Study Trip – Antwerp

05-10-2022
Olympiad
Text for Commercial Meeting

Introduction/reason and Proposals agency

We are Olympiad. Our name comes from the name of a period of four years associated with the
Olympic games of the ancient Greeks. A great event that fulfils the needs of the people. This is also
one of our core values; Your needs as our clients are our priority.

Our team consist of five young and diverse members and we will introduce ourselves to you briefly.
Amber
Marije
Maria
Lydia
Lily

Strength
Weak
Bucket list

Proposals
You came to us with the question to organize the study trip for the first years of hospitality
management, and have the responsibility for the days in Antwerp. From our previous meetings, it
became clear that the study trip is organized for students to learn about the hospitality industry
outside of class and by being in a different environment. In our case Antwerp. The students will
experience the hospitality industry in an interactive way with activities regarding the course
hospitality management and the city they are visiting. In this way, the study trip contributes to
gaining knowledge about the hospitality industry and the enthusiasm of the hospitality students.

We think we are suitable for the organisation of your event since we are students ourselves and
experienced the first year of hotel management too. Because of this, it is relatively easy for us to put
ourselves in their shoes and organise a fun, as well as an informative studytrip which is linked to the
course world of hospitality management.

Clients wishes:

On page .. you can see your wishes for the event.

The event will take place from the 13th till the 16th of November, in Antwerp, Apeldoorn, Maastricht
and Eindhoven. The budget is €48.750, based on €375,- per student, taking into account that
approximately 130 students will be present. The event has to be educational, and the dresscode is
business formal. Students are expected to wear their uniforms, or something similar to it.

Activities should include:

- activities in the field of Food
- activities in the field of Beverage
- hotel visit (min. 2)
- a cooking workshop
- visit a company or institution from the 2nd and/or 3rd sector.
 Study Trip – Antwerp
05-10-2022
Olympiad
Long/Short term goals
Short-term goals
Our short-term goal for this specific event is to educate first-year students about the hospitality
industry in a fun manner:
Students learn two new things in relation to the course world of hospitality management
Lecturers and students will get to know two other students
Students get 2 tips on how to behave in a professional atmosphere

Long-Term Objective
As a young event company, proving ourselves to our clients is highly valued. We want to be a part of
important milestones in our client's lives. Our goal is to make them remember us as an easy-going
company so they could enjoy these special moments, because we want to give them a once-in-a-
lifetime experience, in this case the Hospitality Management study trip!

Our main goal is to make this study trip both educational and memorable, to ensure students will
remember this trip for years to come.

Another goal for this event is showing students what the hospitality industry is like, and what is
possible, so they are motivated to perform to the best of their potential in class.

Target group
There will be approximately sixty persons per day in Antwerp. The most important target group is
first-year students. The other target groups exist out of the second and third-year students. They will
join the study trip and they will sign up via the Saxion Apeldoorn study association, Promaître. Those
students did not have a study trip in the first year of their study, because of COVID-19. Therefore,
they will join our program.

The most important target group

This group includes all first-year students who signed up for this study trip. This group consists of
approximately 130 students. There are three Dutch classes and one international class. The
international class consists of both Dutch and international students. The age of the students varies
from sixteen to twenty-three years old. For this event, the interests of this target group could be
learning more about the hospitality industry and the course World of Hospitality Management
interactively, bonding with classmates and other students from other classes, and having a fun time
with lecturers and students while learning.

The sub-target group

The sub-target group is the second and third-year students. There will be in total approximately
thirty second and third-year students signing up for this study trip. These students have both
international and Dutch backgrounds. The age of these students varies from eighteen to twenty-five
years old. Their interest in this event will be learning more about the hospitality industry, food and
beverages, bonding with other students and having a fun time.
 Study Trip – Antwerp
05-10-2022
Olympiad
Project Identity
We chose the following project identity:
This event should come across to our guests as educational, fun, and memorable.
We chose this, because you told us the main focus of this event should be on educating the students,
but it should also be enjoyable.
Moreover, we want to give the students a broad impression of the hospitality industry.
These impressions will be created by visiting four different cities, namely Antwerp, Eindhoven,
Maastricht and Twello. In order to ensure that the international students can also attend this event,
we will make sure the program for the international students will be in English.
The focus is on showing first year students the different aspects of the hospitality industry, and
educating them about this. To achieve this focus we will use the right marketing strategies, such as
an Instagram account, an online brochure and sending out invitation emails, to let the students know
about the event in advance.

Concept
We are proposing to organize a study trip for mainly first year students with addition of 2nd and 3rd
year students of the Hotel Management faculty. Team Olympiad, in collaboration with two other
event teams want to create a study trip students will look back on, as well as to help them gain more
knowledge on the module “The world of hospitality management” and the Hospitality industry itself.
This event is focused on teaching students different trends of F&B and hospitable behavior. The pay
– off we thought of is “A trip to never forget”

Contribution of Antwerp
By organizing a hotel tour and the mocktail workshop students will learn about trends of F&B as well
as about the industry itself. They will get new information and will have time to ask questions. To
connect the study trip to the city we decided to do a city walk in our programme. We came up with
the route which shows the most popular sights of Antwerp. We provide information about those
sights in the brochure which students will receive before the event. After a long, educational day
students will have an evening off where they can visit suggested restaurants or cafes. This will help
classmates to bond with each other and their SCC lecturers. Finally, students will receive tips about
hospitable behaviour which will help them in the future. The payoff for specifically Antwerp is
“Hospitality: the Flemish way”.

Cinematic description

On the travel day the students will come to Apeldoorn to start the trip. They are divided in three
groups and three busses. They will feel excited to go on this trip. They will be welcomed by the
organising teams and will go into the busses. In the bus they will be also welcomed by the organising
team of the city they will go to first. One of the team will explain what the students will experience
during the trip.
Around 10:00 h the bus will arrive at Ibis Budget Antwerp. The students will see the hotel and the city
of Antwerp. They will leave their luggage at the hotel and get back in the bus for the first activity.
After a 20 minute drive they will arrive at Sapphire House. They will see the beautiful historical
building and will be welcomed by an employee. They receive a tour in the modernly equipped rooms
and feel the heritage of the hotel. The students can ask questions and are interested in the hotel.
After the tour, the students will walk a route in Antwerp with many sights. They will walk past Hotel
Rubens, the Grote Markt, the city hall of Antwerp the statue of Brabo, a cathedral and Hilton Old
 Study Trip – Antwerp
05-10-2022
Olympiad
Town to end at Frites Atelier Antwerp. Impressed by all the historical buildings, they will have lunch
at this typical Belgian restaurant.
After the lunch the route will continue passed the palace Op de Meir and Antwerp Central to end at
Mireaus Cocktail, where they will learn through a workshop how to make a mocktail. They will taste
the flavours of this delicious drink.
After the workshop, the students are going back to Ibis Budget to check in and receive the
information about the evening off. Who to call in an emergency situation as well as how to behave.
The morning after they can have breakfast in the hotel and will go back in the bus to the next city.
They will receive a bag with a waffle and a Belgian word.
The last day, everyone is going to Bussloo. Here they will see the other classes and are excited to be
with every one of the first year. They will get a tour and a lunch which will be very interesting, since it
is a company in the second sector. After this fun afternoon with all the students together, everyone
is going back to Apeldoorn from where they can go home. They will feel tired but satisfied. They
learned a lot and are excited to continue with the studies.

Other parts are in the Handout

commercial
Meeting
S T U D Y T R I P 2 0 2 2

Proposal By :
Olympiad

Proposal For :
Gerben Coelingh
Ilse Baaten - Tigelaar
commercial
Meeting

Table of Content

Key Data ................................................................................... 1

Clients wishes ........................................................................ 2
Communication Plan ......................................................... 3
Programme Planning ......................................................... 4
Financial Plan ........................................................................ 10
Responsibilities ..................................................................... 12
Conditions ............................................................................... 13
Time Plan ................................................................................. 14
K E Y D A T A

1
C L I E N T ' S W I S H E S

The event is from the 13th till the 16th of November.

The locations are Antwerp, Apeldoorn, Maastricht and Eindhoven.
The event is a study trip.
+/- 130 students are expected to be present.

Budget indication: €48.750

bus transport: €60,- p.p.
hotel nights: €140,- p.p.
program day: €20,- p.p.
day program (incl. 3 lunches and 2 dinners) €150,- p.p.
other €5,- p.p.

The event has to be educational

The dress code is business formal. Students are expected to wear their uniform.
The activities should include:
activities in the field of Food
activities in the field of Beverage
hotel visit (min. 2)
a cooking workshop
visit a company or institution from the 2nd and/or 3rd sector.
Two cities should provide a morning, afternoon and evening program, including
lunch and dinner. The other city organises a morning, and afternoon program,
including lunch.

2
C O M M U N I C A T I O N
P L A N

3
P R O G R A M M E
P L A N N I N G

4
P R O G R A M M E
P L A N N I N G

5
P R O G R A M M E
P L A N N I N G

6
P R O G R A M M E
P L A N N I N G

7
P R O G R A M M E
P L A N N I N G

8
P R O G R A M M E
P L A N N I N G

9
F I N A N C I A L P L A N

10
F I N A N C I A L P L A N

11
 R E S P O N S I B I L I T I E S

PRE-EVENT

- collaboration between the other event groups

- communication with other stakeholder involved
- entire organization of the study trip
- registration and payment
- Own financial plan and entire financial plan
- Provision of information and promotion before, during and after the trip to the students

DURING

- something to eat and drink in the bus

- at least one responsible and available person during the free evenings

12
 C O N D I T I O N S

Cancelation

In case of a cancellation of the event, all the venues should be notified immediately.

Indemnification clause

If an attendee is injured during a free evening our team will not be held responsible.

If an attendee damages something during the activities the reimbursement will not be covered
with the budget.

In case of an emergency, all the attendees have insurance which will cover the costs.

13
T I M E P L A N

14
 Financial Plan
Study Trip 2022

BUDGET
130 students

Study trip €375,- €48.750,-

Sales price
Total: €48.750,-

TOTAL EXPENSES
130 students

Bus transport €60,- €7.800,-

Hotel nights €140,- €18.200,-

Day programme Antwerp €35* €4.550,-

Day programme Eindhoven €57,50* €7.475,-
Day programme Maastricht €57,50* €7.475,-

Programme Day 4 €20,- €2.600,-

Other €5,- €650,-

- Is this budget used already?

Total: €48.750,-

*It was agreed between the event groups that Antwerp will have a free evening, so no costs will be
incurred for an evening programme. Therefore, €7,50 goes to Eindhoven and €7,50 to Maastricht
from our budget per person per day, giving them a larger budget to organise an evening programme.
EXPENSES ANTWERP
130 students

Day programme Antwerp

- Hotel tour Saphire House free €0,-

- City walk free €0,-
- Mocktail workshop Miraeus €20,- €2.600,-

F&B

- Lunch at Friet Atelier €7,-* €910,-

- Welcome drink at Miraeus €3,-* €390,-
- AH waffles for bus trip (10) €1,45 x 14 = €20,30

Other

- AH ECO boterhamzakjes (40) €0,99 x 4 = €3,96

- Cocktail picks Belgium (50) €1,25 x 3 = €3,75

Unforeseen costs €136,50

(3% of budget)
- incidents
- transport
- repairs

Total: €4.064,51
Total student: €31,27
* These costs are yet to be determined.

(ESTIMATED) WORKING HOURS

Per employee: Total:

Pre event 90 hours* 450 hours

During event 40 hours** 200 hours

Post event 30 hours 35 hours

160 hours 685 hours

160 hours x €10,13 (minimum wage aged 21 years & older) = €1.620,80 per employee
€1.620,80 x 5 employees = €8.104,-

*10 working hours a week for nine weeks, until the execution.
** 10 working hours a day, for four days during the execution.