The aim of the report

The aim of the report is to organize and plan a business meeting for an Architecture  company. The event going to be handled  in London Golf club. The event will start at 12 of July at 17:00 p.m. and  finish in 13 of July at 00:15 am . 

Type of the event  
 
Architectural company celebrates its tenth anniversary. This event will be held at London Golf Club. There will be 60 guests together and they are all main engineers and architects of the company coming to celebrate the anniversary of  a company success. Most of invitees do not have any special requests, and most of them are men, according to Paulette Wolf, Jodi Wolf,  and Donielle Levine  the decoration should be moderate "Generally, men don not appreciate elaborate floral centerpieces or lavish boutique lines" (2005). Almost all of the guests are from London that is why the location was chosen not far from the city and easy to access. Five out of invited guests are  vegetarian for which must be made a separate menu.

The atmosphere of an evening should be relaxing . There will be a dinner served  indoors and desserts, canapés  and champagne served outdoors. Life entertainments and performances will be provided outside  on the court  yard, right after  the dessert.  There will be also live jazz band playing indoors. The event finishes with fireworks. 
 
 

Pre-planning of the event

After the conversation with a client was prepared a preliminary plan of the event, based on the client's wishes.

 
 The place: 
*The place should be spacious 
*The event mainly should be held outdoor, but there has to be an indoor facilities 
*It should be possible to decorate the venue  
*The location of the event must be accessible  
*It should  be allowed to  drink alcoholic beverages, as well as eat  
*It  should be allowed to make live performances  and life music  outdoor and indoor  
*There should be space for  different areas (live music area, dinner area, dancing area and etc.)

Decorations, theme: 
*The atmosphere of event should be relaxing and easy  
*Decorations should not be heavy

 
Food: 
*Foods must be seasonal 
*The menu should include a variety of different tastes for guests (vegetarian and meat, alcoholic and non alcoholic beverages)

  
Program: 
* There has to be live music performances in the program

 
Technical issues and planning:  
*There should be a sufficient amount of staff available 
*There should be a sufficient amount of food  
*There should be an extra food, equipment and energy generator 
 *The food, decorations and health and safety issues must be checked  
*There has to be plan "B" ( a backup plan if something goes wrong, an extra equipment , staff etc.).

"Remember  the ABCs of event planning. Plan A  is anticipation, Plan B is a back up plan  , plan C is  moving into crisis management mode"  By Judy Allen (2004). 
 

Location of the event 

London Golf Club has been chosen  for the location of the event,  because as Greg Damster and others  consider that "The location of an event can dictate not just the attendance, but the character and  personality of the event as well" (2005). London Golf Club is situated in an area of natural beauty in the North Downs countryside, London Golf Club offers a picturesque and private venue for the special day. The Club was choose because it has an indoor and outdoor facilities such as selection of meeting rooms of various sizes, terrace  and  patio .There are also places for kitchen facilities and bar, space for live performances  and decoration, however the whole equipment for kitchen , bar  and all the decorations must be ordered separately. 
"The location can make or break your event" By Judy Allen (2003) that is why  for the venue the Banqueting Room, Long Bar , the outside terrace, and patio will be hired. That ensures that even in case of bad weather or rain  people will not have to freeze  and hide under the tents, there will be a possibility to enjoy performances from the terrace, or just as well  as staying in the Banquet Hall . 
 
 
 
 
 
 
 
 
 
 
 
 
 

Equipment  and Decoration 

The decoration is one  of the most  important part of every  event it shows the style, dress code and gives certain atmosphere and mood to the whole evening during the event. But decoration can be a  very hard work and it has to be checked  with all the Health and Safety requirements. Doug Matthews  (2008)states  that every type of décor presents unique problems and challenges and it is  impossible to predict or list every one. Throughout setup, however, constant motoring for potential risks and safety hazards  is essential. There are also no specific safety or design standards for decor, which makes more risk. Monroe (2006) also outlines several potential risk  such as structural stability, flame retardancy and toxicity.

Decoration : 
*There will be  15 tables and 60 chairs in  the Banqueting Room.   
*The outside patio will  have 30 tables and 60 chairs.  
*Bar will have 10 chairs.  
*The terrace   will have 10 tables  and 20 chairs ( All the furniture hired from Regency) 
*There will be 130 chair and 45  table covers  hired  from Nationwide Chair Cover Co. 
*The flowers are hired from  Panache 
*All other decoration  like lights , sculptures,  candles and other background materials are hired from Unlimited evens

 
Catering equipment:  
*The kitchen equipment  will be hired from Elliott. 
*Plates, glasses, cutlery, napkins and other catering equipment hired   from Allens Catering Hire 

Other equipment:  
*Hired energy generator for  the outside lightening  and live performances 
*Tension  waterproof tents  with an guarantee  of a good quality in order to avoid any accidents, slippery surfaces and cover  the electronic equipment . 
*Patio heaters with all health and safety requirements.

Plan "B":  
*Extra folding tables and folding chairs  "Folding chairs and tables should be used just for an outside event or a backup plan" By Patti J. Shock, John M. Stefanelli (p. 228). 
*Other extra equipment such as, plates, glasses, table and chair covers etc. 
*Extra generator . 

Entertainment

There will be two live music performances, fireworks and a dance  show.  
There will  be a small scene indoors in  the banqueting  area  with live jazz music. The outdoor music will come from a DJ playing on the  terrace. There will also be a stage on the  courtyard  for the dancers performance.  The fireworks will be set not far from the event with all the health and safety standards. 
 

Staffing

According to Shannon Kilkenny`s  book The complete guide to successful event planning (p.149)  there has to be  at least  one server per 30 sit down guests and   if the event is formal it is 1 server per 20 sit down places. But Shannon Kilkenny also consider that it   mostly depends on the staff training and team work. As the staff will be also hired and  there is no assurance that  staff will carry out  the job roles professionally, so therefore a larger quantity will be employed for the event. It has been decided  to have

*  1 head waiter  
* 1 waiter per 10  people  during the sit down dinner and outdoor dessert time (60 people- 6 waiters) 
* 2 waiters on the terrace 
* 2 bar members  
*5 waiters for serving the canapés and champagne

Kitchen staff:

*Chef de cuisine 
*3 de souse chefs 
*1 dishwasher member 
 
Other staff:

*Photographer 
*DJ 
*Dancers 
*Jazz band 
*A member of staff from a firework company

 

Plan "B":

* 1 Security 
*1 kitchen assistant 
* 2 assistant waiters 
* A qualified member of staff as a First Aider. 
 

Requirements for the Event  

*Champagne reception on arrivals with canapés (vegetarian and non vegeterian)and cheese platters before sit down

*Juices, minerals, Red and White wines  are placed on the tables 
*Sit down indoor meals 

[see Appendix 1 for the Menu]

  
 
 
 
 
 
 
 
 
 
 
 
 
 

The timing of the proceedings  throughout the event 

Morning:

9:00 Kitchen furniture and cooking equipment arrives 
9:00 Bar equipment arrives 
9:00Tents to be set 
10:00Chairs and tables arrives

Afternoon: 
12:00  Generator arrive 
12:15  Patio heaters to be set 
12: 30 Chair and Table covers are to be placed 
12:30  Glasses, plates, napkins etc.  
13:00 Flower team arrive  to decorate the event. 
14:00 Other decorations arrives together with  flowers (lights, background, sculptures etc.) 
14:30 DJ Remote and all outdoor music equipment arrives and is set. 
14:30 Jazz band instruments arrives. 
15:00 Fireworks delivered and covered not to get wet incase of a bad weather

Just before the event:

15:30 Red and white wine arrive 
15:30  Champagne and all other spirits and juices arrives 
15:30  3 souse chefs and other kitchen staff arrives. 
15:30 Food arrives 
15:30Head waiter arrives to see the area learn the evacuating plan and to decide  where and what staff should work 
16:00 Head Chef arrives 
16:00Waitresses arrives to get know with an area they will be working on , 
16:00Jazz band is arriving and is getting ready to play for the guests 
16:15 Security, photographer and first aider arrives 
16:30 Waiters with canapés and Champagne should be ready to meet the guests 
16:45 Waiters  for a sit down meals should be also ready  
17:00 Guests arrives   
17:00-17:20 Guests are greeting each other  drinking champagne  and eating canapés 
17:20 Jazz band starts to play 
17:30 The head waiters should ensures that guests are sited on the tables inside  the Banqueting hall  
17:35 - 19:30 The sit down meals in the Banqueting hall to be served 
19:00 The dancers arrives and  get ready. 
19:00 Bar members of staff arrive 
19:00DJ arrives to check all the equipment and to get ready 
19:30 The dancers arrives and  get ready. 
19:30 DJ starts to play 
19:45 Guests  are going outside on the court yard, where desserts are served and the bar  is opened 
20:15 The dancing show starts  
20:30 Jazz band is leaving 
21:00After the dancing show DJ starts to play  
21:00Dancers leave 
21:00Guests are welcomed on the dance area 
21:00All chefs and kitchen staff leaves  
22:30-23:00 Fireworks 
DJ is playing till 00:00   
00:00 Guests  start to leave.  
00:15 Waiters  and all other staff are leaving  
*The whole cleaning  and clearing team will arrive next morning  at  8 o`clock 13 of July. 
 
 
 
 
 
 
 
 
 
 
 

Health, Security , Safety and plan "C"

Relying on the Guy Masterman words (2004)  there are 4  main points in a check list for health and safety regulations. These are risk assessment, certification, emergency procedure and crisis management process. (p.141) As it was mentioned before there is always a risk on every event because there are no specific safety or design standards for decor. That is why there is a fire extinguisher  for each  area and a qualified member of staff as a First Aider that will have a first aid box. Also all the regulations  such as the fire exits,  and buildings norms and standards should be checked.

All the catering staff, food and equipment should be certified  and legal. The staff should be trained  and  have all needed documentation .  To make sure every event agent or manager should conduct a preliminary training for all the staff about health and safety issues. For this small event there has been decided to inform the head waiter, who than informed all other waiters about the emergency evacuating and all equipment needed.

For settling the conflicts on the  event there is an additional worker , a security guard, who also have special certificates and documentation.

It is also important to have an insurance and different documentations made with  the client and then checked  by lawyer.  
 
 
 
 
 
 
 
 
 
 

Words:1911 

 [Appendix 1]

Menu 

 
Starters:  
*Prawn Cocktail 
*Scallops Wrapped in Bacon 
*Smoked Salmon and Dill Sauce 
 
Vegetarian:

*Cold Leek and Potato Soup 
*Caramelized Garlic Tart 
Vegetable Frittata  

Main courses:  
*Chicken Tikka Masala Recipe 
*Cider and Pork Casserole 
*Fish Pie 
* Pan Fried Beef with Asparagus 
 
Vegetarian:  
*Summer Tomato Tart 
*Vegetable Biryani  
*Kedgeree 
*Eggs Florentine 
 
Desserts:  
*Strawberry Jelly 
*Decadent Chocolate Cream 
*Sherry Trifle Pudding  
 
Drinks: 
*Red wine 
*White wine 
*Champagne  
*Still/sparkling water 
*Juices  
*Cocktails (on the bar only)  

References:

Allen, J. (2003). Event Planning Ethics and Etiquette: A Principled Approach to the Business of Special Event Management. Canada: Wiley John & Sons. p170-190.

Allen, J. (2004). Marketing Your Event Planning Business: A Creative Approach to Gaining the Competitive Edge . Canada: Wiley John & Sons. p70-73.

Damster,G. Tassiopoulos,D. Tolly,P. Dry,W. Gasche,J. Johnson,D. Knocker,J. (2005). Event Management: A Professional And Developmental Approach. 2nd ed. South Africa: Paarl Print. p250-257.

 
Kilkenny, S. (2006). The complete guide to successful event planning . USA, Florida: Atlantic Publishing Group. p148-156.

Masterman,G. (2004). Strategic sports event management: an international approach. Oxford: Elsevier

Matthews, D. (2008). Special event production: The resources . Oxford: Elsevier ltd. p100-110.

Wolf,P. Wolf, J. Levine.D. (2005). Event planning made easy. USA: McGraw-Hill Books. p5-22.

http://www.allenshire.co.uk/default.aspx [Accessed 02/03/2011 ] 
http://www.chaircovers.org.uk/ [Accessed 02/03/2011 ] 
http://www.elliottuk.com/kitchens-catering [Accessed 02/03/2011 ] 
http://www.panachehire.co.uk/ [Accessed 02/03/2011 ] 
http://www.regencybanqueting.co.uk/about_us.html [Accessed 02/03/2011 ] 
http://www.londongolf.co.uk/ [Accessed 02/03/2011 ] 
http://www.unlimitedevents.co.za/ [Accessed 02/03/2011 ]