The proposal is based on an event plan of “Techinnovation Networking Welcome Dinner”. It is an annual event which brings to explore of technology throughout innovation. The event is going to host 500 guests. In this project framework, a networking welcome dinner is conducted for the interested delegates after the exhibition and conference.
2.0 Event concept, branding and marketing
2.1 Objectives
2.2 Formulate of event branding strategy
This welcoming dinner event plan consists of some branding strategies such as:
Invitations: In order to invite the guests into the event, handwritten invitations are created for them which create some personal touch.
Flyers and posters: The event is planned using of signage and handouts. Print marketing is used to advertise the event among people so that they can aware of this technology innovation dinner event.
Speaker: The major attraction of this branded event is a qualified speaker. An opening speaker is hired for the event program to provide the guests with valuable information.
2.3 Identification of marketing channels
The marketing channels are:
Social media: The online social media channel such as Facebook, Twitter and YouTube is used as a valuable part of marketing channel to brand the entire dinner event plan.
Newsletter: Most of the clients are getting touch to look at the newsletter blasts. A blog is used to promote the event through use of newsletter.
3.0 Event programme
|
Time |
Activities |
|
5 pm- 5:45 pm |
Registration |
|
5:45 pm- 6 pm |
Entry of guests |
|
6pm- 6:30 pm |
Speaker will provide speech |
|
6:30 pm- 7:30 pm |
Solo song and dance performance |
|
7:30 pm- 8 pm |
Games |
|
8 pm- 10 pm |
Dinner |
4.0 Venue selection and evaluation
4.1 Justification of selected venue
The “Amara Singapore” is selected for the dinner party for the international and Singapore technology provider. The venue is selected for the event as it provides best ambience includes of views, intimate lightning. The seats are reserved for the event data as well as time. The atmosphere of selected venue sets a perfect tone for the event. The venue also offers food as well as beverage to the guests. The total number of guests for the event is 500. Therefore, the selected venue is perfect for the welcoming dinner event. The venue has tables, chairs and liners for the guests.
5.0 Event space and floor layout
The layout of the event space and floor are follows:
Registration areas: They should be a membership counter and help desk to solve the event related questions. There is a separate counter with on-site registration forms. There is a big signage for the attendees to go for pre-registration and on-site registration.
Seating plan: There is a round table with 8-10 guests which encourages them to interact with others. The important guests are seated in middle of the room as they are the heart of the event.
Stage: The stage is decorated with flowers and lights with a seating arrangement of 10 people, mostly the important guests and honorable chief guest of the event.
Food and beverage area: The food and beverage area is separate from the seating area. At one batch and one time, there is availability of 100 guests. As it is a buffet system, therefore it is not a bug problem at all.
Entrances and exits: There are 1 entrance and 2 exits.
Parking facilities: There is parking of 1000 cars in front of the entrance which is situated next to exit 2.
6.0 Event team structure ad event action plan
6.1 Justification of team structure for the event
|
Team Members |
Duties |
|
Event Manager |
· Handling of catering to programming of the event activities · Pick the event venue and their details · Schedule of the event including timing of all the activities |
|
Creative Committee |
· Implement of the media and marketing channels · Taking of video of the whole event · Document all the event program · Handle of event handouts along with printed material |
|
Operations Liaisons |
· Set up the chairs and tables for the dinner session · Provide technology support · Look after the event equipments and the venue · Distribute of the programs to the attendees |
|
Finance Manager |
· Coordinate with the team members for estimation of event cost · Set up the budget · Approve the payment of the event |
|
Project Sponsor |
· Provide fund for the event · Approve the project deliverables · Assign of project resources · Manage the event risks · Manage the changes into the project |
|
Volunteers |
· Provide healthy and safe event environment · Providing of induction session to the staffs · Providing of training along with supervision |
|
Security Officer |
· Secure the event premises · Monitoring of CCTV equipments · Inspecting the venue and access points · Control of traffic |
6.2 Development of project schedule/Event action plan
|
WBS |
Task Name |
Duration |
Start |
Finish |
|
1 |
Event planning phase |
12 days |
Fri 7/20/18 |
Mon 8/6/18 |
|
1.1 |
Speakers |
4 days |
Fri 7/20/18 |
Wed 7/25/18 |
|
1.1.1 |
Identification of speakers |
2 days |
Fri 7/20/18 |
Mon 7/23/18 |
|
1.1.2 |
Invite the speaker |
1 day |
Tue 7/24/18 |
Tue 7/24/18 |
|
1.1.3 |
Obtain the biographies of speaker |
1 day |
Wed 7/25/18 |
Wed 7/25/18 |
|
1.2 |
Selection of venue |
5 days |
Thu 7/26/18 |
Wed 8/1/18 |
|
1.2.1 |
Select a theme for venue |
2 days |
Thu 7/26/18 |
Fri 7/27/18 |
|
1.2.2 |
Availability of the venue |
1 day |
Mon 7/30/18 |
Mon 7/30/18 |
|
1.2.3 |
Agree the venue and event date |
1 day |
Tue 7/31/18 |
Tue 7/31/18 |
|
1.2.4 |
Sign the venue contract |
1 day |
Wed 8/1/18 |
Wed 8/1/18 |
|
1.3 |
Decide the dinner menu |
3 days |
Thu 8/2/18 |
Mon 8/6/18 |
|
2 |
Event execution phase |
32 days |
Tue 8/7/18 |
Wed 9/19/18 |
|
2.1 |
Room and equipment |
3 days |
Tue 8/7/18 |
Thu 8/9/18 |
|
2.2 |
Supervise the site |
3 days |
Fri 8/10/18 |
Tue 8/14/18 |
|
2.3 |
Room, table, chairs and equipments |
3 days |
Wed 8/15/18 |
Fri 8/17/18 |
|
2.4 |
Make a guest list |
5 days |
Mon 8/20/18 |
Fri 8/24/18 |
|
2.5 |
Identify the guests requirements |
9 days |
Mon 8/27/18 |
Thu 9/6/18 |
|
2.6 |
Hire the staffs |
9 days |
Fri 9/7/18 |
Wed 9/19/18 |
|
3 |
Event Monitoring and controlling phase |
11 days |
Thu 9/20/18 |
Thu 10/4/18 |
|
3.1 |
Make a schedule list |
4 days |
Thu 9/20/18 |
Tue 9/25/18 |
|
3.2 |
Set the stage |
4 days |
Wed 9/26/18 |
Mon 10/1/18 |
|
3.3 |
Create seating plan |
3 days |
Tue 10/2/18 |
Thu 10/4/18 |
|
4 |
Event closure phase |
11 days |
Fri 10/5/18 |
Fri 10/19/18 |
|
4.1 |
Decorate the venue |
5 days |
Fri 10/5/18 |
Thu 10/11/18 |
|
4.2 |
Shop for food and beverages |
2 days |
Fri 10/12/18 |
Mon 10/15/18 |
|
4.3 |
Set the table |
3 days |
Tue 10/16/18 |
Thu 10/18/18 |
|
4.4 |
Buy the flowers |
1 day |
Fri 10/19/18 |
Fri 10/19/18 |
The lists of project deliverables are:
7.0 Food and beverage operations
7.1 Justification of food and beverage vendor, menu selection and catering considerations
The dinner event is conducted in Amara Singapore those are provided food to the guest. At the time of menu selection, the profiles of guests are required to be known. Older guests may prefer for milder menu, guests those are concerned about health prefer sea food as well as vegetarian options and younger guests prefer to spicier meals. The menu offers of at least two choices of entrees, three salad dressing options, and condiments on the side and offers two dessert options. All the food should be halal. At the time of serving food the guests, numbers of factors are taken into considerations for the catering services such as:
Plating the food: As a first impression, good presentation of the food is required. The foods are arranged in such a way so that it looks colorful. Warm plates are used for hot food and chill for cold food. In order to add interest into dishes, garnishes as well as decorations are added.
Style of meal: Buffet meal style is selected for the dinner where the guests can select food from different dishes which is displayed on a table. Food and beverage waiter are involved into serving to the guests with a structured setting of table.
International Buffet Menu
|
Buffet Menu There is availability of 100 guests. Selection of food Seafood, Fried rice, Prawn, Chicken, Chicken + Tomoto Posale with fresh lime Creamy polenta with cotija cheese Dessert Chocolate brownie Apple pie Ice cream Soft serve Tin roof pie Coffee and tea |
8.0 Develop a sponsorship proposal
8.1 Justify the sponsor for the selected event
|
Sponsorship |
Benefits |
Investment |
|
Supporter sponsorship package |
The logo of the company is placed at the sponsor page including link of the company. |
$ 250 |
|
Product sponsorship package |
The logo is appeared at monthly newsletter. |
$ 750 |
|
Bronze sponsorship package |
The logo is appeared at promotional flyer. |
$ 2000 |
|
Silver sponsorship package |
The logo is appeared at letterhead and placed at the sponsor page. |
$ 5000 |
|
Gold sponsorship package |
The name is placed at sponsor page. |
$ 10,000 |
|
Platinum sponsorship package |
The logo is placed at top of the event booklet and placed at the sponsor page including link of the company. |
$ 10,000 |
|
No. |
Items |
Quantity |
Price (in $) |
Total (in $) |
|
1 |
Dinner cost |
500 |
50 |
2500 |
|
2 |
Room and equipment |
1 |
1000 |
1000 |
|
3 |
Caterer |
20 |
20 |
400 |
|
4 |
Guests |
500 |
10 |
5000 |
|
5 |
Speaker |
1 |
50 |
50 |
|
6 |
Transportation |
70 |
20 |
1400 |
|
7 |
Generating |
5 |
10 |
50 |
|
8 |
Food preparation cost |
2000 |
||
|
9 |
Waiter |
30 |
50 |
1500 |
|
10 |
Other expenses |
1100 |
||
|
Total: |
|
|
$ 15000 |
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