The Gala Event at Four Points by Sheraton, Darling Harbour - Essay Example

The Gala Event at Four Points by Sheraton, Darling Harbour Based on the client’s requirements, the gala event would be organized at Four Points by Sheraton, Darling Harbour, Sydney. The event is the launch of their new PDAs and the objective of the event is to apprise the different stakeholders of the current position of the company along with the directions that the company has taken in business. This would coincide with the launch of the new PDAs for the Australian market which is comparable to any international brand. The theme of the event is to demonstrate that the company is constantly been going up the performance ladder. The objective is to boost the morale of the employees and the stakeholders to achiever even higher growth. With this is mind the even logo we suggest is the symbol of “ladder” which shall be maintained at all locations, transport, hotels rooms, convention centre, dining hall or wherever the group would be moving. The stakeholders that would be arriving from outstation need special consideration. To ensure maximum participation, there has to be something exciting for the guests to look forward to. The invitation itself would have to stir their imagination and make them expect something different from the usual dinners and conferences. To generate a positive emotional response, a mystical invitation would be sent out. The symbol of ladder would serve to show heights not just in the physical life but would indicate that the event would transport them to greater heights. To ensure they have a pleasant experience at the hotel, all arrangements would be in alignment with individual needs. The invitation would carry a form with simple questions seeking their choices in certain requirements which would be provided in their rooms. The rooms too would have the symbol of ladder and the décor would emanate a WOW from them. We can assure they would carry the memories of the event at their sub conscious level and would remember if for a very long time. Importance of site selection and venue inspection is an important part of any event planning process. Importance has not been given only to the aesthetics or physical appeal of the venue but the facilities combined with relaxation have been considered. The venue is rich in character and meets the specific business or personal needs. The location of the event has been chosen as the clients want the dinner and accommodation to be at the same location. Australia’s largest hotel, Four Points by Sheraton is ideally located and has 650 rooms and 45 suites. Thirty suites and seventy rooms will be provided. This hotel is ideal for business and pleasure and offers comfort and convenience. It is just a short walk to the major shopping and entertainment districts. Floor-to-ceiling windows in all rooms provide a spectacular view of the harbour and are well-equipped with all amenities that a discerning guest would require. For the special guests, the suites would have kitchen supplies with microwave oven, king size bed and walk-in-wardrobe. The colour scheme for each room would be the same as the Ball room colour scheme – tones of blue and white and the symbol of ladder would be used everywhere. The kitchen supplies too would match the requirements. Transportation for the delegates would be arranged in the latest model private cars from the airport. For the special guests individual cars would be provided while for the others either a coach service or shared vehicle would be arranged. For the local delegates coaches would be arranged which would originate from different points across the city. The names of the invitees have already been procured, which is essential to prepare the rooming list and the participant tags. Meet and greet service would be provided at the airport and each guest would be escorted to the hotel. Each member would be given complete details and the contact numbers of the other participants for their convenience. The conference and the dinner would be organized at the Grand Ball Room at Four Points by Sheraton. This Hall can accommodate more than 300 people theatre style and also has a pre function area where displays of the products, brochures and manuals could be organized. There is a dedicated area which would serve as the check-in area for the guests as well as the arrival and departure terminal for coaches. The Hall is equipped with audio-visual equipments like data projectors, and electronically controlled projection screens. The Hall décor would be done in tones of blue and white as that is the colour of the PDA that would be launched. The symbol of ladder would be printed at the back of every chair; the entire décor would depict height, growth and prosperity. The table cloth would be white with a centre piece in the same blue tone. The stage décor for the formal meeting as well as for the entertainment would be in the same tones of blue and white. The entertainment stage would also be at a height where people would have to climb up. The steps would be in tones of blue and white in alignment with the theme of the event. Well planned menu is critical to the success of any conference. Dining is the time when participants informally exchange views and get to know each other. Diverse cuisine becomes one of the issues of discussion and offers an opportunity to relax. Food will be served buffet style as the group is large and sit-down service would be difficult to handle. Nevertheless, service butlers would be available at every point at all times to cater to any need of the invitees. Buffet style service offers an opportunity to relax. Guests would be able to choose an “action station” that would accompany the platters on the buffet. This would bring the excitement of a live chef preparing food to order for the guests. The “action stations” would be arranged at a height. Guests would have to climb up the ladder to reach the action stations which is in line with the basic theme of the event – ladders, height, growth. The trays would all be again in tones of blue and white. The necessary confirmations for the venue, the Ball room and the guest rooms have been obtained. A contract has been signed up with the hotel authorities detailing the services required both at the Ball Room and in the rooms. The charges for the dinner per head would be $200 which includes the dinner, entertainment, and transport for the local guests, and all other miscellaneous expenses. The charges for the guest rooms for 100 outstation guests would be as per the tariff of the hotel. No additional charges would be levied for the hall or the entertainment. Thus, to ensure the theme and the colour all through, the invitations, the décor, the transport, the room décor, the stage, the dining area, the flowers, would all carry the symbol of ladder; the same white and blue tones would be maintained everywhere. The entire place would stir the emotion of each and every participant to bring out a WOW from him. Read More