PRESENTED BY

Sr. No. Name Roll No.

1 AASHRAY AHUJA IC2011O2

2 ADITYA NAWAL IC2011O5

3 DIYA JOSHI IC201127

4 HARSH SISODIA IC201130

5 LAKSHYA JAIN IC201150

6 SHIVANI YADAV IC201177

7 SHYAM PATEL IC201179

8 AKHIL GARG IC201205

ACKNOWLEDGEMENT
TABLE OF CONTENTS
 INTRODUCTION

“Spectra Entertainments", is a premiere event management company that aims to bring your
events to life. Our team of skilled professionals is dedicated to providing you with
comprehensive event management services that encompass everything from planning and
coordination to execution and follow-up. We are committed to making every event we
undertake a unique and memorable experience for our clients, whether it's a corporate event,
a social gathering, or a personal celebration.
Our company was founded with a simple yet powerful goal in mind: to make event planning
a stress-free and enjoyable experience for our clients. We believe that planning an event
should be exciting and fun, not overwhelming and stressful. That's why we offer a wide range
of services that cater to your needs and preferences, so you can sit back and relax while we
take care of everything.
Our Services:
Event Horizon offers a wide range of services that are tailored to meet your unique event
needs. We provide end-to-end event management solutions, ensuring that every aspect of
your event is handled with the utmost professionalism and care. Our services include:
1. Event Planning and Coordination: We work with our clients to develop a customized
event plan that meets their specific needs and requirements. Our team of professionals
then coordinates every aspect of the event, from venue selection and booking to
catering and entertainment.
2. Venue Selection and Management: We assist our clients in finding the perfect venue
for their event, whether it's a conference center, hotel, or outdoor location. We also
handle all the logistical details involved in venue management, including seating
arrangements, lighting, and sound.
3. Catering and Bar Services: We offer a wide range of catering options that cater to the
dietary needs and preferences of our clients. Our team of expert chefs creates
customized menus that are tailored to your event and your guests. We also provide bar
services, including bartenders and waitstaff, to ensure that your guests are well taken
care of.
4. Entertainment and Production: We provide a range of entertainment options, from live
music and DJs to dancers and performers. We also handle all the technical aspects of
event production, including lighting, sound, and AV equipment.
5. Décor and Theming: We work with our clients to create a customized event theme and
décor that reflects their brand, vision, or personal style. We handle all the details, from
floral arrangements and table settings to signage and props.
Our Team:
At Event Horizon, we have a team of experienced professionals who are dedicated to making
your event a success. Our team includes event planners, coordinators, designers, chefs,
bartenders, and technicians, all of whom have years of experience in the industry. We pride
ourselves on our attention to detail and our ability to deliver exceptional service to our
clients.
Our Process:
Our process begins with an initial consultation, where we work with our clients to identify
their event needs and objectives. We then create a customized event plan and proposal, which
outlines all the services we will provide and the associated costs.Our event planning process
begins with a consultation to discuss your vision, budget, and objectives. Our team will then
create a detailed proposal, which will include an event design, budget breakdown, and
timeline. Once approved, our team will get to work on planning and executing your event,
leaving you stress-free and able to enjoy the experience.
 CLIENT MEETING DETAILS

Agenda:
1. Introduction and Purpose of Meeting
2. Discussion of Client's Requirements and Demands
3. Presentation of Event Proposal and Budget
4. Q&A and Closing Remarks

We, SPECTRA ENTERTAINMENTS, recently had a meeting with a client, who wished for
us to organize "Fork and Cork", one of the largest and most well-known food festivals in the
country. They communicated their requirements and conditions to us and had a clear vision
for the occasion.
First of all, the client requested that the food festival be hosted outdoors. They thought that
having the event outside would create a more laid-back and informal atmosphere that would
be ideal for a food festival. Additionally, they desired a large venue with space for vendors to
set up their stalls and for attendees to move freely while taking in the cuisine.
The food vendors that would be present at the gathering were specifically chosen by the Fork
and Cork clients. To satisfy a broad range of tastes, they desired a diverse selection of food
vendors serving various cuisines. The clients demanded that suppliers provide both
vegetarian and non-vegetarian options, as well as gluten-free and dairy-free substitutes. They
thought that pursuing this would guarantee that everyone attending would find something
they could appreciate.
During the meeting, the client discussed one of their unique ideas and proposals for the event.
They mentioned that they wanted also add wine and cheese tasting, however, they were not
only intending to concentrate on wine and cheese but also on other food and beverage tasting.
They were seeking choices that were distinctive and varied and would suit a variety of tastes.
They also expressed a wish for the event to include an artisan’s marketplace. Local artisans
could display their peculiar and handcrafted merchandise, including pottery, jewelry, and
home décor, at the venue.
The client wanted to add a food contest to the event in addition to the artisan’s marketplace.
The food competition would be an excellent opportunity to inspire regional vendors to
demonstrate their culinary abilities and contend for the best dish honors. The event would
have a fun and interactive component added by attendees tasting and judging the food
submissions.
As the event management company, we were eager to collaborate with the client to
accomplish their vision. We discussed details, like vendor selection, space allocation, and
marketing, of adding an Artisans Marketplace and Food Contest to the event. We also ensured
that the entire event was sustainable and environment friendly by using techniques like
composting, recycling, and biodegradable plates and utensils.
We presented an in-depth proposal that would satisfy all of the client's requirements while
remaining within the client's budget after discussing the client's demands and requirements.
The proposal and the degree of detail we showed impressed them. The clients accepted the
plan and provided a Rs.50 Lakhs budget for the event. After agreeing to the offer, we started
making plans.

EVENT PROPOSAL FOR "FORK & CORK"

Introduction:
Our company, Event Planners Inc., is excited to present our proposal for "Food & Fun Fest",
an event that celebrates the fusion of food and entertainment. Our team is committed to
delivering a unique and unforgettable experience for all attendees.
Event Description:
"Food & Fun Fest" is a one-day event that showcases a variety of food stalls and interactive
activities for all ages. The event will take place at the City Park on Sunday, May 1st, from 12
pm to 9 pm. Attendees can enjoy live music, comedy shows, games, and more while tasting
different cuisines from around the world. Our goal is to create a festive and welcoming
atmosphere that celebrates the diversity of food and cultures.
Event Features:
• Food Stalls: The event will feature over 50 food stalls that offer a variety of cuisines, from
Indian to Chinese, Italian to Mexican, and more. Each stall will be staffed by experienced
chefs who will prepare fresh and delicious food for attendees.
• Entertainment: There will be live music, comedy shows, and games throughout the day to
keep attendees entertained. We will hire local artists and performers to showcase their talent
and create a vibrant and lively atmosphere.
• Interactive Activities: In addition to food and entertainment, the event will also offer
interactive activities like cooking demonstrations, food competitions, and tastings. Attendees
can learn new recipes, participate in contests, and discover new flavors.
• Kids Zone: We will have a dedicated area for kids that includes fun games, face painting,
and other activities that cater to their interests.
• COVID-19 Precautions: We will follow all necessary precautions to ensure the safety of our
attendees, vendors, and staff. This includes sanitizing stations, social distancing markers, and
mandatory mask-wearing.
Budget:
We have estimated the total cost of the event to be 50 lakhs, which includes venue rental,
food stall setup, entertainment, staff, marketing, and other expenses. We have worked with
local vendors and performers to keep the costs low without compromising the quality of the
event. We believe that the revenue generated from ticket sales and sponsorships will cover the
costs and provide a profit for the company.
Marketing:
To promote the event, we will use a multi-channel marketing approach that includes social
media, email marketing, print ads, and outdoor signage. We will partner with local media
outlets to feature the event in their news segments and offer giveaways to their
listeners/viewers. We will also create a dedicated website for the event that includes all the
details, ticket sales, and sponsorship opportunities.
Conclusion:
"Food & Fun Fest" is an event that celebrates the fusion of food and entertainment. Our team
is committed to delivering a unique and unforgettable experience for all attendees. We believe
that this event will be a huge success and a great opportunity for our company to showcase
our event planning expertise. We appreciate your consideration and look forward to working
with you to make this event a reality.
 ACCOUNTING FOR THE EXPECTED EXPENSES

Expense Description Cost (in

Category Rupees)

Salaries and Event coordinators, planners, assistants, and support staff 75000
Wages

Supplies and Computers, printers, software, office supplies, and event 455000
Equipment equipment,Table&Chairs,Table Clothes,Tents,Garbage
Cans,Glasses for wine
Marketing and Advertising campaigns, promotions, social media 120000
Advertising marketing, and public relations

Miscellaneous Unexpected expenses or contingencies 4000

Venue Rent Rent of the place where the event will be held 150000

Security The security guard of the event 80000

Decoration The decoration materials that are used for the event 135000

Cash Prize Cash prizes given to the people who participated in the 150000
contest
 ACCOUNTING FOR THE EXPECTED INCOME

Income Category Description Amount (in

Rupees)

Rental Income Rent income received from the stalls 4,00,000

Sponsorship and Revenue generated from sponsorships and 6,00,000

Partnerships partnerships with brands and companies

Ticket Sales Revenue generated from ticket sales for events 20,00,000
organized by the company

Total Income 30,00,000

 EVENT BUDGETING AND COST SHEET

Budget-
Summary Estimated Actual

Income 3000000 3000000

Expenditure 1559500 1569000

Balance 1440500 1431000

Particulars Amount

Ticket Price: Rs200/per person

No. Of People Estimated: 10000

Expenses-
Particulars Estimated Actual
Location and others 1,50,000 1,50,000
Food 2,50,000 3,00,000
Entertainment 1,80,000 1,50,000
Wine and Cheese 45,000 45,000
Decorations 1,25,000 1,35,000
Equipment 4,85,000 4,55,000
Marketing and
1,00,000 1,20,000
Advertising
Administration Expenses 75,000 75,000
Miscellaneous 4,500 4,000
Security 80,000 80,000
Others 65,000 55,000
Total 15,59,500 15,69,000
Income-

Estimated Actual
Sales
Proceeds from entry tickets 2000000 2000000
Sponsorships 600000 600000
Rental Income 400000 400000
TOTAL 300000 3000000
 Cost Sheet-
Particulars Fixed Cost (in rupees) Variable Cost (per person)
Venue 1,50,000 15
Tables and chairs 1,00,000 10
Tablecloths 10,000 1
Canopies/tents 1,00,000 10
Garbage cans 20,000 2
Parking 40,000 4
Security 80,000 8
Other 45,000 4.5
Food (include tax and tip)
Stalls (37*8000) 3,00,000 30
Entertainment

Food Contest (cash prize) 1,50,000 15

Wine and Cheese

Glass for wine 30,000 3

Fountain for cheese 15,000 1.5
Decorations
Flowers 60,000 6
Fabric 10,000 1
Disco Balls 30,000 3
Lantern 5,000 0.5
Backdrop 20,000 2
Photo Booth 10,000 1
Equipment

Lighting 40,000 4
Sound 70,000 7
Staging 50,000 5
Generator (diesel included) 35,000 3.5
Marketing and Advertising

Digital Marketing 60,000 6

Printing banners and posters 20,000 2
Billboard 40,000 4
Administration Expenses

Salary and wages 75,000 7.5

Miscellaneous
Stationery 1,000 0.1
Electric Board 3,000 0.3
Total 15,69,000 156.9
PREPARATION OF FINANCIAL STATEMENTS OF SPECTRA
MANAGEMENT

PARTICULARS AMOUNTS TOTAL AMOUNTS

Sales    
proceeds from tickets 2000000  
Sponsorships 600000  
Rental income 400000  
TOTAL   3000000
     
Venue 150000  
Tables and chairs 100000  
Tablecloths 10000  
Canopies/tents 100000  
Garbage cans 20000  
Parking 40000  
Security 80000  
Other 45000  
LOCATION SUB TOTAL   545000
     
FOOD    
Stalls   300000
     
ENTERTAINMENT    
Food contest   150000
     
WINE AND CHEESE    
Glass for wine 30000  
Fountain for cheese 15000 45000
     
DECORATIONS    
Flowers 60000  
Fabric 10000  
Disco balls 30000  
Lantern 5000  
Backdrop 20000  
Photo booth 10000  
TOTAL   135000
     
EQUIPMENT EXPENSE    
Lighting 40000  
Sound 70000  
Staging 50000  
Generator 35000  
    195000
MARKETING AND ADVERTISING    
Digital marketing 60000  
Printing banners and posters 20000  
Billboard 40000  
    120000
ADVERTISING EXPENSE    
Salary and wages 75000 75000
     
MISCELLANOUS    
Stationary 1000  
Electric board 3000 4000
     
TOTAL EXPENSE   1569000
     
NET PROFIT   1431000
Balance Sheet-
Note
No. Amount
.Equity and Liabilities     
(1) Shareholders’ funds    
(a) Share capital   3400000
(b) Reserves and surplus   1431000
(c) Money received against share warrants    NIL
     
(2) Share application money pending allotment   NIL 
     
(3) Non-current liabilities    
(a) Long-term borrowings   500000
(b) Deferred tax liabilities (Net)    NIL
(c) Other Long term liabilities    NIL
(d) Long-term provisions    NIL
     
(4) Current liabilities    
(a) Short-term borrowings    NIL
(b) Trade payables:-   200000
(c) Other current liabilities    NIL
(d) Short-term provisions   250000
     
Total    5781000
     
II. Assets    
Non-current assets    
(a) Fixed Asset    
(i) [Property, Plant and Equipment]   5100000
(ii) Intangible assets   200000
(b) Non-current investments   200000
(c) Deferred tax assets (net)    NIL
(d) Long-term loans and advances    NIL
(e) Other non-current assets   81000
     
(2) Current assets    
(a) Current investments    NIL
(b) Inventories    NIL
(c) Trade receivables   400000
(d) Cash and cash equivalents   200000
(e) Short-term loans and advances    NIL
 (f) Other current assets    NIL
     
TOTAL    5781000

Notes to Accounts:

Note PARTICULARS AMOUNT

No.

Reserve and Surplus:

1) Surplus 1431000
Trade payable:
Creditors 125000
2)
Bills payable 75000

Short Term Provision:

3) Provisions for Employee Benefit Fund 250000

Fixed Asset:
Tangible Assets:
4) Building 5100000

Furniture 300000
Intangible Assets:
5) Goodwill 200000

Trade Receivable:
Debtors 200000
6)
Bills Receivable 200000
 Cash and Cash Equivalents:
Cash at bank 150000
7)
Cash in hand 50000