Function Room Choice
This project is about a Halloween themed event that will be hosted in the Evergreen Theatre and Community Spaces, Calgary, Canada. The client, Calgary Institute of IT Services, has decided to host a party event for its employees and the managers and since the party date coincides with Halloween day, the theme of the event has been decided to be Halloween (Binder, 2016). The event will be hosted on 31st October, 2019 and is aimed to provide relaxation and interaction opportunity for the management and team members of the company.
In this report, an event management plan has been developed for the proposed Halloween themed event considering all the major requirements set by the client.
Other than the Halloween Theme, the event will be regular party where DJ will play music and some of the attendees of the party will be able to perform music in front of the audience. Moreover, the people will also require an adjacent bar for drinks. Hence, the function room will be a large hall with sufficient space for the DJ and dance floor as well as a well furnished bar area at the opposite side of the room (Kerzner & Kerzner, 2017). Kitchen, power room, pantry, restrooms and kids’ play area will be set up on adjacent and separate rooms.
The theme of the event is Halloween as the party will be held on Halloween Day i.e. 31st October, 2019. In addition to the spooky decorations in and around the venue, the food and drinks will also have Halloween touch to give the party people a spooky feel even when eating food or drinking.
An overall schedule for the event is developed and shown in the following table (Masterman, 2014).
|
Receive Request from Client Regarding the Event |
Mon 01-07-19 |
Mon 01-07-19 |
|
Give Appointment to the Client |
Tue 02-07-19 |
Tue 02-07-19 |
|
Meet with the Client for Party Reservation |
Wed 03-07-19 |
Thu 04-07-19 |
|
Receive Date for the Event |
Fri 05-07-19 |
Fri 05-07-19 |
|
Check Database for Prior Reservation on the Date |
Mon 08-07-19 |
Tue 09-07-19 |
|
Confirm the Date of the Party |
Wed 10-07-19 |
Thu 11-07-19 |
|
Ask about Type of Party and the Theme |
Fri 12-07-19 |
Fri 12-07-19 |
|
Ask about the Events Needed at the Party |
Mon 15-07-19 |
Mon 15-07-19 |
|
Determine Whether the Venue is Suitable for the Event |
Tue 16-07-19 |
Thu 18-07-19 |
|
Confirm Booking of the Date of the Party |
Fri 19-07-19 |
Mon 22-07-19 |
|
Take Advance Payment from Client |
Tue 23-07-19 |
Wed 24-07-19 |
|
Recruit Cleaning Staff |
Thu 25-07-19 |
Tue 30-07-19 |
|
Clean the Entire Venue |
Wed 31-07-19 |
Tue 06-08-19 |
|
Set Up Dance Stage |
Wed 07-08-19 |
Mon 12-08-19 |
|
Set Up Bar Area |
Tue 13-08-19 |
Fri 16-08-19 |
|
Set Up Kids Area |
Mon 19-08-19 |
Wed 21-08-19 |
|
Set Up Kitchen and Dining Area |
Thu 22-08-19 |
Tue 27-08-19 |
|
Set Up Power Room |
Wed 28-08-19 |
Thu 29-08-19 |
|
Decorate the Rooms in Halloween Theme |
Fri 30-08-19 |
Tue 10-09-19 |
|
Clean the Parking Space |
Wed 11-09-19 |
Wed 18-09-19 |
|
Set Spaces for Car Parking |
Thu 19-09-19 |
Mon 23-09-19 |
|
Test Lights |
Tue 24-09-19 |
Tue 24-09-19 |
|
Test the Air Conditioning System |
Tue 24-09-19 |
Wed 25-09-19 |
|
Test Other Electrical Utilities |
Tue 24-09-19 |
Wed 25-09-19 |
|
Test Water Connections |
Tue 24-09-19 |
Wed 25-09-19 |
|
Test Other Utilities |
Tue 24-09-19 |
Wed 25-09-19 |
|
Final Preparations for the Event |
Thu 26-09-19 |
Tue 01-10-19 |
|
Hand Over to the Client (Event Host) |
Wed 02-10-19 |
Wed 02-10-19 |
|
Prepare Invitation Cards for Event |
Mon 02-09-19 |
Wed 04-09-19 |
|
Design the Cards in Halloween Theme |
Thu 05-09-19 |
Mon 09-09-19 |
|
Distribute the Cards Among the Employees of the Organization |
Tue 10-09-19 |
Thu 12-09-19 |
|
Receive Heads Up from the Employees |
Fri 13-09-19 |
Wed 18-09-19 |
|
Hire Caterer |
Mon 14-10-19 |
Thu 17-10-19 |
|
Hire Bartenders |
Fri 18-10-19 |
Wed 23-10-19 |
|
Allocate Duties to Caterers for Cooking Food |
Tue 29-10-19 |
Tue 29-10-19 |
|
Allocate Duties to Bartenders for Preparing Ingredients for the Drinks |
Wed 30-10-19 |
Wed 30-10-19 |
|
Cooking of the Food |
Thu 31-10-19 |
Thu 31-10-19 |
|
Arrival of the Invited People |
Thu 31-10-19 |
Thu 31-10-19 |
|
Play DJ Music and Dance |
Thu 31-10-19 |
Thu 31-10-19 |
|
Provide Drinks to the Party Attendees |
Thu 31-10-19 |
Thu 31-10-19 |
|
Serve the food |
Thu 31-10-19 |
Thu 31-10-19 |
|
Hand Over Thank You Card to Each Attendee |
Thu 31-10-19 |
Thu 31-10-19 |
|
Party Over |
Thu 31-10-19 |
Thu 31-10-19 |
|
Cleaning of the Entire Party Venue |
Fri 01-11-19 |
Fri 01-11-19 |
|
Remove All Extra Equipments Added for Party |
Mon 04-11-19 |
Tue 05-11-19 |
|
Remove Decorations |
Wed 06-11-19 |
Thu 07-11-19 |
|
Finish All Payments to the Recruited Teams (Caterer, Bartender, etc.) |
Fri 08-11-19 |
Mon 11-11-19 |
|
Hand Over the Venue to the Owners |
Tue 12-11-19 |
Tue 12-11-19 |
Since the theme of the event is Halloween, the food menu will consist of special dishes that will have the special Halloween feel and décor. Some of the major attractions in the food menu in the party are listed as follows.
Black Animal and Insect Doughnuts – This food item will mainly interest the kids joining the party. This item will consist of chocolate doughnuts and sugar coated candies with designs of cats, bats, spiders and mice. These designs will be created with the doughnuts, candies and food colours.
Figure 1: Chocolate Animal Figures for Kids
(Source: www.womansday.com, 2018)
Mini Cauldrons – These items are just regular chocolate lava cakes with the decoration done such that they appear as mini cauldrons containing magical potions. This item will serve as a unique dessert item for the guests in the party.
Theme of the Event
Figure 2: Mini Cauldron Lava Cake
(Source: www.womansday.com, 2018)
Candy Coated Apples – These items will be special appetizers for the guests attending the event. This item is mainly small sized apples coated with candy, red syrup and red cinnamon gummies.
Figure 3: Candy Coated Apples
(Source: www.womansday.com, 2018)
Halloween Cat Cake – This is a chocolate cake created with the shape and appearance of a cat with cotton candy used for preparing the tail of the cat.
Figure 4: Halloween Cat Cake
(Source: www.womansday.com, 2018)
While these items will be main food attractions for the party, there will be main course food items like noodles, pizza, non-veg and veg main courses that will be decorated with the Halloween theme appearance.
In addition to the food, there will also be wine and signature cocktails for the guests in the event. The main emphasis will be on presenting the drinks in a Halloween makeover. The main wine choices for the guests of the event will be as follows.
- Bogle Phantom
- Seven Deadly Zins
- Spellbound Petite Sirah
- Poizin Zinfandel
In addition to the wine, there will be some signature cocktails for the guests that are listed as follows.
Vampire’s Weakness made by mixing 1.75 parts Tullamore D.E.W. Irish Whiskey, 1 part Campari and 1 part sweet vermouth and adding an edible eyeball for the spooky factor of the Halloween theme.
Figure 5: Vampire’s Weakness
(Source: www.cosmopolitan.com, 2018)
Caramel Old Fashioned made by mixing 1 tsp brown sugar in 1.5 oz. Coopers’ Craft Bourbon until dissolved, .75 oz. apple brandy, and 3 dashes of Angostura bitters.
Figure 6: Caramel Old Fashioned
(Source: www.cosmopolitan.com, 2018)
Old Widow made by mixing 1.5 oz. Bloody Butcher Bourbon topped with about 2 dashes of Dram Palo Santo Bitters. For matching with the Halloween theme, cotton candy web will be added along with a toy spider at the top.
Figure 7: Old Widow
(Source: www.cosmopolitan.com, 2018)
Goodbye Kitty made by stirring together 1 oz. Runamok Maple’s Hibiscus Flower-Infused maple syrup, 2 oz. vodka, and 1 oz. limoncello.
Figure 8: Goodbye Kitty
(Source: www.cosmopolitan.com, 2018)
In the event, services will be provided to welcome the guests and assist them in receiving services like food, drinks and others. There will separate teams appointed who will be in charge of various aspects of event. The main teams are listed as follows.
Schedule
Catering Team – This will be team of 10 chefs and waiters who will prepare the food items and serve them to the guests of the event. The proposed system for the event is the buffet system and the catering team will just serve the food items from the buffet stalls.
Event Management Team – This specific team will be in charge of managing the event including security, answering the queries of the guests, guiding the guests to the restrooms, distribution of instructions to other teams’ members and others.
Bartenders – The bartender team will be responsible for preparing and serving the drinks to the guests of the party.
One essential requirement of the event is that all the team members are professionals and have previous background and skills to serve important guests in a party. Moreover, the team members must be careful and ensure the guests have a very happy and convenient experience throughout the period of the event.
In order to determine the total expense budget, it is required to determine the unit prices of each elements of the event first (Kerzner, 2018). These elements and unit prices are shown in the following table.
|
Event Manager |
Work |
100% |
$75.00/hr |
|
Venue Owner |
Work |
100% |
$150.00/hr |
|
Cleaning Staffs |
Work |
100% |
$100.00/hr |
|
Volunteers |
Work |
100% |
$120.00/hr |
|
Caterer Team |
Work |
100% |
$200.00/hr |
|
Bartender Team |
Work |
100% |
$250.00/hr |
|
Other Workers |
Work |
100% |
$40.00/hr |
|
DJ |
Work |
100% |
$250.00/hr |
|
Party Decorations |
Material |
$500.00 |
|
|
DJ Set Up |
Material |
$1,500.00 |
|
|
Bar Set Up and Drinks |
Material |
$2,000.00 |
|
|
Food and Kitchen Equipments |
Material |
$1,500.00 |
|
|
Play Toys for Kids |
Material |
$250.00 |
Inserting these resources and the respective unit prices in the timeline, the final budget is determined as shown in the following table.
|
Receive Request from Client Regarding the Event |
Venue Owner |
$1,200.00 |
|
Give Appointment to the Client |
Venue Owner |
$1,200.00 |
|
Meet with the Client for Party Reservation |
Event Manager, Venue Owner |
$3,600.00 |
|
Receive Date for the Event |
Event Manager, Venue Owner |
$1,800.00 |
|
Check Database for Prior Reservation on the Date |
Event Manager, Venue Owner |
$3,600.00 |
|
Confirm the Date of the Party |
Event Manager, Venue Owner |
$3,600.00 |
|
Ask about Type of Party and the Theme |
Event Manager, Venue Owner |
$1,800.00 |
|
Ask about the Events Needed at the Party |
Event Manager, Venue Owner |
$1,800.00 |
|
Determine Whether the Venue is Suitable for the Event |
Event Manager, Venue Owner |
$5,400.00 |
|
Confirm Booking of the Date of the Party |
Event Manager, Venue Owner |
$3,600.00 |
|
Take Advance Payment from Client |
Venue Owner |
$2,400.00 |
|
Recruit Cleaning Staff |
Event Manager |
$2,400.00 |
|
Clean the Entire Venue |
Cleaning Staffs |
$4,000.00 |
|
Set Up Dance Stage |
Volunteers, Other Workers, DJ Set Up[1] |
$6,620.00 |
|
Set Up Bar Area |
Volunteers, Other Workers, Bar Set Up and Drinks[1] |
$7,120.00 |
|
Set Up Kids Area |
Volunteers, Other Workers, Play Toys for Kids[1] |
$4,090.00 |
|
Set Up Kitchen and Dining Area |
Volunteers, Other Workers, Food and Kitchen Equipments[1] |
$6,620.00 |
|
Set Up Power Room |
Volunteers, Other Workers |
$2,560.00 |
|
Decorate the Rooms in Halloween Theme |
Volunteers, Other Workers, Party Decorations[1] |
$10,740.00 |
|
Clean the Parking Space |
Volunteers, Other Workers |
$7,680.00 |
|
Set Spaces for Car Parking |
Volunteers, Other Workers |
$3,840.00 |
|
Test Lights |
Volunteers, Other Workers |
$1,280.00 |
|
Test the Air Conditioning System |
Volunteers, Other Workers |
$2,560.00 |
|
Test Other Electrical Utilities |
Volunteers, Other Workers |
$2,560.00 |
|
Test Water Connections |
Volunteers, Other Workers |
$2,560.00 |
|
Test Other Utilities |
Volunteers, Other Workers |
$2,560.00 |
|
Final Preparations for the Event |
Volunteers, Other Workers |
$5,120.00 |
|
Hand Over to the Client (Event Host) |
Venue Owner |
$1,200.00 |
|
Prepare Invitation Cards for Event |
Event Manager |
$1,800.00 |
|
Design the Cards in Halloween Theme |
Event Manager |
$1,800.00 |
|
Distribute the Cards Among the Employees of the Organization |
Event Manager |
$1,800.00 |
|
Receive Heads Up from the Employees |
Event Manager |
$2,400.00 |
|
Hire Caterer |
Event Manager |
$2,400.00 |
|
Hire Bartenders |
Event Manager |
$2,400.00 |
|
Allocate Duties to Caterers for Cooking Food |
Event Manager |
$600.00 |
|
Allocate Duties to Bartenders for Preparaing Ingredients for the Drinks |
Event Manager |
$600.00 |
|
Cooking of the Food |
Caterer Team |
$320.00 |
|
Arrival of the Invited People |
Event Manager |
$60.00 |
|
Play DJ Music and Dance |
DJ |
$800.00 |
|
Provide Drinks to the Party Attendees |
Bartender Team |
$800.00 |
|
Serve the food |
Caterer Team |
$320.00 |
|
Hand Over Thank You Card to Each Attendee |
Volunteers |
$48.00 |
|
Party Over |
Event Manager |
$30.00 |
|
Cleaning of the Entire Party Venue |
Cleaning Staffs, Volunteers |
$1,760.00 |
|
Remove All Extra Equipments Added for Party |
Cleaning Staffs, Volunteers |
$3,520.00 |
|
Remove Decorations |
Cleaning Staffs, Volunteers |
$3,520.00 |
|
Finish All Payments to the Recruited Teams (Caterer, Bartender, etc.) |
Event Manager |
$1,200.00 |
|
Hand Over the Venue to the Owners |
Event Manager |
$600.00 |
Hence, the total budget for the project is $130,288.
The function space floor plan is developed as follows.
Figure 9: Floor Plan for the Event
(Source: Created by Author)
Conclusion
This report contains a detailed plan for the Halloween themed event. In order to provide maximum details, a schedule has been developed including a detailed budget breakdown for consideration. Finally, a floor plan has also been developed showing the proposed layout of the event venue.
References
Andersen, S. S., Hanstad, D. V., & Plejdrup-Skillestad, K. (2015). The Role of Test Events in Major Sporting Events. Event Management, 19(2), 261-273.
Binder, J., 2016. Global project management: communication, collaboration and management across borders. Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Jones, M. L. (2017). Sustainable event management: A practical guide. Routledge.
Kerzner, H. & Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley & Sons.
Leach, L.P., 2014. Critical chain project management. Artech House.
Masterman, G. (2014). Strategic sports event management. Routledge.
Nicholas, J.M. & Steyn, H., 2017. Project management for engineering, business and technology. Routledge.
Serra, C.E.M. & Kunc, M., 2015. Benefits realisation management and its influence on project success and on the execution of business strategies. International Journal of Project Management, 33(1), pp.53-66.
Svejvig, P. & Andersen, P., 2015. Rethinking project management: A structured literature review with a critical look at the brave new world. International Journal of Project Management, 33(2), pp.278-290.
Van der Wagen, L., & White, L. (2018). Event management: For tourism, cultural, business and sporting events. Cengage AU.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Wood, E. H., Jepson, A., & Stadler, R. (2018). Understanding the wellbeing potential of participatory arts events for the over 70s: A conceptual framework and research agenda. Event Management.
www.cosmopolitan.com. (2018). Retrieved from https://www.cosmopolitan.com/food-cocktails/a4896/spooky-halloween-cocktails/
www.womansday.com. (2018). Retrieved from https://www.womansday.com/food-recipes/food-drinks/g1289/halloween-treat-ideas/
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