From the Event Management Company to the Manager of Human Resources of the Company - Assignment Example

From The Event Management company To the Manager HR of the Company Proposal for Internal Staff conference This is a proposal and details of the event planning for the programme to be held by your company.A conference has to be held for the staff of the company to update them on the sales, marketing and finance of the company. It has to be a green event. This will also be used as an opportunity to improve team building and instill low carbon culture in the staff. The conference will be for 2 days and it will be for 100 delegates. The budget allotment for the programme is GBP 100K of which we will reserve 10K for contingency. Venue We have selected Ashbourne Mariott Hotel. This is located near Dublin. The nearest airport for it is Dublin, Derry and Belfast. It is a four star standard hotel with 148 luxury rooms and 8 meeting rooms. This is the best choice for our event so that we can provide our delegates a memorable conference. Budget The tariff here is 95 GBP per room per night. The package will include morning tea and breakfast. We would split the rest of the budget for catering and event management team. Catering will provide lunch, tea and dinner on day 1. Event management team will bear the cost of equipment and guest speakers. They will also provide registration packs for the delegates. The company will provide overnight accommodation for the crew members and the guest speakers. The event management team will be responsible for production and direction for the event. The Agenda The agenda of the conference is threefold:- 1. Annual update of sales, marketing & finance 2. Team building 3. Company culture The first agenda will be dealt by the company officials. Rest two will be done by guest speakers. These are the main agendas for the conference as the company wants to instill team building spirit in the staff. Company culture is another important point that needs to be raised in this conference. Social and global responsibilities are integral for a good team. One of today’s main challenges is the threat of global warming. That is why more and more companies are encouraging “low carbon culture” among their employees. With increasing use of electronic devices, offices have become major contributors to global warming. By adopting the low carbon culture, much improvement can be expected to control global warming. That is why this has been chosen as the most important agenda for the seminar. Details of Sessions 1. Conference plenary session 1 – This will be the first session of the conference. The speakers for this session will be company officials. The break up will be as follows Introductory speech by the Vice-President - 10 min Keynote speech by the Director/CEO – 20 min Update by the Marketing Manager – 30 min 2. Conference Plenary session 2 This will be the session for inducing Low Carbon Culture in the employees. The event management team will arrange for a guest speaker to enlighten the delegates on this topic. It will be a 90 minutes session followed by a 30 minute question and answer session. PC’s, Laptops and Hand Held Devices are the major carbon sources in any organization. Of the companies can reduce their carbon dioxide emissions by changing employee behaviour, it could help tackle climate changes to a large extent. Although many employees know about the issue of global warming, they may not be aware about their own contribution towards the problem. Moreover, constant reminders are needed to instill new habits. The guest speaker will enlighten them on this issue. There is much more to low carbon culture than just switching off the computers at night or not leaving the devices on standby. They must understand carbon emission and the grave damages caused by it. The guest speaker will inspire and enable them to take action to reduce their carbon foot print. This will have double pronged benefit for the company. On one hand it will bring green credibility and attract more customers, investors and other stakeholders. On the other hand it will reduce bills for energy, waste management and travel. Thus the cost of the conference will be justified. 3. Delegate activities/ workshops This will be a session on team building. This will also be conducted by a guest speaker. This will be an activity based session. The activity chosen for this is-“snakes & ladders”. The delegates will be divided into two groups of forty each. 10 delegates will be nominated snakes and 10 will be ladders. The division of groups and nominations of snakes and ladders will not be disclosed to all. It will be done by random selection of secret chits. When the game starts, no one knows who is in their team, and who are the snakes and the ladders. 10 minutes will be given towards chit distribution. In next 50 minutes they have to communicate with each other to find out who is who. No one is allowed to talk aloud. They have to whisper to each other. The moment a participant communicates with a snake he has to fall down. When any of his team members communicates with a ladder, he can bring one of his team mates back to life. The whole exercise requires quick communication and teamwork. The team who has less dead members wins the game. This activity session will be followed by a discussion session of 60 minutes. In this session the guest speaker will enlighten the role of effective communication and trust among the team members. Game playing also helps to shed inhibitions and come close to each other as the team bonding improves. This helps in improving the work culture and productivity of the company. An increased performance will also offset the cost of the conference. 4. Regional/divisional workshop sessions (based on 7 regions) This is the last session. This will be conducted by the company officials. It will consist of the strategic review of the seven regions in context of carbon implications. The measures taken by the regions and their performances will be highlighted. Registration Packs- A registration pack is not just a gift, it is a constant reminder of the lessons learnt or the motivation absorbed in the conference. It also helps to get the delegated tuned into the theme for the conference. This needs to be adhered to while designing the registration packs. As the delegates arrive they will be given registration packs which will include a CD of the documentary “An inconvenient Truth” to promote awareness about low carbon culture. This will be purchased from www.filmmuziek.com. at GBP 7.5 each. It will also have a t-shirt with a green slogan. It could be something like – ‘save the earth’ in the front and ‘we owe it to our children’ at the back. A picture of the earth in green will be the back ground for the front slogan. The back will have the picture of children holding hands in a circle. The T shirts will be custom printed by Expertshirt at GBP 4.6 per shirt.( http://www.expertshirt.com/getaquote.php). There must be a LCD projection system. The laptop needs to be at the podium for the speakers to use for their presentations. It must be connected with the projector. The console operator from the crew should be instructed to put up slides related to green earth and environment protection as the backdrop when the presentations are not going on. Cordless clip mikes should be there for the speakers in addition to the fixed mike at the podium. The entire event will be recorded and cd’s will be made that will be given to the participants at the end of the programme. Further copies can also be made for future use. This will be done by cdr-print.co at GBP 0.77 each for making 100 copies. Green Event Since it is a green event there must be steps taken to minimize waste. Least amount of paper should be used. As much information can be passed through the websites and emails, should be done. This reduces the cost of event also while preserving the environment. Confirmations and registrations can also be done online to save paper work. It saves time also and uses man power more effectively. As a practical demonstration of low carbon culture, the meetings should be help in naturally lighted rooms. The delegates should be encouraged to car pool on their way to airport or road transport. Implementation of these steps will induce the low carbon culture in the company which is the main agenda of the event. It will also help us in reducing the total cost incurred for the event as we have discussed before. Thus it will be overall an effective, productive and justified event. Reference: 1. Rogers, T., 2003, Conferences and conventions: A global Industry 2. Bowdin,G., 2006, Events management 3. Davidson, R. & Rogers T., 2006, Marketing Destinations and venues for conferences, conventions and business 4. Berridge, G., 2007, Event Design and Experience 5. Getz,D., 2007, Event studies 6. Rhodes, J., Green Event Planning Guide, Duke university. 7. Recycling Advocates – Recycling at Your Event 8. www.recyclingadvocates.org 9. BioCorp, Inc. – biodegradable plastic tableware and biodegradable bags 10. www.biocorpusa.com 11. Direct Access International – 100% recycled content apparel and accessories 12. www.directaccessintl.com 13. Eno River Association – organizers of the trash-free Festival for the Eno 14. www.enoriver.org 15. Environmental Protection Agency – Green Conference Initiative 16. www.epa.gov/oppt/greenmeetings 17. Rainbow Eco Specialties – promotional product made from recycled materials www.ecopromo.com https://www.marriott.com/hotels/hotel-deals/dubma-ashbourne-marriott-hotel/ 18. http://www.ecospeakers.com/index.html 19. www.sevenstarevents.com 20. www.green-events.co.uk 21. www.filmmuziek.com/soundtracks.cgi?id=1133&lang=en 22. http://www.expertshirt.com/getaquote.php 23. http://www.cdr-print.co.uk/prices/index.asp#cdr_print_duplicaiton APPENDICES BUDGET SHEET               No.   Unit cost (£)   Sub-total (£)                             VENUE             Ashbourne Mariott Hotel, Day delegate rates( + 3 speakers) 103   £35.00   £3,605.00   Pre-dinner drinks - Bucks Fizz @ £3 each (Mountain Hall) 206   £3.00   £618.00   Awards dinner - 4 courses incl. coffee (Mountain Hall) 103   £25.00   £2,575.00   Breakout rooms (day 1) 5   included   £0.00   Rheged half day delegate rate incl. 2 speakers (Pennine Hall) 102   £24.00   £2,448.00   Breakout rooms (day 2) 7   included   £0.00   GUEST SPEAKERS & ENTERTAINMENT             Don Carli, The Greening of Print (keynote speaker) 1   £6,000.00   £6,000.00   The Low Carbon Culture Company (presentation & consultancy) 1   £10,000.00   £10,000.00   Katie Alvord( Divorce your car) 1   £6,000.00   £6,000.00   ACCOMMODATION             Delegates: 1 overnight, 3 guests per room (Ashbourne Mariott Hotel) 35   £95.00   £3,325.00   Pre-event             Video recorders for pre-event challenge @ £145 per week 7   £145.00   £1,015.00   Both days             Text-based tablets @ 1 per 3 delegates (incl. on-site support x 3) 1   £12,000.00   £12,000.00   Staging & decor materials (banners/signage/badges) 1   £1,000.00   £1,000.00   Stings & background music 1   £25.00   £25.00   Plant hire & floral decor @ £33 per plant 30   £33.00   £990.00   On-site business expenses (photocopying, faxing etc) 1   £100.00   £100.00   Day 1             Stage hire (plenary & dinner) 2   £30.00   £60.00   LCD projectors (plenary + 5 workshops @ £80 pd) 6   £80.00   £480.00   Laptops (plenary + 5 workshops @ £150 pd) 6   £150.00   £900.00   Screens (plenary + 5 workshops @ £15 pd) 6   £15.00   £90.00   Lapel mics x 6 speakers (plenary) 6   £45.00   £270.00   Roving mics x 2 (plenary) 2   £45.00   £90.00   Flip charts (5 workshops @ £15 pd) 5   £15.00   £75.00   Lighting & rigging (plenary & dinner) 1   £1,000.00   £1,000.00               PA system (plenary & dinner) 2   £150.00   £300.00   Snakes & Ladder game materials 1   £500.00   £500.00   Star cloth (12 x 6m x 3m) 12   £60.00   £720.00   Awards & prizes 10   £50.00   £500.00   Day 2             LCD projectors (7 workshops @ £80 pd) 7   £80.00   £560.00   Laptops (7 workshops @ £150 pd) 7   £150.00   £1,050.00   Screens (7 workshops @ £15 pd) 7   £15.00   £105.00   Flip charts (7 workshops @ £15 pd) 7   £15.00   £105.00   TRANSPORT & LOGISTICS             Transport of text-based tablets @ £200 each way 1   £400.00   £400.00   Plant delivery & collection 1   £245.00   £245.00   Transport of A-V & decor items from London 1   £1,000.00   £1,000.00   Return rail travel London to Carlisle @ £40 return (agency, crew, speakers) 10   £40.00   £400.00   Toyota Prius car hire x 3 days for on-site teams 2   £150.00   £300.00   Low emission 17-seater shuttle bus hire @ £133 for 1.5 days 6   £133.00   £798.00   Registration Pack( cd 7.5+ tshirt 4.6+packing 0.9= 13GBP) 100   £13.00   £1,300.00               CD Recording & printing 100   £0.77   £77.00   MANAGEMENT FEE 1   £11,929.80   £11,929.80   Contingency 1   £9,484.25   £9,484.25   2% allocation for purchase of carbon credits 1   £2,000.00   £2,000.00                             SUB-TOTAL EX VAT £84,440.05   VAT @15% £14,777.01   TOTAL INC VAT £99,217.06   Event checklist 1 month before the event – invitations to be sent to the staff regarding the conference booking the venue book the event management team booking the caterer booking the guest speakers 15 days before the event – getting confirmations from the delegates confirm the guest speakers 2 days before the event – check the venue along with the event management team Evening prior to the event – reach the venue get the event management team settled. Check number of registration packs Get the equipments set up The event schedule Day 1 Delegates travel(cost excluded) 11.00 Conference plenary session 1 12.00 Buffet lunch for 100 13.00 Conference Plenary session 2 15.00 Tea break 15.30 Delegate activities/ workshops 17.30 Free time 19.30 Pre dinner drinks 20.00 Dinner 22.00 Awards presentation(30 min) 24.00 Evening end Day 2 9.30 Regional/divisional workshop sessions(based on 7 regions) strategic review 11.00 Delegates depart Read More