1. Analyse the event context to determine appropriate catering solutions.
2. Construct effective financial controls relevant to catering within the event industry.
3. Evaluate supply chain alternatives with a focus on sustainability and innovation.
4. Identify the characteristics of balanced menu design.
Introduction and Purpose
The primary aim of organizing the event and award function is to recognise the hard work that has been put by the employees of the company throughout the last year to help company reach the new heights. This will also help in motivating the employees and help them to contribute even better in the days to come. Furthermore, the company has successfully completed 25 years of business and therefore it calls a gala night and event ceremony (Bromwich & Scapens, 2016).
Various arrangements have been done by the company to make the event a successful one. Some of them are enlisted below:
- The family of all the 250 employees has been invited which includes their spouse and children, if any, which would make it altogether of 500 people on the list of invitees.
- Variety of food and beverages has been arranged along with the snacks in the evening.
- Along with the above arrangements, games and quizzes have also been arranged to keep the environment exciting.
- There will be dance and singing performances as well as several cultural programmes from employees(Calvasina & Calvasina, 2017).
Place and Time
The venue which has been decided for the event is Orbit Dining Hall near Sunshine Colony which has the capacity of 600 seating’s. The event would start at 7 pm in the evening and would last till 12 pm. The itinerary for the event has been shown below:
7 pm to 7.15 pm: Address by the Chairman and Director of the company
7.15 pm to 8.00 pm: Award ceremony
8 pm to 8.30 pm: Hi-tea and snacks
8.30 pm to 9.30 pm: Cultural functions, dance and singing function
9.30 pm to 11 pm: Dinner
11 pm to 11.45 pm: Get together between the families and employees and games and quizzes.
11.45 pm to 12 pm: Thanks-giving
Menu for the function
The menu for the function has been shown below:
- My Fettuccine Carbonara
- Classic Meatloaf
- Crumbed Parmesan Chicken Breasts
- Crumbed Pork Fillet
- Greek Chickpea Salad
- Easy Artichoke Chicken
- Deserts in the form of ice creams and sweets
- Easy Chicken Soup for starters
- Other cultural dishes
The above menu has been decided based on the dishes famous in the region and so as to include all the cultural requirements. It has also been taken care that the menu do include all of them like those of starters, main course and the deserts (Choy, 2018). Furthermore, there will also be snacks and hi-tea during the break.
Work Break down structure of the event
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Team A: Planning & Supervision
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Budgeting, Planning & Coordination
Team B: Food & Beverages
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Menu of the food and Shopping of same
Team C: Participants
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Guest Lists, Invitation & Special Arrangements
Team D: Volunteers
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Servers, Clean-ups, Shoppers
Team E: Speakers
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Invitation, Anchoring and Thanks-giving
For the successful execution of the event, the WBS has been created by the company and responsibilities have been created based on the abilities of the people in the team. Altogether, there have been 5 teams which has been created and Team A has been given the responsibility of planning and coordination for the award function, they will also be responsible for framing out the budget on the overall event including the catering and cultural function and the renting of the venue. Team B would be entrusted with the responsibility of arranging of the food stuff and other materials and finalising the menu which has already been shown above (Werner, 2017). Team C would prepare the guest list including all the chief guests, the employees and their family etc. and would also be sending the invitation to them. Team D would have all the volunteers and the planning of the event as to how the stage and mikes etc. would be arranged and they would also be in charge of the time schedule. Team E would include people who would be anchoring the award function and would be responsible for arranging the speakers and thanks-giving gifts. The arrangements for the event would be started 14 days before the date of the event so that the necessary arrangement are made on time and no hiccups are there on final date (Vieira, O’Dwyer, & Schneider, 2017).
Set up of the event
Considering 25 years of completion of the business, it has been planned that there would be a number of cultural events for which the change room will be required and so the same will be just behind the stage. There would also be a big ballroom which would have the capacity of 500 people at once so that the event and the dinner can go all at once. There would also be 2 crew rooms, one for the volunteers and other for the catering staff (Heminway, 2017). Since it will be a huge ground therefore audit visual arrangements have also been done such that there would be 2 display screens, one on the left side of the audience and the other on the right hand side.
Booking Process and Booking for event
The purchase order has been created for the event, one of which is on the venue owner for renting for a day and another is on the caterer (Jefferson, 2017). The 3rd purchase order has been created on the vendor who will be responsible for the decoration at the venue. The booking has been done post the shortlisting of the vendors based on amount charged and the quality of services. The advance of 30% has been done based on the contract terms and conditions entered into with the vendor. The rest 70% would be paid within the credit period of 30 days from invoicing.
Safety and other arrangements
There would be a number of personal vehicles of the guests coming in and so a parking lot arrangement has also been done so that there is no space deficiency. For the safety of the visitors, the security arrangements have been done in the form of CC TV cameras which will be installed all through the arrangement and the same can be tracked in the security room. Furthermore, in order to have safety from fire, 6 fire extinguishers have been placed at different corners of the venue and also an emergency first aid kit would be available in the cloak room. The drinking water facilities would also be available at the venue and security guards to be available to guide the guests along with the volunteers (Goldmann, 2016).
Innovative and sustainable event
The company getting the event organized as well as the one which is catering are well known in the city to have sustainable and environmental friendly practices and therefore the event or award function will also be in the same lines (Alexander, 2016). It has been decided that the food and the beverages would be served in the eco- friendly paper plates instead of the plastic ones and also the speakers would be played within the requisite decibels to control the noise pollution. Invertor facility has been arranged instead of the generators so as to avoid air pollution and thus all the arrangements have been made considering sustainable aspect. The lights.
Financial control of the event
To have a control on the actual spend and to be within the allocated budget, one of the person has been dedicatedly made the treasurer for the event who will be having the complete control over the inflows and the outflows. The main outflows would be in the form of renting of the venue which would cost around $550 for a day (Linden & Freeman, 2017). The next major outflow would be for the caterers which has been decided on plates basis and would be charged at $20 per plate irrespective of the menu which is chosen (the overall restriction is 15 food items and the minimum head count for which the charges would be recovered would be 400). The high-tea arrangement would be included in the dinner charges and no extra payment would be done for the same. The decorations would cost a total of $ 450 for the entire arrangement including speakers. The budget for the awards is kept at another $ 600. And the contingency has been built for $450. The inflow would be in the form of advertisement banners and hoardings which is expected to be around $ 1500 - $ 1700 (Lavassani & Movahedi, 2017).
All the discussion and analysis have been done and plans and procedures to execute the award function has been chalked out considering the overall capacity of 500 members. Segregation of duties has been done well and due care has been taken such that the function is an innovative and sustainable one. Furthermore, the booking process has also been laid down and the financial inflows and outflows have been defined.
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