Name – Kedar Raut

Roll no. - 19

Type of Event – Engagement

Description

We 'Ring Heart' an event company are organizing an Engagement event in which we are
specialized.

The way in which we have discussed to execute our client's event this time has to be done at a
banquet hall named Lavender Bough based in Ghatkopar East. 200 People are expected to attend
from both the sides of family. The reason to choose Ghatkopar city is because of convinience of
the families and guest attending the function.

5W's

Why - A couple has approached for an engagement event because we are specialized in these
types of ceremonies. Considering Mr.Vinit and Miss.Vrushali ‘s requirements, budget and
conditions we have decided to accept their proposal. Also we are well known for creating a
traditional ambience in Engagement events and we came to know that client approached us for
the same reasons with such expectations.

What – The couple want their engagement ceremony to be carried out with Indian traditions and
all the rituals which are required in such case. Listening to their expectations we also suggested a
traditional ambience we can add to make it more intresting and suitable to the concept. What we
decided is as per considering clients budget, banquet hall’s area, invitation to 200 people. The
main requirement is a stage for the ceremony as well ritual process like havan kund, ring
exchange ceremony to be held aside. We have booked the hall with centralized A/c criteria but
the ac’s will be turned on only after the “agni rituals” with havan kund is done.

The stage will be decorated with banana leafs on the poles especially and the remaining important
area will be covered by various flowers of different colors. Also the couple will be wearing
traditional dress which we had recommended them from our special designers. They will also be
provided with green room service.

The banquet hall consist’s enough place to hold 250 people easily with comfortable seating of
chairs which will be kept on a red carpet covering the complete area. When the rituals will be
held, a refreshment drink will be served to everyone by waiters and hostesses wearing kurta
pyjama and saree. A rose will be granted to every female in the crowd alongside by hostesses. To
add a little more to the environment we will have a seating arrangement made to the right side of
the stage for 4-5 musicians who will be playing decent music with some musical instruments such
as tabla, keyboard, sitar, harmonium to keep the people entertained and add more to the positive
vibes of the ceremony.

Once the ring exchange tradition has to be taken place the music will be changed accordingly
which will draw everyone’s attention to the most important part of the ceremony. We will also
take help of spot light to highlight the couple on stage and will look after the lighting effects to be
given accordingly for the excellent photos to be taken by the photographers at the right moment
and special moment for the couple. The musicians, photographers will be hired from us to
provide the best service anyone possibly could. After the greet and meet session of couple with
the crowd, they all will be invited to have dinner from the catering service providers which we
have hired especially. Males will be wearing kurta and pyjama and women will wear saree. The
meaning behind all this is to carry forward the theme uptill the end of ceremony. We will have
two types of menu’s designed for adults and youngsters. For adults the food will be served in a
plate covered with banana leaf and the food items will be rice, daal, paneer ki sabzi, potato sabzi,
puri, basundi, raita and pickle. For deserts Ice cream will be served. Reason behind this menu is
most people will like it and providing it with best quality will definitely make the people happy
leading to a successful event. The menu for youngsters will begin with starters will be - panipuri,
cheeseballs, corn sticks and Lunch - Butter naan, paneer sabzi, pullow,hakka noodles, rasgulla,
desert. Well both adults and youngsters can chose what they desire and go for either of the
menus. After the meal is done, guests are free to leave.

Where- As per clients requirment the place should be near from which it will be convenient for
both the families. We have choosed this boquet hall named Lavender Bough in Ghatkopar East as
the capacity of the hall is to accommodate 250 people so its enough for all the guests. It also fits in
with the requirements which we need to meet up as per clients expectations.

When- Clients want the engagement ceremony on 10th-dec-2019, so we will book the hall
accordingly. Time for the availability of hall will be from 6-10pm and the guest will be invited at 7,
the ceremony will begin by 7:30 pm. As Engagement rituals are not so much time consuming, the
caterers will be ready to serve the dinner from 8pm. So the dinner facility will go on till 9:30 max.
Who- The target audience here are those people who are willing to attend the ceremony and age
is really not a factor here but parent age people will be targeted more throughout the ceremony,
as well as youngsters will enjoy the event for starters and food

5C's

Concept - To create traditional ambience, as per client’s requirement. Also to make sure that
parent age people are majorly impressed with things carried out with traditional style. The music,
food and suitable proper decoration will give a feeling of belongingness to all, which are the
highest expectations of clients from us to provide. Also youngsters will be happy with the food
choices provided to them for starters and lunch which are mostly liked by all.

Coordination – We will one person to look if everything is going as per planned since the
beginning. Whatever we have decided needs to go as per the plan. It is very important to have
good coordination going on between people working for this event and make sure that everyone
is aware of when and how to do their work and at what time. Coordination is a key that will bind
the flow of the event since welcoming guest – serving welcome drinks- starting of rituals- musical
play – serving them starters and dinner. A good coordination between all these things will make it
very easy to carry on things without creating any of the mess and leave an amazing impact on all.

Control – It begins from the preplanning for the event by considering budget and fulfilling
client’s requirements at the same time. Dealing with this work is the true skill of an event
manager. Also to look after the musicians, photographers, volunteers, caterers, decorators, food
suppliers hired from our side are reliable enough to trust and deliver their side of work as
expected. Also the scheduling hours and execution needs to be controlled overall during the
event.

Two persons from our team working under event manager will be assigned to take responsibility
of controlling the event. They will get the work divided and will only pay attention to task
assigned to them. They will have authority to get things done from beginning to the end. The
decoration needed on stage and around the pillars or wall aside the stage with banana leafs,
flowers decoration. He needs to make sure that carpet and chairs are well arranged before the
guest’s arrival (This activity has to be controlled by both of them as there is a lot to do in
minimum time). Once everything is on point and people have occupied the seats, one will look
after the arrangement of welcome drinks and make sure that everyone gets it. The other one will
look after musicians as if they have started to play on time and everything is available to them.
Once the holy rituals come to an end he also has to make sure if musicians do play different
music which will be suitable to the rings exchanging ritual. The first person will look if spot light
and lighting effects are given accurately and on time during that particular moment especially so
the photographers can capture the best images. There after once guest move towards dinner
arranged for them. One will look if the parent age people are getting served properly and there is
no lack of food or any complain or demand by anyone. If there is a demand it needs to get
fulfilled. The other person will look after the starters and lunch menu designed for youngsters and
kids. He also has to make sure that everything is going as planned.

Culmination – Basically it tells if all the previous planning is leading to the expected outcome of
tasks on the day of event and if it is being executed in a well defined way as planned. It will
include event team management, supplier/vendor coordination, crowd control, communication
between the volunteers. Over all efforts of our team from “Ring Heart” will be seen to make the
event memorable and to make the clients satisfied by fulfilling their demands and to make the
event successful.

Closeout – After the event is completed and client has approved with the outcome, some post
event steps are carried out which includes review and evaluation which will tell exactly how the
event was. On the basis of gathered review and information, a report is made. There after a
discussion is conducted by team members to talk about event and if quality improvement is seen
this time as compared to the past, the team members who took efforts are rewarded. Also it helps
out how the externally hired people who worked for the event for eg – musicians, vendors played
their role and if they are reliable and trustable or not. If some negative points come out in report
of the event the team members can be instructed and trained accordingly to avoid similar
circumstances in future events.