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Mock Pitch and Proposal Document
Event Operations
B8MK110
Emma Olohan
Names of Students and Student Numbers
Kyle O’Rourke - 10314750
Manuel Bar - 10313552
Rebecca Connolly- 10175679
George Brown - 10206810
Rachelle McSharry- 10077184
Date Due: 11/12/15
Word Count: 3098
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TABLE OF CONTENTS
Event Outline
Day 1 Gala Night
- SWOT Analysis
- Staffing Plan
- Production Running Order
- Programme of Entertainment
- Catering Plan
- Venue Dressing
- Mood Board
- Floor Plan
Day 2 Conference
- GANTT CHART
- Running Order
- Work Breakdown
- Schedule/Programme of the day
- Speakers Profiles
- Irish Companies Attending
- Fun Activities
- Floor plan
Day 3 Family Day
- Introduction
- Site dressing
- Interactive Event Activities
- Contingency Plan
- Event Programme
- Production Schedule
- Catering Plan
- Catering Layout
Appendices
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EVENT OUTLINE
This event caters to the pharmaceutical, medical, cloud computing and financial
areas of technology. The event theme is ‘Emerging Ireland’. The main focus of
this event is to host foreign prospective investors and employers with the aim of
showcasing Ireland as an attractive place to commence doing business in. This
will be done though producing an engaging and informative event programme
that promotes living and working in Ireland, provides great networking
opportunities and showcases modern Irish culture.
The following companies have been invited to attend the three day event.
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Pharmaceutical:
· - Eskayef Bangladesh LTD· - Noxxon Pharma AG -S-Swedish Orphan Biovitrum AB
(Sobi)
Cloud computing:
· - Linode· - Red Hat· - Rackspace
Finance:
· - Henderson Group plc · - F&C Global smaller companies· - Murray International Trust
Medical:
· - Koninklijke Philips N.V (Philips)· - Stryker Corporation· - Boston Scientific Corporation
3
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Day 1
Gala Night
This evening event takes place in Powerscourt Townhouse centre, situated in the
heart of Dublin. Kicking off the three-day event, the Gala Night sets the tone with
a sophisticated evening designed to entertain and impress.
The MC for event is - Ivan Yates. He is a previous TD for Fine Gael, Former
Minister for Agriculture, Businessman and Broadcaster for Newstalk.
SWOT ANALYSIS
A detailed internal and external analysis on the Gala Night event to establish the
strengths, weaknesses, opportunities and threats. This was done in order to
establish where the event stands (see appendix 1).
STAFFING PLAN
We have outsourced some staff due to lack of expertise in these areas.
Catering and bar Supplied by Eden catering – minimum of 30 staff
members
Security Supplied by Vigilant Security Services - 8 people
Ushers 4 people
Events Staff 10 people
Operations Staff 8 people
Lighting & AV technicians Supplied by Pearl Av – 2 people
Medical staff Red Cross- 2 people
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PRODUCTION RUNNING ORDER
9.00 Staff Arrive
Team briefing at Powerscourt
9.30 Load in of lighting and sound equipment
10.00 Production team to work on stage build
11.00 Lights and sound equiptment set up
Design team to work on venue dressing
Harp and bands instruments to arrive/ stage set up
12.00 Lunch break
13.00 Catering company to load in equipment
Bar set up
15.00 Sound check
16.00 Furniture set up and decoration
17.00 Inspection of room
17.30 Feedback and instructions to team
18.00 Final touches
18.30 Guests arrive
19.00 Audio technician to play ambient music
20. 15 Prepare podium for speakers
20.45 Prepare dance floor for performance
21.00 Audio and lights technician to take over
21.20 Prepare stage for band
22.30 Band end
Bar close
23.00 Event end
23.00 De-rig and venue clean
PROGRAMME OF ENTERTAINMENT
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Time Entertainment
18:30
Drinks reception with harp music by Sinead O’Laughlin
19:00
Dinner will commence
20:30
Opening Address by Minister for Jobs, Enterprise and Innovation - Mr Richard Bruton
20:45
Address by Gerry Collins, Global Platform Leader Parenteral at Janssen, Pharmaceutical Companies of Johnson and Johnson
21:00
Irish dancing by Innova
21:30
Performance by the Irish music band Anúna
22:00
After drinks reception
23:00
The gala event closes
CATERING PLAN
This will be a formal sit down dinner held in Powerscourt Shopping Centre on
the ground floor. The tables will be long, banquet style and decorated to the
Emerging Ireland theme. There will be a starter, main course and desert with tea
or coffee. Eden Catering will be brought in for this event and we will work closely
with them to develop a menu that complements our theme. All dietary needs will
be considered and gluten free, vegan and vegetarian options will be available
(see appendix 1 & 2).
In terms of alcohol there will be red and white wine at each table. The bar will
open from event start and close at 22:30. Each guest will also be given a
wristband with pull off tokens on arrival. This wristband entails the guest to
three free drinks at the bar. The bar will have a large selection of Irish whiskeys
and craft beer. Soft drinks and juices will also be available.
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VENUE DRESSING
The Gala event will be an elegant evening with casual undertone. The theme for
the three days is Emerging Ireland. We wanted this to be apparent at the Gala
night, so we used earthy colours such as greens, gold’s, grey’s and browns. The
Gala has a rustic feel with the long wooden banquet tables and wooden bar
displaying Irish whiskeys. The centrepieces will be a mix of green and cream
coloured flowers to keep within the Irish theme. Cream draping will be hung off
the ceilings and incorporated with lights. Uplighters will also be used on pillars.
To incorporate emerging technologies into the Gala Night 3D projection will
display patterned lights with Celtic designs that will twirl slowly on the grey
stonewalls of the building.
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POWERSCOURT FLOOR PLAN (Please excuse the watermark, there was an error with the programme used)
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Day 2
Conference
GANTT CHART
IRISH COMPANIES ATTENDING
Microsoft (Cloud Computing)
Google (Cloud Computing)
Apple (Cloud Computing)
IDA (Medical)
Medtronic (Medical)
Boston Scientific (Medical)
AIB (Financial)
Bank of Ireland (Financial)
Actavis (Pharma)
Pfizer Global Supply (Pharma)
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RUNNING ORDERVenue will have stages, lighting and AV set up by in house staff and will be set up
the night before. Catering is also supplied in house. Exhibitiors will set up stands
the night before.
6.30 Staff Arrive
Team briefing at Hogan Suite
7.15 Inspection of room set up, stages, lighting and breakout rooms
Registration set up
8.00 Registration open
Guests arrive
12.00 Lunch set up
12.30 Exhibition area begins
12.45 Delegates lunch buffet
13.45 Lunch End
16.40 Networking hour
17.00 Conclusion of event/Guests leave
17.30 Clean up and take down
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WORK BREAKDOWN
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PROGRAMME/ SCHEDULE FOR THE DAY
8:30 -Registration and buffet breakfast
9:00 -Welcome/introduction in the Hogan Suite; guests are also given
their interactive map to use throughout the day
9:30 -Main Speaker (Law) is in Hogan Suite
-Sub-Speaker 1 (Taxation) is in breakout room 1
- Sub-speaker 1 (Banking) is in breakout room 2
10:00 -Speeches conclude, allow for Q&A
10:20 -Main Speaker (Technology) is in Hogan Suite
-Sub-speaker 1 (Education) is in breakout room 1
-Sub-speaker 1 (Recruitment) is in breakout room 2
10:50 -Speeches conclude, allow for Q&A
11:10 – Main Speaker (Banking) is in Hogan Suite
Sub-speaker 1 (Law) is in breakout room 1
Sub-speaker 2 (Taxation) is in breakout room 2
11:40 – Speeches conclude, allow for Q&A
12:00 – Main Speaker (Education) is in Hogan Suite
Sub-speaker 1 (Technology) is in breakout room 1
Sub-speaker 2 (Recruitment) is in breakout room 2
12:30 – Speeches conclude, allow for Q&A
12:45 -Lunch buffet (Networking hour)
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-Highlight the interactive area/museum of Croke Park
13:45 -Main Speaker (Taxation) is in Hogan Suite
Sub-speaker 2 (Banking) is in breakout room 1
Sub-speaker 2 (Law) is in breakout room 2
14:15 – Speeches conclude, allow for Q&A
14:35 – Main Speaker (Housing) is in Hogan Suite
Sub-speaker 2 (Technology) is in breakout room 1
Sub-speaker 2 (Education) is in breakout room 2
15:05 – Speeches conclude, allow for Q&A
15:25 – Main speaker (Recruitment) is in Hogan Suite
Sub-speaker 1 (Housing) is in breakout room 1
15:55 – Speeches conclude, allow for Q&A
16:15 – Round up of the day
16:30 – Networking reception
17:00 – Conclusion of seminar
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SPEAKERS PROFILES
Law speaker. Thomas Courtney, Head of Company Compliance and
Governance practice in Arthur Cox.
“Tom is Head of the Company Compliance and Governance Practice and a
Partner in the Corporate Group where his focus is corporate governance,
company law and financial regulation. Since joining Arthur Cox Tom has
built a strong corporate governance practice to leading national and
international clients”.
Housing speaker. John O Connor, Chief Executive of the housing agency.
“John O Connor is the Chief Executive of the housing agency Ireland. He
has been heavily involved in government schemes to improve the
situation of housing in Ireland and is heavily active in both the private and
public sector”.
Recruitment: Barbara McGrath, President of the National Recruitment
Federation.
“The new President of the National Recruitment Federation, Barbara
Mcgrath. Barbara has worked in the recruitment industry for many years
and has been particularly active during the economic recession, advising
the government on various recruitment schemes”.
Banking: Bearnard Byrne, President of Banking and Payments Federation
Ireland, CEO of Allied Irish Bank.
“Bernard Byrne. President of Banking and Payments Federation Ireland,
CEO of Allied Irish Bank. joined AIB in May 2010 as Group Chief Financial
Officer and as a member of the Leadership Team. A chartered accountant,
he worked at the ESB and PricewaterhouseCoopers before joining AIB”.
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Technology: Cathriona Hallahan is Managing Director for Microsoft in
Ireland.
“Cathriona joined Microsoft in 1986 and over the past 28 years has held a
variety of senior roles in both Finance and Operations. She has managed
large teams with regional and global responsibilities across a range of
functions including global responsibilities for Microsoft Business Services
and Enterprise Services, as well as directing Supply Chain Management,
Logistics, Customer Care and IT & Financial support for Europe, Middle
East and Africa”.
Taxation: Mary Honohan, President Irish Tax Institute and tax partner at
PricewaterhouseCoopers.
“Mary has spent many years as a consultant to the government and is
regularly seen on national news stations taking part in debates about
contemporary issues”.
Education: Dr Delma Byrne, president of the Educational Studies
Association of Ireland, Lecturer National University of Ireland Maynooth.
“Dr Delma Byrne, president of the Educational Studies Association of
Ireland, Lecturer Sociology and Education at National University of
Ireland Maynooth”.
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FUN ACTIVITIES
Oxboards will be present at the event . These are electrically driven, self
balancing boards with two wheels that you stand on. They can drive up to 15
km/h (9.3 mph). To move it forward or rather to move it in different directions
you lean in the direction you are looking for. A slalom challenge will run. This
will involve a competition whereby the fastest person can win an Oxboard.
The second novelty activity will be a camera Ball . It is a throwable ball packed
with 36 camera lenses to capture 360° pictures. When you throw it in the air it
identifies when it reaches the highest point. At this moment all cameras fire at
the same time and enable a 72 megapixel picture of the whole surrounding. So
that is of course a great opportunity for a awesome, unique memory.
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Another activity for the day would be a Virtual Reality experience. These VR
headsets are head-mounted displays to enable you a virtual 3D environment. By
turning your head in any direction you can have a look around in the 3D-world.
Additionally, there is a controller connected to move around and interact with
everything. For the diversity you can also choose between different settings.
As the last activity we are offering some remote-controlled drones. They are
attached with a camera which is able to take pictures and record videos. It is
possible to connect it with your phone. So it is really easy to convert everything
you want to to keep as a memory.
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FLOOR PLAN
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Day 3
Family Day
INTRODUCTION
For this event we will be renting Dublin Castle exclusively. Upon arrival the
guests will be given a colour coded wristband. There will be four colour
groupings. This is so the groups can be split up during various activities. This
event includes fun activities for the whole family in the beautiful setting of
Dublin Castle. Guests will get the opportunity take in some Irish culture and do a
variety of fun and interactive activities (see appendix 4).
SITE DRESSING
The venue will not be overly dressed as we do not want to take away from the
beauty of this historical site. Bouquets of green and cream balloons will be
present at the registration station as well as dotted around the Dubh Linn
gardens. The registration desk and event Marquees will also have the conference
branding. The tearooms will have fresh cream and green flowers similar to the
gala night, and Irish theme centrepieces will sit on the pod tables.
The coach house will be set up for the Céile, this will involve cream draping on
the walls with green up-lighting. There will be a small stage for the Irish band.
Moving lighting and smoke machines will also be used.
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INTERACTIVE EVENT ELEMENTS AND ENTERTAINMENT
The Dubh Linn Gardens
This outdoor area will house various outdoor activities for the guests to enjoy.
All outdoor games will be supervised by staff to ensure safety.
1. Giant bouncy castle obstacle courses: Guests will have the option to pass
through these obstacle course at their leisure or have a head to head race
against one another.
2. Gladiator ring: This fun game see guests pitted against each other. Using the
padded battens game players will attempt to knock their competitor off the
podium first.
3. Bouncy castle: This covered bouncing castle will cater to the smaller
children aged 2-12yrs.
4. Drone experience: Adults and children will get the opportunity to get a
drone flying lesson from one of our knowledgeable and professional drone
experts. User will get to make a short video using the drone.
5. Face painting and giant board games: This will take place in the marquee,
games will included giant jenga and connect four.
6. Irish storyteller: Also taking place in the marquee there will be stories of
Irish folklore and history for people of all ages. Guests can sit back and relax
on the colourful beanbags while our talented storyteller regale them with
tales such of Fionn Mac Cumhaill and the salmon of knowledge.
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7. Virtual reality experience: There will be a virtual reality experience
available to guests to enjoy in the activities marquee. Virtual headsets will be
playing entertaining interactive video’s about Ireland.
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The Coach House
Célie: This will take place in the coach house. Adults and children will get the
opportunity to get a taste of irish culture by taking a short Irish dancing class to
the sound of traditional Irish music played by our talented band. For those who
do not want to participate there will be performances by the Irish dancers for
everyone to enjoy.
Chester Beatty Library
Guided tour: Dublin castle will provide guided tours of the impressive Chester
Beatty Library, giving detailed information about the history and the rare
manuscripts that can be found inside.
CONTINGENCY PLAN
The outdoor activities marquee will have a floor put in to ensure that it does not
get muddy inside. If the weather is very bad the bouncy inflatable will not be
used, and all marquee activities will be moved indoors.
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Programme for Guests
Time Activity
12:0
0
Guests arrive
Register and receive coloured wristbands upon entry to Dublin Castle
(appendix 3).
Induction
Programme and map’s are given to guests
12:3
0
Blue wristband - Céile
Red wristband - Tea rooms for afternoon tea and food followed
XXXXXXXXXXXXXby a library tour
Green wristband - Dubh Linn Gardens (Activity marquee)
Yellow wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx
Amusements)
13:1
5
Blue wristband - Tea rooms for afternoon tea and food followed
XXXXXXXXXXXXXby a library tour
Red wristband - Céile
Green wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx
Amusements)
Yellow wristband - Dubh Linn Gardens (Activity marquee)
14:0 Blue wristband - Dubh Linn Gardens (Activity marquee)
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0
Red wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx
Amusements)
Green wristband - Céile
Yellow wristband - Tea rooms for afternoon tea and food followed
XXXXXXXXXXXXXby a library tour
14:4
5
Blue wristband - Dubh Linn Gardens (Bouncy xxxxxxxxxxxxxxxx
Amusements)
Red wristband - Dubh Linn Gardens (Activity marquee)
Green wristband - Tea rooms for afternoon tea and food followed
XXXXXXXXXXXXXby a library tour
Yellow wristband - Céile
15:3
0
End of Activities
15:4
5
Goodie bag Collection
16:0
0
The event ends.
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PRODUCTION SCHEDULE
Start at: Activity End at:
08:00Team briefing at Dublin Castle which includes
emergency procedure and walk through of location.09:00
09:00
Load in of activities (Bouncy Castles, Games etc.) and
marques in case of bad weather by contractors.
Teams will prepare the site and set up all activities
and decorations as shown in the floor plan.
11:00
11:00 Staff break – food will be provided. 11:30
11:30
Last minute site checks to ensure activities are
functioning correctly and all emergency exits are
clear.
Staff prepares for the arrival of the delegates and their
guests by going to designated areas.
12:00
12:00
Delegates and their guests arrive at Dublin Castle.
They all must register and receive wrist bands. They
must be informed about optional add on’s, such as the
library tour, and sign up if they wish to take part.
12:30
12:30
The tea rooms are opened for guests to access the
buffet in groups determined by wrist band colour.
Staff must ensure that only delegates with the correct
wrist band enter at the correct times to ensure a
smooth flow.
15:30
15:30 The buffet has finished and the tea rooms will be
emptied of diners and closed. The rooms will be
cleaned, tidied and all decorations and tables will be
removed.
16:10
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Activities will end and guests will be encouraged to
leave the venue while also being thanked for
attending. Staff will position themselves at the exit
and distribute goodie bags to every delegate and their
guest as they leave the grounds.
16:10
Once all the delegates and their guests have left the
grounds of the venue the takedown of the site will
commence. All unnecessary staff will leave the
premises.
Contractors will take down their own equipment.
Staff will removed all decorations, activities (where
necessary) and rubbish from the venue.
18:00
CATERING PLAN
The food will be served as a buffet in the Tea Rooms at Dublin Castle. The house
catering company will be used. Tall tables will be provided for diners to stand at
while eating and seating will not be provided as we want to create a flow of
people in and out of the tea rooms. Guests will come into the catering area in
groups, as keeping a steady flow is vital. The food served will keep in line with
the theme, which is focused around Irish Culture. All food served will be from
Ireland and locally sourced where possible. There will be deserts available as
well as Bewleys tea and coffee. There will be child friendly foods available at the
buffet also. All dietary needs will be considered and gluten free, vegan and
vegetarian options will be available (see appendix 5 & 6).
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LAYOUT FOR CATERING
Risk Assessment
A risk assessment was carried out on Dublin Castle to identify any risks that
could be potential hazards that are present in the venue. Once these risks and
hazards were identified we then gauged the level of risk and outlined the actions
that will be taken to reduce the level. Once we established how to reduce or
eliminate the hazard we then implemented additional control measures to
ensure the risk was reduced as much as possible. This can be seen in appendix 7.
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Buffet table
Flow of the queue
Staff and restock
28
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DUBLIN CASTLE FLOOR PLAN
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APPENDIX
Appendix 1 - SWOT ANALYSIS
Strengths:
The location for the event is in the heart of Dublin city meaning that it is
easy and convenient for guests to travel using public transportation.
The venue is conveniently located close to hotels, bars and restaurants.
Powerscourt townhouse is a beautiful building with a lot of Irish history
IDA are a well established company. (174,488 employees in 2014)
The event will showcase what Ireland has to offer, not only in business,
but the ability to host events. It is important to reinforce Dublin after
what happened with The Web Summit.
Weaknesses:
There is no previous experience in running this event so naturally things
can go wrong. Gaining feedback from attendees will ensure that we
improve upon potential weaknesses. .
The event is non profitable as you can not calculate the return on
investment at such an early stage.
Opportunities:
Infusion of Irish culture into the event for people/companies that have
never experienced it before will welcome and entice multinationals into
Ireland.
There is low corporation tax within Ireland (trading income 12.5%, non-
trading income 25%) which is very attractive for businesses who are
looking to set up in the country. This fact will be widely promoted at the
event in order to gain more interest for companies thinking of moving
here.
Ireland is the gateway to Europe for America. Once American companies
establish themselves in Ireland they can easily progress into Europe
creating a bigger market for them.
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Currently the Government is concentrating on developing better and
faster broadband which would be attractive to new technological
companies coming to Ireland.
Threats:
There is a potential for competing events with more experience and
tradition to overshadow this event.
Lack of interest due to new event without previous running history.
The general public can also show resistance towards the event.
Inflation due to the event can sometimes be inevitable. Hotels, bars and
restaurants can all inflate their prices in order to make more money from
the event.
The presence of alcohol has the ability to have possible negivitive affects
Terriorism threats has potentail to affect event
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Appendix 2 - CATERING PRODUCTION PLAN (ADD UPDATED)
Catering Plan
Event Date: May 13th 2016Start at: Activity End at:
09:00 Caters arrive to Dublin Castle and the team are breifed and given the menu (see appendix 1)
09:30
09:30 Food preperations begin for the afternoon and food is cooked where possible
11:30
11:30 Catering staff break 12:0012:00 Guests arrive at Dublin Castle 12:10
12:10 Food is brought to buffet area and kept warm in preparation for service
12:30
12:30 The buffet is opened 15:00
15:00 End of Service - Kitchen is cleaned and tidied. Left over food is packaged up
17:00
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Appendix 3 – GALA NIGHT MENU.
Homemade Vegetable Soup with Guinness Brown Bread
Or
Fresh Irish Mussels in a White Wine and Butter Sauce__________________________________________________
Traditional Irish Stew with Beef
Or
Fresh Irish Salmon with Garlic Baby Potatoes and a Medley of Seasonal Vegetables
Or
A Vegetarian Shepherd's Pie _____________________________________________________
Warm Apple or Rhubarb Tart with Custard and Vanilla Ice Cream
or
Classic Guinness Cake served with Fresh Cream
(All Desserts are Served with Tea or Coffee)
*Vegan and Gluten Free options are available just ask your waiter for further information
_________________________________________________________________________________________ 33
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Appendix 4 - WRISTBANDS
Guests will be given colour wristbands upon entry to Dublin Castle. This process
will create groups of 120 guests. Each colour wristband will be allocated a time
slot in order to control the flow of people. This creates an easy to follow system
for staff and guests.
Appendix 5 – FAMILY DAY MENU
Homemade Soup of the Day served with Irish Soda Bread
__________________________________________________
Selection of Sandwiches*
Irish Smoked Salmon with Cream Cheese
Irish Mature Chedder with Smoked Irish Ham
Irish Ham with Cranberry Sauce, Stuffing and Rocket
Irish Free Range Chicken and Stuffing
Roasted Seasonal Vegetables with Goats Cheese and Tomato Chutney
_______________________________________________
Warm Apple or Rhubarb Tart
Irish Carrot Cake
Warm Chocolate Brownie
Fresh Fruit Meringue
All served with either ice cream, custard or fresh cream
A selection of tea and coffee is available
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*A selection of breads are available including wraps, bagels and gluten free
breads. Sandwiches can also be made into salads. Please ask your waiter for
further information.
APPENDIX 6 - FAMILY DAY CHILDRENS MENU
Selection of Sandwiches:
Irish Ham and Cheddar Cheese toasted
Chicken and Irish Cheese
Cream cheese
__________________________________________________
Sausages or Chicken Goujons
Served with Chips or Mashed Potatoes
__________________________________________________
Trio of Ice Cream
(Chocolate, Vanilla, Strawberry and Banana)
Strawberry or Blackcurrant Jelly
Fresh Juice and Milk is available.
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CATERING PLAN- DAY 3
Catering Plan
Event Date: May 13th 2016Start at: Activity End at:
09:00 Caters arrive to Dublin Castle and the team are breifed and given the menu
09:30
09:30 Food preperations begin for the afternoon and food is cooked where possible
11:30
11:30 Catering staff break 12:0012:00 Guests arrive at Dublin Castle 12:10
12:10 Food is brought to buffet area and kept warm in preparation for service
12:30
12:30 The buffet is opened 15:00
15:00 End of Service - Kitchen is cleaned and tidied. Left over food is packaged up
17:00
FINANCIAL OVERVIEW
Financial Plan Day 1 (250 Attendees) CostsCatering 10,000.00 €Drinks 2,500.00 €Coffee & Tea 500.00 €Lighting & Sound 40,000.00 €Decoration 10,000.00 €Venue 6,000.00 €Speaker & MC 30,000.00 €Staff 3,000.00 €
Catering 2,800.00 €Service 1,600.00 €
Security 1,500.00 €AV 3,200.00 €
Planner 108,000.00 € In total 3 month in advanceBuild-up 1,125.00 €
Cloak Room 150.00 €Cleaning 240.00 €
EntertainmentMusic 8,000.00 €
Dancing 2,000.00 €Total Day 1 230,615.00 €
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Financial Plan Day 2 (250 Attendees) CostsCatering 5,000.00 €Drinks 3,100.00 €Venue (Including Lighting & Sound) 55,000.00 €Suits and Breakout Rooms 3,750.00 €Decoration 2,000.00 €Speaker 10,500.00 €Technical Devices (Fun Activities) 5,420.00 €Goodie Bags 25,000.00 €Company Booths 20,000.00 €Staff 3,000.00 €
Catering 3,500.00 €Service 2,500.00 €
Security 3,000.00 €AV 3,200.00 €
Build-up 900.00 €Cloak Room 300.00 €
Cleaning 240.00 €Reception 600.00 €
Total Day 2 147,010.00 €
Financial Plan Day 3 (Approx. 600 Attendees) CostsCatering 36,000.00 €Drinks 1,200.00 €Coffee & Tea 3,000.00 €Venue 40,000.00 €Lighting & Sound 40,000.00 €Outdoor Activities 3,280.00 €Tent & Marquee 4,400.00 €Staff 4,000.00 €
Catering 18,900.00 €Service 6,750.00 €
Security 8,100.00 €AV 3,600.00 €
Build-up 3,600.00 €Cloak Room 540.00 €
Cleaning 3,600.00 €Reception 1,080.00 €
EntertainmentDancing 3,000.00 €
Music 2,880.00 €Total Day 3 183,930.00 €
Overall Costs 561,555.00 €
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APPENDIX 7 Family Day Risk Assessment
Name of Organiser: IDA Start Date of Event: May 11th 2016Name of Risk Assessor: Robert Connolly Date of Assessment: January 11th 2016
Date of Review: March 1st 2016
Hazard & Potential
ConsequencesPersons at Risk Control Measures
Current Risk
Rating (High, Med, Low)
Additional Control Measures Necessary
Residual Risk
Rating (High, Med, Low)
Management of Safety and clear responsibilities
EmployeesContractorsDelegatesDelegate Guests
Public Liability Insurance will cover the event. The hired inflatables from contractors that will be obligated obtain written confirmation that they have their own public liability insurance to meet claims resulting from their property/activities at the event.The safety management team will be formed to put the actions outlined in the safety policy into practice. Five people will be used for this event. A list of site safety rules will be drawn up and distributed to all workers or helpers who need to be aware of safety procedures.
Medium Ensure responsibilities are agreed and communicated out to all stakeholders.Ensure copies of the documents are available onsite during the event.
Low
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Hazard & Potential
ConsequencesPersons at Risk Control Measures
Current Risk
Rating (High, Med, Low)
Additional Control Measures Necessary
Residual Risk
Rating (High, Med, Low)
Slip, Trips and Falls EmployeesContractorsDelegatesDelegate Guests
A pre-event site visit will be carried out to ensure that the area is suitable to hold event and has developed a suitable risk assessment.Emergency routes to be of adequate width and kept clear at all times.Any uneven or damaged surfaces must be appropriately highlighted by means of a physical barrier or hazard tape to warn others of the risks until it can be suitably repaired or replaced.
Medium A walk through visual inspection will be carried out prior to start of event to ensure access/egress routes are unobstructed, free from slip and trip hazards and lighting levels are adequate.
Low
Physical Hazards present at site:Cobble stones, uneven surfaces, stairs and tables.
EmployeesContractorsDelegatesDelegate Guests
A pre-event site visit to ensure that the area is suitable and a suitable risk assessment will be carried out.A sign will be displayed warning attendees to be careful on cobble stones and stairs. Table edges will be covered in padding to ensure no one gets injured by sharp edges.
Medium Where possible, use barriers or tape to cordon off any dangerous areas on site and ensure all persons are informed that access to these areas is prohibited (e.g. signage, pre-event briefing)
Low
Manual Handling:Musculoskeletal injuries such as back injury from people attempting to move heavy or awkward objects
EmployeesContractors
Manual handling will be avoided where possible. Where manual handling will be involved a manual handling risk assessment will be carried out and suitable information and training will be provided.Employees should be informed of the dangers of manual handling and instructed to assess loads before handling.Repetitive bending will be minimised wherever possible and employees will take regular breaks.Individuals who have been trained in techniques will be used to provide basic training in manual handling techniques.
Medium Pre-event briefing session will be held with all employees to include instructions on manual handling, including how to lift properly.
Low
Weather Issues: Employees Employees, delegates and their guests will be informed beforehand of the need to wear sensible outdoor clothing, including trousers
Medium Pre-event briefing session with all participants will be given to
Low
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Hazard & Potential
ConsequencesPersons at Risk Control Measures
Current Risk
Rating (High, Med, Low)
Additional Control Measures Necessary
Residual Risk
Rating (High, Med, Low)
Heavy rain fall and high winds can cause injuries due to debris and wet floors
ContractorsDelegatesDelegate Guests
and warm clothing where appropriate.If rain fall occurs, marquees will be used to host outdoor activities. If high winds are present they activities will be moved indoors.
encourage them to wear appropriate clothing including warm and water proof.
Equipment and Electrical Failure:Injuries to those using or working on the Equipment
EmployeesContractorsVenue
Ensure equipment is well maintained and in a good state of repair. Ask for report from venue.Equipment from contractors should be functioning sufficiently and it is solely their reasonability. Documents from contactors will be required to prove safety of equipment.
High Ensure that all fixed electrical installations have been checked and certificated by a competent person as per current legal requirements.Equipment should be visually inspected prior to use to ensure that is has not been damaged and that there are no obvious defects.
Low
Natural Hazards:Pollen, dangerous plants cuts from thorns, Wasp & Bee nests,
EmployeesContractorsDelegatesDelegate Guests
A pre-event site visit will be carried out to ensure that the area does not contain any natural hazards such as dangerous plants or wasp or bee nests.Employees should be informed beforehand of the need to wear appropriate PPE (including protective gloves) and sensible outdoor clothing and footwear, keeping hands, arms and legs covered.
Low Adequate first aid arrangements will be put in place proportionate to the level of risk.At least one member of the group will have access to a phone in order to call for emergency assistance in the event of a group member being injured or falling ill as a result of an allergic reaction
Low
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Hazard & Potential
ConsequencesPersons at Risk Control Measures
Current Risk
Rating (High, Med, Low)
Additional Control Measures Necessary
Residual Risk
Rating (High, Med, Low)
First aid and Emergency Arrangements
EmployeesContractorsDelegatesDelegate Guests
First aid arrangements will be put in place, including adequate numbers of first aiders in relation to the size of event, type of activities and audience profile.First aid provision will be clearly signposted at the event.We will liaise with the Emergency Services to ensure that adequate emergency arrangements are in place and that all involved are informed.
Medium Adequate first aid arrangements will be put in place proportionate to the level of risk.
Low
Children and Young Persons
Delegate Guests
A pre-event site visit will be carried out to ensure that the area is suitable for young persons and children. This will include ensuring all activates that will be present at the event are suitable for the age demographic.
Low Describe and point out the potential hazards identified within the risk assessment to the event employees so they are aware.
Low
Contractors:Inadequate health and safety procedures leading to hazardous situations and potential injuries
EmployeesContractorsDelegatesDelegate Guests
Ensure that contractors hired are competent in managing their own health and safety on site.Copies of the contractors' safety policies, risk assessments for their work, safety method statements and public liability insurance prior to employment will be requested.
Medium Contractors will be given adequate safety information regarding the event.
Low
Fire Safety EmployeesContractorsDelegatesDelegate Guests
Roger will carry out a fire risk assessment in order to meet requirements of the Regulatory Reform (Fire Safety) Order 2005.The risk assessment will ensure that all necessary fire safety procedures, fire prevention measures, and fire precautions are in place and working properly.A suitable means of contacting the emergency services will be established
Roger will ensure that the premises and any equipment provided in connection with fire-fighting, fire detection and warning, or
High We will inform contract workers, of the relevant risks to them, and provide them with information about the fire safety procedures for the event.We will provide staff with appropriate instructions and relevant information about the
Low
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Hazard & Potential
ConsequencesPersons at Risk Control Measures
Current Risk
Rating (High, Med, Low)
Additional Control Measures Necessary
Residual Risk
Rating (High, Med, Low)
emergency routes and exits are covered by a suitable system of maintenance and are maintained by a component person in an effective manner, in efficient working order and in good repair
risks to them.The risk assessment will pay particular consideration to the implications of the venue design, and the handling and storage of flammable substances and materials. It should also consider people particularly at risk such as those unfamiliar with the site, unaccompanied children and young persons and those with a disability.
Crowd ManagementLack of adequate evacuation procedures leading to associated injuries
EmployeesContractorsDelegatesDelegate Guests
We will consider anticipated crowd capacity and ensure facilities are adequate, including provision of adequate facilities for refreshments, sanitary requirements, etc. There should be at least two toilets.Adequate access for wheelchair users and pushchairs will be provided. We will ensure entrance and exit routes have no obstructions and are clearly signposted. There will be sufficient supervision for the event and all employees will have walkie talkies in order to communicate to each other.
Medium A walk through visual inspection will be carried out prior to start of event to ensure access/egress routes are unobstructed and free from slip and trip hazards. In particular, we will ensure that all exits are unlocked, and alarms are in full working order.
Low
Waste Management EmployeesContractorsDelegatesDelegate Guests
There will be sufficient numbers of waste receptacles positioned within and around the perimeter of the event. Suitable type of waste receptacles will be selected.
Medium Ensure that special attention is made to areas such as: Entrances and exits First aid areas Catering areas
Low
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