In this assignment I will be
producing a proposal and prepare the costings for an event to meet a give
brief. I will then explain how proposals and costing’s meet the brief
P4 & M2
In
this part of the assignment, I will be producing a proposal to meet the brief
and also how each section meets the proposal
Brief: The
Tourism & Aviation Department is looking at organizing an end of year
Awards ceremony for the whole department
Format of event: End
of year awards ceremony
Venue: Debden House
To have the venue for six hours
it will cost £250
The layout will be a dinner
dance style so the tables will be round the outside with a dance floor in the
middle.
There is free parking for the
guests to park if they drive. Or if they want to drink, it a 7 min taxi drive
from Debden station and it will cost around £5.50
I picked this venue because of
the location and size, because it is so close to the station it will make it
easier for people to attend who want to drink. The location is also good because it is near
the college where the travel and tourism students are/were studying[SB1] .
Date and time: 15th
July, from 6pm
Agenda/ programme:
6 to 6:30pm: Photo on arrival
7-8pm: Dinner
Awards ceremony: 8-8:30pm
8:30-9:30pm: Photo Booth
DJ and photographer will be
around all night
Booking:
The attendees can book a ticket
through a form, which can be downloaded and filled in. Once completed, the form
shall be given to the tutor or fill in via computer and send to the tutors
email.
Payment methods:
The people attending can pay
the fee by to a member of finance or to the travel and tourism tutors
The ticket prices are £20 for when booking two weeks after the posters and
leaflets go out, and then after that the tickets will cost £25
Equipment needed:
Projector and
theatre screen - £130
I decided a projector
and theatre screen was needed because I though there can be pictures and videos
of the Tourism and Aviation students on their trips and moments throughout the
academic year(s). The theatre screen shows the pictures and videos via the projector
for everyone to see and admire
Speakers, amplifier,
mixing desk and stand – £75
This was an
important bit of technical equipment because without it, the DJ would be stuck.
The speakers and amplifier will also help when showing the videos because it
will make it easier to hear
Signage
There will be individual A5
leaflets sent to each Tourism and Aviation student so they can download it onto
their computer so the leaflet does not get lost. This will also not cost anything to do
advertising for the event[SB2] .
Refreshments and catering
I have not chosen a catering
company, but to order food to pick up on the morning of the event. The food
choices I have picked are:
o 22 mini hot pies for £10 (steak,
mushroom & red wine and chicken, ham and leek)
o 20 bacon and cheese twists for £16
o 24 vegetable spring rolls for £8
o 24 cheese and onion mini muffins for £10
o 30 quarters of classic sandwich selection for £18.50 (smoked ham and mustard, chicken salad, prawn
mayonnaise, cheese and onion, egg and watercress and BLT)
o 20 mini wrap slices for £12.50
(chicken fajita, hoisin duck, chicken and bacon Caesar and Mexican 5
bean)
o 24 cheese and onion pastry rolls for £10
o 5 portions of deli style coleslaw for £25
o 5 portions of rainbow style for £30
o 12 mini tarts for £12 (toffee
and milk chocolate, pecan and maple syrup, orange curd)
o 24 cheesecake bites for £12
(raspberry and white chocolate and chocolate chunks)
o 6 berry salad bowls for £90
(strawberries, grapes, blackberries, blueberries and raspberries)
o 6 fruit bowls for £72 (pomegranate,
blueberry, mango, kiwi and orange)
Total cost: £299
There is also a bar within the
venue, so I will be using the bar staff for the night of the event, and the
cost of that is £175
Photographer
£300
A photographer is needed to
take pictures of the attendees arriving and then pictures through out the
night, especially of the award winners
DJ
A DJ will be needed to provide
music for the people to dance to and create an atmosphere
The cost is £543
Having a DJ is
important as it creates an atmosphere of the awards ceremony and the evening as
a whole.
Promotion
Discounted price of ticket if
purchased earlier
Other- awards that can be won
v
most likely to become famous
v
Most influence
v
Most likely to start an own
business
v
Most likely to become a teacher
at Epping Forest College
v
Most hard working
v
Most determined
v
Best hair
v
Best dressed/ well presented
v
Best make up
v
Best double act
v
Best group
v
Best attendance
v
Worst attendance
v
Most gullible
v
Most sarcastic
v
Most creative
v
Most caring
v
Most organised
v
Least organised
v
Most competitive
v
Biggest drama queen
v
Biggest gossip
v
Funniest person
v
Loudest person
v
Quietest person
v
Happiest person
v
Students who faced their fears
v
Upbeat attitude
v
Biggest improver
Health and safety factors:
·
Risk assessment
Because the venue hires out to
people, they have public liability insurance so if anything happens during the
event they will take responsibility if taken further
·
Delegate numbers and flow
The amount of people the venue
can hold is 80, so there will be no health and safety hazards as there are only
74 people attending
·
Fire safety
Due to the venue able to hire
out, they have fire exit doors as well as areas outside if there is a fire, the
guests will know where to go
·
Security (delegate, property, building)
There will be no need to hire
security/bouncers as there will be no trouble. There also doesn’t need to be
any bag searches
·
Evacuation
If by any chance there needs to
be an evacuation, the guests can go to the fire safety areas outside until it
is clear to go back in or just go home
·
Environmental factors e.g. ventilation, air
conditioning
There is air conditioning inside
the venue to cool the attendees down if needed to
P5
Below, is an information
sheet which shows all the costings for the following;
1.
Calculations per attendee
o
Ticket
costs
If 36 early bird tickets get sold and 36
normal priced tickets, it will come to £1,620
2.
Calculations of additional services
o
Transport
o
Refreshments
3.
Break of costs
v Venue hire – £250
v Technical equipment hire – £205
v Food – £299
v Bar staff – £175
v Photographer – £300
v DJ – £543
Total costs
I set a budget of £1,800 and combining the total ticket price I had
£3,420 to spend, so with all of the costs subtracted it came to £1,648 so that
is how much was made as a profit
No comments:
Post a Comment