- The document summarizes plans for a black-tie awards event to be held in October 2021 in Southampton, England for 200-250 hospitality industry professionals. - The main event will take place at the Mayflower Suite of the Leonardo Royal Hotel Southampton and will include a three-course meal, speeches, and an awards ceremony. An afterparty will follow at the nearby Oceana nightclub. - Logistics include transportation between venues, staffing, decorations, entertainment, food and drink menus, and a budget of £60,000 subsidized by sponsorships from Moet & Chandon, the hotel, and the British Hospitality Association.

1. Hospitality
Business
Awards
TM5026: Principles Of Event Theming & Design
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S U B M I S S I O N D A T E : 1 2 T H O F A P R I L 2 0 2 1 , 9 A M .
T U T O R : L I S A W Y L D

2. objectives
Throughout this presentation we will:
• Pitch our creative design solution for our chosen
brief
• Explain each chosen aspect and why it fits
• Explaining our resources
• Explain the strategic importance of this event

3. Black Tie
Business
Awards
• Organize a black-tie awards event for 200-250 people in October this year.
• The event is for all hospitality-based companies based in south of England.
• Chosen venue is in Southampton, Hampshire, at Leonardo Royal Hotel
Southampton in Mayflower Suite
• After party will be hosted at Oceana nightclub in Southampton. The distance
between the 2 venues is 3 minutes' drive or a 9-minute walk.
• The Mayflower Suite has a capacity up to 500 people, and Oceana club has
a capacity up to 2500 people.
• The event will be held on Thursday, 7th of October 2021. The event starts
at 18:00 and will finish at 03:00 on Friday, the 3rd of October 2021.
• The ticket price will be £300. The guests will receive the invitation to the
event, and if they scan the QR Code provided on the back of the invitation,
they will be able to pay and secure their place for the awards night. At the
same time, they will also be able to pick their food preference for the night.

4. Theories
• EMBOK : under EMBOK's perspective this event would be under the main
category of a business and a life-cycle event. With the subsidiary add-on of
marketing event for our chosen venue.
• This event will embody our interpretation of the brief I.e. following the standard
colour scheme for a black-tie event with our own twist (Black and gold with small
hints of burnt orange and navy blue)
• Would be considered a major event on a smaller scale due to it having a max
capacity of 500 people but can work towards becoming a legacy event.

5. Main Venue - Leonardo Royal Hotel
Southampton Grand Harbour
• One of Southampton's classic & Lucious landmarks
• A short distance from major transport hubs like Southampton's central
station and Southampton airport
• Centralized position allows customers to visit the sights of the city like
marvel zoo, Southampton FC, west quay shopping Centre, O2 guild
hall Southampton

6. Layout of the Mayflower Suite

7. After Party Venue – Oceana
Southampton
• One of Southampton's high-end bars.
• The venue can hold up to 2,000 people at a time.
• It offers event services like Awards Ceremonies, Bar / Bat Mitzvahs,
Birthday Partys, Christmas Partys, Corporate Fun Days, Conferences,
Corporate Events, Drinks Receptions and many more
•Has mandifferent authentic base settings to go with the different themed
events the club hosts

8. Timeline of the event
• 6th of October 2021 – preparations start for the main event, venue set up, light and sound test.
• 7th of October – before 6pm guests arrive and check in to the hotel
- 6pm: guests arrive for the reception
- 6.30pm: everyone gets seated in the main event hall
- 7pm: awards ceremony starts
- 8pm: start serving starters to the guests
- 8.30pm: start serving main course to the guests
- 9.15pm: start serving desert to the guests
- 9.45pm: awards ceremony finalised with the announcement big winner
- 10 pm: the 3 raffle winners are announced and the event finishes
- 10.30pm: guests ready to be transported to the club
• 8th of October – 2.30am guests ready to return to the hotel
- the set-up of the event is taken down.

9. Logistics
• Guests will start arriving for the main event at 18:00 hrs. This will run for 4 hours
up until 22:00 hrs.
• The After Party will commence at 22:30 – 03:00 hrs.
• Set up will commence from the day prior to the event, and an extra day will be
booked following the event to clean up.
• Health & Safety requirements.
• Risk assessment of both venues to be actioned prior to event.
• Both the Hotel & Club venues have all the required licensing.

10. Food and Drinks
• A three-course meal will be served during the main event.
• Foods served will be catered by the chefs at Leonardo Royal Hotel Southampton Grand Harbour.
• Hors d’oeuvres will be available during the champagne reception.
• Dessert
Strawberry Brownie Parfaits
Chocolate Mousse
Tiramisu
• The Main Course will include
Seafood, Meat and
Vegetarian options:
Seafood paella with scallops and prawns
Chicken Thigh with Creamy Mushroom
Sauce
Spinach and Feta Pie
Pan-seared Salmon
Steak glazed with Whiskey and grilled
potatoes
Vegan with Thai Green Curry
• Starter
Sushi Rolls
Stuffed mushrooms
Cheese, basil, tomato, olives on crackers
Thai Shrimps
Bruschetta
Canapé

11. Menu
Chicken Thigh with Creamy
Mushroom Sauce
Main Course
Seafood Paella with Scallops &
Prawns
Spinach and Feta Pie
Pan-seared Salmon
Steak glazed with Whiskey and
Potatoes
Vegan Green Thai Curry
*Please include any dietary requirements and allergies in your RSVP.
Menu

12. Event moodboard

13. Additional decorations & entertainment
• Silver service
• Jazz band
• Gift bags to be given upon departure
• Raffle ( one number included with ticket purchase, additional payment for any
extra tickets)
• There will be raffle tickets available at the event for purchase
• Photographer ( photo, keyrings, mugs)

14. Staffing Requirements
• Hotel is to provide most of the staffing.
• 40- 50 waiter/waitress
• 2 porters (back of house)
• 6 bar staff
• Staff to wear black shirt with a black tie and smart black shoes (no trainers).
• Males to be clean shaven, with tidy hair, no jewelry.
• Females to have their hair in a neat low bun, no heavy or dramatic makeup, no jewelry .

15. Finances - budget
• The budget is £60,000.
• Due to acquiring sponsorship from the Leonardo Hotel, a huge discount is provided.
• Mayflower Suite hiring price: £6,000 - for three nights
• Oceana club hiring price: £2,000 – for one night.
• Staffing: day one & day three - £2,800; day of the event - £3,920. Total: £6,800.
• Jazz band : £2,500 - for 4hours, between 5-9 people.
• Invitations, envelopes and printing: £464 - 250 pcs
• Goodie bags: £20/per bag x250 - £5,000.
• Venue arrangements: £8,300 – includes 10 awards, table arrangements, chairs, flower decorations, black carpet, red
carpet and photo board, reception tables arrangements, stage hiring and arragement.
• Bus hire: £700 - provides transport from the venue to the club and back to the hotel.
• Tickets to be sold at £ 130 - includes access to Black Tie Event, After-party, and 1 raffle ticket. All drinks and food
included.

16. Sponsorships
• Moët & Chandon
• Leonardo Royal Hotel Southhampton Grand Harbour
• British Hospitality Association

17. Thank you for listening!
A N Y Q U E S T I O N S ?