Event Execution
Event Decoration and Atmosphere
The event was planned to create a cosy environment that delivers a homely atmosphere, aligning with our event mission to foster a better environment for people to express their love (Wrathall and Steriopoulos, 2022). Through this relaxed setting, we aimed to cultivate a stronger sense of love within their minds.
The entire group assembled at the venue ‘Bath Brew House’ at 1:00 pm on 26th July to decorate the hall. We arranged the tables and chairs so that the participants have the space to move around and paint freely. We blew balloons and put up posters to add to the fun and colour to the event. Pop music was played in the background. We laid dust sheets on each table so that the wooden tables do not get spoiled. Other than that, we put a paint kit including paints, palette, glass of water, brushes, sponges, paper napkins, pencils and erasers on each table for the participants to use. As the event was divided into two slots, the first slot began at 6:00 pm sharp.
As the first slot was about the end, a surprise was unravelled wherein the participants had to look for a surprise ticket that was pasted beneath one of the chairs. The person who was sitting on that chair was entitled to … prize. The announcement was made and the lucky person was called up to receive the gift. As the first slot came to an end, people completed their paintings within one hour and took their canvases home as a remembrance. Some of the participants gave good wishes and expressed their gratitude on the feedback poster. Lots of pictures were clicked and good memories were made throughout the event.
The second slot began right on time at 7:30 pm and the same procedure was carried out. Due to the grand success of the first two slots, people kept coming in even after the end of the second slot. Due to that, we had to create a third slot to accommodate the unexpected entries. We were more than happy to welcome the donations and inspire the young minds to donate generously for the children in need. As we wrapped up the event, our faces were beaming with smiles and our hearts were filled with love. We left the venue after cleaning the waste and putting back the chairs and tables into their places. Overall, it was a successful event as we were able to contribute to ‘The Children’s Society’ in a meaningful way.
Customer Journey Design
Arrival and Check-in:
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Guests arrive at the venue and are warmly greeted by Nayomi and Gitali.
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A checklist of guest names from the JustGiving page is used to verify the payment status.
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Guests are informed that contactless payment is available for any additional purchases during the event.
Guided to the Tank Room:
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One staff member leads the participants to the tank room where the art event will take place.
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Tickets for the event are handed out to the guests at this time.
Introduction and Welcoming:
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Bella welcomes the guests to the art event and introduces them to the theme of the event.
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Bella then introduces Jess.
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Bella guides the guests to Khushi, who hands out canvases and necessary art materials.
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Khushi leads the guests to their respective tables where they will be painting.
Engagement and Assistance:
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The cleaning staff engages with the participants, ensuring they have a pleasant experience.
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Guests are free to order drinks from the bar as they paint.
Special Speech:
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When the guests are almost done with their painting, Bella introduces Jess again.
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Jess gives a speech, adding more context to the event and inspiring the guests in their creative process.
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Bella also takes this opportunity to inform the guests about the theme and inquire about any allergies or the location of fire exits.
Painting Time:
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Guests start their painting activities, being guided by the team if needed.
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The cleaning staff is available to assist with any issues and ensure supplies are replenished as required.
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Late Arrivals:
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In case some guests arrive late, they are informed that they can paint until the end of their designated slot.
Event Conclusion:
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After the painting session is completed, Bella thanks the guests for their participation and support.
Departure:
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Guests leave the venue, concluding their art event experience.
Preparation for the Next Slot:
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The staff immediately starts preparing for the next scheduled event.
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The venue is cleaned, and art materials are replenished to ensure a smooth experience for the next group of guests.
Roles allocation
All the seven group members got in position for their duties. Two of the group members stood at the entrance of the pub to cross check the entry of each paid participant. All the people who showed up were suggested to get a drink which had a 10% student discount while painting. As soon as the participants entered into the hall, they had the option to choose from four different sizes of canvases. Right when everyone got settled in, our special guest, Jess, the representative from The Children’s Society, gave a small speech in which she talked about the importance of the donation that was made. The speech will help the guest have a emotional conection with the charity more than just come for the activity which help create the longterm relationship between guest and charity (Itani, Kassar and Loureiro, 2019). The room filled up with chatter, laughter and creativity as the attendees picked up their brushes and explored the imaginary world. The attendees were assisted by the rest of the group members if they wanted some help with sketching or painting. We made sure that all the tables had all the necessary supplies on them.
Roles
Event Host
Chung-Cheih Yang (Bella)
Bella is responsible for hosting the event alongside Jess and acts as the master of ceremonies, welcoming guests, and creating a warm and engaging atmosphere throughout the event. Additionally, she will take charge of addressing any issues or challenges that may arise during the event, ensuring a smooth and enjoyable experience for all attendees.
Guest Relations and Venue Maintenance
Printhorn Pitasawad (Prim)
Prim will be in charge of guest relations and maintaining the cleanliness of the venue. Her role involves warmly welcoming guests, assisting them with any inquiries, and ensuring their comfort throughout the event. In addition to this, she will diligently keep the venue tidy, making sure that it remains presentable and conducive to a pleasant atmosphere.
Venue Cleaning Team
Chahak
Chahak's primary responsibility will be to ensure the cleanliness and tidiness of the event venue. Working with the cleaning team, she will meticulously clean and organize various areas of the venue before, will, and after the event, contributing to a pleasant and appealing ambiance for all attendees.
Art Curation and Venue Cleaning
Khushi
Khushi's role will involve art curation, ensuring that art sources supplement the event's theme and ambiance. In addition to this, she will assist the cleaning team in maintaining the venue's cleanliness, making sure that the art displays and surrounding areas are well-kept and visually appealing.
Security and First Aid
Nattha
As the security and first aid personnel, Nattha will prioritize the safety and well-being of all event attendees. She will be responsible for monitoring the event area, addressing any security concerns, and providing immediate assistance in case of medical emergencies, ensuring that everyone feels secure and supported during the event.
Entry Management and Financial Handling
Gitali
Gitali and Nayomi will handle the entry management process, checking tickets and handling monetary transactions at the entry door. Her role involves ensuring smooth and efficient entry for guests, accurately managing ticketing procedures, and handling any monetary transactions with professionalism and accuracy.
Entry Management and Financial Handling
Nayomi
Gitali and Nayomi will handle the entry management process, checking tickets and handling monetary transactions at the entry door. Her role involves ensuring smooth and efficient entry for guests, accurately managing ticketing procedures, and handling any monetary transactions with professionalism and accuracy.