The Executive Summary

Party Poppers, The Party Planning Specialists, bring a breath of fresh air to Pretoria in
the event planning market. Party Poppers will set the standard by combining
modern values and going the extra mile, delivering the same quality results every time.
In most cases, we will be asked to come up with a suitable theme for the party and to
agree on a budget. We will then be in charge of organizing the venue, catering, and
entertainment, as well as any necessary props, designing and sending out invitations,
and collecting responses. Party Poppers will also provide a clean-up service throughout
the event.
We will bring creativity and the ability to devise new party ideas, as well as party themes
that capture our clients’ imaginations and are relevant to the age and personalities of
the guests. Party Poppers must be organized and efficient in order to carry out the
organizational aspects of party planning, such as catering and entertainment. We are
experienced in obtaining service quotes and have strong negotiation skills to ensure
that the party stays within its budget.
Our customer base will be diverse, and requirements will vary depending on the needs
of each individual customer and their budget. However, all clients will want us to relieve
them of the stress of party planning, and they will usually see the costs as a worthwhile
investment in terms of time and effort saved.

The Operational Plan

Entertainment
Face painting
Your face painter will arrive 10 minutes early on the big day to set up their station and
will talk to the host about managing the party. As children will be waiting in line for face
painting, we prefer setting up in the shade. If there are more than 15 kids at the party,
you will need to reserve additional time to make sure everyone receives a face-paint.
Our painters can only paint 12-15 kids per hour. At Party Poppers, we use non-toxic,
hypoallergenic face paint that’s easy to remove and safe for all skin types.

Balloon Art
The balloon artist will arrive 10 minutes before the start of the party and discuss the
venue for the entertainment and your preferred method of running the event. Once
everything is set up, they will start sculpting the balloons. Depending on the nature and
difficulty of the designs, our artists can create around 15-18 balloon sculptures in an
hour. Because we care about the environment, we only use balloons that decompose
naturally and are made entirely of latex.
Magic Show
The magician will arrive 30 minutes before the party starts to discuss the show’s
schedule with the host and to set up. Any specific request should be made when the
magician arrives.
The 30 minutes show will nine interactive magic tricks that encourage the children to
participate and interact with each other as well as a little gift for the birthday boy/girl.
We prefer setting up the magic show indoors where everyone is comfortable and will be
able to properly hear the magician.

Terrorist Activity
Bomb Threat
The likelihood of a bomb threat is low given the nature of the event. All event staff,
however, must be aware of the possible risk due to current security concerns. Any
agency may receive bomb threats, which are most likely to do so over the phone. In the
event that Party Poppers receives a bomb threat, the police will be alerted right away
and will be in charge of coordinating any response. Party participants and event staff
must, however, stay vigilant due to current security concerns and to watch out for any
suspicious individuals and packages.

Communication
The event manager at Party Poppers understands the value of good communication
both within and beyond the show site and will provide handheld radios for all personnel
to use throughout the duration of the party. Event Control will be used for all radio
communication and a log will be kept.

Contractors
Only reliable and well-known contractors are to be used. Installation of all rented
equipment must be done with proper regard for site security and other people's safety.
A copy of the contractor's Health and Safety policy, the applicable Method Statement,
and a Certificate of Completion for any temporary infrastructure built on site will be
requested, as necessary.
Marquee suppliers will be required to show proof that their buildings meet the necessary
standards for flame resistance. All installations will be free of trip hazards and pointed
projections, and if necessary, properly secured against unauthorized entry.

Crowd Management
The role of all personnel:
 Protect public safety.
 Provide information to the host and party participants.
 Control access to the party and to restricted areas (behind the magic show set
up).
 Provide feedback to the event manager.
 Assist in carrying out emergency procedures.
 Operating a zero-tolerance drug policy.
 Securing the party from uninvited people whenever relevant.

Emergency Management Process

Definitions:
Unexpected incidents:
An unexpected incident that impacts upon the safe conduct of the party but does not
require police to assume coordination of its resolution.
Emergency:
An Emergency is defined as an unexpected situation that requires immediate action
from the relevant authorities.

Despite effective pre-planning and management, such occurrences may still occur, and
if not addressed immediately and effectively, may escalate into a more serious situation.
While Party Poppers oversees dealing with unexpected incidents, those involved must
be aware of their own ability to cope and acknowledge the occurrence of Emergencies,
and in such an event, inform and pass coordination to the relevant local authorities.
Fire:
Should any personnel or partygoer discover a fire within the event they must:
 Inform the manager of the nature and location of the fire by raising an alarm. The
Fire Department will initiate a suitable response.
 Assist in removing everyone from the area.
 Assist in clearing/creating a path for emergency vehicles.
 Once the issue has been dealt with, the party may resume.
 Fire extinguishers will be placed by the entrance and by the jumping castle.

First Aid
Several personnel will be present throughout the event and hold current SAQA
recognized First Aid at Work qualifications or higher.

Extreme Weather
Following discussions at production meetings, Party Poppers has adopted the
following policy:
“Given that the event is a one-off occasion and cannot be rescheduled then it will
proceed AS LONG AS IT IS DEEMED SAFE TO DO SO, regardless of the weather.”
Such conditions can obviously have varying degrees of severity on the event. Long-
term weather forecasts will be examined in the days leading up to the event to
forecast the weather on the day of the event. As needed, contingency plans will be
developed.

Waste Disposal

Glass and cardboard recycling will be implemented. During the party, staff will walk
around removing trash.
All rubbish must be placed in black garbage bags. Food waste must be kept
separate from packaging and other types of waste. After each event, Party Poppers
staff will clean up the surrounding area. The event organizers will make every
reasonable effort to always keep the party site as clean and tidy as possible.