Final Report Skate for UNICEF

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Final Event Evaluation

“Skate for UNICEF”

Course | Managing an Outlet and Organizing an Event

Block |1415-B

Campus | Amsterdam

Prepared for | Mr. Heijblom & Mr. Wager

Date of Submission | 21 / 01/ 2015

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Preface

We are 14 students of the Hotelschool the Hague, campus Amsterdam. For the past 10 weeks we have been a event management team for charity. Our goal in these 8 weeks was to create and host a charity event. This was part of a course called Managing an Outlet. To realize this goal we created a plan, we have been following lectures and workshops to gain the necessary knowledge about the marketing, supply chains & research .The objective of the event is to raise a minimum of 500 €, as well as raise awareness regarding responsibilities include towards children including, saving lives, protecting childhoods, getting children for school and ensure rapid help in case of an emergency strike.

The team consists out of the following students:

• Bianca van Meurs • Jeroen Beerten • Harley Rogers • Sidney Ludding • Andreas Krausz • Rosalie Kuijper • Tim van Lokven • Stefani Tatarchuk • Laura Melina • Monika del Mundo • Bart Engelender • Chris Könich • Nenah Bonarius • Rogier van Drie

Besides the lectures and workshops we also had a few meetings with our event coach Mr Wager. We would like to thank all the lecturers that contributed to the 8 weeks process of creating our event script and making the event happen. Thanks to the contribution we were able to create the final product: A charity event & report.

The Charity event report consists of the following chapters:

• Concept phase • Planning phase • Evaluation phase • Research phase • Logbook • Appendices

The report will consist of our event script and bid book. We proud to present our work and trust all necessary information is provided.

(Pictures, 2015)

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Acknowledgements

We would like to thank the Ramada hotel who sponsored the venue for our charity event. Furthermore we would like to thank Mr Wager & Mr Heijblom who assisted us the knowledge and guidance required for the event. We would also like to say a big thank you to all the sponsors who help make the raffle possible. Sponsors:

- Heineken Experience - Hotel/Thetare Figi - MBO Leerhotel het Klooster - Rose’s Cantina - Park Hotelschool - Fletcher hotel Zeeduin - Conservatorium Hotel - Dinner club - Cheese Supplier enrico - Restaurant Schmulawich - GreenAge - Reypenaer

Special note to Bianca & Jeroen who took the lead and volunteered as president and Vice president for the 10 weeks

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Table of Contents PREFACE ............................................................................................................................................. 3

ACKNOWLEDGEMENTS ................................................................................................................. 5

TABLE OF CONTENTS ..................................................................................................................... 7

EXECUTIVE SUMMARY ................................................................................................................... 9

1. CONCEPT PHASE ...................................................................................................................... 11 1.1 PROPOSAL ................................................................................................................................................ 11 1.1.1 Charity ................................................................................................................................................... 11 1.1.2 Background of the organisation .......................................................................................... 11 1.1.3 Reasons for choosing the organisation ................................................................................... 12 1.1.4 Description of the Event ................................................................................................................. 12 1.1.5 Agenda and Layout .......................................................................................................................... 14 1.1.6 Entertainment .................................................................................................................................... 15 1.1.7 Food and Beverage ........................................................................................................................... 15 1.1.8 Technical and Decoration ............................................................................................................. 15 1.1.9 Decorations .......................................................................................................................................... 16 1.1.10 Safety and Security ........................................................................................................................ 16 1.1.11 Marketing and Communication ............................................................................................... 16 1.1.12 Sponsors ............................................................................................................................................. 17 1.1.13 Finance ................................................................................................................................................ 18

2. PLANNING PHASE .................................................................................................................... 19 2.1 EVENT SCRIPT ......................................................................................................................................... 19 2.1.1 Task Division ....................................................................................................................................... 20 2.1.2 Finance .................................................................................................................................................. 21 2.1.3 Promotion ............................................................................................................................................ 21 2.1.4 Food & Beverage ............................................................................................................................... 22 2.1.5 Entertainment .................................................................................................................................... 22 2.1.6 Venue ...................................................................................................................................................... 22 2.1.7 Charity ................................................................................................................................................... 22 2.2.1 Sponsors ................................................................................................................................................ 23 2.2.2 Venue ...................................................................................................................................................... 24 2.2.3 Charity ................................................................................................................................................... 25

2.2.4 SUPPLIERS .............................................................................................................................................. 25 2.3 TIME SCHEDULE ........................................................................................................................................ 26 2.4 FOOD & BEVERAGE .................................................................................................................................. 26 2.5 PROMOTION PLAN .................................................................................................................................... 27 2.6 RAISING MORE FUNDS .............................................................................................................................. 27 2.7 MISE EN PLACE LIST ................................................................................................................................. 28 2.8 FUNCTION SHEET ..................................................................................................................................... 29 2.8.1 Decoration ........................................................................................................................................... 29 2.8.3 UNICEF .................................................................................................................................................. 29 2.8.4 Entertainment .................................................................................................................................... 29

2.9 DUTY ROSTER ........................................................................................................................................... 32

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2.10 ROOM PLAN ............................................................................................................................................ 34 2.11 FINANCIAL PLAN .................................................................................................................................... 35 2.12 QUESTIONNAIRE .................................................................................................................................... 36 2.13 GANTT CHART ........................................................................................................................................ 38 2.14 APPENDICES ........................................................................................................................................... 39

3. EXECUTION PHASE .................................................................................................................... 43 3.1 FOOD AND BEVERAGE ............................................................................................................................. 43 3.1.1 Supplies ................................................................................................................................................. 43 3.1.2 Mice-‐en-‐place ...................................................................................................................................... 44 3.1.2 Before the event ................................................................................................................................. 45

3.2 ENTERTAINMENT ..................................................................................................................................... 49 3.3 LOGISTICS .................................................................................................................................................. 50 3.4 SPONSORS .................................................................................................................................................. 51 3.5 AFTER CARE .............................................................................................................................................. 52

4. EVALUATION PHASE ............................................................................................................... 53 4.1 MARKETING ANALYSIS ............................................................................................................................ 53 4.1.1 Response Rate ..................................................................................................................................... 55 4.1.2 Sponsers and Fund Raising ..................................................................................................... 57

4.2 FINANCIAL ANALYSIS .............................................................................................................................. 58 4.3 REFLECTION .............................................................................................................................................. 59 4.3.1 General notes during evening ...................................................................................................... 59 4.3.2 Points of improvement .................................................................................................................... 59 4.3.3 Points that went well ....................................................................................................................... 60 4.3.4 Communication .................................................................................................................................. 60

5.RESEARCH ................................................................................................................................... 61 5.1 DESCRIPTION OF THE SITUATION .......................................................................................................... 61 5.2 REASON FOR RESEARCH .......................................................................................................................... 61 5.3 GOAL OF RESEARCH ................................................................................................................................. 61 5.4 SURVEY TOOL ............................................................................................................................................ 62 5.5 RESULTS OF THE RESEARCH ................................................................................................................... 62 5.5.1 SPSS Questionnaire Analysis ........................................................................................................ 62 5.5.2 Student/Dutch citizenship ............................................................................................................ 65 5.5.3 Portrait of guests attending the Event .................................................................................... 66 5.5.4 Money spent on raffle tickets ....................................................................................................... 67

6. CONCLUSIONS ........................................................................................................................... 71

9. APPENDICES .............................................................................................................................. 77

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Executive Summary We are delighted to present you our Final Report for the charity event “Skate for UNICEF”. In this report the focus will be on presenting a detailed timeline of the charity event and everything that comes with it. The event itself took place on the Ramada Roofterras hosted in the Ramada Hotel, the charity organization we chose is UNICEF, as they are represented in over 190 countries and have the highest influence when dealing with children’s rights. The objective of the event was to raise a minimum of €500, as well as raise awareness regarding responsibilities towards children including saving lives, protecting childhoods, allowing access to school and ensuring quick response of aid in case of an emergency strike. This was achieved by maintaining a working atmosphere within the team, as well as clear communication throughout the creation the event.

Within the report we go deeper into the subject of: The preparation of the event How a planning was set up, the recruitment of sponsors and of a venue, what financial picture was possible, the scheduling of the event and everything around that.

The execution of the event Who was responsible for which department, assessment of unforeseen circumstances and explanation how we ensured the satisfaction of our guests.

The evaluation of the event Evaluation of customer satisfaction, evaluation of our own contribution, evaluation of mistakes or unforeseen circumstances that were encountered and a total final financial picture.

Concluding with the fact that this report is a methodical analysis of the event “Skate for UNICEF”.

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1. Concept Phase

1.1 Proposal Under here you will find the concept report, the vision that was set at the beginning of the journey.

1.1.1 Charity “The United Nations Children's Fund (UNICEF) is a United Nations Program headquartered in New York City that provides long-term humanitarian and developmental assistance to children and mothers in developing countries.”

They are represented in over 190 countries in order to reach the most vulnerable children. Their responsibilities include: saving lives, protecting childhoods, getting children for school and ensure rapid help in case of an emergency strike. These goals are not only for the short-term, but are also goals for the longer haul. Therefore UNICEF cooperates with governments and other partners to change the laws and policies in favour for the future generations (unicef.org, 2014).

1.1.2 Background of the organisation

“UNICEF was created by the United Nations General Assembly on December 11, 1946, to provide emergency food and healthcare to children in countries that had been devastated by World War II (Unicef.org, 2003). Since then it became a permanent part of the United Nation System and won several Prizes and awards, like the Nobel Peace Price in 1965 and the prince of Asturias Award of concord in 2006.

In 2008 UNICEF reached the size of 6million individual supporters, which makes around one third of the resources, while two third are made up by governmental contributions.

Today: A 36-member Executive Board establishes policies, approves programs and oversees administrative and financial plans. The Executive Board is made up of government representatives, who are elected by the United Nations Economic Social Council, usually for three-year terms.

(Learningforpeace.unicef.org, 2014)

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1.1.3 Reasons for choosing the organisation When deciding for a charity organization, we kept the following points in mind:

Size of the charity organization → we went for bigger charity companies in order to combine resources

If the charity organization fits to the event planned → therefore we aimed for an educational themed charity

The existence of a contact person in the Netherlands → As people like to see what will be done with their donations, they are probably more willing to donate to people from their own country.

Moreover, other facts helped to make a decision for UNICEF as they reach a high Yield of 91,8% for program services as well as they emphasize on developing community level services to promote the health and well-being of the children today and in the future.

1.1.4 Description of the Event General Information about the Event

As young professionals in the hospitality industry, the HTH Charity Event team members wish to organize an event that has a meaningful impact on the lives of people less fortunate. The event’s main purpose will be to increase the awareness of children around the world that do not have the same opportunities and rights as the students of HTH and make a statement regarding how one of the most thriving industries in the world can have a positive impact on their lives.

As a result there are three goals that the HTH Charity Event Team is focusing on:

Creating a fun, childhood reminder atmosphere were the participants can enjoy themselves and reflect on the possibility of creating a similar environment for children less fortunate

raising the awareness of the participants regarding the disrespect of children’s rights around the world

raising a significant amount of money ( min. € 500) for the charity organization represented: UNICEF

successfully organizing an event and developing the management skills of the HTH Charity Event Team

UNICEF School in a box contains basic educational items

for 1 teacher and 40 students (Learningforpeace.unicef.org,

2014)

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The event itself will take place on 8 January 2015, between 19:00 and 22:00, at the Ramada Hotel, which is located in Staalmeesterslaan 410, 1057 PH Amsterdam. The venue is located in the soon to be opened 18th Floor, which features a bar and an ice skating rink. The capacity is of 80 people, which will allow the HTH Charity Event team to customize more the interaction with the participants as this is not a mass event.

Target Group

The target groups of the event “Skate for UNICEF” are students and close connections of the event team.

By targeting one student, we will reach more students since they will never come alone. They are all gathered in one place, on school or Comitas. Students will make plans with each other and if one knows about our event, he/she can propose this to the group. One disadvantage is that most of the students have not so much spending powers as other target markets, such as professionals, couples or 50+. Most of the students’ age is between 18-28 years. That means that they have a lot of energy and are willing to do active activities. This target market is also easy to reach via social media.

Close connections of the event team consist out of friends, family and students as well. This group is involved in what the students are doing and are willing to participate in everything they do. Family, parents for example, have more spending power than most of the students. This will help to sell goods for higher prices during the auctions. Despite of the spending power, students will be the main target group for this event.

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1.1.5 Agenda and Layout The event will take place at the Ramada Hotel at the soon to be opened 18th Floor, which will feature amongst others a bar and an ice skating rink.

The Program for the evening is the following:

Time Place Activity Comments

19:00-19:30 Ramada Entrance/Floor 18

Arrival Students from the event management team will welcome the participants at the entrance

Serving drinks and canapes

19:30-20:00 Floor 18 Speech from Unicef, speech from event team, thanking sponsors

20:00-ongoing

Floor 18 Ice skating DJ 80'S Music, people can make dedications, dancing

Face drawing

Polaroid pictures

21:15-21:45 Floor 18 Raffle Thank our sponsors again

21:15-22:00 Floor 18 Closing speech, questionnaire handling

The rooft top is separated into two parts, from which one will be used for the ice rink and the other one will be bar & dancing space. Photographs presented below were taken during the visit to the venue and present both sides of the location.

Figure 1 Bar side

(Pictures, 2015)

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Figure 2 Ice skating side

(Pictures, 2015)

1.1.6 Entertainment We will start the evening with a welcoming speech, by which we will present the goal of the event. During the event there will be a DJ, who will increase the ambience by playing music and there will be speeches throughout the night from different companies and the charity which sponsored us. Also there will be a possibility to take a picture and stop by other small stands for food & drinks. At the end we will hold a Raffle where we will present some attractive articles and items for the guests, which have been donated to us.

1.1.7 Food and Beverage During the event the following Food & Beverages will be provided:

Beverages Food

Egg nog Wine Quiche

Bowled wine Beer Mini pastry roles

Hot chocolate Soda Speculaas

1.1.8 Technical and Decoration Technical

Taking the technical part into account during our event, we have discussed that we need certain equipment:

Instruments / DJ (to start off with)

Beamer (to show pictures)

Microphones (for the speakers)

Speakers

Cables

Since we are planning to rent Ramada’s 18th Floor, we would like to discuss what equipment the hotel can help us with.

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1.1.9 Decorations Decoration can affect the entire atmosphere during the event. Since UNICEF main colours are blue and white, we would like to decorate the venue with blue and white balloons. Furthermore, we want to create a cosy atmosphere by using storm candles. Other decorations that we are planning to use are as follows:

Bracelets

Scarfs & caps

Lamps

Using the marketing products of UNICEF

1.1.10 Safety and Security Most of the Safety and Security measures are in place. Contact with the S&S department of The Ramada should be made, to discuss all S&S measures to be taken. If the Ramada and the Charity team deem the S&S measures to be sufficient, then all should be fine. However, if one of the parties has their doubts about the S&S measures to be taken, extra deals should be closed. Things to be thought about:

Age of participants of skate track

List of participants of events

Safety and Security SOP’s (including situations of violent, drunk or sick people)

# of people allowed on the skate track at the same time

Possible other threats, as well as unforeseen circumstances (rain or storms)

1.1.11 Marketing and Communication Considering the type of the event that is being organised, and our main target audience as a student the following marketing tools and approaches will be used.

Students:

Direct/ word-of-mouth communication

Student newspaper & student newsletter

School monitors

Social Media (Facebook, Instagram)

Flyers

The tickets will be sold as hard copies. Starting date of selling is the 1 December 2014.

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1.1.12 Sponsors Our charity event cannot exist without sponsors. Therefore we need sponsors to get resources and in return we will promote their company or organization.

Since we will provide drinks and snacks during the event and the “skate for Unicef” is related to skating, we decided to focus on sponsors that are related to the hospitality skating or organisations that operate most of al in the winter. Examples are organisations such as: Hanos, Chocomel, Heineken or Bauer. Hence we will use our connections to find organizations that are willing to donate money or goods. We are going to reach these sponsors by visiting, calling and emailing.

Furthermore the charity event consists of an auction. That is why we are going to target restaurants, wine suppliers, skate brands and connections to donate something what we can sell.

Ramada Hotel in Amsterdam will be one of the main sponsors of the charity event, since it is providing the location. Clear agreements have to be made. The Ramada Hotel Amsterdam agreed on a proposal from the event team. They will get a small piece of the ticket revenue to cover all the costs they will make. The break-even revenue is around €5,00 per ticket sold when 70 people will attend the event.

Additionally the charity event raises funds for Unicef. Therefore Unicef helps with promoting the event and share their experiences and contacts. Clear agreements have been made. We can use their logo and they will provide decoration from Unicef.

The partnership that the charity event will use is one time partnership and is for both parties beneficial. The sponsors will donate money or goods for the event and we will make use of marketing tools such as Facebook, Twitter and LinkedIn to promote the sponsors.

Final Event Report – Group A2 – Block 1415-B Hotelschool The Hague, Campus Amsterdam

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1.1.13 Finance

Scenario 1 Scenario 2 Scenario 3

Revenue 50 pax 65 pax 80 pax

tickets € 750.00 € 975.00 € 1,200.00

raffle € 125.00 € 162.50 € 200.00

photos € 37.50 € 62.50 € 75.00

drinks € 300.00 € 390.00 € 480.00

Total Revenue € 1,212.50 € 1,590.00 € 1,955.00

Charity donation € 500.00 € 500.00 € 500.00

Final Revenue € 712.50 € 1,090.00 € 1,455.00

Costs

Ramada fee € 250.00 € 325.00 € 400.00

accessories € 100.00 € 130.00 € 160.00

face paint € 35.00 € 45.00 € 55.00

food € 75.00 € 100.00 € 125.00

printing € 50.00 € 75.00 € 100.00

unforseen costs € 200.00 € 300.00 € 400.00

Extra Profit € 2.50 € 115.00 € 215.00


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2. Planning Phase

2.1 Event Script Introduction

As young professionals in the hospitality industry, the HTH Charity Event team members wish to organize an event that has a meaningful impact on the lives of people less fortunate. The event’s main purpose will be to increase the awareness of children around the world that do not have the same opportunities and rights as the students of HTH and make a statement regarding how one of the most thriving industries in the world can have a positive impact on their lives. As a result there are three goals that the HTH Charity Event Team is focusing on:

• Creating a fun, childhood reminder atmosphere were the participants can enjoy themselves and reflect on the possibility of creating a similar environment for children less fortunate

• raising the awareness of the participants regarding the disrespect of children’s rights around the world

• raising a significant amount of money ( min. € 500) for the charity organization represented: UNICEF

• successfully organizing an event and developing the management skills of the HTH Charity Event Team

The event itself, “Skate for UNICEF”, will take place on 9 January 2015, between 19:00 and 22:00, at the Ramada Hotel, which is located in Staalmeesterslaan 410, 1057 PH Amsterdam. The venue is located in the soon to be opened 18th Floor, which features a bar and an ice skating rink. The capacity is of 80 people, which will allow the HTH Charity Event team to customize more the interaction with the participants, as this is not a mass event. The chosen charity organisation is UNICEF, which stands for “The United Nations Children's Fund (UNICEF) and it is a United Nations Program headquartered in New York City that provides long-term humanitarian and developmental assistance to children and mothers in developing countries.”

They are represented in over 190 countries in order to reach the most vulnerable children. Their responsibilities include: saving lives, protecting childhoods, getting children for school and ensure rapid help in case of an emergency strike. These goals are not only for the short-term, but are also goals for the longer haul. Therefore UNICEF cooperates with governments and other partners to change the laws and policies in favour for the future generations (unicef.org, 2014).


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2.1.1 Task Division

C. Ruge Finance part

R. Van Drie Set up hotels email

B. Van Meurs Overall overview / looking for sponsors

N. Bonarius Programme - looking for sponsors

T. Van Lokven Sponsors

L. Susnea Programme / decorations

M. Leber Questionnaire and Marketing

J. Beerten Marketing

S. Ludding Sponsors

S. Tatarchuck Set-up legal papers - finance part

H. Rogers Set-up sponsers email - F&B

R. Kuijper Contact unicef

A. Krausz Venue - marketing

B. Engelander F&B


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2.1.2 Finance Heads of department: Stefani Tatarchuk & Christopher Ruge It was important for the team to find two persons who are responsible for the finance part. Since Christopher is also involved in F&B to support Bart, Stefani is taking the lead in Finance. Responsibilities: Prepare Budget Sheet Keep track of financial transactions Prepare Income Statement Pricing options Cost calculations Counting and communicating the final amount

2.1.3 Promotion

An effective marketing concept is the be-all and end-all of a successful event. Therefore it is crucial to reach the target market in the best way possible. The target market for this charity event consist students from Hotelschool the Hague and guests of the student Hotel. The following channels are used for communicating our event with the target market: Spread of word: As we are students ourselves, we build awareness by word of mouth. That means that each member is informing fellow students about the event and try to motivate these people to tell others about it so that the snowball effect becomes valid. Online marketing: To underline the information given during conversations and to have something more tangible, a Facebook group has been design. This group contains all information about the event, tickets and the charity organization and updates the target market about all new developments in an easy way. Print media: As not everybody is online all times and as “likes” are harder to get than most people think, the print media is still a good choice in creating awareness for an event. Therefore we decided to design flyers and small posters that will be posted at the coffee machine in the Hotelschool and at the reception of the Student Hotel. These flyers contain details about the event itself as well as the Facebook page and our contact details for tickets.


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2.1.4 Food & Beverage Regarding task division in F&B both Bart and Christopher are responsible for successful execution of this part. Both of the team members are experienced in F&B and are currently following MO in La Mangerie kitchen.

Responsibilities:

- Creating menu for canapé bites

- Arranging kitchen (La Cuisine)

- Preparing canapé bites on the day of the event

2.1.5 Entertainment The whole group mainly created the entertainment programme during the brainstorming sessions, where the best ideas were found. However, Laura, who had her internship in Events Department, took the lead. Responsibilities:

- Creating detailed entertainment programme - Scheduling the sequence of the event - Preparing for raffle

2.1.6 Venue Since Andreas is currently working for Ramada, he is the contact person and holds the negotiation meetings.

Responsibilities:

- Making arrangements regarding the mise en place

- Negotiating conditions

- Planning on-site logistics

- Keeping contact with the supervisors

2.1.7 Charity At the beginning Rosalie was the one to contact UNICEF and since then she is the responsible person for any communication between the team and the organization.

Responsibilities:

- Keeping contact with UNICEF

- Organising guest speaker

- Arranging balloons and supporting materials

- Arranging banners


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2.2 Achievements

In the following paragraphs, the achievements of the different departments are described.

2.2.1 Sponsors Our charity event cannot exist without sponsors. Therefore we need sponsors to get resources and in return they get the chance to promote their company or organization. We are going to reach these sponsors by visiting, calling and emailing the hotels in Amsterdam.

Furthermore the charity event consists of a raffle, which is why we need sponsor to donate goods.

Below you see the companies who are contacted.

Company Contacted by Status Ramada Apollo Hotel Visiting Use of location and F&B

facilities Park Hotel Visiting Voucher Hotel room for the

raffle Mariott Hotel Visiting, Email Waiting for reply

Heineken Visiting, Email Waiting for reply Sumo Visiting, Email Waiting for reply

American Hotel Visiting, Email Waiting for reply Fletcher Email Waiting for reply

Conservatorium Hotel Email Waiting for reply Green Age Email Sponsoring Nuts and dried

fruit Reypenaar Email Providing cheese and one

employee to explain the type of cheeses at our event

Tommy Hilfiger and Calvin Klein

Visiting, Email Waiting for reply

Considering aftercare, our team wants to create goodie bags with home made cookies and a thank you letter for all participating sponsors. The goodie bags will be delivered personally to create a personable connection.


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2.2.2 Venue

The charity event – Skate for Unicef will be held on the rooftop of the Ramada hotel. A clear overview of the rooftop floor plan can be seen above. Ramada opened the highest ice skating rink in Amsterdam with an altitude of 85 meters offering a unique selling point for the hotel. We chose this venue due to the fact it is a new development that is trending during the winter season that is in align with our event time frame.

The rooftop of the hotel is situated on the 18th floor with dimension of 220m² offering a spectacular city view. The rooftop terrace boasts an open sky bar with a wide array of beverages and a spacious setting with comfortable lounge chairs, sofas and blankets for the winter. The surrounding edges are installed with glass windows shielding the entire top floor from the high altitude wind. The floor is covered with wooden decking expanding over the entire roof area, with an ice rink situated on one corner. Outdoor heating is provided under canopies covering the rooftop from any rain and cold from the winter season.

(Pictures, 2014)

(Pictures, 2014)


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2.2.3 Charity Background of the organisation

“UNICEF was created by the United Nations General Assembly on December 11, 1946, to provide emergency food and healthcare to children in countries that had been devastated by World War II (Unicef.org, 2003). Since then it became a permanent part of the United Nation System and won several Prizes and awards, like the Nobel Peace Price in 1965 and the prince of Asturias Award of concord in 2006.

In 2008 UNICEF reached the size of 6million individual supporters, which makes around one third of the resources, while two third are made up by governmental contributions.

Today: A 36-member Executive Board establishes policies, approves programs and oversees administrative and financial plans. The Executive Board is made up of government representatives, who are elected by the United Nations Economic Social Council, usually for three-year terms.

Reasons for choosing the organization

When deciding for a charity organization, we kept the following points in mind:

-‐ Size of the charity organization

→ we went for bigger charity companies in order to combine resources -‐ If the charity organization fits to the event planned

→ therefore we aimed for an educational themed charity -‐ The existence of a contact person in the Netherlands

→ As people like to see what will be done with their donations, they are probably more willing to donate to people from their own country.

Moreover, other facts helped to make a decision for UNICEF as they reach a high Yield of 91,8% for program services as well as they emphasize on developing community level services to promote the health and well-being of the children today and in the future.

2.2.4 Suppliers • Entertainment

There will be a speaker from 19:30 till 19:45 PM after this there will be a DJ playing from 19:15 PM until 21:00 PM, and in the end of the evening there will be a raffle from 21:30 till 22:00 with as a closure the amount of money raised.

• F&B Throughout the evening there will be small bytes like speculaas, Canapés bytes and pretzels. Green age will provide nuts and fruits and walk around throughout the evening to explain them, this is for Reijpenaar as well who will walk around with cheese and explain them. As a welcoming drink there will be Gluwein and Hot chocolate provided by Ramada, throughout the evening this will be sold by us, as well as wine, beer, soda

• Conditions/Discounts


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2.3 Time schedule

18:45 – 19:30 Arrival of guests

19:00 Opening of the evening

19:00 – 19:30 Welcoming drinks

19:30 -19:40 Opening speech by UNICEFF and opening ice rink

19:45 – 20:05 First round of skaters

20:05 – 20:15 Change

20:15 – 20:35 Second round of skaters

20:35 – 20:45 Change

20:45 – 21:05 Third round of skaters

21:05 – 21:15 Change

21:15 - 21:45 Fourth round of skaters

21:30 – 21:45 Raffle

21:45 – 22:00 Final speech

22:00 End of event

22:00 – 22:15 Guest leaving

Raffle tickets, Polaroid pictures, drinks and food can be bought throughout the whole evening until 21:45 PM

2.4 Food & Beverage Since the event will take place in January and the event is about ice skating, wintry products will align with the time of the year and the activity. The idea is to create a relaxed atmosphere with (alcoholic) drinks and small snacks.

The ticket of €15 is inclusive welcoming drink, glühwein and snacks during the entire evening. When guests will arrive at the Ramada Rooftop, the welcoming drink and pretzels are served immediately to emphasize the winter.

After consuming the welcoming drink, guests are expected to buy drinks from the bar. Soda, beer, wine, hot chocolate and bowled wine are served from here and eggnog will be provided from an independent stage. The Ramada Hotel will get 50% of each Drink in order to break even. The total revenue from the sold tickets is going to UNICEF.


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2.5 Promotion Plan • Marketing objectives: • Target market:

The target groups of the event “Skate for Unicef” are students and close connections of the event team.

By targeting one student, we will reach more students since they will never come alone. They are all gathered in one place, on school or Comitas. Students will make plans with each other and if one knows about our event, he/she can propose this to the group. One disadvantage is that most of the students have not so much spending powers as other target markets, such as professionals, couples or 50+. Most of the students’ age is between 18-28 years. That means that they have a lot of energy and are willing to do active activities. This target market is also easy to reach via social media.

Close connections of the event team consist out of friends, family and students as well. This group is involved in what the students are doing and are willing to participate in everything they do. Family, parents for example, have more spending power than most of the students. This will help to sell goods for higher prices during the auctions. Despite of the spending power, students will be the main target group for this event.

• Our communication message: • Our chosen organization to host: • Marketing communications: • Draft of flyer and poster • Start of ticket sale

2.6 Raising more funds • Raffle prizes • Contest • Donation • Crow funding


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2.7 Mise en place list


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2.8 Function Sheet

2.8.1 Decoration As the event will take place at the 18th Floor of the Ramada, the hotel will provide most of the decoration. Our aim is to create and a cozy Christmas like atmosphere mixed with stylish touches that remind us of the 80’s, which is our theme. Therefore we will have several items that are the following:

DECORATIONS

Ramada UNICEF Events

Team Sponsors

Heat Lamps X

Umbrellas x x

Tents x

White stars x

White trees x

Candles x

Lamps/Lights x x

Balloons x

Banner x

2.8.2 Ramada and Sponsors

Taking in consideration that our event will take place on the 9th January 2015 on the rooftop of Ramada, which has certain areas outside, we thought it necessary that we have heat lamps and large umbrellas to provide protection against the weather. Also we are discussing with our sponsors (Heineken) to provide more umbrellas and perhaps a tent to cover the ice rink.

2.8.3 UNICEF We also think it is necessary to create as much awareness about our cause without disrupting the atmosphere we wish to create. Therefore we asked UNICEF if it is possible to provide us with balloons with their logo and a banner.

2.8.4 Entertainment Music

The Ramada has its own DJ that will help us through the night. He will provide a mixture of contemporary and 80’s music. It will be also possible to make requests of the DJ to make musical dedications to people for a fee of€ 0.5 that will also be donated for charity. The music is ongoing for the whole period of the event with the exception of the speeches and the raffle.


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Photos

A staff member will be taking Polaroid pictures of those who wish to have a nice souvenir. The fee that is charged will also be donated to the charity. The photo session is an ongoing activity.

2.8.5 Ice-skating

There will be 4 rounds of ice skating with 20 skaters at a time. After the official opening of the ice rink a staff member will be staying at the entrance to welcome the guest and make sure the maximum number of people is respected and also for safety and security reasons. The schedule is the following:

Time Nr of

people Nr of Staff Equipment

Opening 19:40 2

Ramada will provide the ice skates and they

have more than 20

available so no one needs to bring their

own

Round 1 19:45-20:05 20 1

Changing 20:05-20:15 20/25 2

Round 2 20:15-20:35 20 1

Changing 20:35-20:45 20/25 2

Round 3 20:45-21:05 20 1

Changing 21:05-21:15 20/25 2

Round 4 21:15-21:45 20 1

6.6 Raffle

The raffle will be taking place at 21:30 until 21:45. It will coincide with the last round of ice skating however the guests will be warned so they can choose to participate earlier if they want to focus their attention undividedly on the raffle. A professional on the microphone will hold the raffle so even those who are skating will be able to hear it. We also choose to place the activities in the same time for the people who will not want to participate in the raffle to have another activity. The raffle will have a minimum of 15 prizes. One ticket will be €2 and we will promote the fact that the more you buy the higher the chances to win. The money will be donated to the charity organization.

6.7 Late Santa

Also in order to bring more benefits to the charity and as the date of the event is very recent after the winter holidays we will ask the guests to bring a small item that they do not find useful any longer but think that will make a child happy.


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6.8 Law / Logistics

To ensure a successful event we have decided to cover ourself from any liability and/or claims, we do this by:

-Setting up a Terms & Conditions waver, found in Appendix 1 , which guests have to sign when they buy a ticket, this ensures that people are aware and informed on their rights and the risk that they are in.

-Contacting the CBF (Centraal bureau Fondswerving) to ensure that we don’t act outside the law.

To ensure a successful event we have decided to cover ourselves from any liability and/or claims, we do this by: - Setting up a Terms & Conditions waver, found in Appendix#1, which guests have

to sign when they buy a ticket. Contacting the CBF (Centraal bureau Fondswerving) to ensure that we don’t act outside the law.

To make sure, that we finish task in time and keep our deadlines we created a Gantt chart. You can find this chart in the Appendix (Appendix#2).

• Transport possibilities Since the event is on the rooftop there is an elevator available to transport the equipment and F&B.

• Parking possibilities The Ramada has a garage underneath the Hotel and it is possible to use for a small amount of money.


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6.9 Accountability

As part of the accountability we made some arrangements with our Sponsors and suppliers.

Ramada

Ramada Apollo Hotel will function as a sponsor, supplier and venue. To ensure a healthy cooperation we made some agreements with them.

• 50% of all Drink Revenue will be regarded as a Break-even payment for Ramada to cover its costs

• They will supply their venue, the 18th floor rooftop terrace, and all equipment that comes around it, this means bar, kitchen, skates, audiovisual equipment (The DJ booth will be at our disposal till 21:00)

• They will and are also responsible for the insurance of drink supplies and the stock of this.

• On the topic of damages we have arrgreed the following o Small breakages (glasses, candles, etc.) will be the responsibility of

Ramada o Large breakages afflicted by a guest, Ramada will hold the guest itself

responsible. o Large breakages afflicted by the event team will be our responsibility.

Hotelschool The Hague

HTH will function as a non-profit supplier, supplying us with a kitchen (La Cuisine) for which we have the responsibility as well as standing tables for which we have complete responsibility.

2.9 Duty Roster The duty roster includes who is responsible for what at which location. We included everyone from our event group plus the students from ROC Amsterdam who will help us with the event. Please note that due to the event there might be some changes in the duty roster

Time Task Details Location Who

14:30 Briefing Explain team members the time schedule

Classroom School

Bianca/Andreas

15:00-17:30

Start cooking Bake pastry’s etc. La Mangerie

Bart/Stefani/ ROC students

17:00 Check/ add decoration The final touch of decorations

Ramada Monika

19:00 Receive UNICEF Check equipment for speech

Ramada Rosalie


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19:00-19:30

Guide guest to 18th floor

On the ground floor the guests will be guided to

the 18th floor

Ramada ROC student

19:00-19:30

Welcome guests Check guest list Ramada Nenah

19:00-19:30

Welcome drink Hand out welcome drink Ramada ROC student/Chris

19:30-19:40

Opening speech UNICEF

Speech about a project of UNICEF

Ramada Guest speaker UNICEF

19:40-19:45

Opening ice rink Official welcoming guests

Ramada Laura

19:45-21:45

4 ice skate rounds Rounds of 20 min, 10 min changing of shoes

Ramada Monika

19:00-22:00

Waffle stand Standing behind waffle stand, decorate waffles

Ramada Sidney

19:45-21:30

Clean up glasses Make sure all glasses, garbage are cleaned up

ROC students

19:00-22:00

Barman Make drinks Ramada Harley/Tim

19:45-21:45

Walk around with pastry’s

By use of tray walk around

Ramada ROC student

21:30-21:45

Raffle Lead the raffle Ramada Laura

21:45-21:55

Collect money Collect and count money and share total amount of money end

of the evening

Ramada

Stefani

19:00-22:00

Manager Total overview Ramada Bianca/Andreas

21:55-22:00

Announcement total money collected

Ramada Stefani

22:00-22:10

Hand out questionnaire

Ramada Jeroen


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2.10 Room Plan

Security plan

With regards to emergency plans, the event is being held in a hotel therefore security measures have already been taken into consideration. We as organisers we will make sure to provide clear signage in order to ensure all guests see the emergency exit points during the event.

(Ramada, 2015)

Disable accessibility

The Ramada hotel is designed and fully accessible for physically challenged people. The hotel provides easy access to the rooftop through a special elevator made only for disable persons.


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2.11 Financial Plan

Revenue 50 pax 65 pax 80 pax

tickets 750,00€ 975,00€ 1.200,00€ raffle 125,00€ 162,50€ 200,00€ photos 30,00€ 50,00€ 60,00€ drinks 233,33€ 303,33€ 373,33€ waffles 50,00€ 65,00€ 80,00€

Total Revenue 1.188,33€ 1.555,83€ 1.913,33€ Charity donation 500,00€ 500,00€ 500,00€ Final Revenue 688,33€ 1.055,83€ 1.413,33€

Costs

Ramada fee 116,67€ 151,67€ 186,67€ food 75,00€ 100,00€ 125,00€ photos 18,00€ 36,00€ 54,00€ printing 50,00€ 75,00€ 100,00€ unforseen costs 200,00€ 300,00€ 400,00€

Extra Profit 246,67€ 429,17€ 601,67€ Total Donation 746,67€ 929,17€ 1.101,67€

Scenario 1 Scenario 2 Scenario 3


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2.12 Questionnaire


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(Questionnaire, 2015)


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2.13 Gantt Chart A Gantt chart has been created for the event, as organisers we value structure and time keeping. It is important to grasp a global overview of the tasks that need to be completed for the charity event. Responsibilities and the necessary resources can be seen and checked. . In appendix 2# you may find our tailored Gantt chart for our event with deadlines and dates of for tasks.


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2.14 Appendices Appendix #1 Statement on Law

1. Tickets cannot be cancelled, resold, exchange or refunded.

2. The host shall be entitled to remove anyone from the venue or any attraction at any time who is under the influence of drugs or excessive alcohol or who in the reasonable opinion of the Organizer is conducting themselves in a manner inappropriate to their continued attendance.

3. Smoking, eating and drinking is prohibited whilst ice-skating or on any ride/game, for health and safety reasons.

4. All tickets issued are subject to the rules and regulations of the venue, and licensing laws.

5. The Organizer will not be responsible for any tickets, which are lost or stolen.

6. By entering the event visitors consent to being photographed, filmed or recorded as visitors attending ALL the attractions of the event and consent to such photographs, films or recordings being used by the Organizer to publicise the Event in the future.

7. All customers that ice skate, or go on any ride or game, use any hospitality area/Venue at their own risk and the Organizer shall not be liable for any loss or damage other than death or personal injury arising from the Organizer’s negligence.

8. The Organizer accepts no responsibility for damage, loss or theft of any personal property that occurs whilst Ticketholders are enjoying the Event, or any part of the site or in any part of the event site or structures.

9. Minimum Age Policy of the Event – The minimum age requirement for any customer to drink alcoholic beverages and attend the event is 18 years and over.

10. Wheelchair access – The ice rink does not cater for wheelchair users. I read and understood the above instructions of safety and insurance.

Ticket number Name Student Number Signature

01

02

03

04

05


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ActionResponsible Manager

Resources Needed 08/12 09/12 10/12 11/12 12/12 13/12 14/12 15/12 16/12 17/12 18/12 19/12 20/12 21/12 22/12 23/12 24/12 25/12 26/12 27/12 28/12 29/12 30/12 31/12 01/01 02/01 03/01 04/01 05/01 06/01 07/01 08/01 09/01 10/01 11/01 12/01 13/01 14/01 15/01 16/01 17/01 18/01 19/01 20/01 21/01 22/01 23/01 24/01 25/01 26/01 27/01 28/01 29/01 30/01

HolidaysWorking Weeks MOMeetings All 15h ? ? ?Social Media Site up (FB/linkedIn/twitter?) Nenah 16hAdvertisement Letter Rogier 12hPrinting Leaflets + Tickets Rogier 16hSelling Tickets (min 2 shifts each) All

Guestlist+ Email selling + Accountance BiancaDetailed guests program Bianca 20hFunction sheet Overall Jeroen 20hFunction sheet F&B Bart 20hFunction sheet Marketing & Communication Monika 20hDuty roster Nenah 20hFunction sheet Logistics, Decor & Entertainment 20hMise en place list Harley 20hRoom plan Andreas 20hEvent Financial Statement & Cost Calculation Stefani 20hStatement on Law Jeroen 20hStatement on Accountability Andreas 20hHand in Event Script Chris 17hUnicef Speaker RosalieFinding Last Sponsers 17hArrange Photographer NenahEntertainment 19hWorkforce Nenah 17hWork out the details with Ramada Andreas 19hMail Ramada JeroenWork out Details with Ramada AndreasMake function Sheets 20hFinalise and Update Function Sheet JeroenFind BouncerFind Sponser Umbrella+Heaters+Foodplatters Tim+RogierBuying SuppliesMaking final arragements with stakeholdersSetting up Event AllFinal Check AllCharity Event All 18hReview EventSetting up Division ReportR. Finance departmentR. Law departmentR. F&B department R. Marketing & CommunicationR. RD department R. Entertainment, Decoration and R. Accountability department

Sidney+Rogier+Tim

Bart+Monika+Laura+Sidney

Laura+Sidney

Andreas+Rogier

Appendix #2 Gantt Chart

Final Event Evaluation - Team XX | Block B – 2015 Hotelschool The Hague

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Appendix #3 Brochure


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Appendix #4 tickets

(Photoshop, 2015)


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3. Execution Phase

3.1 Food and Beverage

3.1.1 Supplies The preparations regarding food and beverage activities were planned in advance to avoid problems with deadlines. Since the event took place on Friday the 9th of January, supplies have been bought three days ahead by Bart Engelander and Rogier van Drie by supplier Makro in Amsterdam. Faults have been avoided, due to effective communication between the team members of the event-team. Stefani Tatachuk, who was appointed to prepare snacks for the event, prepared her list of supplies that where necessary for her recipes the day before and sent it directly to Bart Engelander. He was the one who was responsible for the mice-en-place and execution of the food.

On Tuesday the 6th of January at 02:30 pm, Bart Engelander and Jeroen Beerten have had an appointment at hotelschool The Hague in Amsterdam to discuss all the details of regarding the food and beverage. Bart updated Jeroen about the plans and what still had to be arranged. During this meeting, the agreements with Ramada Apollo hotel were discussed in details. It was already clear that they took the responsibility regarding preparations and providing beverages, but Bart was not updated about the fact that Ramada Apollo hotel would provide bartenders as well. After the meeting, Jeroen and Bart knew exactly what to do, discuss and how to instruct the event-team on the day itself. Jeroen communicated this information to Bianca van Meurs, who kept the overview during meetings and the event.

After this meeting, Bart Engelander and Rogier van Drie met each other at 03:00 pm and from the hotelschool it was only a fifteen-minute drive to the Makro that is located in Duivendrecht, Amsterdam southeast.

Makro is founded by the Nederlandse Steenkolen Handels Vereniging (Dutch Coals Trading Association) in 1968. They introduced a formula that was unknown by the professional customer in Europe by opening the first self-service wholesaler in Amsterdam. The name Makro was spread throughout Europe from the beginning till 1998. In 1998, the phenomenon was sold to the German Metro Group, who owns amongst others Mediamarkt.

Nowadays, Makro is located in 33 countries with more than 2.100 establishments and approximately 290.000 employees. In 2010, the company realised a total revenue of more than €67 milliard. (Makro, 2015)

The choice of Makro is made, based on their low prices, the reachability and accessibility of the wholesaler. Since a few members of the event-team were able to arrange customer cards by different suppliers, a choice had to be made. Makro is chosen out of wholesalers Makro, Hanos, Sligro and Hocras, because of their location in Amsterdam that resulted in lower transportation costs, less effort and their reputation regarding low prices.


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Bart Engelander arranged a delivery van to transport the supplies from the Makro to the storage room of Hotelschool The Hague, Amsterdam campus. Stefani reserved the kitchen of La Cuisine to prepare snacks and arranged the possibility to store the supplies in the storage room of the hotelschool for a guarantor of €150.

3.1.2 Mice-en-place A day before

The only thing that was prepared before the 9th of January was the dough of the speculaas. Speculaas is made out of dough that is crumbling, what makes the speculaas crispy. This dough is hard to make, because it takes a lot of effort and time before the dough is really one mass.

The plan was to make 80 grams speculaas per person, which means that approximately 100 grams of dough was needed. The total amount of expected guests was 100 in total, so there was 10 kg dough necessary to make enough speculaas according the plan.

Unfortunately, the weather forecast was not positive for the next day, so fewer guests were expected than the amount of tickets sold. After consulting the other members of the event-team, who have heard some cancellations from people with a ticket, Bart have made 7 kg of speculaas dough to ensure there was enough.

In total, it took approximately four hours to prepare the 7 kg. After this was done, the dough is stored in the fridge for one night, what allows flavours to revoke into the dough. The only steps that had to be made the next day was defrosting, rolling out the dough and bake it. Please refer to app 3 for the speculaas recipe. The rest of the recipes do not allow preparations, since there is yeast in the dough of pretzels, chocolate cookies and the waffles. That means that the dough would rice during the mice-en-place and the time of baking. Please refer to app 3 for the pretzels recipes.


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3.1.2 Before the event Name Tasks Time

Stefani Tatachuk - Make pretzel dough

- Make pretzels

- Bake pretzels

- Finish pretzels with salt

Cleaning

14:00 – 15:30

15:30 – 16:00

16:00 – 17:00

17:00 – 17:15

17:45 – 18:30

Christopher Ruge - Make cookie dough

- Bake cookies

- Make waffle dough

Cleaning

14:00 – 15:00

15:00 – 16:00

16:00 – 17:00

17:45 – 18:30

Bart Engelander - Roll out the dough

- Bake speculaas

- Cut speculaas

Cleaning

14:00 – 16:45

14:15 – 17:00

14:30 – 17:15

17:45 – 18:30

Table - Food plan Skate for Unicef 09/01/2015

Christopher Ruge, Stefani Tatachuk and Bart Engelander were appointed to prepare all the snacks on the day itself. This decision is based on their experience in the kitchen and motivation. All of them have been a manager of the outlet Mangerie kitchen, hotelschool The Hague. Furthermore, Stefani Tatachuck was already experienced with baking pastries due to the fact that she was a manager of the pastry section in Mangerie kitchen.

After the kick of meeting on the 9th of January, the members of the F&B preparation team started to change themselves, since it is only allowed to wear the kitchen uniform of HTH in La Cuisine. They directly started baking afterwards. Please refer to table # for the task division.

As you can see in table above, snacks have been baked from 14:00 till 17:00, there was a break afterwards and La Cuisine is cleaned afterwards. Unfortunately, there were some limitations regarding the equipment in La Cuisine. There were oven plates needed to bake all the speculaas, cookies and pretzels. Only 4 plates were available, so the baking process had to be really effective and strict.


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Since the 7 kg speculaas was the biggest amount and it would took the most time to bake all of it, to oven plates were used to bake the speculaas from the beginning until the end. In the time the two plates were in the oven, new dough is rolled out to ensure efficient baking.

Because the cookie dough took not that much time, Chris used the other two oven plates first. In the meanwhile, Stefani prepared her pretzels already and made sure she was ready to use the plates directly after the cookies were done. It was not the ideal situation, but it ran smoothly through effective communication.

All the prepared food and equipment have been transported to the Ramada Apollo hotel by other members of the event-team while the F&B team was cleaning the kitchen with help of Harley Rogers and Laura Melina.

After everything was checked at the roof of the Romada Apollo hotel, the F&B was ready to start. The mice-en-place checklist looked as follows:

• Nuts from GreenAge in glasses;

• Speculaas on trays to serve;

• Pretzels on trays to welcome the guests;

• Hot chocolate and glühwein in thermos to serve;

• Ensure enough napkins and cups to serve the welcoming drink & snack;

• Make welcome ready to provide welcoming drink & snack;

• Install waffle-iron and pre-head;

• Ensure all equipment is available to make waffles;

• Ensure plates, forks and knifes are available;

• Ensure all toppings for the waffles are available;

• Make cheese stand of Reypenear is ready (Discuss with sales-representative);

• Ensure sales-representative have space to work;

• Ensure all foods are available and easy to reach;

• Check with Ramada if all beverages are available.

After everything was checked, the F&B was ready to start. Everything was arranged and every team-member who was involved in the food or beverage knew what to do. Due to the weather, guests arrived later than expected. Within these circumstances, changes in the schedule are made to ensure complete service. Please refer to the table-Food schedule for the food schedule of the event.


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Who What When

Bart Engelander - Keep overview, solve problems,

help were needed, instruct people.

- Raffle

- Say goodbye to guests

- Clean kitchen

19:00 - 22:00

21:00 – 21:30

21:30 – 22:00

22:00-22:20

Christopher Ruge - Serve welcome drink & snack

- Free time


- Clean welcoming area

19:00-21:00

21:00-21:30

21:30 – 22:00

22:00-22:20

Sidney Luddink - Bake waffles

- Serve speculaas

- Bake waffles

- Raffle


- Clean kitchen

19:00 – 19:45

19:45 – 20:00

20:30 – 21:00

21:00 – 21:30

21:30 – 22:00

22:00 – 22:20

Reypenear representative

- Prepare stand

- Serve cheese

18:30 – 19:00

19:00 – 21:00

Table- Food schedule Skate for Unicef 09/01/2015

As you can see in table above, Bart kept the overview over everything that had to do with food or beverage. He had contact with the bartenders of Ramada Apollo hotel, communicated with Bianca van Meurs and Jeroen Beerten and prepared and served snacks during the evening. Because he did not have one clear tasks, he helped were needed and solved problems.

The function of Christopher was more straightforward. He was appointed to serve the pretzels and hot chocolate or glühwein to the welcoming guests. Due to the late arrival of most of the guest, this took longer than expected. After this task, it was planned that Christopher would help behind the bar. This was not necessary, so Chris had time to participate and help with the raffle after he cleared away everything that was not necessary any more in the welcoming area. After the raffle, most people were ready to leave. All the members of the event-team said goodbye to their friends, family, colleagues, fellow students and other guests. After all guest left, Christopher was responsible to clean the welcoming area completely.


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Sidney Luddink was standing most of the time in the kitchen behind the bar to bake waffles. Unfortunately, because of the weather, it was not possible to make a waffle stand from were he could actively sell the product. The only solutions was the kitchen, were guests could not see and smell the waffles what creates the total experience. After the first hour, it became clear that it was hard to sell the waffles from a distance. Sidney stopped baking waffles and served the homemade speculaas. Approximately half of the 7 kg was served during the evening. Help to serve speculaas was offered by Jeroen Beerten and Rogier van Drie as well.

After consultation with the assistant manager Jeroen, the decision is made to provide waffles for free to please and thank the guests who attended the event. The waffles were cut in four pieces and sold on a plate with cream and chocolate sauce. Guests appreciated the offer.

Sidney attended the raffle and was there to say goodbye to the guests. With cleaning, he cleaned and organized the kitchen together with Bart. The cleaned kitchen was approved by Ramada, even as the rest of the Ramada Rooftop.

The sales-representative of Reypenaer came thirty minutes before the first guest arrived. Because she came by car, parking space and somebody who helped her with carrying products was arranged. She prepared her stand close to the bar, which was the best option to serve the cheese from. It was dry and all people would come at least one time to the bar and see the stand. After everything was prepared, goat cheese, 1-year-old cheese and V.S.O.P., a historical two year old cheese, were served from the beginning. Most of the people who went to the bar passed by the cheese stand to taste and get information about cheese. The cheese was served till all the people stood by the ice rink to attend the raffle.

Two employees of Ramada Apollo hotel sold soda, beer, wine, hot chocolate and glühwein from the bar. They took care of the preparation and provided these drinks, what resulted in less time to serve and no queues, because they are used to work behind this bar. Another advantage is that the event-team could focus on something else. In place of all the tables, sponsored nuts from GreenAge were provided in glasses from the bar, since this was the only option to serve the nuts dry.

All the clean equipment was brought back to La Cuisine and all the remaining products were given away to Ramada Rooftop and Mangerie kitchen. Mangerie kitchen have had more or less 3,5 kg speculaas and 20 pretzels and 2 kg of nuts were left behind for Ramada Rooftop.


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3.2 Entertainment

As entertainment and amusement activities cause the overall atmosphere to improve, the management team decided to implement several smaller and informal events. These smaller events should add value to the entire Charity Event. Furthermore they will create a pleasant atmosphere where all the guests can benefit from. The goal was to create a cozy evening reception where guests could socialize and talk about topics related to UNICEF.

In order to achieve this goal it was decided that a DJ from the Ramada Hotel played tunes during the event. The DJ was asked to play easy-listening music and later on a little bit groovier tunes to accompany the guests in their mood change. Sadly, due to a short-circuit that was caused by the heavy rain, the DJ had to stop playing.

As key entertainment and amusement activity for the event the team implemented the idea that two groups of guests would go skate on the skate court that Ramada placed on their rooftop. Everything was in place to make it a memorable and romantic experience, but again due to the heavy rainfall and power outage, it was to unsafe to let guests skate on the ice. One other reason for this was that the power outage also caused the colourful lights to be shut off.

Furthermore the management team organized a raffle to amuse the guests as well as to increase the amount of money raised for UNICEF. Raffle tickets were sold at €1 each, or 6 tickets for €5. The raffle host Harley announced the winners through the microphone and our colleague Andreas handed out the prices. Sidney (responsible for finding sponsors) helped explaining a little bit more about the prices where necessary. There were several prices to win from sponsors:


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As for our Charity Organization UNICEF, we arranged a guest speaker from the organization to say a few things about what UNICEF really is about and also explain a little bit about what their recent projects are. They might also have been able to tell the guests where the money that they all raised would ultimately be spent on. Sadly, the guest speaker cancelled the appointment a day before the event. Instead of the guest speaker from UNICEF, Harley gave a small speech on UNICEF.

To let the guests have a picture made of their memorable evening, Stefani took her Polaroid camera and shot some pictures and handed out the polaroids to the guests.

As last point of entertainment, we arranged the well-known Dutch Cheese maker Reypenaer to have a cheese stand from which the guests could taste all different kinds of cheeses, complimentary to each guest.

3.3 Logistics The most important logistics that the organizers had to plan were:

• Buying food supplies and move the food

• Obtaining and moving materials from UNICEF

• Obtaining, storing and moving raffle prizes

• Storing and delivering Late Santa items

Food

The ingredients necessary for the pretzels and other snacks were bought by the organizers themselves from the local store. Some part of the preparation of the snacks was done at the organizers’ home and moved to the school by personal transport. At the school the process was finished and the snacks were moved to Ramada through the garage connecting the Hotelschool, in metal containers. Same process was used to move necessary equipment such as the waffles machine, being moved by hand. All beverages were provided by Ramada, therefore no logistics were necessary.

UNICEF

The charity organization provided the organizers with several items meant to decorate and promote UNICEF, amongst others being: flags, balloons, posters. One of the organizers met with the charity contact person and received the box with the decorations, which was stored at the school, in the lockers, until moved to Ramada.

Raffle prizes

In order to obtain some raffle prizes the organizers had to visit the sponsors’s location. Once the raffle prizes were obtained, they were kept at each organizer’s home until the day of the event. On that date they were brought to the school and then moved to Ramada.

Late Santa

The Late Santa items were received in a box at the entrance of the event venue. When the event finished they were picked up and brought to the home of one of the organizers and then donated to a kindergarten near Marco Polo station. They were moved by hand.

All other movement was done by the organizers via personal means of transport or public transport.


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3.4 Sponsors Our charity event cannot exist without sponsors. Therefore we needed sponsors to get resources and in return we promoted their company or organization.

Since we are students of Hotelschool The Hague, we decided to focus on sponsors from the hospitality industry. Therefore we used our connections to find organizations that are willing to donate money or goods. We reached these sponsors by visiting, calling and emailing the hotels in Amsterdam.

Furthermore we collected twenty-four goods in order to make our raffle a success.

Below you can find the detailed sponsor sheet. Ramada Apollo Hotel is one of the main sponsors of the charity event, since it is providing the venue for free. In return Ramada Apollo Hotel will earn 50% revenue of the beverages.

Besides that Ramada Apollo Hotel arranged a DJ to provide our event with music.

The partnership that the charity event used is one time partnership and is for both parties beneficial. The sponsors donated goods for the event and we made use of the marketing tool Facebook to promote the sponsors.


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3.5 After Care For the after care of “Skate for UNICEF” we gave out a beautiful bouquet flowers to Ramada our venue, Reypenaer the cheese company and our printing office on the end of the evening as a thank you for their support.

A “thank you letter” has been sent to all our sponsors and supporters. This letter includes a special thank you for their contribution and the total amount of money the event collected in for UNICEF. These letters have been sent via email. The “thank you letter” can be found in appendix 1


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4. Evaluation Phase

4.1 Marketing Analysis Target Market Analysis

The target market for Skating for UNICEF is mainly targeting students based in the Amsterdam area.

The reason for his choice is the general theme and character of the event, the target market is more drawn to it because the event creates a new experience but with a clear goal and all that within a known nearby and sociable location.

Students

18-26 years

Highly International

Living in the Amsterdam area

Moderate to low Income

Searching for sociable and new experiences

(Carleton, 2015)


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SWOT Analysis

With the SWOT Analysis we can make an oppropriate analysis with the strengths, weaknesses, opportunities and threats for the event.

Strengths

New Location

The Location that was chosen is the Ramada Rooftop Terrace on the 19th floor of the Ramada Hotel. It is a new location which has a new concept that will definetly intrigue some people.

Big Charity Brand

UNICEF in itself represents a name which many people know, this will also bring extra attention to our event.

Weaknesses

Outside

The event itself is hosted outside, this might hold people of to actively go to the event.

Opportunities

Financially profitable

As we are aware of the fact that even before the start of the event we will raise more than €500, we have the opportunity to raise a subtaintial amount during the event.

Threats

Weather

Due to the fact that the Netherlands has very unpredictable weather and the fact that we wont get a real “winter” there is a very visible treath that we might have to deal with rainy or even stormy weather.

Unwillingness of UNICEF

UNICEF in itself doesn’t seem very interested by the event, which might lead to unawareness and lowering expectations of our event


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4.1.1 Response Rate As methods of contacting the guests we found that the most effective methods were:

- Mouth to mouth Advertisement (Initiated by the Event Managers) - Social Media, mainly Facebook - Advertisement within the HTH by personal or technological method

Social Media

As depicted in the graph below it is very important to set up a social media aspect to your advertisement in today’s world, especially when trying to reach Students.

Also as seen in the first and second graph is that we got a lot of attention after the event, this especially in regard to the pictures.

(Facebook, 2015)


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Advertisement within the HTH

Advertisement within the Hotelschool The Hague was done in a number of ways

Flyers: flyers were distributed all around the school to raise awareness

(Photoshop, 2015)

Technology: Smartboards situated all around the school showed our advertisment.

(Pictures, 2015)

Personal: Our Event Managers talking with students and setting up a stand to ensure awerenesss is kept and the last tickets are sold.


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4.1.2 Sponsers and Fund Raising All our sponsors were recruited by mailing contact and/or personal contact. An example of a concept mail can be found below.


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4.2 Financial Analysis It can be seen from the table below that the best-case scenario from the planning part was exceeded. Mainly the raffle and ticket revenue excelled when compared to the budget. The total beverage revenue is € 363.00, however it is split in two due to the agreement with Ramada (bar revenue 50% to cover COS). Due to the weather conditions and unavailability of skating, which was planned as the main activity, the guests were offered Polaroid photos for free to increase the satisfaction and create memorable moments, thus the revenue is taken out of the original budget.

Revenue

tickets 1425

raffle 300.2

bar 181.5

Total € 1906.7

Expenses

Ramada fee € 181.50

Hats € 13.00

Ponchos € 20.00

Polaroid € 25.50

Waffle toppers € 7.05

Amenities from blokker € 10.43

F&B € 130.20

Travel € 15.00

Total € 402.68

Total Donation € 1,504.02


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4.3 Reflection

4.3.1 General notes during evening Our event took place the 9th of January 2015 at 7PM on the rooftop of the Ramada Hotel in Amsterdam.

During the final preparations the 9th of January we heard that because of the weather forecast Ramada would not be able to set up tents on the rooftop.

They explained us that because of the wind direction the rain would not be that noticeable and we would still be able to have our charity event on the rooftop. However three options where given:

• Stay inside the whole evening

• Stay outside the whole evening

• Be outside for the opening speech, one round of skating and then go inside.

The expected rain on the evening itself was 0.5 mm which meant that the rain would not be that hard. This causes the team to chose for the second option and to hold the event outside the entire evening.

Half an hour before the evening would start, the guest speaker which was suppose to come from Unicef cancelled.

During the evening the power went of 3 times, the Ramada told us that it was one of the cables who caught to much rain and this causes the DJ to stop playing. It was something they couldn’t prevent and after getting maintenance there to have a look at it, unfortunately it was not something they could fix the evening it self.

4.3.2 Points of improvement We where prepared to deal with bad weather, unfortunately Ramada told us the day of the event that because of the wind forecast they where not able to put tents on the rooftop.

During the preparation we tried to get umbrellas, unfortunately this did not work out, we decided to get ponchos as a last minute decision, initially this was a good plan, unfortunately during the event this was totally forgotten and did not work as a back-up plan.

Unfortunately we where not aware that because of the bad weather we where not able to skates. This was something we where not informed of nor did we thought of it ourselves.

The round-of of the Raffle did not work out, we did not mention that people had to wait for the final count of the money to end of the evening and this caused people to leave right after the raffle.


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4.3.3 Points that went well A schedule was set up to ensure that everybody had a task, Please check Appendix 5 for the details.

Despite bad weather 60 people showed up out of 95 the team was expecting, we sold 5 extra tickets at the door and despite that people where not able to skate they had a nice evening and really enjoyed the raffle.

Because the speaker of UNICEF cancelled we had to put the teams backup plan in action, this meant that Harley had to talk about UNICEF. This went well, he had some facts to share and put his own experience into the speech.

4.3.4 Communication During the preparation of the Charity event there where different kind of communication between the group and the management team:

• There where weekly meetings

• Updates per emails

• Whatsapp communication

• Social Media communication (Facebook)

The communication went well and kept the miscommunications to a minimum.


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5.Research

5.1 Description of the Situation During the charity event we did some research about facts and figures of the evening. We used a survey that we handed out at the end of the evening. We asked all the guest who wanted to leave to fill in the survey.

We collected the filled in surveys and we put all the received data in SPSS. The data that is we get back from SPSS is important to see what our guest thought about the evening, how much they spend and if they licked it or not. This information we can use again for next events.

5.2 Reason for Research

The reason for research is that we can evaluate our event. The feelings, opinions and ideas of our guest are very important to get a clear overview. By using all the information we can evaluate our event very well.

The main reasons that we did event research, is that we want to evaluate our event by the opinions of our guest. Throw survey research we can see what the guest were thinking about the food, the music, the amount of money they spend on the raffle and what their gender is. This information we can use again in upcoming events and focus more on certain groups.

5.3 Goal of Research The goal of research is that we have a clear evaluation of the event. In the evaluation we have to be able to see how we could create more guest satisfaction and more awareness.

To get specific information about the event we gave the guest a questionnaires. It not only gave specific information, it is also easy to fill in and all the guest answer on the same questions.

It took around 2 minutes to fill in the survey and a big amount of guest wanted to fill in the survey.


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5.4 Survey Tool

As survey tool we used questionnaires, appendix ?. The result were used to make conclusions about the guest and what their thoughts of the event are.

The Event Team decided to use questionnaires for the event. The information of the questionnaires are put in an overview. By using a questionnaires we get more accurate information and it is more easy to compare the data. This will give us an accurate view of the event and we can make better conclusions about the event.

5.5 Results of the Research

5.5.1 SPSS Questionnaire Analysis After the filled-in questionnaires were collected, a variable table and a data table has been developed on the SPSS Statistics program (To see the Variable Table please refer to Table A). Then the received data was entered into the “Data”-table for further analysis (To see the “Data”-table please refer to table B). (SPSS, 2015)

Table A


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Table B

Based on this Data Table further analysis were made to see overall satisfaction, gender divided spent on raffle tickets, gender divided satisfaction and so forth.

In the first part we analyzed the satisfaction of all guest contact points during our event. The Ice-Skating part has been skipped due to the fact that guest were not allowed to Ice-skate due to safety reasons and bad weather. In table C, all guest contact points are included with the number of data received, which is between 33 and 37 given data sets, the median, variances and the percentiles. In the median you can see that the guests were highly satisfied with the decoration, the kind of music played, the volume of the music, the view of the location, the quality of the snacks and the welcome drink. The guests were also satisfied with the variety of drinks, the price-value of drinks, the temperature of the drinks and the variety of snacks offered.Followed by Table C are frequency table showing the frequency of the answers in each question, their percentage and the cumulated percentage. Which is visible in these tables is that out of 12 questions and 37 respondents only 20 answers were that the guests were dissatisfied or highly dissatisfied. Based on this and the high median you can safely conclude that the guest satisfaction in overall most touching points are high. In other words; only 4,65% of all answers were worse than neutral.


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Table C


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5.5.2 Student/Dutch citizenship Another point of interest was the relationship between students and dutch citizenship. Our question was how many of the students who visited our event are dutch? In the Table D it becomes clear that 44% of the students are also dutch, that means that 56% of the students, who attended are international. The percentage is extremely high compared to the data of the non-students who are to 100% dutch.

Table D:


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5.5.3 Portrait of guests attending the Event In this section a portrait of the Charity Event guest is made. Had more female guests attend the event? How many students did attend our event? How many people came from outside Amsterdam? And how many of them are international or Dutch? These questions are answered in the Table E: Table E:

52,9% of the guests were female where else 47,1% were male. This shows that the gender division was mostly equal between both genders.

65,8% of the guests were students. Which means that 2/3 of the guests are from our target market and 1/3 of our guests were not targeted, but still came to our event.

In this question we analyze if we could attract people who have to travel farer to join the event. This was actually the case as 36,8% of our guests do not live in Amsterdam.

The guests of our charity event were to 62,2% dutch and to 37,8% international. Which was an expected outcome as mainly students from the Hotelschool The Hague, were 40% of the students are international,

were targeted.


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5.5.4 Money spent on raffle tickets

Based on the 34 answers given on the questionnaire, an average of 8,38€ were spent on raffle tickets per person. In the table it is visible that the Range of answers is extremely high with people not spending anything on the raffle and one person spending 40€. Therefore the mode is a better analytical tool, as it shows which amount of money was spent most of the times, which is in this case 5€ per person.

Overall Guests Satisfaction:

Table F:

The guests satisfaction in overall is high with an average of 8,38 out of 10. The range of 6, the frequency table F and the Bar Chart A show that no guest graded the event with a 3 or worse. This is a positive result as there were complications during the event and the main activity; ice-skating; could not take place.

Bar Chart A:


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Age of guests: Table G:

Unfortunately 42% of the guests did not answer the question regarding their age, which makes it difficult to make any clear statement. Therefore all following assumptions are made with the answers given by 58% of the guests (see table G). The average age of the guests was 24,28 with 86% of the guests being between 19 and 28 years old. Whereby 20 years is the mode. This means that the guest populations is as expected from our target market young and mostly in their 20`s.

Gender differences in satisfaction?

Table H:

Were female guests more satisfied or male guests? In Table H all touching points of the event are shown similar to Table C, with the difference that this time the answers were separated by genders. Female guests were more satisfied with the the decoration, the welcoming drink and slightly more satisfied than males with the programme offered during the event and the volume of the music. Whereas male guests are more satisfied with the location of the event. Overall 76,5% of the female guests rated the event as an 8 or higher while only 62,6% of the male guests did so. This shows that this event was more satisfying between the female guests than the male guests.


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6. Conclusions When analysing the different chapters of our charity event from the preparation to the execution until the evaluation we can factually state that “Skate for UNICEF” acquired its key objectives, it raised more than €500, overall guest satisfaction was 83,8% and on top of that nobody graded us below a 40 and most importantly we raised awareness for the charity organisation UNICEF.

Also for our target market we used the right method of advertisement 65,8% of our guests were students. Within that group were also 56% internationals, which aligns perfectly with the event vision. They also had the spending power to ensure that our event was a success, the average guest spend €5 on raffle tickets.

We might have had to deal with unforeseen circumstances, however these challenges were discussed and resolved or where no solution was found a way to minimize the negative effect this challenge might have.

The charity event “Skate for UNICEF” is of course not without points of improvement, improvements can be made in many areas of our preparation and execution.

However we as event managers gathered some very valuable experience from this project, it is our belief that a next event will run better, smoother and the POI of today will be the Points of Strength of tomorrow.


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7. Log-Book Date Time Type*of*meeting Goal Names Present Tasks117Nov714 13:00715:00 Brainstorming Gathering*ideas C.*Ruge v Marketing*and*organisation

R.*Van*Drie v SponsorsB.*Van*Meurs v Communication*7*overal*overviewN.*Bonarius v Target*groupsT.*Van*Lokven v SponsorsL.*Susnea v Discription*+*general*info*eventM.*Leber v Reason*for*choosing*7*bacground*7*Charity*orgJ.*Beerten v PresentationS.*Ludding X Safety*and*security*S.*Tatarchuck v Final*editing*7*FinanceH.*Rogers v Agenda*7*layout*7*entertainment*R.*Kuijper v Technical*and*decorationsA.*Krausz v Agenda*7*layout*7*entertainment*B.*Engelander v F*&*B

127Nov714 10:00715:00 General*overview Making*final*decisons* C.*Ruge v Sent*in*personal*infoR.*Van*Drie v Sent*in*personal*infoB.*Van*Meurs X Sent*in*personal*infoN.*Bonarius v Making*the*edits7*Sent*in*personal*infoT.*Van*Lokven v Sent*in*personal*infoL.*Susnea v Sent*in*personal*infoM.*Leber v Sent*in*personal*infoJ.*Beerten v Sent*in*personal*infoS.*Ludding v Sent*in*personal*infoS.*Tatarchuck v Making*the*Final*edits7Sent*in*personal*infoH.*Rogers v Making*the*Final*editsR.*Kuijper v Making*the*Final*editsA.*Krausz v Making*the*Final*editsB.*Engelander v Making*the*Final*edits

137Nov714 12:30714:15 Handing*over*the*proposalPass C.*Ruge v/v Market*research14:15716:00 R.*Van*Drie v/v Market*research

B.*Van*Meurs v/v Market*researchN.*Bonarius v/v Market*research*and*research*prev*schoolT.*Van*Lokven v/v Market*researchL.*Susnea v/X Market*researchM.*Leber X Market*research*studentsJ.*Beerten v/v Market*research*lecturersS.*Ludding X Market*researchS.*Tatarchuck v/v Market*research*lectures*and*list*alumniH.*Rogers v/v Market*researchR.*Kuijper v/v Market*research*ConservatoriomA.*Krausz v/v Market*research*RamadaB.*Engelander v/v Market*research

247nov7'14 13:15715:10Update*and*go*trough* C.*Ruge v*the*market*research R.*Van*Drie v

B.*Van*Meurs vN.*Bonarius vT.*Van*Lokven vL.*Susnea vM.*Leber vJ.*Beerten vS.*Ludding vS.*Tatarchuck vH.*Rogers XR.*Kuijper vA.*Krausz vB.*Engelander v


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25#nov'1410:30-12:00-13:15#15:30

Prepare-for-the-coach-meeting C.-Ruge v/v

R.-Van-Drie v/vB.-Van-Meurs v/vN.-Bonarius v/vT.-Van-Lokven v/v

L.-Susnea v/X

Executive-summery--General-information-about-the-event--Agenda-and-layout-(contact-stefani-for-more-information-about-the-agenda

M.-Leber v/v

J.-Beerten X/XEntertainment-(DJ-provided-by-Ramada)-see-the-notes-for-more-info

S.-Ludding X/XFood-and-beverages-(more-info-in-the-notes)----Safety-and-security

S.-Tatarchuck v/v Finance-partH.-Rogers v/vR.-Kuijper v/vA.-Krausz v/v

B.-Engelander X/XSponsors-(contact-Harley-with-questions)--Target-group-(students/friends)

27#nov#'14 12:10#12:45--Coach-meeting C.-Ruge vR.-Van-Drie vB.-Van-Meurs X Sent-out-update-on-coach-meetingN.-Bonarius XT.-Van-Lokven XL.-Susnea vM.-Leber vJ.-Beerten v NotesS.-Ludding X ChairmanS.-Tatarchuck vH.-Rogers vR.-Kuijper vA.-Krausz vB.-Engelander v

08#dec#'1410:30#13:00-12:00#13:30 Set-goals-and-update C.-Ruge v Finance-part-#-F&B

R.-Van-Drie v Set-up-hotels-emailB.-Van-Meurs v Looking-for-sponsorsN.-Bonarius v Programme-#-looking-for-sponsorsT.-Van-Lokven v SponsorsL.-Susnea x Programme-and-decorationM.-Leber v Questionnaire-and-MarketingJ.-Beerten v MarketingS.-Ludding x SponsorsS.-Tatarchuck v Set#up-legal-papers-#-finance-partH.-Rogers x Set#up-sponsers-email-#-F&BR.-Kuijper v Contact-unicefA.-Krausz v Venue-#-marketingB.-Engelander v F&B

11#dec#'14 15:00#16:00 Coach-meeting- Update C.-Ruge X Set-up-event-schriptR.-Van-Drie X SponsorshipB.-Van-Meurs v Detailed-guest-programme-#-Final-editingN.-Bonarius X Duty-rosterT.-Van-Lokven v SponsorshipL.-Susnea v Function-sheet-logistics,-decor-and-entertainmentM.-Leber v Function-sheet-Marketing-and-communicationJ.-Beerten v Statement-on-law-#-Final-editingS.-Ludding v Function-sheet-logistics,-decor-and-entertainmentS.-Tatarchuck v Event-Financial-statement-and-cost-calculationH.-Rogers v Mise-en-place-list-#-Findal-editingR.-Kuijper v UnicefA.-Krausz v Statement-on-accountablityB.-Engelander X Function-sheet-F&B

18#Dec#14 17:00#18:30 Team-meeting Update-and-discus-for-hol C.-Ruge XR.-Van-Drie XB.-Van-Meurs v Discuss-task-devision-for-holidays-N.-Bonarius v Discuss-task-devision-for-holidays-T.-Van-Lokven XL.-Susnea XM.-Leber XJ.-Beerten v Discuss-task-devision-for-holidays-S.-Ludding XS.-Tatarchuck v Discuss-task-devision-for-holidays-H.-Rogers XR.-Kuijper XA.-Krausz XB.-Engelander v Discuss-task-devision-for-holidays-

06#jan#'15 12:00#16:00 Team-meeting Update-and-discussweek C.-Ruge XR.-Van-Drie v Update-on-sponsershipB.-Van-Meurs v Update-N.-Bonarius v Wright-thank-you-letters-to-sponsorsT.-Van-Lokven v Update-on-sponsershipL.-Susnea v Update-on-ticket-saleM.-Leber v Plan-on-ice-rankJ.-Beerten v UpdateS.-Ludding v Update-on-sponsershipS.-Tatarchuck XH.-Rogers XR.-Kuijper v UnicefA.-Krausz v Discuss-with-RamadaB.-Engelander v F-and-B

08#jan#'15 10:00#15:00 Team-meeting Discuss-final-changes C.-Ruge v F-and-BR.-Van-Drie v Update-on-sponsershipB.-Van-Meurs v OverviewN.-Bonarius v Gast-listT.-Van-Lokven v RaffleL.-Susnea v Collect-glassesM.-Leber v Plan-on-ice-rankJ.-Beerten v Overview?S.-Ludding v Waffle-standS.-Tatarchuck v F-and-B-and-FinanceH.-Rogers v SpeechR.-Kuijper X UnicefA.-Krausz v Discuss-with-RamadaB.-Engelander v F-and-B

09#jan#'15 14:00#00:00 Charity-event Event C.-Ruge v F-and-BR.-Van-Drie v Update-on-sponsershipB.-Van-Meurs v OverviewN.-Bonarius v Gast-listT.-Van-Lokven v RaffleL.-Susnea v Collect-glassesM.-Leber v Plan-on-ice-rankJ.-Beerten v Overview?S.-Ludding v Waffle-standS.-Tatarchuck v F-and-B-and-FinanceH.-Rogers v SpeechR.-Kuijper v UnicefA.-Krausz v Discuss-with-RamadaB.-Engelander v F-and-B

20#jan'15 11:00#13:00 Final-meeting Discuss-report C.-Ruge v Put-the-report-togetherR.-Van-Drie v ResearchB.-Van-Meurs v Reflection,-sponsor-letter,logbookN.-Bonarius v After-care-of-the-eventT.-Van-Lokven v SponsorsL.-Susnea v LogisticsM.-Leber v MarketingJ.-Beerten v ResearchS.-Ludding v EntertainmentS.-Tatarchuck v FinanceH.-Rogers v Executive-summery,Preface,acknowledgementR.-Kuijper v Bid-bookA.-Krausz v Safety-and-security-B.-Engelander v F-and-B


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8. References A B C Carleton, 2015 Available at: http://graduate.carleton.ca/wp-content/uploads/international-students.jpg Accessed 18 January 2015

D E F Facebook, 2015 Available at: https://www.facebook.com/skateforunicef/insights/ Accessed 16 January 2015

G H I J K L Learningforpeace.UNICEF, 2014 Available at: http://learningforpeace.UNICEF.org/about/learning-for-peace/; Accessed on 12 November 2014 M Makro, 2015 Available at: http://www.makro.nl/public/home/over/over-makro/ontstaan Accessed 16 January 2015

N

O P Photoshop, 2015 Flyer created by Stefani Tartarchuk By the use of the program Photoshop


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Pictures, 2015 Pictures taken by Event Management By the use of Mobile devices

Q Questionnaire, 2015 Questionnaire created by Monika Del Mundo

R Ramada, 2015 Verbal or written information provided by Ass. F&B Manager Received by Andreas Krausz & Jeroen Beerten

S SPSS, 2015 Tables created by Monika Del Mundo By the use of the Statistics program SPSS

T Tripadvisor, 2014 Available at: http://www.tripadvisor.nl/Restaurant_Review-g188590-d697005-Reviews-Rosarium-Amsterdam_North_Holland_Province.html; Accessed on 12 November 2014 U UNICEF, 2003 Available at: http://www.UNICEF.org/about/who/index_history.html; Accessed on 12 November 2014 UNICEF, 2014 Available at: http://www.supportUNICEF.org/site/c.dvKUI9OWInJ6H/b.7640389/k.93E5/Support_UNICEF__What_we_do.htm; Accessed on 12 November 2014 V W X Y Z


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9. Appendices

1. Concept Mails

Amsterdam, … December 2014

Dear Sir/Madam,

We would like to introduce our self, we are Skating for Charity.

We are students of the hotelschool The Hague, Amsterdam campus, organizing a charity event on the Ramada Rooftop for the benefit of UNICEF.

The event will take place the 9th of January and will be an ice skating party on the rooftop of the Ramada Apollo Hotel in Amsterdam, there will be a raffle to raise money for UNICEF

Our question is if you can sponsor us with prizes for the raffle, so we can make as much money as possible.

Enclosed you will find the agenda and the brochure of the evening.

I hope we informed you well enough.

Thank you for your time,

Yours faithfully,

…………………..


Hospitality Business school

Campus Amsterdam

Jan Evertsenstraat 171

1057 BW Amsterda

Telephone Number/E-mail


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[Date]

[Sponsor Name]

[Address]

[Address]

Dear [Sponsor],

On behalf of the students of the Hotelschool The Hague, we would like to thank you for sponsoring our event ‘’Skate for UNICEF’’ with ___. Your support made the event happen.

Skate for UNICEF was a big success! We collected a total amount of ___ euros for UNICEF. We want to express a heart-felt thank you for your commitment to making this event so successful.

It was the vision of the students of Hotelschool The Hague to organize a fun and successful event in a pleasant, comfortable environment. Your generous contribution helped make our vision a reality and we are really thankful for that.

Sincerely,

Hotelschool The Hague students


Hospitality Business school

Campus Amsterdam

Jan Evertsenstraat 171

1057 BW Amsterdam


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2. Signage

As the event was held on the rooftop of Ramada hotel, clear signage was provided and able to be seen in case of an emergency. The green arrows on the floor plan below, point out where the emergency exists are situated


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3. Questionnaire:

The questionnaire has been developed by the organizing team to receive feedback from the Charity Event guests. This feedback has been analysed and conclusions were made.

The Questionnaire is 2 pages long and is divided in 6 parts. A short introduction, personal information, satisfaction regarding the ice skating activity, satisfaction regarding the atmosphere, satisfaction regarding the Food and Drinks and finally the overall satisfaction. For an easier understanding the grading system was based on symbols with

++ highly satisfied + satisfied 0 neutral - dissatisfied -- highly dissatisfied


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4. Recipes

Speculaas recipe

300 gr flower 6 kg

15 gr baking powder 300 gr

150 gr dairy butter 3 kg

150 gr dark custard sugar 3 kg

10-20 gr speculaas herbs 400 gr

1. Mix all the ingredients and kneed with your hands.

2. Preheat the oven at 185°C. Make one piece of speculaas on the plate. Let the speculaas bake for app 15 minutes until crispy.

3. Cool the speculaas a bit so you can cut it easily (Not to cold) and cut it in cubes.


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5. Event Schedule

Time Task Details Location Who

14:00 Arrival school Begin Day HTH CR 0.15 All

14:15-14:45 Briefing Explain team members the time schedule

HTH CR 0.15 Bianca/Jeroen

15:00-17:30 Start cooking Bake pastry’s etc. La Cuisine Bart/Stefani/

Chris

15:00-17:00 Event decoration The final touch of decorations (UNICEF)

Ramada Terrace Laura/Rosalie

15:00-17:00 Event Set-up Check audio-visual equipment

Ramada Terrace Harley/Andreas

15:00-17:00 Event Signage Set-up signage where needed

Nenah/Rogier

15:00-17:00 Event Set-up Set-up with Supervisor Ramada

Ramada Terrace Tim/Sydney

17:00-18:00 Dinner All

18:00-18:30 Extra Time+ Briefing

Extra time calculation + Pre-event Briefing

Ramada Room All

18:30 Start Event All

18:30-00:00 Manager Total overview Ramada Terrace Bianca

Asst. Jeroen

18:30-19:30 Guide guest to 18th floor

Offer guidance on the ground floor.

Lobby

Laura/Stefani

18:30-19:30 PR Manager Welcome guests and make them excited for Event

Ramada Terrace Andreas

18:30-19:30 Welcome guests Check guest list Ramada Terrace Nenah/Rosalie

18:30-19:30 Welcome drink Hand out welcome drink Ramada Terrace Tim/Chris/ Sidney

19:00-22:00 Cheese stand Standing behind the cheese stand, give

Ramada Terrace Reypenaer


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explanation about cheeses employee

19:20-19:35 Opening Speech

Official welcoming guests Ramada Terrace Harley/Rogier

19:30-19:45 Opening speech UNICEF

Speech about a project of UNICEF

Ramada Terrace Guest speaker UNICEF

19:30-22:00 Food Manager Coordinating Food Ramada Terrace Bart

19:30-22:00 Waffle stand Standing behind waffle stand, decorate waffles

Ramada Terrace Sidney

19:30-22:00 Clean up glasses Make sure all glasses, garbage are cleaned up

Ramada Terrace Rogier/Tim

19:45-21:15 3 ice skate rounds

Rounds of 20 min, 10 min changing of shoes

Ramada Terrace Monika/ Laura

19:45-21:30 Walk with food Foodplatters & refill snacks on tables

Ramada Terrace Stefanie/Rosalie/Nenah

19:55-21:10 Selling Raffle Tickets

Making sale rounds Andreas/Harley

21:10-21:40 Raffle Lottery show Ramada Terrace Stage

Harley/Laura

21:30-21:55 Count money count money and share total amount of money end

of the evening

Ramada Meeting Room

Stefani/Chris

21:40-21:50 Closing Speech

With announcement total money collected

Ramada Terrace Stage

Harley/Stefani

21:50-22:10 Hand out questionnaire

Ramada Terrace Chris/Nenah/ Monika/Sidney

22:30 End Event All

22:30-23:45 Clean up All

00:00 De-Briefing End Day Ramada Meeting Room

All

Documents

Final Report Skate for UNICEF