SCOPE OF WORK 2
PERIOD OF PERFORMANCE 3
PLACE OF PERFORMANCE 4
WORK REQUIREMENTS 4
OTHER REQUIREMENTS 4
The Greater Toronto Area (GTA) Short Films Association has been around since the early 2000s. This group of prominent actors, directors and support film staff is involved in increasing the public knowledge of the GTA with the quality film work being done in the GTA (Toronto, Mississauga, Brampton and North York). Increased public knowledge translates to greater funding sponsors and audience support.
This year the GTA Short Film Association has contacted the “Pro Team” project management group to coordinate the first ever GTA Short Film Awards. The “Pro Team” project management group, a high performing team, emerged from the 2013 PMPG 500 Humber College class. Based in Toronto, their project management expertises are in entertainment and event planning.
This document explicitly outlines the purpose, objectives, constraints and assumptions of this unique project, the first GTA Short Films Awards.
SCOPE OF WORK
This document will highlight the mutually agreed upon terms for the planning of the 2013 GTA Short Films Awards (GTA SFA).
The GTA SFA 2013 will provide a memorable night of entertainment, appreciation and greater publicity for the Short Films community within the GTA. The desired outcome is the publicly, credit, recognition and awarding of the cast and crew of the GTA Short Film Community’s work during 2012.
The scope of work to be completed for the 2013 GTA SFA includes the organisation of the below points:
1. Venue (selection, preparation, set-up and close-out)
2. Entertainment and Media coverage (including advertising and broadcasting)
4. Event security management
5. Ceremony details (nominees, judges, presentations and host)
6. Event budgeting
The responsibilities of the customer (GTA Short Film Association) and the service provider (“Pro Team Group”) are as broken down below.
The GTA Short Film Association responsibilities are: o Sourcing the required funds from external/internal sponsors o Providing these funds to Pro Team to effectively budget for the event o Providing the specific nominees, award categories, judges and judging rules o Award design, development, sourcing and production o Event logos and theme o Logistical breakdown of invited guests o Transparency of all expectations of the “Pro Team Group”
The “Pro Team Group” responsibilities for the event/project logistics are: o Efficient event budgeting and scheduling o Venue (selection, confirmation and management) o Security (selection, confirmation and management) o Media coverage (selection, confirmation and management) o Front and back stage staff (selection, confirmation and management) o Catering (selection, confirmation and management) o Payment to all vendors o Open communication about the event process with the GTA Short Film Association
The project limitations include the traditional project restraints of all projects:
Specific to the 2013 GTA SFA, the major limitations are:
GTA Short Film Association obtaining enough sponsor funding/resources. They are a non-profit organisation, and they are depending on donations. This will impact the event cost parameters the most.
The final number of attendees is dependent on the funding/resources obtained by the GTA Short Film Association. This also has impact on venue size selection with a trickledown effect.
Certain laws and regulations may impact the ability to receive relevant permits to execute the GTA SFA ceremony. The time to obtain these permits is based on government procedure, which is outside the control of the customer and the service provider since they are an independent entity.
The amount of traffic in the