ASHMOLEAN

MUSEUM OF ART AND ARCHAEOLOGY UNIVERSITY OF OXFOR

MEDIA EVENT PLAN

PHOTO CALL & INTERVIEWS FOR EXHIBIT GRAND OPENING
WHY:

JULY 20TH, 2012

The Lost World of Old Europe: The Danube Valley, 5000 3500 BC exhibit is the most 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 other significant Old World and Egyptian archaeological sites. The Wachau Valley horde contains 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. The Museum 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 the exciting 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 in London. 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 for pre-arranged interviews. Media personnel are invited to use non-flash photography and 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 well as 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 opening free of charge should they wish. An informal reception with light refreshments and a cash bar in the Museums lobby will 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 preparation and 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 Ensure exhibit is ready for event and media/public viewing; be on hand to deal with any issues concerning artefacts 1

Curatorial staff

ASHMOLEAN
MUSEUM OF ART AND ARCHAEOLOGY UNIVERSITY OF OXFOR

Archival staff Museum Educators

Acquire and provide archival footage from 1958 of Wachau Valley dig to PR Manager by July 20th Be available during public viewing of exhibit to answer any questions; educators are not to interact with the media, rather they should direct all media inquiries to the PR Manager Coordinate event set-up and takedown (of Museum property); be on hand for troubleshooting; attend to catering deliveries Assist the Events Coordinator with activities prior to, during, and immediately after the grand opening Greet guest speaker, media, and public; direct media to Ancient World gallery

Events Coordinator

Events staff Front Desk staff

WHERE: The public lecture and interviews will take place in the Ancient World Gallery at the Ashmolean 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 World gallery. WHEN: Friday, July 20th (day of event) Museum staff available for set-up Dr. Brown available for questions Exhibit curator checks exhibit PR Manager arrives Museum staff ensure exhibits and Gallery are clean and wiped Event begins Reception VENDOR SUMMARY: Rentals/External Staffing Catering company will provide all food and beverage items, save bottled water for speakers Event companies will provide all non-food and beverage items required for the reception, including flower arrangements, linens, dishes and cutlery, and serving stations Cash Bar staff (x 2) hired for 4 hour concurrent shifts (advertise position to University of Oxford students) 3:00 PM 3:00 PM 3:00 PM 4:00 PM 4:00 PM 6:00 PM 7:30 PM

ASHMOLEAN
MUSEUM OF ART AND ARCHAEOLOGY UNIVERSITY OF OXFOR

Chairs, tables, audio/visual equipment, lighting, and podium are available through 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 on Beaumont 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 event information, 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

ASHMOLEAN
MUSEUM OF ART AND ARCHAEOLOGY UNIVERSITY OF OXFOR

BUDGET ITEMS: Lost World of Europe Exhibit Grand Opening Item Linen (10 tablecoths), cutlery and dishes for 150 ppl, and serving station Flower arrangements (two podium, 10 bar table arrangements) Bottled water (12) Cash Bar staff ((2 x 15/hr. x 3.5 hrs.) + taxes) Catering (food and nonalcoholic beverages) (150 ppl x 22/pp) Liquor* Signage Cost 550 300 5 ~125 3,300 N/C 500 N/C Source XYZ Events Rationale/Other Venue dcor (rental)

XYZ Events Ashmolean Museum University of Oxford student Art of Food Sponsor UK Liquor Distributors Association Oxford Sign & Printing Co. Sponsor - Oxford Sign & Printing Co.

Venue decor For guest speakers Staff to keep any tips Refreshments for reception Cash Bar supplies (valued at 2,500) Advertising prior to event & day of event Program and exhibit handbills for attendees (valued at 300)

Printing (event handbills) Archival footage & high resolution photos on CDs for media TOTAL

150 4,910

* Liquor sales are expected to generate approximately $4,000, which will be used to offset the event 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 20th. 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 PR Manager. 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 20th as first point of contact for events company vendor, guest speaker, and media.

ASHMOLEAN
MUSEUM OF ART AND ARCHAEOLOGY UNIVERSITY OF OXFOR

ITINERARY: Individual/Company Museum staff assist with venue set-up Dr. Brown in office PR Manager on-site at venue Events Coordinator meets XYZ Events XYZ Events sets up venues (event & reception areas) Catering delivered (Art of Food) Events Coordinator receives catering at loading docks Art of Food sets up in lobby Sound & video check by Museum staff Dr. Oppenheim arrives Dr. Brown greets and directs Dr. Oppenheim Doors open to the public (Ancient World Gallery doors) PR Manager in Gallery to greet and direct media/coordinate interviews Media set-up in gallery Sound and video check with media Events Coordinator puts out cold bottled water at podium for speakers Time(s) 3:30 6:00 PM 3:30 5:30 PM 3:30 10:30 PM 3:45 PM 3:45 5:15 PM 5:00 PM 5:00 5:10 PM 5:10 6:00 PM 5:15 PM 5:30 PM 5:30 PM 5:30 PM 5:30 7:10 PM 5:30 6:00 PM 5:45 5:55 PM 5:45 PM Steve Nash (Tech Manager) T. +44 (0)1236 456789 (cell) Susie Gault (PR Manager) T. +44 (0)1765 288298 (cell) Maria Turner (Art of Food) T. +44 (0)1236 456789 (cell) Bill Nye (Events Coordinator) T. +44 (0)1236 456789 (cell) Jim Turner (on-site Manager) T. +44 (0)1236 456789 (cell) Steve Nash (Tech Manager) T. +44 (0)1236 456789 (cell) T. +49 (0)0292 029248 (cell) Contact Information Jennie Gray (Team Lead) T. +44 (0)1865 288298 T. +44 (0)1865 243199 Susie Gault (PR Manager) T. +44 (0)1765 288298 (cell) Evan Murray (Supervisor) T. +44 (0)1236 456789 (cell)

ASHMOLEAN
MUSEUM OF ART AND ARCHAEOLOGY UNIVERSITY OF OXFOR

Cash Bar staff arrive and met by Events Coordinator

6:00 6:10 PM

John Smith (Staff #1) T. +44 (0)1236 456789 (cell) Ewan Mitchell (Staff #2) T. +44 (0)1236 456789 (cell)

Cash Bar set-up Introduction by Dr. Brown Keynote Address by Dr. Oppenheim Events Coordinator & Art of Food set out refreshments in lobby Media interview & question period with Drs. Oppenheim & Brown Cash bar opens Media tears down equipment Reception attendees go to lobby Media moves to lobby Reception Last call at Cash Bar Art of Food tears down refreshments Cash Bar staff tear down Tear down (XYZ Events) Tear down (Museum staff) Debrief meeting with Museum staff (Tuesday, July 24rd)

6:10 6:45 PM 6:05 6:15 PM 6:15 6:40 PM 6:20 6:50 PM 6:40 7:10 PM 7:00 PM 7:00 7:20 PM 7:00 7:30 PM 7:10 7:20 PM 7:30 9:30 PM 9:00 PM 9:15 9:45 PM 9:30 10:00 PM 9:30 10:30 PM 9:30 10:30 PM 9:00 10:00 AM Reception to email Agenda to staff on July 23rd Media invited to reception (stand-by until 9:30 PM) Susie Gault (PR Manager) T. +44 (0)1765 288298 (cell) (stand-by until 6:40 PM)

MEDIA CONTACT: Susie Gault, Press & PR Manager Press Office, Ashmolean Museum of Art and Archaeology T. +44 (0)1865 288298 E. press.officer@ashmus.ox.ac.uk