EVENT MANAGEMENT PLAN for International Association of Hospitality Technology Specialists

8/12/2019 EVENT MANAGEMENT PLAN for International Association of Hospitality Technology Specialists

1/21

EXCEUTIVE SUMMARY:

Big Dreams Pvt. Ltd., this is the name of our event management company.

Our event management company was founded keeping in mind a specificmotive and certain long-term vision & objectives.

Our office is located at Andheri(W), near Vira Desai road and it has beenacquired on short-term rental basis for a period of 3 years. We have hired alawyer for obtaining the Registration Certificate, other legal formalities andpartnership deed.

There are various departments in our event management company. Theyare namely, the Copy department (people who help to prepare speeches), theCreative department (people who design the decorations for the stage wherethe event will take place), the Studio (people who will cover the live show),Backstage (people who take care of all the arrangements Backstage, they areprovided with headphones), the Marketing and Advertising Department (theypromote the particular event, approach the sponsors) and the FinanceDepartment (those who handle all the accounts i.e. expenses andrevenues,etc.).


2/21

EVENT MANAGEMENT PLAN FOR International Association of Hospitality TechnologySpecialists..

INTRODUCTION:

Every year a worldwide event of international association of hospitality technologyspecialists takes place and many important aspects and information related tohospitality industry gets shared and new knowledge and innovations is distributedthroughout the industry specialists. This year international association of hospitalitytechnology specialists has decided to organize a worldwide event in India and tomake it a grand success near about 300 members and delegates in hospitalityindustry are invited for the meet.

The main emphasis will be put on safety and security methods practiced in differenthotels and for that many hotel security suppliers and a company delegate whomakes softwares and equipments for hotels are also invited. The event will alsohave recreation time for the people to get relaxed.


3/21

INTRODUCTION:

The delegates will arrive at Mumbai on 14may 2009 in evening. The delegates willbe welcomed by the FHRAI members. The event will commence on 15may 2009.Then the guests will be accommodated to their assigned hotel rooms. As it isplanned to be a high budget event all the expenses will be borne by internationalassociation of hospitality technology specialists and FHRAI being a major sponsor.

The main objective of the event is to share newly evolved technologicaladvancements and new trends as well as to increase business networking. Theevent will also have sessions with industry tycoons as an interactive sessions. Therewill be exhibitions held on modern technological equipments in the venue itself.

The event is going to be held in india this because the international association ofhospitality technology specialists have studied the future of technologicaldevelopment in india very carefully and there will be a key to attract new ITprofessionals.

On the last day of the event there will be a launch of new hotel softwares byMICROS private limited. The event has been organized by international associationof hospitality technology specialists and the contract has been given to a eventmanagement company thus the major responsibility is on the event managementcompany to make the event a grand success. The event management company hasalso employed few hospitality students and event management students to get anhands on experience and knowledge about how an event takes place and thenecessary planning to be done before the event.

The event management company office is located at Andheri(W), near Vira Desairoad. The company has a very good reputation in the market for excellent executionof the events undertaken. The company has a very good rapport with many leadinghotel chains and many other major suppliers. This event will be a enrichingexperience for the company as it is going to handle such a grand and formal event.


4/21

OBJECTIVE:

The objective of this event is to get people from the industry together to understandnew trends, sharing of information and knowledge, different hotel cultures. And alsounderstanding different technical and security measures used in different properties

because at this time it has become very necessary to put emphasis on securitymeasures because of the recent and still continuing terrorist activities.

The seminars will also be held on front office, housekeeping,food production,foodand beverage.

To achieve all above a feasibility study is needed to be done and to set an objectivebelow mentioned points should be understood

1: Set realistic dates, times, deadlines

2: Consult with stakeholders for input


5/21

ORGANISER/ EVENT BUYERS:

International association of hospitality technology specialists is internationallyacclaimed association consisting of more than 3000 members worldwide.Theorganization is prominent in Europe, U.K, U.S.A. This years event is going to be heldin india because the association has seen the future growth in technology in india.

The association will also try to motivate young I.T professionals to join hospitalitysoftware companies.

This will be a new step for friendship between International association of hospitalitytechnology specialists and FHRAI. The FHRAI has willingly agreed to takesponsorship for the association to contribute in making this event a grand success.

As it will highlight the Indian hospitality industry in front of the western world.


6/21

MAJOR EVENT SPONSOR:

Federation of Hotel & Restaurant Associations of India, often known by the acronym,

FHRAI, is the Apex Body of the four Regional Associations representing theHospitality Industry. FHRAI provides an interface between the Hospitality Industry,Political Leadership, Academics, International Associations and other Stake Holders.

FHRAI is committed to promote and protect the interests of the Hospitality Industryby actively seeking better privileges and more concessions for the Industry. FHRAImembers are always kept abreast with the latest trade information and trends,statistical analysis and reports on various topics that have a direct impact on theIndustry, government notifications and circulars.

FHRAI helps the Hospitality Industry to grow, prosper and keep in pace with thedevelopments in the International scenario.

With more than 3300 members comprising of approximately 2052 hotels, 1016restaurants, 150 associate members and the 4 regional associations, FHRAI is trulythe voice of the Hospitality Industry that brings several million dollars to theexchequer and employs more than 15 million direct workers.

The buyer of the event is FHRAI and its going to provide all the finances required forthe seminar. A panel of members will be formed by FHRAI to keep a check onrevenue utilization. The FHRAI also have its small and big sponsors.


7/21

LOCATION:

As it is an international event Mumbai city has been selected as an event destinationand 3 prime locations has been shortlisted namely:

1: NSE Complex, Goregaon- which is nearby hotel sahara star.

2: ITC Grand Maratha Sheraton Andheri (east)

3: J.W. Mariott, Juhu

COMPERATIVE STUDY:

NSE Complex (Goregaon): it is a huge ground with capacity of accommodating morethan 1,000 people and is near to Hotel Sahara Star a 5 star category hotel so it ispossible to held an event at the ground and to accommodate guests at the SaharaStar. The banquet and the recreational facilities will be held on the ground itself andthe breakfast and possibly a dinner will be served at the hotel. The transportationfrom the airport to the hotel takes approximately 20-25 minutes and from the hotel tothe NSC Complex takes approximately 15-20 minutes depending on the traffic.

IITC Grand Maratha Sheraton: it is a luxury collection brand of the Starwoodproperties and is nearest venue from the International airport. It is a 5 star deluxeproperty with 242 spacious rooms and has a lawn having capacity of accommodatingnearly 300 people. As it is possible here to host an event and the accommodation atthe same place it will be more convenient.

The hotel architecture is very unique in its very own style which gives a feel of richIndian heritage. Its restaurants specialize in Indian cuisines (Dum Pukth andBukhara) and the transportation can also be provided by the hotel.

J.W. Mariott: it is called as Bollywood Hub of Mumbai and is located at one of thebeautiful places in Mumbai. Its also a 5 star deluxe category hotel having 358luxurious rooms and is 30 minutes distance from International airport dependingupon the traffic.It has many speciality and multispecialty restaurants and is the trendiest hotel in the

city.


8/21


9/21

ITC GRAND MARATHA SHERATON: EVENT VENUE

Fast Facts City MumbaiState MaharashtraLocation SaharRooms 386Group

The Grand Maratha Sheraton Mumbai is a venture of the ITC andSheraton group of hotels, and is a premium business hotel quite preferredby the business class owing to its proximity to the international airport.The Grand Maratha Sheraton is just a 5 minutes drive from the airport.

Accommodation at Grand Maratha Sheraton HotelThe rooms at the Grand Maratha Sheraton are elegantly appointed andare fitted with the latest gadgets. The room facilities at Grand MarathaSheraton Hotel are:

Attached bathroom Running hot and cold

water

Climate control Tea/coffee maker Refrigerator


10/21

Bathtub Bathrobe Hairdryer Bathroom slippers AC

Mini bar TV with satellite channels Direct dial telephone Room service

Dining at Grand Maratha SheratonThe The Peshwa Pavilion is a 24-hour restaurant featuring Indian andinventive international cuisines. Peshwawri serves North West Frontiercuisine. DumPukht is a celebration of the rich diversity of traditionalIndian cuisines, Catherline's is a restaurant serving classical continentalspecialties, Maroush is the Lebanese specialty restaurant and BombayHigh is a roomy and lively bar.

Conferences and BanquetsThe Ballroom, conference hall, boardroom are the venues for conferences,seminars, banquets etc. these halls are all well equipped and perfect forsocial gatherings.

Recreational Facilities at Grand Maratha Sheraton

Swimming pool Jacuzzi Sauna

Beauty salon Barber shop

Health club Gym Shopping arcade

Channel music

Other Facilities at Grand Maratha Hotel

Laundry Airport transfer Currency exchange Valet service Babysitting

Banking Parking Care rental Safe deposit travel desk All major credit cards

accepted


11/21

ITC grand Maratha Sheraton has been selected as the venue for the above event

because of its easy accessibility to the city and also it is situated in the industrial hubof the city. It is nearby to the international airport and the hotel theme suggests themix of Indian culture, tradition and technology. The hotel has agreed to provide theirservices at subsidised rates because of the FHRAI standing as a middlemen.

The delegates which will be coming for the event have been divided into 3 groups.

Group A, Group B , Group C.

Delegates in Group A have been arranged to accommodate in ITC Grand MarathaSheraton itself.

Delegates in Group B have been arranged to accommodate in Hyatt regency.

Delegates in Group C have been arranged to accommodate in hotel Le meridian.


12/21

EVENT SPONSORS:

Our sponsors for the event are:

FHRAI(federation of hotel and restaurant association of india), India today group,Indian airlines, future group,ITC,Indian tourism coorperation,hyatt group ofhotels,hotel le meridian,bombay times.

Our sponsors will be benefited by the event as our associates/employees will bewearing blazers with our sponsors logo emblazed on it. Also as the delegates willreceive quality services from our sponsors the word of mouth publicity will takeplace. As ITC has a rich Indian culture so the international delegates will get achance to receive high quality services in indianised way.


13/21

MARKETING STRATEGY:

The marketing of the event will be done through internet, different FHRAI and hotelrelated magazines as well as through televisions and newspapers. The invitation forthe event will be sent to all international properties and industries related tohospitality sector.

The banners and posters will also be placed ideally at all hotels so it can attract theeyes. The publicity will be done in a way that it will create the buzz throughout theindustry. The ministry of tourism (government of india) is also going to sponsor theevent so the event will have a good backup.


14/21

BUDGET:

A budget is a fundamental tool for an event director to predict with reasonableaccuracy whether the event will result in a profit, a loss or will break-even. A budgetcan also be used as a pricing tool.

As the event has a very high budget because it is an international event and manydelegates from all over the world are participating in this event. The major financersof this event are FHRAI, Indian airlines, ITC group. The budget of the event isproposed to be 4crore rupees approximately. Also 1crore rupees has been keptaside for risk budget.

As various exhibitions are going to be held the revenue generated will be applied tothe main budget as a support. And the event will also generate some revenue fromMICROS private limited as obligation.
http://en.wikipedia.org/wiki/Event_managementhttp://en.wikipedia.org/wiki/Pricing_sciencehttp://en.wikipedia.org/wiki/Pricing_sciencehttp://en.wikipedia.org/wiki/Event_management


15/21

CONCLUSION:


16/21

ANNEXURE:

Preliminary Schedule of Events:

Date of event-15 th to 17 th May 2009

Guests Check-In 14 th may 7pm-10:30pm

Schedule of the event:

15 th May Friday

7am to 9am- Breakfast

10 am -11am- Introductory speech by FHRAI President

11am to 12pm- formal speech and introduction12pm to 1pm- event schedule and brief about the event

1pm to 2pm- lunch break

3pm to 5pm- seminar on technological advancement in hospitality industry

5pm to 6 pm- hi-tea

6pm to 9pm- Exhibition on latest hotel security gadgets

9pm to 11pm- cocktail dinner

16 th May: Saturday

7am to 9am- breakfast

10am to 11am- presentation by Mr. Jacob Roberts- Security analyst J.W.MariottU.S.A on hotel securities

11am to 12pm- presentation on new hotel softwares by Mr. Sameer Deshmukh-Regional Director Asia Continent, Opera softwares

12pm to 1pm- presentation on growing tourism industry in India.


2pm to 3pm- presentation on exploring the relationship between I.T Industry andHotel Industry by Mr. Nandkishore Jaiswal- Systems Manager, Le Royal Meridian,Mumbai.

3pm to 4pm- presentation by Mr. Robin Sharma (USA)- internationally recognisedmanagement Guru/Counsellor.


17/21

5pm to 6pm hi tea.

6pm to 9pm- exhibition on hotel technical gadgets

9pm to 10pm- cocktail dinner.

17 th May: Sunday

7am to 8am- breakfast

9.30am to 12pm- presentations will be given by the delegates who wants to givetheir presentations


1Pm to 2pm- official decleration for an event being over.

2pm to 4pm- inauguration of new locks system by Micros

4pm to 6pm- Exhibition

6pm to 8pm- feedback from delegates

9pm- check-out


18/21

PICK UP AND DROP SCHEDULE:

Date of event- 15,16,17may 2009

Number of delegates- 300

14may 2009-Thursday

50 pax arriving from U.S.A via IC-685

Arrival time- 6:30 pm

Check in- ITC

14may 2009-Thursday

20 pax arriving from London via IC-773

Arrival time- 5:15 pmCheck in- Hyatt regency

14may 2009-Thursday

30 pax arriving from china via IC-725


Check in- Hyatt regency

14may 2009- Thursday15 pax arriving from Korea via IC-658


Check in ITC

14may 2009- Thursday

35 pax arriving from Japan via IC-737


Check in- ITC


20 pax arriving from Italy via IC-664


Check in- le meridian


19/21


18 pax arriving from dubai and 12 pax arriving from oman via IC-685


Check in- Hyatt regency


15 pax arriving from jaipur and 20 pax arriving from delhi via IC-743


Check in- Le meridien


20 pax arriving from banglore and 15 pax arriving from Chennai via IC-734


Check in- Le meridien


20 pax arriving from Kolkata via IC-843


Check in- Hyatt regency14may 2009- Thursday

10 pax arriving from pune via IC-836


Check in- Le meridian

The schedule will be sent in advance to the transport coordinator according to thatthe vechiles has to be sent to their respective pick up points.

2 members of the group will be sent with each bus to welcome the guest.


20/21

EVENT BUDGET TEMPLATE:

Event: _____________________________

Date: ______________________________

Expense Estimated Cost Actual Cost

Facility Fee 4,050,000 42,50,000

Banquet hall 3,50,000 4,25,000

Audio/Visual Equipment 26,000 45,000

Advertising/Promotion 13,50,000 15,03,000

Printing 10,000 12,700

Food/Catering 34,65,000 36,00,000

Decorations 5,00,000 6,50,000

Transportation 96,00,000 98,50,000

Other- miscellaneous 50,000 55,000

Risk budget 60,00,00 60,00,00

Total Expenses: 25,401,000 26,390,700

Revenue Estimated Revenue Actual Revenue

Exhibition stalls 24,00,000 26,50,000

Event Sponsorship 63,50,250 65,00,000

Total Revenue: 87,50,250 91,50,000


21/21

Room Dimensions & Seating Capacity

RoomName Key

Dim.(l x w) Area Height Banq. Thtr. Conf. Rec. Class

U-Shp H.Sq.

DinnerDance

Boardroom1 -

26.9'X17.2'

463sq.ft. 10.5' - - - - - - - -

Ballroom 3 -Prefunction -

29.5'X30.0'

886sq.ft. 9.2' - - - - - - - -

Ballroom 2 -Prefunction -

40.0'X30.0'

1202sq.ft. 11.2' - - - - - - - -

Ballroom 1& 2 or 2 & 3 -

38.4'X65.9'

2531sq.ft. 13.1' 450 300 - - 210 70 - -

Boardroom2 -

21.6'X11.8'

256sq.ft. 10.5' - - - - - - - -

Ballroom(Whole) -

114.0'X65.9'

7635sq.ft. 13.1' 900 600 - - 315 110 - -

Ballroom 1 -Prefunction -30.2'X30.0'

906sq.ft. 9.2' - - - - - - - -

Boardroom3 -

20.7'X11.3'

227sq.ft. 10.5' - - - - - - - -

Ballroom 1,2 or 3 -

38.0'X65.9'

2510sq.ft. 13.1' 200 175 - - 108 50 - -

Ballroom -

Prefunction-

102.3'X30.0'

3068sq.

ft.- - - - - - - - -

EVENT MANAGEMENT PLAN for International Association of Hospitality Technology Specialists

Documents

Transcript of EVENT MANAGEMENT PLAN for International Association of Hospitality Technology Specialists