Planning Board of Directors Private

¶ … Planning

Board of Directors Private Meeting

Event Summary

The event will be a full day board meeting where board member will be free to discuss an upcoming takeover of a major competitor. The board members have chosen a date of Wednesday, July 13, 2011 as their meeting date. They wish to meet in a private, secure location to discuss their future business plans. They wish to meet in the Docklands, as opposed to the Canary Wharf area. They wish to include limousine service to pick them up from their hotels and to return them after the meeting. Each of he board members wishes to have their own private limousine.

In addition to these requirements, the board members with to have dinner at a restaurant the night before the meeting, They wish to have limousines to take them to their flights the morning after the meeting. Eight board members will be in attendance at this meeting.

The board members will need a full list of items including access to a secretary, fax machine, phones, Internet and copying services. They will need to have flipcharts, a projector, screen, audio, and video conferencing available. They will be served morning refreshments, a working lunch, and afternoon refreshments while on site.

Event Function Sheet

Evening Before Meeting

Board Members are picked up at the airport by private limousine. They will be driven to Petros restaurant for 6:00 dinner reservations. They will be guests at the Chef's table where they will be able to feel and experience the vibrancy of the kitchen, as well as meet the chefs. After a leisurely dinner, the limousines will take them to the Cavendish Hotel.

Meeting Day

7:30 AM -- Limousines will arrive at the Cavendish Hotel to drive the board members to the Hilton Docklands Riverside.

8:00 AM -- Arrival at the Hilton Docklands Riverside. Breakfast upon arrival will be catered by Hubbub catering. The buffet-style menu will include:

Free-range scrambled egg

Thick-cut back bacon

Farmhouse sausage

Grilled tomatoes

Field mushroom

Bloomer bread and butter

Selection of Danish pastries & Croissants

Butter, jam and preserves

Fresh fruit selection

10:00 -- 10:15 AM -- Break and morning Refreshments including a selection of canapes. '

These will include:

Roast duck pancake with hoisin sauce, spring onion and cucumber

Smoked salmon, dill and horseradish sour cream blinis

Porcini mushroom and sage pate crostini

Mixed berry tartlets with creme patisserie

Fresh fruit skewer

Assorted petit fours

1:00 -- Three course meal while working. The menu will include a choice of:

Starter

Coldwater prawn cocktail with Marie Rose sauce

Roasted tomato & garlic soup with basil olive oil

Goats cheese & cherry tomato tartlet with rocket salad

Main

served with seasonal vegetables and baby potatoes

Honey & lemon glazed salmon fillet served with a dill creme fraiche

Morrocan spiced ratatouille with couscous and a coriander & walnut pesto

Roasted free-range chicken breast with a tarragon and sauvignon cream sauce

Dessert

Sticky toffee pudding

Chocolate and hazelnut brownie with vanilla ice cream

Lemon cheesecake

4:30 -- Afternoon Refreshments to include a British Cheese Platter and a Platter of fresh seasonal fruits.

6:00 -- Limousines will take board members to Bel Canto French Restaurant where they will enjoy an evening of relaxation, entertainment and fine dining. The Bel Canto

offers one of the most unique dining experiences in London.

9:00 -- Limousines will take the board members back to the Cavendish Hotel

Morning After Meeting

Board members will enjoy a buffet breakfast that is offered by the Cavendish before departing for their flights home.

7:00 AM -- Limousines will take board members to London City Airport for 8:00 AM flights.

Event Timeline

January 14, 2011 -- Submit proposal to board member at January 15, 2011 board meeting approval. This will be done by the event planner at the 10:00 AM meeting held at the client's main office.

January 21, 2011 -- All contracts must be signed and returned by this date.

January 21-Feb 1 -- interview caterers, hotels, limo services to make certain that they are appropriate. Visit all vendors and sites.

February 1-4, 2011 - book all hotel, limo and catering reservations. Pay all deposits necessary.

February 7-11, 2011 -- Find backup caterer and limo service in case of problems

May 2-6, 2011 -- meet with caterer, choose menu, make final arrangements.

Meet with limo service to make final arrangements

May 9-13, 2011 -- Meet with Hilton Docklands Riverside to make final arrangements for services.

June 15, 2011 -- Call all vendors and confirm final arrangements

July 12-14, 2011 -- Main Event as per Itinerary. It might be noted that all equipment needed will be provided by the hotel. In addition, they have secretarial staff available as part of the meeting room rental. The catering vendor supplies all eating utensils, linens, etc. Set up was included in the quoted price.

July 18, 2011 -- Mail out evaluation surveys to board members.

August 1, 2011 -- Get surveys back, do final close out documents and submit for payment.

August 31, 2011 -- Final payment received.

Event Budget

All Amounts are in UK Pounds

Description

Unit

# Units

Total

2 Nights at Cavendish Hotel - 1 person per room

8

UK Limo Service -- 8 limos -- as per negotiated flat fee

8

Airport to Petros Restaurant

8

Petros Restaurant to Cavendish Hotel

8

Cavendish Hotel to Hotel Docklands Riverside

8

Hotel Docklands Riverside to Bel Canto

8

Bel Canto to Cavendish Hotel

8

Cavendish Hotel to Airport

8

Meeting Suite -- Westminister Suite

1

Catering -- Hubbub Catering

Breakfast

9.00

8

72.00

Morning Refreshments

6.00

8

48.00

Lunch

19.00

8

Afternoon Refreshments

6.50

8

52.00

Additional Charges -- Chef, waiter/waitress (per hour)

27.00

12

Event Management Fees

Grand Total

20,938.00

Site Inspection Checklist

Hotel

Site Inspection Date:

Completed by

MEETING

Group

Address

City State Zip

Meeting Name:

Hotel Address

Phone: FAX:

Rooms with King Beds?

Non-Smoking Rooms?

Construction Planned? Yes ? No

If yes, what and when?

Rate the following: (1 poor -- 5 excellent)

Lobby Decor

Lobby Seating/Location

Lobby Condition/Cleanliness

Restaurant(s) Condition/Cleanliness

Restaurant(s) Decor

Restaurant(s) Menu Selection/Pricing

Restaurant(s) Food Quality

ROOMS

Rate the following: (1 poor -- 5 excellent)

Decor