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Final Event Plan Event Planning Project Assessments: Group Contract Due Week 2 / May 19 10% Event Overview and Theme Development Due Week 5 / June 9 10% Venue Selection Due Week 7 / June 23 10% Critical Path Due Week 11 / July 21 10% Final Event Plan Due Week 14 / August 11 20% Assignment name: Final Event Plan Value: 20% Due: Week 14 / Friday, August 11 Submission details: Submit on Blackboard by 5 p.m. on the scheduled due date One group member will submit the assignment on behalf of the group Assignment format: Written assignment Individual or group assessment: Group assessment You’ll be working with this group throughout the semester Course outcomes: 1,2,3,4 Assignment notes: • Part of the Event Plan Project which you’ll be working on throughout the semester Assignment purpose: • • • Plan an event on paper that incorporates various components of special event planning as discussed throughout the course. As part of the event plan, include local suppliers, venues, and a realistic budget. Work in effectively in a team to communicate, to delegate, and to learn with and from one another Assignment details: Your event company (your group) has been hired to plan an event for a client. Prepare an event plan for the client to review which describes, in detail, this event. The event will not have yet happened so be mindful of the “verb tense” that is used throughout the documentation. Ultimately, this plan is an opportunity for your group to present the event plan to the client. (NOTE: Assume that the professor is the “client”, so keep this in mind are you are writing the document.) The written event plan will be submitted online through Blackboard on the respective due. Destination events will not be permitted for this assignment! AND – the selected venue must be situated in Toronto or within the GTA (Greater Toronto Area). The Event Plan must also include a budget and production schedule and other relevant documentation. Appropriate photos must also be included which are appropriately labeled and linked to the content presented in the plan. As you/your group prepare the event plan, refer back to the weekly lectures, discussions, and other information as posted on Blackboard. The Event Plan will include the following items: A. Event Overview – Including answering who, what, where, when, why. Please also include Event date, time and duration – written in appropriate sentence format (Max 3/4 Page) B. SMART Event objective(s) – in point form C. Event theme and décor – describe in detail and provide examples of how the theme will be implemented i.e., include photos, fabrics, the type of décor to be used, and/or whatever is appropriate. (REMEMBER TO SHOW A VARIETY – NOT JUST DÉCOR) a. You may wish to link to a Pinterest board to support this section D. Venue– provide information regarding the venue which will host the event. Include information regarding the location, amenities and services provided by the venue. Include information about what the venue looks like in terms of décor. Include a rationale for the choice of venue. Include appropriately labeled photos of the venue. E. Floor Plan – Provide a floor plan of the layout of the event and how the venue will be utilized for this event. You are welcome to use Social Tables to produce a venue layout. Remember to include all relevant dimensions i.e., overall space, tables, dance floor, stage, and any other necessary items/areas. F. Technical Needs: What are the equipment and/or AV requirements and any other specific elements vital to the success of the planning of the event? What will be needed in order to properly execute this event? G. Programming – include a general event agenda. Include information/detail regarding the type of entertainment and/or music to be presented throughout the event. Are there any other elements of programming that will be incorporated into this event? H. Guest Profile and Invitation – provide information regarding the number and type of guests who will be in attendance. Identify any specific needs that guests may require. Include information on how guests will receive information/notice of this event. Include a sample of the invitation. Please ensure a special request be made for at least one guest I. Catering: Detailed overview of food and beverage service for the event, including service styles, menu (if applicable), etc. J. Identify the evaluation process to be implemented for the event. Remember that this event has not yet happened. So, identify how the event will be evaluated (no results will be provided). K. Describe at least two ways you will make your event more sustainable. NOTE: You can speak to environmental, social or economic sustainability. L. Include a list of documents that may be required for your specific events including any contracts, permits and/or licenses. Please include your Critical Path and an event Production Schedule here. a. You can use the supplied production schedule template. M. Event budget – Provide a list of 10-20 major expense items and an estimated dollar value of the items. Support the budget with footnotes and references. a. You can use the supplied template. Format for Event Plan: 1. Cover Page – which include group member names and numbers 2. Table of Contents, with appropriate page numbering 3. Various components of the event presented in sentence/paragraph format, with detail. Detailed Point form and charts acceptable when necessary. 4. Include a list of expenses (with research footnotes of where you found the costs) 5. Include the production schedule 6. Include an invitation sample 7. Include a copy of a contract, permit or license that may be required (not a marriage license) 8. Photos – appropriately labelled and linked to the content as required Rubric: Please review rubric in Blackboard carefully to ensure nothing gets missed in your assignment.
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