MMU End of the Year Ball By F203 Stakeholders MMU End of the Year Ball By F203

Students The best way to establish early contact with the students would be through holding a meeting and inviting leaders of different societies to speak to them and help us plan the event. For example the type of music they would like as well as try to make some sort of themed event that might include fancy dress. Lastly we would ask about the range of food they would like to be served and what style they would like us to present the food in terms of buffet or sit down plated meals.

Teachers Next we aim to establish and maintain contact with the teachers through holding regular meetings in preparation for the event where they would be able to contribute to the organisation process. We would ask them if we can hold the event and explain what the students want to happen within the event. We will then see if we can deliver on those requests and if anything conflicts with any rules and regulations in place for the students. We then set the time and date as well as establish a venue for the event.

MMU Staff MMU staff will have to be informed about the event in advance, most likely through the teachers who are helping to prepare the event, in order for us to know their availability and to help them prepare for the task. For example: can the chef’s do some extra hours and cook or will we have to hire external catering. After checking the staff members, we will decide if we need to hire any more from the agencies. We will also need to establish if there are cleaners available to clean before and after the event.

Catering Agency Depending on the response of the MMU Staff in terms of availability, we will know what food and drinks we can provide. Therefore we can get the catering agencies to handle the resources and personnel that will be added on to help carry out the various tasks. We will seek out existing agencies that have already provided their service before, to help confirm their reliability. This will be very helpful since a catering agency that had completed similar jobs in the past will be better prepared when it comes to delivering to the event. Regular contact will have to be maintained to inform the company throughout the process of the catering requirements.

Audio Equipment Company We aim to establish and maintain personal contact with an audio equipment company throughout the whole process, and have a representative of the event attend and choose the audio equipment in person. Hopefully they will also deliver, set up and remove of all audio equipment after use. We will also discuss the hiring of a DJ to provide the entertainment and if he will provide his own equipment, if this does not happen we will need to arrange transportation to and from the venue of hire.

Venue Owners Where we hold our event will be decided by the amount of people that will be attending. As well as the effects of both transport and scale taken to and from the event location. We aim to establish contact with the venue owners as early as possible, so that we know what they are capable of providing for the event and what we will need to provide ourselves. We will have to ensure that they can support our equipment needs.

Transport Company Depending on the predicted attendance of people for the event, we will have to figure out if the university is able to provide transport for the event, if not we will have to establish contact with a transport company to deliver everyone to the venue successfully. If transportation is an issue with the equipment and agencies cannot transport or deliver goods and personnel, we will have to arrange additional logistics and make sure that everything and everyone can be safely delivered to and from the venue of choice.