You will plan a Reception followed by sit down Dinner.

Food and beverage selection and service will be one element of the project, along with the

creation of the theme concept and securing/coordinating other services (venue, dcor,

entertainment, photography, transportation, rentals, etc...)

Number of people to plan for: 150 people (see demographics section for more details).

Who are you?

You are employed as a Catering & Event Management Company. The Company specializes in off-

site catering and you will be bidding on the RFP. The company has all the partnerships in place

for off-site catering functions. Your prospective client is a business who is hosting a conference

followed by a reception and dinner. You will research, contract and then run the function that is

scheduled for the final portion of their event. There is at least one competitor bidding on this

business.

You are being hired to fulfill the following tasks for the Reception and Dinner

functions

Actual Location - Off-site premise You need to choose a Canadian city

Source/recommend and create the event at the venue you have found

Event Theme to be proposed and integrated into the event experience

Pricing to be budgeted based on the pre-set budget allocation from the client. You will

create a detailed budget summary of the over-all proposed event

Food and Beverage Plan- what will be served, service style, method, front of house and

back of house operations

Equipment- needs required to successfully execute the event

Staffing- needs required and organizational chart

Logistics to be determined/planned. You will communicate the load-in/load-out and

event plan timing

Dcor, entertainment and other elements to be proposed, presented and integrated

into the over-all event

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Who are we planning for?

Demographics

All Canadian citizens, head office for

the company is based in Toronto

Company may be private or public

Sales force and senior managers

plus, one guest each (adult over 21

years old)

Mid to upper income levels

40% male, 60% female

30 to 55 years old

Sales force has a 1-year period to

qualify to attend that is exceed sales

targets set

Group has 15% new attendees,

balance attendees are repeat

Historic data shows special dietary

requests (allergies and religious

observation) will need to be

accommodated. These are provided in

advance to the catering team

Why is this group together?

This is an Annual 4-Day, 3-Night Conference, designed to educate, reward and recognize the

companys sales team. The agenda combines business sessions showcasing both internal and

external industry speakers, and networking opportunities at organized activities, tours and group

meals.

What are we planning?

These functions will take place on the third evening (so on the closing night) at an off-premise

location.

The total event experience should be five (5) to six (6) hours long, not including guest

transportation requirements.

Food and Beverage functions include the following:

Reception will be at least one (1) hour up to 1.5 hours

Dinner must be a minimum of four (4) courses (includes opening remarks and toasts)

The client would like to have an after-dinner party

Clients would like a bar service (Signature cocktails/Premium Bar offerings)

Guests will start to arrive at 5:30 PM via organized transfers from the host hotel site,

which is within a thirty (30) minute transfer time

What is the budget for the evening?

The allocated funds must fall between $250 and $300 per person. (Inclusive of gratuity/service

charge and 13% harmonized sales tax (HST))

All costs will be covered by the host company. That is, but not limited to, rental cost of the venue,

all food and beverage, dcor, equipment, entertainment, staffing, china, glassware, silver, linens,

tents, portable washrooms, etc.

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Note:

The client has expressed concern about public perception when it comes to corporations

spending excessive money on lavish events in the global economic environment. This means that

the caterer and the event organizer are faced with the task of meeting the expectations of both

the senior management team, as well as the attendees with the understanding that the event

must come in at or under budget. You will need to find creative ways to save money and still

meet these expectations.

The Location

The location is an Ontario city of each individual groups choosing. The city can be chosen by

multiple groups; however, the off-site venue in that city cannot be duplicated.

Off-Site/Off-Premise Catering Locations

Student teams must deliver each phase of the project keeping their location in mind. The space

to be used can be either one that is not normally used for groups or it can be a venue that is

designed for groups.

If a space not normally used for groups is chosen, then the installation must disappear by

morning.

A sample list of unique venues that fit this classification of off-premise could be:

Barn, beach, field with tent, top floor of a parking garage, warehouse, park, museum,

private estate, ski chalet or cottage, airport hangar, gallery

Note: If you choose a venue that is not normally used for groups, make sure that it clearly fits

the requirements of off-premise catering including such elements as working in a

temporary structure/space, in-house prep, transportation, finishing/cooking of key elements,

rentals etc... are required, both front and back of hous