PR E-L O V E D BO O K F A I RTSM200 - Event Planning Assessment Task 1 Huu Loc Nguyen 1203106001 U NIS C M O R E T O N B A Y C A M P U SAll Images & Graphics Created in Canva Pro Give Your Old Books A New Life
(Allen, Harris & Jago 2021).UniSC Moreton Bay Campus Pre-Loved Book Fair PHASE (EVENT PLANNING)
(Stagg & Sati 2024; Thrower 2024; Fu et al. 2026; UniSC 2026) RATIONALE & PURPOSE Why Rising cost‐of‐living. Unaffordable textbooks. Food insecurity. Event purpose: Reduce financial pressure. Promote sustainability. Strengthen campus community.Over 88% of students responded that they earn an income equal to or below the poverty line' (Stagg & Sati 2024, p. 8)
(McFadden 1958; Allen, Harris & Jago 2021). EVENT IDEA Activation Donation‐based second-hand book fair. Genre‐sorted browsing zones. Festival‐style atmosphere. Food trucks + live music. Sustainability booths. 50/50 charity split model (with sponsors) Photobooth w QR‐code digital engagement. Differentiation: Circular‐economy community event with social, sensory, and cultural value.
(UniSC 2026a; Zamzuri, Azizi & Hanafiah 2023; Allen, Harris & Jago 2021). CIRCULAR ECONOMY MODELSustainability goals require circular‐economy initiatives. Processing Flow Event Day Activation Secondary Outcomes Re-Circulation CLOSED LOOP Value Keep On UniSC Campus
(Allen, Harris & Jago 2021). VISION, MISSION & S.M.A.R.TVision: A sustainable, community‐driven event that assists students by giving books a second life and strengthens campus culture. Mission Statement: Reduce student financial pressure, promote sustainability, and build community through a donation‐based book fair.
(McFadden 1958, Allen, Harris & Jago 2021) Where UniSC Moreton Bay campus Concourse. High foot traffic with central visibility. On-site outdoor power access. When 2-week preparation. One‐day event - 10am to 2pm. Weekday for maximum student attendance. During (25–29 August) Sustainability week at UniSC. How Donation period from student and sponsors (1–2 weeks). Sorting by volunteers. DELIVERY STRATEGIES
(UniSC 2026b; Allen, Harris & Jago 2021; Nelson 2009). OPERATIONAL DELIVERY Compliance UniSC’s WHS and Duty of Care requirements. External providers test and tag all electrical equipment (UniSC Site Induction). Vendor & Power Management Select previously food trucks from past events and PA/broadcast equipment. Vendors receive site maps showing power access and bump‐in locations. Continuous power supply is essential for PA system and food vendor safety.
(Allen, Harris & Jago 2021;McFadden 1958;Bolter & Stadler 2025). OPERATIONAL DELIVERY (TEAM) Marketing & Communication Lead IMC, digital assets, student engagement, event promotion. WHS & Risk Officer WHS compliance, risk assessment, vendor induction, test & tag. Volunteer Coordinator Recruit/induct volunteers, manage donation– sorting–display roles, safety briefings, shift planning. Logistics & Operations Lead Resources & technolgy, site map & bump‐in, power access, book inventory flow.For simplicity and a clear 50/50 charity split, the event will partner with one sponsor.
INTEGRATED MARKETING COMMUNICATIONSA multi‐channel marketing strategy ensures consistent messaging across digital, on‐campus, and student‐led platforms. (Allen, Harris & Jago 2021; Gerritsen & van Olderen 2014; Shtengelov 2020).
(Allen, Harris & Jago 2021; Fu et al. 2025). TARGET AUDIENCE ANALYSIS Primary Audience UniSC students. Students facing cost‐of‐living pressure. Students interested in sustainability. Secondary Audience UniSC staff Student Guild clubs. Sustainability groups. Segmentation Sustainability motivated wanting a circular economy. Cost‐of‐living motivated students wanting financial relief.
(Allen, Harris & Jago 2021; Getz 2007; Derrett 2016). Moreton Bay UniSC Pre-Loved Book Fair Event EVENT STAKEHOLDERS
(Bolter & Stadler 2025; Nelson 2009; Allen, Harris & Jago 2021). EXPERIENCE DIMENSIONSExperience Frameworks Emotional, Cognitive & Behavioural HEARTS Warm, festive atmosphere. Social interaction & photo booth Second-life books & campus community pride Friendly volunteers SELF Donate & buy pre- loved books. Build re-use habits. Advocacy & participation. Community identity. MINDS Circular economy education Signage & QR code. Sustainability messaging.
SAFETY CHECKLIST FOR ON CAMPUS EVENTS RISK ASSESSMENTHSW008 | 0822 | UNIVERSITY OF THE SUNSHINE COAST | CRICOS PROVIDER NUMBER: 01595Dwww.usc.edu.au | Page 1Expected attendance (number and type of attendees – eg UniSC staff, students, public):Name: Ph: Name: Ph: Name: Ph: Note: At least one person listed above must be contactable on the number given, during the event.To ensure UniSC provides a safe and healthy environment, meets criteria to ensure insurance coverage and meets contractual obligations to external vendors operating at USC, any individual or group organising an event of any nature or size at UniSC, MUST complete a risk assessment for this event. A risk assessment is designed to:consider all foreseeable hazards and detail the controls used to eliminate or reduce the risk of those hazards ensure appropriate UniSC staff are informed of the event and give permission where applicable ensure insurance coverage (after approval of the risk assessment by a UniSC executive or by someone with the authority to approve on their behalf)Prior to completing this checklist, you must first complete the Facilities Management (FM) checklist and obtain FM approval for the use of USC grounds and facilities for your event. Once you have completed the FM checklist and it has been approved by FM, you should complete the below checklist. This checklist has been developed as a basic event risk assessment. Given the nature of the event you are organising, some of the controls in this checklist will not be relevant and others may require more detail than given here. If there are areas/questions that do not pertain to the event you are organising, please enter N/A in the comments section. On completion of this form it must be sent for approval, by an appropriate UniSC staff member. The event cannot proceed without approval. Approval by an appropriate USC staff member:1. For events run by staff, each department or school will have their own risk assessment approval process, this must beclarified with your manager to ensure that appropriate approval is obtained. Events run by students: •Events run as part of the Student Guild will be approved by the Director, Student Services and Engagement or delegate, at least ten (10) business days before your event via eventapprovals@usc.edu.au and cc’d to catering@usc.edu.au . For events run by the Student Guild affiliated student clubs; the club should send their completed FM Event Checklist and Safety Checklist for Events to ManagerStudentGuild@usc.edu.au, and the Student Guild will then follow the approval process through the Director, Student Services and Engagement. Events associated with UniSC course work are to be referred to the course coordinator for approval. Any other student events should be referred to the Director of Student Services and Engagement, or delegate.•• •3. For events run by non-USC staff or students, the approval process must be ascertained by the event organiser’s UniSCcontact person.Please note: UniSC’s People and Culture (Health, Safety and Wellbeing) can provide advice, but cannot approve your event.1.0 EVENT DETAILS Event name:Event date & time:Description of event (describe the event in detail, indicating the types of activities that will be taking place and the resources that will be used):InstructionsEvent organiser/s:EVENT FEASIBILITY SCREENING (Allen, Harris & Jago 2021; Shone & Parry 2024). Marketing Screening Strong demand. Resonates with UniSC students. High media potential. Free entry boosts attendance. Minimal competition mid‐semester. Operations Screening Required event‐management capability. UniSC provides venue, power, screens, security, volunteers. External support: food trucks, op‐shops, PA hire. All deliverable within a 4‐week planning window. Financial Screening Expected breakeven or small surplus. Realistic $2,000 budget with 10% contingency. Simple cash‐flow (low pre‐event costs, event‐day revenue). Strong social Return of Investment.
(Allen, Harris & Jago 2021). CHALLENGES & SOLUTIONS
(Allen, Harris & Jago 2021). BUDGETING & FUNDING STRATEGY Budget Goal: $2,000 Revenue Streams UniSC Student Services support. Vendor fees from food trucks. Local business sponsorship. Book sales. Cost Control Use existing campus equipment. Volunteer labour. Concourse - Outdoor space = free venue. Charity split offsets minor costs.
SUSTAINABILITY POLICY Shared Responsibility: Organisers, volunteers, vendors, and UniSC collectively implement and communicate sustainable practices. Environmental Practices: Donation‐based model reduces waste; reusable sorting materials; digital signage; recycling stations; compostable vendor packaging. Social Considerations: Supports student wellbeing, affordability and community connection; provides volunteer opportunities; 50/50 charity split strengthens social impact. Economic Sustainability: Low‐cost event model; affordable $1–$5 pricing; vendor fees and sponsorships support local business; surplus funds reinvested into UniSC programs; promotes circular‐economy. (UniSC 2026a; Zamzuri, Azizi & Hanafiah 2023; Derrett 2016; Hall 2012).
EVENT IMPACTS & LEGACIES (Zamzuri, Azizi & Hanafiah 2023; Gration et al. 2016).
Event Name & Tagline UniSC Pre‐Loved Book Fair“Give a book a second life — and give a student a better one.” Theme / Experience Concept A circular‐economy campus activation that transforms donated, pre‐loved books into an affordable, community‐driven sustainability experience. Blends reuse culture, wellbeing support, and student engagement. Target Audience UniSC students seeking affordable study resources, wellbeing support, sustainability engagement, and a positive campus experience. Secondary audience: UniSC staff and volunteers. Intended Impacts Reduce financial pressure by providing low‐cost or free books Promote sustainability awareness and circular‐economy behaviour Strengthen campus belonging through a shared community event Encourage reuse, donation culture, and responsible consumption Legacy Outcomes Establish an annual second‐life sustainability event Long‐term partnership with Lifeline as a charity collaborator Increased student participation in sustainability initiatives Normalisation of reuse culture across campus Feasibility Insights Low‐cost, low‐risk, operationally simple, strong student demand, high social ROI, minimal infrastructure requirements, and a clear 50/50 charity split model. CONCLUSION & ONE-PAGE SUMMARY
REFERENCE LISTAllen, J, Harris, R & Jago, L 2021, Festival & special event management essentials, 1st edn, John Wiley & Sons Australia, Milton. Bolter, A & Stadler, R 2025, ‘The broader sensory experiences of event attendees’, International Journal of Event and Festival Management, vol. 17, no. 1, pp. 48–64. Derrett, R 2004, ‘Festivals, events and the destination’, in I Yeoman (ed.), Festival and events management: an international arts and culture perspective, Routledge, Oxford, pp. 32–50. Fu, J, Cook, J, Sideris, M, Woodman, D & Wyn, J 2025, Just trying to get by: Australian young adults' experiences of the cost-of-living crisis, report, Youth Research Collective, Faculty of Education, The University of Melbourne, Melbourne. Gerritsen, R & van Olderen, R 2014, Events as a strategic marketing tool, CABI, Wallingford. Getz, D 2007, Event studies: theory, research and policy for planned events, Butterworth-Heinemann, Oxford. Gration, D, Raciti, M, Getz, D & Andersson, TD 2016, ‘Resident valuation of planned events: an event portfolio pilot study’, Event Management, vol. 20, no. 4, pp. 607–622. Hall, CM 2012, Sustainable tourism: a geographical approach, Routledge, London. McFadden, DL 1958, ‘How to run a book fair’, Elementary English, vol. 35, no. 3, pp. 168–175. Nelson, KB 2009, ‘Enhancing the attendee's experience through creative design of the event environment: applying Goffman's dramaturgical perspective’, Journal of Convention & Event Tourism, vol. 10, no. 2, pp. 120–133. Shone, A & Parry, B 2024, Successful event management: a practical handbook, 6th edn, Cengage Learning, London. Shtengelov, M 2020, ‘Event experience mapping and customer journeys’, Journal of Event Marketing & Experience Design, vol. 4, no. 2, pp. 45–59. Stagg, J & Sati, D 2024, A campus in crisis: a report on the cost of living crisis at the University of Melbourne, report, UMSU Welfare, Melbourne. Thrower, J 2024, University is expensive: impacts of rising university costs on young people, discussion paper, The Australia Institute, Canberra. University of the Sunshine Coast (UniSC) 2026a, Sustainability Week, viewed 14 August 2026, https://www.unisc.edu.au/about/sustainability/sustainability-week#MBSR. University of the Sunshine Coast (UniSC) 2026b, Other study and living costs, viewed 14 August 2026, https://www.unisc.edu.au/study/student-life/cost-of-living. Zamzuri, NH, Azizi, NA & Hanafiah, MH 2023, ‘Research note: tourism event sustainability and value creation’, Journal of Convention & Event Tourism, vol. 24, no. 5, pp. 501–518.