Portfolio Communication Materials for Commonwealth Bank Event

This portfolio includes an email inviting staff, a letter inviting a special guest, a progress report to the CEO, and a report structure for a year-end dinner event. It showcases communication skills and event preparation.

PORTFOLIO-ASSIGNMENT- Part A: Portfolio Communication
Materials
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Table of Contents
Part A: Portfolio Communication Materials....................................................................................3
An email to the staffs inviting them to the event in the case study.................................................3
A letter to an external special guest inviting them to the event.......................................................4
A progress Report to the Chief Executive officer on how preparations of the event are
proceeding........................................................................................................................................5
Structure of a report including executive summary (just mention)and table of contents
onlysuitable for a final event of report; this report will not be written actually, only its structure
need to be written.............................................................................................................................7
References........................................................................................................................................9
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Part A: Portfolio Communication Materials
An email to the staffs inviting them to the event in the case study
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[e-mail]
Subject: Invitation for Commonwealth Bank’s New Year Dinner Party
Dear Team,
Greetings! As we have completed another year of success and prosperity at Commonwealth
Bank, the company has decided to offer you a thanksgiving in return of your contributions to the
organization. Hence, in order to celebrate our association with each other for the passing year
and to approach the new year with same values, morals, ethics and work culture, positivity,
mission, vision, goals, the company has arranged a formal dinner for you.
Other guests of the party include the clients of the company, special guests like celebrities and
politicians. The conducted event would be offering a three-course dinner. Additionally, the
company has also made arrangements for entertainment of the guests of the night by organizing
for a live brand performance, to give an example. I would hereby request you join the Company
for dinner, the details of which have been provided below:
Location: Westin Hotel at Martin Place, Sydney
Date: 15 December,2018
Timing: 6 pm- 11 p
We would be looking forward your presence.
Thank you.
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Regards,
Kabita,
Communication Manager,
Commonwealth Bank.
A letter to an external special guest inviting them to the event
Invitation Letter James Wolfensohn, ninth president of the World Bank Group
22 November 2018.
Subject : Special invitation for attending the year end dinner party conducted by Commonwealth
Bank
Dear Sir,
Greetings! Hope you are doing well. I am writing this letter to you on behalf of the entire team at
Commonwealth Bank to invite you for joining us for the year-end dinner for celebrating the
success of the passing year and to give the new year a warm welcome. Commonwealth Bank has
organized a year-end dinner for it clients, staffs and few special guests like celebrities and
politicians.
We would like to share the story of our success with you and would be highly grateful if you join
as and bless us with your presence. The employees at Commonwealth Bank would be highly
motivated if a busy personality like you could share some of your quality time with us and join
us for the dinner party. It would be a three-course dinner with a wide range of entertainment
facilities available for all the guests. A live music band would also be performing for keeping the
guests entertained for the night. The details of the event have been provided below:
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Location: Westin Hotel at Martin Place, Sydney
Date: 15 December,2018
Timing: 6 pm- 11 pm
All your necessary requirements and security would be taken care of, ensuring you do not have
to face any sort of difficulty in the process. The entire team at Commonwealth Bank would be
highly delighted and would be looking forward to your presence.
Thank you.
Regards,
Kabita,
Communication Manager,
Commonwealth Bank
A progress Report to the Chief Executive officer on how preparations of the event are
proceeding
Report on the Preparations of the event
Executive Summary
The given report has been presented to the Chief Executive Officer at Commonwealth Bank to
provide the concerned detailed information about the proceedings of the upcoming year end
dinner being conducted. The reporthas mentioned that all the necessary arrangements for the
event are being made within as planned, however few more tasks need to be done.
Introduction
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In the report provided below, the Communication Manager has provided details on the
preparations of the event. The different preparations that have been completed, are on the process
of completion and that still have not been started has been presented.
Discussion
The preparations for the year end dinner had been planned from the month of August, 2018. This
included the name of the guests to be invited, selectionof the location for the event, date of the
event, list of special guests, type of cuisines, selection of food menuand medium of
entertainment for the guests (Friedman and Scholnick, 2014). Based on the proposed plan, the
different preparations for the events had been executed, to ensure that year end dinner party is
highly successful. Ason 25th November, 2018, the currentstatus of the various preparations and
their progress has been discussed below:
 All the invitations have been sent. This includes the names of the company staff, the
clients of the company, special guests to be invited, namely the politicians, celebrities
(Phi et al., 2014) and James Wolfensohn, chief guest for the event.
 Bookings have been made at Westin hotel for 15th December, 2018, from 5pm- 12pm,
two hours extra in hand.
 The cuisine has been decided and the food menu has been selected from the options
provided by the Hotel (Akutagawa and Myslinski, 2015).
 The band to be selected for the live performance is still in progress as 2-3 brands have
been shortlisted, but the final decision is pending.
 The feedback from the special guests has still not being received, about their acceptance
of the invitation.
 A stand-up comedian also needs to be contacted as per the plan for the evening.
 The decoration of the venue and its designing has also been discussed with the hotel
manager, just few last minute changes might be required (Getz and Page, 2016).
Conclusion
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As per the progress report, the majority of the preparations have been completed and event will
prove to be a successful one.
Structure of a report including executive summary (just mention)and table of contents
onlysuitable for a final event of report; this report will not be written actually, only its
structure need to be written
Report on the Final year-end dinner event- Structure
Executive Summary
Table of Contents
Introduction
Discussion
 Idea behind the Event
 Planning and designing of the event
 Preparation of a formal speech for the event
 Deciding the structure of the event
 Planning of budget for the event
 List of Guests for the Event
 Employees and staff
 Clients
 Special guests- politicians, celebrities
 Chief guest
 Selection of date, location and time for the event
 Making bookings in the selected hotel
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 Selection of medium of entertainment for the guests
 Contact with a band for a live-performance
 Contact with a stand-up comedian for a live-performance
 Deciding the cuisine and food menu for the event
 Deciding the decorations for the event
 Communicating and inviting the guests for the event
 Making special arrangements for the special guests
 Making security arrangement for all the guests and extra security for the Chief guest
Conclusion
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References
Akutagawa, C.E. and Myslinski, L.J., 2015. Social networking event planning. U.S. Patent
Application 14/631,279.
Friedman, S.L. and Scholnick, E.K., 2014. The developmental psychology of planning: Why,
how, and when do we plan?. Psychology Press.
Getz, D. and Page, S.J., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Phi, G., Dredge, D. and Whitford, M., 2014. Understanding conflicting perspectives in event
planning and management using Q method. Tourism Management, 40, pp.406-415.
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