Vision and Concept of the Event - Case Study Example

Event Portfolio Name Course Name and Code Date Section 1 Vision and Concept of the Event, and Outline of Client’s Needs Achievement The aim of the event is to accomplish the needing requirements of Annabel and Peter. Annabel and Peter requires a low key wedding close to home with few family members and friends. The vision of the wedding is to create an entertaining event that incorporates the aspirations of Annabel and Peter. It means that the event should be full of fun and humor while also factoring the civil wedding ceremony framework. Thus, the vision is a funny and humorous wedding experience for Annabel and Peter. For the purpose of estimates and calculations, the number of guests including the family members and children is estimated at 70: 20 children and 50 adults. The concept of the event is based on fun activities and humorous tasks. It has to incorporate the aspects of the media industry, music and creating a conducive environment in which the guests and family members can share experiences. The event should be memorable meaning different activities and concepts are used to achieve the objectives of the wedding (O'Toole, 2010). For example, the design of the food includes both the needs of the parents and the children; the children should be able to participate in the wedding without causing problems or inconveniences (Chalas, 2015). This means that the children will have activities to ensure they do not cause problems to the parents and other guests (Daniels and Loveless, 2013). In addition, the parents, guests, Annabel and Peter should have memorable experiences and should participate in activities that creatures joy and teamwork. The underlying objectives of Annabel and Peter is a civil wedding ceremony near home with “elements of fun and humor.” The proposal is to create an environment in which the children can play while the parents/guests continue with the wedding (Daniels and Loveless, 2013). This will be achieved through setting a specific location in which children will engage in different games, and a babysitter will be responsible (Bowdin et al., 2006). The guests and parents will be given masks and other party favors and will be required to engage in different activities such as making jokes, singing, and playing games such as “pass the back” (Antchak, 2016). Moreover, a surprise “bell dancer” will engage the audiences and the guests will be required to make noises through the use of numerous party favors that will be provided. Other activities will also be present to create a fun and wedding filled with humor. Legal/Ethical Considerations in Wedding Event Management/Planning The arrangement and engagement are premised on numerous legal and ethical considerations. For example, a contract shall be entered into which the wedding team and the coordinator of the event will define each other boundaries. The aim is to reduce chances of misunderstanding and conflicts (Shone and Parry, 2004). In addition, the marriage framework has to be accomplished in a specific manner based on legislations and frameworks in place. It includes elements associated with receiving the marriage certificate including the planning and booking for the event from the government agencies (Laing and Frost, 2014). In addition, there are third party obligations and contractual engagements that have to be fulfilled. For example, the event will be carried out in a rented environment, meaning some of the obligations are transferred to the third party (Bowdin et al., 2006). These third party obligations include the provision of food through outside catering and logistics requirements. Other tasks such as the bride and bridegroom clothing, and other people clothing objectives have to consider the industry standards for leasing or renting the clothes e.g. gown and Tuxedo. Risks and misunderstandings are sometimes unavoidable and the management proposes to implement an effective framework for risk management. Effective implementation of risk assessment and mitigation will be in place, and any problems identified will be addressed in advance (Jiang and Schmader, 2014). In addition, the management of the event is available to engage in any misunderstanding or complaints, and the problems if not addressed can be escalated into the judicial or independent mitigation (Kruger, Saayman, and Ellis, 2014). The discussions and understanding with the management include the physical factors such as event location, the social aspect such as taking care of the children, and cultural diversity. However, the cultural diversity information should be provided by Annabel and Peter to make special considerations if required (Bowdin et al., 2006). The effectiveness of the event lies in effective communication, transparency, conflict resolution and mitigation, and other strategies associated with reducing stress and problems associated with such events (Lock, 2014). These problems and issues emerging will be addressed but ethical and legal considerations will be factored into the analysis. Section 2: Venue Space Utilization Plan The following are some of the strategies considered in the utilization of the venue space: Children play area – the children should not interfere with the adult activities and a location will be created for the children to play. Since it is estimated there will be around 20 children, two to three tables will be set aside (Daniels and Loveless, 2013). The tables will be used for children activities such as drawing and coloring. In addition, the babysitter will be tasked with creating and implementing different activities and games ensuring the children are kept busy (Masterman and Wood, 2006). DJ area and speech – specific area will be designated for the DJ and persons can present their speeches. The aim is to ensure the DJ is strategically located and can contribute and appreciate the mood of the audiences. In addition, the equipment and other tools such as microphones and music tools are protected against damage. The location should be strategic to see what the Event Manager and the MC want to enable change of music or stop of music (Pantelidis, 2012). Dancing and singing areas – alcohol will be served to increase the chance in which the guests will sing and dance. The guests will be encouraged to since and dance, and participate in different activities. For example, the dancing areas will be used for adult activities such as “pass the buck,” and making jokes (Shone and Parry, 2004). The space can be increased by removing or relocating some of the tables, but these activities will take place after eating (Williams, Laing and Frost, 2013). The aim is to accomplish the aims and objectives of the bride and bridegroom of fun and humor. Eating areas and location of food – the food should be strategically located. The waiters and the guests should be able to access the food easily, and ensuring high standards of hygiene and cleanliness is championed (Helo, 2015). Since different varieties of food will be served, space should be large enough to accommodate the different offerings (Bowdin et al., 2006). For example, the alcoholic drinks and the children food should not be near to each other to prevent chances of contamination. Sitting arrangements – people who know each other should sit at the same table. The aim is to create an environment in which the guests can communicate and participate in the wedding reception (Shone and Parry, 2004). If different guests without knowledge of each other are brought together, the event may be faced with numerous challenges such as communication challenges. In addition, during the dancing and singing periods, guests who now each other can dance together (Allen, 2009). Therefore, the sitting arrangements are crucial in ensuring the different guests and audiences enjoy the wedding experience. Mood Board Illustrating Some Décor Elements The following mood board summarizes some of the features of the wedding décor Sample of Menu The development of the menu is premised on creativity and expected requirements or anticipated food. The proposal of two menus is to satisfy the tastes of different guests rather than focusing on one menu (De Witt, 2006). For example, children may like chicken compared with the shrimp. Therefore, the proposal is to prepare both food and during the serving process, the children are considered before serving the adults (Shone and Parry, 2004). The reason is to enable the adults to choose the menu options based on the availability e.g. the children may prefer the chicken and if more children are present, the more the amount of chicken will be consumed (Silvers, 2009). The following are the sample of the menus: Option 1: Penne Pasta with Chicken Penne Pasta with Chicken   Ingredients No Recipe Units recipe unit Cost per recipe unit (£) extended cost (£) Penne pasta 4 Oz 0.3 1.2 Chicken breast, boneless 4 Oz 0.27 1.08 Baby spinach 1 Oz 0.1 0.1 Parmesan cheese, grated 0.5 Oz 0.3 0.15 Parsley, chopped 1 Tbl 0.04 0.04 Spices and miscellaneous 1 Oz 0.5 0.5 Sun dried tomato sauce 2.5 Oz 0.05 0.125       Total cost 3.195       Menu cost 12       Gross profit 8.805       % profit 73.375 Option 2: Pan Grilled Shrimp Pasta Pan grilled Shrimp Pasta   Ingredients No Recipe Units recipe unit Cost per recipe unit (£) extended cost (£) Butter 2 oz 0.1 0.2 Shrimp 4 oz 0.27 1.08 Green onions 2 oz 0.04 0.08 Chopped garlic 0.09 oz 0.3 0.027 Pasta seasoning 0.25 Tbl 0.2 0.05 Sliced mushroom 3 oz 0.12 0.36 Lobster stock 1 oz 0.02 0.02 Parsley bunch - fresh 1 oz 0.04 0.04 Cappelini pasta 8 oz 0.03 0.24 Spices and miscellaneous 1 oz 0.5 0.5 Parmesan grated 0.5 oz 0.09 0.045       Total cost 2.642       Menu cost 12       Gross profit 9.358       % profit 77.9833333 The menu cost for Penne Pasta with Chicken and Pan Grilled Shrimp Pasta is £12 each. Since the number of expected guests is 70, the estimated cost of the food is (£12 * 70 = £840) approximately £1,000. Chosen Service Method Outside catering is preferred as the method of service. The aim is to allow the outside catering to prepare and serve the food because the team will be dedicated and obtain directives from the event manager (Tum and Norton, 2006). A dedicated outside catering team is important because the team usually have experience and may also have the resources required to provide high-quality services (Bowdin et al., 2006). In addition, the use of suppliers ensures the event manager concentrates on the wedding rather than moving from one location to the next (Shone and Parry, 2004). The event manager has experiences with different outside catering and the historical knowledge allows for effective engagement, which can result in quality services (Van der Wagen, 2007). Moreover, the outside catering team comes with utensils and other equipment required to provide the food and beverages, which reduces the entire cost of hosting the event (Daniels and Loveless, 2013). Beverages and Costing The beverage options are soft drinks and alcoholic drinks (Daniels and Loveless, 2013). The aim is to satisfy the requirements of the children and the adults. In addition, water is included in the budget and will be cost in terms of 500 ml bottles. The following table summarizes information regarding the beverages with resulting profits of 69%. The entire cost of the beverages is £700 Component Unit amount Unit price (£) Quantity/Amount Extended price (£) Water 500 ml 0.45 100 45 Tropica orange juice 330 ml 0.89 30 26.7 Cask of wine 3Litre 14.99 5 74.95 Champagne Bottle 50 1 50 Tropical juice 1 litre 1.5 10 15   Wholesale purchase price 211.65 Breakdown Cask of wine 200 ml per glass 5     1 cask of wine has 15 portions of 200 ml glass 15 guests per cask and there are 5 = 15 * 5, which is 75 glasses of wine. The price per glass is £6. the total cost of wine is 75 glasses * 6 450 1 champagne bottle has 5 glasses The price of 1 glass of champagne is £20. the total cost of champagne is 5 * £20 100 Water 100 bottles at £0.65 65 Tropic orange juice 30 packets at £1.39 41.7 Tropical juice 250 ml per glass totaling 4 glasses per packet = 40 glasses e.g. from 10 packets at £0.9 36   Total selling price/menu price 692.7   Menu Profit 481.05   Percentage profit 69.4456475 Entertainment and Justification Inclusion The following are some of the entertainment and entertaining activities: Children play activities e.g. coloring books, crayons, and small toys (Getz, 2008) – to ensure each individual enjoys the experience, the children will be tasked with coloring and participating in their own activities while the adults concentrate in the wedding event. Music, jokes, and dancing (Bladen et al. 2012) – any event requires music and since Annabel and Peter like music, the music will be the theme of the event. Different types of songs depending on how it resonates with the guests and family members will be played. Belly dancer – the individual will enter when unexpected and create funny body expressions making the guests and family members laugh and enjoy the experience. Party favors such as masks and “pass the buck” – the guests and family members will be required to sing or make jokes when the song stop. The game is premised on the last person holding the ball when the singing stops should crack a joke, sing or fined. Section 3: A work breakdown structure, with full justification Type of work Who is responsible Justification The ceremony Magistrate, Peter, and Victoria The entire ceremony is premised on the presence of the marriage official and should receive support from other wedding officials Bride and bridegroom preparation Event Manager and Victoria The focus of the entire event is on the bride and bridegroom. The effectiveness of any decision and approach lies on ensuring these individuals have prepared appropriately. It includes provision of the attire, making the hair and other activities ensuring these individuals are presentable Photo shooting Photographer The individual will take the videos and photos, which makes memorial references. A good photographer is required to ensure quality photographs and videos are taken. The individual is required to be presented throughout the events from the ceremony to reception. Logistics James and event manager The movement of the people including the products and services are important. The logistic official should ensure the people arrive at their locations at the appropriate time and the food including other requirements are delivered on time. Food and beverage serving Food supervisor and event management Eating is integral to any event and quality food is important. The food and beverage should be prepared and delivered as ordered and the quantity should meet the planned objectives. The guests, family members, and the children should be served at the right time. Fun activities, music DJ and MC Annabel and Peter require fun activities and music is part of the fun activities. Therefore, the DJ and MC should be in a position to ensure the audiences and guests enjoy the experience through engaging them through music and fun activities. Speeches and other presentations Bride’s father, friends, and other guests Thanks, advice, engagement and appreciation are crucial in a wedding event. Different speakers are allowed to present their views and contributions towards advocating for the marriage institution, and values associated with marriage institution. Vote of thanks Bride and bridegroom, event manager Guests and bride leaving the venues including closure of event MC and DJ Day Sheet for Ceremony Run Sheet and Reception Run Sheet Ceremony Run Sheet Time What’s happening Who’s Involved 2.00 The guests and family members visit the marriage institution such as the Marriage Judge Peter and Victoria 2.15 pm The Bride arrives with the Father and the processional music including the entry of bridesmaid are accomplished (Bowdin et al., 2006) Bride father and James 2.30 pm The ceremony The different persons responsible at different periods 3.30 pm Mingling outside before proceeding for photographs 4.00 pm Formal photographs – wedding, groom, and bride. Some of the guests depart to the reception venue 4.30 The wedding party leaves for the reception venue Reception Run Sheet Time What’s Happening Responsibility 5.10 pm Guests are welcomed and given wine and the DJ play music Event manager 5.40 pm Wedding party arrives and are given the party favors such as masks and noise making while the children are guided to the playing areas Usher and event manager 5.50 pm The bride and bridegroom arrives and their presence announced by MC Event manager and MC 6.30 pm Food is served and speeches by different guests including the family members Speakers and guests 6.40 People eating and continuously engagement and funny activities including singing and making jokes; belly dancer emerges from nowhere and surprises the guests MC and DJ 7.40 pm The table is cleared and activities such as “”pass the back” are introduced. A ball is used and the last person with the ball is required to sing or make a joke; meeting and dancing with the guests Event management and MC 8.40 pm The bridal bouquet and the garter are tossed Bride and bridegroom 9.0 pm The music is turned down and the bride, groom, and guests leave the venue Outline of the Budget Total Projected Budget: $10,000 Cost     Venue, Food, and Beverage   Venue (ceremony) 400.00 Venue (reception) 700.00 Catering/Food (including food, service, flatware, stemware, china, etc.) Food and catering including service and utensils 1,200.00 Beverage including glassware, alcohol, and service 800.00 Cake including cutting costs and associated costs 150.00     Ceremony Specifics   Marriage License 100.00 Officiant 50.00 Ceremony Music 20.00     Photography/Videography   Photographer 150.00 Videographer 150.00     Decor   Flowers e.g. an array of flowers 500.00 Lighting 300.00     Stationery/Paper Goods   Save the Dates 20.00 Invitations (including RSVP cards) 50.00 Menu, escort cards, other stationeries 100.00     Attire   Outfits and other clothing requirements for two people including making hair and other beauty related activities 700.00     Entertainment   DJ and bell dancer 400.00     Planner/Coordinator 1,500.00     Transport and accessories   logistics, transport, party favors, children playing components and activities 100.00     Emergency Fund 400.00 Total cost 7,790.00 Budgeted 10,000.00 Profit 2,210.00 Percentage profit 22.10 References Allen, J., 2009. 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