Singapore River

The Concert Hall is able to comfortably seat 1,600 people

over four levels in an intimate setting.

Types of seats include Stalls, Foyer stalls, and Circles 1, 2, and

3.

There are another 200 seats in the choir stalls behind the

concert hall stage, which may be converted into Gallery

seats for an additional 200 people.

There are also four exclusive VIP Private Boxes, which provide

a close-up view of the performances.

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EVENT LAYOUT-INDOOR

AUDIENCE

We expect the entire hall to be filled up to the limit – 1800

people.

Our target audience are not the middle class people but the

higher income group.

We are targeting not only local Singaporeans but the

international public as well.

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LICENSES AND PERMITS

We shall need a permit from the Media Development

Authority (MDA) for an Arts and Entertainment License.

We shall also need to get the promotional videos certified by

the Media Development Authority Licensing Services (Films

and Publications)

We shall need to get the artists to Singapore on a Social Visit

Pass.(SVP)

Since we are holding a fundraising event, we shall need to

apply for a permit from the Singapore Police Force.

We will also need to obtain licenses for use of outdoor

advertising and signage, fire and safety issues, electrical

supply installation, sale of food, drinks and merchandise.

We shall need to approach the management for the use of

the venue.

We may need permission from the government and the

foreign ministry as we plan to bring in foreign artists into the

country to perform.

We shall need to take license from the Ministry Of Manpower

(MOM) as this event shall need a lot of manpower.

The guidelines put down by the Ministry of Finance (MOF)

shall need to be followed.

A permit is required for printing or publishing a newspaper in

Singapore at regular or irregular intervals

We shall need to consult with a legal advisor on the other

laws and permissions needed to hold such an event.

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MARKETING

We shall start up a website specially designed with the whole

event in mind.

Online and advance bookings will be able to be done

through this website.

We shall also put up information regarding the event on

other websites, like the official Singapore Website.

We shall print and distribute newsletters among the public.

Flyers shall also be available for the public.

We shall put up posters of the event at notice boards outside

MRT stations and centres.

Hoardings shall also be put up at Orchard Road, Clarke

Quay and at the airport.

We shall put up promotional videos about the event and the

artists as well as the cause on our website and on YouTube as

well.

We shall have pull page newspaper advertisements in “The

Strait Times”.

Hoardings shall also be put on buses and at the MRT Stations

and trains.

Interviews shall be given on radio and local channels

regarding what exactly we plan to do and what we want to

achieve through this.

We shall put up advertising banners on the Homepage and

Events Calendar of the SISTIC website, one month before the

event so that customers get awareness about the event.

We shall put full page advertisements in the SISTIC

Entertainment Guide – copies of this full coloured guide will

be distributed at 100 locations including SISTIC Authorized

Agents, selected hotels, music and bookstores, cafes,

restaurants and to the entertainment media.

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FINANCIAL CONTROL

Presenting sponsor Co-sponsor

Partners

Community partner Supporter

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Contributors

Official media

Helping Hearts Music Concert

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EXPENSES

Venue: 20,000 SGD

Management Fees: 100,000 SGD

Operating Costs: 70,000 SGD

Staff: 80,000 SGD

Marketing: 50,000 SGD

Licenses: 15,000 SGD

Safety and Security: 25,000 SGD

Transport and other services for the Artists: 30,000 SGD

Sound and other systems: 20,000 SGD

Setting Stage: 22,000 SGD

Cleaning: 10,000 SGD

Insurance: 200,000 SGD

Workman’s compensation: 50,000 SGD

Contingency Cost: 69,200 SGD

Total Cost: 761,200 SGD

Public Liability Insurance – to cover any mishap that may

happen.

Workman’s Comp – insurance coverage for the employees.

Helping Hearts Music Concert

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REVENUE

Tickets: 2,670,000 SGD (expected)

Fund raising Cards: 1,000,000 SGD (expected)

Total revenue: 3,670,000 SGD

Fundraising

We plan to give 90% of the earnings towards the victims of the

typhoon.

The target that we aim to achieve is a minimum of 3,000,000 SGD

Control systems – cash handling

Our finance team shall handle all the accounts and

transactions.

The tickets shall be sold through SISTIC, and the money shall

be directly debited into the fundraising account.

The funds (cash) collected on the day of the event shall be

put in a safe.

The cheques shall be put in the bank the next day and shall

be kept along with the cash.

Each and every transaction – expenses as well as the money

earned, shall be recorded and audited.

We shall make sure there is no scope of any kind of fraud or

mishandling at all.

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Single ticket prices

Category 1 – $ 2500

Category 2 – $ 2000

Category 3 – $ 1800

Category 4 – $ 1300

Category 5 – $ 800

Category 6 – $ 500

RISK MANAGEMENT

Identification of risks and hazards

Financial Risk – unforeseen costs, lower than expected

revenue, high exchange rates, current financial crisis and

cash flow problems.

Technology Risks – Problems with the sound system,

computer issues like loss of data.

Fire and evacuation

Crowd Control

Safety and Security Risks

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Assessment of risks and hazards

We could have financial problems if the budget goes out of

hand and due to the current economic situation people

have less disposable income.

This can be a major problem, because if something goes

wrong during the concert the whole show would get spoilt.

Impact would be very serious. But the venue has been

specially designed and the possibility of a fire or any such

occurrence is very minor.

This is a major problem as we expect atleast 1000 people at

the show. Traffic issues may arise.

The possibility of accidents occurring is not so high but one

needs to keep terrorism and the safety of the stars in mind.

Management of risks and hazards

We shall need to prepare a contingency budget so that we

can make sure there is no issue regarding cash or any other

financial issues. Since this is a fundraising event, we shall not

have to pay a lot of tax and should be able to get some

concessions from the government.

The nerve centre – the main control room shall monitor each

and every activity that takes place. The sound and light staff

shall be coordinating with each other all throughout the

event.

An Emergency Response Plan has to be established so that

in case of such a situation the employees are mentally

prepared and there is no confusion.

We shall use promotional materials and ticketing processes

to advice the audience on transportation and options for

parking.

The security shall be very stringent at the event. Police

patrolling shall also be done.

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Incident reporting

Every member of the team needs to be familiar with the

process of writing an incident report card.

An incident report card needs to be completed for each

and every problem.

EVENT STAGING

The main benefits of choosing Esplanade as the venue is that

all the services are provided by the venue authorities itself.

Since there are a large number of people expected for the

show, there shall be a large number of vehicles and thus

would create a problem for the traffic.

We shall need assistance from the traffic police in lieu of this

issue.

Extra parking space shall need to be provided for.

We shall need to make sure that parking attendants are

properly trained.

Proper directions and signage to the venue need to be put

up.

We shall make sure that there is wheelchair access and extra

staff are employed to help the invalids if needed.

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SAFETY AND SECURITY

Safety of the event audience

We have taken precautions for any kinds of hazards that

may arise during this event.

A contingency plan has been developed as well.

Wheelchair access and special parking for the disabled has

been provided for as well.

Safety and security of performers, VVIP’s, etc.

We shall take special clearance from the government for the

security of our Artists as well as our VVIP’s.

Special bodyguards shall also be assigned for the same.

The VIP area shall be cordoned off so that no one without

authorization shall be allowed to enter.

There shall be special backstage passes and only those with

valid passes shall be allowed backstage.

Security shall be told beforehand to be on the alert for

trespassers and fans who may bother the stars.

No random journalists shall be entertained.

Press passes shall be passed to the ones who have permission

and only they will be allowed in.

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OPERATIONAL PLAN

Organizational chart

EXECUTIVE COMMITTEE

Technical Team

Operations/Facilities

Committee

Administration

Finance

Marketing

and Public Relations

Sponsorship

Safety and Security

Fundraising

Helping Hearts Music Concert

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Event committee structure

Executive Committee

o Board of Directors

Finance and Fundraising

o Finance Manager

o Fundraising Manager

o Finance Controller

Administration

o Administrative Head

Operations/Facilities Committee

o Operations Manager

o Logistic Manager

o Cleaning and Waste manager

Technical Team

o Artistic Director

o Technical Director

o Stage Manager

o Choreographer

o Floor Manager

o Lighting Designer

o Lighting Operator

o Sound Designer

o Sound Operator

o Venue Manager

Marketing and Public Relations

o Marketing Manager

o PR Manager

o Customer Service Head

Sponsorship

Safety and Security

o Security Head Officer

o Parking In-charge

o Crowd manager

o VIP Security Head

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18:00 HRS – Doors open. Audience can start coming in.

18:30 HRS – Sound Check and stage check.

18:45 HRS – Artists arrive.

19:00 HRS – The Concert Starts with Anoushka Shankar

19:30 HRS – Norah Jones Solo.

20:00 HRS – Kanye West Solo.

20:30 HRS – Entrance: Jackie Chan.

Staff start distributing Donation Cards among the

audience.

He explains how the process works.

21:00 HRS – Last Act: The three artists together.

21:45 HRS – Jackie Chan on stage again. Speech.

22:00 HRS – The performers on stage with Jackie Chan.

Vote of Thanks

End of show.

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CONTINGENCY PLANS

Weather

The show is going to be held indoors, so the weather is not an

issue.

Heavy rainfall may cause traffic congestion, but that is very

doubtful.

The traffic police shall be informed and routes shall be

diverted so that the traffic can be managed easily.

Fire

The venue – Esplanade – has been made in such a way that

there are smoke detectors and all safety precautions taken.

The venue staff, as well as our own staff, are going to be

primed about what to do in case of an emergency situation.

A fire drill shall also be performed to check how long the

whole process would take.

Accidents

There shall be a doctor on call in case of an emergency.

First Aid shall be available on site as well.

The paramedics will be told in advance so that they can be

prepared in case they are needed.

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Crowd Control

There shall be directions put up for motorists to know where

the venue is.

Proper signage shall be put up everywhere.

Parking signs shall be put up outside as well.

We shall also have attendants who will be available at all

times to help those who need any kind of information and to

keep the crowd moving in the right direction.

Bomb threat or other security incident

The possibility of such an occurrence is minimum, as the

security shall be very tight.

The Singapore police force is one of the best and such issues

would be very uncommon.

Even so, we have a Standard Operating Procedure (SOP) so

as how to react under such circumstances.

The Police and other authorities shall already know about the

event and there shall be armed security outside as well.

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EVALUATION

The success of our event, “The Helping Hearts Music

Concert” shall be evaluated upon whether we reach our

target – 3 million SGD.

The finance and fundraising team shall be the ones who will

handle the total accounting for all the funds collected.

We hope to generate a lot of media attention through our

fundraising efforts.

We shall collect feedback regarding the event, and be able

to use it for research purposes.

This event should help the organization make valuable

contacts.

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REFERENCES

http://en.wikipedia.org/wiki/Norah_Jones

http://indihot.com/music-news/jethro-tull-band-and-

anoushka-dedicate-concert-to-mumbai-terror-victims.html

http://www.justfundraising.com/cyclone-nargis-relief-

fundraiser/index.cfm

http://www.sso.org.sg/Portals/24/images/foyer-stall.jpg

http://en.wikipedia.org/wiki/Esplanade_-

_Theatres_on_the_Bay#Facilities

http://www.anoushkashankar.com/_flash.php

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planade5Edit-vi.jpg

http://en.wikipedia.org/wiki/Kanye_West#Hurricane_Katrina_

fundraiser_controversy

http://www.looktothestars.org/celebrity/492-kanye-west

http://www.looktothestars.org/celebrity/80-jackie-chan

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Helping Hearts Music Concert

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