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Final term project ven you
- 1. Term Project EVNT6000 Event Leadership and Planning ONL 23404 By: Katherine Auerbach, Jessie Lutes, & Valerie Martin February 15, 2018
- 2. Event Philosophy VenYou Event Philosophy- We take your event to the next level. With our commitment to details and level of planning, our client, Atlanta Office Supplies quarterly business meeting will be superior. We have vigilant eyes on every detail and steps to make sure the event runs flawlessly.
- 3. Mission Statement VenYou Mission Statement- Our goal is to provide the highest quality services by understanding our clients needs and excelling in executing them. No event is too large or too small and we can work within any budgetary restrictions, because we excel at it all.
- 4. Budget
- 6. Virtual Event Would the AOS event flourish in a virtual format? Yes! Changes needed to make the event a virtual success: Agenda & Event materials Schedule and breaks Live streaming, Instagram, Snapchat, and other social media during event Record the live event for future use in training and promotion of future events Global connectivity
- 7. Marketing & Public Relations
- 8. Special Accommodations Event Considerations: Parking Building & Meeting Room Accessibility Guest Room & Common Areas Seating Accommodations Accessible Meeting Materials Hearing & Visually Impaired Aids [ASL Interpreters]
Editor's Notes
- For our Final Term Project, Group 4 would like to present VenYou (our Event Planning Company), which will be planning a corporate meeting for our client, Atlanta Office Supplies (AOS). The event is going to be held at the Atlanta Hilton Hotel in downtown Atlanta; conveniently located within driving distance of all 100 expected attendees.
- We will take the time to understand what our client is looking for in their event and give them exactly what they want to have a successful meeting. We will also guide our clients through their entire event, from sending out the itinerary, setting up registration tables, and ensuring the audio/visuals for the meeting are working properly.
- We take the clients ideas and plan, execute, and deliver to exceed our client’s wants and expectations. Our team pays careful attention to all the details to ignite the senses of all our clients. Our highly trained professional staff is here to make any event possible with the highest level quality of execution.
- The budget for our event is shown above and the profit/loss graph is above as well. The projected expenses are higher for our client (AOS) than our (VenYou) projected income. However, this is a quarterly meeting for the AOS staff that is free to attend for all the employees, rather than a for-profit event. The money spent having the meeting out of the office with awards, catered lunch, and a motivational speaker make the expenses a worthwhile training and enrichment day for the AOS executive and sales team. The VenYou fee is an expense to AOS, and income for VenYou based on a percentage (15%) of the cost of the event.
- The graphic shown above is the schedule for the day before the event and the day of the event. Our group (VenYou) worked tirelessly and planned for six months while working with the AOS executive team, the Atlanta Hilton Hotel, vendors, and our staff to make the event a reality. The first two months were meeting with AOS to figure out what they wanted their meeting to encompass and looking for venues while starting the connections with all the vendors. The next two months we implemented the ordering process and discussions with vendors on everything we needed for the event. The final two months leading up to the event were spent finalizing all the orders, layouts, packing everything up, and then the event.
- This event could flourish as a virtual event with some changes to allow for smooth flow and transitions. All materials including agenda, handouts, reports, and other print materials could be easily made available online. The schedule could be adjusted to eliminate breaks and create timed transitions. The event could also be recorded for later viewing and to provide a reference as a training tool. Live streaming with both video and sound could be set up for attendees at a distance. From a global perspective, this event could be viewed live, or viewed later depending upon the time zone. Closed captioning could be added as needed as well as translations for non-English speaking viewers.
- For marketing and public relations we will be putting out both a meeting flyer and an official invite. These two pieces created for AOS, will help us to follow the 5 P’s of marketing plan listed below. Product-The product for this event is the quarterly business meeting for the Atlanta Office Supplies company. Price-The price for this event for AOS is going to be around $13,942.60 for a day meeting with a motivational speaker, lunch, awards, decorations, and much more. Place-The place/location of this meeting is the Atlanta Hilton Hotel which is convenient to the employees of AOS. The hotel is in close proximity to the major highways and has ample parking for all attendees. Public Relations- VenYou is committed to having all attendees receive all the proper materials and supplies that they require to fully participate. We will be sending out publications to all employees well in advance for the AOS executive team so everyone is ready and prepared for the upcoming meeting. Positioning- VenYou has been working closely with the AOS executive team to make sure all their needs and wants are met for their upcoming quarterly meeting. We have put on many business meetings in the past, and know how to handle the details of coordinating and working with vendors and the client (AOS team).
- Venue selection took into consideration that some event attendees may require special accommodations. Since most the attendees are employees of AOS, those requiring special accommodations can be well-taken care of without any guess-work. However, we are prepared for any other special requests or needs that may arise. Parking, building, meeting room, public area access to the facility and guest rooms can accommodate those with any type of physical or special needs including wheelchair accessibility. The facility, including guest rooms were also in full compliance of current ADA guidelines. Seating within the meeting room provides adequate space and room between seating. All meeting materials have been made available in formats to be accessed by visually and hearing impaired attendees. Larger print materials, closed captioning, and headsets will also be available.