Business charity drive report

INTRO TO BUSINESS (BUS301014) CHARITY DRIVE REPORT | pg. 1
SCHOOL OF ARCHITECTURE, BUILDING AND DESIGN
FOUNDATION IN NATURAL AND BUILT ENVIRONMENT
Title: Business Charity Drive Event
Group member’s names: Adele Lu (0323151)
Dana Kan (0323648)
Danica Gan (0323708)
Darren Leong (0323645)
Kenneth Tan (0322482)
Ng Sheng Zhe (0323830)
ShumLi Sze(0322822)
Intro to Business (BUS30104)
Lecturer: Ms. Tay Shir Men
Submission date: 7TH
February 2016

TABLEOF CONTENTS
Title Page Numbers
Cover Page 1
Table of Contents 2
1.0 Key Summary 3
2.0 Objectives 4
3.0 Target Market 5
3.1 Customers andtheir backgrounds 5
3.2 Customer wants and needs 5
3.3 Customers spending power 6
4.0 Competition Analysis 7
4.1 Table for the Analysis of Competitors 8
5.0 Product and Packaging 9
5.1 Products 9
5.2 Packaging 10
6.0 Pricing 11
6.1 Unit Selling Price of Products 11
6.2 Unit Cost Price of Products 11
6.3 Product Sales 12
6.4 Sales Strategies 12
7.0 Promotion 13
7.1 Marketing Message 13
7.2 Promotional Strategies andTools 13-15
8.0 Sponsors 16
9.0 Distribution 17
10.0 GreenMeasures 18
11.0 Human Resource Planning 19-20
12.0 Evaluationof Results 21-22
13.0 Appendix 23-28

1.0 KEY SUMMARY
The final project for Introduction to Business is Charity Drive Event that is held
form the 26th
January to the 29th
January at Taylor’s University Lakeside Campus. Our
booth is located in front of Student Life Centre. Our group consists of 7 members; they
are Adele Lu, Dana Kan, Danica Gan, Darren Leong, Kenneth Tan, Ng Sheng Zhe and
Shum Li Sze. The purpose of this assignment is to raise fund for our selected charity
organization and all the profit goes to the organization. Throughout the charity week,
we managed to gain some experiences for running our own small business, to be useful
for the coming future.
Our group decided to raise funds by selling some homemade products and soft
drinks. The product that we were selling are root beer, waffle, ice-cream, herbal tea and
herbal eggs. Before our charity week we decided to start a pre-charity week by selling
out our soft drinks. During the charity drive we sold some homemade waffles, herbal tea
and herbal eggs. Those foods and drinks we prepared prior the night before. On the
other hand, we also did some restock for our herbal drinks on the point by using an
induction cooker. The reason we chose to sell homemade drinks and food is that they
are healthier and manageable. Furthermore, the budget of selling those food and drinks
are lower compare to selling other products.
To express our gratitude, we would like to thank all that has been supporting us
in this event could not have done it without you guys. To also thank, our lecturer Ms.Tay
for her guidance and support throughout this project.

2.0 OBJECTIVES
The charity organization that we have chosen is the Grace Community Services. It
is located at No. 7, Jalan Dendang 1, Kawasan 16 Berkeley Town Centre, Selangor, 41300
Klang, Malaysia. It is the head office of the organization and it also has a food bank for
the poor. The reason that we are supporting Grace Community Services is that it’s a
non-profit organization that helps everyone that has problem despite different races
and religions. It helps the poor family, homeless people, disabled people, orphans and
more. For example, they provide food and daily needs to the poor family and homeless
people. They also visit and support the disabled people and provide education to
orphans. Consider that they provide lots of help in lots of category. We decide to help
them by donating every amount of profit that we earn from the Charity Drive event.
We have set the target amount which is RM2000 for the Charity Drive. The daily
target sales that we have set are RM500 a day because the event is held for only 4 days.
We did not able to reach RM500 a day as the most of the students in the university
were still having their semester break. Although we are not able to reach our daily
target, we still manage to raise a total amount of RM2035.25 as we have donation from
our family and friends. Besides, we manage to sell most of our food that we had
prepared each day to prevent wastage.
YouTube Link: https://www.youtube.com/watch?v=KnbW7oPqbdE&feature=youtu.be

3.0 TARGET MARKET
3.1 Customers and their backgrounds
Our business was mainly targeted the Taylor’s Lakeside University students as
they are the majority of population in our business location. In Taylor’s Lakeside
University, most of the students come from the middle to upper income classes to
afford their fees and their spending in the campus. Therefore, we were confident that
the students would be willing to buy the products from us.
The secondary customers of our business are the staff in the university. However,
they were only the minority of the population in the campus and their tendency of
buying products from us would be lower than the students. This is because the staff is
part of the working class people and they were unlikely to purchase products from us.
Apart from that, we were also targeted the outsiders who came to our campus
for events such as Career Talk, Open Day or even Biotech Exhibition. Most of them were
professionals, parents, students or even lecturers from other universities or colleges.
We thought it would be easier to sell our products to them as they are mostly come
from the middle to upper income classes.
3.2 Customer wants and needs
According to the Klang Valley weather forecast, the temperature during the week
of our charity drive took place would be around 32 °C to 35 °C, which was considered as
hot weather. Therefore, we chose cold drinks such as Chinese Herbal Tea and Root Beer
Float as our main products as they were more cooling and chilling. Other than that, we
were expecting a colder weather in the morning, therefore we provided hot drinks and
hot fresh honey waffles as well to satisfy our customer needs. As we know, students and
staff were staying in an air-conditioned classrooms or offices, and they would unlikely to
buy cold drinks or cold food from us. Therefore, we also sold hot herbal eggs and honey
waffles to satisfy our customers. By preparing both cold, chilling drinks and hot, warm
food, we ensure that we can satisfy every customer need from different groups.
Other than that, the prices of our products ranged from RM 3 to RM 5 which
were much cheaper than the food and beverages from the commercial block, Syopz
Mall. We sold our items at a reasonable and affordable price to make sure our
customers were willing to buy our products and will buy our products again for the
following days.

3.3 Customers spending power
The spending power of our customers, the students in the universities, mostly
depends on their parents as they still do not have any personal income. Most of the
students in the university come from the middle to upper income classes’ families. After
doing our survey, we found out that students spend an average of rm20 for each meal.
By selling our products at an affordable price, we believe that more students will come
and purchase from us.
On the other hand, the spending power of the staff in the university is higher
than the students as they are earning their own incomes. Therefore, they would buy the
products from us.
By comparing the types of our customers, the outsiders and visitors of the
university have the highest spending power as they might be coming from the high
income classes. By setting the same affordable products price for everyone, our
products will be relatively cheaper for them. Therefore, they are more likely to buy a
higher amount of products from us.

4.0 COMPETITION ANALYSIS
Just like any other businesses, we have our own competitors. The main competitors
of our business are Yoshiko’s group and Theresa’s group who were just next to and
opposite of our booth during the charity drive.
Theresa’s Group
(It was opposite to our booth that sold both hot and cold food and beverages)
Yoshiko’s group
(It was next to our booth that sold cold and chilling beverages and food)

4.1 Table for the Analysis of Competitors
Group Theresa’s group Yoshiko’s group
Products Food : mashed potato,
spaghetti, curry fish ball
Drinks : longan drink, honey
drink, Coca Cola
Food : onigiri, grapes
Drink : orange, ribena,green
tea
Strength - Good in promoting as their
group members havebetter
communication skills.
- Group members are
sociableand approachable
as they attracted more
customers.
- Their drinks areRM 1
cheaper than our drinks.
-Mashed potato was their
hot selling products as they
were the only team who
sold delicious mashed
potato during thecharity
drive.
- Good in promoting and
advertising their booth as
they were theonly team
who distributed flyers.
Students wereactually
cometo their booth
becausethey saw their
flyers.
- They provided cheap and
refreshing drinks which only
sold at RM1.
Vulnerability - They opened their booth
and started selling their
products at a later time.
- Their food were uncovered
and left exposed to air
which looked unhygienic.
- They were poor at
communicating and
attracting their customers
as they were shy to
approach strangers.
Why would/do their
customers buy from them?
- They provided good
services whileselling their
products to their customers.
- Their products weremuch
cheaper than theother
groups which selling the
sameproducts as them.

5.0 PRODUCT AND PACKAGING
5.1 Products
The products that we have sold include soft drinks, waffle, root beer float, herbal
tea and herbal egg. We were selling soft drinks such as 100 plus and coke a week before
the Charity Drive event started to prevent competitor. Customers were buying our soft
drinks as the weather is very hot and a refreshing soft drink will make them feel a lot
cooler. For the waffle, we let our customer to choose their toppings which are butter or
ice cream. The portion of the waffle is a little small, but it is able to provide a whole day
of energy because it contains carbohydrate. As for the root beer float, customers like it
because they are not just enjoying the soft drink but they are also able to enjoy the ice
cream on top of the drink as well. With both root beer drink and ice cream kept in an ice
box, the coldness that our customer gained from the float will be doubled. For the
customer that prefers healthy drinks, we have herbal tea for them. The herbal teas we
provide are chrysanthemum tea and luo han guo. By drinking our herbal tea, customers
would feel calm and reduce stress because the herbal tea is the natural coolant to the
body. For the customer with healthy habits but prefer colder drinks, we will provide free
ice for their herbal tea. Lastly, the herbal egg is cooked with egg soaked in a pack of
herbal ingredients, therefore the egg will absorb the flavour and taste from the natural
ingredients and it would be more delicious than a normal egg. Customers like it as it is
the traditional food of Chinese and it has lots of protein. The protein inside the egg will
help in producing new cell and tissue for the body.

5.2 Packaging
For all the drinks, we pack them in a transparent or non-transparent plastic cup.
We use the non-transparent plastic cup when we run out of transparent plastic cup. We
first decide to use a transparent cup so that our customers can notice and differentiate
the drinks easily. For example, dark brown colour drinks represent luo han guo while
yellow colour drinks represent chrysanthemum tea. After we run out of transparent cup,
we decide to use the non-transparent cups that we have bought earlier. To prevent
mistaken, we label the type of drink on each cup. For example, we label C on
chrysanthemum tea as an indication. We also put cup lid on each cup of drink so that
the drink remains clean. In addition, we provide free straws for our customers that have
bought the drink. As for the waffle, we pack it inside a plastic container that is able to be
closed. At first we are just serving the waffle on a plastic plate, but then we realize that
most of our customer brings the waffle to other place to eat. Therefore, we decide to
provide them a packaging that is able to be closed so that it could prevent germs and
flies spreading over the waffle. We also provide free plastic fork and spoon along with a
tissue paper to make our customer more convenient. For the herbal egg, it is packed in a
small plastic bag so that our customers can carry and eat it easily. Besides, a plastic bag
would prevent the gravy of the egg from spilling as the gravy will remain at the bottom
part of the plastic bag. Due to the long length of plastic bag, we promise that our
customers will not be burned by the warmth of the egg as they could hold the upper
part of the plastic bag when the hot egg remains on the bottom part of the plastic bag.
We believe that the customers would be attracted easily due to the effort we put on our
packaging. Lastly, our intention on using plastic packaging is because it is cheap and it is
recyclable.
Video Links:
https://www.youtube.com/watch?v=gVfRtksFgHU&feature=youtu.be
https://www.facebook.com/savewaterdrinkrootbeer/videos/922361597833611/

6.0 PRICING
6.1 Unit Selling Price of Products
On the first and second day of the charity sales, we had 7 products for sale.
 Root beer at RM 3 per cup
 Root beer Float at RM 5 per cup
 Chrysanthemum Tea at RM 3 per cup
 Lo Han Guo at RM 3 per cup
 Waffle with Honey at RM4 per piece
 Waffle with Ice-Cream at RM 5 per piece
Then on the third day and fourth day, we removed the root beer and root beer float
from our menu because it was not so attractive and we hardly finished our stock. To
increase our sales, we introduced a new product which is herbal tea egg.
 Herbal Tea Egg at RM 1.50 per egg
6.2 Unit Cost Price of Products
 Root beer at RM 1 per cup
 Root beer Float at RM 1.5 per cup
 Chrysanthemum Tea at RM 1 per cup
 Lo Han Guo at RM 1 per cup
 Waffle with Honey at RM 1.50 per piece
 Waffle with Ice-Cream at RM 2 per piece
 Herbal Tea Egg at RM 0.80 per egg
All costprice calculated here is in approximation. This is due to some very small
amount that is being round up or someform of inaccuracy is taken into account.

6.3 Product Sales
Our products are popular and attractive. This is because our food and drinks has less salt,
less oil and low in sugar. Nowadays, people tend to have a healthier lifestyle therefore
they chose to buy our food although it is sold at a higher price.
6.4 Sales Strategies
Towards the end of the day, we felt that our products were not going out fast
enough so we decided to have a RM 1 price reduction for our drinks and half price for
our food. Although the decrease in price affected our profit, we were still able to earn
some money from it. After the first and second day, we also realized that our A&W root
beer was not getting good response. Therefore we decided to change our menu into
herbal eggs which turned out to be a good product sold.
Throughout the day, when we realized that our drinks and food was selling out fast
and there was still a few more hours before we closed, we decided to increase our stock
by cooking the food or drinks since it was simple and fast and it can increase the sales
for that day. After we noticed that a certain product was more responsive, we decided
to increase our stock by cooking more food for the next day. For example, on the third
day when we newly introduced the herbal eggs, we cooked 60 eggs. It lasted for only
half the day. So we decided to cook 100 eggs for the next day and all the eggs went out
exactly at the moment when our shop was going to close.

7.0 PROMOTION
7.1 Marketing Message
Save water drink rootBEER! The first intention we have is to sell root beer. To have a
cooling root beer for a refreshing day.
7.2 Promotional Strategies andTools
We decided to create a Facebook page as researched showed that there are around
1.8 billion monthly active users and this increases the chances of our page being seen by
our potential customer. Another tool for promoting was creating attractive hand-
produced posters. We had a group member which creative and talented so we assigned
her as the poster designer and she did an amazing job by making the food and drinks
that were on the poster look so real although it was not in 3D.
VIDEOS LINK:
https://www.facebook.com/savewaterdrinkrootbeer/videos
FACEBOOK PAGE
https://www.facebook.com/savewaterdrinkrootbeer/

HAND-PRODUCED POSTERS
COMPUTER GENERATED POSTERS

-

8.0 SPONSORS
For our charity drive, we were required to seek sponsorships and donations in
order to reach our target of RM2000. Unfortunately for us, we weren’t able to seek any
sponsorship as our products needed many different ingredients to make, basically
making it a hard for us to seek sponsorship from one brand/distributor. After a
throughout discussion, we decided to seek sponsorship/donation from our parents and
friends instead of a company sponsorship. This eventually helped us raise a good sum of
money for us to reach our target.
Other than that, we had received a small amount of donations from students in
campus as well. In cases where instead of buying our products from us when we
approached them, they instead donated an amount, even when we offered them the
drink they declined and preferred to donate. Not only that, we noticed that students
would also donate their change from purchases. This, along with our personal donation
from our parents and friends, helped us reach our target.

9.0 DISTRIBUTION
As our products involve a lot of preparation, we needed to make sure to produce
the right amount of drinks for our daily target. For instance, if we want to target selling
40 cups of chrysanthemum tea a day, we needed to prepare it beforehand so that we
wouldn’t waste any time boiling the drink on that day. Our products are prepared at
home by our members and prepared the day before selling to ensure its’ freshness.
Danica and Li Sze, who prepared the chrysanthemum and Lo Han Guo, brought
them to campus every morning from their house where all the drinks are still in large
pots. We then needed to fill them into cups in the morning as of our packaging method.
Adele on the other hand prepared the waffle mix at DK Senza and brought it to campus
daily.
Because of the drinks being packed into plastic cups, we were able to give them
to customers on the spot, where as for the waffles, we needed approximately 15
minutes to prepare 2 serving of it. We solved this problem by pre-cooking 2 pieces of
waffles before they were sold, by doing so we were able to ensure that the customer
need not wait for the waffles.
We sold our products by splitting our group where a few members would carry
the products on the tray and walk around campus approaching people. This method was
more effective then selling on the booth itself. For some of our close friends, we would
take phone calls order from them and delivery to their classes or reserve the order for
them to be picked up at our booth.

10.0 GREEN MEASURES
When we established our food and beverage business, we took measures to protect
the environment during our 4 days charity drive. Besides gaining profit as our main
priority, we also wanted to fulfill ethical and environmental friendly standards.
Our products are made in an environmental-conscious manner. The can drinks we
sold during our pre-charity drive week were quality assured as they came from a trusted
supplier from the supermarket. Besides that, waffles, chrysanthemum tea and Buddha’s
fruit herbal tea were made based on popularity sold daily and expected target amounts
to avoid wastage. When there was excess food and drinks left at the end of the day, we
did promotions and sold it at a cheaper price as a treat to our lecturers and friends.
As for our packaging, we mostly used paper plates which were fully biodegradable,
and plastic cups. We could not avoid using plastic and polystyrene cups given that they
were cheap and convenient. However, we also provided plastic containers only to
customers who request to take the waffles away or when they are in a hurry. Otherwise,
paper plates were used so that it will break down naturally after disposing in the
environment. We also encouraged our customers to recycle the can drinks and the
plastic containers at the recycle bin provided in campus.
As our products are prepared by ourselves, we were able to reduce carbon footprint
rather than manufacturing in bulk by factories which will release a lot of greenhouse
and toxic gases. We also stored our products in polystyrene ice boxes instead of a fridge
to keep them cold and fresh. Only one apparatus to prepare our waffles needed
electricity to run, which is the waffle iron. To avoid unnecessary electricity wastage, we
made waffles during peak hours such as lunch time 11pm to 1pm and tea breaks at 3pm
to 4pm. We also made sure to sell them off as fast as we can to ensure they were fresh
and warm so that they taste better.
At the end of all business operations, all consumed products and packaging were
separated to recyclable and organic wastes and disposed into recycle bins around
campus.

11.0 HUMAN RESOURCES PLANNING
To ensure all members have a clear guide to do their tasks accordingly as a team,
specific delegation of roles were assigned to each member in our business. These tasks
were given to our members according to personal strengths and abilities. This was done
so that our business can run smoothly and effectively.
TEAM ORGANIZATION CHART:
 PROJECT MANAGER
Job scope
- Plan and organize responsibilities to each group member.
- To lead and guide all team members according to plans and tasks to be completed in a
specific time.
- Able to control the team when faced with impromptu situations so that we can reach
our target and objective of this business.
- Organize meetings and make decisions based on all group members’ ideas.
PROJECT MANAGER
ADELE LU KHAI SYN
PRODUCT MANAGER
DANICA GAN
SHUM LI SZE
SALES & MARKETING
EXECUTIVE
DARREN LEONG
DANA KAN
ACCOUNTING & FINANCE
MANAGER
NG SHENG ZHE
KENNETH TAN

 PRODUCT MANAGER
Job Scope
- To ensure quality of products are maintained.
- Monitor product development and packaging.
- Preparation of products.
 SALES & MARKETING EXECUTIVE
Job scope:
- Every member contributed to promoting and sales of our product.
- Analyze market and receive direct feedback from customers to know where to improve.
- Have good communication skills and persistence to keep selling and promoting
product even after faced with countless rejections
- Propose effective promoting and advertising strategies whether in hardcopy(posters,
fliers) or softcopy(social media)
 ACCOUNTING & FINANCE MANAGER
Job scope:
- Keep track of all expenses and profits gained.
- Manage budget and ensure all transactions are recorded clearly and all receipts are
kept and documented.
- Prepare P&L statement
- Provide financial information to management so that management will know whether
they have reached the target on time and control the situation after that.

12.0 EVALUATION OF RESULTS
Statement of income for Save Water Drink Root Beer ended on 29th
January 2016
Sales Revenue....................................................................................RM 2037.05
COGS..................................................................................................RM 591.21
Gross Profit........................................................................................RM 1445.84
Add: Sponsor.....................................................................................RM 840.00
Adjusted Gross Profit........................................................................RM 2285.84
Less: Operating Expenses
Typhoid Vaccine Injection.................................................................RM 210.00
Foam Cup (Lid) Expenses..................................................................RM 14.70
Foam Cup Expenses..........................................................................RM 17.60
Receipt Book Expenses.....................................................................RM 8.30
Total Operating Expenses.................................................................RM 250.60
Net Profit..........................................................................................RM2035.24

Throughout the whole business charity drive event, the sales of our group are
counted quite successful as compare to other groups. Running a business looks easy but
in reality, it is really hard to keep a business well managed and successful where a lot of
effort is needed. To make sure that your business is making a good profit, choosing a
right product to sell is really important. As for our group, we actually started to pre-sell
soft drink on the few days before the charity drive event. The sales of it were very good
and we managed to sell off 13 cartons 2 days. But the profit was relatively low due to
the cost price of the products are high. The profit we made from each can of drink is
only around 30-35%. We actually think of increasing the price but after several
discussions, we did not because it will tighten our sales market. The mistakes we made
are we did not do a proper survey of which type of drinks is cheaper. If we are more
hard-working enough to do more market analysis, we would be able to find the cost
price of the drinks that is cheaper than what we had bought so that we are able to earn
more profit. Besides that, we also had a poor estimation of products to be made and
sold during some days due to the unpredicted flow of customers each day and we had
to give our leftover drinks to the security and cleaner.
However, things that we did it right are we actually had several backup plans to
improve our sales and profit. After selling off all the cartons of drink and we did not
makes much profit from there, we quickly switched over to our second plan which are
selling chrysanthemum tea, lo han guo, herbal egg and ice cream waffle. The main
products sold during the charity drive event are chrysanthemum tea and lo han guo. The
reason why we wanted to sell this is because that the cost price it’s really cheap and
what we had thought. The cost price of a cup of chrysanthemum tea and lo han guo are
only RM1 each and the selling price per cup is RM3. The profit we made from each cup
is approximately 100% which helps us to boost our profit. In addition, we also had a
good team work where every one of us was trying our best to sell our products. For
example, we take turns by walking around the campus to promote our products and
also sell our products. We also started preparing our products early so that we were not
too rushed.
If we are given another opportunity to do this kind of event one more time,
things that we will improve are create more advertisement of our product in the
campus so that more customers are aware of our products instead of just promoting
through social media. Last but not least, we will definitely try to find more sponsors to
increase our profit and make necessary adjustments to fit the current situation and
adapt to the unfavorable condition and propose on-the-spot solutions to be
implemented. Lastly, we will also prepare a budget before the event to monitor or costs
of goods sold to prevent any over spending and confusion between group members.

13.0 APPENDIX
i.) Typhoid Vaccine Receipt

ii.) Official receipt from Grace Community Service (Charity Organization)

iii.) Purchase receipt of our products
iv.) Sales receipt of our products

v.) Pictures of our products and our group

vi.) Requesting Permission to Raise Funds Letter

Business charity drive report

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