Coffee Café Managers’ Celebration Meeting

Ozarks in Brasnos

Group Resume

• Group Name: Coffee Café.
• Meeting Name: Coffee Café managers’ celebration meeting and the unveiling of new interior designs for the stores.
• Official days/ dates: June 11, 2012, Major Arrivals and Official Meeting Starts.
• Group contacts: 100 State Street, Philadelphia, PA 19305.
• Hotel contacts: 3431 west Hwy 76, Brasnon, Missouri 65616.

Pre-convention

Meeting

Group profile: Lodge of the Ozarks is pleased to welcome Coffee Café for the first time.

This seminar is developed to celebrate the company’s success in the last 17 years since its inception in the coffee beverage industry, in 1995 by Mr. And Mrs. Aria. The seminar draws 100 Coffee Café outlets managers and their guests and will deal with the introduction of new and updated designs for the stores.

Anticipated attendance: Approximately 200 people

Group room block

Major arrival date: Wednesday, June 11.

Estimated time: 5:00 pm-7:00 pm.

Please note that registration commences at 4:00 pm a reception is at 7:00 pm.

Major Departure Date: Friday June 13, 2012.

Estimated Time: 10:00 am.

Reservation method: Reservation cards. Cut-off date June 11, 2012.

Rates: single: $166 Double: $170 triple: $190 quad: $190.

Complimentary Room Policy: single complimentary room for every 50 rooms occupied.

Transportation: 40% fly-in, and 60% drive-in

Billing information: All audiovisual and banquet charges are charged to the master account.

Authorization Signature: Mr. Aria, and individuals pay for any incidental charges.

VIP:

Departments

Lounges, Restaurants: the group will be on their own at lunchtime on the 12th of June, excepts for heavy dinner requests after the meeting on the 12th of June 2012.

Room Service: the group is on its own at lunch on the 12th of June, except for late-night demands from late arrivals on the 11th of June, and heavy dinner reception on the 12th of June.

Housekeeping: please provide VIP with turndown service.

Bell stand: follow the arrival and departure information to obtain a pattern of guests, since guests may require luggage storage and assistance on the 11th and 13th June.

Garage: parking demand is heavy as 70% of the group will be driving in.

Security: No special requests from the group, therefore, maintain regular security measures for a large meeting.

Shipping and Receiving: except an average of 100 boxes for Christine Perks, that are requested for repackaging into 210 pieces. Please contact Christine Perks and me.

Engineering: no special request at the moment.

Audiovisual: please refer to BEO for specific information.

Convention floor manager: please refer to BEO.

Scheduled functions: please refer to BEO for guarantees.

Tuesday, 10^th June 2012.

2:00pm-3:30pm: pre-convention meeting for 17 attendees

Wednesday, 11^th June 2012.

5:00pm-7:00pm: welcome reception for all the guests. Branson convention center. Expect 200 seating.

Thursday, 12^th June 2012.

8:30 am continental breakfast for 100 people, reception style at the foyer

Thursday, 12^th June 2012.

9:00 am-11:30 am: General meeting, convention room for 100 Coffee cafe managers. Audiovisual support required for PowerPoint presentation on the new interior design of the hotel

10:00 am: breakfast break.

Midnight: lunch and recreational activities for 200 guests.

7:00pm-11:00pm A Theme party dinner for the 200 guests.

Friday, 13^th June 2012.

8:30 am-10:00 am full catered, buffet-style breakfast for 200 guests in the banquet room.

Banquet Event Order

Event Menu

Wednesday 5:00-7:00 pm Host Bar heavy Hors d’oeuvres

Mediterranean Tapas

• (2) Chicken croquettes and Romesco sauce at $4.00
• (2) Zucchini & Squash latkes with chive & lemon yogurt at $3.50
• (2) classic house meatballs with braised lamb, pork & veal in Rioja wine sauce at $3.95

Shrimp & grits bar

Grateful sausage scallions, Guilford grits in spiced shrimp, cheddar with sweet chili sauce at $ 7.95

Thursday 12th June 2012 8:30 am Continental Breakfast (Buffet Set)

Assorted Cereals and Juices, Assorted Milk, Assorted Fruits, Yogurt.

Fresh Cut Fruit, with Fruit Coulis, which will Include: Cantaloupe, Pineapple, Strawberries, Bananas, Honeydew & Grapes), Whole Fruit Basket, and Mixed Berries. Chef’s Breakfast Bread, Sliced Bananas with Nut Bread, Buttermilk Biscuits with fresh Whipped Butter,

Assorted Fresh Danish Pastries including, English Muffins, Freshly Baked Muffin Croissants, Assorted Omelets, Freshly Scrambled Eggs.

Assorted toasts, including Quiche Graylyn, Battered French Toast & dusted with sugar powder, French egg Toast Dipped in Granola.

Assorted Pancakes and Maple Syrup, assorted of Meats, Sausage Links, Sausage Patties, Smoked Bacon and Country Ham.

Oatmeal with Brown Sugar, Baked Apples Potatoes, Buttered Raisins and Grits of Cheese, Hash Brown, and Potato Pancakes.

12th June 2012, 12:00 pm Luncheon Entrée Winter Buffet (cost for 200 guests)

Sandwich platters with 3 inch assorted cold heroes at $750

Deli signature wrap with meat or vegetables at $227.99

Shrimp cocktail platter

Cotton and hard salami cheese platter with crackers $232.99

Beverages

Assorted sodas, water, fresh juices, and coffee

Chicken cacciatore

Comprise of simmered chicken pieces in white wine, Kalamata olives, Roma tomatoes, and chef’s spices.

Coq au Vin

Will comprise of simmered chicken pieces in red wine, button mushrooms, garden herbs, baby onions, and brandied bacon.

Chicken stroganoff

Presented strips of tender chicken in a tasty blend of garlic, button mushrooms, garlic, sour cream, and paprika.

Burgundy beef

Scrumptious tender cubes of beef, cooked slowly with mushrooms, bacon, and red wine.

Beef goulash

Superb classical Hungarian beef casserole with mixed peppers and secret spices.

Traditional roast beef

Succulent boneless beef roasted in the oven to perfection in red wine.

Roasted vegetable Tagliatelle

lightly oven-roasted vegetables in white wine and creamy garlic sauce, completed with freshly grated parmesan cheese.

Roast lamb

Leg spring lamb roasted in an oven in fresh herbs.

Fish almandine

Fish fillets slowly baked in an oven in cream, almonds, and cheese.

7:00 pm-11:00 pm Gadol (Theme Dinner)

Buffet set with 9″ plates, with a center display on a 60″ round table, at $800 pp.

Smoked fish presentation

Gravad lox, sliced Norwegian nova, smoked and sable whitefish, with a garnish of fresh sliced cucumber, lemons, and red onion.

Cream cheese plates

Scallion, vegetable, plain and butter.

Platters of cucumber, tomato, the heart of romaine, and onion.

Cream and pickled herring.

4-16” sided buffets.

Baskets of bialys, bagels, whole wheat, sliced rye, and flatbreads.

Salad galore

Attractively garnished whitefish, egg salad, and tuna fish platters.

International cheese baskets

Crudité basket with hummus garlic.

Assorted Kugel

Traditional potato, roasted veggie, butternut squash, salt and pepper, spinach noodle, sweet noodle, broccoli, zucchini, and spinach kugel

Chefs Best Salad (choice of 2)

Caesars salad, wheat berry, white fish, Asian noodle, Rottelli pasta primavera, and citrus couscous salads. Bow tie pasta, sweet mesclun, ice & fire salad, baby spinach basil tomato salad, and corn and black bean salad.

Dessert Table

Fresh seasonal fruit, elegant display of pared fruit with berries, melons, and exotic fruit. Assorted fresh pastries and cookies, mousse cups, mini crème puffs, fresh fruit cheesecake, and lemon meringue tarts. Miniature filled cream fudge cupcakes with Coffee Cafe initial. Custom themed 4″ cookies and assorted cake platters.

Beverages

Alcoholic beverages, assorted spring water, juices and sodas, hot water with decaffeinated and regular instant coffee, sugar, sweet, and lemon wedges.

Friday 13th June 2012 Buffet Breakfast

Seasonal fruit platter, muesli, cereals, and yogurts.

Baker’s corner: fresh assorted danish, croissants, muffins, toast with honey and preserves.

Hot breakfast: sausages, crispy fried bacon, grilled tomatoes, scrambled eggs, fluffy pancakes, and hash browns.

Breakfast buffets include milk, fruit juices, freshly brewed coffee.

10th to 13th June 2012, Conventional Day Packages

Freshly brewed coffee, coffee, and iced water at $4 per person. Morning coffee with an option of snack for breaks.

Luncheon: a selection of chef’s gourmet sandwiches, a choice of hot pastry, and fresh fruits and cheese platters with orange juice.

Afternoon coffee with your choice of snack (Each choice at $35 per person).

Prices for break snacks, priced at $ 6 per person: various hot gourmet pastries, variety mini danishes of five varieties, variety of mini muffins of three varieties, jams and scones, mini savory filled croissants, and three varieties of freshly baked cookies.

Recreational Activity: Thursday 12th June 2012

• The theme of activity: No Humour and Fun are Glum!
• Outdoor Activity: Camping, Barbeque, and Cooper Fish Hunt
• Location: Cooper Creek Branson, Missouri.

The site was selected since it offers an ideal location for the coffee building and fun day afternoon activities for coffee cafe employees and their guests. The goal of these activities is to offer the employees and guests of the coffee cafe a chance to enjoy the success of the business away from the conventional business atmosphere. This is also an opportunity to offer them a sight of the best fishing, hiking, and campgrounds to have group activities.

The afternoon camp setup will include a refreshment table with light snacks and plenty of fresh juices, sodas, and water, overlooking Lake Taneycomo. Several activities are set up for the group, to give the coffee cafe a busy fun-filled afternoon. The 200 plus group will b divided into groups according to the activities scheduled to offer manageability and increase public safety and health.

One of the activities scheduled is a mid-afternoon fishing competition for the fishing lover and interested party. This will be supervised by the campsite fishing instructor, Isaac Boyd, which will involve a 30 min competition to find out the first person to catch the biggest fish. It has been suggested that this activity is kicked off by female spouses, to add hype to the activity. This is a way of involving the group in celebrating the annual trout championship that is carried out at the beginning of each year in January and February. The activity was also selected to offer the group a taste of the region’s famous sport, trout, fly and bass fishing experience.

The afternoon activities cannot be complete without a swimming session. For the strong and experienced swimmer, this will be an all-afternoon experience. The swimming session will be under the supervision of Mary Simmers. Those who will want to take this activity further can enjoy the thrills of a swimming competition, where the prize will be a family lunch provided by the company. For those who seek more adventures on the lake, there will be a boat ride, prized at a discount price of $20 person.

Activity two is a competition that involves taking photographs of the activities, scenery, and people. The goal of this activity is to increase the guest’s interest in the surrounding area and wildlife species found in the area. The goal is to make the employees interested in the making of the company’s annual calendar, creating a new reward system, and creating a new company journal. The idea is to have guests take as many photographs as possible of the camp, the lake, the surrounding Ozarks Mountains, and the drive from Ozark’s lodge to the camp.

Each participant in this activity will present their best photograph which will be selected by the New York Times magazine for use in the next year’s company’s calendar. The 12 best photographs selected for the calendar will have the signature of the photographer and also framed to be hanged on the company’s wall of fame.

Activity three involves a short hike through the camp and up to one of the short trails on the slopes of mount Ozarks. This is ideal for those members of the group that are fit and adventurous enough to enjoy a walk through Branson’s famous Lake Taneycomo and forested area.

This area is selected for it is one of the third best camping and hiking locations in Branson, and falls on the slopes of Ozarks mountains. The goal of this activity is to engage the splinted and hearty person in a brisk walk in the warm afternoon sun along the shores of Lake Taneycomo and into the woods of the lakeshore. Activities on this run also include bird watching and a nature trail mock hunt with paintball guns. This coffee will be under the guidance of Tim Ross, from Lake Taneycomo hike coffee.

The fifth activity will be a drive-through famous site located next to the hotel. On the way to the campsites, the afternoon drive will take guests past the famous “Ripley’s Believe it or not” museum. This activity was scheduled after 27 of the guest requested to see the sites, and will also include a visit to Hollywood’s Wax and Titanic museums. The activities will run the whole afternoon from 1:00 pm to 6:00 pm when guests are expected to be settled in their rooms ready for the evening theme dinner.

The goal of the picking is to relax after the morning meeting and heavy luncheon served at the hotel, therefore only snacks and refreshments will be offered. The cost of the front lake view is at $ 20 per person, with boat rates at $35 for the electric start motorboat, $ 8 for the boat slip, and $7 for the pontoon slip each for half a day. Transport to the location will be provided by WestWorld Tours, for $1,000.

Estimated Cost

Arrangements

In charge of service: Banquet service manager.

210 18″ Chairs, one 16mm movie projector, slide projector with remote control, 25 6′ seated 10 people around dinner tables, and rear screen projector.

Proposal Letter

Coffee Cafe

100 State Street,

Philadelphia, PA 19305

April 9, 2012

Lodge of the Ozarks

3431 west Hwy 76,

Branson, Missouri 65616.

Dear Madam

Subject: Conventional Hotel Reservation.

As the salesperson and convention service manager of Coffee cafe from Northeast and Mid-Atlantic America, I wish to make reservations in your hotel for a week convention running from Wednesday the 11^th to Friday the the13^th of June 2012. The convention is based on the goal of celebrating the success of the company with its managers and spouses, making a total of 200 guests.

The expected and guaranteed guests for Tuesday the 10^th June 2012 are two, while the rest of the 198 rooms will be occupied on the 11^th June through the 12^th and 13^th mid-morning. The company is also making a reservation of a min-meeting hall on the 10^th June, for the pre-convention meeting to be held between the events and Human Resource manager Christine Perak and the hotel management. Reservations also include a large ballroom or banquet hall for the 11^th through the 13^th, for the convention meeting, breakfast, and theme dinner.

The coffee cafe is requesting the hotel to make a menu and pricing list, to be sent to the company for advance confirmation. The company is planning to have heavy oeuvres served to the guests on the 11^th of June when they arrive. Continental breakfast to be prepared on the 12^th of June for the members having a meeting in the board room, interesting coffee breaks, luncheon, and a theme dinner in the evening. Lastly, the company is planning to have the last breakfast meeting on the 13^th of June and is hoping arrangements can be made for a buffet arrangement.

Feedback is to be sent to Christine Perak, the Human resource manager’s office at the coffee cafe. The coffee cafe is looking forward to having a favorable business relationship.

• Regards
• Corporate Human Resources
• Coffee Cafe
• Print Name
• Signature

Objectives –Benefits

Name of group: Coffee Cafe.

Name of contacts: Coffee Cafe, 100 State Street, Philadelphia, PA 19305.

Reflection

The preparation of this project presented many challenges as well as lessons to be learned. I gained insight into the intricacies required in selecting a geographical location to hold a company function, especially for a large ground like that of a coffee cafe. The challenge in the selection of state, town, and hotel arose from the need to offer the staff an experience they have never hand while maintaining the company’s budgetary needs.

Moreover, I learned that in such a situation an event organizer cannot rely on the feedback of the group since they are many and opinions tend to change rapidly (Kerstetter and Vanucci 24). I learned how to market an event to fellow workers, by posting selected days and possible locations. I also learned how to use these marketing forums to gather support and increase enthusiasm among the employees (Guffey 13).

Moreover, the expectation was that Christine Perak was organizing the event, and therefore, there was a high expectation of a top-notch event. This is was able to come up with, after consulting and referring the Christine, who was a valuable guide in events organizing (Allen 20).

The other lesson learned from the activity was the ability to put together and manage, and able conventional committee, which could assist in the duties and responsibilities of the event and activities. The other difficulty was organizing the location and booking reservations, given that most hotels with ample capacity for our guest size had been fully booked on the dates the company had set aside. During the planning stage, I did not like the menu selection and costing to the budget.

However, the most interesting activity of the process was the planning for the recreational activities as it allowed m an opportunity to explore available sites and scenes in Branson.

Works Cited

Allen, Judy. Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and other special Events. 2^nd ed. UK: Wiley. 2009. Print.

Guffrey,Ellen M. Business communication: Process and Product. 6^th Ed. UK: South-Western College Publication, 2007. Print.

Kerstetter, Deborah L. And Vanucci, Cynthia L. “Meeting Planners’ Use of the Internet to Plan Group Meetings.” Journal of Convention & Exhibition Management, 2.2 (2001): 23-36. Print.