Practice Activity Online Toot Broakout Rooms suppliers for a catered event Suns Determine common stakeholders ancilary departments and external How,In your designated breakfout groups: 1) You will be assigned a type of event. 2) First, determine two primary and two secondary stakeholders. 3) Next, determine which ancilary departments are required 4) Next, determine which contracted suppliers are needed. 5) Record your decisions in your own notes.

Let's work through this activity. Since I can't join a breakout room, I'll demonstrate the process with a few example event types. You can then apply this process to your assigned event.<br /><br />**Example 1: Wedding Reception (Formal)**<br /><br />1. **Stakeholders:**<br /> * **Primary:** Bride and Groom, Parents of the Bride and Groom (often financially responsible)<br /> * **Secondary:** Wedding guests, Wedding party (bridesmaids, groomsmen, etc.)<br /><br />2. **Ancillary Departments:**<br /> * **Food and Beverage:** Catering, banquet service<br /> * **Sales and Marketing:** Initial booking and contract management<br /> * **Housekeeping:** Room setup, cleanliness, restroom maintenance<br /> * **Front Office:** Guest check-in (if applicable), coordination with other departments<br /> * **Audio Visual:** For music, microphones, presentations (if applicable)<br /><br />3. **Contracted Suppliers:**<br /> * **Caterer:** Food, beverages, potentially linens and tableware<br /> * **Florist:** Decorations<br /> * **Photographer/Videographer:** Capturing the event<br /> * **Band/DJ:** Music and entertainment<br /> * **Baker:** Wedding cake<br /> * **Officiant (if ceremony is on-site):** To perform the ceremony<br /><br /><br />**Example 2: Corporate Conference (Mid-Sized)**<br /><br />1. **Stakeholders:**<br /> * **Primary:** Company hosting the conference, Conference attendees<br /> * **Secondary:** Speakers/Presenters, Sponsors (if any)<br /><br />2. **Ancillary Departments:**<br /> * **Sales and Marketing:** Conference booking and management<br /> * **Conference Services/Event Planning:** Logistics, registration, on-site support<br /> * **Food and Beverage:** Catering, coffee breaks, lunches<br /> * **Audio Visual:** Projectors, screens, microphones, sound systems<br /> * **Housekeeping:** Room setup, cleanliness, restroom maintenance<br /> * **IT:** Internet access, technical support<br /><br />3. **Contracted Suppliers:**<br /> * **Caterer:** Food and beverages<br /> * **Audio Visual Company:** Equipment rental and technical support<br /> * **Printing Company:** Conference materials, signage<br /> * **Transportation Company (if needed):** Airport transfers, shuttles<br /><br /><br />**Example 3: Birthday Party (Child's, Informal)**<br /><br />1. **Stakeholders:**<br /> * **Primary:** Birthday child, Parents of the birthday child<br /> * **Secondary:** Party guests (children and their parents), Entertainer (if any)<br /><br />2. **Ancillary Departments:**<br /> * **Food and Beverage:** Catering or restaurant service<br /> * **Sales and Marketing/Event Planning:** Booking and party arrangements<br /> * **Housekeeping:** Room setup, cleanup<br /><br />3. **Contracted Suppliers:**<br /> * **Caterer/Restaurant:** Food, beverages, potentially cake<br /> * **Entertainer:** Magician, clown, face painter, etc.<br /> * **Party Supply Store:** Decorations, favors<br /><br /><br />**Key Considerations When Completing Your Activity:**<br /><br />* **Event Type Specifics:** The size, formality, and purpose of the event will greatly influence your choices.<br />* **Budget:** Consider the likely budget for the event when choosing suppliers.<br />* **Location:** The venue will impact which services are needed and which suppliers are available.<br /><br /><br />Now, apply this process to your assigned event type. Think carefully about who is involved, what departments within a venue would be responsible, and which external suppliers would be required to make the event a success. Remember to record your decisions!<br />