Event Planning: Directors Confidential Board Meeting - Business Plan Example

Event Planning Directors Confidential Board Meeting November 20 TABLE OF CONTENTS Timeline & Tasks……………………………………………………………………………... 2 2 Event function sheet ………………………………………………………………………….. 3 3 Check list………………………………………………………………………………………. 4 3.1 Reception Area.......................................................................................................................... 4 3.2 Audio visual team.............……………………………………………………….................... 4 3.3 Catering…………………………………………………………….. ……………………….. 4 3.4 Transport Management…......................................................................................................... 4 4 Event budget………. …………………………………………………………………………. 5 5 Event evaluation ……………………………………………………………............................ 6 5.1 Feed back form………………………………………………………………………………. 6 5.2 Evaluation form……….……………………………………………………........................... 6 SL.NO (1)TIME LINE / TASKS 1 Contact customer to reconfirm on his requirements immediately. 2 After confirmation plan with team internally and assign jobs to team members in the next two days. 3 To Book Marriott West India Quay hotel (1) for a board meeting dated November 20 for 8 members till 7pm. Complete the booking procedure by October 15.Contact the hotel reception. 4 To contact the Marriott West India Quay hotel, London facility manager to arrange for Boardroom table, Executive and comfortable chairs. Flipcharts and pens to be provided near the presentation area along with projector and screen. Audio and Video conferencing to be made available. All business services required access to internet, secretary services, copying, phones and fax. Breakfast and lunch to be arranged .Inform the complete day schedule of the guests to be ready with additional necessary arrangements. Morning refreshments to be provided after the arrival of guests at 8 am. A three course working lunch to be arranged at 1 pm. Afternoon refreshments to be provided during high tea. Complete the task by October 20. 5 Arrange for their transport. Complete transport booking by October 22. Contact Aacent town car and limo service Inc(2) 6 Book individual luxury car for 8 board members. Car type – Limousines (2). To be picked from Canary Wharf (Location - Square mile) at 7 am. 7 Cars to reach Marriott West India Quay hotel by 7.45 am hence keep in touch with the drivers constantly keeping a check. On their schedule. 8 Contact catering department of the Marriott West India Quay hotel to discuss on the menu 9 Arrange for their transport to Hotel Hilton at 6 pm for dinner. Contact Town car and limo service Inc (2) to save time for the booking. Guests to be dropped back to Canary wharf after dinner. 10 Individual costs for dinner not to exceed ₤150. Hence contact the Hotel Hilton facility manager to discuss on the facilities again (Food menu & dinner area).Complete task by October 25. 11 Transport to be arranged from Canary Wharf to London airport the next day. Pick up from Canary Wharf square mile at 7 am. Individual Limousines to be arranged for clients. In total 8 cars to be booked. Complete task by October 27. 12 Take down contact details of the Facility managers, Drivers and other support facilitators for any immediate changes/arrangements. Complete task by October 28. 13 Discuss on the plan with team members internally again and ask for suggestions/opinions for any betterment/change in the plan. Complete task by October 29. 14 Inform the client about the plan and ask if there are any changes necessary required in the plan. Complete task for October 30. (2)Event function sheet Time Agenda 7:00 AM Guests to be picked up from Canary Wharf - Square circle. 7:45 AM Guests to reach Hotel Marriott West India Quay 8:00 AM Welcoming guests at the Hotel reception 8:15 AM Breakfast 9:00 AM Message by the Head - Executive director. 9:30 AM Message by Second in command on the strengths of the company 10:15 AM Message by Third in command on the strengths of the competitor company. 11:00 AM Tea break 11:15 AM Overview of the current business scenario by a Senior executive 12:00 PM Discussion on Merger and Acquisition. 1:00 PM Lunch 1:45 PM Business prospects after the take over of the competitor company. 3:30 PM High tea 3:45 PM Discussion on Improvising on Business segments 4:30 PM A closer look at marketing activities. 5:30 PM Conclusion and Thanks giving 6:00 PM Pick up from Hotel Marriott to Hotel Hilton 6:30 PM Reach Hotel Hilton & drop back to Canary Wharf Hotel after dinner. Next day 7:00 AM Pick up from Canary Wharf area hotel and drop them at London city airport by Limousines 8:00 AM Flight from the London city airport 4.Event Budget for Director Board meeting: EXPENSES   Hotel Expenses Estimated Actual Actual Cost Breakdown Room and hall fees £3000 £2,900.00   Site staff £150 £150 Equipment £300 £300.00 Tables and chairs £150 £175.00 Total £3,600.00 £3,375.00 Tansportation Estimated Actual Canary wharf to Hotel Mariott £800.00 £760.00 Hotel Mariott to Hotel Hilton £800.00 £760.00 Hotel Hilton to Canary wharf hotel £800.00 £760.00 Canary wharf Hotel to London city Airport £1,500.00 £1,520.00 Total £3,900.00 £3,800.00 Publicity Estimated Actual Graphics work £100.00 £100.00 Photocopying/Printing     Postage     Total £100.00 £100.00 Miscellaneous Estimated Actual Estimated vs. Actual Telephone £500.00 £600.00   Internet access £500.00 £750.00   WI-Fi access       Fax services £200.00 £350.00   Total £1,200.00 £1,700.00   Refreshments Estimated Actual   Food £2,400.00 £2,600.00   Drinks £800.00 £700.00   Dinner £150.00 £150.00   Staff and gratuities       Total £3,350.00 £3,450.00   Event management charges Estimated Actual   Service charges £2,000.00 £2,000.00   Consultation £250.00 £250.00   Flipboards £250.00 £300.00   Additional screen £400.00 £700.00   Other       Total £2,900.00 £3,250.00   Gifts Estimated Actual   Gift token £1,600.00 £1,400.00   Total £1,600.00 £1,400.00   Total Expenses Estimated Actual £22,200.00 £23,600.00 5.1 Customer Feedback form Please rate each of the following criteria for the FM helpdesk SL. No Parameters Poor Fair Average Good Excellent 1 Ease of Contact 2 Response times to job requests 3 Ability to complete tasks 4 Friendliness of staff 5 Helpfulness of staff 6 Competence of staff 7 Overall service level 8 Service level 12 months ago 9 How often do you use this service? (Per semester) 10 Any comments for future initiatives or improvements for the helpdesk? 5.2 Evaluation form Performance evaluation for self and team SL. NO Poor Fair Average Good Excellent 1 Commitment 2 Timely response 3 Ability to complete tasks 4 Friendliness 5 Helpfulness 6 Competence 7 Overall service level 8 Any comments for future initiatives or improvements for the helpdesk? Works Cited 1. http://www.booking.com/landmark/gb/canary-wharf.en.html?aid=314920;label=canary-wharf-edjzMXqCtGWD1K0nHANnqQS1941490288;ws=&gclid=CISG-fe5hJoCFQUwpAod2yUAGQ 2. http://www.msplimo.com/ Read More