Selection of Danish pastries and Croissants


Board of Directors Private Meeting

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Event Summary

The event will be a full day board meeting where board member will be free to discuss an upcoming takeover of a major competitor. The board members have chosen a date of Wednesday, July 13, 2011 as their meeting date. They wish to meet in a private, secure location to discuss their future business plans. They wish to meet in the Docklands, as opposed to the Canary Wharf area. They wish to include limousine service to pick them up from their hotels and to return them after the meeting. Each of he board members wishes to have their own private limousine.

In addition to these requirements, the board members with to have dinner at a restaurant the night before the meeting, They wish to have limousines to take them to their flights the morning after the meeting. Eight board members will be in attendance at this meeting.

The board members will need a full list of items including access to a secretary, fax machine, phones, Internet and copying services. They will need to have flipcharts, a projector, screen, audio, and video conferencing available. They will be served morning refreshments, a working lunch, and afternoon refreshments while on site.

Event Function Sheet

Evening Before Meeting

Board Members are picked up at the airport by private limousine. They will be driven to Petros restaurant for 6:00 dinner reservations. They will be guests at the Chef’s table where they will be able to feel and experience the vibrancy of the kitchen, as well as meet the chefs. After a leisurely dinner, the limousines will take them to the Cavendish Hotel.

Meeting Day

7:30 AM — Limousines will arrive at the Cavendish Hotel to drive the board members to the Hilton Docklands Riverside.

8:00 AM — Arrival at the Hilton Docklands Riverside. Breakfast upon arrival will be catered by Hubbub catering. The buffet-style menu will include:

Free-range scrambled egg

Thick-cut back bacon

Farmhouse sausage

Grilled tomatoes

Field mushroom

Bloomer bread and butter

Selection of Danish pastries & Croissants

Butter, jam and preserves

Fresh fruit selection

10:00 — 10:15 AM — Break and morning Refreshments including a selection of canapes. ‘

These will include:

Roast duck pancake with hoisin sauce, spring onion and cucumber

Smoked salmon, dill and horseradish sour cream blinis

Porcini mushroom and sage pate crostini

Mixed berry tartlets with creme patisserie

Fresh fruit skewer

Assorted petit fours

1:00 — Three course meal while working. The menu will include a choice of:


Coldwater prawn cocktail with Marie Rose sauce

Roasted tomato & garlic soup with basil olive oil

Goats cheese & cherry tomato tartlet with rocket salad


served with seasonal vegetables and baby potatoes

Honey & lemon glazed salmon fillet served with a dill creme fraiche

Morrocan spiced ratatouille with couscous and a coriander & walnut pesto

Roasted free-range chicken breast with a tarragon and sauvignon cream sauce


Sticky toffee pudding

Chocolate and hazelnut brownie with vanilla ice cream

Lemon cheesecake

4:30 — Afternoon Refreshments to include a British Cheese Platter and a Platter of fresh seasonal fruits.

6:00 — Limousines will take board members to Bel Canto French Restaurant where they will enjoy an evening of relaxation, entertainment and fine dining. The Bel Canto

offers one of the most unique dining experiences in London.

9:00 — Limousines will take the board members back to the Cavendish Hotel

Morning After Meeting

Board members will enjoy a buffet breakfast that is offered by the Cavendish before departing for their flights home.

7:00 AM — Limousines will take board members to London City Airport for 8:00 AM flights.

Event Timeline

January 14, 2011 — Submit proposal to board member at January 15, 2011 board meeting approval. This will be done by the event planner at the 10:00 AM meeting held at the client’s main office.

January 21, 2011 — All contracts must be signed and returned by this date.

January 21-Feb 1 — interview caterers, hotels, limo services to make certain that they are appropriate. Visit all vendors and sites.

February 1-4, 2011 – book all hotel, limo and catering reservations. Pay all deposits necessary.

February 7-11, 2011 — Find backup caterer and limo service in case of problems

May 2-6, 2011 — meet with caterer, choose menu, make final arrangements.

Meet with limo service to make final arrangements

May 9-13, 2011 — Meet with Hilton Docklands Riverside to make final arrangements for services.

June 15, 2011 — Call all vendors and confirm final arrangements

July 12-14, 2011 — Main Event as per Itinerary. It might be noted that all equipment needed will be provided by the hotel. In addition, they have secretarial staff available as part of the meeting room rental. The catering vendor supplies all eating utensils, linens, etc. Set up was included in the quoted price.

July 18, 2011 — Mail out evaluation surveys to board members.

August 1, 2011 — Get surveys back, do final close out documents and submit for payment.

August 31, 2011 — Final payment received.

Event Budget

All Amounts are in UK Pounds



# Units


2 Nights at Cavendish Hotel – 1 person per room


UK Limo Service — 8 limos — as per negotiated flat fee


Airport to Petros Restaurant


Petros Restaurant to Cavendish Hotel


Cavendish Hotel to Hotel Docklands Riverside


Hotel Docklands Riverside to Bel Canto


Bel Canto to Cavendish Hotel


Cavendish Hotel to Airport


Meeting Suite — Westminister Suite


Catering — Hubbub Catering





Morning Refreshments







Afternoon Refreshments




Additional Charges — Chef, waiter/waitress (per hour)



Event Management Fees

Grand Total


Site Inspection Checklist


Site Inspection Date:

Completed by




City State Zip

Meeting Name:

Hotel Address

Phone: FAX:

Rooms with King Beds?

Non-Smoking Rooms?

Construction Planned? Yes ? No

If yes, what and when?

Rate the following: (1 poor — 5 excellent)

Lobby Decor

Lobby Seating/Location

Lobby Condition/Cleanliness

Restaurant(s) Condition/Cleanliness

Restaurant(s) Decor

Restaurant(s) Menu Selection/Pricing

Restaurant(s) Food Quality


Rate the following: (1 poor — 5 excellent)



Square Footage of Room

Bathroom Condition/Cleanliness

Overall Rating


Checklist Meeting Room

Space Available on requested dates YES NO

Room Rental Charge

Rate the following: (1 poor — 5 excellent)






Sound System

Equipment (e.g. tables, chairs)

Restroom cleanliness

Restroom proximity

Equipment availability

Equipment condition

Equipment price

Overall Rating


Checklist for Limo Service Selection

Enough Limos available at requested dates and times YES NO

Rental Charge

Services Included in this price?

Rate the following: (1 poor — 5 excellent)

Condition/Cleanliness of Vehicles




Sound System

Comfort of seats



Caterer Selection Checklist

Available at requested dates and times YES NO

Set up Included in Price? YES NO

Provide Linens, flatware, tableware etc. YES NO

Price for additional staff? YES NO

Rate the following: (1 poor — 5 excellent)

Condition/Cleanliness Linens, flatware, glassware etc.

Menu selection

Menu Price

Quality of food samples provided


Post Meeting Evaluation Survey

Please Rate the following: (1 poor — 5 excellent)






Quality of room at Cavendish Hotel

Room Decor at Cavendish Hotel

Were the Limo Drivers prompt?

What was your overall satisfaction with the limo service?

How would you rate the meeting facilities at the Hilton Docklands Riverside?

Did you have everything you needed at the meeting site?

How would you rate the catering?

Catering food quality?

Catering Staff?

How was your experience at the Petros?

At the Bel Conte?

How would you rate your overall satisfaction with the event?


Bel Canto French Restaurant, London UK. 2010. Retrieved 8 January 2011 from

Hilton London Docklands Riverside. Retrieved 8 January 2011 from

Hubbub Catering. Retrieved 8 January 2011 from

UK Limo Service. Retrieved 8 January 2011 from

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