Evnt 6000 project apendergraph& csantosreyes
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Evnt 6000 project apendergraph& csantosreyes
- 1. Group 4 Project “A Baby Shower Fit for a Queen” Ashley Pendergraph & Cindy Santos-Reyes EVNT 6000 Professor VanPatten
- 2. Bella Queen’s Baby Shower “Fit for a Queen” • Mission Statement of the event company Ta Da Event Planning. • Event Philosophy of Ta Da Event Planning Company for Queen’s Baby Shower. • Who:Bella Queen is a 25 year old Marketing executive for Weddings and Such wedding planning company. • What: The event is a baby shower brunch for the Queen’s first child. • Where: The baby shower will take place at the backyard barbeque apart of the Hibiscus bed and breakfast in West Palm Beach Florida. • When: The event will take place on Sunday August 24, 2014 at 11:00am. • Why: This event is taking place during the last trimester of the Queen’s first baby. This is the perfect venue space and time to accommodate their 30 family and friends that will be in town that weekend to celebrate the pregnancy
- 3. Demographics and Target Attendees • 22-29 year old close friends and colleagues, along with Bella’s mom, aunts and grandmothers. • All female, except Bella Queen’s father and husband • Wealthy, young socialites • Love shopping • Love being feminine & girly • Money is not an issue • The attendees love nature and floral designs. • Bella’s family is very close knit. • Her parents and extremely excited to welcome their first grandchild. • Bella wanted an intimate setting and group to celebrate her pregnancy.
- 4. Event Details • Ta Da Event Management Company is planning an event for Bella Queen. • 30 total attendees of Family and Friends. • Located at the Backyard Barbeque- Hibiscus Bed & Breakfast , Palm Beach Florida.
- 7. Sustainability • Environmentally friendly event location. • Waste Management • Guidelines for Sustainability. Providing handicap access for some of the older guests. Renting all the china, linens so it will be able to be reused instead of thrown away. Event will be apart of the already held bunch on Sunday so there will be no excess or special menu items that need to be prepared that could be potentially wasted due to the event. This particular venue is energy efficient with its operations including electric, light bulbs, recycling and composting practices.
- 8. Production Schedule • February-March 2014: – Organize the guest list – Search for a venue location • March-April 2014 – Chose August17, 2014 – Choose Hibiscus Bed & Breakfast in West Palm Beach, FL – Finalized group rate of $159- • April 2014 – Décor is planned, will be pink and light grey w/ chevron design – Design venue lay out – Order rental chairs, linen and silverware – Order cake – Send out RSVP’s w. due date – Order party favors • May – June 2014: •Plan baby shower games •Select music that will be played at event •Purchase raffle prizes for guests •June – July 2014: •Pick up party favors • Finalize guest count • Finalize venue layout & seating chart • Finalize brunch menu • July – August 20, 2014: • Purchase extra décor • Purchase bathroom toiletry baskets • Confirm w. all vendors •Travel to W. Palm Beach
- 9. Day of Event - Schedule • 7:00 AM : Wake up; have a light breakfast • 7:30 AM: Head to the event space and begin setting up minor décor • 8:00 AM: Chair, tables, tableware rental arrive • 8:10-9:30: Set up all tables with linen, silverware, glass ware, • 9:00 AM: Venue staff set up speakers, microphone and iPod • 9:30 AM: Set up candy bar station & have the staff set up the brunch chaffing dishes and buffet table, also set up the gift table • 9:30 AM: Florist arrives with centerpieces, place them on each table and a few other flower accents on the buffet and candy bar, set up beverage station • 9:30 AM: Head to hotel room to shower and get ready • 9:45 AM: Cake arrival, place on cake table and accent with the fresh flowers from the florist & surround with the party favors. • 10:00 AM: Place votives on tables, do a final room check to make sure everything is in order • 10:30 AM: Place baby shower signs and balloons outside the front of the venue • 10:45 AM: Earliest guest start arriving 11:00AM: Guest continue arriving 11:15 AM: Formal welcoming to the shower 11:00 11:30 AM: Guests mingle, cocktail hour with mimosas and spritzers 11:30 AM: The brunch buffet is open 12:00 PM: Bella Queen makes her rounds for photos and to say hello to all the guests that came, baby shower games are lead by Bella Queen’s mother 12:30 PM: Brunch buffet is still open for those who would like seconds, open until 1 PM. 12: 45PM: Cake cutting 1:00PM- 1:20PM Cake is served & eaten 1:20 – 1:50PM: More baby shower games 1:50– 2:00PM: Closing, thank you announcements, passing of the party favors 2:00- 2:15 PM: Guests retreat 2:30- 3:30 PM: Venue staff clean up
- 10. Virtual Event & Promotion @HereComesThePrincess
- 11. References • "Palm Beach Hibiscus." Palm Beach Hibiscus. N.p., n.d. Web. 13 June 2014. <http://palmbeachhibiscus.com>. • "Beauty and bounty in The Backyard." West Palm Beach News. N.p., n.d. Web. 13 June 2014. <http://www.palmbeachpost.com/news/entertainmen t/dining/beauty-and-bounty-in-the- backyard/nXDmS/>. • London 2012- sustainability public and corporate events. (n.d.). Action sustainability. Retrieved June 19, 2014, from http://www.actionsustainability.com/documents/down loads/london-2012-sustainability-events-guidelines.pdf
- 12. References continued… • Goldblatt, J. J. (2011). Special events: a new generation and the next frontier (6th ed.). Hoboken, N.J.: Wiley. • Baca, J. (2014, January 1). Jessie Baca Cocktail Napkin. . Retrieved July 3, 2014, from http://jessiebaca.com/wp- content/uploads/2014/06/LD-11.jpg • Popular Items for hashtag (search). (n.d.). . Retrieved July 3, 2014, from https://www.etsy.com/market/hashtag
Editor's Notes
- Mission Statement: The mission of tA dA Event Company is to provide exceptional event services to the clients in West Palm Beach, Florida. Our company strives in providing great customer service, an extensive venue and vendor list enabling the customer experience to be as seamless and comprehensive as possible. Event Philosophy: The philosophy of this event is to execute a beautiful and delicious brunch service celebrating the future birth of Bella Queen’s first baby. The event will take place in a beautiful tropical venue called the backyard barbeque, which is a part of the Hibiscus bed and breakfast. This location enables for out of town guests to be able to stay at the venue and go to the Sunday brunch event. The colors of the event will be pink and grey as the baby will be a girl.
- These attendees are similar in age and likes to the host.
- The invitation will include the following: Please join the Queen family as they celebrate the welcoming of their baby girl due September 1, 2014. Sunday brunch will be held at the Hibiscus Bed and Breakfast, Backyard Barbeque. Sunday, August 14, 2014 at 11:00am Overnight accommodations are available Please RSVP by July 14, 2014 to Bella Queen 555-111-5555
- The event décor will be very elegant, including pink & white hydrangeas, along with pink, grey and white linen. The table ware will also be rented And will included etched designs on the plates. The cake will also go along with the theme of the event and be raspberry crème filled with butter cream frosting.
- The event will also include a candy bar for guests. The candy will be displayed in vintage glass jars. The tables will be adorned with crystal diamonds for a very Elegant look. As party favors, Bella Queen decided on a gift boxed round candle with flower designs on it.
- Sustainability policy: The choice of this particular venue affects the sustainability policy very little because this venue is very environmentally friendly in its practices. The venue practices recycling, composting, and purchases produce and fruits locally. The chef at the Bed and Breakfast create seasonal menus to go along with the changing produce from month to month. Waste Management: This venue aids in waste management first by composting but also the event space uses rental companies to aid in not only satisfying the customer needs but also allowing the venue to continue to operate efficiently. Sustainability Guidelines: Clear, signage leading to the venue and event. Sufficient and secure parking facilities. Compliance with all health and safety regulations. Consultation and cooperation for the hauling of the event rentals for the event. Monitoring and management of noise from the venue area, which is outside. Contingency planning for any damage created by the event. When selecting the venue the company looks into the use of recycled materials, regulation of safety by doing a risk assessment of trips slips and falls especially in the path to the event. Remaining energy efficient with the amount of energy used and water usage especially in the area.
- The event planning process will begin six months prior to the event. From February to March, the event locations will be determined, along with a 30 person guest list. From March to April, a date will be finalized for the event, August 17, 2014. A group rate of $159- will be finalized with the venue. In the month of April, all the décor for the event will be planned out along with the venue layout. Along with this, rental chairs, tableware and linen will be ordered, as well as the cake. The invites will be sent out this month with a due date and party favors will be ordered. From May to June, the baby shower games will be organized, along with the purchasing of raffle baskets for the guests. Music for the event will also be chosen in this month. From June to July, party favors will be picked up and the guest list will be finalized. Once the guest list is finalized, the seating chart and brunch menu will also be finalized. In the last month leading up to the event, extra décor will be purchased, the bathroom toiletry baskets will be created, all the event vendors will be confirmed and the family will travel to West Palm Beach!
- The day of the event will be very busy for everyone! The event itself is 3 hours long. In the morning up to 10:45am, (event begins at 11) all the vendors will come and set up and the event space will be decorated by Ta Da events. Everything will be triple checked to make sure it is in order, prior to guests arrival. From 11-11:30am there will be guests mingling, along with a formal introduction to the event. At 11:30am, the buffet will be opened to guests. At 12pm, Bella Queen will walk around taking pictures with guests and baby shower games will be lead by Bella’s mom. At 12:45pm, a break will be taken and the cake will be cut and served. From 1:20-1:50, there will be more games played until a closing at 2:00pm by Bella Queen. After this, the favors will be handed out and guests will retreat. From 2:30 to 3:30pm, the venue staff will clean up the event.
- Although a baby shower is not an event that can be done virtually, there are various ways to incorporate technology! With the use of Instagram and Facebook, family and friends will be kept up to date with the event and what is going on. An Instagram page @HereComesThePrincess will be created so guests can follow and keep up with Bella Queen in the dates leading up to the baby shower. The hashtags #HereComesThePrincess and #BellaQueenShower will be used so guests can share their pictures, while at the event. A Facebook page will also be created to invite guests and to share pictures that people without an Instagram can also look at.