1. Introduction
to “JEMS Events Management”
JEMS Events Management is a
leading Events Management agency in Singapore united together by our devotion
with excellent knowledge and expertise, and motivated with our unending
perseverance. JEMS Events Management is determined to provide you with only the
best value-added services and bringing out the best for you, to make your event
a truly extraordinary experience for you and your clients.
We offer an endless event
services to a diverse range of clients, to help them conceptualize and
actualize events that create maximum impact to the desired audience. Keeping in
mind of our clients main objectives, we believe that establishing strong
partnerships ensures every project can be executed successfully.
At JEMS Events Management,
we specialise in corporate events and fairs with unique concepts and breathe
life into your ideas, making them come alive. Accompanying you through every
step of your marketing process of different objectives; we aim to help you
fulfil your goals. We deliver to you our experience, understanding and
enthusiasm in our field, giving you an advantage edge. We love what we do and
we give you our best, to bring out the best for you.
If you are keen to know more
about our company, please visit our company website at Www.wix.com/J3MSEventsManagement/JEMS.
2. Objectives
of the event and Target Audience details
The theme of this event is a
corporate fitness day – “Have Fun in the Sun” which will take place on 4th
of April 2012. There will be a total of 150 expected participants from the
sales department of Philips Singapore – Toa Payoh Branch.
The objective of the event
is to allow participants to have a day off to exercise and enjoy themselves. As
participants are from the sales department, they tend to work extremely hard to
bring in revenue and profit for the company, thus they will not have much time
to exercise or even rest. Hence, through this event, they will be rewarded with
a day off to exercise. Furthermore, the participants will be able to bond
through these team building games and activities as interpersonal relationships
between the employees is very important to ensure the smooth operation of a
company.
3. Venue
suggestions and Details
The venue we have chosen is
the Sapphire Pavilion in Sentosa. Venue is an essential element when organizing
an event. Without an appropriate venue to hold the event, it is almost
impossible for the entire event to run successfully.
Initially,
we were considering between Tanjong Beach and Sapphire Pavilion. The main
difference between them is that Tanjong Beach requires tentage, while Sapphire
Pavilion is fully sheltered. We believe that a sheltered area is better than
man-made tent as it will be more secure and prevent the rain from coming in if
it rains heavily. Furthermore, the tentage area may not have enough space for
indoor activities when wet weather arises. Sapphire pavilion on the other hand
is able to provide a bigger area.
Figure 1: Sapphire Pavilion and Tentage
Other than what we have
analysed above, there are several factors that we have taken into consideration
while deciding on the venue and the reasons why this location is being chosen.
The factors are meeting
size, organizational needs, transportation and accessibility, timing, cost,
free-time activities. We have decided to focus on few of the factors mentioned
above and it will be further elaborated.
Firstly, for meeting size,
we need a place which is big enough to accommodate 150 people. The rationale
behind our venue choice of Sapphire Pavilion is because of its spacious layout.
The size of Sapphire Pavilion provides us with sufficient area to place
logistics items such as stage, tables and chairs, and food. In addition, due to
the possibility of wet weather occasion, the venue choice should be sheltered
so that activities can still be conducted in an orderly manner.
Transportation and
accessibility is a critical factor to consider when deciding on a venue choice.
Sapphire Pavilion is chosen because of its convenience and accessibility. The
charter bus will drop off the passengers at a nearby bus-stop which is only 5
minutes walk away. In addition, most significant facilities such as the
restroom and first aid post are also readily available around the area. As
such, participants will have easy accessibility to these facilities.
Timing is also an important
point to consider. We chose to hold the event on April as it is the month with
the best seasonal climate. Thus, April is an appropriate month to hold this
event as wet weather occasions will have lower possibility of occurring as it
is not held during the monsoon season. In addition, we also decided to set the
event on a weekday as to avoid the weekend crowd. In a way, this helps to
ensure that there would be enough space to hold the activities on the beach and
allow the event to run smoothly.
Although Sapphire Pavilion
is much more expensive as compared to Tanjong beach, it is able to accommodate
more people. Thus, Sapphire pavilion will be worth the price that we are paying
for, taking into considerations of other factors mentioned above.
All in all, we believe
Sapphire Pavilion is the best venue choice for this corporate event.
4. Preliminary
Budget
4.1 Overview of overall Budget
Expenses Involved
|
Expected
spending
|
Actual
Spending
|
Rental of venue, fans and
lights
Rental of stage (24ft x
20ft)
Rental of AV Equipment
(Speakers & Mic)
Rental of high tables
(Lunch)
Rental of tables and chairs
(Dinner)
Custom made t-shirt
Goodie Bags
Total
|
$8,000
$400
$300
$600
$1,000
$2,250
$750
$13,300
|
$6,000
$600
$290
$525
$1,073
$2,250
$750
$11,488
|
Transportation
|
||
2-way charter bus
(4x40 seaters)
|
$700
|
$980
|
Food & Beverage
|
||
Lunch
Dinner
Total
|
$1000
$2000
$3,000
|
$1200
$1,944.50
$3,144.50
|
Grand Total
|
$17,000
|
$15,612.50
|
4.2 Detailed Breakdown of Budget
Our company have long-term
partnerships with several companies which will ensure smooth execution of every
event that we carry out. These companies are:
TJJ F&B Rental – High
Tables
Eatz Catering – Round tables and Dinner Buffet
NMG Healthy Eating Management – “Make-a-Sandwich” Caterer
Ric Tat Transport Service – Charter Bus Service
Ultra Supplies – Custom made T-shirt
Eatz Catering – Round tables and Dinner Buffet
NMG Healthy Eating Management – “Make-a-Sandwich” Caterer
Ric Tat Transport Service – Charter Bus Service
Ultra Supplies – Custom made T-shirt
Logistics
Rental cost of 1 high table = $35
Total cost of renting 15 high tables = $35 x 15 = $525
Rental cost of 1 round table = $17
Cost of renting 19 round tables = $17 x 19 = $323
Rental cost of 1 chair = $5
Cost of renting 150 chairs = $5 x 150 =$750
Total rental cost of tables and chairs = $750 + $323 = $1073
Custom made T-shirt
Cost of 1 custom made t-shirt = $15
Total cost of 150 t-shirts = $15 x 150 = $2250
Cost of 1 custom made t-shirt = $15
Total cost of 150 t-shirts = $15 x 150 = $2250
Cost of making 1 goodie bag
= $5
Total cost of making 150 goodies bags = $5 x 150 = $750
Total cost of making 150 goodies bags = $5 x 150 = $750
Transportation - 40 seaters
bus:
Cost of a 2 way bus trip = $85 + $75 = $160
Entry fee per bus = $10
Entry fee per head = $2
Amount needed for 1 bus entering Sentosa = $160 + $10 + ($2 x 40) = $250
Total amount needed for 150 people entering Sentosa = 4 [$160 + $10] + ($2 x 150) = $980
Cost of a 2 way bus trip = $85 + $75 = $160
Entry fee per bus = $10
Entry fee per head = $2
Amount needed for 1 bus entering Sentosa = $160 + $10 + ($2 x 40) = $250
Total amount needed for 150 people entering Sentosa = 4 [$160 + $10] + ($2 x 150) = $980
Food & Beverage – Lunch:
Cost allocated to one person
= $5
Amount needed for 150 people = $5 x 150 = $750
Deposit fee for entering Sentosa = $500
Total cost for lunch = $750 + $500 = $1250
Amount needed for 150 people = $5 x 150 = $750
Deposit fee for entering Sentosa = $500
Total cost for lunch = $750 + $500 = $1250
Food & Beverage – Dinner:
Cost allocated to one person
= $9
Amount needed for 150 people = $9 x 150 = $1350
GST 7% = 7% x $1350 = $94.50
Deposit fee for entering Sentosa = $500
Total cost for dinner = $1350 + $94.50 + $500 = $1944.50
Amount needed for 150 people = $9 x 150 = $1350
GST 7% = 7% x $1350 = $94.50
Deposit fee for entering Sentosa = $500
Total cost for dinner = $1350 + $94.50 + $500 = $1944.50
5. Programme
Plan
5.1 Itinerary of the Event
Timing
|
Venue
|
Programme
|
Activities
|
730am
|
Philips Singapore – Toa
Payoh
|
·
Participants to meet at company
|
–
|
730am - 8am
|
Philips Singapore – Toa
Payoh
|
·
Waiting time for late participants
·
Take attendance
|
–
|
8am - 845am
|
–
|
·
Set off to Sentosa
|
–
|
845am
|
Sentosa
– Sapphire Pavilion
|
·
Reach Sentosa
|
–
|
845am - 9am
|
Sentosa
– Sapphire Pavilion
|
·
Welcome remarks
·
Introduction of the event
|
–
|
9am - 930am
|
Sentosa
– Sapphire Pavilion
|
·
Settle down before event starts
|
·
Participants to change into event
t-shirt
·
Place bags into shelves
|
930am - 12pm
|
Siloso
Beach
|
·
Games - Light physical activities
|
·
Icebreakers
·
Tug-o-war
·
Filling the bottle
·
Capture the flag
|
12pm - 2pm
|
Sentosa
– Sapphire Pavilion
|
·
Lunch
|
·
Make a sandwich session
|
2pm - 5pm
|
Siloso
Beach
|
·
Games - More vigorous physical activities, Beach-a-thon
|
·
Captain’s ball
·
Frisbee challenge
·
Volley ball
|
5pm - 6pm
|
–
|
·
Freshen up
|
–
|
6pm - 7pm
|
Sentosa
– Sapphire Pavilion
|
·
Dinner
|
–
|
7pm - 745pm
|
Sentosa
– Sapphire Pavilion
|
·
Mass dance
·
Lucky draw
|
–
|
745 - 8pm
|
Sentosa
– Sapphire Pavilion
|
·
Conclude event
|
–
|
8pm - 9pm
|
–
|
·
Set off back to company
|
–
|
9pm
|
Philips
Singapore – Toa Payoh
|
·
Reach company and home sweet home
|
–
|
5.2
Games and Activities
Team building games and
activities serve as an excellent means to help participants adapt to the
working environment and encourage them to communicate and collaborate.
Given that the expected attendance for the event is 150
members, the group will be divided
into smaller teams of 10 groups of 15 people. By breaking them into smaller groups, it makes it easier for them
to actively participate in the games and activities. Small group activities
offer many opportunities for flexible interchange of ideas, foster interaction
between participation. Sequentially, it helps to achieve the event’s objective
to allow participants to bond through the fitness games.
The group will be divided in
random order whereby experienced and new employees from the sales department
will be evenly spread out in all groups. In this way, the younger employees can
help the senior staffs during the physical activities. In addition, it also
serves as a great opportunity for the younger and senior staff to be acquainted
with each other better and strengthen the professional relationships between
company employees.
A group facilitator from
JEMS Events Management will be assigned to each group. The role of the
facilitators is to promote communication within the group as well as to lead
and get them hyped up for the activities.
All games and activities
will be conducted at Siloso beach. However if wet weather arise, it will be
conducted inside Sapphire Pavilion.
5.3 Detailed explanation for
Programme Plan
All participants are encouraged to have their breakfast
before meeting.
730am:
Participants to meet at company
All 150 participants
are required to meet at the company to set off as a group. This is to
facilitate easier attendance taking and to ensure punctuality so that
activities can commence at 845am sharp at Sentosa.
730am
– 8am: Waiting time for late participants
A half an hour waiting time is allocated for late
participants.
8am
– 845am: Set off to Sentosa
Transportation arrangements will be made to fetch all
participants to Sentosa. 4 X 40 seater busses will be employed.
845am:
Reach Sentosa
Expect a warm island welcome to the sprawling stretch of
Siloso Beach. Facilitators from JEMS Events Management will usher the
participants to the Sapphire Pavilion.
845am
– 9am: Introduction of the event
An introduction of the event will be given by the event
head to give the participants a preview of the event. At the same time, participants
will be greeted with cool tropical juices as they soak in the brilliant
atmosphere to get themselves energized for a day of fun filled activities.
9am
– 930am: Settle down before event starts
For
easy identification of participants that are part of this event, each member
will be given a custom made fitness dry fit shirt. They are required to change
into the shirt during this half an hour duration.
For security purposes, shelves will be provided for
participants to place their bags. The shelves provided will allow participants
to participate in the activities at ease without worrying about their
belongings.
There will be a specific number (1 – 150) printed on each
shirt. Similarly, for each compartment of the shelves, there will also be
numbers (1 – 150) pasted on it. For illustration, the participant with the
number “1” printed on his/her shirt will place his/her belongings in the
compartment with the corresponding number pasted on it, and so on. We adopted
this method in order to avoid confusion when participants are collecting their
belongings.
Figure 2:
Custom-made fitness dry fit shirt with number printed on the sleeve.
930am
– 12 pm: Games – Light physical activities
An amazing day of fun
filled activities awaits! In these 2 hours 30 minutes, participants will get
involved in 4 light physical activities. The key purpose is to foster active participation and steer
participants towards constructive activities and dialogue. These activities and
exercises assist in the development of a healthy working culture and
environment, conducive to employee productivity. The 4 activities to be conducted
are as elaborated below:
1.
Icebreakers –
Office Trivia | Duration: 30 minutes
An ice breaker set the tone & atmosphere for a
meeting, and to generate enthusiasm. In this
activity office trivia, the participants are to work in their
groups and are required to ask each
other some fun questions about the
workplace. Questions like "How many cubicles does level
1 have?",
"How many employees sit on level 2?", "What's the deadline for
project ABC?",
"Who's leading project XYZ?" or "What's the
color of the flowers kept at the reception desk
today?" could be asked.
This activity will help to kick off the event on a light manner.
Furthermore,
we believe such questions regarding everyday things add all the fun to this
game.
2. Tug-O-War | 40 minutes
This simple rope game
teaches the most basic element of team work. In this activity, participants
will work in their 10 groups of 15 people. Two teams will be assigned on
opposite sides of the rope to compete against one another, thus 5 pair of teams
will be involved in this activity at the same time. The team that manages to
pull the other team wins. Through this
activity, participants will learn to work as a team and win as a team.
Figure 3:
Tug-O-War
3. Filling the bottle | 40 minutes
Within each group,
participants are required to stand in a straight line. A participant is
required to station near the sea and a small empty bottle is kept at the other
end. When the timer is set, the participant near the sea is required to collect
seawater with his/her hands and transport the water to the bottle with their
hands. The first team to fill the bottle wins. In the event of wet weather,
this activity will be held within the pavilion and normal water will be used
instead of sea water. This game will help the participants to build patience
and coordination with each other.
4. Capture the Flag | 40
minutes
In this activity, 2 groups are to compete
against each other. As there are a total of 10 teams, 5 pair of teams will be involved in this activity at the same time.
Two territories will be marked with cones. Each
group will be given a flag or a piece of cloth to hide in their own territory.
The members of the other team are to find out the other team's flag in the
opponents territory, but they should not get caught by their opponents. If they
are caught, then the person is to be put in the “jail” of the opponent team and
has to stay out of the game unless he or she is released by his teammates. The
game ends when the opponent team's flag is found. This activity is a great way
to build up a team and maintain their fitness.
12pm – 2pm: Lunch
In this unique meal,
participants embark on a gastronomic journey of healthy eating.
Starting at 12, all the
members would stop the activities they are engaging in, and gather back at the
pavilion for lunch. To fit the theme “Fitness Day” and prepare for the vigorous
games after the break, a healthier and light lunch would be provided instead of
a heavy full meal. They would make their own sandwiches with the types of
dressings and vegetables they prefer. For example, if one prefers a sandwich
with only lettuce and tomatoes, he or she could just make the sandwich
conveniently. Ingredients such as breads, vegetables and other filings will be
placed on the both sides of the table, just like a buffet style and the members
will queue at either side of the table in an organized manner to make their own
preferred sandwich. With this arrangement, the process of making the sandwich would
be much faster as compared to putting the ingredients at only one side of the
table. There are 150 members, dividing the queue into 2 would allow each of
them to get their sandwiches much easier.
Sandwiches are a daily
staple for lunches or dinners. Depending on the choices of breads and fillings,
they can range from nutritional nightmares to healthy, filling meals. There are
two selections of breads – regular and whole wheat bread. For a healthy
sandwich, we would normally look for breads that have lots of fiber and are
lower in calories.
As for the dressings, there
are a few varieties to choose from. All the choices are low in calories, fats
and cholesterol. One of the choices is Cucumber Dressing. It has 15 calories,
2g of fats and 2mg of cholesterol. Other dressings include Honey Basil
Vinaigrette and Yogurt Salad Dressings. The calories are 23 and 19, 2g and 4g
of fats, 0mg and 2mg of cholesterol respectively.
There are so many other
vegetables than can be used on sandwiches - cucumbers, lettuce, mushrooms, tomatoes
and onions depending on one preference. Most of the usual sandwich fillings can
be made in a healthy way, and the options are virtually endless. The filings
provided are turkey, ham, tuna and peanut butter. For drinks wise, barley would
be served.
This make-a-sandwich lunch
not only allows them to make their own preferred type of sandwiches, it also
encourages one to eat healthily and understand the importance of their health
and fitness.
2pm
– 5pm: Games – More vigorous activities
After a sumptuous lunch, the beach-a-thon awaits. It is
an engaging teambuilding activity designed to bond participants through the
fitness games. During beach-a-thon, ample breaks will be given in between,
depending on the fitness level of the participants and the weather. Drinking
water will also be made available during our beach games to ensure all
participants stay hydrated throughout.
In teams, 2 groups are to
compete against each other. As there are a total of 10 teams, 5 pair of teams will be involved in this activity at
the same time. Participants would compete against each other in a
series of short beach games. Scores will be computed for every activity to
determine the winner, which are established based on the number of successful
scores they achieve. For example, if a team score 8 goals in the captain’s ball
activity, it will achieve 8 points, if a team score 3 points in the Frisbee
challenge, it will achieve 3 points, and so on. The winning team is determined
by the highest number of points earned. The assortments of beach-a-thon
activities are:
1)
Captain’s ball
Figure 4:
Captain’s ball match
2)
Frisbee challenge
Figure 5:
Frisbee challenge
3)
Volley ball
Figure 6:
Volley ball match
Each activity in beach-a-thon will take duration of 50
minutes with a total of 30 minutes break in between. These games bring out the team spirit at its best. Since the
teams are bound to be made up of people who can, as well those who cannot play
the game. Hence, it helps in bringing out the quality of team leadership, and
the concept of helping one another.
5pm
– 6pm: Freshen up
Participants can make use of this 1 hour to wash up.
6pm
– 7pm: Dinner
With a spacious area, subtle lighting while enjoying the
sunset, guests gets to indulge in the delights of an exquisitely chosen buffet
dinner.
The dinner would start at
6pm. After a refreshing shower, everyone would gather back at the pavilion for
dinner. It is a buffet dinner, thus the concept would be the same as the
make-a-sandwich during the lunch time. Food would be placed at the both side of
the table, and everyone will queue in an orderly manner while taking their food
from either side of the table.
When one is done with taking
of the food, he or she could proceed to the dining tables and enjoy their meal
with the rest of the colleagues. In order to make the atmosphere livelier,
there will be music playing throughout the whole dinner session. This dinner
time would be the best opportunity for one to share their fun and interesting
experiences that they had encountered during the activities’ session.
After a long day of fitness
activities which can be physically draining, our company believes that one
should eat well too so as to maintain a healthy lifestyle. The menu would
include appetizer, fish, meat, vegetables and dessert.
Spring roll would be served
as the appetizer. There are a few varieties for the main courses – Chinese
style-Kung Po Chicken, Chinese Sweet and Sour Fish, Chicken Siew Mai, Golden
Fish ball, Kailan with Mushrooms, Chinese Seafood Fried Rice and Ee Fu Mee with
Enoki Mushrooms. As for the dessert, the choice would be Deluxe Fresh Fruits
Platter. Drinks wise, fruit punch would be provided.
With such a sumptuous meal,
it is definitely an enjoyable moment to gather around and mingle with one
another while having the meal. In a way, this creates a platform for the
colleagues to build their relationship, thus developing teamwork which would
help them in their work.
7pm
– 745pm: Mass dance and lucky draw
To conclude the
event, all members will be involved in the mass dance. Facilitators will be
stationed on the stage to demonstrate the dance steps and leading the mass
dance.
The first prize of the lucky draw will be a television,
followed by second prize; a fruit juice blender and third; a rice cooker,
sponsored by Philips Singapore.
745pm
– 8pm: Conclude event
Event head will sum up the whole event and give out
certificates and goodie bags to each participant.
Figure 7:
Certificate for participants
8pm
– 9pm: Set off back to company
Transportation arrangements will be made to fetch all
participants back to the company. 4 X 40 seater busses will be employed. The
reason why all the participants are transported back to the company is because
some of them may have drove to the company in the morning. Hence, it will allow
them to drive home once they reach the company.
9pm:
Reach company and home sweet home
Once participants arrive back to the company, they are
required to make self-arrangements to travel home.
6. Space
Arrangement and Floor Plan
Space arrangement plays a critical role when planning an
event. It is one of the factors that aids in achieving a smooth flow of
activities. With a structured space arrangement, activity
areas will be more clearly defined.
Since there will be separate caterers
for both meals, there will 2 different setups for both lunch and dinner. After
lunch is over, the setup will be cleared to prepare for the dinner’s
layout.
We believe by adopting the following space
format, it will better facilitate the activities during the event.
6.1 Space Arrangement – Stage setup
As seen from the space
arrangement, the stage will be placed at the centre, close to the entrance from
the beach. A banner will be placed as a backdrop for the stage.
In
addition, our company will provide a total of 3 shelves on the left side of
entrance to accommodate 150 participants’ belongings. The first shelve will
contain participants’ 1 – 50 belongings, second shelve will contain 51-100 and
third shelve will contain 101 – 150. For security purposes, a cloth will be
used to cover the shelves. We will also ensure that a reliable member from JEMS
Events Management will be stationed there to keep an eye on the belongings.
Figure 9: Space arrangement - Stage setup
6.2 Space arrangement – Lunch setup
Figure 10: Space arrangement – Lunch setup
For the lunch setup, there will be three long tables to
place the ingredients necessary for the “make-a-sandwich” session. As seen from
the floor plan, it is situated at the extreme end from the toilet due to
hygiene purposes. Furthermore, 15 tall tables will be positioned for the
participants to use when eating their lunch. Tall tables are used to provide
opportunity for people to become acquainted in a relaxed and informal atmosphere.
Figure 11: Tall Tables
6.3 Space Arrangement –
Dinner setup
Figure 12: Space arrangement – Dinner setup
For the buffet set up, a long buffet table will be placed
at the same area where the 3 long tables were positioned for lunch previously.
5 feet round table with table cloth will be used for this
corporate dinner and each table will accommodate 8 participants. Thus, in total
there will be 19 round tables arranged for the dinner. This is to ensure that
there are enough seats for the participants.
Figure 13:
Round Dinner tables and chairs
7. Conclusion
In
conclusion, we believe that this event will be able to achieve its objectives
and be a success in allowing participants to take some time off to exercise, as
well as to teach them the importance of bonding with one another so as to
improve the overall work performance of the department and company.
8.
Approval to proceed
The team would like to seek Mr. Jeff
Tham’s approval to proceed with the proposal.
Approved/ Not Approved
__________________________
Jeff Tham
Manager of Sales Department
Philips Singapore (Toa Payoh Branch)
Manager of Sales Department
Philips Singapore (Toa Payoh Branch)
