Project Management Team
P.3 Introduction
P4-7: Meet the Team +KPIs/Metrics
P8-13: KPI- Brand Cohesion
P14-15: 1st Bi-Weekly Check in
P16: Budget sheet check in
P17-19:KPI-Guest Experience
P20: 2nd Bi-Weekly check in
P21-22: KPI- Guest Experience
P23: Budget Sheet check in
P24-26: KPI-Guest Experience
P27: 3rd Bi- Weekly check in
P28-29: KPI-Brand awareness
P30-31: KPI-Brand Cohesion
P32: Budget Check in
P33: 4th and final Bi-Weekly check in
P34-35: KPI- Brand Awareness
P36-37: Budget Cross check with Clare
P38: Set up Schedule
P39-42: Invoices
P43: Reflection of Launch Night
Introduction
The project management team is responsible for the planning, execution and overall management for the launch night. Myself and Holly have perfected the split in team coordination and have assigned each other responsibilities based off our skill sets.
Both myself and Holly have a passion for PR and Events so we felt it was only right to work together on this project. We both are natural leaders and believe we have a good relationship with the rest of the team and feel we will be able to appropriately manage and guide each team well.
Meet the Team
Lucy: Event management and budget holder
Lucy’s undergone two internships, one in a PR agency and one working for ChloBo Jewellery. Along the way, she has picked up some crucial skills in the PR and Events. After her involvement in an Influencer event and also a charity dinner I have had an insider scoop into how things work in terms of budgets and also table dressing hacks too.
Holly: Event Operations Lead
Holly has successfully completed an internship at The Killer Muse, where she demonstrated her skills in managing social media platforms and community channels. Additionally, she has established her own thriving baking business, which has granted her valuable experience in the event industry. These combined experiences have developed her aesthetic eye, reliable organizational abilities, and keen attention to detail.
Guest Experience
One of my main responsibilities that I will be taking on is making sure there is fun and engaging activities at the event for guests to enjoy that make a lasting memory of class of 2024 launch night.
Brand awareness
For brand awareness I will be ensuring that FCM fast track gets the awareness and encouragement that it deserves. I will do this in an array of different ways.
Brand cohesion
Brand cohesion is important when planning an event. It shows the brands message and story throughout. I plan on executing this through all aspects of planning.
Why I chose my KPI’s?
KI chose my KPI’s because they are things that I have had experience in and feel I have an eye for. My current job title is PR executive at ChloBo, I feel this experience will help with this module as I have planned and executed events before.
POne of my favourite parts of my job is branding, I feel I have an eye for branding and it’s always at the forefront of my mind when planning events so I feel I will be good at capturing the FMC brand. Another part of branding I enjoy is making sure elements are cohesive. Brand cohesion is so important as our aim for Launch Night is to tell FCM’s story.
Lastly, my final KPI will be guest satisfaction. This is more focused on the activations we will have at launch night for FCM. We want to execute an event that is memorable for guests and information about FCM is stored and remembered.
Guest Experience
KPI’s/ Metrics
Brand awareness
Brand cohesion
Photo Booth : Personalised prints in FCM brand colours
Photographer: To capture students work, emotions, candid imagery. Innovative way to grasp attention
Custom Decals dotted around the event with short, snappy facts about FCM Retrospective students work hanging in the hallway leading through to the event. Custom stickers with FCM Launch Night logo.
Invite designs
Signage
Table display
Brand cohesion :Guest Invites
When designing the digital invites, my initial thoughts was that I wanted it to look playful. Once designed, I compared it to the save the dates that my team member Holly designed, I felt they were too out there for the FCM brand.
Save the date design
I decided the original invite wasn’t the right fit and changed up the design to a more sleek and professional aesthetic that matched the save the date.
Brand cohesion :Guest Invites
Here is the second draft invite that was created. Although when presented to the rest of the teams we came to the decision that something was missing. I tired to view this from a guest point of view that was receiving it. It didn’t jump out to me.
This is when I looked back on FCM and decided the invite needed to reflect the creativity of the course. We are a visual communication course so felt the invite needed should reflect that.
Brand
This is so far the visual designs we have for the Launch Night. For each design we have stuck to the FCM branding and hex colours. When designing, I made sure I kept putting each aspect next to each other to make sure everything is cohesive.
Brand cohesion: Singage
When designing the signs, I wanted to make sure that they all looked similar in order to make the rest of the event cohesive.
Once walked through the story house and guests have made their way to the lift, there will be this sign next to the lift with instructions to head to the top floor of the garret bar.
The ‘Welcome’ sign will be placed in the reception area of the venue on an easel.
This will be the sign in the lift, I decided to add a sign in the lift to build excitement! This sign mixed with the helium pink and black foiled balloons that will be floating inside the lift.
Brand cohesion: Singage
This sign will be set up with the drinks stand and also the cupcakes that my team memeber Holly is plannning on baking.
For the itinerary, I decided to switch up the background colour to the pink as this is one of the first signs you will see when walking into the event so wanted it to be a bit brighter.
Also the way the itineary will be presented will be in this metal netting and scrunched up for a unique feel. Another reason I chose to do the pink background was because the printed itineraries will match the pink sign and look more effective in the metal netting.
Brand cohesion: Singage
This is the itineray design that I have come up with.
*the contents is subject to change*
The time stamps is what we are trying to stick to as my team memeber holly has arranged with staff of the story house for food/ beverages to be brought out and also awards to be given.
BI-Weekly check ins with all teams
When approaching the Launch Night component myself and Holly decided that the most efficient way to keep up to keep up to date with other teams was to conduct Bi-Weekly check ins/calls. I put this idea forward as I conduct bi weekly reports in work in order to track PR coverage and it works well for the team for each area of marketing. This then gets shared with the larger team so we’re all on the same page. Therefore, I wanted to bring this to Project management as I see it as a good way for the teams to communicate on what they have done and what they’re planning on doing this week.
Project Mangement set up a new group chat for all teams to talk on freely and ask any questions. We felt that it is also easier and more efficient for teams to just ask in a group chat for needs instead of message each person individually. These meetings will take place every other Monday at 12pm
Bi-Weekly check ins with teams
The first thing we did was all vote on the brand logo’s that we thought were the most on brand of studio 204. Myself and Holly suggested that we need two different types of logos. One that we can use as the main brand logo with more detail then a second more polished version for elements of Launch Night like stickers and cocktail toppers. Once these had been decided on, we could move on to other things that needed deciding.
The only issues we had was Project Managament had already created a Save The Date that was a different shade of pink to the branding kit that Class of 2024 had created.Project Mangement decided the best way to do this was to vote on which shade we wanted to go with. Eventually we decided on the lighter shade of pink as we thought it was more vibrant and modern than the other one.
New Branding Kit
Old Branding Kit
Budget sheet Check In : Budget remaining £1030
I am going to be doing regular budget check ins so the project management team can make sure we are on track with the budget we can delegate smaller budgets where needed.
So far, with the deposit paid and food and drink confirmed and also the signage being ordered with other accessories we have spent £1470 of the budget which we knew would be the biggest chunk out. This leaves us with £1,030 of the budget left which is a good amount to play with.
Guest Experience: Photo Booth
I have had the responsibility of coming up with an engaging activity for our guests. The first FCM brand activation was the idea of hiring a Photo Booth. Photo booths are really popular with events as you get a momento of the night and also they are good to post on socials.
The company I found the cheapest to hire from was PhotoBooth 4You. The stand we have chosen to go with is the black ringlight as I felt it is more on brand for FCM than the other option. Also lighting isn’t the best in the garret bar therefore a ring light option is much more beneficial for us and the guests of the night.
There was also an option to have personalised branded images which is something I am working on sorting out with the company to ensure it’s inlign with thre FCM branding .
The main reason I decided to arrange a photo booth for launch night was that I wanted everybody to take home a momento of the night. In order for this to happen, we thought it would be a good idea to design the prints with studio 204 branding. After going back and forth with Owen, the operationals manager, he finally let us design our own. They even let us use our own fonts and Hex colours.
I designed this layout for print on InDesign, from experience at ChloBo, we always use InDesign for any printed elements. I did a custom template with the PPI set at 1800 x 1200 for a 6’ x 4’ print.
I added the template as the first layer so I could see where designs would sit. Then I removed it and sent the final design to Owen for him to set up the Lumabooth for our launch night.
At this meeting the PR team led with what they had been working on. Project management had got an invite list together of around 70-90 invitees. This included previous students, industry mentors and VIP guests and local Chester businesses. This was then passed on to PR who had drafted an email that they were sending the Save the Dates to. At this meeting we were told the save the dates would be going out the end of this week (21st June) And all invites would be going out the first week of July.
At this Bi Weekly check in, Project Management shared the invite that had been decided on in our team. This was for Send out for the first week of July. We also shared so students could send to family.
Guest Experience: Photographer
I selected this photographer as he has experience in fashion and an eye for detail. It is important for the team that the photographer has been briefed appropriately and knows exactly what we want.
Another way I wanted to make the guest experience memorable was hiring a photographer. By having a photographer present on the night makes the event more of an established one as the guests can have access to professional pictures.
Another reason we wanted a photographer was for prolonged content for studio 204 socials. This content will potentially reach upcoming students so it’s important it shows the professionalism of the course and also the legacy that we’ll be leaving. It is also good for personal reasons to use for indisutry interviews when entering the workplace.
Guest Experience: Photographer
Brief
This is the brief that I sent to the photographers of what we want him to capture. We wanted candid photographer and also an eye for detail. For example we have cocktail toppers so want to capture elements of the night like this. We also want a picture of each student next to their work that upcoming students can promote the course with on social media.
Budget sheet Check In : Budget remaining £225
Left to order
Tape for hanging work stickers
Table displays
Vinyl Decals
MDF panels for hanging work
Additional foiled balloons
So far the total spend is £2245. We have £225 left to spend which is still a lot considering what is left to order. As you can see here what is remaining left to order from this date so I feel we will manage with this budget in mind.
Guest Experience: Fashion Awards
From my formative assessment feedback, Gary suggested that we come up with a new and innovative way to engage the guests. This is when myself and Holly had to think about another way that is new and surprising to the guests but also budget friendly as we were already halfway through the budget.
We eventually came up with the idea of doing awards for the class of 2024 as a final goodbye. We designed the certificates together to make sure it aligns with 204 branding. The award titles are as follows…
Guest Experience: Fashion Awards
We decided to do these awards in the form of ‘Most likely to…’s. I decided that it was the most appropriate way to do it as I felt it was inclusive of everyone and was the best way to present students strengths that they’ve acquired throughout the 2 year course.
Most likely to work in luxury fashion
Most likely to go viral
Mpst likely to start their own brand
Most likely to create iconic campaigns
Most likely to plan unforgettable fashion events
Most likely to advocate for diversity and inclusion within the industry
Most likely to become a celebrity stylist
Most likely to become a creative director
Most likely to create a fashion podcast or YouTube channel
Most likely to become a fashion buyer
Most likely to direct a fashion photography for a fashion magazine
Most likely to curate fashion content for a digital platform
Most likely to become a fashion brand manager
Guest Experience: Fashion Awards
This is the final design that we went for for the certificates, once a winner has been selected, their name will be added and printed. Only project management know about this idea as we wanted to surprise the rest of class of 2024 with this on the night.
Bi Weekly Check In
At this Check in Class of 2024 led with what they needed from the rest of the team. Interview questions was asked for the zine and also a short bio about ourselves and a headshot with what industry we want to go into.
One suggestion Porject Management said was that the Zine is kept as visual as possible as we felt too much information would overpower it. We wanted it to be seen as more of a look book of imagery instead of full of information. Class of 2024 agreed and it has been changed to more of a portfolio of the class of 2024 with our work.
Project Management also chased up when Save the Dates will be posted as the deadline was supposed to be 21st June but unfortunately this was missed. We said how important it was for these to have been sent when they needed to and also that invites needed to go out end of the week latest as we wanted people to have the date secured.
Also at this meeting we arranged what would be going into the gift bags with the PR group as they requested we ordered personalised cookies but this was already something we had on our order sheet so we could just increase the quantity. We also agreed on a quantity number for gift bags which was 50.
Lucy: Lucy: Lucy:
Brand awareness: Retrospective students
Mock up of whatI want the wall to look like (Image size may differ due to printing)
When we were thinking about what we wanted to do with this wall it was a no brainier that we had to have the prevoius 3 year degree’s work as a concept of how the course has travelled by seeing prevoius years work presented as you walk up the corridor, to stepping into the new and improved fast track course. This also gives the guests a good insight into the course and the standard of work that is expected. It only felt right to include the retrospective students into our launch night as without their legacy we wouldn’t be where we are today.
Brand awareness: Stickers
We have also organised branded stickers which read ‘STUDIO 204 The FCM Fast Track’ Which is our brand logo.
We are going to stick these on the beams at the launch night, there are 4 different support beams in the bar area of launch night. We want these to be filled with branded stickers so that our logo is present from every angle. We kept it simple with design as we didn’t want to over complicate things. These will also be given in gift bags and on the front of the gift bags too.
Brand cohesion: Table settings
Iwas really excited about having the responsibility of dressing the tables as event dressing is a big passion of mine. I have had experience in table layout before so therefore Holly and I decided it would be best if I was to take this responsiblilty. I have gone for a cheese cloth table runner which will be on 3 of the main tables then also a smaller size on the back 6 tables. I have ordered LED candles instead of real open flame ones as the risk assessment was completed without real candles being present.
We are also having hot pink dyed bunny tails in glass vases which are all different lengths to give a more luxury feel. There will be one larger vase placed in the middle of each table to act as a centre piece to the table, this will be 3/4 filled with water and a floating candle will be placed in the water. I hack I learnt working in the industry is to use spaghetti jars instead of actual vases to make it more budget friendly without compromising on quality. I feel they tend to look nicer as they are more enlongated.
Budget sheet Check In : Budget remaining £36
Left to order
At this budget check in, there is clearly a big difference in budget fromthe last check in. At this point we have spent £2394 of the budget and have £106 left. There have been a few unexpected costs that were not factored into the budget. For example, the PR Team needed some budget for printing costs that we weren’t aware which took £30 out of the budget which was a set back considering we still needed to get all table displays and also vinyl decals.
Vinyl Decals
Table displays
BI Weekly check ins
It’s one week left to go until launch night so Project Managament decided it would be best to have a mandatory online meeting for all teams so we could gain insight on what still needs to be completed and where we can assist if needed.
Unfortunately Socials Team didn’t attend this meeting which was frusatrating as a lot of unanswered questions came from there team. However, we did get answers for the following questions that needed answering. PR informed us that we haven’t had a great successful rate in RSVPs. My team mate Holly suggested that they send out follow up emails as the invite may have gotten missed in their inboxes. Who is going to be working the presentation on the night. Time of arrival for students to do a run through of the night. What promotional content is going out?
Ensuring everything that Class of 2024 and PR needed going to print had been done
Brand Awareness: Custom Decals
I first had this idea when I was thinking back to the induction day I had at Chester university for the fast track course. I knew what the course entailed as I had done research into what we will learn and also had some minor knowledge on the industry and how it works. However my parents who had no previous knowledge or experience in the fashion world nor knew anything about what ‘fashion communication’ was really struggled to get their heads around what the course is and what it teaches us. Through explanation and showing projects, they are clued up on the course now and understand the industry experience it gives students. But for many other new parents trying to grasp the subject it may be difficult if the student too doesn’t know a lot about the industry but is interested in fashion.
That’s when I started thinking about who our guests may be and there’s a high possibility we will be hosting potential students who may have brought their family. Therefore I needed to come up with a way of educating people about the course in a way that was engaging and eye capturing.
Brand Awareness: Custom Decals
I have decided the best way to go about this was to include all of the module titles that we have learnt over the last 2 years and what will entail for the new course. We also thought it would be beneficial to include that the course is majority online so it can be completed from all round the country. I believe this is definitely a selling point for the course as it encourages independent learning and allows students to get a sense of working remotely.
The module titles can act as conversation starters as they will be stuck on the walls around the event so students can get a real understanding of what they will be learning. These will be in the pink branding as the walls are predominately black so the pink will really stand out. The aim is that potential students will see the modules and think ‘I didn’t know they’d teach us that’ or students who want industry experience can see that the course offers this with the industry placements.
Clare’s Spreadshseet of orders / Cross checking budgets
Once we came towards the end of purchasing everything I wanted to cross check Project Management’s budget sheet with Clare’s. Clare sent me her budget sheet for the whole of launch night. When I first looked at this I was concerned as Clare had said the outgoings was at £274.3 which is way out of budget. However, once I actually received the budget sheet I could see that other Teams had been requesting purchases too. Therefore I wanted to cross check our budget to align it with hers in case we had not factored in delivery costs or VAT. You can see what has been cross checked below as everything highlighted pink is Project Management.
Everything highlighted green is what has been sent to Clare for purchasing. This is what I needed to double check costings.
Everything highlighted yellow is price matched to Clare’s budget. Once I had distinguished what was Project Management and what wasn’t on Clares budget, the total came down to £2241.26. I was relieved that we were under budget but the figures didn’t add up. Project Managament’s budget was coming in at £2606. However, after cross checking the two budgets, I found the issue, Clare had only inputted £959 for total cost to hire the venue, drinks and food she had not included the £300 deposit that was paid in June. The other figure that wasn’t right was the transportation costs. She had only included one trip for £65 instead of both ways which is £130 as per out budget sheet. Once these problems had been established, I passed on the information to Clare for amendmeant. Once resolved, both budget sheets aligned at £2606.
Set up schedule
This is the schedule that Project Management have put together in order for Friday 26th to run smoothly. This will be explained throughly to the dragons and the rest of the panel. The other teams will also be informed of this schedule on arrival of the Friday.
Invoice Number
Invoice Date Shoot
Lucy Kershaw Kingsway Chester CH2 2LB 07494 527445 lucykershaw2002@gmail.com 011160 25/06/2024 Lucy Kershaw's university exhibition launch (Events) • Fri 26 July 2024
Please
Signage
Photo Booth
Custom Decals
Cup Cake and Burn cake
e f l e c t i o n
RReflecting on this component, I have gained several valuable skills. Initially, I believed that management and leadership came naturally to me. However, I found this component challenging due to my tendency tobeapeoplepleaser.Iwasconcernedaboutotherteamsperceiving my actions as micromanagement, despite my intentions of achieving thebestoutcomesforthegroup.
Through this component, I have notably developed my time management skills. As a member of the project management team, effective time management and the development of efficient systems became crucial. For example, organizing the bi-weekly meetings, as mentionedinthereport,highlightedtheimportanceofschedulingand prioritisingtasks.
Additionally,myKeyKPIshavesignificantlycontributedtoenhancingmy PR skills. At ChloBo, my role involves PR, brand cohesion, and event dressing,withthesebeingmyfavoriteaspect.IampleasedthatIcould applytheseskillstotheLaunchNight,ensuringasuccessfulevent.