Unit 38 Business Events Management

Assignment 1- Business Event Coordination

Task 1. Operational Plan for Director of marketing to an internal new product

demonstration meeting

The Event
Product Guess Jeans, casual apparel and accessories
Objectives increase in seasonal sales revenue by 20%
Scope internal preview of limited collection urban living for summer 2015 (Asia-
pacific region - Hong Kong, China, Taiwan, Singapore, Malaysia, Philippines,
Thailand, Indonesia, excluding Japan and Korea)
Theme fashion show
Stakeholders regional management executives, departmental heads and supervisors
(design, production, marketing, public relations, advertising, corporate, finance),
media to be invited

Pre-planning meeting for event

To be held in Q4 2014 to identify tasks, resource requirement, establish time
programme and allocate responsibilities.
items to discuss and plan
- Venue (stage set up and seating arrangement 300 pax, guest reception, staff check
in/registration, wheelchair access )
- Date, time (Friday evening) and invitation arrangements (email)
- Staffing and roles/tasks descriptions
- Programme description and run-down including reception/registration, opening
and closing
- Participants, VIP/guest of honors,
- Decoration, props, scenery
- Sounds and lights
- AV and special effects
- MC, fashion models, performers/entertainers
- Catering (food and beverage)
- Photography and video recording
- Feedback channels questionnaires, interview
- Contingency plan
- Travel and accommodation arrangements
Method of Monitoring
By task check list and project management Gantt chart

Documentation of dispatch, storage and retrieval

DISPATCH MEMO
Date of dispatch: / / 2014 Date of receipt: / / 2014
From (company name) To (company name)
Sender Receiver
(name) (name)
(staff no) (staff no.)
(position) (position)
(division) (division)
(address) (address)
(telephone no) (telephone no)

(signature) (signature)
Mode of transport :
Item description Quantity Item description Quantity

Remarks:

STORAGE MEMO
Date of storage: / / 2014 Intended period of storage to / /20__
Depositor Checker
(name) (name)
(staff no) (staff no.)
(position) (position)
(division) (division)
(address) (address)
(telephone no) (telephone no)

(signature) (signature)
Condition of storage : temperature control / humidity control / others
Item description Quantity Item description Quantity

Remarks:

RETRIEVAL MEMO
Date of retrieval: / / 2014 Intended Date of return: / / 201_
Lender Checker
(company) (company)
(name) (name)
(staff no) (staff no.)
(position) (position)
(division) (division)
(address) (address)
(telephone no) (telephone no)

(signature) (signature)
Reason for retrieval :

Item description Quantity Item description Quantity

Remarks:

Resourcing needed

Resources needed Details

Physical Venue, product collection, catering (food and beverage)
Financial Venue rental, stage decoration, props, customs, performers,
models, photographers, MC,
Staff HR Temporary staff, Security staff

( words)