Portfolio of Communication Materials for Event Management

The assignment consists of various communication materials related to organizing a year-end dinner party by a corporation. The email invitation is crafted to invite all relevant parties, including staff, clients, and guests, emphasizing gratitude and celebrating achievements. A formal letter requests an external guest, Kelly O'Dwyer MP, as a keynote speaker addressing equality in the workplace. The progress report details event planning stages such as budgeting, venue booking, and coordinating with an event management company. Lastly, a structured outline for the actual event includes introductions, a keynote speech, awards ceremony, musical performance, dinner service, and conclusion timings.

Running head: PORTFOLIO OF COMMUNICATION MATERIALS
Portfolio of communication materials
Name of the Student
Name of the University
Author’s note

Part 1: E-mail
Dear All,
With great pleasure and enthusiasm I would like to invite all of you to the year ending
dinner party. Like every year, the organisation has arranged a dinner party for all the staff,
clients and guests to celebrate the calendar year ending. The company organizes this gala
dinner to appreciate the efforts and the hard work of all the staff members, the organisation
recognizes the input and understands that the staff members are the backbone of the company
and hence to showcase the gratitude and appreciation this dinner is organized. This year the
cause that the event will be supporting is equality in workplace and all of you are requested to
support the organisation with this cause.
Along with the dinner some of the exceptional performances of the past year will be
honored by the chief guest. The selection process has already begun and based on the
performance matrix the awards will be delivered. The award ceremony will take place before
the dinner which will be followed by a music performance as well to keep all of you
entertained. The performance will be by some of renowned musicians.
Looking forward to meeting you all at the dinner.
Please follow the details:
 Date: 15 December, 2018
 Time: 6:00pm to 11:00pm
 Venue: The Westin Hotel at Martin Place, Sydney

Part 2: Letter to the external guest
Date:
The Hon Kelly O'Dwyer MP
Mister for Women; Revenue and Financial Services
The Government of Australia
Subject: Invitation for attending the annual dinner party of the Commonwealth Bank as a
special guest and Key-note speaker
Dear Ma’am,
The management of the Commonwealth bank cordially invites you to be the special
guest to the annual dinner party on 15 December, 2018 at The Westin Hotel at Martin Place,
Sydney from 6:00pm to 11:00pm.
Commonwealth bank is a leading financial services provider in Australia, we are proud
to be known as the most popular name in the financial service industry. Some of the service
examples that the bank provide their customers are: business and institutional banking,
superannuation, fund management, insurance services and many more.
Every year during the month of December a dinner party is organized by the company to
appreciate and validate the efforts of our staff members. The cause that will be supported by
the organisation in the event this year is “equality in workplace”. We have recognized the issue
of increasing inequality of gender in the higher managerial positions in the corporate sector.

Therefore we would like you to be the key-note speaker for the evening regarding this issue to
spread awareness. Commonwealth bank has organized an award function before the dinner to
recognize the efforts and reward the exceptional performance of the past year. The award will
be followed by a small musical performance for the entertainment of our guests.
All our invitees and staff members will cherish your presence.
We look forward to your approval.
Yours Sincerely,

Part 3: Progress Report
Event Brief: Annual dinner party scheduled for 15 December, 2018 at The Westin Hotel at
Martin Place, Sydney from 6:00pm to 11:00pm.
Event management plan that has been executed:
The budget of the event has been stated by the management and the planning has been
done accordingly. The date, time and venue of the event have been confirmed by the
management and the booking of the hotels has been made accordingly. As the organisation
does not compromise on the quality of the event The Westin Hotel at Martin Place, Sydney,
which is a 5 star rated hotel has been confirmed.
As the day that has been confirmed is a Tuesday and hence will be working day for the
staff members and other invitees we decided to keep the times after working hours.
An event management organisation has been hired who will organize every single
aspect of the event. Some of the responsibilities of the event management company are: venue
and stage decoration according to the colour scheme selection. The designing of the invitation
cards as the company has informed that they have designers who can help us with that as well.
The menu has been finalized with the catering services of the hotel and the final cost will be
notified to us by the end of October. The seating arrangement and the table decoration
responsibilities are also the duties of the event management company.
The guest list has also been prepared which will be forwarded as soon as we get
confirmation from the special guest invites that we have sent across. The staff members have

been sent an electronic invitation but the confirmation will be received by all only by
September and depending on that the caterers will b0e given the order for the food and
beverage that will be served.
The key-note speaker at the event has also been sent an invite which will be confirmed by next
week.
The Human Resource department is working on the awards and the honors that will be given
out in that evening. The performance records are with the department which will be analyzed
and the final names will be provided by November.

Part 4: Report structure
 Introduction (this will include an introduction to the program which will begin at 6 pm
and the purpose of the program will be introduced by the two emcees or presenters
who will be chosen from among the staff members who are good in communication to
conduct the session, the emcees will introduce the key note speakers and the other
guests who will give out the awards)
 The key note speech (this will be a maximum five minutes speech with a presentation
based on the cause that is being supported by the organisation in this year; the speaker
will be confirmed soon)
 The Award ceremony ( the awards will be given out by the guests of honor, the guest
will be invited on the stage to give away the awards by the presenters, some of the
guests are yet to confirm their approval )
 The musical (the artist has not been confirmed yet, but the event management
organisation will help us get in touch with some of the potential people soon)
 The dinner will be served by 8pm and the ceremony will be wrapped up by 11pm as
decided

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