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HOSP2011 Hospitality Sales and Meeting Management: Term Project
Your assignment is to plan a multi-day meeting for a fictional company called Adventure Island
Corporation. You are the Sales Manager and the Convention Service Manager at the hotel or resort of
your choice.
Background Information
This meeting will be attended by 50 Adventure Island corporate executives and park managers. They will
also each bring a spouse or companion, so expect 100 attendees (50 couples). They will be coming from
all over the United States. About 10% of them are driving distance from your hotel, and the rest will be
flying in.
Background:
Adventure Island Corporation is a theme park company that has only been in business for 10 years. The
company has built nine parks across the United States with fantastic success. Each park has innovative
rides, music shows with famous entertainers, and a water park. Adventure Island is well-known for its
excellent customer service and really good food. The company’s founders, Mary and John Bradley, have
always had the philosophy that everything that a guest experiences at Adventure Island needs to be fun
and memorable – from arrival in the parking lot to the fireworks show at the end of the day.
A new Adventure Island has been built in or near the city where your hotel is located and is due to open
in just a few weeks. The company employees are here to tour the park and experience it, so they can
work out any problems before the official opening. This weekend event is also an informal celebration of
the company’s 10th anniversary.
Your customer (also known as the meeting planner) is Tom Lennox. He is the Executive Assistant to the
Corporate Director of Operations. Tom is very organized, but he is not a professional meeting planner
and only plans meetings as a small part of his job. He has only been with the company for six months, so
he is nervous about planning this event. Mr. and Mrs. Bradley have high expectations for this meeting
and are happy to spend a lot of money on quality. Therefore, the service, facilities, food, and beverage
must be of the highest quality.
Adventure Island Corporation (A.I.C.) has surprised the theme park industry with its rapid success.
Therefore, the competition is always trying to find out the company’s secrets. The executives are
worried about corporate spies from Six Flags and other competitors, so privacy is important.
Here is Tom’s contact information: Phone 531-555-1400; Email tom.lennox@aic.com;
Address 10 Lincoln Boulevard, Lincoln, NE 68501.
Get started:
Choose a hotel or resort to hold this meeting. It can be anywhere in the United States of America. Make
sure the facility has enough sleeping rooms and function space to hold a meeting of this size. All
information about function space, banquet menus (also known as “catering menus” or “event menus”),
and banquet menu prices must be available on the facility’s website. You will submit your site selection
in advance for approval. (See page 3 for instructions.)
Outline of Planned Events
Thursday, May 17, 2018
12:00 Noon: VIP: Tom Lennox, Tom’s wife Patty, and Mary and John Bradley arrive at the airport. The
hotel will provide complimentary VIP airport pick-up in a limousine. Both rooms require early check-in.
Friday, May 18, 2018: Major Arrival Day
Late morning through afternoon: Attendees will arrive and check in. Tom has asked for pre-registration
for the rooms. Guests only need to stop at the front desk and pick up their keys. (If your hotel has
mobile check-in and keyless rooms which guests can unlock with their phones, they can go straight to
their rooms.) Adventure Island Corporation will pay for all guests’ rooms, room tax, parking, and Wi-Fi.
5:00pm – 7:00pm: Opening Cocktail Reception for all employees and spouses/companions. Provide a
full host bar and heavy hors d’oeuvres. Photos of people having fun at all of the Adventure Island parks
will be shown on a screen on a continuous loop in one corner of the room. The Bradleys will give a 5minute welcome speech and a champagne toast at about 8:00. (BEO)
Everyone is on their own for dinner after the cocktail reception.
Saturday, May 19, 2018
8:30am – 10:00am: Meeting for A.I.C. staff only (no spouses). Have a continental breakfast set up in the
room. They will need equipment to show PowerPoint and videos. (BEO)
Spouses/companions are on their own for breakfast.
10:30am – 10:45am: Bus loading and departure. All guests and companions will depart the hotel to
spend the day at the new Adventure Island. Tom has arranged for transportation on three luxury buses
from Premier Coach.
9:00pm: Guests arrive back at the hotel. They will have eaten dinner at the park. Expect many of them
to continue the fun in the hotel bar(s).
Sunday, May 20, 2018: Departure Day
8:30am – 10:00am. Full, catered breakfast buffet or brunch (not a continental) for the entire group, in a
private function room. (BEO)
All guests will check out this day.
Project Contents and Instructions
Please follow all directions carefully, and proofread your work. Points will be deducted for spelling
errors, grammatical errors, or not submitting the project in the assigned format. Due dates are on the
syllabus and in Ulearn.
Site Selection
Submit the name of your site selection (city and hotel or resort). Also include a link to the facility’s
website, and navigation instructions to find the banquet menus and meeting room information.
Part 1, Site Description (3-5 pages)
1A. Site description overview (1 – 2 pages)
Identify and describe the destination city and its main attractions. Briefly describe the hotel and explain
why this hotel is a good choice for the Adventure Island group. Use your own words and avoid
marketing language – this is an informational paper for class, not an advertisement to customers. (You
will have an opportunity to sell later.)
1B. Site details (2 – 3 pages)
Answer all of the questions listed below. Provide as many details as possible. Use each “question” (or
part of it) as your heading. Bullet points/lists are acceptable.
• Climate/temperature (only for the time when the A.I.C. group will be there)
• Transportation: What is the nearest airport? Is there a train station nearby? How will attendees
get to the hotel from the airport and station? If there is an airport shuttle, is it free? How will
attendees get around during their free time?
• Number of rooms in the hotel
• Special room amenities: unusual or luxury features/amenities (if any) offered in the hotel rooms.
If the rooms do not contain anything unusual or special, write “none”. (Please do not list all of
the room features and amenities.)
• Food and Beverage Outlets: List the restaurants and bars in the hotel; give a short description of
each restaurant (1-2 sentences for each, in your own words). If there are more than four food
and beverage outlets, list them all but only describe four.
• Meeting space: Total square footage of all meeting space. (For example, “This hotel contains
72,000 square feet of meeting rooms, ballrooms, and exhibit space.”)
• Function Room Selections: List each function for the group and give your preliminary choice for
the room you will use for each. (For example: “Cocktail Reception: Grand Ballroom Sections F, G,
and H.) Do not choose restaurants.
• Other: any other special features of the hotel, meeting site, city, or region that you think should
be mentioned.
1C. Works cited page, using MLA format
Part 2, Group Resume and BEO’s
2A. Group Resume. Use the format of the guidelines and examples. A blank template is available on the
course ULearn site. Think carefully about all details.
2B. Banquet Event Orders (BEO’s). Write a BEO for each planned function that says “BEO” next to it.
(There will be three.) See BEO instructions and examples. A template is available in ULearn.
Part 3, OBF Chart, Proposal Letter, Estimated Cost, Reflection
3A. The Estimated Cost for the entire event. This is an estimated cost of everything that will be on the
master account, based on the expected number of guests. All guests’ rooms and tax, parking, and Wi-Fi
will go on the master account. All banquets and audiovisual equipment will go on the master account.
Guests are on their own for incidentals. List the totals for each function as well as sleeping room
charges. A guide and example are in ULearn.
3B. OBF Chart
Create an OBF chart for the Adventure Island group, using at least two customer objectives from
“Background Information” (page 1 of this document) and features from your hotel/resort.
3C. Proposal Letter. Write a proposal letter to Tom Lennox. Use at least two “OBF” paragraphs in the
letter, based on the OBF’s in your chart. Use business letter format for the letter.
Although this section is at the end of your project, it would have been written long before the BEO’s and
the resume, because it is a proposal. Date the letter February 1, 2018.
3D. Reflection. What did you learn from this project? How would you handle it if you had to do it all
over again? What did you like least about it? Were there any parts that you particularly enjoyed? Be
honest, but write professionally.
Mengying Gao
Professor Catherine
HOSP 2011
21 Mar 2018
Project Site selection
1. Name of the hotel or resort
The Westin Michigan Avenue Chicago
2.
Name of the city and state
Chicago, Illinois
3. Link to the hotel’s main website.
http://www.thewestinmichiganavenue.com
4. Link to the hotel’s Banquet Menus, or instructions on how to find them on the
website. Banquet menus are sometimes called Catering Menus or Event Menus.
http://michiganavenue.westinemenus.com
5. Link to the hotel’s Meeting Space (or Function Rooms) information, or
instructions on how to find it on the website.
http://6b856bb6ecdb130bceff62266c398d34d101688bda068efc6245.r77.cf1.rackcdn.com/lps/assets/u/Cap
acity-Charts-and-Floor-Plans-1030-1.pdf

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