Running head: Justification Report Company Picnic 1Justification Report Juan Fuentes 12

Justification Report Company PicnicJuan FuentesENG 315 Professional CommunicationsProfessor Gazetta RobertsJanuary 24, 2015

Professor Gazetta RobertsProfessor of EnglishStrayer University2303 Dulles Station BlvdHerndon, VA 20171

January 24, 2015

Juan Fuentes5718 University DriveOrlando, FL 32765

Dear Professor Roberts,

I enclose the report you requested on January 24, 2015 regarding the selection of a suitable event manager for the upcoming Company picnic.

Analysis two possible event suppliers CPE USA and EVENTECTIVE shows that both alternatives offer great event options. However, CPE USA meets our conditions regarding budget, schedules and packaged deals better than its rival firm does. Based on these factors, I recommend we utilize the services of CPE USA for our company picnic.

Thank you for your trust in my ability to research and present this important report. I appreciate the opportunity and thank you for your time and effort in reviewing this recommendation and your timely response. If you have any questions regarding this report, please feel free to contact me at (999) 999-9999.

Sincerely,

Juan Fuentes

Table of ContentsExecutive Summary4Company Picnic5Problem Statement5Terminology6Overview of Alternatives6Criteria71.Feature Criteria72.Company Criteria73.Cost Criteria8Research Methods8Evaluation of Alternatives8Findings and Analysis9The Suppliers9Features10Companies11Costs11Recommendation12References13

Executive SummaryCorporate events such as a picnic involving all personnel help build community feeling and promote teamwork among staff. We have decided to organize a picnic for all personnel and the choice of the best event manager for this event is critical for its success. This report provides an analysis of the strengths and weaknesses of event-management companies to arrive at a recommendation for hiring the services of one supplier. Preliminary investigation helped narrow down the choice to two companies i.e. Function Events (Function) and The Company Picnic Company (CPC) because either of these have the ability to provide everything we need for this function to succeed. Further analysis included reviews of their location, costs, and service via their respective websites and feedback from earlier customers.

This report shows that although they provide similar services, Function best matches all our needs of overall services, location, and cost. The analysis helps justify the recommendation to hire Function as our event manager.

Company PicnicAfter a long year of vicissitudes, and facing the challenges ahead in the New Year, our companys executives have decided that all personnel have earned a corporate sponsored picnic. Having this picnic will help communicate our appreciation for their hard work and encourage continued teamwork. Harkless (2013) stated that bringing the workforce together as a team is critical and that company-wide gatherings provide an excellent opportunity to achieve this goal and to build on productivity, morale, and overall growth. We will also be able to integrate our various company divisions for improved cross-divisional communications in future. Employees of different positions, ranks, and departments will come together at the event. Simple interactions at the picnic will help close any gaps and allow building respect and appreciation of various responsibilities and roles within the company. However, companywide events can also pose challenges and could have negative outcomes if due care does not go into planning and organization to make the event successful (Quast, 2014). For us to achieve the desired results and to negate chances of failure, it is critical that we select the right service provider (supplier) for this event. This report provides an analysis of two possible event management companies to help determine which one will provide everything we need at the right price.Problem StatementHiring the services of an outside supplier is important as we do not have any capability or experience in organizing such an event involving a large number of employees, providing transportation, and organizing the catering. We also have to take into consideration the cost of such a huge undertaking. The problem we face is the need to choose between two almost equally proficient event-planning service providers. TerminologyThis report does not use any special terminology and relies on commonly understood words.Overview of AlternativesThis report considered the advantages of a companywide event that would help convey our gratitude to employees for their hard work. Such an event would also assist in improving communications and teamwork in future operations. Looking at possible forms the event may take it appears that a company-sponsored picnic would be the best option. I have explored two options from among possible suppliers, viz. Function Events (Function) and The Company Picnic Company (CPC). Both CPC and Function are reputed event management companies with good experience in managing such events. Analysis of the features, company, and costs indicates as follows:Alternative A CPC is a smaller company offering a boutique experience for relatively smaller gatherings CPC offers strictly non-vegetarian meals, which may not suit the tastes of a significant number of our employees CPC offers an array of excellent locations for hosting the event CPC is more expensive than its competitor all other things being equal

Alternative B Function is a larger company and its scale of operations allows it to offer lower prices compared to CPC The variety of food choices offered is much larger and Function can simultaneously deliver menus that cater to a wider variety of tastes The locations offered for hosting the event appear as good as those by CPCThe evaluation of choices available allows me to recommend that we organize a picnic for our employees using the services of Function as the event manager and service provider.CriteriaCriteria for selection of the optimal event manager for organizing the picnic were divided into three broad categories and individual features investigated as under:1. Feature Criteria How do the suppliers compare in terms of providing a customized service Does the supplier cater to different needs and preferences in food within the overall theme The quality and convenience of the locations offered The quality of entertainment activities offered Does the supplier offer an integrated service that includes transport to and from the venue Does the supplier go the extra mile to make the event successful2. Company Criteria How long has the supplier been in the business Is the suppliers business profitable Does the supplier have adequate support staff within the organization or from reliable outside support Will the supplier provide a dedicated manager for coordination of the event3. Cost Criteria All things being equal, how do costs compare among the suppliers Are there any hidden costs involved Is the price fixed or subject to negotiation Is the cost fixed and not subject to any last minute escalations Mode of payment accepted and credit/discount facilities offeredResearch MethodsThe research methods used consist of a comprehensive research on the internet for each criterion mentioned above. Understanding that the suppliers own website would only represent an effort at promotion and discuss positives alone made it essential to use secondary sources on the internet to identify desirable qualities and compare those offered by the particular supplier. This report has placed a specific emphasis on evaluation of customer feedback as reported on the suppliers website and other postings. The researcher contacted each supplier through e-mail to obtain ballpark costs for hosting the company picnic. The researcher did not attempt to contact previous customer to obtain direct feedback.The following passages present the information obtained from the sources explained above collated along each criterion.Evaluation of AlternativesAs an initial step in the research and recommendations, this report provides and evaluation of the pros and cons of having a company picnic compared to other alternatives suggested in literature. Using a comprehensive research involving 15 multinational companies, Gratton and Erickson (2007) suggested eight ways to for building collaborative teams. Building relationships and trust among team members, building a corporate culture, forming teams where individuals understand the goals and their own roles in meeting the goals hold the key to building successful teams. In addition to their skills and experience, people bring their personality also to a team. Team Building Events (TBEs) focus on giving individuals within a team an opportunity to understand how individual behavior influences team building process. TBEs have also proven as excellent aids for improving communications and communication skills. Such activities help build mutual trust and promote the understanding that everybody has talents, viewpoints, and good ideas and bringing them together to bear on the work helps improve work and work environment. The more inclusive and trustful everyone is the greater the number of will be on hand to tackle problems and the greater the synergy created. TBEs come in a variety of different levels and sizes. Choosing the right TBE is thus critical. The idea of conducting a TBE in a fun atmosphere away from the workplace appears the best alternative as it adds to the feeling of being valued and trusted among participants who see the event as a reward for good work in the past and as an incentive to perform well in future. Corporate Picnics, Corporate Outings, and Companywide events are perfect opportunities to deploy Team Building Programs. Having decided that sponsoring a companywide picnic is the best alternative, evaluation of the two alternative suppliers appears below. Findings and AnalysisThe SuppliersFunction Events (Function) provides a comprehensive and up-to-date package for people planning events such as weddings, parties, and meetings. The company is celebrating 10 years in this line. It offers a depth of experience of having helped organize several such events. The Company Picnic Company (CPC) offer an excellent and professional package of services to cater to every need for a successful event, especially company picnics. Functions organized around clambakes, barbeques, mixed grills, pig roasts, or steak fries appear as their main strengths.FeaturesBoth suppliers avow their outstanding capabilities in providing customized services. However, CPC appears to specializing in catering more to a strictly non-vegetarian spread that could be problematic for some employees. Function, on the other hand, can cater to any requirement in terms of food offerings. Locations offered by either supplier provide a good selection for us to choose from depending on the number of employees we expect to participate. Both suppliers do not offer any on-site entertainment or facilities to hold any games but have indicated their willingness to help locate a different supplier for this service. Alternatively, we could form a cross-functional team within our organization to attend to this work. This ought to add to the sense of participation and generation of greater interest in the picnic.Both suppliers do not offer any transport facility to or from the picnic site. We do not consider this as an important aspect because picking up and dropping people back from diverse geographical locations could create logistical difficulties. We recommend people use their own transport and pool with others while the company compensates them for the cost incurred. Reviews from other customers clearly show both suppliers have received excellent feedback from a large array of customers who organized big and small events using their services. The customer list of Function consists of many companies of international repute. These include Pfizer, GlaxoSmithKline, SKF, General Motors, Mission Foods and a host of others. On the other hand, the list of satisfied customers from CPC consists of individuals and representatives of relatively much smaller companies. Because our company is large and we expect about 400 employees to attend, the choice appears to favor Function. CompaniesFunction is a relatively large financial and organizational size compared to CPC. Both have been in the business of event management for over 10 years and are profitable in their operations. Their history of successful management of events, large and small, clearly indicates that they have an adequate and experienced staff. The fact that both companies have requested for an advance notice of a minimum of four weeks for organizing the event shows that they have a good reputation among potential customers and organizing such events routine.Both suppliers assured that they would designate a senior member of staff to coordinate the details of the event with us and would be our one line of communicating with them. They also assured us that they would not spare any effort in helping us make the picnic a great success.CostsFunction and CPC offer special packages and discounts for events organized during weekdays and a premium applies on events on Friday and Saturday evenings.Cost per head, measured by the number of plates used for the main course (not by attendance), would perhaps form the strongest basis for our decision. Indicated costs, excluding cost of beverages served during the picnic are: Function $45.00 per plate CPC$52.50 per plateBoth prices are indicative and shall depend on the menu selection that we make. The prices indicated cover a very lavish layout. Prices include VAT and any other applicable tax i.e. there are no hidden cost. The suppliers will accept payment by a check drawn in their favor. We are certain that we can negotiate a discount of about 5-10% once we make our final choice.The following table shows the comparison between the two suppliers.Comparison of Alternatives

CriteriaFunctionCPC

Features

Customized ServiceYesYes

Food VarietyHighLimited

Location

QualityExcellentGood

ConvenienceGoodGood

Entertainment OfferedNoneNone

TransportNoneNone

Proactive SupportProfessionalProfessional

Company

Length of Experience +15 Years +10 Years

ProfitabilityYesYes

Adequacy of StaffAdequateAdequate

Dedicated CoordinatorYesYes

Cost

Cost per Head$45.00 $52.50

Any Hidden CostsNoneNone

NegotiableYesYes

Possible Discount5-10%5-10%

EscalationNoneNone

PaymentCheckCheck

CreditNoneNone

RecommendationBased on the above research, I believe that having a company picnic best fits our needs of a cost-effective event that will help reward employees while helping build company morale and teamwork through interactions between employees. Analysis of the company profiles, the features offered, and cost shows that Function would be the right supplier to opt for our picnic.

ReferencesGratton, L. and Erickson, T.J. (2007). Eight ways to build collaborative teams. Harvard Business Review, 2007 (November), Retrieved from: https://hbr.org/2007/11/eight-ways-to-build-collaborative-teams/ Harkless, G. (2013.). Why you should have a company picnic. Retrieved February 9, 2015, from http://rescue.ceoblognation.com/2013/06/25/why-you-should-have-a-company-picnic/ Quast, L. (2014, May 14). It's not a company picnic, it's a business event: tips to survive. Accessed from http://www.forbes.com/sites/lisaquast/2014/05/12/its-not-a-company-picnic-its-a-business-event-tips-to-survive/ The Company Picnic Company (2015). Website accessed from http://www.thecompanypicnicco.com/catering-ri-testimonials/testimonials-the-company-picnic-company-ri.htm The Company Picnic Function (2015). Website accessed from http://www.companypicnicfunction.com/index.html