Event Planner

Unit 9 [AB230: Foundations of Conference and Event Planning]

Unit 9 Final Project: Option 2

The Final Project is due at the end of unit 9.

Option 2: The Turnbull Company Conference

Turnbull Associates are planning a major business conference to re–invent themselves in the face of fierce competition in the energy consulting sector. They have given you 9 months to plan as the contracted Event Planner. You will be coordinating the event with the Assistant to the President of the Turnbull Company. There are 200 invitees including three famous speakers and a budget of $800,000. What:

 The company will be paying for:

 A breakfast and plenary session with speaker starting at 7:30 a.m. every morning starting on Tuesday morning. (You will want to arrange for arrival on Monday night).

 Individual department heads will arrange to take their team out to dinner that night.

 There will be 20 concurrent working sessions every two hours– Each employee will attend two sessions in the morning and two in the evening. So there will be 10 employees in each working group. They will meet with the same groups each day.

 A working basket lunch every day.

 A working sit-down dinner Tuesday with speaker.

 Wednesday night dinner will be with their department at a restaurant of their choice and will be reimbursed to the department head.

 Thursday night’s dinner will be a formal black tie, sit-down dinner that includes entertainment as well as an award for the best visionary plan.

 Wednesday after 4 p.m. there will be optional golf and tennis provided by the company at the chosen resort.

Where: Please find an appropriate resort in your area to accommodate these guests assuming that each guest occupies a King–size room. Find out if there is a free limo, or shuttle service, from the hotel to pick up guests at the airport, and if this service provides round-trip transportation. You do not need to plan flights, as they will be arriving from many destinations. Also, find out about all additional meal costs and audio visual equipment fees are involved? What provisions are there for the recreational activities required and the concurrent working sessions each day? What restaurants are nearby for the Monday and Wednesday night dinners with their departments? All invitees will be booking flights home after 5:00 pm on Friday. They will be reimbursed for their meals traveling to the resort and on the return home up to $20 per meal. Budget: The Turnbull Company has set aside $800,000 for the Conference not including airfares, incidentals, and reimbursed meals. But you will need to let the guests know the breakdown of costs for all meals not covered, and any incidental expenses not covered by the hosts.

Unit 9 [AB230: Foundations of Conference and Event Planning]

You will turn in 4 items for your grade: 1. Invitee Information:

 Create a detailed list of information and daily schedule for the invitees

 Identify the hotel and include information regarding transportation from the airport.

 Time of events and dress code for each

 Provisions to accommodate speakers and audiovisual needs.

 Detail any special items they need to bring with them (formal attire, etc.). Starting with their arrival time on Monday night and going all the way through their departure time on Friday evening, provide a brief schedule of what is happening, when, and where.

2. Event Planning Sheet with Timeline: Complete a detailed timeline for yourself in one column as to when you need to:

 Make deposits

 Know exact numbers of attendees

 When Conference information must go out

 When menus must be decided, speakers approved, etc. Create a separate column that shows when guests must complete activities such as:

 RSVP to the Company

 RSVP from Company to you as the Planner

 Include amounts due with dates. 3. Provide a detailed information packet for the Turnbull Company:

 Include hotel, recreation, and transportation.

 Selected theme for the festivities

 Food and Beverages to be served at each event

 Entertainment for Thursday night in particular (with a large budget, be sure to make it memorable and unique).

 What mementos do you plan to give attendees?

 You will want to provide the company with all of the information they need for the week, including a brief narrative of costs.

4. Submit a detailed budget so the Turnbull Company can see exactly where they are spending their money. You may use the Turnbull Conference Budget Spreadsheet if you wish that is located in Doc Sharing. Include details addressing the following items: Hotel, food and beverage including breaks, entertainment, audio–visual costs, corporate mementos, speaker fees, conference rooms, recreation costs, and transportation if needed. Final Project Assignment Checklist: 1. Relate information for invitees–including the identity of the hotel and transportation from airport to hotel, contacts, activities, attire, and daily schedule. 2. Complete an event planning sheet and timeline for the company event coordinator.

Unit 9 [AB230: Foundations of Conference and Event Planning]

3. Present detailed information for clients, including costs (narrative) that meets their requirements. 4. Submit a separate detailed budget (go to Doc Sharing to download the Budget Spreadsheet) for the clients. Directions for Submitting Your Project Before you submit your project, which consists of a minimum of a 3–4 page Word document and a separate budget spreadsheet, you should save your work on your computer in a location, and with a name, that you will remember. Make sure your project is in the appropriate format (Word, Excel, PowerPoint, or other), then, when you are ready, submit your Assignment to the Unit 9 Final Project Dropbox by the end of Unit 9. Unit 9 Final Project Rubric = 90 Points

Unit 9 Final Project Grading Rubric

Answer provides correct and complete information in response to the Checklist Items evidencing analysis and critical thinking:

Percentage points

Possible points

Points earned

Based on the Turnbull Scenario address the following Checklist:

Invitee Information: Include a detailed list of information and daily schedule for invitees including: Identify hotel and transportation from airport, timeline of events, and dress code, and address any special events or activities.

15

Event planning sheet with timeline for Meeting Planner including: Deposits, numbers of attendees, when invitations, menus etc., must be sent out or decided.

15

Column showing when Invitees must: RSVP to Turnbull(s), respond to you for activities, include amounts due and dates.

10

Provide a detailed Information packet for the Turnbulls (or Turnbull Company): Selected theme, food, and beverages at each event; and personnel needed; unique entertainment for Saturday night or Thursday night (depending on scenario chosen); gifts or mementos for attendees; and a narrative of costs.

15

Submit a detailed budget

17

Subtotal: 80% 72

Spelling, grammar, APA format/ minimum 3–4 page Word document and a separate budget spreadsheet 20% 18

Total Points: 100% 90