Providence Square Client Portfolio

Event Management
Communication 339

Megan Smith, Kammy Shepherd, Lindsey Tobler, Stephanie

Nekoba, Madison Waud and Kelsey Garcia

A one-page overview of the event you created for your client.

 We helped create and run an event for Providence Square, a newer apartment complex
for married couples and small families. This complex wanted to have a grand opening event, as
they have just finished the club house. We reached out to the property manager to see if we
could help her in all aspects of planning and carrying out the event as a whole.

Our duties varied over a wide variety of tasks. We needed to rent different activities for
guests to do, create social media posts and plans, rent tables, map out decorations and then
buy them, set up the food we would have catered, hand out fliers, reach out to local businesses
for raffle prizes, be there for set up and take down and much more.

Our goal was to have at least 150 people come and participate in our event. By the end
of the night we had over 250 people who had attended. It was incredible! In total, working the
event, we had the 6 members of our team, the two managers, and two additional volunteers.
One volunteer helped with tours of the model apartment, and the other was able to help in the
set up and take down of the event.

Before the event began, we were there to help set up and decorate the space. We
picked up the catering orders from Crumbl Cookies and Jimmy Johns, as well as prepared the
other food and refreshments. We took photos before everyone got there to get the full essence
of the experience. We assisted the client in any last minute set up or details that were needed.

During the event we managed the food area, making sure everything was stocked and
prepared for guests. We also had part of our team helping with the raffle by selling tickets and
keeping record of it. We had someone come to make a video of our event while another
member of our team took product photography. Lastly, we made ourselves available to the
client to make sure her needs were met so she was able to accomplish all she had planned for
the evening.

By the end of the night we had around 250 guests, as mentioned before, we made over
$600 in raffle tickets and all those proceeds were donated to a non-profit called Care for Life
that helps people in Africa get clean water, the mayor of Rexburg came and spoke and we
participated in a ribbon cutting ceremony. We were exhausted as we had been there since 9am
that day and we did not leave until about 9pm.

We met the client’s needs, and the needs of the apartment complex. We received many
accolades from the property owner and his family. We were able to clean up relatively quickly
and return all rented items on time, as to avoid any fines. The event was a success, and we
were happy with the outcome.

A Vision Statement or Purpose

Providence Square Proposal:
Our team would like to work with a newly built apartment complex for married students and
other community members. With several apartments built, and six more under construction
the manager at Providence Square has requested help with a grand opening party.

During the month of June, Providence Square would like to host a grand opening party. The
purpose of this event would be to bring awareness to the newly built apartments and to unite
current and future residents of Providence Square.

Providence Square Vision Statement:

Through the grand opening party of the club house, the goal is to celebrate the community, as
well as the residents and managers living and working at Providence Square.

The purpose of this event is to unify the residents and showcase the hard work that went into
creating a fun space for the residents to enjoy.
 Timeline
Event Date Task Person Responsible Completed
Week 1 ( April
28-May 4) 🗸
Discuss and solidify a theme for the event All 🗸
Meet with client Megan 🗸
Start collecting raffle items Kammy 🗸

Week 2 (May 5-
May 11)
Meet with client to finalize vision All 🗸
Brainstorm refreshment options All 🗸
Continue collecting raffle items Kammy 🗸
Begin the process of designing the promotional
material for the event (see job description for Madison and 🗸
the specifics) Stephanie
Week 3 (May 12-
May-18)
Meet with client All 🗸
Start contacting potential caterers and obtain
🗸
quotes Haley
Madison and
Kammy and 🗸
Continue collecting raffle items Stephanie
Continue the process of designing the
promotional material for the event (see job Madison and 🗸
description for the specifics) Stephanie
Week 4 (May 19-
May 25)
Meet with Client All 🗸
Start looking for videographer/ someone to
🗸
photograph event Kammy
Continue the process of designing the
promotional material for the event (see job Madison and 🗸
description for the specifics) Stephanie
Madison and
Kammy and 🗸
Continue collecting raffle items Stephanie
Week 5 (May 26-
June 1)
Meet with Client All 🗸
Get quotes to rent activity equipment Megan 🗸
figure out how many tables we need Lindsey 🗸
Get invitations printed and mailed Madison and Haley 🗸
 Madison and
Kammy and 🗸
Continue collecting raffle items Stephanie
send in decor ideas to haley Stephanie 🗸
Week 6 (June 2-
June 8)
Meet with Client All 🗸
Rent Tables Lindsey 🗸
Order Jimmy johns Megan and Lindsey 🗸
Reserve activity equipment Megan 🗸
Madison and
Kammy and 🗸
Continue collecting raffle items Stephanie
Contact the Standard Journal about running a
🗸
piece on the event and send in article Madison and Kelsey
Week7 (June 9-
June 15)
Meet with Client All 🗸
First Social Media announcement Kelsey and Haley 🗸
Madison and
Kammy and 🗸
Continue collecting raffle items Stephanie
pick up decor Haley 🗸

Week 8 (June 16-

June 22)
Meet with Client All 🗸
Mail/post invitations on doors (decided not to
🗸
do the second round of flyers) Megan
Lindsey and Kammy
🗸
Finalize Itineraries Haley
Madison and
Kammy and 🗸
Finish collecting raffle items Stephanie
Pick up candy and popcorn Haley 🗸
pick up last minute decor (including helium
🗸
tanks) Haley
Week of Event!!!
(June 23- June
29)
Pick up tables day before Lindsey 🗸
Announce on social media Kelsey and Haley 🗸
assemble raffle baskets Haley (client) 🗸
Make final calls to confirm when equipment
🗸
will be showing up Lindsey
SET UP! :) Arrive at 9am on Tuesday All! 🗸
 Pick up cookies at 11am Megan and Kelsey 🗸
Pick up games at 10am Megan and Kelsey 🗸
Pick up jimmy Johns at 3pm Madison 🗸
Pick up ice at 2pm Kammy 🗸
Week 10 (June
30- July 6)

Week 11 (July 7-
July 13)
Send Thank you to Providence Square to thank
🗸
After Event them for letting us plan this event All
Contact videographer Kammy 🗸
Week 12 (July
14-July 20)
 Problem Scenarios with Proposed Solutions

For any event there is a possibility that a problem could occur. For the grand opening
party held on June 25 at Providence Square, we believe there are a few challenges or problems
that could happen. While there are many problems and concerns that could arise, we have
chosen the problems that we believe are most significant. Listed below are a few of our top
concerns and potential problems, as well as a detailed list of possible solutions.

1: Landscaping near the Clubhouse is not finished. Since the Providence Square Clubhouse is
still under renovation, there is still work needed to be done on the interior and exterior of the
facility. On June 25, there could be a possibility that the landscaping may not be completed.
There is a strong push to get the grass installed. If for some reason, installation of the grass is
pushed back, our proposed solution would be to host our outdoor games in the parking lot and
in the patio near the side of the building.

2: Weather- While this event is going to be held during the month of June, it is important to be
aware of the weather. While we will be keeping track of the weather leading up to the week of
the event, we have several back up plans if weather does tend to be an issue. Our first measure
of action would be to reach out to the ORC, located on the BYU-Idaho campus and rent
canopies for the cost of $20. If that plan falls thought, there is enough space in the Clubhouse
gym to host games for the residents.

3: Catering Problems- During our grand opening there will be several caterers that will be at the
event. These vendors will be a huge selling point at the grand opening party. There is always
the chance that something could come up. Our solution to this problem is ask volunteers and as
a group we would come together and fill in the holes. One way to avoid this problem is to
communicate with our vendors and make sure what is expected of them.

4: Potential Allergies among the Guests- Since there will be several different food options at
this event. There is the potential that those guests might have a food allergy. As a side of
precaution, we will have food markers near each food item to insure there is no questions and
the guests are free to eat and enjoy the food.
 Team Job Descriptions

Megan: Communication Coordinator and Program Administrator

As Communication Coordinator and Program Administrator I will be in charge of working

directly with the client at Providence Square and ensuring the details needed before the event
on later this June. Communication Coordinator is working on communicating our group’s ideas
with the client and scheduling meetings with them.

My duties as Program Administrator include, creating an estimated attendance report,

preparing a walkthrough of our venue. I will work directly with our operations team and discuss
how this event will run. As Program Administrator I will also work on creating and scheduling
entertainment at the event and having the guests involved and keeping them engaged during
the event.

Other Program Administrator duties include handling everything from catering to scheduling
activities. All in all, I would coordinate all the details, logistics and organize all the fine details
for the event. Much of what the program administrators do is towards the beginning of the
event planning process.

Kammy Shepherd: Operations and general set up

As Operations coordinator I will be making sure that on the day of the event, and the days
leading up to the event, I will be making sure everything is set and ready to go. I also will be
helping with the set-up entertainment, raffle and silent auction. I will be arriving early and
remaining well after the event is finished for set up and take down. I will also assist in any other
tasks my team or client might need.

I will also take care of the extra photos that will be taken of the set up and during the event.

Lindsey Tobler: Operations

As an Operations coordinator by responsibilities will primarily fall the week of and day of the
event. It will involve final conformations of catering and other equipment that will be needed
the day of the event including getting quotes on table rentals. I will also be in charge of
coordinating music for the event. It will also involve arriving early to set up and staying late to
take down the event. We will be primarily in charge of creating the itinerary for the day of and
making sure things run according to plans.
Madison Waud : Design/Creative

As a member of the Creative/Design team I will assist with the creative ideas and objective of
our event at Providence Square. This role is vital to making the event and advertisement for the
event aesthetically pleasing. I will be an ideator and implementer of the media, marketing,
attendee engagement, and assisting with the silent auction details.

Being on this team entails creating an announcement for our event and getting the word out to
potential attendees. I will be working with the rest of my team to build the brand of Providence
Square and ensure its consistency through the event, from pre-event marketing to the after-
event survey. I will be assisting on a team of creative minds that will add an extra flourish to
create a memorable event for Providence Square.

Stephanie Nekoba: Operations/ Design

As Operations coordinator and Design Liaison, I will be in charge of helping make sure that all
details of the event have been attended to. My job as part of the operations team will be to
make sure that everything is ready to go for the event, and to make sure that everything runs
according to schedule the day of. As part of the design team, my job will be to help design
advertisements for the event. I will be in charge of helping design flyers and other types of
advertisement. My job will be to help add visual appeal to the overall event.

Kelsey Garcia: Creative/ Design

As a member of the creative team, a big part of my duties is branding the event through design,
theme and decorations. The creative team will also make sure that the branding of the event is
consistent in all the details of the event. Another thing we will handle is the marketing of the
event on social media and any other avenue we see fit. We want to make the event a
memorable experience for people attending so we will work to make the event engaging for all
who attend.
A Gantt chart for your event
 A Volunteer and staff contact list for your event.

Contact information:
Lindsey Tobler 210-842-8322
Megan Smith 208-880-4821
Kammy Shepherd 208-353-0006
Colton Smith (801) 906-1858
Kelsey Garcia- 425-765-1188
Madison Waud- (619) 227-2863
Stephanie Nekoba- 702-600-3880
Jacob Wickern (208) 731-5929

Volunteer Roles

There are several volunteer roles that will need to be filled during the event. Some of
these roles include helping with set up as well as help after the event is over. The list below
provides a detailed description of what each volunteer will be responsible for.

-Raffle Table Volunteer: The main responsibilities associated with the raffle table would be to
have the volunteer watch over the raffle prizes, encourage people to enter, hang out tickets
and monitor any cash being donated.

-Food Table Volunteer: There will be a few different food options provided to the guests. The
food table volunteer will be responsible for monitoring the food table, restocking any
sandwiches, cookies or other treats being served, and clean up any messes that could occur.

-Games: We would like a volunteer to help watch over any games that are going on, answering
questions and encouraging people to join in and play games.

-Trash Duties: During the event, as well as after the event has concluded, we would like a few
volunteers to monitor the trash, and take any bags to the dumpster.
A detailed budget of your event
Real examples of promo materials
 Evaluations from participants in the event

We measured participant satisfaction through Instagram followers. Providence Square

gained approximately 80 new followers on the day of the event. Overall, the attendees had very
positive things to say; not only about our event but with their gratification of Providence Square
as a whole.

A list of persons you sent thank-you notes to

As a group we wanted to thank Haley the Property Manager at Providence Square.

Haley is also the client over our event. Over the past several months we have met with Haley
countless times, communicated back and forth and have asked her questions regarding the
event. We were so grateful and appreciative that Haley gave us and for her wiliness to help our
group. As a way of saying thank you, we wrote Haley a sweet note that we all signed and we
also got Haley a few small gifts to show our gratitude.
 Overall Event Evaluation
As a group we agreed that they event went on incredibly well. It was not an et event to
pull off though. We met with our client at least once a week in order to try and capture her
vision and make assignments as to how we would carry it all out. Our client was the one that
had to make all the purchases, so it did add in interesting element. When making plans we
often brought documents will links to ideas we had for deco and where to purchase them or we
would come with quotes from local companies. That way we were still able to be involved in
the planning process, but she was able to purchase everything in a timely manner. It took about
2 and a half months to plan the event and get the word out. Invitations were sent to all the
residents as well as to investors and other complexes in the area. As we got closer to the day of
the event there became some worries about the weather, but it turned out to be a lovely day.

We arrived early the day of to get all the tables set up, get them decorated, set up the
games and finish up a few last-minute errands. The event lasted about 3 hours and we had
between 220 and 250 people attend. In the raffle we had tickets to Disneyland, a flat screen tv,
and a basket full of local goods and gift cards. We were pleased that we were able to raise 600
dollars for the care for life charity. Jimmy johns catered the event and were a hit with all the
guests. The mayor came and spoke as well as the CEO. It was a touching ceremony in which the
original founder and his family were able to be honored for their contributions to the complex.

We did have a few problems come up with the event. We had an issue for a little bit
with understanding our client’s timeline for the event but after a long talk and many apologies
on both parts we were able to get back on the same page. We also had a bit of an issue with
catering early on. The intention was to have Great Scotts cater drinks for the event, but they
weren’t communicating their pricing very well, so our client eventually decided not to give
them her business and we opted for lemonade and citrus water instead. We also had one final
additional expense that wasn’t planned for. We rented all our games from the ORC on campus
and thought that we would be able to get them returned before they closed in order to avoid
the second day charge. Luckily, we were under budget just enough that it wasn’t an issue to
return them the next day.

The event was a huge success! The complex was able to sign several new leases because
of the model home we were allowing people to walk through a d they gained a greater
presence on social media, both of which were important to the client. The community was able
to come together for a memorable experience and were able to celebrate the opening of the
new clubhouse. We were all glad to have the experience to learn from the experience of
putting on an event of this caliber.