Also a forecast of the Facebook posts to upload during this last week was made. Krysta is taking care of the wording of each post while I've been providing information that should be included in each post.
A list of all the aspects included in the festival was done so that during this last week before the event everything would be under control.
Also a forecast of the Facebook posts to upload during this last week was made. Krysta is taking care of the wording of each post while I've been providing information that should be included in each post.
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For the bands to be able to create their individual Facebook events, a cover photo for each band was designed according to the brand guidelines. The cover photos were sent to the bands and some of the bands started creating their individual events. Cover Photos Design: HeadlinersAfter contacting Airport Impression with their cover photo they told us they will not be creating an event since they've just had a concert, however, an artwork was created to be used as a post both on Tikka Buzz Facebook event page and also on their Facebook page. Also they are going to send a couple of invited themselves for our event.
As to be as professional as possible in the organization of the event we created tags for the crew, vendors and performers taking part of the event so as to be distinguished from the rest of the crowd and also to serve as a pass when entering the school premises. The tags was agreed with the branding team that thy should be ordered with the tags needed for the rest of the exhibition, despite the agreement we were ignored on this matter and we were left without tags. However, I visited CopyClub near the university of Malta and we were given a great discount on the tags which only cost us 0.40c each resulting in a €20 cost for all the 40 tags needed. The design of the tags was kept quite simple, showing the logo for Tikka Buzz and underneath a title according for whom the tag is (crew, vendor or performer). The printing of the tags was also a sponsored.
Due to other events, Roots & Kuya & Co. cancelled their participation at Tikka Buzz as food vendors. However, the food stall and bar will be taken care of by Malta Bbq that will cater for the whole event.
In the last few weeks a number of post where created on the event Facebook page so that to keep the audience interested and excited for the event. The number of attendees keeps increasing with every post.
Due to the possible crowd of people gathered at the event, we thought of having an ambulance in case of any emergency. Mr. Theuma first got us a quote that would cover the whole duration of the event, however due to a tight budget we decreases the number of hours to when we expect to have a numerous crowd of people. The cost of the ambulance will be covered by the space rent fee of the Malta Bbq Food stall.
We visited Why Not? shop in sliema and spoke to Jade about the items that we will need to rent from the shop. We contacted her via email for her to provide us with a quote of the total amount of money needed to rent the items.
We agreed that the items will be collected on the 1st of July. On the 17th June, we visited Av Warehouse at Haz-Zebbug and had a meeting with Paul, the managing director of the company to speak about the setup of the sound equipment on the day. He explained that he will bring 4/5 monitors and liners for the day, together with 2 people working with him and a sound man which will cost us a total of 400 euros.
Due to previously telling us that the cost will be a full sponsorship we went ahead and talked to Mr.Theuma and he contacted Paul himself to arrange a better deal for the sound system. Also the fee will be covered from the school's end. As this event is targeted especially towards students from our institute, we made a special post to invite students to join us as we celebrate the end of another scholastic year together.
Food Stalls
ROOTS - After the meeting we had with the owners of Roots, they told us that they were very interested in joining us on Saturday 4th July with their vegan / vegetarian food truck. Martina and I agreed that a total of 150 euros was to be paid as deposit, and then 100 euros will be paid on the day of the event. Roots will be confirming this and paying the deposit by this week, Friday 19th June. KUYA & CO - Since one of the two brothers, managing Kuya & co food truck attends Mcast Art & Design, we asked him if he would join us on the day, but he still has to give us a final response, since the business is very busy during the month of july. MALTA BBQ - Malta bbq was very interested in joining us on the day too, and the owner is coming to the institute on Thursday 18th June to see the area and confirm the deposit. Bar For the day, we have decided to ask the food vendors to sell any drinks themselves, so that we don't hassle with the problems of an external bar. Once foodstalls are confirmed, the drinks will be confirmed too. On the other hand, P.J said that we had leftover drinks from the Tikka bbq grill fundraising event that was organised earlier which we can use for the day. Also, I spoke to lorna from media and she told me that farsons will be sponsoring them for drinks on another day, so she contacted them to give us a bit more drinks for Tikka Buzz but they refused to do so. After receiving a number of 17 applications from different local bands, we decided to create the line up for Saturday 4th July, keeping only 12 participants for the event. The event will start from 4pm with the jamming sessions, having a number of bands and artists in between such as headliners Airport Impressions and ending with Binomial, a student dj, from MCAST Art & Design. Our list was created on first come first served basis, as we had to eliminate those who have sent their application forms after the deadline due to limited places. The official set list was designed, which was later posted on the Facebook page event of Tikka Buzz to increase more interest amongst the attendees. The confirmed bands were contacted via e-mail, and a meeting with the bands will be held on Wednesday 1st of July at 5 p.m at the Institute of Art & Design to go over the final details of the event.
Change of name
The event was changed from Tikka chillout & jamming area to tikka buzz. The reason behind this change was that tikka buzz is easier to remember, more catchy and since the target audience are students, we wanted to find a cooler name. Choosing the bands After receiving a total of 17 application forms, we decided to minimise the options to 12 slots, on first come first served basis. below are some of the application forms received, stating the different bands, instruments and equipment needed. Some bands will also have merchandise to sell on our merchandise stand on the day Together we created a final task list for the last weeks of preparation before the event so that we cover all the aspects needed to be taken care of.
After going through some details regarding the event with Mr. Theuma, we sent him an email asking a few questions and also as a recap of the conversation we had about the festival.
Fundraising
Daphne and I have agreed that we will be organising fundraising events during the month of June as we need a few cash to rent the decor. A fundraising idea that we had in mind was an ice cream day, we could either get a sponsor from an Ice Cream supplier in Malta or else buy tubs of ice cream and wafer cones and sell them for a euro at the school premises. The fundraising money will be also dedicated for buying food, if we don't find enough food stalls and have to do a bbq at the school ourselves for selling burgers etc. Budget Me and Martina have come up with a budget for the Tikka Chillout and Jamming Area which includes the following fees, keeping in mind that the BBQ is done: Budget (Chill Out and Jamming Area) - Total = €1,150 - Bands - FREE - Sound - SPONSOR (AV Warehouse) - Food Stall (Bbq) -Burger buns - €120 -Sauces - €15 -Burgers - Asking PRIME for sponsor/discount, in case we buy them - €400 -Vegetables - €50 -Chips, cheese & eggs - €100 TOTAL = €650 - Bar -FARSONS - sponsor -Demajo & Delicata - discount -Beer, Water & Soft Drinks - €350 - Decor - €150 (carpets, cushions and lights) We also made a list of the work done so far and the work that still needs to be done and taken care of so that we dont leave anything out. Daphne contacted Rockna which is a Radio programme streamed on Radio 101 which offered us a spot on the 19th of June for us to be able to promote the event. Also we were contacted by Radju Malta which invited us to take part on their programme Nitfa Kultura which talks about current cultural events being organized. We recorded the interview which will be aired on Monday 29th of June at 6:15 p.m. Food Stalls
For the event, we are looking for food stalls that would fit the chill out and jamming area vibe. We have contacted a couple of local food vendors that might be interested to join the crowd. We got a response from New York Best but they told me that they only cater for larger events, and also from Bongo Nyah who are busy on the day, but they told us that should we require any help from their side, they are most likely to help us for any other event. However, Kyra from Roots - The vegetarian truck replied and Daphne and I are meeting her for a coffee to discuss this event further on Monday. On the other hand, a different kind of food stall has approached us. Miss Ellen's vintage sweets truck might be joining us on the day as well. Sound Av Warehouse will be sponsoring our sound needs for the event. The equipment such as p.a system etc, will all be a sponsorship and Paul together with Emerson Vella will be our sound men. Decoration For decorating the area, we have decided to contact Why Not? and Cekcik, to give us the ethnic and vintage vibe. Why Not? have replied and told us that we could rent the carpets / percussions and cushions for a donation fee. Later on when the date approaches, we will go to the store to confirm what we need exactly, the prices are listed below: · 5 euro per carpet (each carpet seats 6/8 ppl) · 1 euro per cushion · rent of percussions Also, I will be going to Cekcik store later on to check what he has to offer us. As for decor, we are looking at this kind of style: Due to bands and students that could only make it on Saturday instead of Friday, we agreed to change the date. The below is our Facebook post designed by Martina and worded by Krysta that reached by many attendants: IMPORTANT UPDATE! If you’ve already hit ‘Going’, please recheck your schedule! Event’s been moved to Saturday 4th in order to accommodate both our crowd and our bands! And if you’ve yet to save the date or the 3rd wasn’t quite cutting it for you, this is the opportunity you’ve been looking for! The fun starts at 5 p.m. and carries on till late. Hope to see you there! After the amazing response of attendees we received after the change of date of the event we decided to do another post to thank the public for the great interest they were showing towards the event.
To keep things organised, and with all contact numbers / emails of the bands confirmed, Daphne and I created an excel sheet where we will be adding details. Daphne and I have created an application form for the interested bands, since we have received a wonderful number of responses, we had to set some rules for the event. The event will be charity, but we agreed to create a merchandise stand profitable for the bands. The application form is a confirmation so that we can start creating the line up for the bands and set the time of the bands performing, Also a headliner will be promoted for the night. From the application form, the number of members in the band is also noted so that we could see which sound set up we will need for the day.
After discussing the poster done by Naomi from the branding department with Mr. Adolf Formosa, we all agreed that a sub-brand of the brand Tikka will be created for the Tikka Chillout & Jamming Event. The sub-brand of tikka will obviously follow the original brand guidelines, however giving them a twist to fit the event's needs. The Call for bands poster was re-designed by both Daphne and I, The final design incorporates both touches from my style and Daphne's with the design intended to attract bands and performers to join in the event. The poster was shared on social media such as Facebook, and we are currently receiving e-mails from bands. Krysta gave us a helping hand with the wording for the call for bands post. The post is being shared with the following text: Bands ResponseAfter posting the call for bands poster online, the response we received was impeccable. We received a number of emails from different performers asking for more info about the event as they were interested in participating.
I have been contacting Farsons to sponsor our event, though unfortunately, we were told that they are already sponsoring some one from the Extended Diploma and do not afford to sponsor our event as well. I have also contacted Delicata Wines, Piscopo and Kawwar in an attempt to get the drinks sponsored for the event. Demajo Wines and Spirits, and he agreed to give us drinks at wholesale price as well as 5% discount on return.
Once we had the basic details decided and planned we went ahead with creating a Facebook event for the chill out and Jamming area and we had quite a good feedback immediately as the event was launched.
Description of event: This year’s MCAST Art & Design End of Year Exhibition will include a chill-out and jamming area where upcoming artists, small bands found within the institute, and some of the best headliners on the island will be performing live for added entertainment! You are encouraged to bring friends, good vibes, and a love for all things art and music. Want to be more involved? Feel free to bring your own instruments and join the fun at the jamming area! All while enjoying some of the greatest tastes on the island from our food stall selection. We began to send out the sponsorship proposal and contacting sponsors. Till now we have contacted:
Also we came up with a list of what aspects should we tackle and work on next:
Once we had the go ahead from the school's side we discussed what the next tasks should be so that we would carry on with the organisation. First, we arranged the sponsorship proposal so that it fits the new concept of the festival. We changed the part which was TIKKA FEST to TIKKA CHILL OUT and changed the description to:
This year’s exhibition will include a chill out and jamming area for upcoming artists and small bands found within our institute as well as headlining with some of the best names on the island. People are encouraged to bring good vibes and love to explore and enjoy together music as well as all art forms. The attendants can bring their own instruments and join the big buzz at the jamming area, while enjoying some of the greatest tastes on the island from our food stall selection. Also we created an email template which would be included when we send out the sponsorship booklet to our potential sponsors: Dear Sir / Madam, The MCAST Institute of Art and Design will be holding its 14th edition of the End of Year Exhibition: an event aimed at showcasing the students’ work produced during the past academic year. Branded ‘tikka’, this year’s exhibition seeks to provide a high quality, unique and inspirational experience within a fun environment for both the artists and the general public, and with its focus on the 5 human senses: predominantly sight and touch, tikka will host exhibits enjoyable to both the sighted and the visually impaired. This year will also see the institute working hand-in-hand with HSBC’s water programme, providing solutions that spread awareness on water management through intelligent and eye catching design. This year's exhibition will include a chill out & jamming area for upcoming artists and small bands found within our institute as well as headlining with some of the best names on the island. Therefore, we have come up with three sponsorship packages for you to choose from to be able to advertise your company through this year's MCAST Art & Design end of year exhibition. As a sponsor, you will benefit from on-going professional promotion and advertising. Please find attached a sponsorship proposal for further information. Links: Facebook: www.facebook.com/McastArtandDesign, Instagram: https://instagram.com/tikka.exhibition/ or search for tikka.exhibition Website: Coming Soon Thanks and regards, Daphne Sammut & Martina Caruana B.A Hons Graphic Design & Interactive Media, MCAST Art & Design After presenting the idea, a meeting was held and the idea was discussed between our tutor and the director of our institute. They came up with the conclusion that the idea should be changed a bit round so that the school would be able to cater this event. They proposed an end-of-year students party that would be on a smaller level and would resemble a chill out and jamming area atmosphere.
Both me and Daphne liked alot the idea, and we agreed that it was also more feasible for us to manage and be able to organise. A headlining band will still be available and this will all be held on the 3rd of July from the afternoon till late, near the wood workshops area at our Institute.. |
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