Event Operations Management Report: Techinnovation Dinner Proposal

This report details the planning and execution of a "Techinnovation Networking Welcome Dinner" event, designed to host 500 guests. It covers key aspects such as event concept, branding, and marketing strategies, including the use of social media and newsletters. The report outlines the event program, venue selection (Amara Singapore Hotel), and floor layout, along with justifications for each. It further delves into event team structure, including roles and responsibilities, and develops a project schedule and action plan. Food and beverage operations, including menu selection and catering considerations, are also addressed. The report includes a sponsorship proposal, detailing benefits and investment levels, and concludes with an event operations budget. The event's theme is "Technology meets friendship," targeting international and Singapore technology providers.

Running head: EVENT OPERATIONS MANAGEMENT
Techinnovation Networking Welcome Dinner
Name of the Student:
Name of the University:

1EVENT OPERATIONS MANAGEMENT
Table of Contents
1.0 Event- Techinnovation Networking Welcome Dinner.................................................2
2.0 Event concept, branding and marketing.....................................................................2
2.1 Objectives...............................................................................................................2
2.2 Formulate of event branding strategy.....................................................................3
2.3 Identification of marketing channels.......................................................................3
3.0 Event programme.......................................................................................................4
4.0 Venue selection and evaluation.................................................................................4
4.1 Justification of selected venue................................................................................4
5.0 Event space and floor layout......................................................................................5
6.0 Event team structure ad event action plan.................................................................7
6.1 Justification of team structure for the event............................................................7
6.2 Development of project schedule/Event action plan...............................................8
7.0 Food and beverage operations................................................................................10
7.1 Justification of food and beverage vendor, menu selection and catering
considerations............................................................................................................ 10
8.0 Develop a sponsorship proposal..............................................................................12
8.1 Justify the sponsor for the selected event............................................................12
8.2 Develop of sponsorship proposal.........................................................................12
9.0 Event operations budget..........................................................................................13

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Bibliography................................................................................................................... 15
1.0 Event- Techinnovation Networking Welcome Dinner
The proposal is based on an event plan of “Techinnovation Networking Welcome
Dinner”. It is an annual event which brings to explore of technology throughout
innovation. The event is going to host 500 guests. In this project framework, a
networking welcome dinner is conducted for the interested delegates after the exhibition
and conference.
I. The data of the event is 21st October, 2018 at 6 pm onwards.
II. The selected venue for the event is “Amara Singapore Hotel”
III. The address of the event is “165 Tg Pagar Rd, Singapore 088539”.
IV. The theme is “Technology meets friendship” as the event is based on explore of
technological innovation.
V. The target audiences are international as well as Singapore technology
providers.
2.0 Event concept, branding and marketing
2.1 Objectives
 To plan an event for Techinnovation Networking Welcome Dinner
 To target the international as well as Singapore technology providers
 To finish the event plan within 3 months with target of 500 guests

3EVENT OPERATIONS MANAGEMENT
 To plan the event with budget of $15000
 To create of socialization atmosphere for the guests
2.2 Formulate of event branding strategy
This welcoming dinner event plan consists of some branding strategies such as:
Invitations: In order to invite the guests into the event, handwritten invitations
are created for them which create some personal touch.
Flyers and posters: The event is planned using of signage and handouts. Print
marketing is used to advertise the event among people so that they can aware of this
technology innovation dinner event.
Speaker: The major attraction of this branded event is a qualified speaker. An
opening speaker is hired for the event program to provide the guests with valuable
information.
2.3 Identification of marketing channels
The marketing channels are:
Social media: The online social media channel such as Facebook, Twitter and
YouTube is used as a valuable part of marketing channel to brand the entire dinner
event plan.
Newsletter: Most of the clients are getting touch to look at the newsletter blasts.
A blog is used to promote the event through use of newsletter.

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3.0 Event programme
Time Activities
5 pm- 5:45 pm Registration
5:45 pm- 6 pm Entry of guests
6pm- 6:30 pm Speaker will provide speech
6:30 pm- 7:30 pm Solo song and dance
performance
7:30 pm- 8 pm Games
8 pm- 10 pm Dinner
4.0 Venue selection and evaluation
4.1 Justification of selected venue
The “Amara Singapore” is selected for the dinner party for the international and
Singapore technology provider. The venue is selected for the event as it provides best
ambience includes of views, intimate lightning. The seats are reserved for the event
data as well as time. The atmosphere of selected venue sets a perfect tone for the
event. The venue also offers food as well as beverage to the guests. The total number
of guests for the event is 500. Therefore, the selected venue is perfect for the
welcoming dinner event. The venue has tables, chairs and liners for the guests.

5EVENT OPERATIONS MANAGEMENT
5.0 Event space and floor layout
The layout of the event space and floor are follows:
Registration areas: They should be a membership counter and help desk to
solve the event related questions. There is a separate counter with on-site registration
forms. There is a big signage for the attendees to go for pre-registration and on-site
registration.
Seating plan: There is a round table with 8-10 guests which encourages them to
interact with others. The important guests are seated in middle of the room as they are
the heart of the event.
Stage: The stage is decorated with flowers and lights with a seating arrangement
of 10 people, mostly the important guests and honorable chief guest of the event.
Food and beverage area: The food and beverage area is separate from the
seating area. At one batch and one time, there is availability of 100 guests. As it is a
buffet system, therefore it is not a bug problem at all.
Entrances and exits: There are 1 entrance and 2 exits.
Parking facilities: There is parking of 1000 cars in front of the entrance which is
situated next to exit 2.

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Registration
area
Ent
ran
ce
STAGE
Food and beverage area
E
x
it
E
x
it
Event space and floor layout

7EVENT OPERATIONS MANAGEMENT
6.0 Event team structure ad event action plan
6.1 Justification of team structure for the event
Team Members Duties
Event Manager  Handling of catering to programming of the event
activities
 Pick the event venue and their details
 Schedule of the event including timing of all the activities
Creative Committee  Implement of the media and marketing channels
 Taking of video of the whole event
 Document all the event program
 Handle of event handouts along with printed material
Operations Liaisons  Set up the chairs and tables for the dinner session
 Provide technology support
 Look after the event equipments and the venue
 Distribute of the programs to the attendees
Finance Manager  Coordinate with the team members for estimation of
event cost
 Set up the budget
 Approve the payment of the event
Project Sponsor  Provide fund for the event
 Approve the project deliverables

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 Assign of project resources
 Manage the event risks
 Manage the changes into the project
Volunteers  Provide healthy and safe event environment
 Providing of induction session to the staffs
 Providing of training along with supervision
Security Officer  Secure the event premises
 Monitoring of CCTV equipments
 Inspecting the venue and access points
 Control of traffic
6.2 Development of project schedule/Event action plan
WBS Task Name Duration Start Finish
1 Event planning phase 12 days Fri 7/20/18 Mon 8/6/18
1.1 Speakers 4 days Fri 7/20/18 Wed 7/25/18
1.1.1 Identification of speakers 2 days Fri 7/20/18 Mon 7/23/18
1.1.2 Invite the speaker 1 day Tue 7/24/18 Tue 7/24/18
1.1.3
Obtain the biographies of
speaker
1 day Wed 7/25/18 Wed 7/25/18
1.2 Selection of venue 5 days Thu 7/26/18 Wed 8/1/18

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1.2.1 Select a theme for venue 2 days Thu 7/26/18 Fri 7/27/18
1.2.2 Availability of the venue 1 day Mon 7/30/18 Mon 7/30/18
1.2.3
Agree the venue and event
date
1 day Tue 7/31/18 Tue 7/31/18
1.2.4 Sign the venue contract 1 day Wed 8/1/18 Wed 8/1/18
1.3 Decide the dinner menu 3 days Thu 8/2/18 Mon 8/6/18
2 Event execution phase 32 days Tue 8/7/18 Wed 9/19/18
2.1 Room and equipment 3 days Tue 8/7/18 Thu 8/9/18
2.2 Supervise the site 3 days Fri 8/10/18 Tue 8/14/18
2.3
Room, table, chairs and
equipments
3 days Wed 8/15/18 Fri 8/17/18
2.4 Make a guest list 5 days Mon 8/20/18 Fri 8/24/18
2.5 Identify the guests requirements 9 days Mon 8/27/18 Thu 9/6/18
2.6 Hire the staffs 9 days Fri 9/7/18 Wed 9/19/18
3
Event Monitoring and controlling
phase
11 days Thu 9/20/18 Thu 10/4/18

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3.1 Make a schedule list 4 days Thu 9/20/18 Tue 9/25/18
3.2 Set the stage 4 days Wed 9/26/18 Mon 10/1/18
3.3 Create seating plan 3 days Tue 10/2/18 Thu 10/4/18
4 Event closure phase 11 days Fri 10/5/18 Fri 10/19/18
4.1 Decorate the venue 5 days Fri 10/5/18 Thu 10/11/18
4.2 Shop for food and beverages 2 days Fri 10/12/18 Mon 10/15/18
4.3 Set the table 3 days Tue 10/16/18 Thu 10/18/18
4.4 Buy the flowers 1 day Fri 10/19/18 Fri 10/19/18
The lists of project deliverables are:
a. Seating chairs
b. Event venue
c. Project budget, schedule and risks
d. Communication plan
e. Menu of the food and beverages

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7.0 Food and beverage operations
7.1 Justification of food and beverage vendor, menu selection and catering
considerations
The dinner event is conducted in Amara Singapore those are provided food to
the guest. At the time of menu selection, the profiles of guests are required to be known.
Older guests may prefer for milder menu, guests those are concerned about health
prefer sea food as well as vegetarian options and younger guests prefer to spicier
meals. The menu offers of at least two choices of entrees, three salad dressing options,
and condiments on the side and offers two dessert options. All the food should be halal.
At the time of serving food the guests, numbers of factors are taken into considerations
for the catering services such as:
Plating the food: As a first impression, good presentation of the food is required.
The foods are arranged in such a way so that it looks colorful. Warm plates are used for
hot food and chill for cold food. In order to add interest into dishes, garnishes as well as
decorations are added.
Style of meal: Buffet meal style is selected for the dinner where the guests can
select food from different dishes which is displayed on a table. Food and beverage
waiter are involved into serving to the guests with a structured setting of table.
International Buffet Menu
Buffet Menu
There is availability of 100 guests.

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Selection of food
Seafood, Fried rice, Prawn, Chicken,
Chicken + Tomoto Posale with fresh lime
Creamy polenta with cotija cheese
Dessert
Chocolate brownie
Apple pie
Ice cream
Soft serve
Tin roof pie
Coffee and tea
8.0 Develop a sponsorship proposal
8.1 Justify the sponsor for the selected event
1. Media partners- They generate of free advertisements in exchange of media
materials which is inserted into the event booklet. It offers of free participation
into the race for new anchors in exchange of live new segment.
2. Retail chain- They create of more channels for their communication.
3. Barter partner- They lessen of expense for food and beverages in exchange
of sponsorship exposure.
8.2 Develop of sponsorship proposal
Sponsorship Benefits Investment

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Supporter
sponsorship package
The logo of the company is
placed at the sponsor page
including link of the company.
$ 250
Product sponsorship
package
The logo is appeared at monthly
newsletter.
$ 750
Bronze sponsorship
package
The logo is appeared at
promotional flyer.
$ 2000
Silver sponsorship
package
The logo is appeared at
letterhead and placed at the
sponsor page.
$ 5000
Gold sponsorship
package
The name is placed at sponsor
page.
$ 10,000
Platinum sponsorship
package
The logo is placed at top of the
event booklet and placed at the
sponsor page including link of
the company.
$ 10,000
9.0 Event operations budget
No. Items Quantity Price (in $) Total (in $)
1 Dinner cost 500 50 2500
2 Room and equipment 1 1000 1000

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3 Caterer 20 20 400
4 Guests 500 10 5000
5 Speaker 1 50 50
6 Transportation 70 20 1400
7 Generating 5 10 50
8 Food preparation cost 2000
9 Waiter 30 50 1500
10 Other expenses 1100
Total: $ 15000