VCC Construction Christmas Party

Who: 300 VCC employees and their plus ones (600 total guests)
What: Company Christmas Party
Where: Château Élan Winery and Resort
100 Rue Charlemagne Drive, Braselton, GA 30517
When: December 15, 2017 at 6 P.M. to 11 P.M.
Why: Connect with employees and celebrate the holidays
How: VCC provides airline tickets and hotel rooms

Event Description:
The VCC Construction company is hosting a Christmas Party for its employees and significant
others. The event is being held at Château Élan Winery and Resort, which is where the guests
will be staying overnight. The company is worldwide and always covers hotel room charges as
well as flight costs for the 600 invited guests. The event is taking place in the Paris Ballroom and
it is The color scheme is red, green, and gold. Château Élan Winery and Resort provides catering
and there will be a buffet. Photo booths and Santa magicians will serve as entertainment.
Employees who have been with the company for 25 and 50 years will be recognized and given
hand written gift bags. The bags will contain a Google Home Speaker to show the company’s
appreciation for time spent with the company.

Event Storyboard:
PARIS BALLROOM

TO SPA
E
MEN WOMEN
S

P BAR
B

BAR
ENTRANCE DOORS

FS
TO MONTE CARLO
BALLROOM

FS

CORRIDOR
SERVICE
FS
BAR

P BAR
KIOSK B

TO ÉLAN BALLROOM

WOMEN = WOMEN BATHROOM

S = STAIRWELL FS = FOOD STATION

BAR = BAR
MEN = MEN BATHROOM
E = ELEVATOR

= TEMP FENCING
P = PHOTO BOOTH
STAGE = STAGE B
SWOT Analysis:
SILVER HOLIDAY DINNER BUFFET
Warm Rolls and Butter

SOUP
Beet Root and Tomato Ginger


Cranberry and Pomegranate Juice Reduction

SALADS
Baby Spinach and Roasted Red Pepper Salad


Toasted Barley, Eggplant, Pistachios, Feta Cheese, Balsamic Vinaigrette

Hand Picked Field Greens


Toasted Pecans, Roasted Apples, Dried Cherries, Tomato, Onion, Cucumber Balsamic
Vinaigrette and Herbed Ranch

Red Grapefruit and Arugula Salad


Caly Road Creamery Goat Cheese, Avocado, Green Onion, Whipped Orange Blossom
Honey Vinaigrette

ACCOMPANIMENTS
Brussels Sprouts and Pearl Onions


Local Green Beans Sautéed in Benton’s Bacon Butter


Smashed Yukon Gold Potatoes with Horseradish and Granulated Garlic

ENTRÉES
Open Fire Grilled Gainesville Chicken Breast


Roasted Cherry Tomatoes, Artichokes, Capers, Extra Virgin Olive Oil

Pressure Cooked Angus Beef Chuck Roast


Stewed Winter Vegetables, Veal Stock, Red Wine Reductions

Brown Sugar Cured Salmon Fillet

Fresh Lemon-Dill Cream Sauce

HOLIDAY DESSERT DISPLAY

El Cocuy Chocolate Mousse


White Chocolate Caramel, Flourless Chocolate Cake, Passion Fruit Coulis

French Vanilla Custard


Marshmallow Brûlée, Cinnamon Graham Cracker

She’s My Cherry Pie


Amarena Cherries Layered with Frangipane, Almond Streusel

Premium Brand Bar Package

Liquor Brands
Grey Goose Vodka, Bombay Sapphire Gin, Bacardi Light Rum, Patron Silver Tequila, Makers Mark
Bourbon, Jack Daniels Whiskey, Crown Royal Whisky
 Johnny Walker Red Scotch

Upgraded Château Élan Wines

Based on availability, please ask your Château Élan representative for wine list

Domestic Beers
Bud Light, Michelob Ultra, Miller Lite

Import & Craft Brews

Heineken, Corona, Sweetwater 420 (Local)

Assorted Sodas & Bottled Water 


Coke, Diet Coke, Sprite

Specialty Cocktails
White Christmas Mojito
 Bacardi White Rum, Coconut Milk, Fresh Lime Juice, Pomegranate Arils, Fresh Mint Leaves

Pomegranate and Rosemary Gin Frizz

Bombay Sapphire Gin, Rosemary Syrup, Fresh Lemon Juice, Pomegranate Juice, Club Soda

Event Budget
$380,000
Hotel Rooms $ 54,000
Airline Tickets $189,500
Buffet $ 48,000
Beverages (Alcoholic and Nonalcoholic) $ 37,800
Service Charge $ 8,316
Tax $ 2,646
Pipe and Drape $ 616
Christmas Ornaments $ 674
Centerpieces $ 2,100
Place Cards $ 110
Invitations $ 825
Lighting $ 4,400
Table Rentals $ 600
Chair Rentals $ 4,800
Photo Booth $ 1,500
Magicians $ 3,400
Bartenders $ 1,600
Security $ 2,000
Gifts $ 2,580

Total $365,467
Back Up Funds $ 14,533

Timeline

Meet with Vendor VCC Approves

Venue Deposits Final Order
 Research Plane
Tickets

Production Schedule
December 15, 2017

16:30 Load In
17:00 Stage Ballroom
18:00 Guests Arrive
18:00 Cocktail Hour Begins
18:00 Photo Booth Opens
18:15 Magicians Ready
18:45 Buffet Set
19:00 Cocktail Hour Ends
19:00 Dinner Begins
22:15 Dinner Ends
22:30 Buffet Shutdown
22:30 Last Call
22:30 Final Magician Walk Around
22:45 Photo Booth Closes
23:00 Guests Depart
23:15 Breakdown Ballroom
23:30 Load Out

Risk Management Plan

 Security Guards
 Restricted Access to Guest Room Floors
 Emergency Exits Clearly Marked
 First Aid Kit on Site
 Evacuation Plan
 Visible Fire Extinguisher
 Venue Staff Trained in CPR
 Closest Medical Facility = Northeast Georgia Medical Center
Marketing
Target Market:
-VCC employees and significant others

Marketing Objectives:
-Have 300 employees attend the
Christmas Party
-Increase employees’ internal network
connections
-Satisfy attendees

Key Messages:
- Deliver excellence in construction
and holiday cheer
- Time spent as an employee with
VCC is valued
- Oh what fun it is to be a part of the
VCC team

Invitations:
- Sent to each invited employee (300)
- Printed and mailed out
- Oh what fun design (with correct address and date)

Sponsorship
A potential sponsor for the Christmas party is Southwest Airlines. Since around
400 people will need flights to Atlanta for the event, Southwest could sponsor the
party by reducing airline ticket prices in exchange for advertisement. We would
advertise the airline by placing its logo at the bottom of printed photo booth
pictures. The VCC Christmas party is a party to celebrate the employees of VCC,
so having five sponsors to advertise at a company party could distort the meaning
of the event.
However, Google could be a potential sponsor since employees who have been
with the company for 25 and 50 years will be gifted Google Home Speakers to
show VCC’s appreciation for its employees. A sponsorship from Google could
lessen the price to pay for the speakers, but there is plenty of room in the budget to
pay for the speakers. Again, the party is to celebrate VCC and sponsors may mix in
unwanted messages to employees.