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Asssessment Method 2 - Case Study: Instructions For Students
Asssessment Method 2 - Case Study: Instructions For Students
• This assessment requires students to analyse the case study scenario and calculate costs
and prepare budgets for an event.
• In order to achieve competency in this assessment, you must satisfactorily complete all the
tasks as per the demonstration skills listed in the marking guide.
• Assessor will inform you the submission date for this assessment and the date and time to
conduct the negotiation meeting. It recommends allocating approximately 16 hours for this
assessment. This includes ½ hour for the negotiation meeting.
• You could complete with assessment in classroom based, computer lab or self-paced.
However, you must complete the task 2.8 in Part 1 in a simulated environment organise by
the assessor.
• If you do not understand a question, your assessor will explain further for you to clear any
doubt with regards to the assessment
• You must use only black or blue pens to complete any document.
• You must use word processing and spreadsheet software to complete these tasks.
Recommended font styles are Arial or times new roman and font size should be between
10 & 12.
• If you have any special needs, must inform to your assessor before commencing the
assessment.
• Assessor will brief the assessment policy before commencing the assessment to students,
all additional and specific instructions are listed under each task.
•
• If you do not agree with the outcome, you could discuss the matter with your assessor. If it’s
unsuccessful you could appeal the outcome by lodging a formal complaint as per the
assessment EAA policy and procedure.
• If your work is found to have been plagiarised or copied from another source without proper
references, the submitted work will be subject to the plagiarism and academic dishonesty
policy of EAA.
• Copying, paraphrasing or summarising the work of another student or another source without
appropriate acknowledgement is considered as plagiarism. Therefore, the assessment
must be your own work.
PART 1
Case study scenario
Scenario
You’ve been appointed the project manager for organising and running a charity ball. The ball
will be held in the local town hall, a beautiful historic building in the centre of the shopping and
business district. The not-for-profit (NFP) organisation running the ball want a black tie, gala
event with a three- or four-course meal, music, dancing and entertainment. They plan to hold a
charity auction throughout the evening to raise more money for their cause. The ball will be held
on the last Saturday in October and they hope to sell 500 tickets.
You are responsible for organising the provision of all food and beverages, a MC, entertainment
and music. The charity will source all items for the auction.
The charity organisation has two main goals: to hold a successful event and make a reasonable
profit from the ball and the auction. They hope to make this an annual event as money raised
can significantly boost their ability to provide aid to others.
As part of the planning process, you must prepare a number of budgets to help achieve these
goals. The first stage of your planning process is to calculate expenses to determine the final
selling price for the ball tickets. An initial estimated figure of $150 to $200 has been discussed.
You must confirm if this is an appropriate price and determine anticipated profits for the
organisation. You will report your initial budgets to an event sub-committee of representatives
from the NFP organisation.
• List two of the charity to hold a successful event and make a reasonable
organisation’s goals and profit from the ball and the auction. They hope to make this an
objectives for this event annual event as money raised can significantly boost their
ability to provide aid to others
• What budgets do you need to organising the provision of all food and beverages, a MC,
prepare to help you achieve entertainment
these goals and music. The charity will source all items for the auction
4: What type(s) of data or information will assist you in the preparation of your budgets?
Where could you find it?
5: The event committee want to be involved in the planning process. What techniques can
you use to enable them to contribute to budget planning processes, negotiate changes
and inform them of budget decisions?
ans,
1. Increase meetings
2 increase consensus.
3. Accept feedback of both parties.
4. Choose suitable method for both parties to communicate budget
information.
• You must use the “Template A” given by the assessors to complete this task.
•
• Refer to the Task 2.1 in Template A and Calculate linen expenses.
•
• One of the expenses incurred will be for the hire of linen for the event. Using the information
provided, calculate the linen hire costs.
Expense budget
Expense item $
Postage/stationery 350
Telephone 350
MC 800
• Refer to the Task 2.3 in Template A and Calculate F&B labour costs
•
• Based on the below information, calculate the total food and beverage wage costs
incurred from the labour hire company for the event.
All cooks, kitchen assistants and food and beverage service staff will be hired through a
hospitality labour hire company for the duration of the event only. The costs quoted by the
company include all penalties, workers’ compensation, WorkCover and other on-costs.
However, there is an additional overtime penalty of $10 per hour for all hours worked after the
first eight hours of any given day.
Job role No. of staff Rostered hours per person Pay rate per hour
Friday Saturday
Friday Saturday $ $
Cook A 2 8 8 30.00 35.00
Cook B 2 8 10 30.00 35.00
Kitchen assistant 2 6 8 20.00 25.00
Kitchen hand 2 8 20.00 25.00
F&B waiter A 7 8 8 25.00 30.00
F&B waiter B 16 8 25.00 30.00
Bar attendant 2 6 6 25.00 30.00
Bar attendant 1 9 25.00 30.00
•
•
Task 2.3: Calculate F&B
labour costs
F&B labour costs
Job role Wages Wages per person No.
•
•
• Refer to the Task 2.4 in Template A and calculate total labour costs.
•
• Based on the information provided, calculate the total food and beverage wage costs
incurred from the labour hire company for the event.
In addition to labour hire costs, you employ two supervisors for the event. These are staff you
have recruited personally and you pay a flat rate for the two days of $40.00 per hour. You
anticipate they will both work 12 hours each day.
Security is also required on the night, with two crowd controller/security staff employed through
another staffing agency. You will need 24-hour security from 3 pm Friday due to some of the
charity auction items being stored at the venue overnight. Their hourly rate is $40.00 on Friday
and $50.00 on Saturday and Sunday. All rates are from midnight to midnight.
No. of
Job role Rostered hours per person Pay rate per hour
staff
Friday Sat/Sun
Friday Saturday $ $
Security A 1 3 pm to 11 pm 3 pm to 11 pm 40.00 50.00
11 pm to 7 am 6 pm to 2 am
Security B 1 40.00 50.00
(Sat) (Sun)
Security C 1 7 am to 3 pm 40.00 50.00
A four-course meal with wine, beer, soft drinks and juices is included in the ticket price.
Meals will be served on a 50/50 basis except for the tapas appetiser, which is a shared platter.
An additional 60 main meals are required to cover staff and entertainers’ meals. These meals
are complimentary and their cost must be included in ticket sales.
Standard recipes have been costed for each course and an individual cost per serve
determined.
Menu item Cost per platter $ No. serves required Food cost $
Tapas platter 9.76 3 per table x 42 tables 1229.76
Beverages for the gala dinner include a variety of red and white wines to match each course,
bottled light and heavy beer, post-mix soft drinks and orange juice.
The event committee has asked you to prepare two alternative event budgets based on two
different ticket selling prices: $175.00 or $200.00. They want to determine the most feasible and
profitable alternative for their organisation.
Costs for additional expenses need to be included in the revenue statement budgets. They are
calculated as a fixed percentage of total revenue from ticket sales.
• You are required to negotiate the budgets prepared in task 2.2 and 2.7 with event sub-
committee. The purpose of the negotiation is to reduce the expenses and maximise the
profits.
• You must brief the budgets to the committee and provide copies of the linen and event
budgets to each committee member.
• A major liquor supplier has informed to the committee, that they are happy to supply wine for
the event. In return supplier expects to promote their products. (Example: Print the products
on the tickets)
• The following topics to be negotiate during the meeting. You must document the agreed
outcome of the negotiation using the below template.
Linen expenses
Expense budget
they are happy to supply wine for the event. In return supplier expects
to promote their products.
After meeting with the event committee and discussing potential methods of reducing expenses
and maximising profits, the following decisions have been made.
• Linen hire expenses are to be reduced because chair covers and overlays will not be used
for the event.
• The committee accepted an offer from a major liquor supplier to supply all wine for the event
in return for acknowledgement on printed materials, such as menus, posters and banners.
Beverage costs
• Ticket prices are set at $175.00 per person unless profits are below $25,000 in the final
budget.
•
• The advertising allowance is to be raised to 3% and printing to 0.5%.
•
• Entertainment expenses will remain the same at 5%. The band contracted to play during the
meal has offered its services for free as a donation to the charity.
•
• Room decoration expenses will be increased to $3,000.
•
• Lighting and audio-visual expenses are to be decreased by $1,000 each.
•
• The supplier who provided costs for the hire of catering equipment for the event is supplying
all equipment free of charge for the same acknowledgements as the liquor supplier.
Task 2.10: Prepare adjusted event budget
Budget % of sales
500 tix x $175.00
Sales $ %
Expenses
MC 800 0.91
Profit/loss 26680.64
• Why should you circulate a draft budget It is esay to examine the budget plan with the
to the members of the events committee members of the committee and determine
where the programmes are deficient.
• Do you think either of the budget options Yes, it was $87500.0 in budget table before
presented meets the charity total cost adjustment, was $49735.5 after the
organisation’s stated goals? Why/why adjustment, reduced the budget.
not
• What recommendations would you compare the cost budget with other supplier.
make to the event committee to help
them achieve their goals
• The NFP organisation are very happy suppliers provide detailed information on
with the outcomes from the gala ball and
costs and Record of activity flow sheet.
want to hold it again next year. What
information would you collect and record number of meetings and their schedules.
to assist in preparing budgets for next
year’s event
PART 2
Scenario
Mario’s Delicatessen is situated in a major shopping centre between two well-known
supermarket chains and is open seven days a week from 8.30 am to 6 pm. The delicatessen
offers an international range of fresh, frozen and pre-packaged products and specialty breads. It
sells a range of whole roasted coffee beans and has a small café that makes the best espresso
coffees in the shopping centre.
Three brothers are equal partners in the business and share the workload, with all other staff
employed as casuals.
The business has been operating at a food cost of 20% and beverage cost of 18% for the past
12 months. However, in this budget, the brothers want to reduce their cost of goods and bring
food costs down to 16% and beverage costs to 14%. They plan to source new suppliers for their
products, reduce wastage with better stock rotation and careful attention to use-by dates, and
possibly discontinue some of their more expensive product lines.
The expense budget includes an increase in utilities costs of around 12%. New procedures are
going to be put into place to reduce electrical and gas usage to try to reduce the impact of the
price rise.
Casual wage rates are also expected to rise, and this has been factored into the budget.
One of the supermarkets will undergo a major renovation from September to November. As the
supermarket will still be operating during the renovation period, the brothers believe this should
have no effect on sales in the deli, so no adjustments to the sales budget have been made.
• Based on the information provided, complete the revenue budget for Mario’s delicatessen.
• Based on the information provided and the results of Task 1, prepare an income statement
for Mario’s delicatessen.
Mario’s Delicatessen
Income statement analysis
3rd quarter 20XX
Revenue Actual Budget Variance Variance
Jul to Sept Jul to Sept $ %
$ $
Food 73,223.00 77,305.00 -4,082.00 -5.28
Beverage 29,155.00 28,200.00 955.00 3.39
TOTAL 102,378.00 105,505.00 -3,127.00 -2.96