PROPOSAL

OFFICIALGROUNDBREAKINGCEREMONYOFBERBERAPORT

BACKGROUND-Groundbreaking&DedicationCeremonyofBerberaPortThewasceremonymarkedthestartofconstructionofthefirstphaseofa400meters’quayand250,000squaremeters’yardextension,andgantrycranesandreachstackerstohandlecontainersandcargo.AsDPWorldwillinvest$442milliontorebuildthePortofBerberaandmanageitthrougha30-yearconcession.EventObjectiveThemainobjectivesoftheGroundbreaking&DedicationCeremonyofBerberaPortwasto

• CelebratetheOfficialGroundbreakingCeremonyofBerberaPort• PromotetheimportanceofthetripartiteagreementbetweenDPWorld,Somaliland

andEthiopia.• Raisetheprojectvisibilityandawarenessthroughthisremarkableevent.

PurposeofthisServicePackageThemainpurposesofthisservicepackagewereto

• Tosimplifytheeventmanagementplanningprocessandmaketheeventacompletesuccess.

• To outlines the steps to be taken and themeasures that can be implemented toprovideforasafeevent.

• RaiseawarenessoftheProjectandDPWorldvisibilityinSomalilandandtheHornofAfrica

OrganizationThiseventwasorganizedbyInspireGroup.

PRE-EVENTPLANNINGPHASE1 PHASE2 PHASE3 Build-upandLoad-in Operations Load-outand Breakdown

EVENTLOGISTICS&VENUEBearing inmind that the safety of the venue and preparation was obviously crucial to asuccessfuloutdoorevent.InspireGroup(IG)providedasafevenuewithaclearspantent,thatwas, a tent without center poles. These tent was best for both short and long terminstallations,eventsthatrequirelargeunobstructedinteriors,orwhenyouneedtheultimateinsafetyandstability.Thesetentwaswind-ratedstructuresthatwithstandweatherbetterthananyothertent.Itwasalsocapableofsuspendingweightfromtheframeworkforlighting,audio-visualapplicationsoranythingelseyoumaywanttohangfromtheceiling.Approachestothevenuewaswellsignpostedfromparkingareasandpublictransportpoints.

• VenueDesign• Selectionofcompetent

staff• Contractorsand

subcontractors• Constructionofstructures• Safedeliveryand

installationofequipmentandservices.

ManagementStrategiesfor:

• Media,Attendees,Transport,Welfare,FirstAid,Contingencies,Fire,MajorIncidentetc.

• Equipmentandservices

• Saferemovalofequipmentandservices

• RemovalofStructures• Rubbishandwaste

removal• Remedialworks• Debriefing

Inadditional,entrancesandexitswassufficientinnumbertoallowthedesiredrateofingresstoandegressfromthevenue.Anadequatenumberoffireexitswillbeprovidedinaccordancewiththenumberofpeoplelikelytobeaccommodatedinthetentatanyonetimeandfireextinguishersandemergencylightingmustbeprovided.BerberaPortFireFighterscanprovideuswithfurtheradviceinthisregard.Thistentwasairconditioned;itwasalsoabletowithstandwindsupto70mph.Thetenthasbeensecuredfromunwantedentry.Itwasalsoinclude:

ü RedCarpetü Directionalsignagelocationü Disabledaccessü Emergencyaccessandexitpointsü Entryandexitpointsü Eventmanagementareaü Firstaidpostsü Outdoormistfansü Fireextinguishersü VIPcocktailbarü GreensRoomforperformers(Troupes)ü ITEquipment–connection,projectors,screensü Kitchenorcateringfacilitiesü Locationoftemporarytoilets(includingdisabled)ü Lostandstolenproperty/Officerü Mediaareaü Parking(refertotrafficmanagementplan)anddisabledparking

StagesetdesignStagesetdesigncanbethedifferencebetweenagoodeventandagreatone.Butwhenyoupartner with Inspire Group there are no surprises and with the help of Naima Design &Embroidery,whichalsohaveawealthofexperienceinproducingcreativeandexcitingawardssetdesign.Wewillcreateunforgettableeventexperiencesbydesigningoneofthemosteye-catchingconferencesetsandbrandedbackdrops.Tokeeptheaudience'sattention,withoutdetractingfromthoseonstageandtomakethesettingoftheeventtrulystandout.

This set-upwasutilizeda full lengthbrandedbackdropandpodiumwithaunique stagingspace.Ourteamhasatrackrecordofdeliveringoutstandingeventexperiencesforthebiggestevents/conferencesinSomaliland.Seating and Stage arrangements Cabaret/BanquetRoundtableswith8or10gueststoatableRoundtableswithguestsseatedononesidesoeveryonehasaviewofthepresenter/s.Customsrelatedtoseatingarrangements,dressandeatingcanbeofgreatimportance.Anidealseatingstyleforattendeesisclassicseatingstylethatencouragesyourgueststointeractwith one another and choose centerpieces carefully as these can block the flow ofconversationatthetable.

DignitaryorVIPSeatingDefinition:AdignitaryorVIPwasconsideredsomeonewhoholdsahighrankorofficeandwhowillbetreatedwithspecialcourtesy.DignitaryorVIPcategoriesinclude:TheVicePresidentofSomaliland,ChairmanofDPWORLD,Ethiopiandelegation,MembersofSomalilandParliament,GovernmentMinisters,OppositionLeaders,OfficialrepresentativesandAmbassadors,HighCommissioners,GovernorsorConsulGenerals,Relevantseniorpublicservants,communityandreligiousleaders.Forthisofficials,wecoveredtheirarrivalanddepartureneeds,aswellassecurityneedswhilein the event space. As the seating arrangements for all official functions has been thedeterminingprotocol. ItwasimportanttoinvitethedignitaryorVIPasearlyaspossibletoensurethattheyareavailable.Wealsoreviewedandverifiedtheguestlistandassignanorderofprecedencetoeachperson.Themostimportantdignitarieshasbeensittingonthehost'sorhostess'srightandthehighest-rankingparticipantwasalwaysbeseatedattheheadtableortableswiththehostorhostess.VIPnotseatedattheheadtablewasplacedsothatthemostimportantdignitariesareclosesttotheheadtable.Thepositionofhonorateachtable,alsoknownasthehostorheadofthetable,wasseatedwiththeoptimalviewofthelecternorstagewheretheprogramwilltakeplace.The“hostofthetable”couldbethePresidentorthechairmanofDPWorld.Wealsorolledouttheredcarpetto leadVIPdignitariestotheseatingarea.ProtocolProtocolwasthecustomsandregulationsdealingwithdiplomaticformality,precedenceandetiquette. It means following correctprocedurestomakesurethatthisofficialeventwas planned and conducted in accordancewith a set of rules that were accepted andexpectedbytheOfficeoftheChiefofProtocolof the Somaliland Presidential Palace. Ourteamhasbeenfollowingprotocolaccordancetocreatepositiverelationsandoutcomes.Forexample, themost senior personas from theDPWorld-BerberaandBerberaPortAuthoritywill meet any dignitaries or VIPs when theyarrive,andaparkingspacewillbeprovidedforthem.ProtocolsduringtheeventAsweinvitedtheVicePresidentofSomalilandtotheevent,therewereseveralprotocolsthatweneedtoobserveduringtheevent:themostseniorpersonfromDPWorldmustmeetthePresident,andaccompanyhimatalltimesduringtheevent.

ü aparkingspacewasprovidedfortheVicePresident,DPWorldChairman,EthiopianDelegation,theMinistersandotherdignitaries.

ManagingpeopleCrowdsafetyatthiseventwasrelatedtospace,theattractionsonoffer,theenvironment,surroundings and effective management of human behaviour. Although compliance withregulationsandtheapplicationofstandardsofbestpracticecangoalongwaytoensuringsafe venues and activities, but the most difficult factor to manage at events is humanbehaviour.Ourstaffwillmanagethebehaviouroftheattendanceattheeventtopreventasfaraspossiblecrowdrelatedaccidents/incidentsandwillensureenjoymentoftheevent.Atthisstagetomakeadistinctionbetweencrowdmanagementandcrowdcontrol.AsCrowdcontrolwillonlyberequiredwhenproblemsareencountered.Butthecrowds’problemswillbepreventedorquicklyresolvedwhenallaspectsofcrowdmanagementarewellorganized.Aneffectivecrowdmanagementaddstotheenjoymentoftheeventandcanreduceriskofinjury.Thekeycomponentsofacrowdmanagementsystemare:

ü Cleardirectionsbytofacilitatedinstructions,signageandwaymarking.ü Easeofmovementbyallowingsufficientspaceperperson.ü Easeofescapebyensuringthereareevacuationproceduresandsufficientexits

leadingtoaplaceofsafety.LightingLightingwaskeytoeventsuccess.Ourlightingkitwillconsistofavarietyofdifferenttypesoflighting including uplighters, spotlights and other equipmentwhich,when combined by alightingdesigner,transformseventheblandestvenue.Thekeyfocuswasobviouslythestage,andthatwaslitaccordingly.Weensuredthatallspeakersareappropriatelylitonstagewithspots.Anadequateemergencylightingsystemwasalsoavailableasabackupifthenormalsystemfails.Particularattentionhasbeengiventoclearilluminationofexitsanddirectionalsigns,whichindicateescaperoutesandclearlightingofentryandexitrampsandstairways.ElectricalsystemsAselectricalinstallationsforone-offevents,particularlyoutdoorevents,canbecomplicatedandextensiveandwasdefinitelyajobforanexpert.Onlyelectricalequipmentdesignedforoutsideusewasprovidedatoutdoorevents.Regardingthepositioningofcables,theyburiedtoprotectthemfromdamageandpreventtriphazards.Wherethiswasnotpossible,cableswillbecoveredwithsuitablemattingorwheretherewasariskofvehiculardamagehasbeenprovidedwithadditionalsheathingorroutedandsupportedoverhead.Againprofessionalhelpwasessential.Soaqualifiedelectriciancheckedgenerators,includingthose, which have been brought to the venue by other persons such as caterers.Wherenecessary, they properly earthed and located away frompublic areas or surroundedwithappropriatebarriers.

AudiovisualandEquipmentThiseventrequiresaudiovisual;weconsideredthetypeofequipmentneededattheevent.Indoing so, we needed to hire special equipment. This could include: lectern, microphone,audiovisualsystem.AstherearedignitaryorVIPthatspeakingatthisevent.Wemakedsuretotestallequipmentbeforetheeventcommences.PhotographyWealsohireaphotographertorecordtheoccasion.Asthisanimportantevent,whichhasahistoricalsignificance.suchasbuildingopenings.PrintMaterialsPrintMaterialsincludedmenucards,programs,placecardsandtablenumbers.Printmaterialshasbeenusedtobrandyoureventandcommunicateyourmessagetoguests.EnvironmentalissuesIssues of public health at this event such as: food hygiene, sanitary and drinking waterprovisionandnoise/airpollutionwill be closelymonitoredbyourOperational Team.TherelevantSomalilandHealthAuthoritiesandourEnvironmentalHealthOfficerwasresponsibleforallissuesrelatedtofoodhygieneateventcateringconcessions.LitterandwasteWemakedarrangementsforthecleaningofthevenuebefore,duringandaftertheevent.Arrangeforadequatelitterbins/refusecollectionpointstobepositionedontheapproachesandthroughoutthevenue.Wealsoensuredinparticularthatsufficientbinsarelocatedinthevicinityofcateringoutletsasthemainaccumulationofwasteontheeventsiteusuallyoccursaroundcateringconcessions.Atallphasesoftheevent,wekeptthevenuecleanandtidyaidinthepreventionoftripsandfalls.SiteplanWeproducedasiteplanoftheeventandisessentialforevent management andprogramme. The site planwillbeeasytointerpret,andcan be distributed to keystakeholders for setting upthe event. It is also aninvaluable tool in anemergency.

CATERING/FOODOurteamwillensurethatallcaterersoperatingontheirbehalfarereputable,theirstaffareappropriatelytrainedandfoodhandlingandpreparationtechniquesaresafe.Thesuppliersofcateringoutletswillhavethefacilitiesrequiredinordertopreventthecontaminationoffood.ThemainconcernsoftheMedicalOfficerinrelationtofoodsafetyaretheprovisionof:

Wewillprovideaplatedmealwiththree-course.Thismenuwillbeincludingthefollowing:AppetizersandSaladsLettuceSaladoptions(e.g.,Caesar,Spinach,mixedgreens)FruitSalad(berries,melonsandpineapples)Soup(twooptions)EntreesChicken(Grilled/Breast,Legs)Lamb(Grilled,RoastwithGarlicandFish(GrilledorFinger)Sidesincludevegetable,potato,pastaorrice.Dessert&Refreshments(SelectOne/Two)AppleCobblerCarrotCakeCheesecakewithStrawberrySauceChocolateLayerCakewithRaspberryCoulisPiewithIceCreamsFreshlyBrewedCoffee,DecaffeinatedCoffee&TeaBeveragesAssortedsoftdrinks(dietandregular)BottledWaterAssortedbottledjuicesCoffee,decaffeinatedcoffee,tea

ü suitable,sufficientandeasilycleanable:surfacesforthepreparationoffoodcooking

equipment,utensilwash-upfacilitiesü staffhandwashfacilitieswhichareseparatetofoodpreparationü hot(>63C)andcold(<5C)holdingfacilitiesü temperaturechecksandmonitoringü storagefordrygoodsü removalofrefuseü supplyofpotablewaterandpowersupplyü separatesanitaryfacilitiesforcateringstafftoinclude:washhandbasinwithhotandcold

waterantibacterialliquidsoappapertowelsforhanddrying

MEDIAInspireGroup(IG)hasaclosepartnershipwithHCTV,SAABTVandhaveallothermediaoutlets(TVsandNewspapers,andWebsites)atourdisposal,onneed-by-needbases.TogiveyouanideaofInspireGroup’scloserelationshipwiththemedia,wehad9SomaliTVslive-streamingtheDebate.Asaresult,theDebatewaswatchedbyanaverageof10milliontotalTVviewersanditisestimatedtobethemost-viewedprogramtelecastofalltime.TelevisionNetworksandothermedia -all theSomaliTVstations,and internationalmediawhereapplicable,includingthegovernment’s“SLNTV”airedtheeventlive.WeprovidedLiveCoveragetoHCTVandSLNTV.RadioHargeisa,theonlyradiostationinSomalilandalsoairedtheevent.Finally,thelocalwebsitesandYouTubewasusedtopromoteandairtheevent.Thedayaftertheevent,allthelocalnewspaperswillalsocarrytheevent’snewsontheheadlines.SOCIALMEDIAInspireGroup(IG)TogiveanexampleoftheoutstandingSocialmediacampaignduringtheSomalilandDebate,wehavelivestreamedthedebateonbothFBandYoutube,andhadSocialMedia team live-tweeting the Debate to millions of twitter users around the globe.Additionally,accordingtoTwitter’sstats,theDebategenerated2.9millionimpressionsandalmost100,000clickstoourcontent.WedidsimilarexerciseforthesuccessfulSomalilandAwardseventwehaveorganizedinAugust2018.Social platforms are more effective than others among Somaliland and internationalaudiences.WewilldosomepromotiononFacebook,Twitter,andtheeventwillwellcovered.Facebook–Wehavesharedeventupdates,engagefollowers,andcreateeventpages.Wetargetedyourmessagingtospecificgroupsusingpaidpromotion.

Twitter–Weusedpostsandaneventhashtag tobuildexcitementbeforeandduring theevent.Ifwepostanythingrelevanttothisupcomingevent,weincludethehashtag.Addittoallofour social account. And don’t stop there — we promoted the hashtag on all othercommunication channels. These include the event website, promotional emails, printmaterials,andmore.EventstaffTherearemanytaskstobeundertakenandservicestobeprovidedduringthisevent.Theidentification,trainingandmanagementofspecificgroupstoundertakethesetasksistheresponsibilityofInspireGroup.Themanagementstructureforaneventcandifferbetweentheplanningstageandtheoperationalstage.Tomanagetheoperationalaspectsofthisevent,InspireGroupwillestablishaneventmanagementteam,includingEventManager,OperationalandSafetyofficers.Therewillbenoduplication,overlapsorgapandanydoubtsaboutwhoisresponsibleforwhatwillbeopenlydiscussedinpre-planningmeetingssothatnopotentiallydangerousassumptionsaremade-responsibilitiesmustbeexpressedexplicitly.Thefollowingeventmanagementorganizationalstructure/sampleshowstherelationshipwiththekeystatutoryagenciesforeventplanningandemergencyresponsepurposes:OperationalOfficerTheeventcontrolleristhepersonappointedbytheeventorganizerwiththestatusandauthoritytotakefullresponsibilityforallmattersrelatingtotheoperationoftheevent.Someofthedutiesattachedtothispositioninclude:•Havingoverallresponsibilityforthemanagementoftheevent.•Ensuringtheeventisstaffedbyasufficientnumberofcompetentstaff.•Ensuringeffectivecontrol,communicationandco-ordinationsystemsareinplace.•Ensuringthatadequatemeasuresareinplaceforthesafetyofallpersonattheevent.•Initiation,liaisonandmanagementofemergencyactionifnecessary.StewardOfficersInspireGroupisresponsibleforensuringthatanadequatelevelofstewardingisprovidedforanevent.AStewardOfficerwillhaveresponsibilityforthemanagementofeventstewardsin

DP WORLD

Inspire Group

OperationalOfficer

Additionaleventstaff

StewardOfficers

MedicalOfficer SafetyOfficer

BerberaPortAuthority

BerberaLocalGovernment

designated areas. Inspire Group Event stewards are the eyes and ears of the eventmanagementteamandtheirtrainingandknowledgeoftheevent/venuearecriticaltothesmoothoperationofaneventandthesafetyofallpersonsinattendance.Allstewardswillbeprovided with readily identifiable coats or bibs in safety colour e.g. orange or yellow orcombinationsofboth.Pre-eventbriefingswillbeheldpriortotheeventtoensurefamiliaritywithlayoutofvenue.MedicalmanagerInspire Groupwill appoint a competent person to take responsibility for the provision ofmedical/first aidandambulanceassistance, asappropriate, to those involved inanevent,includingevent staffandmembersof thepublic. In this case,MedicalManagerwillbeanofficerfromtheSomaliland’sMinistryofHealth,regionaloffice.Wealsotoprovideanumberoftrainedfirst-aiders.InspireGroupwillseekanassistancefromElmiMedicGrouptoprovidefirstresponsemedical,firstaidandambulancepersonneltotheevent.SafetyofficerAnoverallsafetycoordinatorwillbeappointedfortheevent.He/shewillbeinvolvedintheeventfromtheinitialplanningstagesthroughtobuildupandteardown.ThisisakeyroletoensurethatthereisacommonunderstandingofInspireGroupsafetypolicyandprocedureswhendealingwithsafetyandemergencyresponsepersonnelsuchaseventstewardsand/orsecurity personnel; emergency services representatives, contractors, sub-contractors andperformerrepresentatives.Someofthetasksundertakenbythesafetyofficerinclude:•Actassafetycoordinatorinrelationtosafetymattersandhaveoverallresponsibilityforallaspectsofsafety•Ensurethatsuppliersofequipmentcarryoutpre-eventsafetychecks•Bepresentduringtheeventtomonitorandmanageallthesafetyarrangements•Advicetheeventcontrollerontheinitiationofemergencyprocedures.AdditionaleventstaffConsiderationshouldbegiventothestaffingofsucheventancillaryfacilitiesas:•Informationservices•Mediainformation•LogisticscompoundsCommunicationsEventscommunicationsincludetheprovisionofinformationtothepublicandefficientoperationalsystems to communicate with event staff in both routine and emergency situations. Inadditiontotheuseofcommunicationequipmentkeypersonnelwillconductregularon-sitemeetingstoresolveissues,whicheffectthesmoothoperationoftheevent.

ThisguidewasforOfficialGroundbreakingCeremonyofBerberaPortanditswasproducedbyInspireGroup(IG).Thisdocumentdemonstratesarangeofissuestoconsiderandresourcestouse.Itincludesaguidetosimplifytheeventmanagementplanningprocessandmaketheeventacompletesuccess.