A.I.M (Ambition in Management) Scholarship Benefit and Gala

Presented by: Reginald Terry

HADM 3040 – Event Planning and Management

Dr. Bryant

Final Project

Project Outline

I. Overview of the goals of the project

II. Selection of Venue

a. Durham Convention Center

III. Development of Menu

IV. Entertainment

a. DJ

V. Fundraising Efforts

a. Gala

b. Local Hotel and Restaurants

c. Silent Auction

d. 50/50 Raffle

VI. Marketing and Promotions

a. Invitation

i. Hospitality Management Alumni

ii. Hospitality Management Students

iii. Hospitality Management Benefactors, Faculty, Staff

iv. School of Business Benefactors, Alumni, Staff

v. Regional Alumni Chapters

vi. Local businesses

b. Media Blast

i. Social Media (Facebook, Twitter, Instagram, etc)

ii. E-Mail Blast

c. Fliers

i. Local Businesses

ii. NCCU Campus

iii. Alumni Chapters

d. Registration Form

VII. Budget Analysis

VIII. Timeline

Overview of the Goals of the Project

This project is to plan an event for the Hospitality and Tourism Administration Department. My event will consist of a benefit gala for the current and future students of NCCU Hospitality and Tourism to be able to meet and greet the faculty and staff as well as the community and industry leaders of the hospitality industry. The gala will also have a scholarship component where donations will be accepted as well as a silent auction of products and services from the community and industry will be donated for everyone. People will bid on the goods and at the end of the function will find out if they have won. We also will hold a 50/50 raffle to where half of the proceeds from the raffle will go to the winner and the other half will go to the scholarship fund. The overall goal of the project is to bring together the community and industry leaders to meet and greet the current and future student leaders of the NCCU Hospitality and Tourism Department.

Selection of Venue

After looking at several different venues, I have decided to use the Durham Convention Center to host the AIM Gala. They have optimal space and beautiful floor plans that could accommodate the guests. They also have an in-house chef that prepares everything onsite. I have provided photos of the venue below.

Listed below are direct correspondance from the Durham Convention Center.

Selection of Menu

The Menu will come from their banquet menu and it will consist of the following:

• House Garden Salad with Choice of Balsamic and Ranch Dressings

• Herb Goat Cheese Stuffed Chicken Breast with Roasted Tomato Crème Sauce, Seasonal Roasted Vegetables and Garlic Mashed Potatoes

• Warm Rolls & Butter

• Cheesecake with Strawberry Sauce

• Coffee and Tea Service

Each table will be pre-set with water and salad and dessert plates.

Selection of Entertainment

Entertainment will be provided by a guest DJ playing some of the latest hits as well as some oldies and goodies. The cost of the entertainment will be around $300.00

(DJ- Ronald Strickland- Independent Contractor)

Fundraising Efforts

Gala- The benefit gala will help current and future students who are struggling with finances for school like paying some of the tuition and getting books for the classes. This gala will also introduce the student leaders in the Hospitality and Tourism department to the community and industry leaders so they can see the future leaders and management team for their companies.

Local Hotels and Restaurants- This gala will also involve local hotels by donating to the silent auction as well as local restaurants donating their services to the auction.

Silent Auction- The silent auction will consist of the local hospitality industry donating their goods and services to the auction. Patrons will submit a bid for these goods and the winning bids will be announced at the end of the gala. The proceeds from the bids will go to helping current and future students with scholarships.

50/50 Raffle- Each patron will purchase a raffle ticket for $1.00. They can purchase as many as they want. The proceeds will be split with the winner with the rest helping the scholarship fund.

Marketing and Promotions

We will market the gala to the alumni during the summer months and when fall semester begins. We will send out invitations to every alumni beginning in the summer and into the fall semester.

We will market the gala to the students during the previous spring and upcoming fall semester. We will send invitations out during the fall semester.

We will contact many of the benefactors, faculty and staff from the Hospitality and Tourism Department as well as the School of Business and send invitations to them during the summer and beginning of fall semester.

Our invitations will also go out to many of the regional alumni chapter member of NCCU and also local businesses.

Invitation:

Our invitations will look like this:

AMBITION IN MANAGEMENT AIM

RESOURCE & BENEFIT GALA

You are cordially invited to join the students, faculty and staff of NCCU Hospitality and Tourism

Department for an evening of fun and entertainment in an effort to raise funds for scholarships for new and

returning students.

October 17, 2015

8pm

Ticket Price: $75.00 Includes: All you can eat Buffet & Deluxe Open Bar

301 West Morgan Street | Durham, NC

Hosted by theNCCU HOSPTIALITY AND TOURISM DEPARTMENT

*** Proceeds to benefit scholarships for NCCU HAT Scholars**

Silent Auction and 50/50 Raffle Ticket Sales will begin at 8pm

Media Blast

We will utilize every social media site like Facebook, Twitter, Instagram to get the word out about our event. We will post a countdown to the date of the event in the NCCU Hospitality and Tourism webpage on Facebook and we will have the President and Social Media Chair for the NCCU chapter of NSMH help with getting the word out to the students. We will also send emails through the Blackboard Hospitality portal.

Flyers

We will send flyers out to the local business at least a month before the event begins and we will post them around campus at least a month before the event which is enough time for everyone to notice them and decide if they want to attend. We will also send them to the local and regional alumni chapters to remind them of the upcoming event.

The flyers will look like this:

A NIGHT OF FOOD, FUN AND entertainment

Hosted by

NCCU department of Hospitality and Tourism

Saturday, October 17, 2015

8pm

Durham Convention Center

301 West Morgan St. Durham, NC 27701

$75.00 per person

Includes: All you can eat Buffet &Deluxe Open Bar

(Silent Auction and 50/50 Raffle begins at 8pm)

Budget:

A NIGHT OF FOOD, FUN AND entertainment

Hosted by

NCCU department of Hospitality and Tourism

Saturday, October 17, 2015

8pm

Durham Convention Center

301 West Morgan St. Durham, NC 27701

$75.00 per person

Includes: All you can eat Buffet &Deluxe Open Bar

(Silent Auction and 50/50 Raffle begins at 8pm)

Budget:

Ambition in Management (A.I.M) Resource and Benefit Gala

Sales Price Net Sale Net Cost

Venue

Durham Convention Center $500.00 1 $500.00

Parking $450.00 1 $450.00

Catering

Food & Beverage $3,900.00 1 $3,900.00

Bar $1,800.00 1 $1,800.00

Entertainment

Disk Jockey $300.00 1 $300.00

Distributable Materials

Programs $300.00 1 $300.00

Taxes and Fees

Management Fees $1,120.00 1 $1,120.00

Sales Tax $457.50 1 $457.50

Total Expenditures $8,827.50

Sales Price Net Sale Net Deposit

Event Program

Inaugural

A.I.M (Ambition in Management)

Resource and Benefit Gala

October 17, 2015

8:00pm- 12:00am

AIM

Welcome to the AIM project. AIM stands for Ambition in Management, the goal of everyone working in the Hospitality industry. We’re bringing

together current and future students along with industry leaders and faculty and staff to network, have fun and enjoy a good meal all the while raising money to help students continue on their journey to

becoming future managers and leaders in the community.

Itinerary of Gala

1 Welcome – Dr. Beverly Bryant

2. Occasion- Jazmine Lewis

3. Goals of the AIM Banquet- Reginald Terry

4. Blessing of the Food- Rev. Tony Sanders

5. Eating

6. Entertainment/ Silent Auction- Vernon Boone

7. Remarks- Dr. Beverly Bryant

8. Thank you to the committee- Reginald Terry

9. Presentation of the Check to the Department- Reginald Terry

Example Patron Ads

BEST WISHES for A.I.M 2015

BEST WISHES for A.I.M 2015

BEST WISHES for A.I.M 2015

Thank you for your support!

AIM Resource & Benefit Gala Committee

Requested Equipment

• Projector

• Projector Screen

• Personal Laptop

(All items will be provided by the NCCU School of Business)

Decorations/Center Pieces

• Miniature Square Vases with grey rocks and maroon ribbon tied around.

• Tea light candles will float on top of the water in the vase

Photography

• Photographer will be secured from the NCCU visual arts department.

Timeline/Checklist

1 Month Before Event Checklist

1. Make sure flyers are sent out.

2. Check for any RSVP’s

3. Go over details of the event with the Convention Center

4. Call any business that may want to donate.

5. Social media blast on Facebook, Twitter, and Instagram.

2 Weeks Before Event Checklist

1. Call convention center to make sure the event is going as planned.

2. Keep the faculty and staff informed about the progress of the event.

3. Pay any other outstanding costs for the event.

4. Follow up with entertainment/DJ

1 Week Before Event Checklist

1. Put the finishing touches on anything with the convention center.

2. Contact the alumni chapters to get a last minute headcount for the event.

3. Put one last social media blast out there for anyone who missed the first one.

4. Contact businesses and make sure they are able to donate their goods and services for the auction.

Day Before Event Checklist

1. Collect all things for the auction and put in safe place.

2. Prepare list of people/businesses coming to gala.

3. Make sure that the venue is setup and cover any last minute mishaps that may arise.

4. Contact Director of Hospitality Department and the Dean of the School of Business to confirm their attendance.

Day of Event Checklist

1. Make sure the parking is sufficient for the attendees.

2. Pay off remaining balance of the bill.

3. Make sure everyone is enjoying themselves.

Mentor Questionnaire

Contact Information:

Vernon Boone

Biz-Z-Bee Event Planning and Catering

443-825-6467

vernon.boone@gmail.com

1. How long have you been an event/meeting planner?

I have been catering and coordinating events for the past 12 years.

2. What made you choose the career path of event planner?

The field of hospitality found me. I have consistently been a lover of the interactions of many different types of people in different settings, as well as entertaining in many different venues. I decided that I should incorporate my love for hosting with my desire to see people enjoying themselves with good food and good company, by developing my hospitality service. I took the ideals that I gained from hosting my own events and decided to put my flare in others big moments to make them successful. Those around me continued to encourage me in this direction. I continue to event plan and coordinate because it always brings me satisfaction and fulfillment when I have delivered a successful event for clientele. I feel rewarded upon hearing the appreciation of all clients alike.

3. What organizations are out there for event planners to become a member? How many are good networking organizations?

Listed below are several organizations for event planners to gain membership1. The American Planners Association (APA) www.planning.org2. The National Association for Catering and Events (NACE) www.nace.net3. The National Association of Event Planners (NEAP) nationalassociationofeventplanners.com

I believe all the listed organizations are good for networking. Working in the event planning, catering, and hospitality industry lends you to a host of networks with a variety hospitality professionals as well as clients. In the hospitality industry, “word of mouth” is truly the best networking technique. By putting your very best effort into your services, those that are satisfied with your business will be inclined to recommend you to others that are in need.

4. What certifications should an event planner have/gain while in business?

There are certifications that exist for event planners to obtain. These include the following as an example.

The Certified Meeting Professional (CMP): The CMP certification is the most recognized certification in the meeting and event planning industry and is widely recognized and reputable.

The Certified Professional in Catering and Event (CPCE): The CPCE designation is the catering and events industry’s most prestigious professional certification, which represents a nationally recognized standard of competence and commitment to excellence in catering and events.

The Certified Special Events professional (CSEP): The CSEP certification is another widely recognized certification in the event planning industry, but focuses more on special events.

Although these certifications are enhancements for your craft and for the comfort of clientele in knowing they are getting a reputable business professional, it is vital that you stay abreast of the changes in the industry. A leader in the hospitality industry will want to make sure they are listening to the feedback of clients and implementing them as needed. It is also important to make sure that the effort and quality is always put into making the very best impression. Happy clients are more inclined to return.

5. What has been the Event Planner's career path to their current position?

Event planning has come as a second career for me. The business of catering began upon my revelation that I truly enjoyed the art of entertaining. I decided to put the skills that I had learned with my own routine events and implement them into my own business. I slowly began to gain contracts for catering and events through recommendations. I have been working with catering contracts for 12 years. As an entrepreneur, I decided that it was best that I further my knowledge in the field of event planning and obtained my AAS in Hospitality Management: Hotel and Restaurant Management. Although many of the concepts were not foreign due to my own on the job training, I have honed skills necessary to improve my art for my clientele. Biz-Z-Bee services on an as needed basis.

6. What companies/associations have you worked for and what were your responsibilities?

My entire event planning and catering business has been coordinated by myself. The inception of Biz-Z-Bee was developed from an entrepreneurial spirit. I have catered many events including wedding receptions, graduation dinners, receptions, family reunions, brunches, and many more. As an entrepreneur, I am responsible for seeking contracts, developing a menu with the customer, providing samples of selected menus, delivering the food, setting up the presentation of the , hiring servers if necessary, and breakdown post the event.

7. If you could change anything about your career to date, what would it be? What would you do differently?

I would not change anything about my career in the hospitality to field, but I would change a few of my business practices. I have been quite lenient in the way in which I run my business. In the future, I will be stricter on how I reinforce deadlines with payments and make sure to include service fees if I will be serving food. I would also like to incorporate an additional partner that has been SafeServ certified to work alongside with me.

8. What do you enjoy most about and least about your current position and the responsibilities of the position?

I enjoy the satisfaction raved by the customers at the closing of an event. It is most impressive to see an idea become an actual event. Following the event from start to finish brings the joy in event planning. Running all entities of a company can be troublesome. It will be worthwhile to split the responsibilities of the financial component and the service component into two entities. By bringing in another business partner, I believe this feat can be achieved.

9. What do you see as the most challenging aspect of your position?

The most challenging experience about being an entrepreneur is establishing the business needs. Getting business can be a challenge at times. I am responsible for securing all of my earnings from Biz-Z-Bee. In addition, the indecisive nature of consumers can be a challenge in planning. When you have prepared for an event and the customer changes their decision close to the event, this can be problematic. Although this is not a large issue, it has to be corrected because my goal is to make sure the customer is completely satisfied with their choice. As a business professional, you may have to adjust to meet the demands of customers.

10. What do you see as the most critical challenges ahead for your particular segment of the business environment?

The most critical challenge ahead would be expansion and price increases. I have prided myself on offering reasonable pricing for patrons to ensure that the catering aspect is not overshadowing their idea to have a memorable event. Clients that are used to previous pricing may be at a shock with changes. Ideally, customers will pay for worthwhile services, to ensure the same quality, pricing must be adjusted.

11. What advice would you offer someone entering the business environment in the meetings and events industry?

Your work ethic, presentation, and quality are your currency in the hospitality field. It is vital to put your very best work ethic forward to ensure the very best outcome for those you are servicing. Also, be mindful of what the consumer wants and work as hard as you can to deliver the idea the customer has envisioned without sacrificing quality.

12.What specific skill set do you think is most important?

Working in the hospitality field, it is important to develop interpersonal skills, leadership skills, technological skills, organizational skills, and mentoring skills.

Cvent Certificate