EXCEUTIVE SUMMARY:

Big Dreams Pvt. Ltd., this is the name of our event management company.
Our event management company was founded keeping in mind a specific
motive and certain long-term vision & objectives.
Our office is located at Andheri(W), near Vira Desai road and it has been
acquired on short-term rental basis for a period of 3 years. We have hired a
lawyer for obtaining the Registration Certificate, other legal formalities and
partnership deed.
There are various departments in our event management company. They
are namely, the Copy department (people who help to prepare speeches), the
Creative department (people who design the decorations for the stage where
the event will take place), the Studio (people who will cover the live show),
Backstage (people who take care of all the arrangements Backstage, they are
provided with headphones), the Marketing and Advertising Department (they
promote the particular event, approach the sponsors) and the Finance
Department (those who handle all the accounts i.e. expenses and
revenues,etc.).



























EVENT MANAGEMENT PLAN FOR International Association of Hospitality Technology
Specialists..
INTRODUCTION:
Every year a worldwide event of international association of hospitality technology
specialists takes place and many important aspects and information related to
hospitality industry gets shared and new knowledge and innovations is distributed
throughout the industry specialists. This year international association of hospitality
technology specialists has decided to organize a worldwide event in India and to
make it a grand success near about 300 members and delegates in hospitality
industry are invited for the meet.
The main emphasis will be put on safety and security methods practiced in different
hotels and for that many hotel security suppliers and a company delegate who
makes softwares and equipments for hotels are also invited. The event will also
have recreation time for the people to get relaxed.








INTRODUCTION:

The delegates will arrive at Mumbai on 14may 2009 in evening. The delegates will
be welcomed by the FHRAI members. The event will commence on 15may 2009.
Then the guests will be accommodated to their assigned hotel rooms. As it is
planned to be a high budget event all the expenses will be borne by international
association of hospitality technology specialists and FHRAI being a major sponsor.
The main objective of the event is to share newly evolved technological
advancements and new trends as well as to increase business networking. The
event will also have sessions with industry tycoons as an interactive sessions. There
will be exhibitions held on modern technological equipments in the venue itself.
The event is going to be held in india this because the international association of
hospitality technology specialists have studied the future of technological
development in india very carefully and there will be a key to attract new IT
professionals.
On the last day of the event there will be a launch of new hotel softwares by
MICROS private limited. The event has been organized by international association
of hospitality technology specialists and the contract has been given to a event
management company thus the major responsibility is on the event management
company to make the event a grand success. The event management company has
also employed few hospitality students and event management students to get an
hands on experience and knowledge about how an event takes place and the
necessary planning to be done before the event.
The event management company office is located at Andheri(W), near Vira Desai
road. The company has a very good reputation in the market for excellent execution
of the events undertaken. The company has a very good rapport with many leading
hotel chains and many other major suppliers. This event will be a enriching
experience for the company as it is going to handle such a grand and formal event.










OBJECTIVE:
The objective of this event is to get people from the industry together to understand
new trends, sharing of information and knowledge, different hotel cultures. And also
understanding different technical and security measures used in different properties
because at this time it has become very necessary to put emphasis on security
measures because of the recent and still continuing terrorist activities.
The seminars will also be held on front office, housekeeping,food production,food
and beverage.

To achieve all above a feasibility study is needed to be done and to set an objective
below mentioned points should be understood
1: Set realistic dates, times, deadlines
2: Consult with stakeholders for input

































ORGANISER/ EVENT BUYERS:

International association of hospitality technology specialists is internationally
acclaimed association consisting of more than 3000 members worldwide.The
organization is prominent in Europe, U.K, U.S.A. This years event is going to be held
in india because the association has seen the future growth in technology in india.
The association will also try to motivate young I.T professionals to join hospitality
software companies.
This will be a new step for friendship between International association of hospitality
technology specialists and FHRAI. The FHRAI has willingly agreed to take
sponsorship for the association to contribute in making this event a grand success.
As it will highlight the Indian hospitality industry in front of the western world.

















MAJOR EVENT SPONSOR:

Federation of Hotel & Restaurant Associations of India, often known by the acronym,
FHRAI, is the Apex Body of the four Regional Associations representing the
Hospitality Industry. FHRAI provides an interface between the Hospitality Industry,
Political Leadership, Academics, International Associations and other Stake Holders.
FHRAI is committed to promote and protect the interests of the Hospitality Industry
by actively seeking better privileges and more concessions for the Industry. FHRAI
members are always kept abreast with the latest trade information and trends,
statistical analysis and reports on various topics that have a direct impact on the
Industry, government notifications and circulars.
FHRAI helps the Hospitality Industry to grow, prosper and keep in pace with the
developments in the International scenario.

With more than 3300 members comprising of approximately 2052 hotels, 1016
restaurants, 150 associate members and the 4 regional associations, FHRAI is truly
the voice of the Hospitality Industry that brings several million dollars to the
exchequer and employs more than 15 million direct workers.
The buyer of the event is FHRAI and its going to provide all the finances required for
the seminar. A panel of members will be formed by FHRAI to keep a check on
revenue utilization. The FHRAI also have its small and big sponsors.




























LOCATION:

As it is an international event Mumbai city has been selected as an event destination
and 3 prime locations has been shortlisted namely:

1: NSE Complex, Goregaon- which is nearby hotel sahara star.

2: ITC Grand Maratha Sheraton Andheri (east)

3: J.W. Mariott, Juhu



COMPERATIVE STUDY:

NSE Complex (Goregaon): it is a huge ground with capacity of accommodating more
than 1,000 people and is near to Hotel Sahara Star a 5 star category hotel so it is
possible to held an event at the ground and to accommodate guests at the Sahara
Star. The banquet and the recreational facilities will be held on the ground itself and
the breakfast and possibly a dinner will be served at the hotel. The transportation
from the airport to the hotel takes approximately 20-25 minutes and from the hotel to
the NSC Complex takes approximately 15-20 minutes depending on the traffic.

IITC Grand Maratha Sheraton: it is a luxury collection brand of the Starwood
properties and is nearest venue from the International airport. It is a 5 star deluxe
property with 242 spacious rooms and has a lawn having capacity of accommodating
nearly 300 people. As it is possible here to host an event and the accommodation at
the same place it will be more convenient.
The hotel architecture is very unique in its very own style which gives a feel of rich
Indian heritage. Its restaurants specialize in Indian cuisines (Dum Pukth and
Bukhara) and the transportation can also be provided by the hotel.

J.W. Mariott: it is called as Bollywood Hub of Mumbai and is located at one of the
beautiful places in Mumbai. Its also a 5 star deluxe category hotel having 358
luxurious rooms and is 30 minutes distance from International airport depending
upon the traffic.
It has many speciality and multispecialty restaurants and is the trendiest hotel in the
city.








SWOT Analysis:
Mumbai: Welcome to Mumbai. Fifteen million people live in Mumbai - industrialists,
film-stars, artists, workers, teachers and clerks - all living cheek-by-jowl in soaring
skyscrapers and sprawling slums. They come from diverse ethnic backgrounds and
speak over a dozen tongues, adding colour, flavour and texture to the Great Mumbai
Melting Pot.
Business: Mumbai is the business & financial capital of India. All the major financial
institutions, banks and stock exchanges are based in Mumbai. The head quarters or
administrative offices of major business houses operate out of Mumbai.
The earlier business district of Ballard Estate have given way to Nariman Point in
South Mumbai and more recently to the new business districts, which have come up
in Bandra Kurla complex and the Lower Parel areas, which are being built on
redeveloped textile mills' land.
Newer business complexes are coming up in Andheri and other districts in the
northern part of the city. These units mostly house the IT and knowledge based
industries e.g. BPOs. Gradually the smokestack industry is being driven out of
Mumbai, mainly due to economic unviability.
Tourism:


Mumbai's most famous monument, this is the starting point for most tourists
who want to explore the city. It was built as a triumphal arch to
commemorate the visit of King George V and Queen Mary, complete with
four turrets and intricate latticework carved into the yellow basalt stone.
Ironically, when the Raj ended in 1947, this colonial symbol also became a
sort of epitaph: the last of the British ships that set sail for England left from
the Gateway. Today this symbol of colonialism has got Indianised, drawing
droves of local tourists and citizens. Behind the arch, there are steps leading
down to the water. Here, you can get onto one of the bobbing little motor
launches, for a short cruise through Mumbai's splendid natural harbour.


ITC GRAND MARATHA SHERATON: EVENT VENUE










Fast Facts
City Mumbai
State Maharashtra
Location Sahar
Rooms 386
Group
The Grand Maratha Sheraton Mumbai is a venture of the ITC and
Sheraton group of hotels, and is a premium business hotel quite preferred
by the business class owing to its proximity to the international airport.
The Grand Maratha Sheraton is just a 5 minutes drive from the airport.
Accommodation at Grand Maratha Sheraton Hotel
The rooms at the Grand Maratha Sheraton are elegantly appointed and
are fitted with the latest gadgets. The room facilities at Grand Maratha
Sheraton Hotel are:
Attached bathroom
Running hot and cold
water
Climate control
Tea/coffee maker
Refrigerator
Bathtub
Bathrobe
Hairdryer
Bathroom slippers
AC
Mini bar
TV with satellite channels
Direct dial telephone
Room service
Dining at Grand Maratha Sheraton
The The Peshwa Pavilion is a 24-hour restaurant featuring Indian and
inventive international cuisines. Peshwawri serves North West Frontier
cuisine. DumPukht is a celebration of the rich diversity of traditional
Indian cuisines, Catherline's is a restaurant serving classical continental
specialties, Maroush is the Lebanese specialty restaurant and Bombay
High is a roomy and lively bar.
Conferences and Banquets
The Ballroom, conference hall, boardroom are the venues for conferences,
seminars, banquets etc. these halls are all well equipped and perfect for
social gatherings.
Recreational Facilities at Grand Maratha Sheraton
Swimming pool
Jacuzzi
Sauna
Beauty salon
Barber shop
Health club
Gym
Shopping arcade
Channel music
Other Facilities at Grand Maratha Hotel
Laundry
Airport transfer
Currency exchange
Valet service
Babysitting
Banking
Parking
Care rental
Safe deposit travel desk
All major credit cards
accepted







ITC grand Maratha Sheraton has been selected as the venue for the above event
because of its easy accessibility to the city and also it is situated in the industrial hub
of the city. It is nearby to the international airport and the hotel theme suggests the
mix of Indian culture, tradition and technology. The hotel has agreed to provide their
services at subsidised rates because of the FHRAI standing as a middlemen.
The delegates which will be coming for the event have been divided into 3 groups.
Group A, Group B , Group C.
Delegates in Group A have been arranged to accommodate in ITC Grand Maratha
Sheraton itself.
Delegates in Group B have been arranged to accommodate in Hyatt regency.
Delegates in Group C have been arranged to accommodate in hotel Le meridian.


















EVENT SPONSORS:
Our sponsors for the event are:
FHRAI(federation of hotel and restaurant association of india), India today group,
Indian airlines, future group,ITC,Indian tourism coorperation,hyatt group of
hotels,hotel le meridian,bombay times.
Our sponsors will be benefited by the event as our associates/employees will be
wearing blazers with our sponsors logo emblazed on it. Also as the delegates will
receive quality services from our sponsors the word of mouth publicity will take
place. As ITC has a rich Indian culture so the international delegates will get a
chance to receive high quality services in indianised way.























MARKETING STRATEGY:
The marketing of the event will be done through internet, different FHRAI and hotel
related magazines as well as through televisions and newspapers. The invitation for
the event will be sent to all international properties and industries related to
hospitality sector.
The banners and posters will also be placed ideally at all hotels so it can attract the
eyes. The publicity will be done in a way that it will create the buzz throughout the
industry. The ministry of tourism (government of india) is also going to sponsor the
event so the event will have a good backup.





















BUDGET:
A budget is a fundamental tool for an event director to predict with reasonable
accuracy whether the event will result in a profit, a loss or will break-even. A budget
can also be used as a pricing tool.
As the event has a very high budget because it is an international event and many
delegates from all over the world are participating in this event. The major financers
of this event are FHRAI, Indian airlines, ITC group. The budget of the event is
proposed to be 4crore rupees approximately. Also 1crore rupees has been kept
aside for risk budget.
As various exhibitions are going to be held the revenue generated will be applied to
the main budget as a support. And the event will also generate some revenue from
MICROS private limited as obligation.




















CONCLUSION:




























ANNEXURE:

Preliminary Schedule of Events:
Date of event-15
th
to 17
th
May 2009
Guests Check-In 14
th
may 7pm-10:30pm
Schedule of the event:
15
th
May Friday
7am to 9am- Breakfast
10 am -11am- Introductory speech by FHRAI President
11am to 12pm- formal speech and introduction
12pm to 1pm- event schedule and brief about the event
1pm to 2pm- lunch break
3pm to 5pm- seminar on technological advancement in hospitality industry
5pm to 6 pm- hi-tea
6pm to 9pm- Exhibition on latest hotel security gadgets
9pm to 11pm- cocktail dinner

16
th
May: Saturday
7am to 9am- breakfast
10am to 11am- presentation by Mr. Jacob Roberts- Security analyst J.W.Mariott
U.S.A on hotel securities
11am to 12pm- presentation on new hotel softwares by Mr. Sameer Deshmukh-
Regional Director Asia Continent, Opera softwares
12pm to 1pm- presentation on growing tourism industry in India.
1pm to 2pm- lunch break
2pm to 3pm- presentation on exploring the relationship between I.T Industry and
Hotel Industry by Mr. Nandkishore Jaiswal- Systems Manager, Le Royal Meridian,
Mumbai.
3pm to 4pm- presentation by Mr. Robin Sharma (USA)- internationally recognised
management Guru/Counsellor.

5pm to 6pm hi tea.
6pm to 9pm- exhibition on hotel technical gadgets
9pm to 10pm- cocktail dinner.

17
th
May: Sunday
7am to 8am- breakfast
9.30am to 12pm- presentations will be given by the delegates who wants to give
their presentations
12pm to 1pm- lunch break
1Pm to 2pm- official decleration for an event being over.
2pm to 4pm- inauguration of new locks system by Micros
4pm to 6pm- Exhibition
6pm to 8pm- feedback from delegates
9pm- check-out
















PICK UP AND DROP SCHEDULE:
Date of event- 15,16,17may 2009
Number of delegates- 300
14may 2009-Thursday
50 pax arriving from U.S.A via IC-685
Arrival time- 6:30 pm
Check in- ITC
14may 2009-Thursday
20 pax arriving from London via IC-773
Arrival time- 5:15 pm
Check in- Hyatt regency
14may 2009-Thursday
30 pax arriving from china via IC-725
Arrival time- 8:30 pm
Check in- Hyatt regency
14may 2009- Thursday
15 pax arriving from Korea via IC-658
Arrival time- 4:45 pm
Check in ITC
14may 2009- Thursday
35 pax arriving from Japan via IC-737
Arrival time- 7:45 pm
Check in- ITC
14may 2009- Thursday
20 pax arriving from Italy via IC-664
Arrival time- 7:10 pm
Check in- le meridian


14may 2009- Thursday
18 pax arriving from dubai and 12 pax arriving from oman via IC-685
Arrival time- 9:15 pm
Check in- Hyatt regency
14may 2009- Thursday
15 pax arriving from jaipur and 20 pax arriving from delhi via IC-743
Arrival time- 8:05 pm
Check in- Le meridien
14may 2009- Thursday
20 pax arriving from banglore and 15 pax arriving from Chennai via IC-734
Arrival time- 8:45 pm
Check in- Le meridien
14may 2009- Thursday
20 pax arriving from Kolkata via IC-843
Arrival time- 7:15 pm
Check in- Hyatt regency
14may 2009- Thursday
10 pax arriving from pune via IC-836
Arrival time- 6:30 pm
Check in- Le meridian

The schedule will be sent in advance to the transport coordinator according to that
the vechiles has to be sent to their respective pick up points.
2 members of the group will be sent with each bus to welcome the guest.





EVENT BUDGET TEMPLATE:


Event: _____________________________
Date: ______________________________

Expense Estimated Cost Actual Cost
Facility Fee 4,050,000 42,50,000
Banquet hall 3,50,000 4,25,000
Audio/Visual Equipment 26,000 45,000
Advertising/Promotion 13,50,000 15,03,000
Printing 10,000 12,700
Food/Catering 34,65,000 36,00,000
Decorations 5,00,000 6,50,000
Transportation 96,00,000 98,50,000
Other- miscellaneous 50,000 55,000
Risk budget 60,00,00 60,00,00

Total Expenses: 25,401,000 26,390,700


Revenue Estimated Revenue Actual Revenue
Exhibition stalls 24,00,000 26,50,000
Event Sponsorship 63,50,250 65,00,000




Total Revenue: 87,50,250 91,50,000





Room Dimensions & Seating Capacity
Room
Name
Key
Dim.
(l x w)
Area Height Banq. Thtr. Conf. Rec. Class
U-
Shp
H.Sq.
Dinner
Dance
Boardroom
1
-
26.9'
X
17.2'
463sq.
ft.
10.5' - - - - - - - -
Ballroom 3 -
Prefunction
-
29.5'
X
30.0'
886sq.
ft.
9.2' - - - - - - - -
Ballroom 2 -
Prefunction
-
40.0'
X
30.0'
1202sq.
ft.
11.2' - - - - - - - -
Ballroom 1
& 2 or 2 & 3
-
38.4'
X
65.9'
2531sq.
ft.
13.1' 450 300 - - 210 70 - -
Boardroom
2
-
21.6'
X
11.8'
256sq.
ft.
10.5' - - - - - - - -
Ballroom
(Whole)
-
114.0'
X
65.9'
7635sq.
ft.
13.1' 900 600 - - 315 110 - -
Ballroom 1 -
Prefunction
-
30.2'
X
30.0'
906sq.
ft.
9.2' - - - - - - - -
Boardroom
3
-
20.7'
X
11.3'
227sq.
ft.
10.5' - - - - - - - -
Ballroom 1,
2 or 3
-
38.0'
X
65.9'
2510sq.
ft.
13.1' 200 175 - - 108 50 - -
Ballroom -
Prefunction
-
102.3'
X
30.0'
3068sq.
ft.
- - - - - - - - -