Proposal for Philips Singapore Corporate Fitness Day

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 4^th 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

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 making 1 goodie bag = $5
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

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

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

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.

 A brochure will be given to the participants at the meeting point before the event commences, and a QR code will be imprinted onto the poster. Within the QR code, there will be numbers ranging from 1 to 150, the top 3 winners for the lucky draw event will then be selected based on the number assigned to the QR code. For illustration, if a participant with a QR code of number 1, 2, or 3, he or she will be the winner for the respective prizes corresponding to the number. 

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

                                               Figure 8: 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)