Christmas party

Work Breakdown Structure

1. Venue

1.1 Research & Selection Process

1.1.1 Initial Research of Possible Venues

1.1.2 Create List of Key Requirements

1.1.3 Complete Venue Selection via Matrix

1.2 Booking

1.2.1 Enquire selected venue availability

1.2.2 Determine and negotiate costs

1.2.3 Pay deposit

1.2.4 Pay balance of costs

1.3 Event Preparation

1.3.1 Create plan and layout for event

1.3.2 Event set up – to be completed by event staff

1.4 Event Management

1.4.1 Confirm if waiting staff are included with venue cost

1.4.2 Research security staff

1.4.3 Hire Security staff

2. Catering & Bar

2.1 Bar

2.1.1 Confirm with venue that bar is available for the event

2.1.2 Apply for alcohol license

2.1.3 Create menu and quantities required

2.1.4 Purchase required alcohol and soft drinks at required quantities

2.1.5 Confirm delivery details with wholesaler

2.2 Meal

2.2.1 Enquire with venue regarding menu options

2.2.2 Select menu with 3 options including 1 Vegetarian/Vegan option

2.2.3 Ensure guests select their choices when purchasing tickets

2.2.4 Finalise option choices and send to venue

2.3 Staff

2.3.1 Determine number of bar staff required for event

2.3.2 Research bar staff in local area

2.3.3 Interview, negotiate hourly rate and hire bar staff for event

3. Entertainment

3.1 DJ

3.1.1 Research local DJ’s and create shortlist

3.1.2 Enquire availability and price for each on the shortlist

3.1.3 Negotiate cost and pay deposit

3.1.4 Pay remaining balance

3.2 Photographer

3.2.1 Enquire to university photography department for mailing list

3.2.2 Send email to determine if anyone on the course would be interested in photographing the event

3.2.3 Research local photographers as plan b in case there is no students available

3.2.4 Negotiate cost

3.2.5 Hire photographer

3.3 Photo Booth

3.3.1 Research local photo booth hire

3.3.2 Enquire availability and costs with companies shortlisted

3.3.3 Organise delivery to event

3.3.4 Pay for booth

3.3.5 Organise collection at the end of the event

3.4 Raffle

3.4.1 Determine prizes

3.4.2 Buy prizes

3.4.3 Buy raffle books

4. Tickets & Advertisement

4.1 List of Potential Guests

4.1.1 Enquire to university for mailing list

4.2 Production & Sale of Tickets

4.2.1 Create a few potential ticket designs

4.2.2 Finalise design

4.2.3 Create webpage within company website to sell the tickets

4.2.4 Create email inbox for event

4.3 Posters

4.3.1 Create initial poster designs (In house)

4.3.2 Finalise poster design

4.3.3 Get posters produced

4.3.4 Display at various locations on university campus

4.4 Online Advertising

4.4.1 Create social media pages for event (Facebook/Instagram/Twitter)

4.4.2 Send email reminders

SW Public

General