Tshwane Food Festival Case Study

We had the honour of setting up and managing the Kid's Corner and VIP Area for the Tshwane Food Festival 2019. Check out our case study. Learn a bit more about how we tackled these two event areas at the Festival, and see some of the photos of how everything turned out! Enjoy x

Pretoria's Favorite Food Festival

It’s the 5th Tshwane Food Festival and this time its bigger and better, held at the Pretoria Botanical Gardens, this event was not to be missed. Amazing acts, delicious food and an outstanding atmosphere. This year the festival hosted more than 3000 people, with about 10% of the attendees being children the organisers wanted to make sure they were looked after and had enough entertainment as well a safe environment to play freely.

What We Needed To Do

We were approached to design two areas for the event: the VIP Area, and the Kids Corner.

The VIP area was easy: we needed to design the look and feel as well as set up the area. The Kids Corner was more intricate. For the Kids area, we needed to design, plan, organise and manage the full days festivities—and can we just say, it wasn’t the easiest thing we’ve done, but it definitely was an exciting adventure.

This was Tshwane Food Festival’s first time catering for children in this way, specifically with a “Kids Corner”; so we had no idea how many children there’d be. We decided to base our planning around 150 although we had enough games and activities for many more kids, and there were many MORE!

How We Did It

VIP Area

For the VIP area, we chose a natural and minimalist look —we know the VIPs like to party, so we kept in mind not to clutter the area with too much furniture so that there was ample space to dance the day and night away.

The area was set up in white and accents of wood and greenery in the form of indoor plants, vases with greenery and succulents. We added white pillar candles and geometric candle holders to add to the ambiance as day turned into night.

We had a mixture of couch pockets set up as well as fun family style wooden banquet tables with white chairs that resemble the branches of a tree—to follow through with the natural outdoor theme. Different seating areas allow for people to interact freely. The VIP Outside area had a view of the stage and we used a mixture of cocktail tables and cafe tables so that you could sit outside and enjoy the acts. Geometric shapes and accents were also brought in through monochromatic rugs and cushions to create a more inviting relaxed atmosphere.

Kiddies Area

Since this was the first Kid’s Corner at a Tshwane Food Festival it needed to be everything we imagined and more. We wanted it to be incredible, ensuring we can do better and bigger at the next festival.

Safety was Our Number One Priority

We wanted parents to know that their children were in safe hands. We arranged some of the best Child Minders around, that were hands on with the kids and more than capable of getting everyone to play nicely. We also made sure that we had all the children’s and parents information in case we needed it. Minders had first aid training and everyone felt safe and comfortable.

Entertainment & Fun

So what did we do for fun? We wanted to make sure the kids had a few ways to spend their time and energy. There were Jumping castles, Giant Jenga and Chess, and of course, magicians, puppets, face painters and stilt-walkers. We also had fun games and activities were children could win prizes. Soft play areas for smaller children and constant supervision. Hula Hoops, bean bags, tables and chairs for the kids to sit and colour in and paint as well as balloon art, ball pits and bubbles, everything that got you excited as a kid, we made sure to incorporate.

A Successful Execution, and an Amazing Day

All in all we can say it was a successful day, we had an amazing time bringing these two areas to life and were excited to be involved in both of them. We feel like we were tasked with the two most important groups at the event! Kids and VIPS, I mean aren’t they the same thing?

Although it had its challenges, we had the best time. From setup to breakdown we learnt some important lessons along the way and can honestly say we look forward to doing a festival like this again.

Here’s to many more spectacular event days brought to you by Gaia Event Design. If you need any assistance with planning, design or managing your event or festival we are ready, so send us a message!

The Gaïa Team


Posted in Case Studies on Nov 18, 2019


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