The Plan for a Major Event - Essay Example

The Plan for a Major Event Introduction – Four Point Sheraton, Darling Harbour, Sydney is the ideal spot for any get together. With so many flexible meeting venues, we make it easy to host an event here. With full audiovisual support and creative theming from our in-house audiovisual team, you will be sure to make an impression. As desired, I am sending you the details for your conference. Event Details Sales Conference – Business Inc. Pty Ltd. Number of Delegates - 35 Date of arrival – 12th November 2007. Timings – 8:30 a.m. to 5:00 p.m. (includes a specially planned Business Lunch break and Coffee Break) Number of Days – 3 The Sales Conference for your organization will be held at the BRIDGE II hall and commences at 8:30 a.m. till 5:00 p.m. There will be a lunch break at 12:30 p.m. where a buffet will be laid out for the delegates. Evening Coffee shall be served at 3:30 p.m. with a choice of teas and cookies. Room Plans The following are our room plans, which you can choose from, All our rooms are equipped with 2 single beds or a king size bed, which can be set according to your requirements. The City Side Room (Non Smoking) AUD 280.00 per night Modern furnishings with clean lines and a simple look that reflects the mood of Australia’s largest city. Harbour View Room (Non Smoking) AUD 320.00 per night The room overlooks Darling Harbour. Provides a great view of Darling Harbours piers, quays and marina to our guests. The room has high speed internet access and an ergonomic chair with a large desk. Maritime Studio (Non Smoking) AUD 365.00 per night A walk in wardrobe leading to a large bath, an executive style desk and large living areas makes the Maritime Studio ideal for business executives who need to entertain. The room overlooks Darling Harbour and King Street Wharf. For information our standard amenities, please visit our website, http://www.starwoodhotels.com/fourpoint Assuring you of the best services and a comfortable stay to make sure your experience is a memorable one. PROFORMA INVOICE FOR SALES CONFERENCE (1 day) PARTICULARS AMOUNT (AUD) 1.Conference Venue (BRIDGE II) 800.00 2. Business Buffet Lunch* @ AUD 40.00 per person 1400.00 3. Freshly brewed coffee and selection of teas served with Cookies @ AUD 7.00 per person 245.00 4. Data Projector, Motorized Screen 385.00 5. Electronic Whiteboard 220.00 6. Public Address System (PA System) provided by the hotel at no extra cost. 7. Lectern / Podium provided by the hotel at no extra cost 8. Dinner Buffet served at The Corn Exchange Restaurant @ AUD 70.00 per person 2450.00 9. Room Charges for the delegates (Maritime Studio) @ AUD 365.00 per room 12775.00** TOTAL 18375.00 The room charges include continental breakfast and airport pickup and transfer. * - Business Buffet Lunch includes- Tomato and mixed leaf salad marinated broccocini with vegetable relish Smoked Salmon, Cream Cheese and Spanish Onion Prager Ham, Semi dried tomato and Hommus Chicken Caesar with Bacon and Parmesan Cheese Baby Corn Lettuce Caesar Salad Smoked Corn Nibblets Roasted Capsicum and Marinated Eggplant Classic Potato Salad with Shallots, Crisp Bacon and Creamy Mayonnaise Chef’s selection of assorted French Pastries Freshly brewed coffee and selection of teas Selection of Soft Drinks, Mineral Water and Orange Juice ** - BASIC ROOM RATE DOES NOT INCLUDE ADDITIONAL PER ROOM, PER NIGHT CHARGES THAT MAY BE IMPOSED OR STATE/LOCAL TAXES. Outside Vendors – There is no requirement to liaison with outside vendors as all the Audio Visual equipment can be obtained from within the Hotel Establishment. Booking Arrangement – Booking arrangement needs to be made at least 2 working days prior to the conference so that all necessary arrangements can be made. Once you have completed your booking, you will receive a confirmation email. A member of our meeting team will contact you by phone within one business day to review your meeting details and provide final confirmation and note special requests. Three Occupational Hazards that can be associated with this Event: 1. Electrical Safety – With the presence of electrical equipment that will be used for the Audio Visual component of the conference, it is likely that an event such as a short circuit or harm to operator by shock can take place, hence necessary guidelines in accordance to Labor Laws and Safety Policies will be adhered to. 2. Fire Safety – A likely fire hazard can occur due to any mishap in or outside the venue. Hence, as prescribed by Safety Regulations, besides the proper lighting of EXIT signs, there will be also fire extinguishers and directions to operate fire alarm incase of any mishap. 3. Emergency Action Plan – A likely cause to human life due to stress can occur anytime, hence a doctor on call will be available and also a first aid kit. QUESTIONNAIRE (To be filled in by the Delegates) 1. First Name : Middle Name: Last Name: Designation: Date of Arrival: Event: 2. Would you rate your welcome as  Warm  Pleasing  Dis satisfactory 3. Would you rate the setup for the conference as  Fair  Excellent  Dis satisfactory Incase of Dis satisfactory, please mention what service or quality you found to be lacking : 4. Would you rate the hotel service and staff as:  Fair  Good  Excellent 5. Would you rate the quality of food and choice of menu as:  Fair  Good  Excellent Incase you are dissatisfied, please mention the reason behind it : 6. Would you rate the rooms and your stay as:  Mediocre  Comfortable  Not to your expectation Incase the stay was not according to your expectations, please include why: 7. Your overall experience  Memorable  Unsatisfactory Incase of any suggestions on how we can better our next meeting, please feel free to comment: ____________________ Signature. A Questionnaire is designed to gather information about services and experiences in our case, the feedback provided by the delegates will enable Business Inc. Pty Ltd. to ensure that the quality of services are maintained and the suggestions and remarks will enable us to better future experiences and ensure that incase any discrepancies have been met with, the same does not arise in the future. Departments and the Role of Staff in Ensuring success of the Event 1. Front Office – Upon greeting the delegates and customers with a pleasing smile and available round the clock to assist in problems and special requests providing information ensures that the delegates are comfortable. 2. Housekeeping- The housekeeping department ensures that your room is kempt and the personnel are available at your disposal ensuring your stay is pleasant and assisting you when required. 3. Food and Beverage – The Food and Beverage (F&B) Department ensures that your event is turned into an extravaganza. The F&B department is responsible in planning and executing all your food and beverage requirements, from tailoring menus to implementing catering ideas, maintaining hygiene according to International Standards and providing top notch service with a pleasing attitude to the guests. 4. Sales and Marketing – The Sales and Marketing team ensures that the best service is provided for choosing to do business with their organization. 5. Accounts – Handling the billings and providing estimates and costings to the clients. 6. Human Resource – Makes sure that you get the best for your money’s worth in terms of human value. 7. Security – Ensures a safe environment within the hotel premises. 8. Maintenance – Takes care of all your requirements like making sure the air-conditioning is functioning properly, provides assistance incase any electrical appliances like Projectors etc. need to be attached. References http://jobster.pl/Forms/HOTEL%20DEPARTMENTS.doc http://www.ohsonline.com http://specialoffers.starwoodhotels.com/Fourpoints_Sydney/SO.htm?IM=PP_LHN_SOP_US_4P_1305& Read More