1. Rezik Corporation 100th Anniversary
June 3,4,5th
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Request for Proposal
Rezik Corporation 100th
Anniversary Managers’ Meeting and Gala 2016
Toronto 2016
Contact Information:
Samantha Harris, Jamie Tinker & Delsie Sookdeo: Event Managers
We Plan It~ Events Company
203 Imaginary Way, Suite 13
Toronto, On. L1A 4H4
Weplanit.com
(905)885-0721
theplanittrio@hotmail.com
2. Rezik Corporation 100th Anniversary
June 3,4,5th
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Table of Contents
I. Cover Letter ........................................................................................................................ 2
II. Executive Summary .......................................................................................................... 3
Brief Client Background
Guest lists
Date Selection
III. Theme .................................................................................................................................. 4
IV. National Manager’s Meeting .......................................................................................... 5
Dates
Venue and Set-up
Hotel Accomodations
Agenda
V. Anniversary Gala Dinner .................................................................................................. 8
Date
Venue and Set-up
Décor, Theme and Entertainment
Menu
Agenda
Fundraising Activity
Budget
3. Rezik Corporation 100th Anniversary
June 3,4,5th
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March 28th 2016
We Plan It ~Events
203 Imaginary Way, Suite 13
Toronto, On. L1A 4H4
(905)885-0721
theplanittrio@gmail.com
Dear, Lucie Arnout
Thank you for considering We Plan It to plan your National Managers Meeting and
Anniversary Gala Dinner. We are pleased to have the opportunity to bring our
knowledge to your event to make it the best that it can be.
Our company has over 10 years of experience to bring to your event. Our employees
are all well equipped to make your events the most extraordinary ones you have ever
seen. We have many local and environmentally conscious contacts that would be a
great fit for your company.
We have planned many successful events and we would like to help in making yours a
success as well. We have planned many gala dinners and meetings and each has been
as unique as the clients that we plan them for. We Plan It has many ideas as to how this
event can be executed. We will incorporate all aspects of technology that your company
deals with while also incorporating your philosophy of being an environmentally friendly
company.
Thank you for giving We Plan It ~Events the opportunity to create your Anniversary
Gala Dinner and planning the National Managers Meeting for your executives as well as
their spouses. We look forward to working with you to create the best meeting and Gala
Dinner your company has ever had.
Sincerely,
We Plan It ~Events
4. Rezik Corporation 100th Anniversary
June 3,4,5th
100TH ANNIVERSARY – APRIL 2003 3
Executive Summary
The Rezik Corporation was founded by Karl Rezik in 1886, in Geneva Switzerland, as
the “Workshops for Precision Engineering”. Karl Rezik then began business outside of
Europe, in Canada. Now, nearly 100 years later, the company has more 80 locations
around north America and is a major distributor in four sectors of the business world.
Event Dates
We believe the best dates to run the events are the 3rd, 4th, and 5th of June. The
National Managers Meeting will take place in the morning of Friday June 3rd. The
Anniversary Gala Dinner will take place on Saturday June 4th during the evening. These
are ideal dates for the events as they will be during the summer season, which gives a
higher likelihood of good weather. The weather is important as it can affect travel to the
event as well as the spouse’s activity on the Friday. We decided on the specific days of
the week for various reasons. We chose to have the meeting on the Friday morning as
we wanted it to be the day before the gala and we wanted to place the gala on Saturday
night to allow for the guests to have Sunday to rest before returning to work.
Guest List
The guests attending the National Managers Meeting are:
10 members of executive team from the Corporate Office
8 of the Regional Managers from out of town
6 Global Managers from overseas
The guests attending the Anniversary Gala Dinner are:
10 members of executive team from the Corporate Office and spouses (20)
8 of the Regional Managers from out of town and spouses (16)
6 Global Managers from overseas and spouses (12)
100 Corporate office employees and their spouses (200)
The Managing Director of the Karl Rezik Foundation and spouse (2)
Lieutenant Governor of Alberta and spouse (2)
5. Rezik Corporation 100th Anniversary
June 3,4,5th
100TH ANNIVERSARY – APRIL 2003 4
Theme
Option 1: Green Future
Slogan: “Welcome to the Green Future”
The Rezik Corporation is a company that values sustainability and innovation
while always looking towards the future; For this reason, we believe a theme of a
“Green Future” will be fitting for the Gala Dinner. We will be using a local caterer to cut
down on greenhouse gas emissions while also using local products to help with local
businesses. Even the hotels that we suggest go along with the “green” theme because
they are both sustainable and follow green practices.
The Rezik Corporation has been around since 1984 and is a leader in the
technological and automotive field, therefore the anniversary gala will use sustainable
technology with greenery and the décor will have a futuristic and sleek feeling to it. The
lighting will be energy efficient and transportation between the venue and the hotel will
be made using school buses or the TTC to cut down on emissions. The venue we
suggest for this theme is Evergreen Brickworks. Brickworks is an old factory that was
turned into a venue that is used for events, farmer’s markets and other community
events, such as public skating. It is surrounded by forests and nature and the room that
is best for the gala is partially outside, which will make it easier to use natural lighting
and cut down on energy usage. Rezik Corporation is a green company, and they are
always looking towards the future, and they are all about innovation, functionality and
design. They are interested in safety, economic use of resources and environmental
sustainability and the “Green Future” theme will be perfect to celebrate the core beliefs
of the company.
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June 3,4,5th
100TH ANNIVERSARY – APRIL 2003 5
Option 2: Technology Throughout the Decades
Slogan: “A walk through time with the Rezik Corporation”
Rezik Corporation is a diverse corporation that is one of the leading packaging
technology suppliers in the world. They are in several different sectors, including,
Automotive Technology, Industrial Technology, Consumer Goods and Security
Systems. The company has been operating since 1886 with a focus on quality
engineering and innovation and because of this, a focus on Rezik technology will be
really interesting. The décor will tie in with the different sections and how they have
progressed since the beginning of the company. Each row of tables will feature one of
the 4 sectors and each table will feature a different era of technology. The best venue
for this theme is the Ontario Science Centre. It is a unique and unforgettable venue and
it has a big connection to technology, especially throughout history.
National Managers’ Meeting
Friday, June 3rd from 9am-4pm
Hotel Accommodation:
We have two hotel suggestions. The Renaissance Hotel and The Fairmont Royal York
Hotel.
The Renaissance Hotel
Our first choice is The Renaissance Hotel located at 1 Blue Jays Way, Toronto, ON
M5V 1J4. We chose this hotel for several reasons. Firstly, it has on-site meeting rooms
at fair rates which we plan to use for The National Managers Meeting. We believe that
having the meeting in the hotel is best as it saves on travel time and cuts costs.
Additionally, there are affordable and quality rooms available during the dates for the
event. We also think the location is a very important factor as it is quite close to where
7. Rezik Corporation 100th Anniversary
June 3,4,5th
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we plan to take the guests who are not attending the meeting. There are also quality
food options within and surrounding the hotel that are ideal for the guests.
The Fairmont Royal York Hotel
Our second choice for hotel accommodations is The Fairmont Royal York Hotel, located
at 100 Front St W, Toronto, ON M5J 1E3. The rationale applied to The Renaissance is
similar to the rationale behind choosing this hotel. The Royal York also has several
meeting spaces within the hotel itself allowing for easy access for the guests. The prices
for both the rooms and meeting spaces are higher than the Renaissance, however, they
are of higher quality. This hotel is also on top of Union Subway station allowing for good
transportation for the guests. Like the Renaissance, The Royal York is near our activity
locations for the spouses and would therefore save money on transportation and also
save time.
Set-up:
The meeting will either be held at the Renaissance Hotel in the Aurora Room or the
Royal York Hotel in the York Room. The Aurora Room sits 28 people using conference
style and the York Room sits 24 people boardroom style.
Aurora Room York Room
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June 3,4,5th
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Agenda:
7am Breakfast for managers
and meeting attendees in
hotel dinning hall Leisure breakfast in hotel
dinning hall
8am
Travel time to get to
meeting
9am Meeting (Aurora room at
Renaissance or York room
at Royal York)
Bus to the CN Tower
10am
Tour of CN TowerSnack
11am
Meeting Activities
Lunch in the 360
restaurant in the tower12pm
Lunch
1pm
Ripley Aquarium tour
Meeting Activities2pm
Return to hotel
3pm Snack
Leisure time to be spent
shopping, exploring or
using hotel facilities
Meeting
4pm
Meeting ends
5pm
Leisure time before dinner
6pm
Ride to dinner
7pm
Dinner at Figo Italian restaurant
8pm
Return to hotel
9. Rezik Corporation 100th Anniversary
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100TH ANNIVERSARY – APRIL 2003 8
Anniversary Gala Dinner
Saturday, June 4th from 5pm-11pm.
Venue Selection:
Brickworks- Pavilions
• Unique venue
• Fits well with both themes
• Heritage buildings with interesting history
• Uses local and sustainable caterer
• LEED certified
• Uses Bullfrog power
• “Transformed from a collection of deteriorating heritage buildings into a global
showcase for green design and urban sustainability” -Evergreen Website
• “Evergreen supports sustainable food communities, which includes food
producers and artisans that produce products that support our local farmlands, naturally
raise farm animals, the non-use of genetically modified materials. Evergreen expects
food vendors to source products that are socially conscious, economically fair and
environmentally responsible.” -Evergreen Website
10. Rezik Corporation 100th Anniversary
June 3,4,5th
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Ontario Science Centre
• One of the most interesting Toronto landmarks
• Has something for everyone to be fascinated with
• The venue is its own entertainment
• Winner of the 2008 North York Chamber of Commerce Business Excellence
Award for Hospitality
Set-Up for Pavilions, Evergreen Brickworks
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June 3,4,5th
100TH ANNIVERSARY – APRIL 2003 10
On-site Protocol for Lieutenant Governor:
• Lieutenant Governor of Alberta, Lois Elizabeth Mitchell, and spouse will arrive at
the event along with a member of her staff of volunteer Aides-de-Camp(ADC).
• The ADC will be primary contact prior to event.
• When the Lieutenant Governor’s vehicle arrives, the president of Rezik, Frank
Hess, and his spouse, as well as the venue manager, will greet the Governor’s party.
• The venue manager will arrange VIP parking for the party as well as for doors to
be held.
• The Lieutenant Governor and guests will be last to enter and all guests must rise
during her arrival. They will be first to exit once the event is over and everyone must rise
again as well.
• The ADC will lead the Lieutenant Governor and her party into the venue and then
will be second through doors and hallways, and the Lieutenant Governor will always
stand and sit on the Host’s right side. Her spouse will follow directly after the ADC.
• The Vice Regal Salute will be played once the Lieutenant Governor is sitting at
her designated spot.
• Any acknowledgments that are made should be addressed to the chairperson
and then to the Lieutenant Governor. The Lieutenant Governor should be the first to
make a speech and any variations with this should be addressed with to the ADC.
• If the host wants to introduce the Lieutenant Governor to anyone, the etiquette is
to introduce the Lieutenant Governor as “Your Honour” and the meetings should be kept
short, with a firm handshake as a greeting.
• The Lieutenant Governor and spouse should be served first for dinner, and then
the host.
• If toasting to the Queen (The Loyal Toast), you may arrange with the ADC for the
Lieutenant Governor to do so. This toast should happen after dinner but before dessert
and should be the first toast of the evening. According to the Lieutenant Governor of
Alberta Protocol Page the proper etiquette for the Loyal Toast is as followed:
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“The host/MC asks the guests to rise so that they may join in a Toast to the Queen.
Once the guests have risen, the person proposing the toast raises his/her glass and
simply says: "Ladies and Gentlemen, The Queen." The guests respond to the toast by
repeating "The Queen." Guests do not "clink" glasses for this toast.” Official Website of
Lieutenant Governor of Alberta
• A toast for the Lieutenant Governor should not happen directly after the Loyal
Toast.
• Upon departure all guests must stand and form a path for the Lieutenant
Governor’s party and the host and his spouse will accompany the party to their vehicle
to say goodbye.
Décor/Theme:
Theme 1 Decor: Green Future
The décor for this theme will be a mix of technology and greenery and will feature a
sleek and sophisticated side mixed with the wild and unruly ways of nature. Lights will
hang from the ceiling using vines and will create a soft glow for the event. The colour
scheme for this theme will be grey and green. Centerpieces will be things like lightbulb
terrariums and little model cities with a mix of nature. Guests will take home their own
picture frames made of bark and recycled computer parts with their complimentary
photos from the event. Table numbers will be put on microchips and held up by twigs
and tree branches. Napkins will be wrapped with fake vines made of recycled plastic or
biodegradable material and will have a leaf with the company logo painted onto it. There
will be several lounge areas with grey couches with green throw pillows and tree stump
coffee tables within their space. We will be using biodegradable napkins and three
section garbage/recycle bins to make the most of the waste produced from the event.
We will also use Greenvelope, and online website that create e-invitations to save trees.
We will also only serve glasses of water to cut down on plastic water bottles that get
thrown out. Lighting will be eco-friendly and will be used on energy saving mode and
almost all other products will be either reusable or biodegradable to cut down on the
environmental footprint of the event.
Theme 2 Decor: Technology Throughout the Decades
For this theme the colour scheme will be a rustic red colour and a brown-gray colour.
For lighting we will use soft lights to give it a more romantic and old-fashioned feeling.
There will be Rezik technology, such as their different automotive technology, like
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100TH ANNIVERSARY – APRIL 2003 12
Chassis’, on display for guests to view and take pictures with. Each table will be labeled
as a different era and there will be 4 sections that the tables will be split up into. Each
section will focus on a different sector of the company (automotive, industrial,
consumer, and security). The Ontario Science Centre will be a great and unique venue
for this theme because it has a big focus on technology throughout the ages and is a
functional and efficient venue.
Green Future Décor Examples:
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Entertainment:
We would like to propose 3 entertainment suggestions
1. An Environmentally friendly band
To fit with our Eco friendly theme, we suggest a Band using all hand carved instruments
playing all acoustic music. This is both environmentally friendly and unique. The band
would play on stage and also allow guests to enjoy the fundraising activity at the same
time.
2. A local comedian
An easy and affordable entertainment suggestion is to bring in a local comedian. Using
a local comedian brings the event closer to home and also saves money in the events
budget. Depending on the comedian, they could have a bit relating to the company or
sustainability and the environment.
3. A trivia contest based around the Rezik Corporation
The third entertainment suggestion is to run a trivia contest based around the Rezik
Corporation. It would be run during the awards dinner, in-between the awards. Guests
would play as a table and compete for small prizes. All of the questions would relate to
the Rezik Corporation and its’ history.
Fundraising activity
We plan to fundraise money towards the building and enhancement of 4 local areas.
During the reception guests will have the opportunity to walk around 4 tables each
representing a different area that needs improving. Those 4 areas will be; a park, a
hospital, a school, and a housing area for low income families. Each area will have its
own table and each table will have a scale model of the area. Guests can donate at
each table and every time they do a volunteer will add to the model to represent what
the donation did to support the area. For example, if a guest donates to the park table, a
tree or a bench would be added to the model. This will encourage guests to donate as
much as they can and it is also a fun way of showing where their money is going. In
addition to the 4 areas, there will also be a local artist who will paint a painting during
the fundraising activity based on donations. At the end if the night the painting will be
auctioned off and the money will go towards the fundraiser. These are some of the
areas that the Rezik foundation funds on a regular basis.
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June 3,4,5th
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Awards Dinner Gala Agenda:
Time: Activity:
5:00 Arrival and check in. Reception Starts
5:15 Fundraising activity starts (during reception)
6:15 Seating starts
6:30 Guest rise for the Lieutenant Governors’ entrance
6:35 First course served
6:45 Awards show begins with introduction including Lieutenant Governors
acknowledgments
7:00 Award #1 is given out with a speech
7:00 Second course is served
7:10 Award #2 is given out with a speech
7:20 Award #3 is given out with a speech
7:30 Speech from Managing director
7:40 Loyal Toast
7:40 Dessert is served
7:45 Entertainment
8:45 Intermission
9:00 Intermission ends, guests return to seats
9:05 Award #4 is given out with a speech
9:15 Award #5 is given out with a speech
9:25 Award #6 is given out with a speech
9:35 Award #7 is given out with a speech
9:45 Closing speeches
9:55 Lieutenant Governor leaves, all guests rise
10:00 Awards show finishes fundraising section opens for final donations
10:20 Bar closes
10:40 Remaining guests are asked to leave
17. Rezik Corporation 100th Anniversary
June 3,4,5th
100TH ANNIVERSARY – APRIL 2003 16
Menu- Plated Dinner
Starter
Garden Salad
Romaine Lettuce, Cherry Tomatoes, Carrots, Cucumber, Corn, Mozzarella cheese
Main Course
Chicken Breast with Lime Sauce and a side of Rice
Chicken, Lime, Egg, Dill Weed, Chives, Bread Crumbs, Rice
Penne Pasta with Cannellini Beans and Escarole -Vegetarian
Penne Pasta, Cannellini beans, Escarole, Tomatoes, Garlic, Onion
Chicken Breast with Lime Sauce and a side of Quinoa -Gluten Free
Chicken, Lime, Egg, Dill Weed, Chives, Quinoa
Dessert
Vanilla Ice Cream with Strawberries -Gluten Free & Vegetarian
Cream, Milk, Sugar, Vanilla, Strawberry
Piña Colada Icebox Pie
Pecan Shortbread Cookie Crumbs, Coconut, Pineapple,
Cream Cheese, Eggs, Whip Cream, mint
Menu -Cocktail reception
Veggie Spring Rolls
Chicken Meatballs
Veggie Samosa
Stuffed Mushrooms
Mini Quiche
Drink menu
Non-Alcoholic drinks:
Water, Coca-Cola, Sprite, Ginger Ale, Carbonated water
Alcoholic drinks:
Red wine and White wine, Premium Beer, Premium Bar Package
18. Rezik Corporation 100th Anniversary
June 3,4,5th
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Rezik Gala Budget
Unit(s) Cost/Unit TotalEstimate Comments
Food & Beverage
Dinner Cost 252 $ 75.00 $18,900.00
Hors D'oeuvres Cost 252 $ 22.00 $5,544.00
Open Bar
Accommodations
252 $ 28.50 $7,182.00
Hotel 24 $ 199.00 $4,776.00 Price for 1-night stay
for 10 execs and
out of town guests
Venue Rental
Décor
1 $ 27,540.00 $27,540.00 AV Included
Vines 100 $ 8.50 $850.00
Centrepieces 34 $ 25.00 $850.00
Hanging lights 20 $ 40.00 $800.00
Directional Signs 15 $ 4.00 $60.00
Napkin Leaves 260 $ 10.00 $2,600.00
Tree Lights
Furniture
6 $ 89.50 $537.00
Chairs 258 $ 5.50 $1,419.00
Tables 31 $ 24.00 $744.00
Coffee tables 5 $ 89.00 $445.00 Tree stump coffee table
Couches 10 $ 65.00 $650.00
Love Seats 10 $ 62.75 $627.50
Cruisers 7 $ 14.00 $98.00
Table Cloths 32 $ 2.50 $80.00
Throw Pillows 20 $ 3.00 $60.00
Pipe and draping 1 $ 700.00 $700.00
Head table
Staff
1 $ 180.00 $180.00
Event Staff 3 $ 3,750.00 $11,250.00 Based on hourly
rate for 5 hours
Catering Staff 110 $ 70.00 $7,700.00 Based on 6 hours
of work
Bartenders 2 $ 200.00 $400.00 6-hour shift
Artist 1 $ 150.00 $150.00
Photographer 1 $ 350.00 $350.00
