Scenario-Based Assignment for Outdoor Event Planning

Here’s what you need to know to start working on this assignment:

 

This is a scenario-based assignment: An outdoor event that you will plan based on a client’s specifications.

 

Over the next three days, you will receive all of the relevant documentation you need about what the client wants and the environmental factors.

 

Based on the details that you will receive, you will create the following:

a. A WBS Dictionary (using the template provided);
b. A schedule of activities and resources to complete the work (you will submit the schedule and resource assignments for the day of the event only);
c. A budget, including the calculation of the quote that you will give to the client (spreadsheet);
d. A letter to send to the client responding to his quote inquiry (1 page maximum, double-spaced); and
e. Key instructions in bullet-point format to communicate in advance to your staff working the event (4-6 short bullet points maximum).

During class time in week #11, you will have the opportunity to ask me (the buyer) any questions you have based on your research of the documentation I am providing
to you.

DUE: You will submit your documentation by email to the professor by midnight on the Friday of Week #11. All team members must be copied on the email. Group work: This is a group assignment (up to 5)

Scenario description

You are an Event Coordinator at The Seneca Way, which is an event management company. The Seneca Way’s business office & supplies warehouse are located at 8 The Seneca Way,
Markham, Ontario.

Important internal environmental factors:

Staffing an event:

• Your company hires staff for its events from a staffing roster, which is a list of the people you know & trust for working at events.
• When an event is booked, you contact the people on the roster that you need to work at the event, tell them the date/location, and book them. They are always free if it fits in their weekly availability listed in the roster and if the event is in the GTA.
• Your staff are responsible for their own transportation to and from the events that you schedule them to work at their own cost. They are not paid for their transportation time.
• Note: You are not competing with the other groups in hiring your team members from the staffing roster list; they are all available to you.

Supplies for events:

Your company has a large inventory of supplies that you can check-out for use at events at no cost. The inventory is made up of:

• A large stock of tableware (flatware and silverware; porcelain plates, dishes and soup bowls; cups and saucers; glasses and stemware, etc.); serving utensils, bowls and platters; urns for hot drinks; they are all available in two grades (regular & fancy); white and black table cloths
• Rectangular and round collapsible tables, seating 6 & 8; chairs suitable for indoor and outdoor use
• Waste bins and garbage bags (waste disposal is available at the warehouse)

The supplies are all stored at the warehouse.

Catering:

• Your company has a kitchen to produce catering for events (salads, sandwiches, soups, canapés, etc.).
• The cost for catering must be charged to the buyer, based on the company’s menu cost list.

Vehicles:

• The company leases two 2020 Ford Transit full-size cargo vans and you can check them out for transporting supplies to event venues.
• When not in use, they are parked at the warehouse.
• There is a corporate cost of $145 per vehicle per event charged to each event’s budget.

Quotes and billing:

• The corporate standard for how to calculate a quote is as follows: First calculate the total costs (for the staffing, catering, vehicle(s), applicable equipment/supplies), add a 40% mark-up and then round up to the next amount divisible by $10. The difference between the total costs and the quote is The Seneca Way’s profit.
• HST is applicable on the quote.

Step one

There has been a call as follows:

A prospective client is interested in hiring The Seneca Way for a small outdoor formal reception (up to 36 attendees) this spring in Toronto. A copy of the client’s letter requesting a quotation will be published on LEARN@Seneca at 9:00 am on the morning of the day after class in Week #10.