ASSIGNMENT OVERVIEW: You are the event planner for a major fundraiser being held in the Cincinnati area. The fundraiser is raising
money for the Make-A Wish-Foundation. All of the profits raised will go toward the Make-A-Wish program for the year.
BUDGET PHILOSOPHY: You have been charged to at least break even with this event. You are not to lose money. Your managers would also
like you to try and suggest additional revenue generation for the event. They are looking for a proposal of ideas for those revenue
sources.
ATTENDEES: You will have a total of 200 paid guests for dinner. Your ticket price is $100/ticket. You will also need to provide 50
complimentary tickets. So your total guest count is 250 (which means you need to provide 250 meals). Your total budget for the event
is $20,000, which comes from the ticket sales.
THEME: The theme of the event is UP TO YOU TO CREATE! Remember – this is a non-profit cause related event. Therefore, the theme
needs to tie back to the cause so the attendees understand why you are hosting this event to begin with. Don’t just get lost in a
theme – make it MAKE SENSE!
ASSIGNMENT: Your assignment is to select event options based on your budget. You must turn in a three-part assignment.
1) EXCEL SPREADSHEET: Create an excel spreadsheet budget (template provided) showing the revenue and expense of each line item.
You must use formulas within the spreadsheet to calculate the total expenses.
LINE ITEMS TO INCLUDE:
Revenue
Ticket Sales
Donations
Sponsorships
Expenses
Appetizers (if applicable)
Dinner Selections (itemized)
Dessert
Beverage Package (to include alcohol)
Service Fees
Décor
Audio/Visual Needs
Entertainment
Giveaway item
Contingency Fund (based on class discussion)
2) ANALYSIS OF BUDGET-(Provide in word document): In a WORD document, provide a justification as to why you selected all of the
choices for the line item options that you did. Did you select appetizers…why? Buffet? Sit-down dinner? Cash bar? Open bar? For
how long? Dessert? Does it go with the theme you selected? How? Provide photos and/or pictures of the selections that you made
(where possible). (2 pages max)
3) REVENUE GENERATION: In the same WORD document as the analysis, provide your suggestions as to what ideas you came up with to
generate additional revenue for the event? Remember – these are your ideas so there are no right or wrong answers. How would you go
about generating these dollars? How would it impact the bottom line?
INFORMATION TO HELP YOU GET STARTED: YOU MUST USE THIS MENU!!!!
Location: Cincinnati Marriott, Mason, OH
Menu Options:
http://event-menus.com/production/CVGNE/681/hotels/travel/CVGNE-cincinnati-marriott-northeast/index.asp
What you know from your management:
*Event will be held in June of 2016 in the ballroom of the Marriott in Mason, OH
*Management would like you to put together a menu that goes with the theme, including a dessert. They would like your suggestions as
to whether they should have appetizers.
*Would like your suggestions for having an open bar vs. cash bar
Items for consideration:
Seated dinner vs. buffet, open bar/cash bar, appetizers?
*Don’t forget to work in service fee
*Does entertainment choice/choices make sense? Do they tie back to the theme? Is there a call to action for attendees to give back?
Is there a program to state the cause you are raising money for? (Can’t just be DJ and karaoke – it’s not just a party!)
Things to keep in mind:
Research pricing online
SHOW EXAMPLE PHOTOS to enhance your project
Give detail of menu and bar – how many hours open and why
Service fees important! Don’t forget to include them in your budget!
Contingency fund-keep some extra held back! Must be taken from off the top!
HOW YOU WILL BE GRADED
ASSIGNMENT POINTS
Used Formulas to calculate the expenses in spreadsheet 20
Ideas are backed up with examples and justification-did not go over budget 20
Gave concrete ideas as to how to generate additional revenue 20
Creativity in ideas (including pictures & research that represent ideas) 20
Professionalism in writing and presentation of final deliverable 20
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