Event Roadmap

Abuja Charity Festival 2023

“Free Education For All”
Event Name: Abuja Charity Festival [in Collaboration with the renewed
hope initiative]

Event Theme: "Free Education for All"

Event Date: December 16, 2023

Venue: Velodrome, Moshood Abiola National Stadium.

Event Duration:

Full day, including fitness activities, games, giving, and a charity concert in the evening.

Primary Objective: To raise funds for free education initiatives and

promote physical fitness and community engagement.

Secondary Objectives: Raise awareness about the importance of free education.

Create a sense of unity and inclusivity within the community.

Event Team: The event planning team is assembled, and roles and
responsibilities are yet to be defined. (We must provide a list of key team
members and their roles.)

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Preliminary Budget:
Estimations have been made, but the budget is yet to be finalized. See rough estimations below.

Budget Estimations based roughly on discussed scope:

- Venue Rental:
Venue Rental: NGN 1,200,000 (approx. USD 1,200)
Stage and Lighting: NGN 1,000,000 (approx. USD 1000)

Naira: 2,200,000 NGN | USD: Approximately $2,200

- Entertainment (Artists and Performers):

Artist/Performer Fees: NGN 50,000,000 (approx. USD 50,000)
Sound Production and Audio Visual Setup: NGN 3,000,000 (approx. USD 3000)

Naira: 53,000,000 NGN | USD: Approximately $53,000

- Event Promotion and Marketing:

Marketing Materials: NGN 7,500,000 (approx. USD 7500)
Social Media Advertising: NGN 800,000 (approx. USD 800)
Content Capture: NGN 4,200,000 (approx. USD 4,200)

Naira: 12,500,000 NGN | USD: Approximately $12,500

- Logistics and Operations:

Event Staff, Security and Safety Measures: NGN 1,600,000 (approx. USD1500)
Catering (for volunteers and staff): NGN 1,200,000 (approx. USD 1200)
Transportation: NGN 700,000 (approx. USD 700)

Naira: 3,500,000 NGN | USD: Approximately $3,500

- Event Decor and Signage:

Back Drops, Facades, Art piece, Event Exhibits
Naira: 6,000,000 NGN | USD: Approximately $6,000

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- Registration and Ticketing:
Online Registration Platform: NGN 2,000,000 (approx. USD 2000)
Naira: 2,000,000 NGN | USD: Approximately $2,000

- Miscellaneous Expenses:
First Aid and Medical Services: NGN 1,200,000 (approx. USD 1200)
Contingency Fund (10% of total budget): NGN 8,040,000 (approx. USD 8040)

Naira: 9,240,000 NGN | USD: Approximately $9,240

-- Total Estimated Budget:--

Naira: 88,240,000 NGN | USD: Approximately $82,400

Key Actions:

1. Event Team
- Setup an event team with visible stakeholders and clear roles. yesterday

2. Event Timeline and Milestones:

- What are the deadlines, milestones and tasks for each aspect of our event?

3. Budgeting and Funding

- What are our major expenses?
- Who are our potential sponsors and funding sources.
- Do we have a sponsorship package prepared?
- What is the estimated income and expenses for this event?
- Which revenue sources have been identified?
- How will we acquire the funding
- Who will track the finances?

4. Venue and logistics

- Selection,
- Booking,
- Layout and Setup,
- Catering and Security arrangements,

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 - Vendor cordination.

5. Marketing and Promotion

- We need to develop a marketing plan yesterday,
- Is there an events website??
- How can we use email marketing, social media and which promotional materials will
work best?

6. Registration and TIcketing

- Which online system will we use?
- What is the registration flow for participants, volunteers and spectators
- What are the ticket types and prices? What benefits do they offer?
- Do we have a dedicated event website and landing page?

7. Content Development
- Event Program,
- Artists and perform selection,
- Invitation of key individuals (ministers),
- Educational talks and exhibits?,
- Develop Engaging activities, fun games and competitions,
- Concert lineup.

8. Special Invitations
- Write and send letters of invitation to all key individuals and organisations
- Which Ministers?
- Which Organisation, Which secto is our focus?
- Artist Booking

9. Rehearsals and Training.

- Artist rehearsals and
- Volunteer training.

Considering the time we have available, we must address and treat 80% of the about listed
items in our next meeting and should be treated with as a matter of urgency.

abujarunclub.com | abujarunclub@gmail.com | WhatsApp: 08097788993

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