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Lord Farquhar's 60th Birthday celebration Project Briefing Document Introduction Clan Farquhar are based in the remote highlands of Scotland at their ancestral home, Dunfechting Castle, a fifteenth century building that whilst large, does not have many rooms that will host a large event. The castle is located near the south end of Loch Laggan off the A861. Lord Farquhar is planning to have a large celebration for his 60th birthday - something he did not think that he would see as the male side of the family suffers from a curse put on the Farquhar Clan in the 1700's by a local witch. Most male members of the family die before they reach 55 so to be approaching his 60th birthday is something he believes is worth celebrating. His birthday celebration is planned for the 23d October 2022. To accommodate the planned celebration his family have decided to hire a marquee from a firm based in Perth, Scotland called Papakata (https://www.papakata.co.uk/)'" Background information The 'Tents' Papakata offer two types of 'tent' a Teepee and a Sperry as shown in Figure 1. Figure 1 External and interior pictures of Teepee's and Sperry's Each style is available in different sizes and different configurations. One Teepee can accommodate 80 people standing and 50 people sitting. They can also be joined together although this is more complex and increases the cost. Sperry's can range in size from 7m X 13m to 20m X 26m. The largest The location is needed to determine the time it takes the marquee crew to get to the site.Sperry can accommodate son peopte standing and 30D people sitting and costs in the region of senooo to hire. The event planners for Lord Farquhar's birthday have decided to hire one Tepee and one 1Elm it 21m Sperry. Iiticirti Schedule Tents are usually built on Tuesdays, Wednesdays and Thursdays then dismantled on Sundays and Mondays. This ts not always possible because of road closures. venue requirements and if it is a midweek event. A large Sperry takes 3 days to build. The hire rate for this site of tent is cannon. This includes the day of the event and one day before - to allow the client to make any personal touches to the venue. Although possible it is extremeiy difficult to move a tent from one site to another straight away. The tent typically needs cleaned and the length of time it would take to do this onsite is not feasible. Also, no two jobs are the same so typically tents are taken back to Papakata's base in Perth to be cleaned packed and readied for the next iob. Computer generated *pici: lists' are created to inform the warehouse team packing vehicles exactly what is required for each individual job. The warehouse is made up of boxes with numbers and codes meaning if they don't load It into a vehicle it won't come off their list. This decreases the amount of missing kit, reduces broken kit when packed correctly and allows Papakata to take the minimum amount of vehicles required. yitally, it also means no vehicle is overloaded as the computer knows the limit of each vehicle. Lord Farquhars event requires both types of tent to be erected la Witches Hat Teepe and a Sperry} therefore it is estimated that they will take 3 days to erect and fit out. Ilhior'li Breakdown Strut-tine and Sequence A typical job can be broken up into a sequence of 1. Picking and packing the equipment onto the lorry at the deport in Perth 2. Transporting the equipment and labour to the site of the event 3. Checking the site for suitability and any underground services that couid be hit by the anchors used for the tents It Erecting the tent!- 5 installing any perimeter external lights E. installing ooring T. installing 'festoon' lighting 8 Installing any bar facility and 'hoops' for hanging lanterns and flowers. 5. Putting in furniture - tables. chairs, benches 1D. installing the heaters 11. Monitoring the event over two days 12. dismantling the tent and interior equipment 13. Transporting back to Perth base 14. Cleaning and storing the equipment Activities 1 - It) would be approximately over three days [these can be up to 12-14 hour days}. Monitoring the event is having someone standing by at the event in case of any problems with weather issues. Activity 12. dismantling takes half the time of erecting the tents and interior ttings. Figure 2. shows the activities. quantities. prices and time allocated for these tasks for the Clan Farquhar event. Contract Estimate for Clan Farquhar event 26th October 2019 Activities Quantity Price Task Time (hours) Witches Hat Teepee inc. flooring, 1 E1,880.00 8 lighting and chill out (Sofa with reindeer skin and 2 chairs, open fire, 3 low tables and lanterns, 2 cushions, 6 benches with reindeer skins) Sperry tent 10m x 21m canopy 1 E4,500.00 10 (including woven matting and side walls) Sperry Archway 1 E395.00 1 Perimeter Pole Mounted spot E189.00 1.5 lights for 10M x 21M Sperry Festoon lights draped 10M x 21M 1 E382.50 2.5 Metal hoop for Teepee (1.2m for 2 E150.00 2 hanging lanterns and flowers) Metal hoop for Sperry (3.0m for 1 E175.00 1 hanging lanterns and flowers - winch included) Rustic Dancefloor (16' x 16') 1 E298.00 2 Farmhouse table (seating 8) 10 E300.00 1.5 Cross Back Chair (wooden finish) 70 E350.00 2.5 Circular Oak Bar (4M diameter) 1 E870.00 1 Festoon walkway (festoon lights, 1 E105.00 4 giant shepards crooks and 10m external matting) for Sperry) White catering tent (6m x 6m (790.00 4 with grid matt flooring, light, connecting tunnel and 8 trestle tables) Standard indirect fuel heater 1 E299.00 1 (requires 240V) inc. 10 hours fuel Delivery to and from event site 1 E1,202.30 1 (100 miles) Damage Waiver Fee E343.27 Total E12,229.07 41 hours Figure 2 Contract Estimate for Clan Farquhar Event Labour requirements To erect a Teepee 2 people are required plus 1 additional person for every hour travelled from the Perth Base. As a rough rule when the total number exceeds 10 people the decision would be takento make that a two day build with the equivalent manpower e.g. 5 people for two days rather than 10 people for 1 as the cost of hotels and food is the equivalent cost of transporting more staff. Sperrys although a larger area, are quicker to build but just need more people for carrying heavy parts of the tent. Papakata would usually decide to build this in a day and send larger numbers of staff. Sperry's can have 1 to 6 main supporting poles. You need 2 people per main support pole plus 1 additional person for every hour we have to travel from our base. The Sperry for Lord Farquhars event it is a 4 pole Sperry. Generally, it is advantageous to take the minimum amount of staff as possible as time spend as passengers in vehicles is expensive and of no advantage to the company. In an ideal world Lorry drivers would only work when they are needed to drive as they are considerably more expensive than crew members. As this is a seasonal industry there is a huge turnover of staff from year to year. Therefore, crew members with experience are paid slightly more as shown in Figure 3. A third year crew member is generally the most valuable crew member. season 1 season 2 season 3+ final crew member 68.21 68.75 19.00-9.50 trailer driver 69.50 E10.00 f10.50-11.00 lorry driver E12.00 E12.00 E12.00 Figure 3 Hourly rates of pay for staff Other variables to consider Other factors can impact on the plan and estimated cost of an event include, Seasonal discounts to promote offseason use. Geographical location. Size of the job. Time of year. Manual handling issues. Risk to equipment. Strategies to reduce cost and risk Trackers in vehicles which reduce insurance costs, track vehicle efficiency and watch drivers. Packing of vehicles correctly- reducing overloading, breakages or damage. Needing 20 staff members in June and none in February makes recruitment and planning for the busiest weeks essential. Regularly checking the weather. Strong winds and high rain forecasts can delay and stop builds making rescheduling at any minute a possibility. Planning far enough in advance can prevent wasted days. Fuel cards offering 103pence per litre rather than 125 pence. Having warehouses which have enough room to function mid-season but are not a black hole (i.e. costing money!) in the off season. Planning for the worst case scenario and always having a backup plan. As Papakata have three UK branches (Perth, York and London) which can do last minute kit swaps offers a last case resort which can be beneficial. Small families businesses who hire tents may not have this facility.Profit based bonuses, encourage staff to spend wisely