Miami Spring Break Bash!

By: Haley Kusak, Oliver Lauro, Allie Dethmers, Jillian Koehnken, Jamie Kopacka
 Table of Contents
Research Conducted.........................................1
The Event..........................................................2-3
Food and Drink Menu.......................................4
Meeting Notes...................................................5
Budget................................................................6-8
Timeline............................................................9-10
Function Sheet…………………………………………...11
Marketing Material...........................................12-16
Risk Assessment...................................................17
Evaluation...........................................................18
Research Conducted
Similar Events: As we began to
brainstorm our big idea we
thought of what every college
student has on their mind
spring semester, spring break.
Spring break is a huge college
phenomenon that has been
portrayed in many American
films. The stereo typical spring
break party is seen in a warm
location so everyone can enjoy
the heat of the sun, the
freeness of a bathing suit, and
most importantly have a cold
alcoholic beverage to sip on.
Location: It was important
when we planned this event
that we wanted the location
to have a warm climate as
well as affordable airfare to
the location. Florida has the
warmest climate on the east
coast and very affordable
flights for college students.
We chose the Surfcomber
hotel in South Beach, Miami,
FL. The Surfcomber hotel
offers more than 50,000
square feet of outdoor
space with a pool. The
surfcomber has held many
incredible spring break
bashes, such as Victoria
Secrets Pink spring break
bash.
Demographics: Our main Ticket pricing :The
demographic for our Surfcomber hotel is
spring break bash is luxurious and expensive.
American college Celebrities are known to
students and social lights
make appearances at their
ages 21-31. Since these
college students are all spring break events. We
going to Miami for spring decided to get into the
break and the hotel we party and have inclusive
chose is very upscale, drinks, appetizers and top
these students will come of the line entertainment
from upper class for an admission starting at
families.The students are $150 a year in advance and
eager and have serious up $100 every three
spring fever.
months ending at $450.
Half the ticket sales will be
donated to Zoological
Wildlife Foundation.
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The Event
Purpose of the Event: Rumble in the Jungle is a promotional event for spring breakers to attend. This event will help
the Surfcomber hotel attract consumers, create brand awareness as well as help the hotel generate profit. Half the
proceeds of Rumble in the Jungle Admission will go to Zoological Wildlife Foundation.

Attendees: We expect about 500 people to attend Rumble in the Jungle. The outdoor space provided
at the Surfcomber hotel can fit up to 500 people standing.

Location: We decided that the Surfcomber Hotel would be a perfect fit for this event due to it’s location and
prestige. The Surfcomber hotel often has celebrity guests and extravagant events. This location is armed with an
outdoor pool, ocean view, and is surrounded by boutiques.

Date and Time: March 11th 4pm-1am

Event Description: Rumble in the jungle’s main goals are to attract customers to the Surfcomber Hotel for spring break,
and to generate publicity for the hotel. The event will also function as a CSR effort since part of the proceeds will be
donated to the Zoological Wildlife Foundation which will help establish customer loyalty. Customers get to enjoy the
event’s activities while also feeling good about themselves since their money will be going to a good cause. Rumble in
the Jungle will demonstrate how the Surfcomber Hotel can host a fun event while simultaneously giving back to the

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community by donating money to an organization focused on environmental conservation.
The Event
Admission: Starting March 1st 2016, Rumble in the Jungle’s early bird special fee will be $100. This offer will only be
available the first three months. After three months the price will go up to $250. With every ticket sale half of the
buyers admissions fee will be donated to Zoological Wildlife Foundation. Guests will be able to buy their tickets on
our website www.rumbleinthejingle2k17.com.

Theme: The theme of “Rumble in the Jungle” is pretty straightforward. It will be a jungle themed party
where guests will be encouraged to dress in jungle-esque clothing, such as loin cloths and coconut bras.
The jungle theme works well with Miami’s tropical climate and fits with the audience the Surfcomber
Hotel attracts, since many guests will visiting Miami during spring break with the intention of getting
away from the cold. A jungle theme successfully fits with the philanthropic efforts of this event as well, as
a portion of it’s proceeds will be donated to the Zoological Wildlife Foundation in Miami.

Transportation: We expect most of our attendees to be guests staying at the hotel for the week. Rumble in
the Jungle will be one of the many events they’ll be attending on their spring break getaway. The only
main transportation needed will be a shuttle from the airport to the hotel. This service will be done for free
complimentary of their week stay at Surfcomber Hotel. The key for this consumers stay is so they do not
have to leave the hotel for entertainment. All of their spring break desires will be fulfilled at the
Surfcomber hotel.

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Food Menu
There will be finger food provided by
the Surfcomber’s High Tide Bar for
the guests at the event that is
included in the ticket price. The
menu will include the following:
Honey Chipotle Wings
Black Bean Hummus with Pita Chips
Grouper Cheek Sliders
Roasted Portabella Sandwich
Local Fish Taco
Grilled Chicken Wrap
Drink Menu
Two complimentary drink tickets per guest, choose
from the following:
Hurricane 1 shot Malibu 1 shot Captain Morgan's 1 shot light
rum 1 shot orange juice 1 shot cranberry juice
Lime Lizard Vodka Rum Lime Juice Grenadine Quantities for
one drink: 3/4 oz Vodka 1/2 oz Rum 1/2 oz Lime Juice 1/4 oz
Grenadine
Swamp Juice Ingredients for a Swamp Juice Everclear Vodka
Blue Curacao Orange Juice Quantities for one drink: 1/2 oz
Everclear 2 oz Vodka 4 oz Blue Curacao Orange Juice
Three Legged Monkey Crown Royal Amaretto Pineapple Juice
Quantities for one drink: 1 oz Crown Royal 1 oz Amaretto 1 oz
Pineapple Juice
Jumani Cherry Brandy Taboo Port Grenadine Pineapple Juice
Quantities for one drink: 1 oz Cherry Brandy 1 oz Taboo 1/2 oz
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Port 1 oz Grenadine 3 oz Pineapple Juice
Meeting Notes
Topics
1. Food & Beverages- Jamie- 30 min
a. Open bar menu
b. Complimentary drinks menu
c. Appetizer menu
Date: 1/25/2016 d. Ice Luge
Start: 11:00 a.m. e. Price per person
End: 2:00 p.m. 2. Entertainment- Oliver- 30 min
Location: IC Square a. Steel drum band
b. Famous DJ
Organizer: Surfcomber Hotel Miami (Event Services) c. Photobooth
d. Facepainting
Required: Allie Dethmers, Jillian Koehnken, Haley
Break for food/beverage
Kusak, Jamie Kopacka, Oliver Lauro 3. Decorations-Jillian- 30 min
Optional: n/a a. Pool floats
CC: Marketing Department, A/V Department, Catering b. Balloons
Department c. Face in a hole
d. Masks
Task Owner Due 4. Ticketing-Haley-30 min
Budget Allie 4/31 a. Online Ticketing website
b. Package with spring break deal
Food and Beverage Jamie 4/15
c. Group rates
Entertainment Oliver 4/5 Break for food/beverage
Decorations Jillian 4/20 5. Promo/Marketing- Jillian- 30 min
Ticketing Haley 4/3 a. Social media
Promo/Marketing Jillian 4/1 b. Posters
Safety Allie 4/20 6. Budget- Allie- 30 min
a. Staff numbers
b. Food and beverage
c. Insurance
d. Decorations
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Budget
Estimated Expenses:
Appetizers: **20 bites per person= 10,000 total
● Hotel expenses ○
bites.For larger appetizers such as
○ Number of staff needed specifically for the event(Staff is sandwiches/wraps/taco cut into quarters w/
included in hotel) Toothpick (aka bite size)** 1666 bites of each
■ Security guards: 20 appetizer.
■ Waiters: 20 ○ Honey Chipotle Wings-$14
■ Bartenders: 7 Bartenders ○ Black Bean Hummus with Pita Chips-$13
○ Grouper Cheek Sliders-$16
■ Chefs: 10
○ Roasted Portabella Sandwich-$14
● Food and Beverages ○ Local Fish Taco-$15
○ Cash bar: ○ Grilled Chicken Wrap-$15
■ Approximately 4,500 Drinks total, requiring 7
Bartenders
● Soft Drinks (Mixers): 282 Bottle(s) $0.20x
282= $56.40 ● Entertainment
● Beer Kegs: 7 $100x7=$700 ■ Steel drum band (Pan Paradise
● Wine: 225 Bottle(s) 750 ml 225x$5=1,125 Band): $2500
● Liquor: 57 Bottle(s) 1 liter 57x$20=1,140 ■ Featured DJ: Calvin Harris -
○ Cake-external
$150,000
■ $4.00 per serving x500= $2,000)
■ Photobooth ($625) Top Hat Photo
○ Ice Luge
Booths
■ $250
■ Face painting: Monica Gomez (2
■ $50 Delivery Fee
hours from 4pm-6pm): $200
○ Mud bath Fondue $3,473 from Black & White Fountain
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Budget
Estimated Expenses:
○ Decorations: $1176.35 Total
■ Pool floats
● 5 Flamingo Pool Inflatable Toys
○ $69.00 X 5 = $345 total
■ Stilt Walkers
● 1 Zebra & 1 Giraffe Stilt Walkers
● FREE - Family in London owns the
company, just a tip necessary (3
hours from 6pm-9pm. 2 Stilt
Walkers X $150 each = $300 Total)
■ Balloons
● 5 bouquets with 4 zebra, 4 leopard,
4 tiger.
○ 60 balloons total x $3.75
each = $225 total
■ Face in a hole
● 1 Face-in-Hole Cut-Out station next
to bathrooms to reduce line wait
time
○ $50.00
■ Masks
● Jungle Safari Masks
○ 42 Value Packs (12 in each) - $4.50 each X
42 value packs = $189 Total
■ Pool Lights
● (3) Underwater Light Starship for Pool Accessory
○ $22.45 each X 3 = $67.35 Total
Estimated Income:
● Ticketing:
○ Early bird special: (200 peoplex$100 ticket)
=$20,000
○ Full Price: (300 peoplex$250 ticket)=$75,000
○ TOTAL=$95,000
● Cash bar:
○ Cash bar (500 people x7 hours of drinking
one drink each)=3,500 drinks.
○ 3500 Drinks x average drink $10 each =
$35,000 TOTAL from cash bar
● Guest Stays:
○ 500x $420 per night =$210,000
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Budget

Total Expenses: $279,097.1

Total Revenue: $340,000

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 ● 1 year out:
● Solidify partnership with Zoological
Wildlife Foundation
● Establish a concrete date
● Check for any conflicting events or
Holidays
● Finalize theme of event and specify where
on Hotel property it will be held
● 6 Months out:
○ Begin planning
■ Order decorations
■ Decide on food and beverage selection
■ Schedule DJ, Steel drum Band, Parrot
trainers
■ Hire AV technicians
○ Issue Press Release for the event
○ Complete Alcohol Waiver form
○ Start Promoting
■ Mention on Social Media (Hotel’s &
Zoological Wildlife Foundation)
■ Advertise on trip planning websites
(Expedia, TripHobo ( etc..)
■ Announce early bird tickets
Timeline
● 3 months out:
○ End Early Bird Tickets
○ Continue advertising efforts
■ Begin to build hype via social media
○ Ensure Hotel has access to all necessary items (chairs,
tables, Av, etc..)
○ Begin Scheduling staff to work the event & assign
positions (waiters, bartenders, security)
○ Ensure crisis plan is in place (Police and Fire department
numbers, etc, company spokesperson, etc..)
● 8 weeks out:
■ Purchase any necessary
insurance’
■ Continue to build hype
■ Let public know how
many spots are still open
for the event via social
media
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 Timeline
● Day of the event
● 1 Month out: ○ Set up the venue
○ Set up accommodations
■ PSA advertisement
○ Sell last minute tickets at hotel door and
■ Confirm all necessary event items are
at event
accounted for
○ Ensure enough food is being prepared
■ Continue to build hype
● Countdown on social media
■ Inform public of remaining spots open
■ Purchase extra decorations and backup
equipment

● One week out

○ Email online tickets to customers ○ Week After Event:
○ Ensure extra food
■ Issue Press Release follow
○ Email customer's details of the event (location in
up about the event
hotel, etc..) and also provide this info on social media

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Function Sheet
Schedule of Events:
8:45am: DJ Booth Setup-Calvin Harris
Contact Information: Event Planners:
10:45am- Complete DJ Set-Up
11:00 am: Begin Food Prep
Function Sheet
12:00pm: Stock Cash Bar
Haley Kusak (585)474-1290
Set Up Pool Lights
Oliver Lauro (631) 566-6668
1:00pm: Sound Check Calvin Harris
Jamie Kopacka (973) 415-7805
1:30pm: Steel Drum Band arrives for set up
Jill Koehnken (845) 216-7790
2:30pm: Sound Check Steel Drum Band
Allie Dethmers (845) 544-5514
Chef Blair coordinates with waiters to
Catering Lead: Blair Wilson (305)532.7715
organize plating
Chief of Police: Jon Goldsmith (305)484-4902
3:00pm: Ice Luge, Cake, and Mud Bath Fountain
Paramedic Contact: Cody Doran (305)301-6676
Delivery
Venue Coordinator: Donald Christensen (305) 459-9067
4:00pm: Guests Arrive
Zoological Wildlife Foundation Representative: Allison Smith
Begin Appetizer Plating
(305) 668-1123
Steel Drum Band Begins playing
Coordinator: James Williams (305)453-7721
5:00pm: Appetizers come out
6:00pm: Face Painter Begin
General Information:
7:00pm: Stilt Walking Begins
The Event: Rumble In the Jungle
8:00 pm: Steel Drum Band Concludes
Guests: 500 Spring Breakers
Calvin Harris Prep
Elements: Steel Drum Band, DJ Calvin Harris, Cash Bar, Food
9:00pm: Calvin Harris Begins
12:00am: Calvin Harris Tear Down
Date: March 11th, 2017
1:00am: Complete Tear Down
Venue: Surfcomber Resort Miami, Florida

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Marketing Press Kit ● Target audience
○ 21-30: main audience
○ Those attending spring break
Talking Points: ■ Possible college
students
● Time and date ○ Willing to spend money on
○ March 11th recreational activities
○ 4pm-12am ● Entry costs
● Location ○ $100 and valid identification
○ Surfcomber for an over 21 wristband
○ South Beach, Miami
○ Florida ● Proceeds to wildlife foundation
○ Poolside
● More in depth about theme:
○ Entertainment
■ Live DJ Calvin Harris
○ Food and drink
■ Two complimentary drinks
with wristband
■ Appetizers included
■ Catering by High Tide Bar
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Marketing Press Kit

60 Second PSA:
(Jungle noises) Attention all spring breakers! On March 11th, The Surfcomber Hotel is hosting a “Rumble in
the Jungle” party for anyone looking for the complete spring break experience. Come on down to the
Surfcomber Hotel in South Beach Miami, and stay with us to enjoy the festivities as well as the beautiful
weather and entertainment that this lively city has to offer. The jungle opens at 4 p.m., and will close
around 12a.m.. All guests are invited to partake in the festivities that will include, various foods, jungle
themed activities, fun drinks, and even live entertainment such as steel drums, a DJ, a pool and water
slide, and live tropical birds. Experience this March 11th bash with a $100 dollar entry fee that will include
two specialty drinks as well as food catered by our very own restaurant. Come on down with your loin
cloths and coconut bras (insert tarzan noises) and rumble in the jungle with us! All proceeds going to
the to zoological wildlife foundation, so come celebrate with us on March 11th and get funky for a good
cause. For more information go to www.rumbleinthejingle2k17.com Thanks! (more jungle noises)

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Marketing Press Kit

30 Second PSA:
(Jungle noises) The Surfcomber Hotel is hosting a rumble in the jungle spring break party starting at
4PM and running till 12am, on March 11th. All guests are invited to partake in the festivities that will
include, various foods, jungle themed activities, fun drinks, and even live entertainment such as steel
drums, a DJ Calvin Harris, and live tropical birds. There is a $100 dollar entry fee that will include two
specialty drinks as well as food. Come on down with your loin cloths and coconut bras (insert tarzan
noises) and rumble in the jungle with us! All proceeds going to the to zoological wildlife foundation,
so come celebrate with us on March 11th and get funky for a good cause.

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Marketing Press Kit
Press Release: Guests can find their “Rumble in the Jungle” party at the Surfcomber
Hotel in South Beach Miami, where they will show proof of ticket
purchase and receive a wristband for entrance to the bash. “We look
Contact: Oliver Lauro forward to hosting such a unique funky event where guests can let loose
FOR IMMEDIATE RELEASE and enjoy a safe and fun spring break in the sun, the way it should be”
Tel. 555-555-5555 said Surfcomber’s event coordinator, Oliver Lauro.
Email: olauro1@ithaca.edu
Date: April 5, 2016 The Surfcomber hotel is committed to providing an authentic, high
quality florida experiences for all guests. It achieves this goal through
THE SURFCOMBER HOTEL HOSTS “RUMBLE IN THE JUNGLE” hosting events centered around fun, safety, and a relaxing atmosphere.
BASH “Rumble in the Jungle” will generate positive experiences in hopes of
attracting even more spring breakers in the future.
“Rumble in the Jungle” is a spring break bash featuring funky, jungle themed ###
entertainment and fun in the sun. Hosted at the Surfcomber in South Beach
Miami. This party is ideal for spring breakers. Featuring live music and other
entertainment, this event offers a chance for our guests to let loose and enjoy
the simple things. Food and drinks will be provided including a cash bar.

Taking place March 11th, 2017, “Rumble in the Jungle” begins at 4:00 pm
and ends at 12:00 am. Costs include a $100 early bird cover fee and valid
identification showing 21 years of age. Those under 21 can still enter and
cannot take part in drinking. Prices are expected to rise to $250 as the event
date nears. With the cover comes live DJ entertainment, two complimentary

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drinks, and refreshments.
Marketing Press Kit
Snapchat filter Poster
Design

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Risk Assessment

1. Alcohol Consumption: Because alcohol will be served, a possible risk is overconsumption. Bartenders
will be aware of the number of drinks each guest purchases. Wristbands to ensure only over 21 are
consuming.
2. In case of possible injury: ENT on call throughout the duration of event.
3. Overcrowding/Unauthorized entry: Security guards in place at each entry, extra on call in case of any
incident where guests need to be handled
4. In case of bad weather: Tent to Cover DJ booth in case of rain. In case of potentially dangerous
weather, this party will be held inside the hotel in our banquet room.

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Evaluation

1. Throughout the event, surveys will be given to guests in order to collect as much information as
possible by the end of the night. Guests will be asked to review the food, beverages, and DJ
entertainment.
2. After the event, we will track the number of attendees and the number of social media mentions.
3. A week after the event, a social media Question and Answer session will be held via Twitter. Through
this Q&A, Surfcomber representatives will ask for feedback and utilize the hashtag
#surfcomberspringbreak in order to unify the posts and make the information easily accessible.

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Thank you!