MANAGEMENT REPORT

On

8th NATIONAL VASAI-VIRAR MAYOR`S MARATHON

BY
SURTI ANKIT DHIRAJBHAI
PRN NO:
SUBMITED TO

FOR THE ACADEMIC YEAR

2018-2019

THROUGH

VIVA COLLEGE OF HOTEL AND TOURISM MANAGEMENT

STUDIES,

VIRAR (W)
 MANGEMENT REPORT
On

8th NATIONAL VASAI-VIRAR MAYOR`S MARATHON 2018

BY
SURTI ANKIT DHIRAJBHAI
PRN NO:
TY. BSc (HOSPITALITY STUDIES)
A Management Report Submitted in Fulfillment of
the requirement for the course of
BACHELOR OF SCIENCE
(Hospitality Studies)
For the
“UNIVERSITY OF MUMBAI”

FOR THE ACADEMIC YEAR

2018-2019
 CERTIFICATE

Shri Vishnu Waman Thakur Charitable Trust’s

College of Hotel & Tourism Management Studies

VIVA College Road, Virar (west), Pin - 401 303.

This is to certify that MR/MS: _________________________

studying in Third Year B.Sc. Hospitality Studies (Semester–VI) has
successfully completed the Event on 8TH National Vasai-Virar
Mayor’s Marathon on the date of 9TH December 2018 As per the
syllabus prescribed by the University of Mumbai.
REMARKS: ________________________________________________________

________________________________________________________

PRINCIPAL SUBJECT IN CHARGE

DATE: ________________ INSTITUTE SEAL EXTERNAL

EXAMINER
 DECLARATION

I SURTI ANKIT DHIRAJBHAI student of VIVA COLLEGE OF HOTEL

AND TOURISMMANAGEMENT STUDIES hereby declare that I have
completed this event management event report on the 8thNATIONAL VASAI-
VIRAR MAYOR`S MARATHON (CLEANVASAI GREEN VASAI) for the
academic year 2018-2019

The information mentioned in the report are all true and original to the best of my
knowledge

Signature of the student: _______________________

Seat number: _______________________

Class: _______________________

Date: / /
 ACKNOWLEDGEMENT

I SURTI ANKIT DHIRAJBHAI, a student of TY. BSc (Hospitality Studies). I

would like to express my heart full gratitude to Mr. JAY SHETTY , Mr. SUMIT
POTE and Mr. SHRIKANT DHARNE food and beverage consultant faculty for
their persistent encouragement and valuable suggestion and always ready to help us
throughout the course of my project work. I offer my profound gratitude to the
Principal of my institution Mr. DEVASHISH VAKIL for giving me the valuable
suggestion, guidance and knowledge & providing me all the support require for a
great success of the event

I would also like to thank my team members, my family & friends who their
valuable contribution for the completion of the work
 CONTENT PAGE.
SR NO PARTICULAR PAGE
NO
1 Front Page
2 Cover Page
3 Declaration
4 Certificate
5 Acknowledgement
6 Content Page 1
7 Executive Summary 2
8 Introduction 3
9 Estimated Budget 5
10 Generation of Fund 9
11 Sales And Marketing Activities 10
12 Publicity And Promotional Activities 11
13 Organizational Chart 12
14 Role of Individual Student 14
15 Challenges Face And Overcome 15
16 Learning Outcome 17
17 Annexure 20-42
TOTAL 42
 EXECUTIVE SUMMARY

The EVENT PLANNING MARKETING AND MANAGEMENT REPORT 2018-

2019 is been prepared by the students of TYBSC HS of VIVA COLLEGE OF
HOTEL AND TOURISM MANAGEMENT STUDIES for the event named as
MAYOR’S MARATHON 2018 held on 10 December 2017 . The report gives you a
brief introduction about aims and objectives of the event, it has all the information
about the overall and departmental budget along with the organizational and
departmental hierarchy. It also gives you a brief about the footfall, sales &
marketing activities and a short trip to the memories of the event through the
annexure
 INTRODUCTION (EVENT AIMS AND DETAILS)

❖
AIM FOR THE EVENT

From the future point of view the thought behind arranging such event was to
make people aware about the cleanliness and the importance of greenery in life.
Our true motivation was to make the people aware the cleanliness and
maintaining the greenery in the environment and the making and maintaining a
healthy city. And also, one reason behind the theme was to show the importance
and replicate the culture and importance of vasai city.
The overall concept was to motivate people and create public awareness for
maintaining the natures balance.

❖
OBJECTIVES OF THE EVENT

1. Giving an importance to nature

• What is mother earth? Mother earth is defined as “the earth as source of

all its living beings and inanimate things.” since we have only planet to
live on, we need to start to invest in the environment and save it for all of
our generation to come

2. Creating awareness
• environmental awareness is an integral part of the movement`s success.
By teaching our friends and family that the physical environment is
fragile and indispensable we can begin fixing the problems that
threaten it.

3. Ways to maintain nature balance

• By offering a sapling to the guest

• By using eco-friendly amenities for service such as plates, spoons, fork

made up from bark of palm trees

• Décor made by utilizing old newspapers

 4. MOTIVATION

• To motivate how people how they can create a greener and safe future,
helping their future generation to have a safe life.

.
 ESTIMATED BUDGET

Budget for various departments and overall budget of the

event

Sr
No DEPARTMENT AMOUNT (in Rs)

1 Food Production 1,30,000/-

2 Food and Beverage Service 1,06,665/-

3 Front Office 10,500/-

4 Housekeeping 3,445/-

5 Sales and Marketing 1,09,675/-

Total 3,60,285
 Budget for various departments and overall
respective departments of the event

FRONT OFFICE

Sr Particulars Amount (in Rs)

No

1 Invitation Card 1000/-

2 Return Gifts 5000/-

3 Travelling expenses 3000/-

4 Stationary 500/-

5 Miscellaneous 1000/-

TOTAL 10500/-
 HOUSEKEEPING

Sr Particulars Amount (in Rs)

No

1 Carpet Brush 150/-

2 Varnish 500/-

3 Tapes 50/-

4 Cutter 45/-

5 Spray Can 450/-

6 Plants 2000/-

7 Travelling Expenses 200/-

8 Plastic Gloves 50/-

TOTAL 3445/-
 FOOD AND BEVERAGE SERVICE

Sr Particulars Amount (in Rs)

No
Consumables
1 Butter (10 gram) 3000/-
2 Marmalade 1500/-
3 Honey 2100/-
4 Jam 1500/-
5 Ketchup 2000/-
6 Mint (mouth freshener) 1200/-
7 Assam Tea 2000/-
8 Lemon Tea 1700/-
9 Darjeeling tea 1600/-
10 English Breakfast 1600/-
11 Desi Khawa 1800/-
12 Green Tea 1400/-
13 White Sugar 2500/-
14 Sugar Free 1200/-
15 Demerara Sugar 700/-
16 Milk 535/-
17 Coffee Powder 1000/-
18 Masala Tea Powder 200/-
19 Orange Juice 2600/-
20 Pineapple Juice 2000/-
21 Mango Juice 2600/-
22 Cranberry 800/-
23 Guava 1400/-
24 Apple 1400/-
25 Water Bottles (200 ml) 20000/-
26 Milk Powder 740/-
27 Corn Flakes 2200/-
28 Wheat Flakes 820/-
29 Chocos 820/-
30 Flavoured Yogurt 9300/-
31 Yakult 1100/-

TOTAL 68715/-
 FOOD AND BEVERAGE SERVICE

Sr Particulars Amount (in Rs)

No
Non-Consumables

1 Disposal Plates (1000 Nos) 10000/-

2 Disposable spoon and forks 12000/-

3 Doily Papers 850/-

4 Disposable Glass 5000/-

5 Fuels 2000/-

6 Tea Cups 4000/-

7 Hand Gloves 600/-

8 Tooth Picks 1000/-

9 Tissue Papers 2500/-

TOTAL 37950/-
 FOOD PRODUCTION

Sr Particulars Amount (in Rs)

No

1 Fruits 15000/-

2 Groceries 30000/-

3 Non-Veg Items 20000/-

4 Dairy Products 10000/-

5 Ready Made Products 8000/-

6 Bakery 20000/-

7 Fuel Cost 7000/-

8 Vegetables 15000/-

9 Miscellaneous 5000/-

TOTAL 1,30,000/-
 SALES AND MARKETING
Sr Particulars Amount (in Rs)
No

1 T-Shirts 47500/-

2 Shoes 47975/-

3 Flex & Banners 5000/-

4 Miscellaneous & Stationary 200/-

TOTAL 1,09,675/-
 GENERATION OF FUNDS

The generation of fund was done by all TY. BSc (Hospitality Studies) Students only.
After planning the theme and budget for all the respective departments we decided to
contribute Rs 3500/- per student. We did not go for any sponsors as it was a social
event and hence all the fund for the event was self-contributed by the students
themselves.
The total strengths of TY. BSc (Hospitality Studies) For MUMBAI
UNIVERSITY is 103 Students ,i.e. Rs 3500*103 Students = Rs 3,60,500/-
 SALES AND MARKETING ACTIVITIES
TARGET GUEST
The targeted guest was all VVIP and VIP guest, Politicians, actors, who visited for
marathon, expected number of Pax were 800

FOOTFALLS

As the no of Pax expected was 800 but at the mid time of breakfast suddenly the
count of guest increased. It was difficult to manage crowd and the volume of cooked
food served in breakfast. Waste management was a bit challenge.

CHALLENGES FACED AND OVERCOMES

As the no of Pax was increased during the event and the difficulties, we faced which
are mentioned above, our team decided to overcome the problems by serving the
cold food and cut fruits. As we were already aware that there would be load
shedding. We had arranged for an inventor beforehand.
 PUBLICITY AND PROMOTIONAL ACTIVITIES

❖
Banners were made according to the event and its requirement.

❖
There were the banners of college.

❖
A social profile of the event was to create a social awareness.

❖
All the progressing activities were uploaded on the social profile of the
college.

❖
Invitation of the event was sent to the different colleges of the MUMBAI.
The invitation was also sent to medias
 ORGANISATION CHART OF THE EVENT

MR.PRANIT RIKAME MR.RAHUL BHARTI

(EXECUTIVE CHEF) (ASST.EXECTVE
CHEF)

MR.PRATIK
BHANUSHALI MR.AMAY PATIL
(EXECUTIVE PASTRY (ASST. EXECTIVE
CHEF) PASTRY CHEF)

MR. ABU SUFIYAN

MR. ANKIT SURTI
(ASST. FOOD &
(HEAD OF FOOD BEVERAGE
&BEVERAGE MANAGER)
DEPT)

MISS. ANKITA
MR.VIVEK BANKAR
MR.PARAS RANA
MR. MOHIT KAMAT (ASST. FRONT OFFICE
PATIL (HEAD OF FRONT MANAGER)
(GENERAL (ASST. OFFICE DEPT)
MANAGER) GENERAL
MANAGER)
MR.TYSON VAZ MR. BADAL JHA
(EXECTIVE (ASST. EXECTIVE
HOUSEKEEPER) HOUSEKEEPER)

MR. RAJ DEDHIYA

MR. HUSSAIN
SADRIWALA (ASST. SALES &
MARKETING
(HEAD OF SALES & MANAGER)
MARKETING)

MR. RITIK DUBEY MR. ASHITA RAUT

(HEAD OF FINANCE (ASST. FIANCE &
& PURCHES) PURCHES
MANAGER)
 DEPARTEMENTAL ORGANIZATIONAL CHART
FOOD AND BEVERAGE SERVICE
(JAY SIR, SUMIT SIR, SHRIKANT SIR (CONSULTANT FACULTY)

MR. ANKIT SURTI

(HEAD OF THE
DEPARTEMENT)

MR. ABU SUFIYAN

(ASST.FNB
MANAGER)

ISMAIL AMIT KARTIK MR VINAY INVENTARY PACKAGING

SHAIKH MISHRA DANDGE CHAUHAN. PANTRY
(CAPTAIN) (CAPTAIN)
(CAPTAIN)
(CAPTAIN
MADHURA RITIK DUBAY
YASHWA VAIBHAV HEMMADI
RUNIKESH JAYESH CAPTAIN)
GONDHALI NT KOSHIMKAR RAJ (INCHARGE)
RAWAT KANTHARIA
(T.L) (CAPTAIN) DEDHIYA
ADITYA
(CAPTAIN) (INCHARGE)
PARAG OZA
SAGAR TANVI (CAPTAIN)
BAMBAM BHOSLE
JAISWAL VINIT VAIDYA
JHA
SUYOG RAUT UJJVAL BADAL
MAYUR MAHADIK RANA
SANVAD PATIL MAHYAVANSHI
VISHAL
RAUT JUNAID TANDE KAUSHAL
ALAM
SHUBHA L SHUKLA
SIDDIQUE
M PATIL
ANIKET CHRISTIAN
RAM WAINGNKAR RODRIGUES
ABHISHEK
ADITYA KARAN
SAGAR CHAUDHARY PATHANIA
HARNYA
NIKHIL
MUKUL
JADHAV KHAMBE

SANKET
AVHAD

VISHAL
VAISHNAV
 ROLE OF INDIVIDUAL STUDENT

MY ROLE IN THE EVENT

DEPARTMENT :- FOOD AND BEVERAGE SERVICE

MY ROLE AS :- FOOD AND BEVERAGE MANAGER

REPORT TO: JAY SIR , SUMIT SIR , SHRIKANT SIR

 Elected as the HEAD OF THE DEPARTMENT.

 I selected the member who were fit to work in food and beverage department.

 Allocated the duties to the ach n every member of the team.

 Finalizing the budget and the inventory required throughout the event.

 Visiting the venue with the assistant and captains so that we can plan the event accordingly.

 Planning the proper layout considering the paks of the event.

 Taking the follow-up from each and every member of the team regarding the event.

 KEY RESPONSIBILITIES:-

 Giving updates to the assistant regarding the changes in the event.

 Managing the reports and updating for further reference.

 Creating various types type of marketlist for the budget and inventory
 CHALLENGES FACED AND OVERCOME
Conceptualization and planning of a unique theme-based event with a social message.

NO sponsorship for the funding of the event. Funded the required amount through

The main challenge we faced was about time management as the time span was very less and many
task we had to carry out in span of short duration.

With the time management the manpower was also an important issue as we had very limited
strength. So the planning and departmentalization was also a task in itself. This developed the
leadership quality in us.

The main challenge was to distribute invitation cards and token of love (gift) to various hotel
management colleges as some colleges were much far away from our college which could take
more than 3 hours to travel. But work was smoothly carried out by our team initiative by
segregating our team from each and every department.

As the subject was related to the syllabus of University of Mumbai and had to follow the guidelines
given by University of Mumbai was easy for us as the basic information was been provided to us.

One of the biggest challenges we faced, was for the approvals as each and every small purchases we
had to go through the cycle for permission but this developed a very important quality in us which
was to be patient and calm.

On the day of event main challenge we faced some electrical problem but with the help of the
engineering department of our college we were able to overcome with it.

Another small problem we faced was about printing for our return gifts and cards but thanks to all
others members of our team who got the work done with their some known contacts.

The main support given to us by our respected faculties as they were always with us in college till
the work winded-up, they always kept us on encouraging us to make some unique and innovative
which was not done by anyone before. Because of such encouragement and support we got a new
strength to do the work and make event successful.
 LEARNING OUTCOME

 ORGANISATION OF THE EVENT

We have organized many events before with the help of our faculties but this time, the
responsibility of the event was given to us. So it was a very great challenge to develop organization
skills.

 LEADERSHIP QUALITY

The event was for TY.BSc (H.S), so the TY students were departmental heads. This incorporated
leadership quality in us. This experience taught us how to lead a team. How to get work done by the
others without hurting their self-respect.

 MARKETING SKILLS

This event helped us to develop our marketing skills. This taught us how to do marketing how to
market your product successfully how to make it more impact able and appealing to the general
public.

 COMMUNICATION SKILLS

This event helped us to improve our communication skills, how to communicate and how to
convince the front person.

 SITUATION HANDLING

Many a times we came across difficult situations .This event taught us how to overcome
them and give our best.

 PRE AND POST EVENT COMMUNICATION

The pre and post communication with all the people like guests, students and media person was
very important to make the event successful. We also got a chance to communicate and interact
with famous personalities like MANDIRA BEDI and many more…

 PATIENCE

As this was a very huge event so we all gave our best. We developed patience and learn to
keep calm.
 MENU FOR MARATHON
 CEREALS:
1. CORN FLAKES
2. OAT MEAL
3. MUSELI

 BUFFET:
1. BOLIED EGGS
2. SAUSAGES
3. HASH BROWN/ GRILLED TOMATOES
4. BAKED BEANS
5. SAUTED MUSHROOMS
6. PORRIDGE
7. PANCAKE
8. POHA
9. UPMA
10. MEDU WADA
11. MISSAL
12. BATATA WADA
13. ALOO BHAJI & PARATHA
14. FRENCH FRIES
15. POTATO WEDGES

 COLD BUFFET:
1. SALAMI
2. HAM
3. LETTUCE
4. CUTS FRUITS
5. TENDER COC-ONUT WATER
6. YOGURT

 BREAD:
1. CROISSANTS
2. BRIOCHE
3. DOUGHNUTS
4. BREADROLLS(ASSORTED)
5. DANISH PASTRY
6. STEIZEL
7. MUFFINES(ASSORTED)
8. SLICE BREAD (ASSORTED)
 LIVE COUNTER:
1. OMELLETE
2. UTTAPAM
3. CHILLA
 BEVERAGES:
1. FRESH FRUIT JUICES
2. TEA/COFFEE
3. DETOX WATER
4. HEALTHY JUICES
5. MILK

o MAKE YOUR OWN SALAD

 CORN SALAD
1. CORN
2. ZUCCKINI
3. BELL PEPPER
4. ICEBUG LETTUCES
5. PARSLEY
6. THYME
7. TOMATOES
8. OLIVES

 MENU FOR ATELETES

1. CEREALS
2. MILK
3. BANANA
4. JUCIES
5. BOILED EGGS
6. POHA
7. BREAD BUTTER JAM
8. TEA & COFFEE
LAYOUT OF VENUE
ANNEXURE OF THE EVENT
PRE-EVENT
.
ON THE DAY OF EVENT