2. BACKGROUND OF EVENTBACKGROUND OF EVENT
The Alarms & Monitoring Company Ltd., hasThe Alarms & Monitoring Company Ltd., has
recently launched a new security system forrecently launched a new security system for
residential homes and had a sales target ofresidential homes and had a sales target of
acquiring 15,000 customers over a period of sixacquiring 15,000 customers over a period of six
months.months.
With hard work and diligence, the Sales andWith hard work and diligence, the Sales and
Marketing teams together with their superiors,Marketing teams together with their superiors,
successfully met this target and as a result, thesuccessfully met this target and as a result, the
Company is celebrating this achievement of aCompany is celebrating this achievement of a
milestone with a cocktail reception.milestone with a cocktail reception.
3. ELEMENTELEMENT
– Blended with a tropical burst, this event is notBlended with a tropical burst, this event is not
just a cocktail, but an “experience”, ajust a cocktail, but an “experience”, a
“Caribbean experience”.“Caribbean experience”.
– Enjoy the flavour of local fruits in every drink,Enjoy the flavour of local fruits in every drink,
while you savor the taste of mouth-wateringwhile you savor the taste of mouth-watering
hor’s doeuvres all wrapped in with Caribbeanhor’s doeuvres all wrapped in with Caribbean
spicesspices
– Relax, intermingle, socialize, while beingRelax, intermingle, socialize, while being
entertained to the sweet sounds of our veryentertained to the sweet sounds of our very
own, “the steelpan” beating to Caribbeanown, “the steelpan” beating to Caribbean
themed songs, just for your enjoyment.themed songs, just for your enjoyment.
4. GUESTSGUESTS
75 ….. Inclusive of:75 ….. Inclusive of:
The CEOThe CEO
The Vice PresidentsThe Vice Presidents
The Marketing & Product ManagersThe Marketing & Product Managers
The Marketing RepresentativesThe Marketing Representatives
The Customer Service RepresentativesThe Customer Service Representatives
Other StaffOther Staff
5. Function SheetFunction Sheet
8 Weeks Prior to Event8 Weeks Prior to Event
Visited The Marriott Hotel and met with the FoodVisited The Marriott Hotel and met with the Food
& Beverage Manager, the Administrative& Beverage Manager, the Administrative
Manager, the Bar Manager and Other RelatedManager, the Bar Manager and Other Related
Staff for a discussionStaff for a discussion
Did a Site VisitDid a Site Visit
Requested Quotation – to be faxed within 2 daysRequested Quotation – to be faxed within 2 days
6. Function SheetFunction Sheet
6 Weeks Prior to Event6 Weeks Prior to Event
Re-visited venue, did a site visit at time of eventRe-visited venue, did a site visit at time of event
Signed agreement and made a down paymentSigned agreement and made a down payment
Met with a guitarist and pannist to book servicesMet with a guitarist and pannist to book services
for eventfor event
Ordered invitations from printer with a 2 weekOrdered invitations from printer with a 2 week
deadlinedeadline
8. Function SheetFunction Sheet
4 Weeks Prior to Event4 Weeks Prior to Event
Collected invitations from printerCollected invitations from printer
Addressed all envelopes and sent out invitationsAddressed all envelopes and sent out invitations
RSVP date given as 3 weeks before eventRSVP date given as 3 weeks before event
3 Weeks Prior to Event3 Weeks Prior to Event
Collected all RSVP’s – (All attending)Collected all RSVP’s – (All attending)
Ordered Gift Baskets from Design CompanyOrdered Gift Baskets from Design Company
(Tokens)(Tokens)
9. The InvitationThe Invitation
Join us for cocktails and hor’s doeuvresJoin us for cocktails and hor’s doeuvres
As we celebrateAs we celebrate
The achievement ofThe achievement of
A milestoneA milestone
Date:Date:
Friday 18th July, 2008Friday 18th July, 2008
Place:Place:
The Marriott HotelThe Marriott Hotel
Port of SpainPort of Spain
Time:Time:
5:00 – 7:00 pm.5:00 – 7:00 pm.
Dress Code:Dress Code:
Elegantly CasualElegantly Casual
Valet Parking availableValet Parking available
From 4:45 pm.From 4:45 pm.
RSVP by 27/06/08RSVP by 27/06/08
Suzanne HoseinSuzanne Hosein
4325678/ 65366774325678/ 6536677
10. Function SheetFunction Sheet
1 Week Prior to Event1 Week Prior to Event
Re-visited venue and did a pre-con with all staffRe-visited venue and did a pre-con with all staff
involved in eventinvolved in event
Phoned pannist to re-confirm appointment andPhoned pannist to re-confirm appointment and
date and time of eventdate and time of event
Phoned guitarist/singer to re-confirmPhoned guitarist/singer to re-confirm
appointment and date and time of eventappointment and date and time of event
Visited Design Company to view tokens to beVisited Design Company to view tokens to be
placed in Gift Baskets. (Branded Items)placed in Gift Baskets. (Branded Items)
Booked 2 Security Officers from a PrivateBooked 2 Security Officers from a Private
Company to work at the eventCompany to work at the event
11. Function Sheet 18/07/08Function Sheet 18/07/08
11:00am11:00am
..
Event Planner collected Gift Baskets from Company andEvent Planner collected Gift Baskets from Company and
visited the venue, did a final run through with all Staff therevisited the venue, did a final run through with all Staff there
1:00pm.1:00pm. Hotel’s décor staff arranged scattered bar tables in terraceHotel’s décor staff arranged scattered bar tables in terrace
area. Mounted table with skirting for arrival area and placedarea. Mounted table with skirting for arrival area and placed
gift baskets. Door Prize chits in jar was placed.gift baskets. Door Prize chits in jar was placed.
3:00pm.3:00pm. Bar Staff began to set up bar area, arranging glasses,Bar Staff began to set up bar area, arranging glasses,
drinks and cocktail mixers. Drinks List placed in view ofdrinks and cocktail mixers. Drinks List placed in view of
guestsguests
3:15pm.3:15pm. Groundsman places sign at poolside and removed poolGroundsman places sign at poolside and removed pool
chairschairs
4:00 pm.4:00 pm. Security begins to block off parking spots with conesSecurity begins to block off parking spots with cones
and“reserved” signsand“reserved” signs
4:15 pm.4:15 pm. Food and Beverage manager took event planner to have aFood and Beverage manager took event planner to have a
look at a display of the items to be served on menulook at a display of the items to be served on menu
4:30 pm.4:30 pm. Pannist arrives and set up in his position of the terrace areaPannist arrives and set up in his position of the terrace area
12. Function Sheet 18/07/08Function Sheet 18/07/08
4:40pm..4:40pm.. 2 members of Hotel’s Staff position themselves in the arrival2 members of Hotel’s Staff position themselves in the arrival
area to welcome and distribute door prize chits to guests.area to welcome and distribute door prize chits to guests.
Guitarist and Photographer arrive and takes position in thisGuitarist and Photographer arrive and takes position in this
area.area.
4:45pm.4:45pm. Guest Arrival and fanfare beginsGuest Arrival and fanfare begins
5:00pm.5:00pm. Cocktails, drinks and food is being passed as guestsCocktails, drinks and food is being passed as guests
intermingle and socialize with each otherintermingle and socialize with each other
5:30pm.5:30pm. Pannist starts to play sweet melodious calypsoes on panPannist starts to play sweet melodious calypsoes on pan
6:30 pm.6:30 pm. Vice President does a vote of thanks and draws the DoorVice President does a vote of thanks and draws the Door
Prize. Photographer captures these momentsPrize. Photographer captures these moments
6:45 pm.6:45 pm. Cocktails and drinks continues to be served as guest areCocktails and drinks continues to be served as guest are
entertained by pannistentertained by pannist
7:00 pm.7:00 pm. Guests begin to leave and gift baskets are given out on theirGuests begin to leave and gift baskets are given out on their
departure. Bar Staff begins to clear, other staff clear areasdeparture. Bar Staff begins to clear, other staff clear areas
13. Contact SheetContact Sheet
CONTACT LISTINGCONTACT LISTING
THE MARRIOTT (Connecting All Depts)THE MARRIOTT (Connecting All Depts) 62546636254663
Administrative ManagerAdministrative Manager Ext 24 (M) 7652333Ext 24 (M) 7652333
Bar ManagerBar Manager Ext 26 (M) 4659863Ext 26 (M) 4659863
Stores ManagerStores Manager Ext 22 (M) 7745533Ext 22 (M) 7745533
SecuritySecurity Ext 25 (M) 7665533Ext 25 (M) 7665533
Food and Beverage ManagerFood and Beverage Manager
Ext 27 (M) 4662211Ext 27 (M) 4662211
Mr. Albert Chung (Photographer)Mr. Albert Chung (Photographer) 64422116442211
MobileMobile
43311554331155
Mr Warren Charles (Pannist)Mr Warren Charles (Pannist) 63345966334596
MobileMobile
71423657142365
Mr Charles Fernando (Guitarist)Mr Charles Fernando (Guitarist) 65342116534211
MobileMobile
76432157643215
Balloon Decors & Gift Basket ShopBalloon Decors & Gift Basket Shop 67542136754213
Ms HernandezMs Hernandez (Mobile)(Mobile) 34685233468523
Invitations and YouInvitations and You 64235796423579
The Alarms & Monitoring Co LtdThe Alarms & Monitoring Co Ltd 66532146653214
ManagerManager (Mr Thomas)(Mr Thomas) 76459867645986
14. GUEST ARRIVALGUEST ARRIVAL
Table for display of tokens and Door Prize ChitsTable for display of tokens and Door Prize Chits
15. MENUMENU
Celery/Carrot Sticks with ranch DipCelery/Carrot Sticks with ranch Dip
Vegetable KebabsVegetable Kebabs
Sauteed mushroom in pastry shellsSauteed mushroom in pastry shells
Cheese & Pitted Olives on CrackersCheese & Pitted Olives on Crackers
Stuffed Red PeppersStuffed Red Peppers
Cheese Filled RollsCheese Filled Rolls
Coconut Shrimp with tamarind dipCoconut Shrimp with tamarind dip
Salmon BouchettesSalmon Bouchettes
Crab Cakes with Key Lime SauceCrab Cakes with Key Lime Sauce
Tuna Filled RollsTuna Filled Rolls
16. MENU Cont’dMENU Cont’d
Jerked Chicken Tenders with Jerk DippingJerked Chicken Tenders with Jerk Dipping
SauceSauce
Caribbean Chicken SandwichesCaribbean Chicken Sandwiches
Turkey CroissantsTurkey Croissants
Saltfish Accra with Mango ChutneySaltfish Accra with Mango Chutney
Lemon SquaresLemon Squares
Coconut tartletsCoconut tartlets
Fruit Kebabs with Yoghurt DipFruit Kebabs with Yoghurt Dip
Mango Cheese-Cake Cup CakesMango Cheese-Cake Cup Cakes
19. DRINKS LISTDRINKS LIST
Margaritas: Lime Juice, passion fruit, strawberryMargaritas: Lime Juice, passion fruit, strawberry
and local dark rumand local dark rum
Daquiries: Your choice of passion fruit, mango,Daquiries: Your choice of passion fruit, mango,
melon, strawberry, pineapple or bananamelon, strawberry, pineapple or banana
Jungle Juice: Banana Liquor, orange andJungle Juice: Banana Liquor, orange and
pineapple juicepineapple juice
Mai Tai: Passion fruit, pineapple, orange andMai Tai: Passion fruit, pineapple, orange and
pineapple juicepineapple juice
Oyster Shooters: Oyster in glass smothered inOyster Shooters: Oyster in glass smothered in
cocktail saucecocktail sauce
20. Drinks List (cont’d)Drinks List (cont’d)
CocktailsCocktails
Rum PunchesRum Punches
Tropical Fruit PunchesTropical Fruit Punches
BeerBeer
RumRum
SodasSodas
Local Fruit Juices (Guava, Tamarind,Local Fruit Juices (Guava, Tamarind,
Pommerac, Carambola)Pommerac, Carambola)
23. COST SHEETCOST SHEET
DESCRIPTION LOT COST PP COST # OF PAX
PER PERSON No of Guests
The Marriott Hotel
MENU $7,500.00 $100.00 75
FULL BAR $15,000.00 $200.00 75
VENUE RENTAL (Inclusive of $3,000.00
Staff, Cleaning, clearing,
facilties)
VALET PARKING $750.00 $250.00 PER HR 3 HRS
DÉCOR (Table Skirting, Florals) $1,000.00
$27250.00
GUITARIST $700.00
PANNIST $500.00
GIFT BASKETS (Tokens) $7,500.00 $100.00 75
PHOTOGRAPHER $1,000.00
INVITATIONS & ENVELOPES $375.00 $5.00 75
(Includes Printing & Design)
EVENTS MADE EZEE CO LTD $5,000.00
TOTAL $42,325.00
BUDGET $45,000.00
