Planning
Board of Directors Private Meeting
Event Summary
The event will be a full day board meeting where board member will be free to discuss an upcoming takeover of a major competitor. The board members have chosen a date of Wednesday, July 13, 2011 as their meeting date. They wish to meet in a private, secure location to discuss their future business plans. They wish to meet in the Docklands, as opposed to the Canary Wharf area. They wish to include limousine service to pick them up from their hotels and to return them after the meeting. Each of he board members wishes to have their own private limousine.
In addition to these requirements, the board members with to have dinner at a restaurant the night before the meeting, They wish to have limousines to take them to their flights the morning after the meeting. Eight board members will be in attendance at this meeting.
The board members will need a full list of items including access to a secretary, fax machine, phones, Internet and copying services. They will need to have flipcharts, a projector, screen, audio, and video conferencing available. They will be served morning refreshments, a working lunch, and afternoon refreshments while on site.
Event Function Sheet
Evening Before Meeting
Board Members are picked up at the airport by private limousine. They will be driven to Petros restaurant for 6:00 dinner reservations. They will be guests at the Chef’s table where they will be able to feel and experience the vibrancy of the kitchen, as well as meet the chefs. After a leisurely dinner, the limousines will take them to the Cavendish Hotel.
Meeting Day
7:30 AM — Limousines will arrive at the Cavendish Hotel to drive the board members to the Hilton Docklands Riverside.
8:00 AM — Arrival at the Hilton Docklands Riverside. Breakfast upon arrival will be catered by Hubbub catering. The buffet-style menu will include:
Free-range scrambled egg
Thick-cut back bacon
Farmhouse sausage
Grilled tomatoes
Field mushroom
Bloomer bread and butter
Selection of Danish pastries & Croissants
Butter, jam and preserves
Fresh fruit selection
10:00 — 10:15 AM — Break and morning Refreshments including a selection of canapes. ‘
These will include:
Roast duck pancake with hoisin sauce, spring onion and cucumber
Smoked salmon, dill and horseradish sour cream blinis
Porcini mushroom and sage pate crostini
Mixed berry tartlets with creme patisserie
Fresh fruit skewer
Assorted petit fours
1:00 — Three course meal while working. The menu will include a choice of:
Starter
Coldwater prawn cocktail with Marie Rose sauce
Roasted tomato & garlic soup with basil olive oil
Goats cheese & cherry tomato tartlet with rocket salad
Main
served with seasonal vegetables and baby potatoes
Honey & lemon glazed salmon fillet served with a dill creme fraiche
Morrocan spiced ratatouille with couscous and a coriander & walnut pesto
Roasted free-range chicken breast with a tarragon and sauvignon cream sauce
Dessert
Sticky toffee pudding
Chocolate and hazelnut brownie with vanilla ice cream
Lemon cheesecake
4:30 — Afternoon Refreshments to include a British Cheese Platter and a Platter of fresh seasonal fruits.
6:00 — Limousines will take board members to Bel Canto French Restaurant where they will enjoy an evening of relaxation, entertainment and fine dining. The Bel Canto
offers one of the most unique dining experiences in London.
9:00 — Limousines will take the board members back to the Cavendish Hotel
Morning After Meeting
Board members will enjoy a buffet breakfast that is offered by the Cavendish before departing for their flights home.
7:00 AM — Limousines will take board members to London City Airport for 8:00 AM flights.
Event Timeline
January 14, 2011 — Submit proposal to board member at January 15, 2011 board meeting approval. This will be done by the event planner at the 10:00 AM meeting held at the client’s main office.
January 21, 2011 — All contracts must be signed and returned by this date.
January 21-Feb 1 — interview caterers, hotels, limo services to make certain that they are appropriate. Visit all vendors and sites.
February 1-4, 2011 – book all hotel, limo and catering reservations. Pay all deposits necessary.
February 7-11, 2011 — Find backup caterer and limo service in case of problems
May 2-6, 2011 — meet with caterer, choose menu, make final arrangements.
Meet with limo service to make final arrangements
May 9-13, 2011 — Meet with Hilton Docklands Riverside to make final arrangements for services.
June 15, 2011 — Call all vendors and confirm final arrangements
July 12-14, 2011 — Main Event as per Itinerary. It might be noted that all equipment needed will be provided by the hotel. In addition, they have secretarial staff available as part of the meeting room rental. The catering vendor supplies all eating utensils, linens, etc. Set up was included in the quoted price.
July 18, 2011 — Mail out evaluation surveys to board members.
August 1, 2011 — Get surveys back, do final close out documents and submit for payment.
August 31, 2011 — Final payment received.
Event Budget
All Amounts are in UK Pounds
Description
Unit
# Units
Total
2 Nights at Cavendish Hotel – 1 person per room
8
UK Limo Service — 8 limos — as per negotiated flat fee
8
Airport to Petros Restaurant
8
Petros Restaurant to Cavendish Hotel
8
Cavendish Hotel to Hotel Docklands Riverside
8
Hotel Docklands Riverside to Bel Canto
8
Bel Canto to Cavendish Hotel
8
Cavendish Hotel to Airport
8
Meeting Suite — Westminister Suite
1
Catering — Hubbub Catering
Breakfast
9.00
8
72.00
Morning Refreshments
6.00
8
48.00
Lunch
19.00
8
Afternoon Refreshments
6.50
8
52.00
Additional Charges — Chef, waiter/waitress (per hour)
27.00
12
Event Management Fees
Grand Total
20,938.00
Site Inspection Checklist
Hotel
Site Inspection Date:
Completed by
MEETING
Group
Address
City State Zip
Meeting Name:
Hotel Address
Phone: FAX:
Rooms with King Beds?
Non-Smoking Rooms?
Construction Planned? Yes ? No
If yes, what and when?
Rate the following: (1 poor — 5 excellent)
Lobby Decor
Lobby Seating/Location
Lobby Condition/Cleanliness
Restaurant(s) Condition/Cleanliness
Restaurant(s) Decor
Restaurant(s) Menu Selection/Pricing
Restaurant(s) Food Quality
ROOMS
Rate the following: (1 poor — 5 excellent)
Decor
Condition/Cleanliness
Square Footage of Room
Bathroom Condition/Cleanliness
Overall Rating
Comments:
Checklist Meeting Room
Space Available on requested dates YES NO
Room Rental Charge
Rate the following: (1 poor — 5 excellent)
Condition/Cleanliness
Soundproofing
Decor
Lighting
Heating/Ventilation
Sound System
Equipment (e.g. tables, chairs)
Restroom cleanliness
Restroom proximity
Equipment availability
Equipment condition
Equipment price
Overall Rating
Comments:
Checklist for Limo Service Selection
Enough Limos available at requested dates and times YES NO
Rental Charge
Services Included in this price?
Rate the following: (1 poor — 5 excellent)
Condition/Cleanliness of Vehicles
Soundproofing
Decor
Lighting
Sound System
Comfort of seats
Ride
Comments:
Caterer Selection Checklist
Available at requested dates and times YES NO
Set up Included in Price? YES NO
Provide Linens, flatware, tableware etc. YES NO
Price for additional staff? YES NO
Rate the following: (1 poor — 5 excellent)
Condition/Cleanliness Linens, flatware, glassware etc.
Menu selection
Menu Price
Quality of food samples provided
Comments:
Post Meeting Evaluation Survey
Please Rate the following: (1 poor — 5 excellent)
1
2
3
4
5
Quality of room at Cavendish Hotel
Room Decor at Cavendish Hotel
Were the Limo Drivers prompt?
What was your overall satisfaction with the limo service?
How would you rate the meeting facilities at the Hilton Docklands Riverside?
Did you have everything you needed at the meeting site?
How would you rate the catering?
Catering Staff?
How was your experience at the Petros?
At the Bel Conte?
How would you rate your overall satisfaction with the event?
References
Bel Canto French Restaurant, London UK. 2010. Retrieved 8 January 2011 from http://www.lebelcanto.co.uk/
Hilton London Docklands Riverside. Retrieved 8 January 2011 from http://www.meetings-conventions.com/Meeting-Facilities/London/Convention-Hotel/Hilton-London-Docklands-Riverside-p2178883
Hubbub Catering. Retrieved 8 January 2011 from http://www.hubbubcatering.co.uk/menus.php?v=8
UK Limo Service. Retrieved 8 January 2011 from http://www.uklimoservice.com/heathrowtransfer.html
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