Promotional Activities for City Hotel

This report discusses the key procedures and processes involved in managing a project for promotional activities in City Hotel. It covers topics such as project planning factors, lines of authority, risk management process, project management tools, WHS legislative requirements, and legal requirements. The report also includes project research, plan, meeting agenda, and minutes.

City Hotel –
Promotional activities
(Marketing)

Table of Contents
INTRODUCTION...........................................................................................................................3
ASSESSMENT 1.............................................................................................................................3
The purpose of the key procedures and processes which need to be addressed when managing
a project in each of the following points.....................................................................................3
Four key lines of authority and approvals which need to be established and maintained.
Overview of each level within the hierarchy..............................................................................4
Steps of the risk management process. Example of application of these processes when
working on a project....................................................................................................................4
Three project management tools which you could utilise when managing a project.................4
The adherence to workplace health and safety (WHS) is essential to ensure adherence to
legislative requirements. Give eight key WHS legislative requirements which must be met.. . .5
Four key legal requirements which had to be followed during a project their requirement.......5
ASSESSMENT 2.............................................................................................................................5
Project research...........................................................................................................................5
Project plan..................................................................................................................................6
Meeting Agenda..........................................................................................................................8
Meeting Minutes.........................................................................................................................8
Email to the CEO......................................................................................................................10
ASSESSMENT 3...........................................................................................................................11
Portfolio of evidence.................................................................................................................11
Project Status Update Report ...................................................................................................12
Project Closure Review Report.................................................................................................14
CONCLUSION .............................................................................................................................18
REFERENCES..............................................................................................................................19
Books and Journals:..................................................................................................................19

INTRODUCTION
Promotion helps an organisation to give information or education about the product and services
to the potential customers(Briandana and Dwityas, 2020). This report contains a proper process
which is required to follow in City hotel to promote the second venue acquire by them.
ASSESSMENT 1
The purpose of the key procedures and processes which need to be addressed when managing a
project in each of the following points
Project planning factors Purpose
Project Objectives  Increase in profits
 To increase market share of the city hotel
 To increase employees in the organisation
 To retain customers in the organisation
Deliverables, scheduling and
milestones
Deliverables: To increase the customer base of the organisation
by 10%
Scheduling: In order to promote hotels in different areas over
period of 3 months.
Milestones: To increase the profits of the company by 10%.
Allocation of roles and
responsibilities (human
resources)
Various responsibilities are divided to different personal of the
organisation like new staff needs to be recruited and
responsibility is given to HR executives for the same and
designing processes according to the plan is provided to IT
personal of organisation.
Technology tools for project
management
In order to manage this project, various technologies are used
such management information system and digital marketing.
Documentation, reporting
and record keeping
In order to manage funds in involved in this project a proper
record is maintained in digital form in the organisation.

requirements
Systems used to monitor the
quality assurance
In order to monitor quality of project planned performance is to
matched with actual performance to find deviations.
Four key lines of authority and approvals which need to be established and maintained.
Overview of each level within the hierarchy.
Line authority refers to the establishment of superior subordinate relationship and provide
for rights to make decisions regarding several functions in the organisation(Gupta and Singh,
2020). The chain of providing orders within organisation and lines of authority can be in any kind
in the organisation. It may be vertical in which the line goes from top level to the lower level
management. And another line of authority can be seen in department wise in the organisation.
In which subordinates receives orders from managers of a certain department. In the given
organisation the highest authority is boards of directors, who gave their order to the CEO of the
company. Below them there are several mangers who manages various departments and below
that there are several leaders who lead the staff and below them there are executive who are
responsible to provide services to the customers.
Steps of the risk management process. Example of application of these processes when working
on a project.
Risk management process involves various processes. The foremost step is to identify the
risk involved in the process and in the project the risk involved is of a huge amount of capital to
be invested in promotional activities. Another step to analysation and evaluation of risk and it
should be analysed by manager that how much there is risk to invest the money in the given
promotional strategy. If it is high then it should be compared with the return is it worth investing
or not. Another step is to treat the risk in efficient manner and monitor and review them on the
basis of risk involved in it.
Three project management tools which you could utilise when managing a project.
To manage project on the given subject various tools can be used such as Gantt charts,
scheduling and task management. These tools helps to manage the whole project process and
help to complete them in given time frame. Gantt charts helps in the management of time in the
given project while scheduling helps in developing a proper plan(Mishra, Ewing and Pitt, 2020).
Task management takes care of management of tasks in which whole project is divided.

The adherence to workplace health and safety (WHS) is essential to ensure adherence to
legislative requirements. Give eight key WHS legislative requirements which must be met.
There are several regulations which are connected with the legislations of health and safety
employed in the organisation. These regulations provide for some requirement of workers which
needs to be -provided to the workers in the organisation. Eight of them are ventilation and
workspace, staff facilities which includes toilets, washing facilities and refreshment, adequate
light required to complete work, safe passageway, training for the work and registration of safety
acts if organisation falls into the requirements of act(Chirra and Kumar, 2020).
Four key legal requirements which had to be followed during a project their requirement.
The project also falls under various other laws such as Equality Act, 2010, food safety
legislations, intellectual property rights and data protection act are the legislations which the
project needs to follow for successful completion of the project. If the manager follows these
legislation then it will help them in several ways such as no government intervention, motivated
employees for the project and many more(Nurohmah and Arifah, 2020).
ASSESSMENT 2
Project research
As per the research conducted for the purpose of this project it is ascertained that there
are various ways to promote the new establishment in the market. Promotion is related to
information, persuading, reminding and educating people of the target market about the new
establishment and services offered by them. Target market for the organisation is travel and
tourism industry. Company can also tie-up with tourism industry organisation to promote their
products. A proper budget and resources needs to be allocated to each and every activity of
promotion. The legislations which are applicable and can affect the project are Equality Act,
2010, Data Protection Act and Health and Safety Act and many more. The key people who are
assigned responsibilities are given below in the project plan with their roles and responsibility in
the project. The important resources which are required to complete this activities are human
resource, monetary resource, technological resources and many more. The human resources can
be sourced either by hiring them as permanent employees or can be for contractual basis(Edge,
Ghosh and Liang, 2020). Delegating authority for the project is CEO of the organization and if

clarification is required on any issue then the issue must be communicated to the higher manager
and then it will be transferred to the CEO of the company.
Project plan
a) Project Title
City Hotel – Promotion (marketing)
b) Project Purpose
 To ascertain the target market
 To increase customers in the hotel to increase profits.
 To retain retain the existing customers within the organization on continuous basis.
c) Project Scope City Hotel – Promotion (marketing)
 To find out target market by conducting a research
 To adopt more promotional technique to increase customers in the organization.
d) Project Objectives
Mission: The mission of the organization is to pursue opportunity, excellence and equality
in its business transactions and provide excellent entertainment to their customers withy
good facilities and services(Harsha, 2020).
Goals: The goal of the City Hotel is to have a continuous and effective communication
with their clients, guests and visitors.
Objectives: The objective of this project to increase employees and profitability in the
workplace through promotional activities and retain the existing customers in the
organization.
Operations: It operates its business and earn it revenue from a licensed bar, barista cafe,
gaming facilities, board room facilities and restaurant.
Project management tools (at least 2): Scheduling and Gantt charts
e) Relationships to other projects (if not applicable insert N/A below)
N/A
f) Assumptions and Constraints
Assumptions: It is assumed that all the customers in the target market have the potential to
take services provided by City Hotel.
Constraints: Pandemic faced by the world is a limitation for the marketing strategy of the
organization as it affects tourist in the country and sales of City Hotel too.

g) Key stakeholders and their contribution to the project plan
CEO or Director: The CEO is the head of the organization and contributes in major
decision making of the organization.
Employees: Employees contributes their efforts to the operations in organization and gives
productivity to the organization.
Shareholders: Shareholders contributes capital to the hotel for the operations.
h) Members of the project team
Project Manager: Marketing Manager
Responsibilities: To make plan for the promotional activities to be carried out in the
organization and allot the responsibilities to the respective department.
Project Team Members: The executives which are working under the marketing manager
in the Hotel.
i) Reporting Schedule
The executives will need to report to their managers and manager will present the report to
director with modifications which are needed in the report.
j) Major Milestones
<Insert Gantt chart>
k) Project Budget
Project Budget
Budget Item: Budget $:
Online marketing 35,000
On-road posters 20,000
Advertising 35,000
Tie-up with Travel agency 0,000
l) Risk Management Plan including WHS
Identify the risk: The COVID 19 pandemic in the world also affects the business and
profitability of the business.
Analyze the risk: There are high chances that staff can get infected with tourists which
visits in the country(Lubis and Widhaningrat, 2020).
Treat the risk: In order to prevent the staff from such risk it is essential to treat the risk by
following safety measures and government guidelines in the Hotel.
Monitor and review: It is the duty of manager to keep check on regular basis if employees
are following the guidelines or not.
m) Communications Plan
It is decided that e-mail will be used for communication purpose. It helps to maintain
proper record, disciplined decorum and establish effective communication between the
employees.

n) Legislative and regulatory requirements
It is ascertained that various legislation are followed for the project purpose. Equality Act,
2010, Data Protection Act and Health and Safety Act and many more.
Project developed
by:
Signature:
Project approved
by:
Signature:
Date approved:
Meeting Agenda
Type of Meeting: General meeting
Meeting Facilitator: Director of the City Hotel.
Invitees: All the shareholders of the company who has the right to vote in the organisation.
Date of Meeting: 9th July
Approval of minutes from last meeting: Minutes of last meetings are approved by head of
the department.
Open issues:
1. To provide a good news of expansion of business by acquiring a second venue for the City
Hotel.
2. To understand the need for expansion in the organisation.
3. To allocate a budget of $100,000 to the project of promotion of the organisation.
4. To make clear the benefits of this allocation of fund in the company
New business: The company is going to start City Hotel at second venue which requires various
promotional activities to make customer aware of the new venue of the hotel marketing
manager suggested some promotional activities which requires a fund of $100,000. So these
funds are allocated for the promotional activities of new business(Çetin, Mersereau and
Parlaktürk, 2020).

Meeting Minutes
MEETING CALLED
BY Directors
TYPE OF MEETING General Meeting
FACILITATOR Director of the City Hotel
NOTE TAKER Company secretary
TIMEKEEPER Company secretary
ATTENDEES All important stakeholders
Agenda topics
Topic 1:
Discussion
City Hotel is understanding the
fact that it is time to expand
the business of the hotel
which
requires various efforts to
expend the business.
Conclusions
From the above it is concluded
that the expansion of the
organisation helps them to
grow and
earn more profits to the firm.
Action items Person responsible Deadline
More promotions Marketing department 2 to 3
Months
Topic 2:

Discussion
The company is acquiring
second venue for the
expansion of business of the
organisation
which requires a good amount
to be invested in it.
Conclusions
The acquiring of this new
venue the company is
expanding its business which
results in
goodwill of the organisation.
Action items Person responsible Deadline
Acquiring a property for business purpose Director 10 days
Settling the start-up there Director 1 month
Topic 3:
Discussion
A budget of $100,000 is
allocated to this project of
promotion of the organisation.
Conclusions
This allocation will help them
to take promotional activities
in efficient manner.
Action items Person responsible Deadlines
Budget allocation Director 2 days
Strategic plan for budget Marketing manager 15 days
Email to the CEO
To: [e-mail]
CC: [e-mail]
BCC:
Subject: To take approval and clarification on some matters
Respected sir,

This is to take approval for the budget which is given in the project plan above. The
budget allocated for the the promotion of the hotel is divided for various promotional
activities which are required for the promotion(Fahim, 2020).
Please clarify that is the assumptions taken for the project is correct or not?
Please provide your final approval to the allocation of budget so that the promotion
activity can be started as soon as possible.
Thanking you.
Yours obediently,
Executive of City Hotel
ASSESSMENT 3
Portfolio of evidence
In order to develop the promotional plan several executives are assigned with their task and
duties. They know their task in effective manner and giving a proper results to the organisation.
They are given a proper guidelines to complete the task. The various elements for promotion are
taken into consideration to effectively promote the products and services offered by
organisation(Okhiria, 2020). The risk management system is effected implemented and evidence
of which is given in the project review report. The evidence for project deliverables and record-
keeping system set up is provided in below figures:

Figure: Evidence of project deliverables
Figure: Record keeping System Set-up

The status report for the same at different level of work is given below:
Project Status Update Report
us report –
Project
Item Work completed
to-date
Milestone
date
Revised/ actual
date
Budgeted cost Revised/ actual
cost
Responsible
ce
ability
10th December 29th
November
15th December 35000 40000 Project manager
material
red for foods
everages
15th November 10th
November
30 November 20000 25000 Executives
ty of
ucts achieved
10th November 5 November 20 November 35000 40000 Executives

t Title: City Hotel – Promotion (Marketing) P
r
o
j
e
c
t
C
l
i
e
n
t
:
D
a
t
e
:
V
e
r
s
i
o
n
:
t Sponsor: project manager Projec
t
Manag
er:
File Name: Promotion management of City hotel P
a
g
e
x
o
f
y

Project Closure Review Report
Project Closure Review Report

a) Risk
manage
ment
required
M
e
t
Mi
ss
e
d
Pa
rti
all
y
m
et
Comment
s
Identify the
risk ✓
Analyze the
risk ✓
Treat the
risk ✓
Monitor and
review ✓
b) Pos
t
proj
ect
res
pon
sibil
ities
Quality
control ✓
Quality
checked ✓
Availability
of resources ✓
Check
performance ✓
c) Doc
ume
nt
man
age
men
t
Meeting
minutes ✓

Book-
keeping ✓
Other
financial
records
✓
d) Transition plan for project team
members
Task identification and schedule
development: There are several task which
are taken place in the promotion of this
process such as online marketing, on-road
posters, advertising and tie-up with travel
agencies
Transition committee deployment: This
committee contains 5 members among
which above work is distributed and it is
headed by project manager
Occupancy and Activation Planning: The
work is allotted to all the members
according to their potential.
Move planning: They are directed to move
the plan in according direction as planned.
e) Financial planning and budget
Budget Item: Budget $:
Online marketing 35,000
On-road posters 20,000
Advertising 35,000
Tie-up with Travel
agency 0,000
f) Lessons
learned
Worked well Could have gone
better

In promotion plan In preparation of
budget
g) How as the project manager the
team interests were represented
in the wider forums
The project team consists of those people
who are dedicated to complete this project
and their interests are vested into the
project because they are linked with their
personal interests. All the team members
completed this project with full motivation
and dedication(Bin Rustam, 2020).

CONCLUSION
From all of the above it is concluded that the promotion plan is very essential in success of city hotel. It helps them to achieve their desired goals
in the organisation. According to the promotion plan, formulated by project manager it is approved by CEO of the Hotel. This also makes
understand the basic knowledge of forms used in city hotel to provide information about the plan of the organisation.

REFERENCES
Books and Journals:
Briandana, R. and Dwityas, N.A., 2020. Conventional marketing communication tools for residential products in digital era. Technium Social
Sciences Journal, 14, pp.193-205.
Gupta, H. and Singh, S., 2020. Evolution of guerrilla marketing as an emergent marketing strategy in global and Indian context. International
Journal of Indian Culture and Business Management, 21(2), pp.247-261.
Mishra, S., Ewing, M.T. and Pitt, L.F., 2020. The effects of an articulated customer value proposition (CVP) on promotional expense, brand
investment and firm performance in B2B markets: A text based analysis. Industrial Marketing Management, 87, pp.264-275.
Chirra, S. and Kumar, D., 2020. Effect of SCF on automobile industry performance during sales promotional schemes. International Journal of
Productivity and Performance Management.
Edge, M., Ghosh, S. and Liang, Y., 2020, September. The Evolution of Virtual Trade Shows: A Literature Review from the UK Medical Device
Industry. European Marketing Academy.
Harsha, V.G., 2020. Kfc's promotional strategies and it's impact on brand equity. JIMS8M: The Journal of Indian Management & Strategy, 25(3),
pp.62-63.
Lubis, A.R. and Widhaningrat, S.K., 2020, September. Promotional media development of MSMEs Bakmie Pulau Seribu. In Contemporary
Research on Business and Management: Proceedings of the International Seminar of Contemporary Research on Business and
Management (ISCRBM 2019), 27-29 November, 2019, Jakarta, Indonesia(p. 158). CRC Press.
Çetin, O., Mersereau, A.J. and Parlaktürk, A.K., 2020. Management and effects of in-store promotional displays. Manufacturing & Service
Operations Management, 22(3), pp.481-494.
Fahim, M.F., 2020. Conventional marketing vs. digital marketing: a study on Partex Furniture Limited.
Okhiria, A., 2020. The role of strategic marketing in successful event management (Doctoral dissertation, Dublin, National College of Ireland).
Bin Rustam, S., 2020. The Impact of Digital Marketing on Unemployment in Bangladesh. The Impact of Digital Marketing on Unemployment in
Bangladesh (April 26, 2020).
Nurohmah, H. and Arifah, N., 2020. EFFECTIVENESS ON GROUND MARKETINGIN JAPANESE COURSE INSTITUTIONS. PalArch's
Journal of Archaeology of Egypt/Egyptology, 17(5).