N.Y. House of Elegance
To: Dr. James Giordano
From: Everett Mitchell [Events Manager]
Date: January 9, 2019
Subject: Event Approval
Dr. Giordano, N.Y. House of Elegance is looking forward to hosting our inaugural event titled “Wedding Essentials” which is billed as one which will seek to educate couples who are looking to get married and need advice relating to planning, financing, budgeting and co-habiting. We are soliciting your approval and confirmation for the event to be held at our company’s owned Terrace on the Park for the month of March (at a date yet to be determined).
It is said that money, sex and communication are the main factors leading to divorces and it is our belief that this event can assist couples in preparing adequately for the future while tackling these obstacles. This event, potentially, can eliminate problems that would have arisen if these advices weren’t adopted. This event will be great; especially, for young couples who are looking to start a family.
We will have licensed professionals at our events, representing the field of budgeting, financing, planning and psychological counselling relative to sex, communication etc. We will have tents (units) comprising of different wedding apparels for him and hers, designers, bakers, caterers and entertainers; all showcasing their expertise and soliciting their invaluable advice regarding nuptials.
This event was selected because it is area that I am interested in and am looking to further establish myself within this field. I intend to position this event as an annual one that will eventual grow and attract greater sponsorship that will assist many persons who want to start marriage on a solid path.
We will have a registry open that will confirm participants prior to the event and will give us an idea of the level of interest and ultimately the level of attendance. We envision that we will have a few challenges regarding logistics and security, but we will have further discussions relative to same.
We are looking towards facilitating couples and singles from all spectrum of society; whether they are young or old. We endeavor to make everyone feel welcomed and that they can have a chance to prepare correctly and sufficiently whenever they decide to take a chance at holy matrimony. Our target market is not specific to any one group, race or individuals; neither is it confined to any age, gender, education or income level.
Our aim is to entertain an open market. We want our potential invites to be excited about this venture as it will provide a wealth of information regarding how they go about using this invaluable information in navigating their likely nuptials and to prevent or minimize any problems that may potentially arise without our valuable advice. We want our contribution to be critical to their union of happiness. We are targeting people within the boroughs of New York City, but all are welcomed. We are planning to promote this event in such a fashion that attendees will feel that the level of advice that they will be receiving is nothing short of professional. Our level of expertise is as good as they come, as these are professionals with outstanding careers within their fields and renowned for their great work with people.
Our experts will be coming from all over the U.S and we will provide transportation and accommodation based on their desires and preferences. Attendees are asked to pay a registering fee of $20 (couples) and $15 (singles). We will be seeking sponsorship from companies who are willing to participate by providing the aesthetics and refreshments etc.; additionally, our company will provide funding in this venture along with funds that the Mayor’s office will be providing because this is an event that will be of tremendous social benefit and interest.
Attendees will be able to meet and greet each other, which is also an opportunity for ideas to be exchanged and so the wealth of information will not only come from the experts but also from those in attendance. We will have disability access around the ground, so no one will feel left out. The educational benefits from this even will be phenomenal, inspiring and save a lot of future marriages.
I have decided to use our company owned, Terrace on the Park to host this event because its suitability is adequate, and it is able to facilitate over 2500 attendees with over 500,000 square feet of space on the ground floor. Keeping the event here gives us tremendous advantage as it allows a lot of room to monitor proceedings closely and it also saves us a lot of money that would have been otherwise used to rent an alternative venue.
Our facilities will be able to accommodate our expectant crowd size and provide easy access to the various service booths that we would have at this event. We have a lot of areas that also provide bathroom access and will have medical personnel on hand in case of any mishaps. This will be a huge event and we will have first class service available to our guests with waiters providing complimentary refreshments while quality vendors will be available to provide products relative to the event theme. Guests will be ushered in from our adjacent car park where security guards will be stationed to alleviate any fears.
Our agenda is to make this event a whole day one; one where we will cater for those patrons who might not be able fit their schedule to accommodate an earlier time or vice versa. We are looking to begin at 10 a.m. and culminate at 6 p.m. Our Agenda will resemble something like this: (unofficial)
Gates open at 10 a.m.
Complimentary Breakfast: 10:30a.m- 11:30a.m.
Advisory Booths: 12p.m- 5:30pm
Lunch 12p.m – 3p.m
Complimentary drinks: All day
Security: All Day
Our staff will have all the service/advisory booths set up the day before the events. Security barriers will also be brought in, addition to decoration, food tents, DJ booth, signs, posters and other materials that provide instructions and directions, that would make patrons transitions smooth and uncomplicated.
All our booths will have signs indicating the type of service provided e.g. Financial or counselling etc. Each booth will have two chairs that will accommodate partners or single guests. We will have a mini-library that will provide books on all aspects of marriage and we will also have an adult toys sections that we expect will be a crowd teaser and puller (adjacent to the mini-library). We will also have ushers that will be available to show patrons around and provide answers to things related to the event. The DJ will provide music all day while making announcements throughout the day. We will have on-the-spot quizzes and trivia where prizes will be available to the winners.
We will also have a chill room where patrons can just sit, read and converse with each other while waiting for a vacant booth.
As stated earlier, breakfast and lunch will be served at the hours specified but additionally, we will be having snacks available after the luncheon period between 4:30pm to 6pm. Our Breakfast will be drawn from: One to three juices (e.g., apple, orange, tomato)
Assorted baked breakfast bread (e.g., croissants, muffins, toasts)
Coffee, decaffeinated coffee and tea
Assorted cereals and dried fruits
Meat (e.g., bacon, sausage)
Our Lunch menu will consist of:
Mixed green salad (include three types of dressing)
Fruit salad, potato salad, antipasto and/or chips
Three types of sandwich meats (and multiple healthy breads)
Dessert trays such as brownies or cookies
American: burgers and fries
Italian: pasta, pizza, Tuscan style chicken
Southwest: tacos and fajita stations
Asian: spring rolls, stir-fries, rice and noodle dishes
Chicken, pork, beef, or salmon
Caesar salad with grilled chicken
Sides include vegetable, potato, pasta or rice
Our beverages will be available all day and will consist of:
Assorted soft drinks (diet and regular)
Assorted bottled juices
Coffee, decaffeinated coffee, tea
The evening snacks will be available post lunch:
Pie with ice cream
We have outside caterers that will take care of the culinary requirements, and tents will be available to host those activities. Guests will have the opportunity to be served by professionals who are tops in their field. The food tents will be located near the four exits at the ground floor, so we will have four lines of guests who will be able to dine with ease and comfort.
Our budget for food and beverage will be calculated at $30 per person and we estimate that our attendance will be estimated at 2000 guests ($60,000). Breakdown of event cost:
Service Booths security $450
Our financial expectations are that we will make a profit as we have 1800 guests already registered with more that three weeks to go. The mayor’s office has already confirmed its sponsorship of $80,000, in addition to other co- sponsors that will be finalizing their contribution in the next two weeks. Additionally, we will be getting income from vendors who have paid to rent our booths to offer their services for the event. Our rental fee is $1000, and we will have over 15 booths available.
We expect this event to be dynamic and successful and that it will have a lasting impact on our guests.
We look forward to your quick response and hoping that an affirmative one will be forwarded.
Meeting and Events Manager.