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5/12/2018 (Final) ManSci-OpsMan Refresher Paper - slidepdf.com
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De La Salle UniversityCollege of Business
Business Management Department
Master of Business Administration Program
Red Shoe Events Organizer Management Science-Operations Management Refresher Course
8/27/2011
Mary Cheryl G. Castaneda, 10488561
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Management Science ± Operations Management Refresher Course Paper
Red Shoe Event Organizer: Blissful Memories come from Seamless Execution
I. Executive Summary
Red Shoe Events Organizer is a comprehensive event planning company
primarily personal events such as weddings and debuts. It is a very new company
that started only last March 2011. The companys operation as expected has a lot of
room for improvement.
But due to the economic crisis and in the reports and studies that has been
conducted, there are more couples that refuse to marry. Also based on Poisson
distribution, there is not a big chance for the company to close weekly personal
events.
In this regard, the company has as early as now, diverted into coordinating and
managing other non-personal events such as sporting events and clinics (via
partnership with the blog www.pinoyfitness.com) and other social events such as
concerts, exhibits, etc (via partnership with Bantay OCW Foundation). As this is not
their core competency, the organizers would need more time to work on these
events without sacrificing the quality of services that are provided for personal
events.
Work simplification or standardization and automation are a proposed solution
to this issue especially for personal events. Excel is the perfect tool to accomplish
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this. Samples of consolidated monitoring reports and checklists are mentioned and
briefly discussed. Draft files are also attached.
The company also endeavors to eventually breakdown other events into small
elements that can be simplified or standardized in order for quality and efficiency to
be consistent if such events will be repeated in the future which is highly likely.
Eventually the Company will also research, evaluate and apply other tools that
will promote efficiency and high quality in the service that they render.
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Management Science ± Operations Management Refresher Course Paper
Red Shoe Event Organizer: Blissful Memories come from Seamless Execution
II. Description of the Organization Studied
Company Description:
Red Shoe Event Organizer is a full service events planning, coordination,
consultation and management company. Its services range from event
conceptualization, consultation through the actual orchestration of the affair,
sourcing and canvassing of suppliers, guest management and all other details.
Mission:
Red Shoe Events Organizer endeavors to define an efficient plan of action that
would achieve the goals and objectives set by its client in developing and producing
successful events; They are committed to providing the best quality service in the
most cost effective manner without compromising the companys ideals and
integrity.
Vision:
To be the top-of-mind events organizer in the country by providing excellent quality
service and generating the most creative and innovative ideas, with commitment
and unwavering dedication in an effort to provide its clients the finest personalized
events they have aspired for.
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Red Shoe Event Organizer: Blissful Memories come from Seamless Execution
History:
In March 2011, the Core Teams collaboration in the establishment of the company
is like puzzle pieces falling into place. The Managers passion for management and
organization and previous experiences in planning and coordination of corporate
events as well as personal events of friends and family; The Chefs zeal for good food
and wine and a knack for business and; The Fashionistas flair for style and fashion
and events coordination, are all factors for the success certainty of affairs and events
managed by the company.
The Team:
Red Shoe Events Organizer is headed by three individuals who are experts in their
own fields supported by reliable, professional and enthusiastic associates and
business partners. They have come together to impart their skills and abilities to
create outstanding and memorable events for their clients
The Manager, Cheryl Castaneda, has extensive corporate experience in Purchasing,
Logistics and Corporate Events Management. She is a graduate of Bachelor of
Science in Industrial Engineering (BSIE) in the University of Santo Tomas (UST) and
took up Masters in Business Administration (MBA) from De La Salle University
(DLSU), College of Business.
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The Chef , Andrew Marquez-Lim, the food and beverage connoisseur is specifically a
Pastry Chef educated in the California School of Culinary Arts - Le Cordon Bleu. He
also has a degree in Bachelor of Science in Business Administration Major in
Marketing in De La Salle College of Saint Benilde.
The Fashionista/Stylist , Jhell Capiral, has impeccable taste and keen eye for latest
fashion trends. She finished courses in the Fashion Institute of the Philippines and
iAcademy. She also attended Fatima University previously for her undergraduate
course.
The Back-up Crew, is composed of friends, all professionals and experts in their
own rights, who are willing to help out in the development and coordination of the
events by Red Shoe Event Organizer
The Business Partners are our preferred vendors who have consistently provided
high quality service and products.
Services1:
A. Secretariat Package
This is a unique service option that responds to the economic challenges of the
times. Its almost a full coordination package except that all negotiations and
meetings will be attended by the couple while Red Shoe Events Organizer will serve
1See Appendix A: Comprehensive List of Package Inclusions
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as their Executive Assistant/Secretary. The main function of RSEO are managing
meetings, monitoring developments and tracking the stages of the process only upto
the day before the wedding. This will be charged minimally Option for availing On-
the-Day Services will be billed separately. This is a good service proposal for brides
on a budget.
B. Full Coordination Package
As the name suggests, a Full Coordination Package is a complete service from Theme
Conceptualization to the Wrap-up on the day coordination.
C. Partial Coordination Package
This service is normally contracted when the couple are able to manage half or most
of the preliminary arrangements such as booking the Church, the Reception Place
and has contacted some vendors as well but would like the Organizers to handle the
rest of the arrangements (i.e. contract review, negotiations, etc.) from there on,
including On-the-day coordination.
D. On-the-day Coordination Package
This service starts at the Bride's residence or Hotel as she prepares for her Wedding
day until the wrap-up after the Reception.
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E. Other Wedding Related Events
There are other Wedding Related Events that we can arrange for you such as the
Wedding Proposal, "Pamamanhikan", Bridal Shower, "Despedida de Soltera",
Bachelor's Party, etc.
Cost of Services:
A. Professional Fees
Rates are for 200 or l ess guests only; Addit ional costs will be pr ovid ed for w edding ev ents with
more
tha
n 200 guests
Reimbursabl e costs are incid ental char ges such as shipping, d eliv er y, suppliers meet ings , et c.,
and other ex penses outsid e the re gul ar it inerar y of the company but the coupl e w ants done.
B. Other Costs and Reimbursable costs
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Management Science ± Operations Management Refresher Course Paper
Red Shoe Event Organizer: Blissful Memories come from Seamless Execution
Reimbursabl e costs are incid ental char ges such as shipping, d eliv er y, suppliers meet ings , et c.,
and other ex penses outsid e the re gul ar it inerar y of the company but the coupl e w ants done.
C. Payment Terms and Schedule for Full Coordination
y Reimbursabl e t o be sett l ed within 2-d a y s a f ter the ev ent
D. Payment Terms & Schedule For Secretariat, Partial, And On-The-Day
Packages
y Reimbursabl e t o be sett l ed within 2-d a y s a f ter the ev ent
III. The Organizations Present Operations Strategy
Red Shoe Event Organizer was primarily founded to accommodate
Weddings, and other personal events such as Debuts, Birthdays and Family
Reunions. As a star-up company, there is a definitely a lot of room for improvement
in terms of operation simplification.
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The recently submitted Marketing Study (See Attachment), wherein there is a
decline in people getting married and the rise of the DIY Brides because of the economic
crisis makes the market smaller and the events infrequent.
Based on Poisson Distribution, using an average number of events at one (1) per
month or 12 events in one (1) year; x = 12, the probability of getting 4 events per month
or 48 events per year is really slim. Details as follows2:
2 http://stattrek.com/Tables/Poisson.aspx
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The values above just confirmed limitations in expansion thats why the
company has considered diversifying on off-peak seasons to organizing other non-
personal events. But looking for more business opportunities outside the current
personal events market lead us to partnering with PinoyFitness and Bantay OCW.
Pinoy Fitness is a blog/website that has an extensive listing of Sporting Events
and who has recently ventured into creating Sporting Events and Sports-related Events
as well. We have just recently partnered with them as their exclusive events arm
handling Sporting Events and Sports Clinics for its community members.
We have also started working with The Pilipinas Online - Bantay OCW with
Susan K. as their events arm for 2012 events. Bantay OCW is a multi-awarded, sector-
centered public service & public affairs program dedicated to wide-ranging OFW topics
that include migration, human rights, workers rights and welfare. Their events range
from Marathons to concerts to exhibits. Planning and brainstorming has begun this
week.
With the projects that the company has recently accepted, they may have
diversified so far out of their initial core competency which is handling weddings. As
agreed the company will maintain and continue to accept wedding coordinating and
other personal events projects.
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Non-personal events seem harder to plan, coordinate and manage than personal
events simply because it will be very new to handle. Personal events, especially
weddings are easier to simplify in terms of operations since they normally follow
typical program based on traditions.
IV. Proposed Operations Strategy
The foremost action is to organize operations for Wedding events. There are
already a lot of wedding related lists on the web, in magazines and in books. But
one tends to be overwhelmed with all the details.
The company proposes to create a simple program that any client can use. It
will be consisted of consolidated lists in one (1) excel file. This excel file can be
automated with basic equations and locked to protect intellectual property no
matter how simple it is. This will simplify the preparations and operations
considerably. The consolidated automated list will consist of the following:
y Wedding Preparation Countdown/Checklist
y Budget List
y Church Requirements
y Directory (Entourage, Suppliers, etc.)
y Music
There will be a separate automated excel program for the guest list which will have
the following additional features:
y Invitation Distribution and RSVP Monitoring
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y Seatplan
The simple excel can also be developed for other repeating events such as
debuts, birthdays, showers, etc. and can also be extended to marathons, concerts,
sports clinic etc. Standardization or simplification of processes is the key to
efficiency in operations.
Operational efficiency translates to delighted clients and faster work turnover
and completion. Moreover, the time saved from work simplification will be time to
market for more business or to add more value to the services rendered.
As the business continues to grow, the company will definitely create more tools
(all user-friendly and simple) that will promote simplification and efficiency.
V. Implementation Plan
The implementation plans for the proposal are as follows:
y Research and evaluate among wedding lists online, in magazines and in
books
y Consolidate in excel file
y Automate excel file
y Lock to protect equations
y Use upon contract signing with client
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Sample Consolidated List
Sample Feature 1:
y Put an X on left column (A) if task is completed and particulars (column B)
task/text will automatically be stricken out in order to avoid confusion on which
task has already been completed or not.
y Remarks column is provided for other details
Sample Feature 2:
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y Hyperlink particulars in the same file and hyperlink sheet to the source
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Sample Consolidated List (Guest Monitoring)
Sample Feature 1:
y Drop down choices for easier encoding
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y Auto-population of title, name and last
y Invitation monitoring (which were sent and which werent)
y Mapping if attendees are adult or child for better onsite management (contingency
planning)
y Quick count of invited and who are actually coming
y Quick count of Brides guests and Grooms guests and whether they are adults or
children
y Maps details from previous sheets (i.e. name, attending, bride/groom relations)
y Table number assignment (manual)
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y Can be used for encoding and mapping gifts received onsite
y Monitors thank you cards sent
APPENDIX A: Comprehensive List of Package Inclusions
SECRETARIAT
T he S ecretart iat P ack a ge includ es the following:
Theme Conceptualization and Research
Canvassing Potential Suppliers
Scheduling Meeting between the Suppliers and the Clients
**All negotiations will be done by the Client
Program Development
Wedding Site/Blog Development (Free Hosting Sites)
Develop and send out electronic Save-the-Date
Payment Management and Scheduling
RSVP Services within Manila only (additional costs depending on number of guests
and location)
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Gown Fitting Schedule Management
Provision of Forms and Checklists
Twice a month face to face sync-up meeting
On-the-day Workflow Design
Bridal Gown and Entourage Dresses Design Services
Delivery Schedule Management
Client turnover of all information and arrangements 2 weeks before the wedding
Unlimited Phone and email consultation
Does not include ON-THE-DAY coordination
FULL COORDINATION
PRIOR TO THE WEDDING
Avail unlimited consultation
Conceptualize and plan the wedding theme
Budget Management
Save the date Announcement and Wedding Blog Set-up (per request)
Provide a wedding checklist for the bride and groom
Sourcing and booking of suppliers/vendors for (as needed but not limited to):
V enue (ceremony & rece pt ion)
P hot ogra phers / vid eogra phers **
Flor ist / ev ent st ylist
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Designers / cout ur iers **
I nvitat ions and other pr int mater ial s
C ak e
H air & mak e-up art ist
M usicians / choir / singer (for the ceremony)
Band s / per for mers / d ance instr uct ors / emcee (for rece pt ion)
J ew el er
Gif ts & giv eaw a y s
Br id al car ser vices
V an ser vices for guests
Negotiate all vendors contracts
Assist in reviewing the contracts for suppliers booked or to be booked by the client
if any
Review invitation wordings and missalette before printing
Assist in selecting readings for the ceremony, missalette or wedding program if
necessary
Assist in conceptualizing the reception program, including scriptwriting and
hosting
Assist in choosing the music for the ceremony and reception
RSVP of guest (Confirmation of guest attendance) for Manila guests only
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Plan and Coordinate wedding rehearsal (However, Despidida de Soltera, Bridal
Shower and/or Bachelors party Coordination will require additional fees; rates
will be provided upon request)
Handle payments to suppliers
Planning overall ceremony and reception layout
Advice and consultation via phone, SMS or e-mail (whatever is applicable)
Finalization, execution and overall coordination of all plans
** Supplier requirements such as photos (for AVP), measurements (for gowns,
barongs, shoes, etc.) will be coordinated by Red Shoe, Events Organizer with and for
the Client;
On-The-Day Coordination(click here to see the details)
PARTIAL COORDINATION
The Partial Coordination Wedding Package includes the following services,
depending on what stage the couple has turned over the wedding preparations:
PRIOR TO THE WEDDING
Avail unlimited consultation
Budget Management
Provide a wedding checklist for the bride and groom
Sourcing and booking of suppliers/vendors
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Negotiate vendors contracts
Assist in reviewing the contracts for suppliers booked or to be booked by the client
if any.
Review invitation wordings and misallette before printing
Assist in selecting readings for the ceremony, misalette or wedding program if
necessary
Plan and Coordinate wedding rehearsal (However, Despidida de Soltera, Bridal
Shower and/or Bachelors party Coordination will require additional fees;
rates will be provided upon request)
Handle payments to suppliers
Planning overall ceremony and reception layout
Advice and consultation via phone, SMS or e-mail (whatever is applicable)
Finalization, execution and overall coordination of all plans
** Supplier requirements such as photos (for AVP), measurements (for gowns,
barongs, shoes, etc.) will be coordinated by Red Shoe Events Organizers with and for
the Client;
On-The-Day Coordination (click here to see the details)
Other Notes applicable for Full and Partial Packages:
Red S hoe Ev ents Or ganiz er will choose the best pack a ges t o be off ered t o the coupl e.
T hese are not merely based on cost but on the wor king ca pacit y, pack a ges av ail abl e
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and qualit y of ser vices by suppliers as per ex per ience. Final d ecision will be requested
f r om the client pr ior t o any act ion
Follow-up of schedul e (fitt ing, phot o shoots , food tast ing, ocul ar ins pect ions ) will be
pre pared by Red S hoe , I nc.
P re-sel ect ions of songs f avoured t o be sung and pl a y ed for both chur ch and rece pt ion
will be submitted t o client for their a ppr ov al;
For gowns , caterer's / hotel s color mot if s and st yling, sampl es and sw at ches will be
pr ovid ed first t o the client for a ppr ov al;
I n case of a s pecial flor ist and ev ent st ylist t o guss y up the w edding d a y, wor k sampl es
and cost ing will al so be submitted for a ppr ov al
La yout /Pl an set -up of rece pt ion v enue will be pr oper ly review ed and coor dinated with
hotel/caterer for final a ppr ov al of client ;
ON-THE-DAY
Brides Residence/Suite
Work starts from where the Bride will dress up
Monitor suppliers call time to ensure that they arrive on time especially the hair
and make-up artist, photographer and videographer, florist for the wedding bouquet
which is needed for pictorials.
Prepare wedding accessories for pictorials
Check all supplies needed for the event such as:
Flow ers
M isall etes
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Souv enirs
Guest book s
Transport of Wedding accessories & other materials to church & receptions such as
Rings
C oins
Arrhae
Pillow
C or d s
M at ches
V eil
Off er ings , et c.
Bouquets
Flowers at the church will be transported to reception after the ceremony.
Assist the bride when dressing up & during pictorials
Arrange gowns on body form and all accessories for photo shoot.
At Ceremony
Formation of the processional march
Distribution of the flowers for entourage, misalettes & other materials
Formation of the offertory.
Assist in pictorial & recessional march
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Safekeeping of all wedding accessories after the ceremony such as
C andl e
Rings
Arrhae
Pillow sM arr ia ge License
Any item/ s that ma y hav e been l e f t behind
Manage program flow at the ceremony
Check and assist flower arrangement in the church
Set up matrimonial candles, seating arrangements of entourage, primary sponsors,
parents and musician
Check arrival of musicians, choir, priest, lectors, commentators, offerors
Assist in contract signing of marriage contract if necessary.
At the Reception
Check set up of the venue, tables and chairs, band/musician (place and sound
system needed), place cards/ menu cards/ reception program cards etc, flower
arrangements on tables and on the venue, stage and gift table.
Make sure that the venue layout is followed
Manage the following:
Guests Rece pt ion & Re gistrat ion
LinesS eat ing Arrangement
Distr ibut ion of souv enirs and giv eaw a y s
C oor dinate with C a ptain W aiter and Banquet S al es Re presentat iv e
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Arr iv al and usher musicians , entertainers , emcees
M obil e Sy stem and audio-visual presentat ion equipment and set -up
P hot ogra phers' and vid eogra phers' phot o d etail s
V endors for compliance on ser vice / s as a greed upon
Line up br id al/ ent oura ge for entrance mar ch -up
Other Notes
Unlimited wedding consultation over phone and email, as well as
three (3) meetings with the Couple
Contract turn-over of suppliers and initial wedding plans for
polishing, confirmation and execution
Provision of checklist to ensure that all pre-wedding preparation has
been completed
Layout/Plan set-up of reception venue will be properly reviewed and
coordinated with hotel/caterer for final approval of client;
Oversee time management for day of wedding, including provision of
time table to bride and groom and members of the wedding party
Client may opt to avail additional services (with additional costs) such
as Reception Program Development and RSVP Service
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