CASE STUDY 2: GROUP PRESENTATIONS IN CLASS ASSIGNMENT BUS 8520: EVENT PLANNING 1AND MANAGEMENT, GLOBAL. DUE DATE: In class week 10 ASSIGNMENT DETAILS: You have been hired to organize and execute the annual corporate awards program. The event will take place within the Toronto area. There will be 150 employees invited to the event. All attendees are full time employees. The client is an engineering software technology company. The Demographic: Both male and female, ages 30 to 40. Only 10% are over the age of 40. Salary range: 50,000.00- 150,000.00 Interest: 40% are health club members and fitness and healthy eating are a priority the company is trying to encourage. Physiographic: Have young families, so are busy with taking their kids to extra curricular activities. Spend week- ends doing family errands. Play computer games. BUDGET The Company pays for all employees to attend the event. Spouses are not invited. You have 125,000.00 budget. OBJECTIVES: The right venue to attract the attendees. A menu that suits the needs of the demographic. Consider a one night stay if the budget allows. An awards program with full A.V production. You will be put into groups to work on this case study. Each group will be assigned one of the questions listed below. Your professor will assign the question for your group. Your group will present after 40 minutes of working together during class time. To make the best of your limited time, break down the assignment into areas that each group member can research and be responsible to present. All group members are expected to be part of the presentation.

QUESTIONS FOR CASE STUDY: (one question per case study team)

1. Provide the food and beverage menus for the event. Consider the cost of each menu per person based on the number of guests attending. What is the method of service, how each food service for the day fits into the timeline? Also, consider government health restrictions due to Covid and moving back to on site events. Provide options for food allergies and dietary restrictions.

2. Provide a floor plan that will include dcor for the event. Table centerpieces and linens included Consider your costs for the dcor and how to make it stretch further with less $. What is the Load in/load out schedule as well as the set up schedule. Provide photos.

3. Choose the most appropriate accommodations/venue within the host city. Give good reasoning for your choice. Provide photos and floor plans. What are the benefits and challenges of this venue you have chosen?

4. Create a risk management chart for this particular event. Consider each risk and what measures you will take to mitigate each risk. Give each risk a value and cost analysis. Example, if a snow storm is a risk, what measure might you take to mitigate that risk and the costs of offering an alternative?

5. Look at different methods of registration. What will your registration form look like and how will you collect their registration data? Consider what message to share with delegates to will attendee confidence in how the event will be run to keep them safe following Covid.

6. Choose an appropriate staging/A.V Production company. Show how the stage will be set up and what technical equipment you will book to provide the best production for the event. Create a stage script of what will be happening on the stage. Use pictures to show your stage ideas.

7. The entertainment/ speaker booking is an important part of the event. Choose the right speaker or entertainment. Include the cost of booking them. Give reasoning for your choice and how they fit this event. Provide a promo video or photos. Provide the entertainment/speaker agenda

8. Create a marketing plan for the event. How will you communicate the agenda, registration, Speakers/entertainment for the delegates? If this is a public event, how will you market the event to sell tickets? What marketing methods will work the best for this demographic? .