Jarrett needs to coordinate a big event to advertise the opening of the huge new ballroom at his boutique hotel, Eilan. The event must be something that will attract visitors and showcase the new events area with all its upgrades. Let’s help Jarrett plan his event so that everything goes off without a hitch!

Question

Theme Options
As events coordinator, Jarrett must first decide what kind of event to host. His assistants and coworkers at the hotel offer a few ideas:

Which theme should Jarrett choose? Well, let’s price all three options and see if a plan comes together. To do this, go through the following three sections: AV Options, Entertainment Options, and Menu Options. After you’ve considered all the details for each theme, you’ll make a decision on which theme Jarrett should pick based on cost and other factors.

These options are

Masquerade ball: People could come dressed in their favorite period costume and there could be a live orchestra providing music.

Fine art auction: Several pieces of art could be auctioned off for charity, there could be a large ice sculpture showcased in the center of the room, and artists could be on hand to discuss their work.

Under The Sea Gala: Aquariums could be brought in to create an undersea atmosphere, food and drinks could be tailored to the theme, and costumed actors could mingle with the guests.

No matter which option Jarrett chooses, he will need the help of Andre, an AV engineer he has worked with in the past. Andre is the best at creating theme lighting, short films, and special effects for large events. Jarrett outlines his three ideas for Andre. These are the three options that Andre suggests:

AV options for masquerade ball: Twinkling lights hung all along the ballroom would create great mood lighting without the hazards of candles. Andre also suggests hanging a few screens throughout the ballroom and playing images of Venice to keep with the mood. He estimates that lighting for this event would cost $1600. The visual effects would cost $3685. This would include production and setup.

AV options for fine art auction: Andre suggests filming the artists, if possible. He can set up screens throughout the ballroom so that as the guests view the art piece, they can watch the artist explain their inspiration and a little bit about themselves. There will need to be a microphone set up for the auctioneer to speak and welcome guests. The production and setup for artist films and auctioneer microphone will cost $4250.

AV options for under the sea Gala: Moving spotlights in greens, blues, and whites would create an under the sea feel for this event. Andre suggests using the new ballroom’s speaker system to pipe music in to help with the underwater atmosphere. He also has a fog machine that will create a mist in the room. The spotlights and fog machine set up and operation will cost $2500 for this event.

The head of the county arts council, Belinda, is Jarrett’s go-to entertainment resource for all of his events. She has a great imagination and an extensive circle of associates. These are the options Belinda suggests for Jarrett’s event:

Entertainment for masquarade ball: A live orchestra—perhaps a string quartet—would be perfect for the event. Belinda knows just the one! Their fee is $4000 for an event like this.

Entertainment options for Fine art Auction: Fine arts auctions do not have the traditional auctioneers, but they do need a refined host to keep the proceedings going. Belinda knows just the man! He charges $1200 for a one-night engagement. She also knows someone who makes excellent ice sculptures. The ice sculpture for this event will cost $3750.

Entertainment options for under the sea gala: 
There is a company that leases aquariums for events. They can bring in six aquariums to place throughout the ballroom for a total price of $5400. Belinda knows four local actors who would be willing to come dressed as various sea creatures for $2400.

Last, but definitely not least, Jarrett consults with Carlo, the hotel’s head chef. Carlo lays out options for the event menus:

Menu for Masquerade Ball: From appetizers to beverages to a special Venetian dessert table, Carlo estimates the cost of $30 per guest at 300 guests.

Menu for Fine Art Auction: Carlo wants to provide upscale hors d’oeuvres for the art auction, as well as specialty coffee bar and a chocolate fountain. He estimates the cost at $50 per guest at 300 guests.

Menu for Under the Sea Gala: Carlo can provide specially crafted items for an underwater theme. He also suggests a large cake in the shape of a coral reef, with candied sea life decorations around it. The cost for this choice is $45 per guest at 300 guests.

Alright, this is a lot, but it’s Jarrett’s job and he loves it! Help Jarrett decide which choice to make. He can only pick one theme. Which one will it be? On your math paper, calculate the cost of A/V, Entertainment, and Menu for the Masquerade Ball. Add the three costs to get the budget needed for that option. Then do the same for the Fine Art Auction and the Under the Sea Gala. The options will not cost exactly the same amount, but you get to choose which one Jarett will go with. Note: You do not have to pick the least expensive option necessarily, but you will need to justify why you chose the theme you did because you will need to present the theme to hotel management to get their approval before going forward with the event!

Jarrett has a meeting scheduled to go over his proposed event details, but believe it or not, he still needs our help! Help Jarrett put together a portfolio that explains the event, listing the AV, Entertainment, and Menu choices necessary for the event and detailing the event budget. You can present this as a slideshow or as a word document. Make sure to include pictures so that management can visualize everything Jarrett has planned!

Your portfolio must include the following: Description of event chosen, Why you chose the theme two to three sentences, AV details for event, Entertainment details for event, Menu details for event, Budget for event. 
.
Include every content item.

GPT-4o mini · Answer

# Event Portfolio for Jarrett's New Ballroom Opening ## Description of Event Chosen: **Theme: Masquerade Ball** The Masquerade Ball will transport guests to a stunning Venetian atmosphere, inviting them to showcase their artistic style through period costumes while enjoying elegant music provided by a live orchestra. --- ## Why We Chose the Theme: The Masquerade Ball theme blends sophistication with fun, encouraging guests to dress up and immerse themselves in the enchanting ambiance. This event is ideal for showcasing the hotel's luxurious new ballroom, appealing to those with an interest in art and culture, which ties perfectly into the refined experience that Eilan represents. --- ## AV Details for Event: ### Masquerade Ball: - **Lighting:** Twinkling lights hung throughout the ballroom to create a magical mood. - **Cost:** $1600 - **Visual Effects:** Screens displaying images of Venice. - **Cost:** $3685 - **Total AV Cost:** $1600 + $3685 = **$5285** --- ## Entertainment Details for Event: - **Live Orchestra:** A string quartet will perform throughout the evening, ensuring a delightful auditory experience. - **Cost:** $4000 --- ## Menu Details for Event: - **Menu Offering:** A Venetian-inspired menu featuring appetizers, beverages, and a special dessert table. - **Cost Per Guest:** $30 - **Total Guests:** 300 guests - **Menu Cost:** $30 × 300 = **$9000** --- ## Budget for Event: ### Breakdown of Total Event Budget: - **AV Cost:** $5285 - **Entertainment Cost:** $4000 - **Menu Cost:** $9000 - **Total Event Budget:** - $5285 (AV) + $4000 (Entertainment) + $9000 (Menu) = **$18285** --- ## Visuals (Images to be included in the final portfolio) 1. **Masquerade Ball Design:** Images of a beautifully decorated ballroom with twinkling lights. 2. **Live Orchestra:** Photos illustrating a string quartet performing for an elegant audience. 3. **Elegant Venetian Menu:** Photographs displaying the types of cuisine that will be served, including appetizers and elaborate dessert specials. --- ## Conclusion: The Masquerade Ball provides a memorable and opulent experience for guests, showcasing the beauty and elegance of the new ballroom at Eilan. With a carefully curated AV setup, top-notch entertainment, and a refined menu, this themed event is poised to be a triumph, enhancing the hotel's reputation and attracting future guests. --- ### Note: The above images and presentation details will help management visualize the grand experience we are curating. Additional materials such as a timeline or promotional strategy can be included upon request.