HOSPITALITY & EVENT PLANNING PROJECT

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1 HOSPITALITY & EVENT PLANNING PROJECT 1

2 Project Description You will plan an event of your choice from start to finish as if you were the event planner. You will create a visual of your event by creating a display showing the look and feel of your event. You will also create a booklet/portfolio that contains all information on this event; budget, venue, contracts, vendors, floor plan, To-do list, menu, and the time schedule. You will make and invitation, an item from your menu and sample decoration for your event. You will present your project to the class. Project timeline It is impossible to complete this project in one weeks time. You have the rest of the semester to complete with your group. You should form a plan and break it into pieces to complete. We will spend at least one class day every other week on your projects. Due Date: Project Parts o Event Description o To Do List o Venue 2

3 o Invitation o Menu o Table setting o Seating Arrangements o Decorations o Floor Plan o Materials & Supplies List o Entertainment o Budget Event Description Write an essay that will give a visual feel of your event. Include the purpose for the event, is it a celebration or just a party. The purpose and theme should tie together. (Ex. Abby s birthday party with the theme of Disney) Explain the theme of your event which reinforces the idea throughout the activities, food, decorations, entertainment, etc. Describe the atmosphere of the party; formal, semi-formal, or casual for just a few ideas. Entertainment or activities can vary depending on type of the event. Make sure to state the number of people invited, type and age range. This should be at least one page in length. 3

4 To Do List The to do list is a list of all the things that need to be done before and leading up to the event and when your guest arrive. The list should include all things that need to be done for a successful event. Be sure your lists are organized and in chronological order. You may be starting to plan one year in advance. The list should be typed and formatted in such a way that it is easy to read. A check list works very well. The list should be well organized with other event details, such as your budget. For example, you may have ordered the cake and flowers, but will not be picking them up until another day. Your list should allow for enough time to complete tasks. Plan your tasks so that you are able to stick to your timeline. Always include extra time for the unexpected. Example: Three weeks before o Decide theme, menu, recipes o Make & send out invitations o Purchase supplies Two Days Before o Purchase groceries o Prepare favors o Decide on table cover o Day before o Make cake o Clean house o Prep Food o Pick up decoration o Organize decorations o Take out platters needed 4

5 Venue A venue is the location or place where your event is to be held. For informal events this is usually your home, or club, however for formal events such as weddings the venue would be at a hotel or banquet hall. Renting a facility to hold our event requires a contract. The contract will specify things such as when the deposit is due, when you can go and set up, what you can and can t do at the event ( ex. Bring your own dessert). If you are renting a venue you must include a contract in your booklet/portfolio. The contract may be filled out as a sample. Most contracts can be found on line. Invitation There are many ways of inviting people to events but for the purpose of this class you will be required to send an invitation to your teacher, [email protected]. You can choose to make and send your invitation through or making an original design hand made. You must include the number of invitations that will be sent out for your particular party. 5

6 Menu Your menu must be written in proper format on one page. You will be required to research online several different types of menus. For a full meal your menu should contain at a minimum of three appetizers, two entrees, and three side dishes to choose from. Please also include pictures of each dish either with the recipes or on a separate sheet but not on your menu. If your food is catered you will need to find a local caterer to get prices from and fill out an order form and include it in your portfolio. For the recipe that you are making, you will need to include the recipe, a photo, and a grocery list in your portfolio. All food costs must be added as line items to your budget. BANQUET DINNER Appetizer Entrée Accompaniments Dessert 6

7 Table Setting You are to create a computer generated picture of how your tables and buffet tables will be set up. The placement of the items must be set correctly. Napkin is placed to the left of the plate or on top or in front of the plate. The plate should be centered in front of a chair approximately 1 inch from the edge of the table. Forks are on the left in order by course; knives and spoon are on the right in order by course. The glass is placed above the knife in the upper right hand corner. Your computer generated drawing should be in color with a title at the top of the page. Each item should be labeled at least once or provide a key to follow. You may ask someone in the interior design class for help. 7

8 Seating Arrangement If you would like to designate where your guests should sit at the event you should provide a floor plan or chart that is labeled with your guests names and table numbers. The reason for seating charts is to make guests feel comfortable especially if several different groups of people will be attending that are not yet acquainted. Decorations It is without a doubt the decorations that can make an event special. To give us an idea of what your event will look like fully decorated you need to create a visual of at least a room or table setting. You should include decorations in your display. Your display can be done as a table top display board that extends onto the table. You are required to provide examples of at least two decorations. Decorations can be homemade or store bought. Entertainment You are to include in your portfolio the type of entertainment you are having and the cost and possibly a contract. Every 8

9 event has some form of entertainment, such as speakers, DJ or games. Program The program will also be included in your portfolio and is the list of events or activities that are going to take place starting when the guests arrive. You have completed your to do list that contains all the things you are going to do before your guest arrive and the program is the list of things to do when they arrive. Your program should be realistic for each activity and have sufficient transition time between events. Example: 4:00-4:30 Guests arrive and appetizers are served 4:30-5:30 Dinner 5:30-9:00 Entertainment Budget This is everything that you will spend money on for your event. Typically you would come up with a budget for your event and plan an amount is designated categories. For example; an estimated budget may include $ for a reception, $ for food, $ for the cake, $ for decorations, etc. A budget will help you focus on how 9

10 much you can spend on something and how much in each of your categories. For this project you are going to research the cost of your particular event. I am not putting a limit on the amount that you are allowed to spend, but you are welcome to allow yourself an amount to spend. All expenses are to be put on an Excel spreadsheet as in the example given. You will need to select categories for each line item, such as food, decorations, entertainment, etc. All costs must be shown on the spread sheet. This is where you will include a list of materials and supplies needed. This can be on a separate spreadsheet or just a list in categories. EVENT BUDGET Category Description Quantity Cost Unit Price Decoration Candle 10 $2.00 each $20.00 Food Popcorn 1 $5.00 bag 4.00 Venue Banquet 1 $ Room $ room Total $ Portfolio This will include all the information of your event. You may have a separate section for each part of the project. Your portfolio will be part of your table display. 10

11 Event Planning Project Rubric Event Description Description of the event, its purpose, theme, type of entertainment, and number of guest invited (20 points) Event Details & Schedule Chronological To Do List for days and hours leading up the event (5 pts.) Program: flow of event activities that you would give or tell guest (5 pts.) Materials & supplies List (5 pts.) Budget: include cost of venue, caterer expenses, decorations, food, entertainment (25 pts.) Decorations Room display, Pictures, Drawings (5 pts.) Sample Decoration (s) (5 pts.) Vendors Miscellaneous (check appropriate) (5 pts.) Rentals ex. Table linens, chairs, tent, silverware, bounce house No Rentals Entertainment (5 pts.) Included detailed description of entertainment in Event description Invitation (check appropriate box) Computer generated/sent invitation (ex. Evite.com) Print your online invitation (5pts.) Handmade invitation Provide one sample invitation & envelope (5 pts.) 11

12 Table setting Seating Chart (check one) Seating Chart Computer generated seating chart (5 pts.) No seating chart (5 pts.) Nothing required Venue (check one) (20 points total) Private home or backyard Floor plan (20 pts.) Public location like a hotel,park, or club Filled out venue contract (5 pts.) Floor plan (15pts.) Menu (30 points total) Menu written in proper format creatively displayed (15 pts.) o 3 appetizers o 3 beverages o 2 entrees o 3 sides o 2 desserts Who is making the food? (check one) Food is catered by venue or outside caterer (15 pts.) Filled out caterer s contract (5 pts.) Pictures of menu items (5 pts.) Caterer s cost added to your budget (5 pts.) Food is homemade and or purchased from the grocery store Grocery list (5 pts.) Recipes with pictures (5 pts.) Cost added to your budget (5pts.) Total Score out of 250 points 12

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