Presents Traveling First Class

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The EventWhere: Orange County Convention Center, Orlando, Florida

When: Saturday, April 10, 2010 7:00-11:00 pm

What: Elegant Mobile-home Showcase & auction for charity

Who: 1,000 Guests Including a variety of celebrities, actors, politicians, musicians, etc.

Donations To: Painted Turtle Foundation

Hosted By: Entertainment Television

Painted Turtle http://www.thepaintedturtle.org/turtle/newsevents/view

ourcampvideo/

Auction RV donated by a Celebrity Bid Starts at $50,000 MSRP= $200,000+ All money from auction goes to The Painted Turtle Foundation Adds more excitement

Orange County Convention Center

* Located just fifteen minutes away from the Orlando Airport

* Event will be held in the West Building Hall C. 108,000 square foot venue

* Large foyer for pre/post event gathering

* Cost: $6800 day of show, $6000 set up day

* Provides facility users with list of compatible vendors

* Extensive staff of event experts-knowledgeable in large events and safety

* http://www.occc.net/

Orange County Convention Center

Floor Plans

Directions

Catering Company Hospitality Concepts

Unlimited Located in Orlando Experience with Celebrities Can serve up to 10,000

people Provides :

Bartenders Servers Clean-up Crew

Food and Beverages

Service style: Reception Light food passed on trays by servers Guests stand & receive food/drinks while browsing Servers distribute & discard onto round trash cans

placed around the facility Staff/volunteers walk around cleaning

Food ItemsCold Food

Variety of Sushi Lobster

medallions w/ champagne sauce

Prosciutto & honey sticks

Roasted quails w/ plum sauce

Hot Food

Chicken & chive dumplings

Lamb Keftas w/ coriander

Fricassee of lobster & mushrooms

Shrimp ebiyaki brochettes

Beverages Top-Shelf alcohol

Liquor Wine

Non-alcoholic Water Seltzer Fruit Juice

Staff 6 event planners 20 + complementary of OCCC Volunteers (30) Electricians (2) Technicians (2) Fire Marshals (5) EMTs (5) Emergency Front Desk

Assistance 2+ staff for set up/ tear down 10 parking attendants

Volunteers• 30 volunteers to help before, during and after the event• Accumulated through advertisements/ word-of-mouth• Are trained 2 weeks prior to event and 1 week before to go over risk management• Dress must be approved 2 hours prior to event.

JOBS:• Addressing Invitations• Marketing the event (word of mouth, flyers, etc)• Greeting at both the Airport and entrance of event• Clean up- after event• Free admission to event and gift basket which includes a shirt and extras

Description  Dollar Amount Description Dollar AmountSponsorships   Food

          Gold $50,000.00 Hot & Cold Finger Food (1000) $39,000.00          Silver $25,000.00 Customized Napkins (6000) $756.00

          Bronze $10,000.00 AlcoholTicket Sales $100,000.00 Unlimited beverages (1,000) $32,000.00

Total Revenue  $185,000.00   $71,756.00Expenditures:    Description Dollar Amount

Description Dollar Amount  MarketingFacility Rental   Radio Stations(3) $900.00Day of Event $6,800.00 Television Stations (2) $5,000.00

Move in $6,000.00 Guerilla Marketing $200.00  $12,800.00   $6,100.00

  Description Dollar AmountDescription Dollar Amount  Materials

Service Personnel   Tables $640.00Full Time Personnel   Chairs $1,250.00

Event Flat  Rate $10,000.00 Carpet Services $1,320.00Part Time Personnel   Lecturn $41.00

Security/Ground Control (50) $6,000.00 Microphone $96.00Electrician (2) $600.00 Keys $112.00

Fire Marshall (5) $1,000.00 Portable Lights(8) $160.00Technician (2) $256.00 Auction Paddles (1000) $1,750.00

Lift/Rigger Operators (2) $464.00 Rose Centerpieces $480.00Parking Attendants (10) $800.00 Auction Red Ropes (8) $208.00

Event Staff (20) $800.00 Celebrity Gift Basket $1,500.00Room Set-up (2) $320.00 Volunteer Gift Basket $600.00

Health Services (5) $1,000.00 Parting Gift $7,000.00Band (10 piece) $2,200.00 Banner(2) $358.00

Models $600.00   $15,515.00  $24,040.00 Description Dollar Amount

  Insurance  Event Insurance $500.00  $500.00

BOTTOM LINE

Total Revenue $185,000.

Total Expenses $130,711.

Total Profit $54,289.00

Timeline Nov 28th Select and reserve facility & hotel rooms Nov 29th Reserve rental equipments Nov 29th Plan visual-audio presentations Nov 30th Contact Office of Insurance & Risk Management

about insurance coverage Jan 14th Production of television commercial is done Jan 21st Production of radio commercial is done Jan 28th Letters to potential attendees are written and proof

read Feb 6th Book entertainers Feb 7th Meet with florist Feb 8th Order props, novelties, foods, etc. Feb 30th Radio promotion begins on all stations Feb 30th – Graphic Designs made for event March 1st – Posters & Flyers go to print March 1st Television advertisement begins March 8th - Print materials arrive March 10th Mass Mailing is sent out (invites) March 10th Finalize décor & facility arrangements March 11th Double-check extra help needed (valets, greeters,

etc.) March 12th Create program & menu cards March 12th Inspect facility & request repairs to hazards March 13th Recruit volunteers to staff registration, assist

escorts & greeters

March 14th RSVP deadline March 15th Mail out confirmation tickets, prepare registration

packets March 16th Double-check publicity progress w/ Media

Relations March 16th Finalize details w/ caterer, rental company, and all

vendors March 17th Write speeches & intros March 17th Delivery on mementos March 18th Create production schedule April 1st Ascertain intentions of anyone who has not sent

RSVP April 1st Print out guest list in alphabetical order April 2nd Brief greeters, escorts, and volunteers on duties April 2nd Gather all necessary materials/supplies April 3rd Call security & double-check all arrangements April 3rd Deliver prepared intros, citations, speeches to those

who will read them April 3rd Make catering guarantees

Marketing Direct Contact Word of Mouth Television

Local TV Advertisement/Two Stations Radio

Pop Hip-hop Classic/Oldies

Clientele Personal phone calls E-mails Personally addressed letters Agents http://www.youtube.com/watch?v=5_HoOq

DoQXw

Timeline Jan 14th Production of television commercial is done Jan 21st Production of radio commercial is done Jan 28th Letters to potential attendees are written and proof read Feb 30th Radio promotion begins on all stations Feb 30th Graphic Designs made for event March 1st Posters & Flyers go to print March 1st Television advertisement begins March 8th Print materials arrive March 10th Mass Mailing is sent out March 16th Mass E-Mail is sent out March 16th March 18th local businesses are flyered/postered

Permits Food and Beverage

Music/Entertainment

Health Permit

Fire/health Safety

Hospitality Concepts Unlimited

Health Permit Catering Permit

Liquor License

Classic Mix

- American Society of Composers Authors - Broadcast Music Incorporated

The Orange County Convention Center

Must be approved by Orlando Fire Department Obtain recent site check Provide a copy of all documents

Event Insurance General Liability

Protects a company and allparties involved in the event.

- The planner’s - Venue - Caterers

For losses due to bodily injuryor property damage caused bythe insured's employees or agents.

Cancellation

Protects for any unforeseensituations such as:

- Inclement weather- Venue is unusable- Other

This covers many of thecosts and deposits alreadypaid.

Event Time- line April 10th, 2010 7:00 P.M. Door opens 9:30 P.M. Auction begins 10:00 P.M. Bar Closed 10:30 P.M. Parting Gift 11:00 P.M. Event ends 12:00 A.M. Facility Cleared 12:01 A.M. Clean-up/ Tear down

Tentative Schedule of Staff5:00 A.M. Exec Board & Staff is on site for set up6:00 A.M. Staff is signing in and proper equipment 10:00 A.M. Sponsors arrive for set-up 11:00 A.M. Kitchen Staff & all Staff Advisors in location12:00 P.M. Check-in all health officials 1:00 P.M. Check in Police Department & Fire Marshall2:00 P.M. Set- up of First Aide, Police Department, etc3:00 P.M. Check Facility & Ground4:00 P.M. Vehicles moved in4:30 P.M. Band arrives5:00 P.M. Sound and equipment checks

Risk Management Attendants/ Staff/ Security Schedule Risk Tentative schedule of Staff Command Center Location of Staff/Security Emergency Procedures/Exits Important Numbers

Attendants/ Staff/ SecurityAll employers, staff and security will be required to wear an identifying badgeand required I.D. Badges are recognized by the following colors:

Number of Attendants: (1,000) Number of Unarmed Security on Sight: 50 (Orange) Number of Sponsors/Vendor: 30 (Blue) Number of Staff Employees: 123 (White)

Bartenders………………………………………… 8 Servers……………………………………………. 50 Caterers/Food Preparation…………………….....25Staff Volunteers……………………………………40

Number Head Company Event Staff: 6 (Yellow) Number of Health and Safety Staff: 50 (Red)

Police……………………………………………....20Health Professional……………………………….20Fire Marshall………………………………………10

Location of Staff/Security

-pink, blue, yellow, green = RVs-Black= tables-Red= security-orange= staff-Purple= bathrooms

Emergency Procedures/Exits Once there is a noticeable threat make it aware to the command

center.

The command center will notify the proper officials.

On the command centers request, ring the safety alarm.

One guard is to control the crowd while the other maintains the clearance and safe exit strategy.

If the crowd becomes out of control use light force to maintain clearance and call for back up if necessary.

Command CenterThe command center will be a designated room away from theevent. On call we will be the following officials and paper work:

At least 1 person from the event executive board At least 2 personnel ahead of the police crew At least 1 personnel ahead of the fire department An outlined map for fire safety exits. Copy of this risk management plan. An outline of the floor plan and set up Master schedule Important contact numbers Permits/Licenses

Challenges…

•Getting the mobile homes into the OCCC•Lighting/ AC of mobile homes due to fire safety•Keeping unwanted spectators out•Maximizing space/ profit•Drink/ Food quality for celebrities & high class guests•Drinking and driving•Weather•Auction procedures/set up

Questions?