sample media event plan

7/28/2019 Sample Media Event Plan

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ASHMOLEANMUSEUM OF ART A ND ARCHAEOLOGY UNIVERSITY OF OXFOR

MEDIA EVENT PLAN

PHOTO CALL &INTERVIEWS FOR EXHIBIT GRAND OPENING JULY 20TH,2012

WHY: The Lost World of Old Europe: The Danube Valley, 5000 3500 BC exhibit is themost anticipated event of 2012 at the Ashmolean Museum. Its grand opening will

feature a keynote address by Dr. Manfred Oppenheim. Dr. Oppenheim discovered the

famous Wachau Valley horde in the Danube Valley in 1958, as well as many othersignificant Old World and Egyptian archaeological sites. The Wachau Valley hordecontains some of the best examples of European Neolithic bronze weaponry and

goddess carvings.

Dr. Oppenheim is a preeminent expert in the field of European Neolithic archaeology

and will be speaking about one of the greatest finds in the past 100 years. TheMuseum feels that the public will be very interested in viewing the exhibit after seeing

photos of exquisite artefacts and listening to Dr. Oppenheims description of theexciting items in the Lost World of Europe collection. Also, the exhibits grand

opening occurs one week prior to the start of the 2012 Olympic Summer Games inLondon. Visiting dignitaries and tourists in London for the Games will be interested in

leisure activities in and around London when not attending sporting events.

WHAT: Dr. Christopher Brown, Director of the Ashmolean Museum, will introduce the exhibit

and Dr. Oppenheim at the grand opening ceremony. Both speakers will be available

to the media during a brief question period after the keynote address, as well as forpre-arranged interviews. Media personnel are invited to use non-flash photographyand video to obtain additional visuals of the exhibit and the public lecture.

The Ashmolean Museum will forward professional photographs of the most popular

artefacts and b-roll of previous interviews with Drs. Brown and Oppenheimas wellas archival footage of the Wachau Valley dig to the PR Manager two weeks prior to

the grand opening. Media are welcome to view the exhibit prior to the grand openingfree of charge should they wish.

An informal reception with light refreshments and a cash bar in the Museums lobbywill follow the event. Media, Museum staff, dignitaries, students, and faculty are

welcome to attend.

WHO: The following Museum staff will assist in a variety of capacities with the preparationand execution of the grand opening:

Dr. Christopher Brown Present the exhibit and guest speaker to media and public;be available for media interviews and questions from the

public

PR Director Liaise with media immediately prior to and during event;

introduce media to interviewees for scheduled interviews;

mediate public and media question period after lecture

Curatorial staff Ensure exhibit is ready for event and media/public viewing;

be on hand to deal with any issues concerning artefacts


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Archival staff Acquire and provide archival footage from 1958 of WachauValley dig to PR Manager by July 20th

Museum Educators Be available during public viewing of exhibit to answer anyquestions; educators are not to interact with the media,

rather they should direct all media inquiries to the PRManager

Events Coordinator Coordinate event set-up and takedown (of Museumproperty); be on hand for troubleshooting; attend to catering

deliveries

Events staff Assist the Events Coordinator with activities prior to, during,

and immediately after the grand opening

Front Desk staff Greet guest speaker, media, and public; direct media to

Ancient World gallery

WHERE: The public lecture and interviews will take place in the Ancient World Gallery at theAshmolean Museum on the University of Oxford main campus. This gallery located

on the main floor of the Museum. Media are requested to enter at the Beaumont

Street doors where Front Desk staff will provide directions to the Ancient Worldgallery.

WHEN: Friday, July 20th (day of event)

Museum staff available for set-up 3:00 PM

Dr. Brown available for questions 3:00 PM

Exhibit curator checks exhibit 3:00 PM

PR Manager arrives 4:00 PM

Museum staff ensure exhibits and 4:00 PMGallery are clean and wiped

Event begins 6:00 PM

Reception 7:30 PM

VENDOR SUMMARY:

Rentals/External Staffing

Catering company will provide all food and beverage items, save bottled waterfor speakers

Event companies will provide all non-food and beverage items required for the

reception, including flower arrangements, linens, dishes and cutlery, andserving stations

Cash Bar staff (x 2) hired for 4 hour concurrent shifts (advertise position toUniversity of Oxford students)


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Chairs, tables, audio/visual equipment, lighting, and podium are availablethrough the Museums own equipment supplies and do not need to be rented

Food & Beverage (catered)

Bottled water for speakers and media

Coffee (carafes) and tea (bags)

Canned soft drinks

Hot appetizers (buffet-style)

Fruit

Desserts

Liquor (sponsor-provided)

Bottled beer

Wine (red and white)

Spirits (gin, vodka, rum, whisky)

Signage

Two 3 x 5 vinyl banners placed above at the Museums main entrance onBeaumont Street, and another above the St. Giles Street entrance (both

outdoor banners)

One standing 4 banner in main lobby on the day of the event with eventinformation, times, and directions to the Ancient World Gallery

Indoor signs in elevators and at stairwells

Printing

150 double-sided program handbills for grand opening attendees

Internal Calls

Advertise for two Cash Bar positions with University of Oxford Students Union

Place advertisement by July 1, 2012, and ensure staffing in place by July 15

Venue Rental

Not applicable


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BUDGET ITEMS:

Lost World of Europe Exhibit Grand Opening

Item Cost Source Rationale/Other

Linen (10 tablecoths), cutleryand dishes for 150 ppl, and

serving station

550 XYZ Events Venue dcor (rental)

Flower arrangements (twopodium, 10 bar tablearrangements)

300 XYZ Events Venue decor

Bottled water (12) 5 Ashmolean Museum For guest speakers

Cash Bar staff ((2 x 15/hr. x

3.5 hrs.) + taxes)~125

University of Oxfordstudent

Staff to keep any tips

Catering (food and non-

alcoholic beverages) (150 ppl x22/pp)

3,300 Art of Food

Refreshments for

reception

Liquor* N/CSponsor UK LiquorDistributors

Association

Cash Bar supplies

(valued at 2,500)

Signage 500Oxford Sign & PrintingCo.

Advertising prior toevent & day of event

Printing (event handbills) N/CSponsor- Oxford Sign& Printing Co.

Program and exhibit

handbills for

attendees (valued at

300)

Archival footage & high

resolution photos on CDs formedia

150

TOTAL 4,910

* Liquor sales are expected to generate approximately $4,000, which will be used to offset theevent costs.

NOTES:

Museum staff involved in set-up are required to remain on stand-by at the Museum from 3:30

10:30 PM on July 20 th. This includes Receptionist, Tour Guides, Technology Manager,Technology staff, Dr. Brown, and Events Coordinator. The exhibits Curator will be on-site from

3:00 8:00 PM to troubleshoot and be available to the media at the discretion of the PRManager.

The Museum will be closed to the public on the day of the event until doors open at 5:30 PM.

PR Manager will be on-site from 3:30 10:30 PM on July 20 th as first point of contact for eventscompany vendor, guest speaker, and media.


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ITINERARY:

Individual/Company Time(s) Contact Information

Museum staff assist with venue set-up 3:30 6:00 PM Jennie Gray (Team Lead)

T. +44 (0)1865 288298

Dr. Brown in office 3:30 5:30 PM T. +44 (0)1865 243199

PR Manager on-site at venue 3:30 10:30 PM Susie Gault (PR Manager)

T. +44 (0)1765 288298 (cell)

Events Coordinator meets XYZ 3:45 PM Evan Murray (Supervisor)

Events T. +44 (0)1236 456789 (cell)

XYZ Events sets up venues 3:45 5:15 PM

(event & reception areas)

Catering delivered (Art of Food) 5:00 PM Maria Turner (Art of Food)T. +44 (0)1236 456789 (cell)

Events Coordinator receives catering 5:00 5:10 PM Bill Nye (Events Coordinator)at loading docks T. +44 (0)1236 456789 (cell)

Art of Food sets up in lobby 5:10 6:00 PM Jim Turner (on-site Manager)T. +44 (0)1236 456789 (cell)

Sound & video check by 5:15 PM Steve Nash (Tech Manager)Museum staff T. +44 (0)1236 456789 (cell)

Dr. Oppenheim arrives 5:30 PM T. +49 (0)0292 029248 (cell)

Dr. Brown greets and directs 5:30 PMDr. Oppenheim

Doors open to the public 5:30 PM(Ancient World Gallery doors)

PR Manager in Gallery to greet and 5:30 7:10 PM Susie Gault (PR Manager)

direct media/coordinate interviews T. +44 (0)1765 288298 (cell)

Media set-up in gallery 5:30 6:00 PM

Sound and video check with media 5:45 5:55 PM Steve Nash (Tech Manager)T. +44 (0)1236 456789 (cell)

Events Coordinator puts out cold bottled 5:45 PMwater at podium for speakers


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Cash Bar staff arrive and met by 6:00 6:10 PM John Smith (Staff #1)

Events Coordinator T. +44 (0)1236 456789 (cell)

Ewan Mitchell (Staff #2)

T. +44 (0)1236 456789 (cell)

Cash Bar set-up 6:10 6:45 PM

Introduction by Dr. Brown 6:05 6:15 PM (stand-by until 6:40 PM)

Keynote Address by Dr. Oppenheim 6:15 6:40 PM

Events Coordinator & Art of Food set 6:20 6:50 PM (stand-by until 9:30 PM)out refreshments in lobby

Media interview & question period 6:40 7:10 PM Susie Gault (PR Manager)with Drs. Oppenheim & Brown T. +44 (0)1765 288298 (cell)

Cash bar opens 7:00 PM

Media tears down equipment 7:00 7:20 PM

Reception attendees go to lobby 7:00 7:30 PM

Media moves to lobby 7:10 7:20 PM Media invited to reception

Reception 7:30 9:30 PM

Last call at Cash Bar 9:00 PM

Art of Food tears down refreshments 9:15 9:45 PM

Cash Bar staff tear down 9:30 10:00 PM

Tear down (XYZ Events) 9:30 10:30 PM

Tear down (Museum staff) 9:30 10:30 PM

Debrief meeting with Museum staff 9:00 10:00 AM Reception to email Agenda(Tuesday, July 24rd) to staff on July 23rd

MEDIA CONTACT:

Susie Gault, Press & PR ManagerPress Office, Ashmolean Museum of Art and Archaeology

T. +44 (0)1865 288298

E. [email protected]

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