Welcome to the WorldEvent Planning Project

Callie JonesLeyni CamposKayla Charles

HMGT 3240.002Malave

February 17, 2016

Table of ContentsSection I: Event Introduction 3

Section II: Event Proposal 3

Section III: Event Research 3

Section IV: Event Design- 5 Senses and Guest Needs 5

Section V: Event Design- Budget 9

Section IV: Event Design- RFP (Request for Proposal) 10

Section VII: Event Planning- Timeline and Production Schedule 11

Section VIII: Event Planning- Marketing 13

Section IX: Event Planning- Contracts and Permits 16

Section X: Event Evaluation- Proposed Evaluation Method 18

Section XI: Conclusions 18

Section XII: Appendix 18Appendix A: References 18Appendix B: Contracts 20A. Vendor 20B. Photographer 21Appendix C: Minutes of Meeting 21Appendix D: Charts 22A. 22Appendix E: Pictures 25

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Section I: Event Introduction

When we met Savannah Smith she was 5 months pregnant. Her family was too

busy to plan her baby shower. So she came to us because she wanted to have an exquisite

baby shower experience. She loved the idea of a “Welcome to the World” theme. By us

planning it allows her and her family to sit back and relax a little, making us do the grunt

work. She has given us $10,000 budget.

Section II: Event Proposal

We are planning a baby shower with the budget of $10,000. We start by talking to

our Client Savannah Smith. As we talk with her we figure out what she wants in her

event and start working on it. We have picked a venue, caterer, how the venue will be

decorated, and have gone through all outcomes to make sure the mom-to-be gets

everything she wants out of her event.

Section III: Event Research

A. 5 W’s

Who: Savannah Smith

What: Baby Shower

When: 7.5 months - 8 months into pregnancy

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Where: The Milestone Aubrey Mansion

o Address

1301 W. Sherman Dr., Aubrey, TX 76227

o Contact info.

940-365-9953

Why: To shower the mother to be with necessary support, advice on what to do and

not do during and after the pregnancy and bless her with good wishes and gifts. The

whole friends and family celebrate the excitement of the new life that will join them

soon

The baby shower will be hosted at The Milestone Aubrey Mansion located at 1301 W.

Sherman Dr, Aubrey, TX 76227. The event will be held on April 16,2016. As member of

this wonderful team of ours you will be able to work continuous hours throughout the

week to get things done properly for the event. The day of the event we will have to meet

up early morning to get everything set-up just in time for the mother to be and her guest

arrive to the venue.

B. SWOT Analysis

Strengths Weaknesses

Mom-to-be gets what she needs for

the baby

Indoors (party can still go on if it

rains)

Potential for weather to affect the

guests from making it.

Guest getting lost

Volunteers could not show up.

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Excellent staff to handle problems

Opportunities Threats

To gain more clients through

networking the guests

Able to network with vendors

Able to use as a marketing

Mom-to-be goes in labor

Food poisoning

Someone being injured

C. As the event planners we will work closely with our clients and organize an event

planning team to help determine what the clients would want to happen in the baby

shower and what other things we might need to make this day magical and fit to the

theme “ Welcome to the world”. We will definitely have to establish the time and date of

the baby shower happening because knowing that we have $10,000 to budget around still

is too broad for us to work around. We have been meeting up with caters and have set it

down to the one that will be offered at the venue.

Knowing that our venue is $3,250 we now have an open budget of $6,750 for

catering services, decoration, cake, games, invitations, and possibly transportation and

photography for an amount of 75 guest to attend the reception. We are just waiting on the

final say of the mother to be. When deciding for caterers we will do food tasting with the

clients and go over any nutritional or allergic concerns they might have. Lastly before

the event day arrives we need to make sure we got everyone on the guest list an invitation

and have everything paid for and reviewed everything for the day of.

D. During the event we need to make sure everything is clean, restrooms are clean and

have toiletries. We also will need to set up the tables and rearrange them for the cake,

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sweets bar, and appetizers, dinner and gifts too. The linens is a must that we make sure

are properly ironed, and not wrinkled. We want the place to look presentable. Sound

systems, and T.Vs are working properly for the slide show of pictures that will be

running throughout the whole event. Lastly we review the event details with the client

and discuss the bill and receive the payment for our services.

E. After the event we need to make sure the venue is in good conditions as found and

make sure no damage has been done. We will have all belongings of the mother to be

taken with her such as gifts possibly left overs of sweets and food if she wants it. Next

and foremost we will make sure all linens are counted for to be returned to the rental

location as well as all the plate ware. If there are any damaged of course we will have to

replace them or pay a small fee for it. Chairs and tables we will also need to clean up and

count for because there are times chairs go missing too. But as for the guest we will make

sure to send off thank you notes form the mother for attending the event in honor of her

and her baby coming to the world. At this point we finalize any bills or expenditures and

have the clients give us a feedback of how we did in providing them our services.

Section IV: Event Design- 5 Senses and Guest Needs

a) Soundscaping

Our event will be hosted at an indoor venue, so this kind of ruins our

chance to have the natural sounds associated with soundscaping. We will

try to create our own form of acoustic environment with music. Speakers

and free music services like Pandora and Spotify will be used to play soft

music from multiple countries that fit the theme of the event. There is no

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need to allocate money specifically to soundscaping, because the cost of

the speakers is included with the venue and the music services are free.

The key is finding a balance between playing music at a volume that still

allows for comfortable conversation among guests and creating an

atmospheric sound.

b) Visual Cues (signage, décor)

The visual cues at our event will reflect the “Welcome to the World”

theme. Most of the décor and signage will incorporate globes, the earth,

and suitcases. Purchasing these very specific, but necessary decorations

will cost $150. (Appendix E, Picture1) The globes cut in half, opened

suitcases, and white dishes will be used for the food and candy tables.

(Appendix E, Picture2) Doubling décor for event essentials is a smart way

to get the most out of décor and it also makes everything look more put

together and them orientated. The décor will have an overall color scheme

of light blue, cream, and white. (Appendix E, Picture3) White will be the

most prominent color and functions as a great base color to build off. We

will have hanging items like banners, paper globes, and fabric draping

accenting the room. (Appendix E, Picture4) Blue and cream tissue paper

flowers will be used along with mason jars and burlap as centerpieces.

(Appendix E: Picture 5) Each table will have the appropriate label in

order to avoid confusion. Tables and table clothes will be needed to set up

suitcase fixtures, food and drinks, and gift/well wishes station. All signage

will consist of a light teal and map combination. (Appendix E, Picture 6)

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All foods will be labeled and the labels will include any necessary

information regarding food allergies. A menu will be included with the E-

invitations sent in advance to the guests. The invitations are one of the first

visual cues our guests will come in contact with. The invitation sets the

tone for the event and is a key piece in engaging and encouraging guests to

attend. We want to make sure that our invitation clearly represents our

theme, so we will use an invitation that incorporates globes and maps. The

mommy to be requested that we use Paperless Post E-invitations, but

twenty of the imitations will be printed and sent in the mail to select

guests. (Appendix E, Picture 7) The games and activties guests participate

in also require specfic signage that incporporates the theme. (Appendix E,

Picture 8&9) Although signage is a great way to add flair to our event; we

must also be very careful because the cost of printing can be expensive.

Overall, visual cues are costly and will take up a large amount of the

budget. We are allocating $500 to decorations for the baby shower. Most

of our décor will be ordered online, which means a portion of the budget is

dedicated to shipping fees.The money spent on this sector is truly nessacry

to pull of a visually appealing and successful event.

c) Touch

One of the least noticed elements at an event is the touch. Although guests

are constantly in contact with it, they don’t usuallly think about it as much.

Guests are engaged with the sense of touch as soon as they enter the

venue. In order to enhance the sensory experience we will have objects at

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our event that encorage guests to truly feel the event. Fabrics in the form

of table cloths, draping, and napkins are the most common ways guests

engage in touch at a event. The venue provides most of the fabrics, but the

mommy to be has requested that we incorporate eco friendly fabrics into

the décor. (Appendix E, Picture 10) Chairs also play a part in the events

touch. (Appedix E, Picture 11) Choosing comfortable seating is a priority

at this event due to the amount of expecting mothers that may be

attending. Because we are choosing a venue that includes seating we must

do our best to make it comfotable for our guests even if it may include

adding cushions. Any cost for the aspect of touch will come from the

additional purchasing of eco friendly fabric which will cost an additional

$50.

d) Smell

The sense of smell in relation to an event can play a big part in our guests

having an enjoyable experience. A replusive smell can run people away,

but an overbearing scent can also turn people away. To avoid unhappy

guests and potential issues with allergic reactions, its best that we allow

the scents from the natural enviorment to fill the room.

e) Amenties

Most of the event’s amenties will come from the venue. We wanted to

pick a place that includes amentities that reflect our mission to make sure

our guests, our mommy to be and any other moms to be are comfortable.

Handicap accesiblity and additional parking by the barn are amenties

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included with the venue. The Milestone also includes a “bridal suite” that

we will use as a mommy to be suite. The venue is in the style of a

mainsion, so most of the amenties incuded are tradtional in a home. That

includes restrooms, Wifi, decorative details, and reception area.

f) Guest Needs

During the event the guest will need to be provided bathrooms, parking,

food and beverges, chairs, entertainment, and a host. Most of the needs are

provided with the venue. Such as, the bathrooms parking, and the chairs.

We have hired a caterer to provide the food and beverages. We are

providing the entertainment. And the clients sister is the host. So we are

providing the guest with all of their needs. In the appendix we have

provided a floor plan to the event. (Appendix D: B)

Some of the risks of this event is that there is the possibility that the mom

is not feeling well enough to come or that she is put on bed rest. Other

risks would be like a guest slipping and falling. Another risk would be that

the client isn’t stisfied with what we created for her.

During the event the staff will need certain things. For instence they will

need breaks so that they don’t get over worked. They will also need

enough staff. When pickin the right staff we are going to allow the venue

to pick from their abundance of wonderful staff members. We will use

their staff members to help set up the tables and linens to the way we need

it to be. We will also use them to help bust the tables and serve the buffet.

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They will also help with the teardown and the cleaning of the building at

the end of the day.

Section V: Event Design- Budget

Savannah Smith Baby ShowerSaturday April 16, 2016 8-2pmThe Milestone Aubrey Mansion

Estimated Budget based on 100 of attendeesItem Cost Total

Audio/Visual & Technical $0.00Provided by venue and planners $0.00

Catering & Beverage - Milestone Catering$2,815.0

9Tray-passed hors d'oeuvres @ $/per person $0.00

Dinner @ 21.95/per person includes salad, main course, dessert$2,195.0

0Bar service @ $/per person including glassware and staffing $0.00

20% Service charge $439.008.25% Sales Tax $181.09

Design & Décor $97.75Globes $3.75

Eco Friendly Fabric $50.0013 centerpieces @$3.38 /each for dinner tables $44.00

Entertainment $0.00Spotify or Pandora playlist provided by client

Facilities & Campus Services $0.00Included in venue $0.00

Photography/Videography $250.00Includes 4 hours of photography & prints

Printed Materials $80.14Games $53.75

Invitation - # pieces (panel card, one color, reply card, and map) $6.00Labels $4.40

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Banner $15.99

Prizes $395.00Game Prizes $395.00

Venue - name of venue$4,668.1

3

Venue rental fee - # days @ $/day$3,250.0

0

Venue staffing charges - crew, custodial, stage manager, etc$1,418.1

3

Miscellaneous Contingency - 10% $830.61

TOTAL$9,136.7

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Section IV: Event Design- RFP (Request for Proposal)

a) Taste (Menu)

The main focus for our menu was allowing our guests to travel the world with

food. The menus will be placed on the tables to allow guests a preview of the food

we will offer. Each of the main foods served at the party will reflect a country

from around the world. We will be using an onsite catering service that will set up

a buffet style area for guests to get food. The cake will be catered by Candy

Haven in Denton and will cost roughly $140 to make. The cake will caputure the

essence of the Welcome To The World baby shower theme. (Appendix E, Picture

12) We will also feature 100 globe cake pops from Isabelly’s in Dallas along with

the cake. (Appendix E, Picture 13) The cake pops will cost an estimated $350 to

have them made. We will also have a candy bufffet featuring candies from around

the world. We will be using Amazon to import the candies and it will cost $400.

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We will have candies from Mexico, Japan, India, South Africa, China, and more

(Appendix E, Picture 14). Menu is in the Appendix (Appendix E, Picture 15).

b) Corporate Social Responsibility (CSR)-Sustainability

As a company, fufilling our Corporate Social Responsibility is exteremely

important to us. Incorporating values that help us to better represent our

consumers is vital when it comes to making sure we are a company they want to

work with. We try to incorporate sustainablity into all of our events and we

thought that this event in particular would be a great opportunity to do that. Our

clients are also very supportive of the sustainability movement and we’re excited

about incorporating that into their event. The “Welcome To The World” theme

allows us to incorporate a “green” theme without it seems too out of place. Our

“green” efforts include primarly E-invitations in an effort to save paper. The

mother to be and father to be requested that 20 of the inviations be sent in printed

format. All of the signage items needed for the event are printed on recycled

paper in another effort to miniamze paper use. Unlike many other expecting

mothers, diapers are not the highly sought after gift for our mommy to be. Our

mommy to be made the decsion to only use cloth diapers for her baby. To replace

the popular gift of diapers we dedcided to ask guests to bring one genetly used

books to the baby shower. We will also be giving away scented Bath & Body

Works candles at the baby shower as game prizes. It is our corporate

responsibility to ensure that we are creating exciting and socially aware

enviorments that contuntie to exceed our clients expectations.

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Section VII: Event Planning- Timeline and Production

Schedule

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Savannah Smith Baby Shower Timeline

8:00 Arrive and start decorating

8:30 One team member goes and gets cake balls

9:00 Family volunteers arrive

9:00 Photographer arrives

9:30 Cakes arrive

9:45 Mom-to-be arrives to take photos

11:00 Start soft music in the background

11:00-

11:30

Guests enter reception area (serve fruit, cheese, and

beverages)

11:40 Blessing

11:45 Buffet opens

12:15 Well Wishes

12:30 Cake cutting

12:40 Start Pin the diaper on the baby

12:50 Start Baby around the world

1:00 Start Share your Wishes

1:10 Start opening presents

1:40-2:00 Social time

2:00 Mom-to-be exit

Guests Services and Logistics

The guest services and logistics of the event are crucial to pulling of a successful event

and can help reduce last minute stress when organized in advance. The first aspect of

guest services and logistics that we have to work on is invitations and registration. We

decided to use Paperless Post invitations in an effort to incorporate sustainability. The

website offers a very unique E-invitation experience that allows guests to open the

invitation and RSVP online. Picking the perfect invitations that fit our theme is so

important, because the invitation is usually the guest first impression of the event. The

logistics for the event are pretty basic. Our clients and guests will provide their own

transportation. The Milestone provides regular and handicap parking in towards the back

of the venue and additional parking by the barn. Food is being prepared in house at the

venue and the cake is being delivered by Candy Haven, so the only food transportation is

picking up the cake balls from Isabelly’s in Richardson. A team member will be picking

them up and the commute will take aproximentally one hour with cushion. The venue has

a very unique and obvious location, so we will not be using directional signage. The

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venue provides security, but because we are not serving alcohol security is not required.

On the day of the event, guest will check in by signing the sign in book displayed inside

the venue. Smaller aspects of guest services that we will provide include assisting guests

with bringing in gifts and access to free Wi-Fi.

Section VIII: Event Planning- Marketing

DEVELOPING A MARKETING PLAN SUMMARY

Event Name Baby Shower “ Welcome to the World”

Event Date

Make sure your event does

not clash with others

The event will be held on April 16th 2016

Time(s) 9am – 2pm ( We can begin with family and friends playing games and end off with dinner and gift

unwrapping)

Location The Milestone 1301 W. Sherman Drive. Aubrey, TX 76227

Background

How did this event start?

Is it a one-off or regular

occurrence? Does it have a

community, charity or

commercial focus?

The mother was in search of an event coordinator to throw her an off the rooftop baby shower for

her first expecting baby.

It is an event to mainly focus on her and her baby by having family and friends showering her with

hugs and gifts and ideas for the baby and her. It is a time to enjoy and cherish of the new born

coming to the world we live in. it is also a time to have the mother know she is not alone that she

has these people for help if anything needed.

Event Description

Briefly describe what will

be happening – keep it to

Everything looks as if it will be done in a time scheduled manner with us decorating the venue

early morning and having everything done by 8- 830am because mother will first arrive at the time

of 9 -10 am. At that time, she will begin by taking pictures meanwhile the guest arrives at 11-12

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about 500 words. pm. At that time the buffet will be open and lunch will begin. During this time guest will wish her

well and later proceed to the cake cutting at 1pm. Now during the hours of 1 and 3pm there will be

game playing and gift opening till time is up.

Objectives

Identify the primary

objectives of your event.

What are you trying to

achieve?

To shower the mother to be with necessary support, advice on what to do and not do during and

after the pregnancy and bless her with good wishes and gifts. The whole friends and family

celebrate the excitement of the new life that will join them soon.

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Target Audience

Describe the type(s) of

people who will attend

your event and who you

will be targeting. Consider

their general interests (the

sort of thing that will

appeal to them, what

activities will be available

to keep them there.) Detail

the more specific nature of

individuals

People:

Males Females Singles Families Couples N/A

Age group(s):

Under 18 18-24 years 25-39 years 40-54 years 55+ N/A

Other audience information:

Will mainly be women because that is the traditional way of doing baby showers.

Branding

Identify the features that

make your event unique or

special

Event name:

“Welcome to The World”

Logo:

WELCOME TO THE WORLD

Event Promotion

Provide an overview of the

measures you will use to

implement your marketing

strategies.

Since this is a private event we will use invitations to friends and family of the client.

Budget

Develop a marketing and

promotion budget for your

event. What percentage of

your overall event budget

should/can be allocated to

Estimated Budget:

Our estimated budget for the whole event is $10,000. By using this it will give us the opportunity

to organize the venue properly, decorate, and provide and catering and other necessities needed.

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this? Estimated Expenditure:

Venue + catering from venue = $7,483.21 with a booking deposit of $1870.80 ($500 refundable

deposit + $1,370 first payment)

Cake $140 Cake pops $350

Decorations $150

Fabric for linens $50

Estimated Income:

Consider income from all likely sources – eg: grants, sponsorship, ticket sales, donations, sales of

food and beverages. N/A

Market Research

Market Research is an

important part of your

event planning, especially

if this is the first time the

event has been held. You

may want to undertake a

survey or other research to

determine the likely

success of the event.

Economic impact

There are about 100 guest attending. Since it is a private event they wont necessarily be

contributing to a local charity or anything but will be benefiting the mother her self.

Environmental data:

Will the event have any impact on the environment? Energy usage at the event - strategies to

encourage renewable energy. Will your event use sustainable (waste) practices i.e. Waste

management, reduction of carbon footprint, etc…

Monitoring

Identify the steps you will

undertake to evaluate the

success of your event.

We as party planners will make sure to run everything properly by doing things organized in a

timely manner beginning 12 weeks in advance. We will have to do a program for our staff so

everything can run smoothly.

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Your success should be

measured by things such

as meeting your

objectives, promotion,

publicity and media

attracted by your event.

Other achievements and

how well you managed

any problems that may

have occurred.

Event planning Contracts and permits

- The Milestone has to be in accordance with the City of Aubrey and have a

commercial building permit up to date allowing them to have the amount of people

they allow to attend with out any violation of the city.

o Now since the Milestone is catering we just have to endure that our cooks

have their food handling cards and caters have a permit issued by the Texas

Department of state health services (DSHS)

Section IX: Event Planning- Contracts and Permits

a) Vendors

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Most of the parties aspects are being taken care of in house using our

company or the venues company There wil be no vendor specfic tables or

displays will be set up at the baby shower.

b) Permits

We are hosting the event in an indoor venue and keeping the aspects very

simple, so there are no permits required for the event.

c) Volunteers/Contract Employees :

Our venues offers a lot of services that we would normally needed to contract

for like servers. In regrads to this event we would rather use contracted

employees to ensure that the service is of top quality. Any volunteer work

would come from the client’s family members offering to help with mulitiple

areas of the event. Family members have offered to assist in carrying out the

event’s program. The only contracts we hold are with the venue and with the

photographer. (Appendix B: A&B)

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Section X: Event Evaluation- Proposed Evaluation Method

We plan on using a survey to evaluate the shower. We want to

make sure we are meeting the needs of our guest. We have placed the Evaluation form in

the appendix. (Appendix C: A)

Section XI: Conclusions

When looking at the event in an overview we plan on making the most successful

event for our client and her guests. We want to be able to network with the guest and

hopefully get more clients for more events. We want savannah and her friends and

family to leave happier than they came, because of the job well done that we did.

Section XII: Appendix

Appendix A: References

Amazon. (n.d.). Amazon.com: Online Shopping for Electronics, Apparel, Computers,

Books, DVDs & more. Retrieved March 31, 2016, from

http://www.amazon.com/

Baginski, C. (n.d.). 6 Perfect Color Palettes | Color Palette and Schemes for

Rooms in Your Home | HGTV. Retrieved from

http://www.hgtv.com/design/decorating/color/6-perfect-color-

palettes-pictures

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Balch, N. (2013, July 3). Welcome to the World Baby Shower – Making it

Lovely. Retrieved from

http://makingitlovely.com/2013/07/03/welcome-to-the-world-baby-

shower/

Isabelly's. (2015). Isabelly's Chocolates & Sweet Treats. Retrieved from

http://www.isabellys.com/#!/3/featured/Cake_Balls/158

The Knot. (2015). The Milestone - Aubrey, TX. Retrieved from

https://www.theknot.com/marketplace/the-milestone-aubrey-tx-

350552

The Milestone. (n.d.). Denton Weddings | Mansion Wedding Venues | The

Milestone. Retrieved from http://themilestone.com/denton-mansion/

Paperless Post. (n.d.). Custom cards and invitations - Paperless Post. Retrieved

from https://www.paperlesspost.com/

Peckled. (n.d.). Hostess with the Mostess® - Welcome to the World, Baby

Shower. Retrieved from http://www.hwtm.com/index.cfm?

page=albums/view_album&albumid=10152

So Alaina. (2014, January 22). so alaina.: welcome to the world baby shower.

Retrieved from http://www.soalaina.com/2014/01/welcome-to-

world-baby-shower.html

24

Peckled. (n.d.). Hostess with the Mostess® - Welcome to the World, Baby

Shower. Retrieved from http://www.hwtm.com/index.cfm?

page=albums/view_album&albumid=10152

So Alaina. (2014, January 22). so alaina.: welcome to the world baby shower.

Retrieved from http://www.soalaina.com/2014/01/welcome-to-

world-baby-shower.html

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Appendix B: Contracts

A. Vendor

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B. Photographer

Appendix C: Minutes of Meeting

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Appendix D: Charts

A.

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B.

C. BudgetSavannah Smith Baby ShowerSaturday April 16, 2016 8-2pm

The Milestone Aubrey MansionEstimated Budget based on 100 of attendees

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Item Cost Total

Audio/Visual & Technical $0.00Provided by venue and planners $0.00

Catering & Beverage - Milestone Catering $2,815.09Tray-passed hors d'oeuvres @ $/per person $0.00

Dinner @ 21.95/per person includes salad, main course, dessert $2,195.00Bar service @ $/per person including glassware and staffing $0.00

20% Service charge $439.008.25% Sales Tax $181.09

Design & Décor $97.75Globes $3.75

Eco Friendly Fabric $50.0013 centerpieces @$3.38 /each for dinner tables $44.00

Entertainment $0.00Spotify or Pandora playlist provided by client

Facilities & Campus Services $0.00Included in venue $0.00

Photography/Videography $250.00Includes 4 hours of photography & prints

Printed Materials $80.14Games $53.75

Invitation - # pieces (panel card, one color, reply card, and map) $6.00Labels $4.40Banner $15.99

Prizes $395.00Game Prizes $395.00

Venue - name of venue $4,668.13Venue rental fee - # days @ $/day $3,250.00

Venue staffing charges - crew, custodial, stage manager, etc $1,418.13

Miscellaneous Contingency - 10% $830.61

TOTAL $9,136.72

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Appendix E: Pictures

Picture 1: Picture 2:

Picture 3: Picture 4:

Picture 5: Picture 6:

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Picture 7: Picture 8:

32

Picture 9:

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Picture 10: Picture 11:

Picture 12: Picture 13:

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Picture 14:

35

Picture 15:

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