1. Needs Analysis
Who: Primarily, Caucasian business owners/contractors and their families with interests in
restoring/leasing a historic Providence building and incorporating the need of local businesses
to make their building succeed. Preferably, these individuals are in between the ages of 30-45
making roughly $70,000-$200,000/year.
What: Cultural gala that incorporates the arts, food, music and architecture differences that
Rhode Island has to offer. With the collaboration of each individual craft, they could embody
the uniqueness of Rhode Island as a whole.
When: Saturday, October 22, 2016 3pm-10pm Sunday, October 23, 2016 11am-4pm
Where: Downtown Providence, in the old Department of Health Services on Fountain St.
Why: To bring awareness to vacant historical buildings in Providence, in hopes to sell/lease to
businesses while highlighting Rhode Island treasures.
How: Executing parking substitutions, advertising on local stations like NBC10 with Joe
Kayata and launch all major social media networks such as Facebook, Twitter, LinkedIn,
Tumblr ran by Marcus. Market to local and national business owners such as Alex & Ani.
Contact real estate agents such as Realtor. Contact local artists to paint canvases of the historic
buildings. Contact local vendors like Farm Fresh to showcase at the event.
Event Goals
Client Goal: To drive the drive market by changing the perspective of downtown Providence
and letting people realize they could have a “different and better” business due to location and
what the rest of the city has to offer.
1.) To showcase the advantages of investing in the city by demonstrating how many people
commute on a daily basis (potential customers/clientele).

2. 2.) To elaborate the accessibility of 3 major cities within hours of driving distance.
3.) To incorporate the diversity of different cultures and how they can influence their business.
Attendee Goal: To learn more about Providence and selling to a prospect buyer.
1.) To promote local businesses’ products by showcasing them at the event.
2.) To encourage prospect buyers to involve local artists, chefs and the community in order to
enhance Providence’s economic state through promotion.
Successful or Failure?
• If the building sells or rents.
• If sales for local businesses are up.
SWOT Analysis
Strengths
• Historic background of the old Department of Health Services.
• Parking deck right next to the Dunkin Donuts center; more parking lots available down
town.
• Proximity to the Rhode Island Convention Center, Dunkin Donuts Center, the Hilton
Hotel, the Biltmore Hotel, the Marriott Courtyard, the Providence Place, the Trinity
Irish Pub and Kennedy Plaza giving the guests options to explore after our event.
• Brings people to the smaller shops of Providence; bringing them revenue.
• The road leading up to the venue has ample lanes to get guests in and out without
congestions.
• Exits right near the highway and bus stations.

3. • Daniela and Cristal bring exposure from the Rhode Island Travel and Tourism division
and what they’re expectations are when planning a new event.
• Maria has experience with mega events, contracts with vendors, and planning a major
wedding which involved flying over 200 people from 23 states.
• Emily and Cristal have the knowledge about guest satisfaction from previous
employments with the Walt Disney World Company.
• Hope has culinary experience and will be able to coordinate the chefs involved in the
chefs competition.
• Marcus brings planning experience from many student events which will help us make
sure everything runs smoothly.
Weaknesses
• The ingress to the building will be rather congested because the sidewalks are narrow.
• Not an exact benchmark event that will allow us to reference in the nearby area to
create a budget.
• Because the event is held on the weekend, there is a high volume of traffic in
Providence.
• Dunkin Donut Center hasn’t released 2016 events; we cannot ensure competition at this
time. (Will revisit in a few months to further update)
• Since the building has not been will kept, we will have to spend an unwanted cost of
our budget to stage the event.
Opportunities

4. • Rhode Island State Council on the Arts will grant us a grant of $2,500 for our new
venture and arts program because we fulfill all of the requirements of a cultural
showing.
• Because there isn’t an oversaturated market of architecture; we are opening up a new
demographic/market for this unique event.
• Multiple historic buildings which will allow for an annual event for years to come.
• Have the Confetti Foundation showcase at our event, bringing charity and architecture
together.
• Publicly known team member to advertise on television.
Threats
• Rain (putting tents up)
• Violence around the city (having extra security)
• Traffic (having people walk or even having buses to transport people)
• Since we are going to have food, allergies (make sure we let people know what is in our
food by having the allergies on a menu and also having our staff be aware and have
proper knowledge of out menu)
• Bad Roads (Providence has a lot of potholes and one way streets)
• Jack-O-Lantern guests will not want to visit two different events at the same time.

5. PESTLE Analysis

6. criteria examples
ecological/environmental
current legislation
future legislation
international legislation
regulatory bodies &
processes
government policies
government term and
change
trading policies
funding, grants and
initiatives
home market pressure-
groups
international pressure-
groups
wars and conflicts
Political/Governmental
• Class P caterer Liquor
License from Department
of Business Regulation
• Save Americas treasures
gives funding to historical
building preservation.
• RISCA Access Grants
$2,500 to new ventures,
occasional arts programs,
or arts and cultural
organizations.
• Our event has some of the
same demographics as
political galas and
campaign trail attendees,
with our event 17 days
before the 2016 election
some of our clients may
be busy campaigning
especially since RI is a
blue state, with 295,971
registered Democrats,
and 51% women to men
ratio.
• When buying historical
property you have to have
special permits and be up
to the historical building
codes so it may be
difficult to find a buyer
but there are many grants
and loans offered by the
state to combat this
weakness.http://www.pres
ervation.ri.gov/grants/
Some such grants are
Certified Local
Government (CLG) Grant
Program for municipal
historical preservation
activities and the State
Preservation Grants.
Economic
• Rhode Island
unemployment rate is 9.3
which is much higher than
the national average of 6.6
• Gas prices In Rhode
Island, self-serve, regular
gasoline is holding steady
at $2.37 per gallon, 8 cents
lower than a month ago,
and 3 cents lower than the
national average for
regular unleaded at $2.40.
A year ago, Rhode Island’s
average price was more
than a dollar higher at
$3.61. The gas prices have
been as high as 3.61 and
as low as 2.37 in a year so
in a year from now gas
prices could change again.
• Parking in the mall parking
lot is 10 and you are
competing for a spot with
the mall shoppers.
• Because the schedule is
not available yet for the
convention center or the
Dunkin Donuts arena we
cannot guess what may be
in town that weekend. But
past events that have
occurred in October at the
DD center and arena are…
October 4, 2014- WWE,
October 10th
, 2012 Wiz
Khaflia. Rhode Island
Comic Con usually
happens in November so
we should not have a
problem there.
• Sales Tax in Rhode Island
is 7%
• On a hotel room you have
two taxes on your hotel
room bill: the 7% sales tax
on the room, and a 6%
hotel occupancy tax.
Criteria examples
home economy
economy trends
overseas economies
general taxation
taxation specific to
product/services
seasonality issues
market/trade cycles
specific industry factors
market routes trends
distribution trends
customer/end-user drivers
interest/ exchange rates
international trade and
monetary issues
Criteria examples
lifestyle trends
demographics
consumer attitudes and
opinions
media views
law changes affecting
social factors
brand, company,
technology image
consumer buying
patterns
fashion and role models
major events and
influences
Social
• Restoration of buildings
is trending and it is a
great way to bring the
community together for a
cause. People love to
make their community
grow and they take pride
in knowing it’s their own.
• Maria has contacts with
Sirius radio, NBC 10, VH1,
and she works for the
Sinclair Broadcasting
system which has
stations all over the
country. Maria could run
an ad on the stations in
the New England area.
• Alex and Ani is trending
Technological
• Wi-Fi has been proven to
be a lifeline for many
events in today’s business
world. Studies have shown
that free Wi-Fi affects the
choice of venue (69% Yes;
31% maybe/depends on
other factors; 5% say no) –
InStat Survey on Sept.
2010. Seeing as how this
can impact the number of
attendees attending our
event, it would be best to
include it. The purchase
will be made from Verizon.
• Because of the size of the
building just having on the
floor security patrolling the
Criteria examples
competing technology
development
research funding
associated/dependent
technologies
replacement
technology/solutions
maturity of technology
manufacturing maturity and
capacity
information and
communications
consumer buying
mechanisms/technology

7. Attendee Demographics
1. Business Owners – between the ages of 30-45 years old; looking to expand their
business. Preferably with 5-15 years of experience in their specific industry coming
from Connecticut, Upstate New York, New Hampshire and Massachusetts.
2. Families – with parents who are in between the ages of 40-55, who make 55,000 –
85,000 with approximately 2-4 children (ages of 10-17); looking to experience
Providence in a different light.
3. Males – between the ages of 22-55 with interests for the art, culture, and architecture
highlights of Providence.
4. Females – between the ages of 22-55 with interests for the art, culture, and architecture
highlights of Providence.
Considerations
Visit Rhode Island should consider our event for many reasons. Our event goal is to
have a historic preservation open house. We are trying to show the attendees all the great
aspects of Rhode Island, and show them why they should either buy property or drive them in
frequently. This would be a great event for stakeholders because our event will drive the drive
market with the intent to get local businesses and the state of Rhode Island more potential
business. Vendors that take part in our event will be promoting their business and enticing the
attendees to visit their local business. Attendees will be able to enjoy the cultural arts and have
a taste of Rhode Island, while standing in one of Rhode Island’s most beautiful real estate
properties.

8. Site Selection
Known as the John E. Fogarty Memorial Building has been closed for a couple of years
now. There were rumors that the Procaccianti Group has been trying to convert this building
into a hotel but the people of Providence just weren’t on the same page. John E. Fogarty was a
Congressman from Rhode Island for 26 years and ever since his childhood was very much

9. involved with the state. He was referred to as “The Champion of Better Health for the Nation”.
This building located at 111 Fountain St. was built in 1968, right at the heart of
Providence with 40,000 square feet in space. Right in the central business district, between
Kennedy Plaza and LaSalle Square, next to Providence Journal headquarters and across the
street from the Civic and Convention Center, this location was ideal to our specific event. With
accessibility to parking garages, hotels, entertainment, transportation and its historic streets;
our guest will not be constricted. Though our event may be the main focus and travel into
Rhode Island, we are allowing guests to also venture out after the event has come to an end.
Inclement Weather Contingency
• In the event there is a sever snow storm, the event will be postponed until the next
weekend.
• In the event of flooding, the event will be postponed until the next day or the next
weekend.
• In the event of a hurricane, the event will be postponed until the next weekend. If the
location is still not clear, or something has happened to the building, the event will be
located to (this building) or postponed until the building is safe.
• In the event that there is a tornado, (before the event) the event will be postponed till
the next day. In the event that it happens during the event, there will be places in the
building for guest to shelter as well as transportation and medical staff on hand.
• In the event of a state of emergency, the event will be postponed till the next weekend.
• In the event that any inclement weather happens during the event, all personal will be
responsible for keeping guests and themselves safe. Transportation will be required as
well as hotel stay across the street.

10. Contact Procedures
• In the event an emergency happens, staff must radio to central command located on
(this floor)
• If the radio does not work, please use the phones throughout the building to contact
central command
• In the event the building is on fire, all personal must get all the guest out of the building
as long as they can keep themselves safe. In the event of a fire, the fire department will
be contacted by at least 5 designated people as well
• In the event of a severe storm or other extreme weather, all personal will advise guests
to locate to designated sage areas in the building. If transportation is required,
transportation will be provided.
ADA for Site
• In the event that someone needs to be in a wheelchair during the event, ramps to get
into the building will be provided. There are elevators in the building to get to and from
floors.
• In the event that there is someone with a hearing disability, a headset will be provided
as well as someone
• If someone that is visually impaired calls, they are allowed to bring their seeing eye
dog. If they do not that can do American sign-language if needed. have one, a person
will be provided to guild them as well.
• If someone with a speech impairment calls, they will be provided with a translator if
needed
o There are handicapped bathrooms throughout the building.

11. o Elevators will be monitored and anyone needing help will receive it
o All translators will be provided if needed
o Headsets will be provided if needed.
Event Schedule
October 22, 2016
Floor 1 Floor 2 Floor 3
3:00 PM
4:00 PM Food Vendors
5:00 PM Artists Showing/ Pumpkin Carving
6:00 PM Real Estate Showing
7:00 PM Chef Battle Prelims
8:00 PM Gifting Suite
9:00 PM Reception
10:00 PM
October 23, 2016
Floor 1 Floor 2 Floor 3
12:00 PM Food Vendors
1:00 PM Gifting Suite
2:00 PM Artists Showing/
3:00 PM Real Estate Showing Chef Battle Semi-Finals
4:00 PM & Finals

12. Marketing Analysis
Who – Caucasian new money business owners/contractors and their families between the ages
of 30-45, with a yearly income of $70,000-$200,000. These individuals are readers of the New
York Times, Architectural Digest, Vanity Fair, Tatler and GQ. They send most of their time
networking on the golf course, grabbing coffee from Starbucks, and shopping at high end
department stores like Bloomingdale’s, Saks, and Nordstrom. They attend charitable events to
represent their status and network themselves and their events through social media sites like
Facebook, LinkedIn and Xing.com. These individuals are not afraid of traveling long distances
through United or Delta airlines for work or pleasure. These individuals reside in Upstate New
York, high end areas of Connecticut, Southern Rhode Island and in the state of Massachusetts.
What – Print advertisement in newspapers such at the Wall Street Journal, Architectural
Digest, and Vanity Fair. Print advertisement in Hemisphere Magazine and Delta SkyMagazine
which are located on airlines. Special invitations on social media including Facebook,
LinkedIn and Xing.com. Fliers at all corporate events and major coffee shops, and fine dining
establishments. We will be advertising on local radio stations like 92.3 ProFM and Kiss 108.

13. Why – All marketing has been specific to the certain areas that our demographics will be
attending on their regular basis. Might that be on their commute to the office or on their way to
a corporate event through our radio outlets. While they’re reading their morning paper, they
will come across the advertisement on the newspaper. While periodically checking their social
media, they will come across our social event invitations and be intrigued. We will be
simulating their urge to come to the event while the do their daily routines without them even
noticing.
Where – This event will be advertised on Rhode Island radio stations, as well as radio stations
in other states like New York, Massachusetts and Connecticut like 92.3 ProFM and Kiss 108.
Throughout the city on posters at Kennedy Plaza and Providence Place Mall. Small pumpkins
stand in front of the building with painted dates and times on them and are perfectly festive for
the season when it comes around. Basket of brochures to local real estate agencies and
businesses to come support their work and Providence as a whole.
When – Eight months prior to the event, marketing segments will begin in all newspapers,
radio stations, online outlets and magazines. This allows guests to plan in advance and yet be
reminded ever so often until the time of the event.
How – Registration will be taking place through our Facebook account and tickets can be
purchased through Ticketmaster.com, where we will be promoting their association with our
event. Visit Rhode Island, and our personal website at artchitculture.com. Tickets for one-day
(Saturday, October 22) will be $50 or a ticket combo can be purchased for both days at $75.
Children activities will only be hosted on Sunday for $25 per child. If in case of an emergency,
tickets will be refunded. Tickets cannot be refunded if guests wish to sell them back, as well as

14. scalping is prohibited. Color coordinated bracelets will be given automated check in at the
entrance with iPads confirming the confirmation number or email address.
Logistics
Food Vendors
Emery’s Catering – 24 Central St, Central Falls, RI (401) 725-5680
Our food vendor will be sending in their servers at 3:30pm in order to be briefed and
assigned specific tasks. There will be an appetizer/hors d’oeurves passing from 6:00pm-
8:00pm. They will be in charge of the bar as well, which will be serving domestic beers like
Narragansett, Wachusett IPA, Flag Ship, Hurricane Amber Ale, and O’Douls. Some of the
different local wines they will be serving include red and whites including the Rising Tide,
Gemini Red, Great White, Belevue Blush, and Rochambeau. Catering bar service includes

15. liquor liability insurance and certified bar staff. After the event is over, they are also be
responsible for cleaning session of all their appropriate areas.
Vendors: Rental and Décor Needs/ Vendors
Our décor vendors will be setting up the day before our event (October 21, 2016) for
two hours. This will happen from 6:00 pm – 8:00 pm. Also, on the last day of the event
(October 23, 2016) our décor vendors will have 2 hours to break down. This will happen from
5:00 pm – 7:00 pm.
Num. Item Price
8 Tables (30 x 96) $1,280.00
40 Table (60") $2,500.00
500 Chairs $1,000.00
16 Linen for tables $320.00
Flowers $2,500.00
Delivery Charges $500.00
$8,100.00
Insurance
Our event will be insured through Private Event Insurance which is underwritten by
Nationwide Mutual Insurance Company. With a liability insurance coverage, there will be a
$1,000 deductible which will insure us from being held liable for property damage or bodily
injury. They also offer a host liquor liability to protect against alcohol-related accidents.
Wow Factor
• As the VIP attendee arrives at the venue they are met by a white gloved valet who politely
takes the keys and directs them where to go next.
• The VIP attendee will walk to the right and do the step and repeat while all of the media of
Providence and North East take photos and interview attendees.

16. • Our Important Guest, (because all of our guests are important) will park in one of the many
parking lots in the area and enter the building from the left.
• When in egress the attendees will have their tickets and bags checked.
• Once inside they experience the beauty of historic architecture, the smell of flowers, and
the sound of the cellist playing popular songs new and old. (All about that Bass, She’s got
legs, Shake your tail feathers)
• There is a host that will direct you to go to your right.
• To the right the attendee will witness artist painting, drawing, and digital graphic design
artist all creating there impression of Providence historic buildings.
• In the middle there are local vendors (Alex and Ani) handing out jewelry, fudge, and other
takeaways.
• As they reach one corner of the room there is a bar.
• The guest continues around in a circle collecting, watching, and drinking.
• After the guest has drank a few drinks, put a bid in for the silent auction, and picked up
something from the gifting suite they head up stairs.
• At the top of the stairs they are met by an architectural ice sculpture that is lit with blue
lights and glows.
• Someone meets you at the top of the stairs and gives you a confetti popper to use at the end
of the competition for your favorite chef.

17. • The smell of food is the next thing that draws your attention.
• Followed by the screens with our battling chefs on them. (These are set up to guide traffic)
• There are two more bars on either side of the room and a DJ playing everyone’s favorites.
(instructed not to take requests)
• The chefs are in the back of the room and there are belly tables set up around the room.
• There is also a photo booth near the bathroom.
• As the chef battle heats up, we turn up the music, and we keep feeding our guests hefty
little plates.
• Chef battle winners are met with a confetti shower.
Security
One of the event planners has four men who have prior security training and experience
to volunteer their weekend to accommodate all of our security needs. They should be at our
event two hours prior to the event and depart two hours after the event is over. Two men will be
in charge of screening bags and wanding guests who will also be armed. Two men will be
assigned crowd management and that all guests are mingling in an appropriate manner.
Entertainment
ATR Treehouse will be taking care of all of our audiovisual needs. They are a local
audiovisual company that has been in the business for 25 years. They will be taking care of the
mood lit lighting during our gala, make sure that all of the technical needs are taken care of.
The system that they will be using is called Chauvet lighting systems. This unique lighting

18. system uses energy saving LEDs, which allow for less power consumption, and less generated
heat thus less counter-cooling measures. Throughout our event we will have our guests ears
filled with music. The system that our vendor will provide us with will be a Bose sound
system. The music will be very uplifting to guest and we will have them dancing the night
away. On the first night of the event, when the guests enter our event, they will walk into our
first floor, which will be filled with the sweet sound of the piano. On the second day, the cello
will fill the room with its deep and rich sound. The vendor that will be providing us with this
sweet sound of these instruments is Vogue Music Events. Not only that but, on the second
floor, where our guests will be able to enjoy the food and beverage they will be accompanied
by a DJ throughout the whole weekend. The music that the DJ will make our guests never
wanting to leave our event and dance the night away!
ADA Requirements
According to the Americans Disabilities Association, we should provide reasonable
accommodations to those who have a disability. Auxiliary aids and service will be provided,
ramps are in place, restrooms will be accessible, and elevators to get from one floor to the next.
First Aid/EMT
Our first responders will be provided from the city of Providence. We will be in
communications at all times during the event if something was to happen. It will be
approximately $75 (with a minimum of 3 hours hire) for an EMT to be on site. They should be
on site a half hour prior to the event and depart a half hour after the event has concluded.
Power Requirements
Glacial Energy, Rhode Island’s energy source (888)-452-2425
Custom electricity and natural gas plans, the lowest prices on the market. They specify

19. a custom plan for our business needs and wants so we don’t have to overpay for a month’s
worth compared to a week’s work of electricity and natural gas.
Waste Management/Trash/Toilets/Sinks/Vendors
Dumpster Rental, Providence RI (401)-429-6127
Though we don’t expect to be have a 2000 lbs. waste, Dumpster Rental will give us a
flat rate of $249.00 to dispose our items. The dumpster will be delivered a day prior to the
event and picked up two days after the event. There will be trash cans located on each floor, at
least in every corner and within 25 feet of each other.
*Restrooms come with venue*
Transportation
Guests will be required to get their own transportation to the event. But because our
location is at the heart of Providence, accessibility to RIPTA, Amtrak, and taxis will be
available. There are plenty of parking garages that are located walking distance from the venue
itself including Providence Place Mall/Convention Center parking.
Valet service will be offered through Valet Connection located in Providence. Valet
should be at the event an hour prior to the event and depart an hour after the event.
Communication
The whole event planners team and security will be in communication at all time
through our two-way radio/walkie. These will be purchased through Wal-Mart (10).

20. Risk Management:
1. Falling - Providence sidewalks are already broken concrete, if attendees walk to the event
there is a chance of them twisting their ankles or fall. Also climbing up stairs (we're only
human) humans are known to fall up and down the stairs, just simply putting up signs of
"watch your step" and volunteers near the stairs. (High impact)
2. Food allergies - No matter what people don't read or listen to waiters about the stated food
allergies in the menu item. People are simply forgetful when stating if they have a food allergy
or not. (Medium impact)

21. 3. Heating/cooling - everyone has different heating and cooling preferences and sometimes
people's body temperatures rise as they drink or eat. If the event is crowded there's less air,
causing a person to pass out or faint. (Medium impact)
4. Drinking - Pre-gaming or people drinking too much during the event, sometimes people buy
drinks for others and it goes unseen, and people cause ruckus during the event. We don't have
to worry about this too much, due to our security and the price on alcohol. (Low Impact)
5. Trespassers - Providence is known for its notorious violence and there is a bunch of people
who will hear about this event and may want to sneak inside. This could cause panic or
violence during the event and disrupt the mood and our reputation but that is why our security
have prior experience in order to control this situation if it were to actually happen.
(Low/Medium Impact)
ACCIDENT REPORT FORM
ABOUT THE PERSON REPORTING THE ACCIDENT
FIRST NAME LAST NAME
AGE GENDER M/F
CONTACT PHONE CONTACT EMAIL
ABOUT THE INJURED PERSON

22. FIRST NAME LAST NAME
GENDER BIRTHDATE
EMAIL PHONE
HOME ADDRESS
ACCIDENT LOCATION
Please circle the
location the accident
occurred
In the building Outside/Parking Lot Tent
ABOUT THE ACCIDENT
SEVERITY OF THE ACCIDENT (1 BEING THE LOWEST) 1 2 3 4 5
Date of accident Time Am/Pm
Description of accident:
Date & Time accident was reported: Name of person accident was reported to:
INJURED BODY PART
Circle injured body Part/Parts

23. CONDITIONS AT TIME OF ACCIDENT (SCALE 1-5)
Lighting: Surface: Condition of
Surface:
Weather:
CAUSE
Contact with
machinery
Electric
shock
Fall Fire Guard failure Slip Moving
vehicle
Contact moving an
object
Equipment
failure
Exposure to
dust
Flood Human Error spillage Other
Crushed by object Explosion Hazardous
substance
Gas
leak
Inadequate
training
Tripped
EFFECTS (circle all that apply)
Abrasion Broken Bone Death Burn Sprain
Amputation Bruising Electrocution Concussion Swelling

24. Bite Crushed Shock Laceration Suffocation
Breathing Dislocation Food illness Lost
consciousness
Other
TREATMENT
Was first
aid given?
Yes No Name(s) of Aiders
giving treatment
If YES then what treatment was given?
If NO did the injured person self treat, give details:
How was the injured person monitored and by whom?

25. Staffing & Briefing Notes
Paid Staff
At our opening event In Providence, RI we welcome you as a key member to our team.
It is important that you understand how you will have a direct effect on not only our event but
also our attendees. We thank you for your support in the first of many future events.
What you need to know:
First – we request that you be ServSafe certified for this event. Due to the fact that there will be
alcohol present we ask that you have this certification ready to prevent any possible liabilities.
Second – You will be catering to high-class businessmen and their families. Having proper
manners while attending their needs and requests will help to differentiate our event from
others. The best service is a value to events such as ours.
Volunteer Staff
Although you are not a permanent member of our team, we still value the time and
consideration you are putting forth in our event. We understand that time is value so we request
that a month prior to our event opening, if you would clear each Saturday from noon to four for
staff training. We know that as volunteers you will not need the same requirements and our
paid staff but a briefing on how the event will be held and what information you will need to
attend the guests is key for our event to succeed. We thank you for your time and effort!
What you need to know:
First – You are responsible for the reception desk. This entitles you to be well aware of where
events will be located, their time of occurrence and attendance of our guests. You need to be
well informed on everything that will be happening on both days.
Second – You are allowed to pick the time of your shift, but we must be informed of your
attendance. If the time you have selected is currently full then you must select another time of
your convenience. We will be requiring a total of 7 volunteers for each shift.

26. FADSociety
Event Planners and Producers
Providence, RI
555-555-5555
fadsociety@gmail.com
Client Agreement
This agreement is between “Visit Rhode Island” Tourism Division (Client) and
F A D S (Event Planner) having a registered office in Providence, RI. The CLIENT has
engaged the services of the EVENT PLANNER in order to produce an event at 111
Fountain Street, Providence, RI, in the John E. Fogarty Memorial Building, as detailed
below and the CLIENT and the EVENT PLANNER do hereby agree as follows:
I. The EVENT PLANNER agrees to provide:
1. Meet with client to create design and overall “look” of event
2. Find vendors that fulfill client needs for food, wine, and setup (including tents, tables,
etc.)
3. Make sure to check building, fire, and city codes
4. Create budget
5. Market event through fliers, local business websites, newspapers, social media
6. Create Social Media buzz by creating a Facebook, Twitter, and Instagram page
7. Reach out to local businesses to make them aware of joint marketing opportunities
8. Contact real estate agents
9. Organize and create timeline
10. Meet with charitable organization of clients choosing
11. Attend final walkthrough/meeting with client the day before the event
12. Communication and organization of all volunteers and staff
13. Organize and execute timeline
14. Create and complete checklist with client
15. Coordinate all final logistics with vendors
16. Act as liaison for vendors
17. Unlimited hours of service on event day
18. Manage event day logistics
19. Oversee all décor setup and teardown
20. Coordinate and set up all event day details

27. 21. Handle any final payments and gratuities to vendors
22. Meet with security and have a contingency plan in place for emergencies
II. The CLIENT agrees to provide:
1. One person as principal contact and decision maker for the event
planner
2. General liability insurance with a $1 million limit per
occurrence, naming EVENT PLANNER as additional
insured for the period of the Event.
3. Information on the Event in a timely manner in order that the
EVENT PLANNER may produce a production schedule for
approval by the CLIENT
3. Decisions in a timely manner as required by the final
approved production schedule.
4. The names and contact details of Ten (10) volunteers, in
advance of the Event, to coordinate registration and guest
relations during the event for Saturday, October 22, 2016
(3PM-10PM) and Sunday, October 23, 2016 (11AM-4PM).
III. PAYMENT OF FEES
1. The EVENT PLANNER will receive a fee for professional
services in undertaking the Event in the amount of $7,500
(SEVEN THOUSAND AND FIVE HUNDRED DOLLARS)
inclusive of VAT (“the Fee”). The EVENT PLANNER will be
reimbursed by the CLIENT for all direct expenses approved by
CLIENT under the production schedule. For the avoidance of
doubt, the EVENT PLANNER will be responsible for the
payment of all taxes and other charges imposed by law.
2. The CLIENT agrees to pay to the EVENT PLANNER 75% of the
Fee plus 50% of agreed direct expenses on signing of this
Agreement.
3. The balance of the Fee plus any additional charges approved by
client plus the balance of all approved direct expenses will be
due one calendar month prior to the Event occurring.
4. All sums shall be paid within the stated period of the due date,
failing which the EVENT PLANNER may charge interest on
outstanding sums on a daily basis.
IV. CANCELLATION
1. Should the EVENT PLANNER be unable to provide the services
for any reason other than Force Majeure, the CLIENT shall
receive a refund of all prepaid fees less any costs expended on
behalf of the Event. Should the CLIENT cancel his or her event,
the following payments shall be due:

28. Cancellation less than 30 days prior to event date:
100% of the Fee and 100% of all direct expenses.
Cancellation less than 45 days prior to the event: 75%
of the Fee and 100% of all direct approved expenses.
V. FORCE MAJEURE
1. This Agreement is canceled automatically if the Event is
interrupted due to acts of God, including, but not limited to,
hurricanes, tornadoes, strikes, war, volcanic eruption,
earthquakes, or pestilence.
VI. TERMINATION
1. Either party may terminate this Agreement with immediate effect
by giving notice to the other party if:
2. The other party is in breach of any provision of this Letter and (if
it is capable of remedy) the breach has not been remedied
within 30 days after receipt of written notice specifying the
breach and requiring its remedy; or
3. The other party becomes insolvent, or if an order is made or a
resolution is passed for its winding up (except voluntarily
for the purpose of solvent amalgamation or reconstruction), or if an
administrator, administrative receiver or receiver is appointed over
the whole or any part of the other party's assets, or if the other
party makes any arrangement with its creditors.
VII. DISPUTE RESOLUTION
1. In the event of any dispute arising out of or in connection with
the execution or interpretation of this Agreement the Parties
agree as follows:
in the first instance representatives of the Parties shall meet to
endeavor to settle such dispute amicably by negotiation in good
faith; and if the Parties are unable to settle such dispute by
negotiation then the Parties will attempt to settle such dispute
by non-binding mediation.
2. If following a period of sixty (60) days from the invocation of the
dispute resolution procedure, the parties have not settled their
dispute, then either may have recourse to remedies available at law,
save that nothing in this Clause
13 will prevent any party seeking any interim or
interlocutory order at law at any time.
VIII. NO LIABILITY

29. 1. Except to the extent required by law, the EVENT PLANNER will have
no liability for any loss or injury (including death) or damage
whatsoever caused or suffered by the CLIENT, its employees,
agents, contractors, volunteers or any attendees of the EVENT
arising out of or in connection with the EVENT.
IX. THE FULL AGREEMENT
1. This Agreement and any attachments constitutes the full
Agreement. Any changes, additions, or deletions to this
Agreement must be approved in writing by both parties.
X. JURISDICTION
1. This Agreement shall be governed by and construed in
accordance with the laws of the USA and the parties hereby
submit to the non-exclusive jurisdiction of the United States of
America courts.
CLIENT DATE
EVENT PLANNER DATE
Note: Sign both copies and return both signed originals to the EVENT PLANNER by
June 1, 2015.
Note: The author is extremely grateful for the professional review, counsel and
updating provided by the FADS Lawyer, G a r y B e n n e t t