Event planning assignment

Mr . Sean Grisham

Executive Director-Events and Promotions

LUXURY Motors , Inc

Chicago

Dated : April 29 , 2008

Dear Mr . Grisham

We offer hearty congratulations on the centenary anniversary of LUXURY Motors , Inc . As per the several discussions we have had with your team we are happy to present a formal proposal for celebrating the occasion

The entire idea of this event is to state your values , endorse your vision , and create anticipation , passion , more sense of belonging , and enhanced motivation , through celebration . We propose a day long celebration , a mix

of business and pleasure , in Las Vegas . The event details accompanying this letter assure you of a really heady hundredth birthday party for LUXURY Motors , Inc

Should you require any more details or clarifications before we meet feel free to call me on my mobile . or e mail me on .We now look forward to a discussion with you and your team for finalizing the details and moving forward with the bookings assignment of team , etc . I will be in touch with you during week of May 4th , 2008 for an appointment

Thanking you and assuring you of our best attention at all times

Warm regards

Xxxxxxxxxxxxxxxxx

For L C Event , Inc

Summary of the event titled A Heady Hundred (Event

One word sums up the event brief : exclusive

The day long program is divided into three segments- morning , afternoon and evening

We suggest Hotel Grande or Hotel Marina at Las Vegas as the venue (Dear customer , the names are improvised and you can change them if you like

We wish to suggest select media exposure , for optimum mileage - after all , it isn 't everyday that we celebrate our hundredth birthday

Flow of the event

Morning

To inspire , motivate and create a sense of belongingness among employees and stakeholders present

Duration : approx 2 hours-10 .00 am to 12 .30 pm including lunch . May stretch till 1 .00 pm

Attended by : 50 executives and their 50 guests , and the award winners

Dress Code : Formal business attire

Mode of invitation : White and gold embossed card from the CEO 's desk

Venue : Banquet Hall in a premium hotel , measuring roughly 700-800 sq ft

Dycor of the venue : In blue , which is the LUXURY Motors , Inc . brand color , and white . Formal classroom /auditorium style seating with podium for the presenter . Backdrop with the company logo and message strategically placed

Formal round tables (six per table ) seating for lunch with place cards

F B : Select Wines and a three course lunch , served at the tables

Agenda : 45 minute Power Point Presentation : .through the years and the next 100 years ' Followed by awards for the best car designer on board , the longest serving employee , recognition of competencies , and finally lunch

As the guests walk in , they are registered , given their name cards and table numbers and guided by ushers dressed in blue and white . Post the presentation , the ushers guide the guests to their respective places for lunch

Special touch : All men participants to be handed signature ties and lady participants to be given signature scarves post lunch when they leave

Afternoon

To cascade information for release in media across US and the world

For this , we will coordinate with your PR Agency to organize the media briefing , issue invitations , draft press release and talking points interview briefs , and accordingly brief the spokespersons

Duration : approx 2 hours- 3 .00 pm to 5 .00 pm including high tea

Attended by : 4 media spokespersons from Luxury Cars Inc and 10 to 12 media persons

Dress Code for spokespersons : Formal

Mode of Invitation to media : To be handled by PR Agency after careful selection of media

Venue : 15-seater conference room or business suite in the Business Centre

Dycor of the venue : In signature color blue and white . Boardroom seating . Backdrop on the head-side where the CEO will sit

F B : High tea . The CEO can cut a cake

Agenda : To be discussed and decided together with the PR Agency

Special touch : Specially crafted centenary merchandise like pen sets /planners along with the signature ties / scarves should be packaged in signature and gifted to media when they are leaving

Evening

To enthrall , and give everyone a good time

Duration : approx 3 hours- 7 .00 pm- 10 .00 pm and onwards till 12 midnight

Attended by : 50 executives and their 50 guests . Also includes the award winners

Dress Code : Smart casuals with a hint of blue

Mode of invitation : White and gold cards along with invitations for the morning session

Venue : 700-800 sq ft size Banquet hall with a stage and other props for activities

Dycor of the venue : Blue fairy lights , blue draperies and linen , blue flowers

Agenda : A fun filled , glamour studded , irresistible evening with lots of good food

As the guests enter the big blue archway , they are greeted by a desk full of blue merchandise- from ribbons , headbands , sashes , scarves caps , to blue carnations , orchids and other flowers , even blue t shirts to choose from ! The catch being , that later on three

people will be rewarded for wearing their blue most innovatively ! There are mystery judges walking around ! Wine and cheese served here

They suddenly come to the first milestone- it says 1918 (signifying ten years of LUXURY Motors , Inc ) and then there is a riddle . Those who wish to solve the riddle write their answers on a sheet of and take it along ! Walk across to the second milestone which says 1928 and there is a riddle ! Solve it and move ahead to a small ramp- there is a continuous fashion show going on . The models wear clothes from every period that LUXURY Motors , Inc . has been through , ranging from the retro early nineteenth century till date- so there are stretch pants , frocks smocks , bell bottoms , and gowns , and there are drainpipes , boot cuts halters and lbds (little black dresses ! Large cutouts of all the cars launched by LUXURY Motors , Inc . are visible around the hall . So every decade has a milestone with a riddle and some action- there is a poker table , and a black jack dealer for those who want to try their luck at the milestones ! One milestone has a tarot card reader under it , and the next one has a tattoo artist

Food tables are set up at every milestone and the food ranges from continental to junk snacks- different milestone , different menu ! Wine carts are well stocked , tequila girls entice . Draught beer flows free and kegs are at every corner , dressed like gas stations

At the tenth milestone , there is a stage signifying we have arrived Every 30 minutes , there is a theme ballet performed by an invited group of professionals , enacting the 100 year sojourn of LUXURY Motors , Inc It is soft , sensuous and nostalgic

The guests who have taken the riddles give in their answer sheets at one desk the gamblers redeem their coupons with gifts and merchandise at another- it could be a t- shirt , it could even be a car from the LUXURY Motors line

The MC continuously encourages participation , and in the middle of the evening , asks the CEO to come forward and cut the centenary cake Champagne is uncorked and served . Thereafter , a short welcome by the CEO and then three full scholarships or grants are announced for employees children in top of the line universities . LUXURY Motors , Inc . also announces institution of a chair at MIT Boston , which goes to the most promising undergrad there every year for further studies at MIT . As a Corporate social responsibility , LUXURY Motors , Inc . takes on the job of setting up a series of schools for mechanics who can then work at gas stations or garages . Prizes for the various games and competitions going on are announced

We suggest release of a coffee table book titled Wheels ' for the occasion (Optional

The evening ends with a well laid out buffet

Some Clarifications (What is not included in the proposal

We will book the hotel venue for the entire day , and guests can stay till 12 midnight

However , the business suite for the media briefing will handed over to us at 2 .0 pm and will be with us till 6 .0 pm only

The 500 ,000 (plus taxes ) budget includes our time costs and consultancy fees , costs of venue bookings and F B , venue dycor , MC charges payment to tattoo artists , tarot card readers , casino games rentals and video production costs , on a ballpark basis . A breakup of the expenses will be shared once we have finalized the details with you . All indirect costs , extra costs (including time overrun costs , incidental costs (including licensing costs and permissions ) and out of pocket expenses (including our cost of travel to and from Las Vegas , and stay , for organizing the event ) will be incurred with prior permission and billed at actuals , and the appropriate taxes applied . We can also decide the budget for awards , gifts etc . once we decide to work together

Payments to performing artists (ballet dancers and ramp walkers ) are not included in the package

We understand that you have a PR Agency who will be looking after the media related activities after taking your approvals on the costs incurred

We also understand that you will be looking after the merchandise selection , ing , procurement and payments

As of now , we presume that the compilation and creation of Wheels the coffee table book will be coordinated by your team and the entire costs will be borne by you

Value Adds (Additional Service / Up sell

As your partners , we can help you with a few things like supervision on selection and production of merchandise and collaterals for which we would charge a supervision fee as percentage of cost incurred , which is negotiable

For the coffee table book , we could help you coordinate with a photographer . This way , LUXURY Motors Inc . could present the book on cars compiled by a photographer or publisher , by just paying sponsorship money . You would be saving money and also doing good service in promoting art , while associating closely with your core business . If the idea appeals to you , we would be happy to provide a quote on request

About Us (I love me page

At L C Events , our endeavor is to delight our customer . We have been in the business of event engineering for over 20 years , and have worked closely on an ongoing basis with companies like Hewlett Packard , General Motors , Microsoft , Citibank , McDonalds to name a few

Your biggest strength is your ability to execute an idea to perfection

Marcomm Manager , HP

When we work with L C Events , we forget that you are an agency who has been appointed to handle an event . we feel as if you are one of us

Head of Sales , McDonalds

At L C Events , your team is able to customize the requirement and design the event accordingly , which makes it so special ' CEO Citibank References

Writing Effective Special Event Proposals- A Textbook

The book has been referred to for the format , and format subtitles have been used to help create this proposal no citations have been used

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