the body shop spa of the world event

JESSICA PERRY14008042

EVENT OPERATIONS

THE BRIEF:• JMP Events have been asked by The Body Shop to provide three event proposals

for the launch of their next season’s Spring/Summer 2017 products –

‘Spa of the World’

• The event will be a gala dinner hosted in Manchester for 200 The Body Shop employees

• The aim of the event is to introduce the new products to employees for the first time, give them opportunity to touch and experience the product as well as motivate them to go out and sell it

• The event must depict The Body Shop brand within the design

• The event must include the opportunity to network whilst being fun and inspiring

• Delegates will expect accommodation to be close by

• Target audience: Predominately female, aged 24 – 45yrs old

OUTCOMES FOR THE BODY SHOP:• The Body Shop will benefit greater employee satisfaction

through the event• Hosting a successful product launch will benefit The Body

Shop image• Provide an in-sight to the new products and can estimate

how successful the products will be

THE PRODUCTS:Spa of the World™ body care collection, inspired by traditional beauty rituals from across the globe. The range includes bath milk, creams, massage oils and exfoliants. Infused with the finest natural ingredients, the refined textures and delicate fragrances that will take your body and mind on the ultimate sensory spa journey.

EVENT OUTCOMES:• Employees are impressed with the new collection

therefore return to work motivated to sell the products with greater knowledge to help increase sales

• To gain networking experiences within The Body Shop company

• Employees will gain a better understanding of The Body Shop brand

The range:Hawaiian Kukui CreamPolynesian Monoï Radiance OilTahitan Orchid Massage OilJapanese Camellia CreamAfrican Ximenia ScrubDead Sea Salt ScrubFrench Lavender Massage OilLemongrass Massage OilEgyptian Milk & Honey BathMoroccan Rhassoul Body ClayHimalayan Charcoal Body Clay

THE VENUE:For all three proposals, we have decided to choose the wonderful Manchester Central Convention Complex to host your event. Manchester Central is the perfect venue in a prime location to host The Body Shop’s ’Spa of the World’ product range.The venue is committed to minimising its impact on the environment by following their sustainability policy. The venue’s vision and primary purpose is to be recognised as a world class sustainable venue that strives for excellence in its people, facilities and services. Manchester Central has become one of the first major conference and events venues in the UK to achieve ISO 20121 Event Sustainability. In relation to The Body Shop, the brand is renowned for its ethical branding. One of the five core company values is to protect the planet.This suggests this venue is a perfect fit to encourage sustainability values within The Body Shop brand.

Chosen Venue:Manchester Central

ADDRESS:Manchester Central,

Petersfield,Manchester

M2 3GXPUBLIC TRANSPORT:For those using public transport, there are four train stations all within a 10 minute drive away:• Manchester Piccadilly (10min drive away)• Victoria Station (10min drive away)• Manchester Oxford Road (10min walk away) • Deansgate (5min walk away).

The Metrolink is an alternative travel method, with the nearest stop Deansgate-Castlefield which is a few minutes walk away. Manchester also provides the Metroshuttle – a free bus with links to the city’s rail stations and shopping areas.

ACCOMODATION: There are a handful of hotels just a few minutes walk away from Manchester Central including: Price Range:The Midland (1min walk away) 4* £98 - £368Premier Inn Central (2min walk away) 3* £60 - £115Jury’s Inn (4min walk away) 3* £66 – £202Arora Hotel (5min walk away) 4 £74 - £225Novotel Manchester (5min walk away) 4* £76 - £179Hilton Deansgate (6min walk away) 4* £100 - £334

BY ROAD:• Manchester is at the heart of a comprehensive

motorway network. Manchester's M60 orbital motorway provides easy access from north, south, east and west.

• The venue has a 24 hour car park for guests who are driving to the event including electrical vehicle charging points

• A coach bay and taxi rank are both located by the entrance of the venue.

PROPOSED DATE:Thursday 23rd February 2017

A few days before the start of S/S 2017 season.

Venue Details

Exchange Hall

ROOM DETAILS: The room we will be using is the Exchange Hall. The room is 1,834m² with the capacity to fit 480 people with a cabaret layout. Each table will have 6 chairs around and will be positioned to ensure no person has their back towards the stage. As there will be 200 employees attending we will have 34 tables. Toilets are located in between the exchange hall and the exchange foyer.

The exchange hall has a kitchen, therefore serving and clearing the gala dinner can be quick and efficient. Mobile bars can be set up in the room for guests to easily get drinks.

POSITIVE:• Sustainable venue

• Free Wi-Fi• Staff & catering included

• Catering can be altered for special diet requirements • Large fire exits

• Kitchen & bars close proximity• Lift & escalators for disabled access

• Induction loop provided• Venue provides own risk assessment• Staging & equipment included• CCTV in operation throughout• First Aid trained staff and kits

• Lorry access near rear of the building for load-in/load-out

• Private entrance/exits, dressing rooms and toilets for performers

• Smoke alarms around the venue

NEGATIVE:• Room may be too big as capacity is

less than half of maximum capacity• Security is not included

• Due to being a sustainable venue, organisers must bring their own power

source• No screens included• 96 decibels sound limit

• Venue can host more than 10,000 delegates a day therefore venue may

be busy if other events are active• Busy traffic surrounding the venue

may delay event operations Cabaret Layout

The Body Shop 5 Core Values

THE BODY SHOP 5 CORE VALUES• Activate Self-Esteem - You encourage your employees to learn new

skills through a Learning is of Value to Everyone (LOVE) initiative. By funding a range of training courses, events and health treatments, The Body Shop aim to enhance the staff's sense of wellbeing. This will be done by the use of spa stations at the event.

• Against Animal Testing - Posters will be around the room to remind employees that The Body Shop are against animal-testing, and none of your products have ever been tested on animals for cosmetic reasons.

• Support Community Fair Trade – The products are ‘Spa of the World’, employees will be educated how the products are not only rituals from around the world but the finest raw ingredients used in the products are sourced from across the globe using Fair Trade policies.

• Defend Human Rights - All raffle donations will be donated to local partners who fund the prevention, support & protection of abused women and children. A campaign you’ve donated over £4m since 2004.

• Protect The Planet – Using a sustainable venue and ensuring waste is kept to an absolute minimum.

OverviewTHE THEME:

The theme of the event is the title of the new range of products ‘Spa of the World’. We want employees to get an idea of these products by maximising a full, relaxing experience. We want all the senses to be pleasured by smelling delicate fragrances, tasting exquisite food, getting hand massages from our team of professionals, listen to our relaxing music and observing our well matched venue.

DRINKS RECEPTION• Guests will arrive at 18:00 and will be greeted by

the Manchester Central concierge team. Guests will be directed to the Upper Foyer by stewards for the drinks reception. The drinks reception is in a different room to the main gala dinner.

• The Body Shop logo will be presented on all LCD screens in the Upper Foyer to advertise the brand and to remind employees why they’re here.

• As the product range has not been presented to the employees yet, the theme of the event isn’t emphasised in the Upper Foyer.

• Plants & flowers will be decorated around the Upper Foyer as it targets the Body Shop employee audience (mainly females aged 24-45)

• Drinks on trays will be offered around to the guests by waiting staff.

• The upper foyer will also have a table with bucks fizz in champagne flutes, also glasses of orange juice as a non-alcoholic option.

PRODUCT LAUNCH, GALA DINNER & NETWORKING

• After the drinks reception, guests will be ushered into the Exchange Hall by the stewards. The reveal of the spa-decorated Exchange Hall should create a fun atmosphere for guests.

• The exchange hall will be decorated with dark brown colours, dark wooden floor and raw material decorations such as bamboo and wood.

• The room will have softened light, using scented candles and fairy lights around tree branches fitted around the room. This decoration follows The Body Shop’s Community Fair Trade (CFT) Programme by sourcing fine raw ingredients and accessories. • Sandalwood-scented incense sticks will be lit on tables in each corner of the room to

create a relaxing, natural scent that can help guests experience this relaxing sensation.• Guests will be directed to their allocated table by stewards, where they will sit down and

wait for the Welcome Talk. • Brown leather L-shaped sofas and tables will be arranged near the entrance of the

Exchange Hall for guests to sit down and network with each other after they have finished dinner.

• The products will be displayed in white regal bath tubs near each corner of the room and also on a table in front of the stage. The white bathtubs will be eye-catching as most other decoration in the room is dark and wooden, gaining attention to the products.

• Tester examples of the products will be displayed in the centre of each dinner table for employees to smell and test out with also a pack of wipes to take the product off after.

• 4 ’Spa Stations’ will be placed in between the seating area and the dining area where professional beauticians will test out the products on the guests’ hands and give them hand massages.

PROPOSAL 1

Event ScheduleTIME ACTIVITY COMMENTS

08:00 – 15:00 • Contractors arrive & debriefed• Set up stage & screens• Load in equipment & props• Set up tables, chairs & sofas• Prepare audio & visual equipment• Ensure whole room is set up with all décor• Sofas & tables are set up in upper foyer• Band equipment set up on stage

• Include lunch break for contractors & staff• Two-way radio used for communication

15:00 – 17:00 • Place plants & flowers in pots & water them• Equipment check – A/V check• Contractors leave

17:00 – 18:00 • Waiting staff, stewards, beauticians, photographer & security arrive

• Candles & incense sticks are lit• Music starts• Megan & the Bourbon Boys arrive, debriefed & sound check• Tables set up with water, wine bottles etc.

• Waiting staff etc. are debriefed by event organisers

18:00 – 18:15 • Guests arrive for drinks reception in upper foyer• Stewards ask guests if they would like to enter the raffle

• Stewards assist guests• Waiting staff offer cocktails to guests from a tray

18:45 – 19:00 • Guests move into the exchange hall • Stewards assist people to tables

19:00 – 19:15 • Welcome speech from The Body Shop• Starters are dispersed

• Inform guests about order of the evening• Refer to food pre-order form

19:30 – 20:00 • Starters are cleared• Presentation about new product range

PROPOSAL 1

Event Schedule

TIME ACTIVITY COMMENTS20:00 – 20:10 • Main courses are dispersed

• Ensure band are ready to play & set up• Refer to pre-order form

20:30 – 20:45 • Main courses are cleared• Megan & the Bourbon Boys play• Desserts are dispersed

• Waiting staff offer cocktails to guests from a tray

21:00 – 21:30 • Desserts are cleared• Megan & the Bourbon Boys finish• Presentation from sales team• Winners of raffle prizes announced• Beauticians all set up at spa stations

• Interactive presentation• Ensure waiting staff are refilling jugs of water &

providing drinks

21:30 - 23:00 • Opportunity to network• Opportunity to experience the products

• Thank band for coming• Waiting staff offer cocktails to guests from a tray

23:00 – 23:15 • Guests depart• Candles & Incense Sticks are put out

23:15 – 23:30 • Waiting staff, stewards etc. help clear the tables • Beauticians & photographer thanked & leave• Stewards, waiting staff & security leave

23:30 – 03:00 • Venue is cleared

PROPOSAL 1

Event DesignPROPOSAL 1

Natural raw material design:• Candles on log blocks on tables• Lots of plants & flowers

decorated around the room• L-shaped brown sofas to

network• Vertical banner of The Body

Shop logo presented on either side of the stage

• Plants as centre pieces on tables, with tester examples of products around it


• Leafless trees with fairy lights• Regal bathtub displaying

products• Fruit infused water jugs on

tables• White wine served in

wooden baskets• Bamboo place mat for food

Floor PlanPROPOSAL 1

Entrance/Exit to Upper FoyerStageWhite regal bath tub displaying productsTable displaying productsCabaret tables of 6Mobile barSpa stationsL-shaped sofas & tables to networkLeafless tree with fairy lights

Kitchen

Drinks tables

Gala Dinner Menu

THE MENUAs the products are traditional beauty rituals from around the world, we wanted guests to taste foods from across the globe too. We picked some favourite dishes from different countries and composed it into one menu. The guests will view the menu prior to the event, and a pre-order form will be filled out, this saves time so waiting staff do not need to take 200 employees’ orders. There are vegetarian options for both starters and mains, special dietary requirements can be made on the pre-order form such as Gluten-Free meals, etc.

PROPOSAL 1

DRINKSBottles of red and white wine will be served on the tables along with fruit infused water jugs. A bar will be set up in the room for guests to go and get drinks such as beer, spirits & soft drinks throughout the night. The waiting staff will be walking around with a tray of fruity cocktails (alcoholic & non-alcoholic) for guests to drink for the drinks reception and in between activities for the gala dinner.

Extra InformationRAFFLE

Raffle tickets will be available to purchase during the Drinks Reception and the start of the Gala Dinner. Guests will pay a small fee for the raffle ticket, but have the chance of winning:• A spa break for 2 in a Shire Hotel & Spa• (Kettering, Fareham, Bristol, Knutsford, Leeds or

Penrith)• Dinner for 2 at a Thai Restaurant• A bottle of champagne

MUSICLight, new age, tranquil music with ambience sound effects such as the ocean waves, birds calling, etc. to create a relaxing atmosphere. The music will be an appropriate volume so guests can clearly network with each other without being interrupted by music.

PROPOSAL 1

ENTERTAINMENTThe entertainment for the evening will be a jazz band called ‘Megan & the Bourbon Boys’. They are a modern jazz function band from London. They give a vintage twist to modern rock and pop songs. As the target audience are mainly females aged 25-45, the songs played are going to be well-known covers that the audience will recognise.

Extra InformationPROPOSAL 1

SECURITYWe will be using Churchill Security Ltd. Their security personnel will safeguard your event from the beginning to the very end, securing staff, your guests and the venue from theft and vandalism amongst other crimes. We also offer health and safety trained guards who can be on hand in an emergency and more importantly can prevent harm from happening in the first place.

PHOTOGRAPHERJames Broome Photography will be used at the event to capture moments of the product launch. He is based in Manchester and does many events photography. The photographs can be instantly provided onto disc or sent to The Body Shop office.

REGISTRATIONUpon arrival, employees will pick up their name badges at the Upper Foyer. This ensures that the event is employee-only and no one is attending the event uninvited. The name badges will have their name and the store they work at, this will be useful for networking opportunities during the night.

FEEDBACKSmall feedback forms will be on tables for guests to fill out and then post in a box near the exit of the Upper Foyer. This gives not only you, a successful cosmetic and skin care company, but also JMP Events, an idea of employees’ opinions on the night. We’d like to know what they liked about the event, but what also could be improved for future events. This will also help you view your employee trends.

OverviewPROPOSAL 2

THE THEME:The theme of the event is the title of the new range of products ‘Spa of the World’. We want employees to get an idea of these products by maximising a full, relaxing experience. We want all the senses to be pleasured by smelling delicate fragrances, tasting exquisite food, getting hand massages from our team of professionals, listen to our relaxing music and observing our well matched venue.





• Plants & flowers will be decorated around the Upper Foyer as it targets the Body Shop employee audience (mainly females aged 24-45)




• After the drinks reception, guests will be ushered into the Exchange Hall by the stewards. The reveal of the spa-decorated Exchange Hall should create a fun atmosphere for guests.

• The exchange hall will be decorated with white and silver colours. The design will be minimalistic but represent pureness, like the Body Shop products.

• The room will have bright white lights, conveying a heaven-like approach. • The room will look clean and pristine, a minimalistic open room will create a feeling of

tranquility and space. • Guests will be directed to their allocated table by stewards, where they will sit down and

wait for the Welcome Talk. • White chaise lounges will be arranged near the entrance of the Exchange Hall for guests

to sit down and network with each other after they have finished dinner. • The products will be on white podiums around the room and also on a large white bar in

front of the stage. Spotlights will be directed onto the products to make them really stand out.

• Tester examples of the products will be displayed in the centre of each dinner table for employees to smell and test out with also a pack of wipes to take the product off after.

• 4 ’Spa Stations’ will be placed in between the seating area and the dining area where professional beauticians will test out the products on the guests’ hands and give them hand massages.

• White linen scented candles will be lit to add to the sensory experience.

Event Schedule

TIME ACTIVITY COMMENTS08:00 – 15:00 • Contractors arrive ad debriefed

• Set up stage & screens• Load in equipment & props• Set up tables, chairs & sofas• Prepare audio & visual equipment• Ensure whole room is set up with all décor• Sofas & tables are set up in upper foyer• Theatre equipment set up on stage

• Include lunch break for contractors & staff• Two-way radio used for communication



• Music starts• Candles are lit• Fireflies arrive, debriefed & sound check• Tables set up with water, wine bottles etc.



• Stewards assist guests• Drinks on trays offered to guests by waiting staff





PROPOSAL 2

Event Schedule



20:30 – 20:45 • Main courses are cleared• Fireflies perform• Desserts are dispersed

21:00 – 21:30 • Desserts are cleared• Fireflies finish• Presentation from sales team• Winners of raffle prizes announced• Beauticians all set up at spa stations


providing drinks

21:30 - 23:00 • Opportunity to network• Opportunity to experience the products• Fireflies leave

• Thank the theatre group for coming

23:00 – 23:15 • Guests depart• Candles are put out

23:15 – 23:30 • Waiting staff, stewards etc. help clear the tables• Beauticians & photographer thanked & leave • Stewards, waiting staff & security leave


PROPOSAL 2


White minimalistic design:• Glass tables & chairs• White podium to display

products• White bar to display

products• White fringing around spa

stations to separate them• White chaise lounge to

network


Kitchen

Entrance/Exit to Upper FoyerStageWhite bars displaying productsTable displaying productsGlass cabaret tables of 6Mobile barSpa stations with white fringing aroundWhite chaise lounge to networkGlass cabinet with products displayed

Drinks tables

Gala Dinner MenuPROPOSAL 2




RAFFLERaffle tickets will be available to purchase during the Drinks Reception and the start of the Gala Dinner. Guests will pay a small fee for the raffle ticket, but have the chance of winning:• A spa break for 2 in a Shire Hotel & Spa• (Kettering, Fareham, Bristol, Knutsford, Leeds or


MUSICLight classical music will be played to create a relaxing atmosphere. Research shows classical music reduces blood pressure and stimulates the brain. The music will be an appropriate volume so guests can clearly network with each other without being interrupted by music.

ENTERTAINMENTThe entertainment for the evening will be a shadow theatre group ‘Fireflies’. By the use of shadow movement to music, they can provoke emotional feeling which will touch the guests. The entertainment suits the target audience and relates to the minimalistic theme as entertainment is created through using sheets, lights and the theatre team.

OverviewPROPOSAL 3

THE THEME:The theme of the event is the title of the new range of products ‘Spa of the World’. We want employees to get an idea of these products by maximising a full, relaxing experience. We want all the senses to be pleasured by smelling delicate fragrances, tasting exquisite food, getting hand massages from our team of professionals, listen to our relaxing music and observing our well matched venue.





• Exotic plants and flowers will be decorated around the Upper Foyer as it targets the Body Shop employee audience (mainly females aged 24-45)




• After the drinks reception, guests will be ushered into the Exchange Hall by the stewards. The reveal of the ‘holiday spa’ decorated Exchange Hall should create a fun atmosphere for guests.

• The exchange hall will be decorated with orange and yellow decoration, representing a relaxing summer holiday.

• A holiday atmosphere will be suitable as sunlight boosts positive moods and also relates to our products from across the globe.

• The room will have an orange ceiling canopy, creating an orange glow around the room. • Multiple LCD screens will be put together to make a big LCD wall of the sunset with the

waves slowly drifting.• Colours can be created in the room by the use of gels on lights. The products will stand

out by bright coloured lights shining onto the display counters and also on the tables.• Guests will be directed to their allocated table by stewards, where they will sit down and

wait for the Welcome Talk. • Wooden barrel bars will be placed near the entrance of the Exchange Hall for guests to

stand around with their drinks on to network with each other after they have finished dinner.

• The products will be on bamboo counters, approaching the theme in unique ways. • Tester examples of the products will be displayed in the centre of each dinner table for

employees to smell and test out with also a pack of wipes to take the product off after. • 4 ’Spa Stations’ will be placed in between the seating area and the dining area where

professional beauticians will test out the products on the guests’ hands and give them hand massages.

• Jasmine scented candles will be lit to add to the sensory experience.

Event SchedulePROPOSAL 3

TIME ACTIVITY COMMENTS08:00 – 15:00 • Contractors arrive & debriefed

• Set up stage & screens• Load in equipment & props• Set up tables, chairs & sofas• Prepare audio & visual equipment• Ensure whole room is set up with all décor• Sofas & tables are set up in upper foyer• Band equipment set up on stage

• Include lunch break for staff & contractors• Two-way radio used for communication



• Candles are lit• Music starts• Cherry Pickers arrive, debriefed & sound check• Tables set up with water, wine bottles etc.



• Stewards assist guests• Drinks on trays offered to guests by waiting staff





Event Schedule



20:30 – 20:45 • Main courses are cleared• Cherry Pickers play• Desserts are dispersed

21:00 – 21:30 • Desserts are cleared• Cherry Pickers finish• Presentation from sales team• Winners of raffle prizes announced• Beauticians all set up at spa stations


providing drinks

21:30 - 23:00 • Opportunity to network• Opportunity to experience the products• Cherry Pickers leave

• Thank the band for coming

23:00 – 23:15 • Guests depart• Candles put out

23:15 – 23:30 • Waiting staff, stewards etc. help clear the tables • Beauticians & photographer thanked & leave• Stewards, waiting staff & security leave


PROPOSAL 3


Exotic Summer Holiday Design:• Orange ceiling canopy• Bamboo cocktail bar to

display products• Multiple LCD screens put

together to make a giant sun slowly setting with the waves slowly drifting

• Stone Indoor water feature

• Exotic plants• Wooden barrel bars to

network


Kitchen

Entrance/Exit to Upper FoyerStageBamboo bar counters displaying productsTable displaying productsCabaret tables of 6Mobile barBamboo spa stationsWooden barrel bars for guests to put drinks on whilst networkingPalm tree plants

Drinks tables

Gala Dinner MenuPROPOSAL 3



Further DetailsPROPOSAL 3

RAFFLERaffle tickets will be available to purchase during the Drinks Reception and the start of the Gala Dinner. Guests will pay a small fee for the raffle ticket, but have the chance of winning:• A spa break for 2 in a Shire Hotel & Spa• (Kettering, Fareham, Bristol, Knutsford, Leeds or


MUSICLight calypso music will be played to create a holiday abroad atmosphere. Being on holiday helps people destress and relax. As the products are from around the world, we thought we would also incorporate this with Afro-Caribbean music. The music will be an appropriate volume so guests can clearly network with each other without being interrupted by music.

ENTERTAINMENTThe entertainment for the evening will be ’Cherry Pickers’ a 3-piece acoustic steel drum band from Manchester. This music is associated with carnival and celebration, creating an exciting and fun atmosphere for the guests. It relates to the products from around the world, and also matches our global menu and décor.

the body shop spa of the world event

Education