Introduction
The proposed event will be the launch of a new product in the market. Pepsi ltd is the hosting company and it will be launching a new energy drink in the market. The event will take place at the company’s regional headquarters in the country on 15/12/2010. 50 participants are expected to attend the event. The outline for the event is as follows. The event will start officially at 9.00am. The first item on the program will be opening remarks form the regional CEO.
This will be followed by three speeches by the company’s management staff. The company’s chairman will then officially launch the product in the market by giving a short description of the product and its benefits. This will be followed by food and beverages break. The guests will be entertained during the break. The event is expected to end at 2.00pm.
Objective
The vision statement of the event will be “to launch the new Pepsi energy drink in a stylish and informative manner”. The main objective of the event is to give the participants an overview of the product. This will include describing the product as well as highlighting the expected return on the capital invested in it (Kilkenny 54).
The main goal of the event is to inform the public of the official introduction of the product in the market. The event will also be used to inform the public of the benefits of the product. The venue options for the event include the hall at the company’s head office building and the open space outside the office building. The choice of the venue will depend on the expected weather on the day of the event.
Planning
Planning starts on 9/12/2010 by identifying and sending invitation massages to potential participants. Marketing the event will begin on 10/12/2010. The outside caterers and entertainment companies must be informed in advance so that they prepare in time (Allen 67). Thus they will also be contacted on 10/12/210.Confirmation of attendance and review of the event’s budget will be done on 11/12/2010. There will be a final meeting with the outside catering and entertainment companies on12/12/2010.
The venue will be decorated and equipped with the public address system on 13/12/2010. Communication between the planners and the participants will be done through emails. Participants will also be updated through social networks such as tweeter which are cheap and effective to use (Hedley 70). Phone calls will also be used to confirm attendance. The event will be marketed through print and electronic media since they can reach a large number of people (Piesiewiez 40).
This will involve informing the public about the launch of the new product and the expected benefits. The participants’ agenda will include highlighting the contents of the product and discussing the expected returns on the capital invested in the product.
The planner’s agenda will be to ensure that the program runs in line with the stipulated time without technical hitches. The planner will also identify the limitations of the plan and provide immediate solutions. The venue will be inspected at 8: 00 am on 15/ 12/ 2010 to ensure that it is decorated as planned and the public address system is functioning. The planer will ensure that all guests are sited by 9:00 am. The company’s CEO will officially open the event at 9: 15 am with a short speech.
Between 9: 30 am and 11: 00 am the sales manager, the finance manager and the production manager will present their reports on the new product. The company’s chairman will be invited by the CEO to officially launch the product at 11:30 am. The outside caterers will be contacted at the same time to confirm if the food and beverages are ready. The food and beverages will be served at 12: 30 pm. The guest will also be entertained at the same time. The CEO will be invited to close the event at 2: 00 pm.
Food and Beverages
Food and beverages will be supplied by Thyme Catering Events by Design ltd. This will include soft drinks, hot buffet and salads. The soft drinks will include fruit punch, iced tea, flavored water and Pepsi’s cola drinks. The hot buffet will include pork stroganoff, beef lasagna and roast vegetable.
Jacket potatoes and brown rice will also be served. The salads will include apples, cheese, bean sprout, tomatoes and celery. Entertainment will include music and live performance by artists form Independent Artist ltd. The guests will be entertained during the food and beverages break. Out sourcing these services is expected to reduce the overall cost (Allice 38).
Décor and Room Set Up Inclusion
The room decoration and set up will be done by the outside caterers. The planner will be consulted on the expected quality. The decoration and room set up will be done on 13/ 12/ 201.
The room will be decorated with flowers and ribbons. These will bare the company’s official colors, blue and white. There will be a dummy of the new drink that is expected to be launched. The front seats will be reserved for the company’s management team. The public address system will be set up on 13/ 12/ 2010 and tested before and on the day of the event.
Budget Outline
Works Cited
Allen, J. Event planning: the ultimate guide to successful meetings and corporate events. New York: John Wiley and Sons, 2005.Print.
Allice, B. “Planning an event to promise your business.” Home and Business 16 (2010): 38-39.
Hedley, L. “A step-by-step program for planning special company events.” Vision 23 (2010): 70-71.
Kilkenny, S. The complete guide to successful event planning. New York: Atlantic Publishing Company, 2007.Print.
Piesiewiez, J. “Event marketing atkes centre stage.” Communication World 27 (2009): 40-41.