Helping Hearts Music Concert

Helping Hearts Music Concert
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
1
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
2
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.
3
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
4
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.
5
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.
6
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.
7
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.
8
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.
9
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.
10
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.
11
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.
12
FINANCIAL CONTROL
Presenting sponsor Co-sponsor
Partners
Community partner Supporter
13
Contributors
Official media
14
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.
15
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.
16
Single ticket prices
Category 1 – $ 2500
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
17
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.
18
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.
19
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.
20
OPERATIONAL PLAN
Organizational chart
EXECUTIVE COMMITTEE
Finance Administration
Fundraising Operations/Facilities
Committee
Sponsorship Marketing
and Public Relations
Safety and Security Technical Team
21
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
22
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.
23
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.
24
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.
25
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.
26
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
 http://images28.fotki.com/v1032/photos/9/98454/5347160/Es
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
 http://www.guidemesingapore.com/business/c656-
singapore-non-profit-organization-part2.htm
 http://www.wwlegal.com/module-subjects-viewpage-
pageid-81.html
 http://www.fridae.com/newsfeatures/article.php?articleid=1
413&viewarticle=1
 file:///C:/Users/compaq/Desktop/fundraising%20help.htm#c
4
 file:///C:/Users/compaq/Desktop/sistic-01.htm
 http://www.mediacorpsingapore.com/global/worldbar/ima
ges/mcs_logo.gif
 http://www.whartonglobal.com/asia/images/logo-temasek-
holdings3.jpg
 http://x3e.xanga.com/213a7b450363658768983/b39393698.j
pg
 http://www.apan.net/meetings/taipei2005/logo/Singtel.jpg
 http://www.cartype.com/pics/124/full/bmw_logo_1.jpg
27
 http://www.eteamz.com/SIFL/images/Carlsberg_green_label
.jpg
 http://www.brandsoftheworld.com/brands/0018/6628/brand
.gif
 http://sg.jobstreet.com/logos/fullerton_hotel_singapore_logo
.jpg
 http://www.lyngsat-
logo.com/logo/tv/ss/singapore_turf_club.jpg
 http://www.worldgourmetsummit.com/wgs2005/photos/ima
ges/logo_l_stb.jpg
 http://www.csr-asia.com/upload/phpsppxdo.jpg
 http://www.snapshotsfoundation.com/music-foundation-
photos/anoushka.shankar-main.jpg
 http://goatmilk.files.wordpress.com/2008/08/jackie-chan.jpg
 http://1.bp.blogspot.com/_cb4O2RHnRRw/SNouto4Wd6I/AA
AAAAAAAkI/c2aNu9Kqysk/s400/kanye_west1_300_400.jpg
 http://www.gossipboulevard.com/wp-
content/uploads/2008/01/norah.jpg
 http://th01.deviantart.com/fs32/150/f/2008/188/d/0/Helping_
Hearts_Grow____by_another_genius.jpg
28

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Helping Hearts Music Concert

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Helping Hearts Music Concert

The talent Norah Jones 4

Licenses and permits 11

Safety and security 20

Event committee structure 22

Preliminary run sheet 23

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

 We plan to hold a musical concert with renowned artistes

 Norah Jones (born Geethali Norah Jones Shankar on March

 Anoushka made her recording debut at 13, appearing on

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

 Action star Jackie Chan is an enthusiastic supporter of

 The latest estimates provided by the International Red Cross

 Esplanade – Theatres On The Bay is a new and visually

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

LICENSES AND PERMITS

 We shall need a permit from the Media Development

 We shall start up a website specially designed with the whole

Presenting sponsor Co-sponsor

Community partner Supporter

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

Tickets: 2,670,000 SGD (expected)

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

Total revenue: 3,670,000 SGD

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

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

Single ticket prices

Identification of risks and hazards

 Financial Risk – unforeseen costs, lower than expected

Assessment of risks and hazards

 We could have financial problems if the budget goes out of

Management of risks and hazards

 We shall need to prepare a contingency budget so that we

 Every member of the team needs to be familiar with the

 The main benefits of choosing Esplanade as the venue is that

SAFETY AND SECURITY

Safety of the event audience

 We have taken precautions for any kinds of hazards that

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

 We shall take special clearance from the government for the

and Public Relations

Safety and Security Technical Team

Event committee structure