Organising an Event Unit 13 Applied Business Taylor Made Limited

Planning The Event

The Proposal Based on Primary and Secondary Research findings, it was decided to set up and run a Private Limited Company retailing ‘Gourmet Popcorn’ products. It has been agreed to launch the ‘Practice Company’, Taylor Made Popcorn Limited at the United Kingdom International Trade Fair for Practice Firms on January 23rd 2013. This will also enable employees to enjoy the experience of setting up a professional trade stand.

For additional information on SMART objectives please see appendix 1 Aims and Objectives Aims To set up and establish ‘Taylor Made Limited’ by 30th November 2012 To launch ‘Taylor Made Limited’ at the United Kingdom International Trade Fair on January 23rd 2013 Objectives To get 100% of second year Advanced Business students to attend the trade fair On 23rd January 2012 to have an operational trade stand at the trade fair To produce advertising materials to distribute to a minimum of 100 companies also attending the trade fair To obtain advance orders worth £50,000.00 by 3.00pm on 23rd January To obtain feedback during the trade fair (in the form of a market research questionnaire) from five customers/companies per team member (minimum 30 questionnaires in total) For additional information on SMART objectives please see appendix 1

Setting up Taylor Made Ltd Structure and Legal Status Memorandum and Articles of Association Taylor Made Ltd Structure and Organisational Chart My Role

Time Constraints The date of the Trade Fair is fixed at 23rd January 2013 The Practice Company project operates from 1:15pm – 4:45pm on Wednesdays only. All activities and requirements must be met in this time. The actual Trade Stand area for Taylor Made Ltd and any transportation requirements must be booked at least one month in advance. Primary and Secondary research must be carried out in advance of all marketing and Sales decisions.

For additional information on time constraints please see appendix 2 Gantt Chart For additional information on time constraints please see appendix 2

Reliable TransportOperator Limited Transportation Space on Coach Physical Constraints Display Stand Reliable TransportOperator Trade Fair Registration Physical Resources Products Space of 3m x 3m at Trade Fair Limited Transportation Space on Coach Marketing Materials Contingency Plan

Legal Constraints Contract Law - Negligence Health and Safety Legislation – including ‘Risk Assessment’ – including ‘Insurance Considerations’

Budgetary Constraints Fixed and variable costs Sources of Finance Projected Costs Cashflow Forecast

Preparation Who is responsible for what? Marketing – dynamic Trade Stand, all ‘promotional’ materials Finance – budgets, payment processes Sales – catalogue, Sales targets, Sales pitch Purchasing – stock, raw materials for resources Human Resources – who is doing what and when?

Preparation Who is responsible for what? Continued… Transport – booking the coach Venue – booking the venue Resources – are they ready, are there enough?

Staging The Event

Management Who is accountable for what? Ensuring Taylor Made are ready for the launch on 23rd January The ‘paperwork’ Setting targets Packing the ‘business’ and transporting the ‘team’ to the venue Organising and operating the Trade Stand on the day Meeting Customers and Suppliers

Management Who is accountable for what? Continued... Feedback from customers Monitoring targets Setting promotions Photographs

Evaluation of the Event

Refer back to Aims and Objectives Did we succeed? – how do you know? Did we fail? – how do you know? What did the customers say? What did the Judges say? Recommendations