SETTING YOURSELF UP FOR SUCCESS 83
Congratulations on completing all of the examinations for your Event Planning
program! This final graded project is designed to assess your event planning
skills. You’ll use all of the information you gained in this program to investigate
and create potential outcomes for five separate case studies. You must submit
this completed project to receive a final grade for the program.
After completing this project, you should be able to
• Demonstrate what you’ve learned in this program
• Demonstrate the ability to analyze a variety of event planning scenarios
and develop appropriate courses of action for each
• Demonstrate the strength of your writing skills. Remember, as an event
planner, you’ll be in constant written communication with different people
in a variety of ways—through email and social media tools, as well as via
the development of contracts, timelines, and other written documentation
Like other assignments in your program, this assignment is open book. That
means you can and should use your study materials as you work. We also strongly
encourage you to use credible research sources, from the Internet and elsewhere,
as you develop your responses. And, enjoy the process! This is where you can
shine by demonstrating exactly what you’ve learned over the course of this
Once you’ve completed all the parts of the project, you’ll need to create an
electronic version of your assignment, preferably as a Microsoft Word file. Name
your file with your student number_program code_graded project and submit
your finished assignment online.
TIP: As you complete the
assignment, save your
work early! Save your
work often! Whatever
you do, don’t wait until
your file is complete
before saving. Consider
making a backup copy in
another folder on your
computer, just in case
you run into technical
84 SETTING YOURSELF UP FOR SUCCESS
This project consists of five parts. To begin, we suggest reviewing the entire
assignment carefully before you begin to respond. Make sure you understand the
assignment before proceeding; if you have any questions, contact your instructor
before you begin.
Each part is worth the number of points shown. Your total possible score is 100.
• Case Study 1: 15 points
• Case Study 2: 15 points
• Case Study 3: 15 points
• Case Study 4: 25 points
• Case Study 5: 30 points
TOTAL POSSIBLE POINTS: 100 points
Now that you understand the basic goals of your project, let’s get started.
CASE STUDY 1: CAT CRUSADERS
You’re excited about lending your event planning expertise to a fundraiser for a
quirky animal shelter called Cat Crusaders. You’re thrilled to have the opportunity
and feel confident that this will be a fun event for everyone involved.
Cat Crusaders is a small organization, and they’re hoping to gain some muchneeded publicity through this fundraiser. This is the first major event they’ve
hosted, and through it they’d like to make enough money to buy cages and
supplies to foster an additional fifteen cats.
You’ve met with the key people at Cat Crusaders on several occasions, but your
primary contact is a woman named Shelia, who works at the shelter about twenty
hours a week. Sheila handles the public relations work for the organization. She
is also responsible for coordinating the visits of volunteer veterinarians, feeding
thirty cats, and cleaning their cages. So, although Sheila is very excited about this
event, she doesn’t have a lot of time to focus on it.
The shelter hopes to convince some prominent people from the community—
perhaps local politicians and TV and radio personalities—to attend the event.
However, since the shelter doesn’t have a high profile, Sheila believes the event
needs a special gimmick or theme in order to attract media attention and to
attract high-profile celebrities to the event.
SETTING YOURSELF UP FOR SUCCESS 85
In the tradition of big-city event planning, the shelter also hopes to convince
local sponsors to donate items for gift bags, which will be handed out to
attendees as they leave the fundraiser. Sheila is committed to contacting and
working with known potential sponsors, but she’d like you to help her come up
with suggestions for other types of businesses that she might contact to receive
free items for the gift bags.
Approximately 300 people will attend the fundraiser. About 50 of them will
attend the event for free; this includes shelter staff, volunteers, sponsors, and
local celebrities. The remaining 250 people will be charged $200 a plate to
attend this event, which will include dinner, dancing, and live entertainment. An
open bar will be available for the entire three-hour event. Working within these
restrictions, Cat Crusaders hopes to earn a profit of $75 from each paying guest.
In two days, you have a meeting with Sheila and the shelter director. For this
meeting, you’ve been asked to prepare the following items:
• A sample realistic budget that provides guests with a lovely evening out
while managing costs to meet the fundraiser goals.
• A list of types of business (e.g. pet stores) that might help sponsor this
• A list of possible themes/activities/gimmicks that could be used to garner
CASE STUDY 2: THE QUINCEAÑERA
Adriana has sought you out for assistance in planning for her daughter’s
quinceañera, which will take place next year. Although the family has initially
budgeted $50,000 for this event, Adriana is unsure what’s involved and has no
idea how realistic this number may or may not be. The family expects to invite
200 guests. Adriana would like an over-the-top celebration with an elaborate
ceremony. Her daughter wants 14 attendants; Adriana wishes to pay for the cost
of clothing for the whole court. To date, the only definite cost is the venue rental,
which is $2,500. This fee includes only the space itself. Adriana wants a caterer,
photographer, videographer, and musical act for the event. She wants vendor
recommendations and guidance from you in terms of a reasonable budget for
the various vendors.
86 SETTING YOURSELF UP FOR SUCCESS
To start, your client needs direction in terms of the range of vendor pricing in
your area before she can actually set a specific budget for the party. She is unsure
of where to even begin and has hired you for your guidance and expertise.
Later this week, you’ll be meeting with Adriana. For this meeting, you’ll need the
• A detailed budget with suggested price ranges for all elements of the
event. Be sure to include a range of prices for different elements and an
indication of what the family will receive from the low end to the high end.
• The budget should be detailed; that means it includes all possible types of
vendors and potential subcategories.
• A recommendation as to whether Adriana’s suggested budget will work.
CASE STUDY 3: PARSON’S TOP SALES
Parson’s is a large regional chain of car dealerships with branches in several states.
Parson’s has called to find out if you’re interested in helping plan an awards event
for their top salespeople. You enthusiastically agree, as you’ve not yet had the
chance to work on this type of event. Parson’s mentions that they’re fairly far
along in the planning process but they wish to hire you for day-of services.
For these sales awards, the company is flying in the top two salespeople from
each dealership, along with a guest. The company has planned a number
of activities over the weekend, such as an evening at the theater. The idea is
to provide a special getaway weekend for high-performing employees. The
executive board members of Parson’s will also attend, along with their guests. The
total guest list includes 80 invitees.
During your first meeting with Lars, the office manager from Parson’s executive
offices, he provides you with an event packet. The basic itinerary for the awards
ceremony looks like this:
SETTING YOURSELF UP FOR SUCCESS 87
• 5:00 PM: Cocktail hour with live piano music
• 6:00 PM: Three-course dinner begins
• 7:30 PM (approx.): Awards ceremony begins*
*(Ceremony to begin during dessert course; expected
to last one hour. Awards include presentation of
modest cash bonuses and certificates to thirty
salespeople and special recognition and large cash
bonuses to the top three salespeople.)
You read enthusiastically and review all of the paperwork. As you review the
contract with the ballroom, you notice that the space has been booked for only
2.5 hours, with an additional hour of setup time before the ceremony.
You realize immediately that this is a problem. How can you fit a cocktail hour,
formal dinner, and awards presentation into a compressed period of time? You
know from experience that this is simply not enough time, even if everything
runs exactly on schedule—which is unlikely given that awards ceremonies are
notorious for running long.
You immediately express your concerns to Lars, who agrees with you, but
discovers that the venue can’t extend the available time due to a conflict with
another event being held there. Lars is dismayed and embarrassed by his
oversight and is concerned about his boss’s reaction. However, he also insists
that nothing can be eliminated from the itinerary. The musical act and the meal
have already been contracted, and he doesn’t wish to cut down on the number
of awards being given. Since the salespeople are traveling long distances to
receive these awards, they would be disappointed not to receive the promised
You realize you must work within the times stated. You let Lars know that a rigid
timeline will need to be developed and followed. You also offer to find ways to
shorten, but not eliminate, various components to make the evening work.
• Create a detailed timeline for the awards ceremony, from setup to
completion. Include directions and ideas as to how to best present the
awards to keep to the schedule.
88 SETTING YOURSELF UP FOR SUCCESS
CASE STUDY 4: CATERING CONTRACT REVIEW
You’ve just begun working with Make-A-Child-Smile, a nonprofit organization
whose mission is to provide necessary surgery for infants and children with
craniofacial deformities, such as cleft lip and clef palate. You feel very passionate
about this organization and are helping them to plan a semiformal fundraiser
with both a live and silent auction, along with a guest speaker.
At your first meeting, the fundraising committee informs you that they’ve “fallen
in love” with a venue; they’ve confirmed that the site is available on the desired
date. The venue offers full-service catering, which the organization wishes to
use. The venue owner is a friend of a board member and has promised an insider
discount, making this exclusive venue more affordable.
You’ve never worked with this vendor before, and pay a visit to the site with an
enthusiastic committee member. The location is beautiful and you understand
their excitement. After touring the facilities, the catering representative presents
a contract with terms for the event (see contract below). As you review the
contract, you immediately realize that it doesn’t offer the protection that the
client needs to safely host the ceremony at this location. Several important items
• Review the contract shown in the following figure.
• Create an addendum to attach to the contract. This addendum should
address all problematic areas of the contract. It should also identify missing
information that may provide protection to the client.
SETTING YOURSELF UP FOR SUCCESS 89
Catering Worksheet and Contract
Location and Times
Setup Style—Round Tables for 150
Start Time—11:30 am
• Leave room for string quartet in ballroom.
• Head table for fundraising committee members
• Flowers will be brought in as decorations.
• Discount on volunteer and vendor meals.
Estimated Guest Count: 150
Guaranteed Guest Count: _ (Final guest count must be received two months in advance
of event date. Once final guest count is received, customer will be charged for this number of people,
regardless of actual attendees.)
_____________________________________________ __ Customer Signature Date
____________________________________________ __ Stefani’s Manor Representative Date
90 SETTING YOURSELF UP FOR SUCCESS
Terms of Agreement
Try it now!
How it works?
Follow these simple steps to get your paper done
Place your order
Fill in the order form and provide all details of your assignment.
Proceed with the payment
Choose the payment system that suits you most.
Receive the final file
Once your paper is ready, we will email it to you.
No need to work on your paper at night. Sleep tight, we will cover your back. We offer all kinds of writing services.
No matter what kind of academic paper you need and how urgent you need it, you are welcome to choose your academic level and the type of your paper at an affordable price. We take care of all your paper needs and give a 24/7 customer care support system.
Admission Essays & Business Writing Help
An admission essay is an essay or other written statement by a candidate, often a potential student enrolling in a college, university, or graduate school. You can be rest assurred that through our service we will write the best admission essay for you.
Our academic writers and editors make the necessary changes to your paper so that it is polished. We also format your document by correctly quoting the sources and creating reference lists in the formats APA, Harvard, MLA, Chicago / Turabian.
If you think your paper could be improved, you can request a review. In this case, your paper will be checked by the writer or assigned to an editor. You can use this option as many times as you see fit. This is free because we want you to be completely satisfied with the service offered.