I completed this mock project for my Event Management class in the Summer of 2015. It is a benefit gala for hospitality majors and the hospitality community to meet and greet and help raise money for a scholarship.

1. A.I.M (Ambition in Management) Scholarship Benefit and Gala
Presented by: Reginald Terry
HADM 3040 – Event Planning and Management
Dr. Bryant
Final Project

2. Project Outline
I. Overview of the goals of the project
II. Selection of Venue
a. Durham Convention Center
III. Development of Menu
IV. Entertainment
a. DJ
V. Fundraising Efforts
a. Gala
b. Local Hotel and Restaurants
c. Silent Auction
d. 50/50 Raffle
VI. Marketing and Promotions
a. Invitation
i. Hospitality Management Alumni
ii. Hospitality Management Students
iii. Hospitality Management Benefactors, Faculty, Staff
iv. School of Business Benefactors, Alumni, Staff
v. Regional Alumni Chapters
vi. Local businesses
b. Media Blast
i. Social Media (Facebook, Twitter, Instagram, etc)
ii. E-Mail Blast

3. c. Fliers
i. Local Businesses
ii. NCCU Campus
iii. Alumni Chapters
d. Registration Form
VII. Budget Analysis
VIII. Timeline
Overview of the Goals of the Project
This project is to plan an event for the Hospitality and Tourism Administration Department. My event will
consist of a benefit gala for the current and future students of NCCU Hospitality and Tourism to be able to
meet and greet the faculty and staff as well as the community and industry leaders of the hospitality industry.
The gala will also have a scholarship component where donations will be accepted as well as a silent auction of
products and services from the community and industry will be donated for everyone. People will bid on the
goods and at the end of the function will find out if they have won. We also will hold a 50/50 raffle to where
half of the proceeds from the raffle will go to the winner and the other half will go to the scholarship fund. The
overall goal of the project is to bring together the community and industry leaders to meet and greet the
current and future student leaders of the NCCU Hospitality and Tourism Department.

4. Selection of Venue
After looking at several different venues, I have decided to use the Durham Convention Center to host the AIM
Gala. They have optimal space and beautiful floor plans that could accommodate the guests. They also have
an in-house chef that prepares everything onsite. I have provided photos of the venue below.

6. Listed below are direct correspondance from the Durham Convention Center.

10. Selection of Menu
The Menu will come from their banquet menu and it will consist of the following:
• House Garden Salad with Choice of Balsamic and Ranch Dressings
• Herb Goat Cheese Stuffed Chicken Breast with Roasted Tomato Crème Sauce, Seasonal Roasted
Vegetables and Garlic Mashed Potatoes
• Warm Rolls & Butter
• Cheesecake with Strawberry Sauce
• Coffee and Tea Service
Each table will be pre-set with water and salad and dessert plates.
Selection of Entertainment
Entertainment will be provided by a guest DJ playing some of the latest hits as well as some oldies and
goodies. The cost of the entertainment will be around $300.00
(DJ- Ronald Strickland- Independent Contractor)
Fundraising Efforts
Gala- The benefit gala will help current and future students who are struggling with finances for school like
paying some of the tuition and getting books for the classes. This gala will also introduce the student leaders in
the Hospitality and Tourism department to the community and industry leaders so they can see the future
leaders and management team for their companies.
Local Hotels and Restaurants- This gala will also involve local hotels by donating to the silent auction as well as
local restaurants donating their services to the auction.
Silent Auction- The silent auction will consist of the local hospitality industry donating their goods and services
to the auction. Patrons will submit a bid for these goods and the winning bids will be announced at the end of
the gala. The proceeds from the bids will go to helping current and future students with scholarships.

11. 50/50 Raffle- Each patron will purchase a raffle ticket for $1.00. They can purchase as many as they want. The
proceeds will be split with the winner with the rest helping the scholarship fund.
Marketing and Promotions
We will market the gala to the alumni during the summer months and when fall semester begins. We will send
out invitations to every alumni beginning in the summer and into the fall semester.
We will market the gala to the students during the previous spring and upcoming fall semester. We will send
invitations out during the fall semester.
We will contact many of the benefactors, faculty and staff from the Hospitality and Tourism Department as
well as the School of Business and send invitations to them during the summer and beginning of fall semester.
Our invitations will also go out to many of the regional alumni chapter member of NCCU and also local
businesses.

12. Invitation:
Our invitations will look like this:
AMBITION IN MANAGEMENT AIM
RESOURCE & BENEFIT GALA
You are cordially invited to join the students,
faculty and staff of NCCU Hospitality and Tourism
Department for an evening of fun and entertainment in
an effort to raise funds for scholarships for new and
returning students.
October 17, 2015
8pm
Ticket Price: $75.00
Includes: All you can eat Buffet & Deluxe Open Bar
301 West Morgan Street | Durham, NC
Hosted by the
NCCU HOSPTIALITY AND TOURISM DEPARTMENT
*** Proceeds to benefit scholarships for
NCCU HAT Scholars**
Silent Auction and 50/50 Raffle Ticket Sales will begin at 8pm

13. Media Blast
We will utilize every social media site like Facebook, Twitter, Instagram to get the word out about our event.
We will post a countdown to the date of the event in the NCCU Hospitality and Tourism webpage on Facebook
and we will have the President and Social Media Chair for the NCCU chapter of NSMH help with getting the
word out to the students. We will also send emails through the Blackboard Hospitality portal.
Flyers
We will send flyers out to the local business at least a month before the event begins and we will post them
around campus at least a month before the event which is enough time for everyone to notice them and
decide if they want to attend. We will also send them to the local and regional alumni chapters to remind
them of the upcoming event.
The flyers will look like this:

14. A NIGHT OF FOOD, FUN AND entertainment
Hosted by
NCCU department of Hospitality and Tourism
Saturday, October 17, 2015
8pm
Durham Convention Center
301 West Morgan St. Durham, NC 27701
$75.00 per person
Includes: All you can eat Buffet &Deluxe Open Bar
(Silent Auction and 50/50 Raffle begins at 8pm)
Budget:

15. A NIGHT OF FOOD, FUN AND entertainment
Hosted by
NCCU department of Hospitality and Tourism
Saturday, October 17, 2015
8pm
Durham Convention Center
301 West Morgan St. Durham, NC 27701
$75.00 per person
Includes: All you can eat Buffet &Deluxe Open Bar
(Silent Auction and 50/50 Raffle begins at 8pm)
Budget:

16. Ambition in Management (A.I.M) Resource and Benefit Gala
Sales Price Net Sale Net Cost
Venue
Durham Convention Center $500.00 1 $500.00
Parking $450.00 1 $450.00
Catering
Food & Beverage $3,900.00 1 $3,900.00
Bar $1,800.00 1 $1,800.00
Entertainment
Disk Jockey $300.00 1 $300.00
Distributable Materials
Programs $300.00 1 $300.00
Taxes and Fees
Management Fees $1,120.00 1 $1,120.00
Sales Tax $457.50 1 $457.50
Total Expenditures $8,827.50
Sales Price Net Sale Net Deposit
Event Program
Inaugural

17. A.I.M (Ambition in Management)
Resource and Benefit Gala
October 17, 2015
8:00pm- 12:00am
AIM

18. Welcome to the AIM project. AIM stands for Ambition in Management,
the goal of everyone working in the Hospitality industry. We’re bringing
together current and future students along with industry leaders and
faculty and staff to network, have fun and enjoy a good meal all the
while raising money to help students continue on their journey to
becoming future managers and leaders in the community.

19. Itinerary of Gala
1 Welcome – Dr. Beverly Bryant
2. Occasion- Jazmine Lewis
3. Goals of the AIM Banquet- Reginald Terry
4. Blessing of the Food- Rev. Tony Sanders
5. Eating
6. Entertainment/ Silent Auction- Vernon Boone
7. Remarks- Dr. Beverly Bryant
8. Thank you to the committee- Reginald Terry
9. Presentation of the Check to the Department- Reginald Terry
Example Patron Ads

20. BEST WISHES for A.I.M
2015
BEST WISHES for A.I.M
2015
BEST WISHES for A.I.M
2015

21. Thank you for your support!
AIM Resource & Benefit Gala Committee
Requested Equipment
• Projector
• Projector Screen
• Personal Laptop
(All items will be provided by the NCCU School of Business)

22. Decorations/Center Pieces
• Miniature Square Vases with grey rocks and maroon ribbon tied around.
• Tea light candles will float on top of the water in the vase
Photography
• Photographer will be secured from the NCCU visual arts department.
Timeline/Checklist
1 Month Before Event Checklist
1. Make sure flyers are sent out.
2. Check for any RSVP’s
3. Go over details of the event with the Convention Center
4. Call any business that may want to donate.
5. Social media blast on Facebook, Twitter, and Instagram.
2 Weeks Before Event Checklist
1. Call convention center to make sure the event is going as planned.
2. Keep the faculty and staff informed about the progress of the event.
3. Pay any other outstanding costs for the event.
4. Follow up with entertainment/DJ
1 Week Before Event Checklist
1. Put the finishing touches on anything with the convention center.
2. Contact the alumni chapters to get a last minute headcount for the event.
3. Put one last social media blast out there for anyone who missed the first one.

23. 4. Contact businesses and make sure they are able to donate their goods and
services for the auction.
Day Before Event Checklist
1. Collect all things for the auction and put in safe place.
2. Prepare list of people/businesses coming to gala.
3. Make sure that the venue is setup and cover any last minute mishaps that may
arise.
4. Contact Director of Hospitality Department and the Dean of the School of Business
to confirm their attendance.
Day of Event Checklist
1. Make sure the parking is sufficient for the attendees.
2. Pay off remaining balance of the bill.
3. Make sure everyone is enjoying themselves.
Mentor Questionnaire
Contact Information:
Vernon Boone
Biz-Z-Bee Event Planning and Catering
443-825-6467
vernon.boone@gmail.com

24. 1. How long have you been an event/meeting planner?
I have been catering and coordinating events for the past 12 years.
2. What made you choose the career path of event planner?
The field of hospitality found me. I have consistently been a lover of the interactions of many different types of
people in different settings, as well as entertaining in many different venues. I decided that I should incorporate
my love for hosting with my desire to see people enjoying themselves with good food and good company, by
developing my hospitality service. I took the ideals that I gained from hosting my own events and decided to
put my flare in others big moments to make them successful. Those around me continued to encourage me in
this direction. I continue to event plan and coordinate because it always brings me satisfaction and fulfillment
when I have delivered a successful event for clientele. I feel rewarded upon hearing the appreciation of all
clients alike.
3. What organizations are out there for event planners to become a member? How many are
good networking organizations?
Listed below are several organizations for event planners to gain membership
1. The American Planners Association (APA) www.planning.org
2. The National Association for Catering and Events (NACE) www.nace.net
3. The National Association of Event Planners (NEAP) nationalassociationofeventplanners.com
I believe all the listed organizations are good for networking. Working in the event planning, catering, and
hospitality industry lends you to a host of networks with a variety hospitality professionals as well as clients. In
the hospitality industry, “word of mouth” is truly the best networking technique. By putting your very best effort
into your services, those that are satisfied with your business will be inclined to recommend you to others that
are in need.
4. What certifications should an event planner have/gain while in business?
There are certifications that exist for event planners to obtain. These include the following as an example.
The Certified Meeting Professional (CMP): The CMP certification is the most recognized certification in the
meeting and event planning industry and is widely recognized and reputable.
The Certified Professional in Catering and Event (CPCE): The CPCE designation is the catering and
events industry’s most prestigious professional certification, which represents a nationally recognized standard
of competence and commitment to excellence in catering and events.
The Certified Special Events professional (CSEP): The CSEP certification is another widely recognized
certification in the event planning industry, but focuses more on special events.
Although these certifications are enhancements for your craft and for the comfort of clientele in knowing they
are getting a reputable business professional, it is vital that you stay abreast of the changes in the industry. A
leader in the hospitality industry will want to make sure they are listening to the feedback of clients and
implementing them as needed. It is also important to make sure that the effort and quality is always put into
making the very best impression. Happy clients are more inclined to return.
5. What has been the Event Planner's career path to their current position?

25. Event planning has come as a second career for me. The business of catering began upon my
revelation that I truly enjoyed the art of entertaining. I decided to put the skills that I had learned with
my own routine events and implement them into my own business. I slowly began to gain contracts
for catering and events through recommendations. I have been working with catering contracts for 12
years. As an entrepreneur, I decided that it was best that I further my knowledge in the field of event
planning and obtained my AAS in Hospitality Management: Hotel and Restaurant Management.
Although many of the concepts were not foreign due to my own on the job training, I have honed skills
necessary to improve my art for my clientele. Biz-Z-Bee services on an as needed basis.
6. What companies/associations have you worked for and what were your
responsibilities?
My entire event planning and catering business has been coordinated by myself. The inception of Biz-
Z-Bee was developed from an entrepreneurial spirit. I have catered many events including wedding
receptions, graduation dinners, receptions, family reunions, brunches, and many more. As an
entrepreneur, I am responsible for seeking contracts, developing a menu with the customer, providing
samples of selected menus, delivering the food, setting up the presentation of the , hiring servers if
necessary, and breakdown post the event.
7. If you could change anything about your career to date, what would it be? What would
you do differently?
I would not change anything about my career in the hospitality to field, but I would change a few of my
business practices. I have been quite lenient in the way in which I run my business. In the future, I will
be stricter on how I reinforce deadlines with payments and make sure to include service fees if I will
be serving food. I would also like to incorporate an additional partner that has been SafeServ certified
to work alongside with me.
8. What do you enjoy most about and least about your current position and the
responsibilities of the position?
I enjoy the satisfaction raved by the customers at the closing of an event. It is most impressive to see
an idea become an actual event. Following the event from start to finish brings the joy in event
planning. Running all entities of a company can be troublesome. It will be worthwhile to split the
responsibilities of the financial component and the service component into two entities. By bringing in
another business partner, I believe this feat can be achieved.

26. 9. What do you see as the most challenging aspect of your position?
The most challenging experience about being an entrepreneur is establishing the business needs.
Getting business can be a challenge at times. I am responsible for securing all of my earnings from
Biz-Z-Bee. In addition, the indecisive nature of consumers can be a challenge in planning. When you
have prepared for an event and the customer changes their decision close to the event, this can be
problematic. Although this is not a large issue, it has to be corrected because my goal is to make sure
the customer is completely satisfied with their choice. As a business professional, you may have to
adjust to meet the demands of customers.
10. What do you see as the most critical challenges ahead for your particular segment of
the business environment?
The most critical challenge ahead would be expansion and price increases. I have prided myself on
offering reasonable pricing for patrons to ensure that the catering aspect is not overshadowing their
idea to have a memorable event. Clients that are used to previous pricing may be at a shock with
changes. Ideally, customers will pay for worthwhile services, to ensure the same quality, pricing must
be adjusted.
11. What advice would you offer someone entering the business environment in the
meetings and events industry?
Your work ethic, presentation, and quality are your currency in the hospitality field. It is vital to put
your very best work ethic forward to ensure the very best outcome for those you are servicing. Also,
be mindful of what the consumer wants and work as hard as you can to deliver the idea the customer
has envisioned without sacrificing quality.
12.What specific skill set do you think is most important?
Working in the hospitality field, it is important to develop interpersonal skills, leadership skills,
technological skills, organizational skills, and mentoring skills.
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