Your Local (Madison, WI) Convention Visitors Bureaus (CVB) has decided to put on an Event Competition to allow local event companies to compete against each other by presenting the best detailed, attractive event project proposal. The proposed event must have a unique event concept that can boost the local economy. The winner will get a $5000 in sponsorship to help execute the event in the upcoming year. 10% of the proceeds will help facilitate the development of infrastructures such as roads, waste management, etc. that can help accommodate future tourist visits. Below are the main areas of your event project proposal with the requirements listed.
Please use and plug in the attached coursework, facilities information, and provided documents.
Section A
This section of your paper includes your event details and a detailed discussion on your needs assessment, feasibility study and site selection.
Event Details (1 page)
Select the type of event you would use for this event project. The event will be MADCON
“MADCON is all about tabletop and console gaming and all the fun that goes with it. The convention features console games, role-playing games, board games, fantasy and historical miniature gaming. MADCon is for the fantasy and adventure and tabletop gaming enthusiasts. MADCon will offer a wide variety of tournaments, demos, painting competitions, reveals, and more! MADCon features the best guests in the industry, an unbelievable Dealer Hall and of course, and lots and lots of fun and gaming!
MADCON
November 14-17, 2024
Monona Terrace
Madison, WI
Provide a brief descriiption of the event, including the theme you will use. This must include an event title and why you have chosen this theme or title. Theme and title is fantasy & sci-fi board/table-top gaming. Pictures used in the promo video are attached for use.
Explain the reasons for choosing this type of event and how it has contributed to the event industry? This is a growing market, that provides fun and meeting in local communities. Some of the biggest CONs are held in the Midwest, Adepticon & GaryConn being two of them. (Please consider the revenue gained, number of attendees, impacts on the environment, social, and economy, etc.)
Conduct a Needs Assessment (2 pages)
Discuss the “Why” of your event. This must include the purpose and at least 2 goals and 2 objectives for the project.
Describe the “Who” by identifying your niche segment/targeted audience. You must provide a short descriiption of their profile (profile could include their demographics, spending patterns, etc.)
Identify the “Where and When” (venue and location) and provide a short descriiption of why these were chosen.
Predict the “How and How Much” you can give an estimate of how much the event would cost and the number of employees you would need. Make sure to include how many volunteers, full-time, and part-time employees.
Feasibility Study (3 pages)
Explain three (3) steps you used to identify your potential targeted audience in the host community or destination.
Identify the social media platform that would be feasible to attract your target audience and explain why you choose the specific platform. (Make sure to include statistics on the number of users, ease of use, etc.)
Describe the steps you used to identify the competitors in your host destination. Identify two (2) competitors in that destination.
What would be your estimated potential revenue for the event? You can research to see the potential revenue for the specific event in the past 5 years in your chosen destination or other destination. You can also reach out to local CVB and see if they have statistics on this information.
Site Selection (3 pages) https://www.mononaterrace.com/
Discuss four (4) of the typical venue-specific inspection criteria you used to assess your event site and explain why?
Discuss the information you learn from doing the inspection.
Identify three (3) operational challenges associated with the location and the access to the site.
Provide two (2) ways in which you will ensure the site is accessible for attendees with disabilities.
SECTION B
This section of your paper includes your written proposal. You must discuss in detail all the sections that are related to your event. If a section is not related to your event, you can put (Not Applicable/NA).
Cover Letter (2 pages)
This is the last thing that should be written. You will provide a summary of the proposed event. Even though you must provide the details highlighted above, your cover letter is a stand-alone document that will give the CVB directors a quick view of your project. Therefore, it will be your first page after your table of content. Ensure that the below are included in your letter:
Geographical information
Demographics
Client objectives
Client Likes and Dislikes
Program structure
Program inclusions
Budget Parameters
Summary
Destination Review
Brief discussion on the local customs and culture, activities, weather, etc.
Transportation detail
Provide detail/facts such as airports, ground transportation, etc.
Hotel Information
Choose a hotel and provide a brief descriiption such as hotel location, room amenities, entertainment, dining options, etc.
Day-by-day Detailed Itinerary (Your event will be 4 days event)
All 4 days, the dealer halls will be open 9-6pm
All 4 days the demo games hall will be open 9-8 pm
All 4 days, Warhammer, Warhammer 40K, battletech, Dungeons & Dragons, ShadowRun, Quest, Ark Nova, and 30-40 more game tournaments will be held. Awards will be given at the completion of each event
Day 1 will have Warhammer 40K reveals & Wisconsin game developer reveals
Day 2 will have Catalyst game Labs Reveals & Live stream Battletech Solaris VII Open tournament
Day 3 will have the console game single elimination tournaments, games will be a surprise along with costume contests, multiple miniature painting and diorama contests
Day 4 Will finish up all the tournaments and the draw for door prizes will take place (do not need to be present t win)
Provide a timeline for when activities will be from arrival to departure. You can use the gamehole con event finder as a map:
https://www.gameholecon.com/events#conID=17&eventType=&startDay=&startHour=&groupID=&searchString=&page=1&specialEvents=false&hideSoldOutEvents=false&sortNew=false&isVirtual=false&isKidsTrack=false
Grid
Keep in mind this will be a 4 day event. Information on breakfast, morning activities, lunch, etc.
Cost Summary Breakdown Sheet
Try to estimate the breakdown for your event. You can include information on pre-event activities such as cost to market the event, event insurance, etc.
Detailed Program Inclusion
Briefly explain what will be included in the event.
Detail List of What is not Included Please use the gamehole con badge registration prices and policies as a guise. See attachment
Briefly detail the things not included in the event.
Program Options and Enhancements
Only if applicable for your event.
Company Profile (Create an imaginary company profile)
Provide a brief descriiption of your company’s mission and vision and main employees, such as name of owners, main contact, etc.
Challenges During Event Coordination and Management
Identify three (3) challenges you might face and discuss three (3) solution you plan to implement to mitigate these issues.
Marketing Strategies
Briefly discuss your marketing strategies used for your event.
How the event will be marketed, including which social platform will be used (facebook, twitter, website), which event technology will be used to help manage ticket sales (sleeping ginat studios), etc.
Contingency Plan for Virtual Event
Discuss how you would transition your event to virtual event if unexpected issues arise similar to the COVID-19 pandemic. (this would not be possible. the evnet would be cancelled and held the following calendar year).
Identify 2 challenges you would face and 2 solutions on how you would mitigate the problems.
While there is no set number of pages required, for a complete and comprehensive submission, your proposal should be 15 pages (not counting the cover page, table of content, and references) in length and the APA format. You must support your event project proposal with a minimum of 5 references, not including sources from Wikipedia.