Presents Traveling First Class <ul><li>Tra </li></ul>
The Event Where:  Orange County Convention Center, Orlando, Florida When:  Saturday, April 10, 2010  7:00-11:00 pm What:  ...
Painted Turtle <ul><li>http://www.thepaintedturtle.org/turtle/newsevents/viewourcampvideo/ </li></ul>
Auction <ul><li>RV donated by a Celebrity  </li></ul><ul><li>Bid Starts at $50,000 </li></ul><ul><li>MSRP= $200,000+ </li>...
Orange County Convention Center <ul><li>* Located just fifteen minutes away from the Orlando Airport </li></ul><ul><li>* E...
 
Orange County Convention Center
 
Floor Plans
Directions
Catering Company <ul><li>Hospitality Concepts Unlimited </li></ul><ul><li>Located in Orlando </li></ul><ul><li>Experience ...
Food and Beverages <ul><li>Service style: Reception  </li></ul><ul><li>Light food passed on trays by servers </li></ul><ul...
Food Items <ul><li>Cold Food </li></ul><ul><li>Variety of Sushi </li></ul><ul><li>Lobster medallions w/ champagne sauce </...
Beverages <ul><li>Top-Shelf alcohol  </li></ul><ul><ul><li>Liquor  </li></ul></ul><ul><ul><li>Wine </li></ul></ul><ul><li>...
Staff <ul><li>6 event planners  </li></ul><ul><li>20 + complementary of OCCC </li></ul><ul><li>Volunteers (30) </li></ul><...
Volunteers <ul><li>30 volunteers to help before, during and after the event </li></ul><ul><li>Accumulated through advertis...
Description   Dollar Amount Description Dollar Amount Sponsorships   Food Gold $50,000.00 Hot & Cold Finger Food (1000) $3...
BOTTOM LINE Total Revenue $185,000. Total Expenses $130,711. Total Profit $54,289.00
Timeline <ul><li>Nov 28 th  Select and reserve facility & hotel rooms </li></ul><ul><li>Nov 29th Reserve rental equipments...
$50,000
$25,000
SHELL
Marketing <ul><li>Direct Contact </li></ul><ul><li>Word of Mouth </li></ul><ul><li>Television  </li></ul><ul><ul><li>Local...
Clientele   <ul><li>Personal phone calls </li></ul><ul><li>E-mails </li></ul><ul><li>Personally addressed letters </li></u...
Timeline <ul><li>Jan 14 th   Production of television commercial is done </li></ul><ul><li>Jan 21 st   Production of radio...
Permits <ul><li>Food and Beverage </li></ul><ul><li>Music/Entertainment </li></ul><ul><li>Health Permit </li></ul><ul><li>...
Hospitality Concepts Unlimited <ul><ul><li>Health Permit </li></ul></ul><ul><ul><li>Catering Permit </li></ul></ul><ul><ul...
Classic Mix <ul><li>- American Society of Composers Authors  </li></ul><ul><li>- Broadcast Music Incorporated  </li></ul>
The Orange County Convention Center <ul><ul><li>Must be approved by Orlando Fire Department </li></ul></ul><ul><ul><li>Obt...
Event Insurance <ul><li>General Liability </li></ul><ul><li>Protects a company and all </li></ul><ul><li>parties involved ...
Event Time- line April 10 th , 2010 <ul><li>7:00  P.M.  Door opens </li></ul><ul><li>9:30  P.M.  Auction begins </li></ul>...
Tentative Schedule of Staff <ul><li>5:00  A.M.  Exec Board & Staff is on site for set up </li></ul><ul><li>6:00  A.M.  Sta...
Risk Management <ul><li>Attendants/ Staff/ Security   </li></ul><ul><li>Schedule Risk   </li></ul><ul><li>Tentative schedu...
Attendants/ Staff/ Security <ul><li>All employers, staff and security will be required to wear an identifying badge </li><...
Location of Staff/Security <ul><li>pink ,  blue,   yellow , green  = RVs </li></ul><ul><li>Black = tables </li></ul><ul><l...
Emergency Procedures/Exits <ul><li>Once there is a noticeable threat make it aware to the command center. </li></ul><ul><l...
Command Center <ul><li>The command center will be a designated room away from the </li></ul><ul><li>event. On call we will...
Challenges… <ul><li>Getting the mobile homes into the OCCC </li></ul><ul><li>Lighting/ AC of mobile homes due to fire safe...
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Traveling First Class Mobile Home Showcase

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Traveling First Class Mobile Home Showcase

  1. 1. Presents Traveling First Class <ul><li>Tra </li></ul>
  2. 2. The Event Where: Orange County Convention Center, Orlando, Florida When: Saturday, April 10, 2010 7:00-11:00 pm What: Elegant Mobile-home Showcase & auction for charity Who: 1,000 Guests Including a variety of celebrities, actors, politicians, musicians, etc. Donations To: Painted Turtle Foundation Hosted By: Entertainment Television
  3. 3. Painted Turtle <ul><li>http://www.thepaintedturtle.org/turtle/newsevents/viewourcampvideo/ </li></ul>
  4. 4. Auction <ul><li>RV donated by a Celebrity </li></ul><ul><li>Bid Starts at $50,000 </li></ul><ul><li>MSRP= $200,000+ </li></ul><ul><li>All money from auction goes to The Painted Turtle Foundation </li></ul><ul><li>Adds more excitement </li></ul>
  5. 5. Orange County Convention Center <ul><li>* Located just fifteen minutes away from the Orlando Airport </li></ul><ul><li>* Event will be held in the West Building Hall C. 108,000 square foot venue </li></ul><ul><li>* Large foyer for pre/post event gathering </li></ul><ul><li>* Cost: $6800 day of show, $6000 set up day </li></ul><ul><li>* Provides facility users with list of compatible vendors </li></ul><ul><li>* Extensive staff of event experts-knowledgeable in large events and safety </li></ul><ul><li>* http:// www.occc.net / </li></ul>
  6. 7. Orange County Convention Center
  7. 9. Floor Plans
  8. 10. Directions
  9. 11. Catering Company <ul><li>Hospitality Concepts Unlimited </li></ul><ul><li>Located in Orlando </li></ul><ul><li>Experience with Celebrities </li></ul><ul><li>Can serve up to 10,000 people </li></ul><ul><li>Provides : </li></ul><ul><ul><li>Bartenders </li></ul></ul><ul><ul><li>Servers </li></ul></ul><ul><ul><li>Clean-up Crew </li></ul></ul>
  10. 12. Food and Beverages <ul><li>Service style: Reception </li></ul><ul><li>Light food passed on trays by servers </li></ul><ul><li>Guests stand & receive food/drinks while browsing </li></ul><ul><li>Servers distribute & discard onto round trash cans placed around the facility </li></ul><ul><li>Staff/volunteers walk around cleaning </li></ul>
  11. 13. Food Items <ul><li>Cold Food </li></ul><ul><li>Variety of Sushi </li></ul><ul><li>Lobster medallions w/ champagne sauce </li></ul><ul><li>Prosciutto & honey sticks </li></ul><ul><li>Roasted quails w/ plum sauce </li></ul><ul><li>Hot Food </li></ul><ul><li>Chicken & chive dumplings </li></ul><ul><li>Lamb Keftas w/ coriander </li></ul><ul><li>Fricassee of lobster & mushrooms </li></ul><ul><li>Shrimp ebiyaki brochettes </li></ul>
  12. 14. Beverages <ul><li>Top-Shelf alcohol </li></ul><ul><ul><li>Liquor </li></ul></ul><ul><ul><li>Wine </li></ul></ul><ul><li>Non-alcoholic </li></ul><ul><ul><li>Water </li></ul></ul><ul><ul><li>Seltzer </li></ul></ul><ul><ul><li>Fruit Juice </li></ul></ul>
  13. 15. Staff <ul><li>6 event planners </li></ul><ul><li>20 + complementary of OCCC </li></ul><ul><li>Volunteers (30) </li></ul><ul><li>Electricians (2) </li></ul><ul><li>Technicians (2) </li></ul><ul><li>Fire Marshals (5) </li></ul><ul><li>EMTs (5) </li></ul><ul><li>Emergency Front Desk Assistance </li></ul><ul><li>2+ staff for set up/ tear down </li></ul><ul><li>10 parking attendants </li></ul>
  14. 16. Volunteers <ul><li>30 volunteers to help before, during and after the event </li></ul><ul><li>Accumulated through advertisements/ word-of-mouth </li></ul><ul><li>Are trained 2 weeks prior to event and 1 week before to go over risk management </li></ul><ul><li>Dress must be approved 2 hours prior to event. </li></ul><ul><li>JOBS: </li></ul><ul><li>Addressing Invitations </li></ul><ul><li>Marketing the event (word of mouth, flyers, etc) </li></ul><ul><li>Greeting at both the Airport and entrance of event </li></ul><ul><li>Clean up- after event </li></ul><ul><li>Free admission to event and gift basket which includes a shirt and extras </li></ul>
  15. 17. Description   Dollar Amount Description Dollar Amount Sponsorships   Food Gold $50,000.00 Hot & Cold Finger Food (1000) $39,000.00 Silver $25,000.00 Customized Napkins (6000) $756.00 Bronze $10,000.00 Alcohol Ticket Sales $100,000.00 Unlimited beverages (1,000) $32,000.00 Total Revenue   $185,000.00   $71,756.00 Expenditures:     Description Dollar Amount Description Dollar Amount   Marketing Facility Rental   Radio Stations(3) $900.00 Day of Event $6,800.00 Television Stations (2) $5,000.00 Move in $6,000.00 Guerilla Marketing $200.00   $12,800.00   $6,100.00   Description Dollar Amount Description Dollar Amount   Materials Service Personnel   Tables $640.00 Full Time Personnel   Chairs $1,250.00 Event Flat Rate $10,000.00 Carpet Services $1,320.00 Part Time Personnel   Lecturn $41.00 Security/Ground Control (50) $6,000.00 Microphone $96.00 Electrician (2) $600.00 Keys $112.00 Fire Marshall (5) $1,000.00 Portable Lights(8) $160.00 Technician (2) $256.00 Auction Paddles (1000) $1,750.00 Lift/Rigger Operators (2) $464.00 Rose Centerpieces $480.00 Parking Attendants (10) $800.00 Auction Red Ropes (8) $208.00 Event Staff (20) $800.00 Celebrity Gift Basket $1,500.00 Room Set-up (2) $320.00 Volunteer Gift Basket $600.00 Health Services (5) $1,000.00 Parting Gift $7,000.00 Band (10 piece) $2,200.00 Banner(2) $358.00 Models $600.00   $15,515.00   $24,040.00 Description Dollar Amount   Insurance   Event Insurance $500.00   $500.00
  16. 18. BOTTOM LINE Total Revenue $185,000. Total Expenses $130,711. Total Profit $54,289.00
  17. 19. Timeline <ul><li>Nov 28 th Select and reserve facility & hotel rooms </li></ul><ul><li>Nov 29th Reserve rental equipments </li></ul><ul><li>Nov 29 th Plan visual-audio presentations </li></ul><ul><li>Nov 30 th Contact Office of Insurance & Risk Management about insurance coverage </li></ul><ul><li>Jan 14th Production of television commercial is done </li></ul><ul><li>Jan 21st Production of radio commercial is done </li></ul><ul><li>Jan 28th Letters to potential attendees are written and proof read </li></ul><ul><li>Feb 6 th Book entertainers </li></ul><ul><li>Feb 7 th Meet with florist </li></ul><ul><li>Feb 8 th Order props, novelties, foods, etc. </li></ul><ul><li>Feb 30th Radio promotion begins on all stations </li></ul><ul><li>Feb 30th – Graphic Designs made for event </li></ul><ul><li>March 1st – Posters & Flyers go to print </li></ul><ul><li>March 1st Television advertisement begins </li></ul><ul><li>March 8th - Print materials arrive </li></ul><ul><li>March 10th Mass Mailing is sent out (invites) </li></ul><ul><li>March 10 th Finalize décor & facility arrangements </li></ul><ul><li>March 11 th Double-check extra help needed (valets, greeters, etc.) </li></ul><ul><li>March 12 th Create program & menu cards </li></ul><ul><li>March 12 th Inspect facility & request repairs to hazards </li></ul><ul><li>March 13 th Recruit volunteers to staff registration, assist escorts & greeters </li></ul><ul><li>March 14 th RSVP deadline </li></ul><ul><li>March 15 th Mail out confirmation tickets, prepare registration packets </li></ul><ul><li>March 16 th Double-check publicity progress w/ Media Relations </li></ul><ul><li>March 16 th Finalize details w/ caterer, rental company, and all vendors </li></ul><ul><li>March 17 th Write speeches & intros </li></ul><ul><li>March 17 th Delivery on mementos </li></ul><ul><li>March 18 th Create production schedule </li></ul><ul><li>April 1 st Ascertain intentions of anyone who has not sent RSVP </li></ul><ul><li>April 1 st Print out guest list in alphabetical order </li></ul><ul><li>April 2 nd Brief greeters, escorts, and volunteers on duties </li></ul><ul><li>April 2 nd Gather all necessary materials/supplies </li></ul><ul><li>April 3 rd Call security & double-check all arrangements </li></ul><ul><li>April 3 rd Deliver prepared intros, citations, speeches to those who will read them </li></ul><ul><li>April 3 rd Make catering guarantees </li></ul>
  18. 20. $50,000
  19. 21. $25,000
  20. 22. SHELL
  21. 23. Marketing <ul><li>Direct Contact </li></ul><ul><li>Word of Mouth </li></ul><ul><li>Television </li></ul><ul><ul><li>Local TV Advertisement/Two Stations </li></ul></ul><ul><li>Radio </li></ul><ul><ul><li>Pop </li></ul></ul><ul><ul><li>Hip-hop </li></ul></ul><ul><ul><li>Classic/Oldies </li></ul></ul>
  22. 24. Clientele <ul><li>Personal phone calls </li></ul><ul><li>E-mails </li></ul><ul><li>Personally addressed letters </li></ul><ul><li>Agents </li></ul><ul><li>http://www.youtube.com/watch?v=5_HoOqDoQXw </li></ul>
  23. 25. Timeline <ul><li>Jan 14 th Production of television commercial is done </li></ul><ul><li>Jan 21 st Production of radio commercial is done </li></ul><ul><li>Jan 28 th Letters to potential attendees are written and proof read </li></ul><ul><li>Feb 30 th Radio promotion begins on all stations </li></ul><ul><li>Feb 30 th Graphic Designs made for event </li></ul><ul><li>March 1 st Posters & Flyers go to print </li></ul><ul><li>March 1 st Television advertisement begins </li></ul><ul><li>March 8 th Print materials arrive </li></ul><ul><li>March 10 th Mass Mailing is sent out </li></ul><ul><li>March 16 th Mass E-Mail is sent out </li></ul><ul><li>March 16 th March 18th local businesses are flyered/postered </li></ul>
  24. 26. Permits <ul><li>Food and Beverage </li></ul><ul><li>Music/Entertainment </li></ul><ul><li>Health Permit </li></ul><ul><li>Fire/health Safety </li></ul>
  25. 27. Hospitality Concepts Unlimited <ul><ul><li>Health Permit </li></ul></ul><ul><ul><li>Catering Permit </li></ul></ul><ul><ul><li>Liquor License </li></ul></ul>
  26. 28. Classic Mix <ul><li>- American Society of Composers Authors </li></ul><ul><li>- Broadcast Music Incorporated </li></ul>
  27. 29. The Orange County Convention Center <ul><ul><li>Must be approved by Orlando Fire Department </li></ul></ul><ul><ul><li>Obtain recent site check </li></ul></ul><ul><ul><li>Provide a copy of all documents </li></ul></ul>
  28. 30. Event Insurance <ul><li>General Liability </li></ul><ul><li>Protects a company and all </li></ul><ul><li>parties involved in the event. </li></ul><ul><li>- The planner’s </li></ul><ul><li>- Venue </li></ul><ul><li>- Caterers </li></ul><ul><li>For losses due to bodily injury </li></ul><ul><li>or property damage caused by </li></ul><ul><li>the insured's employees or </li></ul><ul><li>agents. </li></ul><ul><li>Cancellation </li></ul><ul><li>Protects for any unforeseen </li></ul><ul><li>situations such as: </li></ul><ul><li>- Inclement weather </li></ul><ul><li>- Venue is unusable </li></ul><ul><li>- Other </li></ul><ul><li>This covers many of the </li></ul><ul><li>costs and deposits already </li></ul><ul><li>paid. </li></ul>
  29. 31. Event Time- line April 10 th , 2010 <ul><li>7:00 P.M. Door opens </li></ul><ul><li>9:30 P.M. Auction begins </li></ul><ul><li>10:00 P.M. Bar Closed </li></ul><ul><li>10:30 P.M. Parting Gift </li></ul><ul><li>11:00 P.M. Event ends </li></ul><ul><li>12:00 A.M. Facility Cleared </li></ul><ul><li>12:01 A.M. Clean-up/ Tear down </li></ul>
  30. 32. Tentative Schedule of Staff <ul><li>5:00 A.M. Exec Board & Staff is on site for set up </li></ul><ul><li>6:00 A.M. Staff is signing in and proper equipment </li></ul><ul><li>10:00 A.M. Sponsors arrive for set-up </li></ul><ul><li>11:00 A.M. Kitchen Staff & all Staff Advisors in location </li></ul><ul><li>12:00 P.M. Check-in all health officials </li></ul><ul><li>1:00 P.M. Check in Police Department & Fire Marshall </li></ul><ul><li>2:00 P.M. Set- up of First Aide, Police Department, etc </li></ul><ul><li>3:00 P.M. Check Facility & Ground </li></ul><ul><li>4:00 P.M . Vehicles moved in </li></ul><ul><li>4:30 P.M. Band arrives </li></ul><ul><li>5:00 P.M. Sound and equipment checks </li></ul>
  31. 33. Risk Management <ul><li>Attendants/ Staff/ Security </li></ul><ul><li>Schedule Risk </li></ul><ul><li>Tentative schedule of Staff </li></ul><ul><li>Command Center </li></ul><ul><li>Location of Staff/Security </li></ul><ul><li>Emergency Procedures/Exits </li></ul><ul><li>Important Numbers </li></ul>
  32. 34. Attendants/ Staff/ Security <ul><li>All employers, staff and security will be required to wear an identifying badge </li></ul><ul><li>and required I.D. Badges are recognized by the following colors: </li></ul><ul><li>Number of Attendants: (1,000) </li></ul><ul><li>Number of Unarmed Security on Sight: 50 (Orange) </li></ul><ul><li>Number of Sponsors/Vendor: 30 (Blue) </li></ul><ul><li>Number of Staff Employees: 123 (White) </li></ul><ul><li>Bartenders………………………………………… 8 </li></ul><ul><li>Servers……………………………………………. 50 </li></ul><ul><li>Caterers/Food Preparation…………………….....25 </li></ul><ul><li>Staff Volunteers……………………………………40 </li></ul><ul><li>Number Head Company Event Staff: 6 (Yellow) </li></ul><ul><li>Number of Health and Safety Staff: 50 (Red) </li></ul><ul><li>Police……………………………………………....20 </li></ul><ul><li>Health Professional……………………………….20 </li></ul><ul><li>Fire Marshall………………………………………10 </li></ul>
  33. 35. Location of Staff/Security <ul><li>pink , blue, yellow , green = RVs </li></ul><ul><li>Black = tables </li></ul><ul><li>Red = security </li></ul><ul><li>orange = staff </li></ul><ul><li>Purple = bathrooms </li></ul>
  34. 36. Emergency Procedures/Exits <ul><li>Once there is a noticeable threat make it aware to the command center. </li></ul><ul><li>The command center will notify the proper officials. </li></ul><ul><li>On the command centers request, ring the safety alarm. </li></ul><ul><li>One guard is to control the crowd while the other maintains the clearance and safe exit strategy. </li></ul><ul><li>If the crowd becomes out of control use light force to maintain clearance and call for back up if necessary. </li></ul>
  35. 37. Command Center <ul><li>The command center will be a designated room away from the </li></ul><ul><li>event. On call we will be the following officials and paper work: </li></ul><ul><li>At least 1 person from the event executive board </li></ul><ul><li>At least 2 personnel ahead of the police crew </li></ul><ul><li>At least 1 personnel ahead of the fire department </li></ul><ul><li>An outlined map for fire safety exits. </li></ul><ul><li>Copy of this risk management plan. </li></ul><ul><li>An outline of the floor plan and set up </li></ul><ul><li>Master schedule </li></ul><ul><li>Important contact numbers </li></ul><ul><li>Permits/Licenses </li></ul>
  36. 38. Challenges… <ul><li>Getting the mobile homes into the OCCC </li></ul><ul><li>Lighting/ AC of mobile homes due to fire safety </li></ul><ul><li>Keeping unwanted spectators out </li></ul><ul><li>Maximizing space/ profit </li></ul><ul><li>Drink/ Food quality for celebrities & high class guests </li></ul><ul><li>Drinking and driving </li></ul><ul><li>Weather </li></ul><ul><li>Auction procedures/set up </li></ul>
  37. 39. Questions?

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