MANAGEMENT REPORT

On
8th NATIONAL VASAI-VIRAR MAYOR`S MARATHON

BY
JAMSUTKAR ARTI SANTOSH
PRN NO: 2016016402437765

SUBMITED TO

FOR THE ACADEMIC YEAR

2018-2019
Through
VIVA COLLEGE OF HOTEL AND TOURISMMANAGEMENT
STUDIES,
VIRAR (W)
 MANGEMENT REPORT
On
8th NATIONAL VASAI-VIRAR MAYOR`S MARATHON
2018
BY
JAMSUTKAR ARTI SANTOSH
PRN NO: 2016016402437765
TY. BSc (HOSPITALITY STUDIES)
A Management Report Submitted in Fulfilment of the
requirement for the course of
BACHELOR OF SCIENCE
(Hospitality Studies)
For the
“UNIVERSITY OF MUMBAI”

FOR THE ACADEMIC YEAR

2018-2019
 DECLARATION

I JAMSUTKAR ARTI SANTOSH student of VIVA COLLEGE OF HOTEL AND

TOURISMMANAGEMENT STUDIES hereby declare that I have completed this event
managementevent report on the 8thNATIONAL VASAI-VIRAR MAYOR`S
MARATHON (CLEANVASAI GREEN VASAI) for the academic year 2018-2019
The information mentioned in the report are all true and original to the best of my knowledge

Signature of the student: _______________________

Seat number: _______________________
Class: _______________________
Date: /
 ACKNOWLEDGEMENT

I JAMSUTKAR ARTI SANTOSH, a student of TY. BSc (Hospitality Studies). I would

like to express my heart full gratitude to Ms. POOJA PEDNEKAR and Mrs.
PRATYASHA PATTNAIK front office consultant faculty for their persistent
encouragement and valuable suggestion and always ready to help us throughout the course of
my project work. I offer my profound gratitude to the Principal of my institution Mr.
DEVASHISH VAKIL for giving me the valuable suggestion, guidance and knowledge &
providing me all the support require for a great success of the event

I would also like to thank my team members, my family & friends who their valuable
contribution for the completion of the work
 CONTENTS PAGE

Sr. PARTICULARS PAGE

No No
1 Front Page
2 Cover Page
3 Declaration
4 Certificate
5 Acknowledgement
6 Content page 1
7 Executive Summary 2
8 Introduction 3
9 Estimated Budget 4
10 Generation of Funds 11
11 Sales and Marketing Activities 12
12 Publicity and promotional Activities 13
13 Organizational Chart 14
14 Role of Individual Students 16
15 Challenges face and overcome 17
16 Learning Activities 18
17 Annexure 19-40
Total
 EXECUTIVE SUMMARY

The Event planning marketing and management report 2018-2019 is been prepared by the
students of TY. BSc (Hospitality Studies) of VIVA COLLEGE OF HOTEL
ANDTOURISM MANAGEMENT STUDIES for the event named as 8th NATIONAL
VASIA-VIRAR MAYORS MARATHON 2018 Held on 9th DECEMBER 2018. The
report givesyou a brief introduction about aims and objectives of the event it has all the
information about the overall and departmental budget along with the organizational and
departmental hierarchy. It also gives you a brief about the footfall, sales and marketing
activities, and a short trip to the memories of the event through the annexure.
 INTRODUCTION (EVENT AIMS AND DETAILS)

 AIM FOR THE EVENT

From the future point of view the thought behind arranging such event was to make people
aware about the cleanliness and the importance of greenery in life. Our true motivation was
to make the people aware the cleanliness and maintaining the greenery in the enviourment
and the making and maintaining a healthy city. And also, one reason behind the theme was
to show the importance and replicate the culture and importance of vasai city.

The overall concept was to motivate people and create public awareness for maintaining the
natures balance.

❖
OBJECTIVES OF THE EVENT

1. Giving an importance to nature

• What is mother earth? Mother earth is defined as “the earth as source of all its
living beings and inanimate things.” since we have only planet to live on, we need
to start to invest in the enviourment and save it for all of our generation to come

2. Creating awareness
• Enviourmental awareness is an integral part of the movement`s success. By
teaching our friends and family that the physical enviourment is fragile and
indispensable we can begin fixing the problems that threaten it.

3. Ways to maintain nature balance

• By offering a sapling to the guest
• By using eco-friendly amenities for service such as plates, spoons, fork made up
from bark of palm trees
• Décor made by utilizing old newspapers

4. MOTIVATION
• To motivate how people how they can create a greener and safe future, helping
their future generation to have a safe life.
 ESTIMATED BUDGET

Budget for various departments and overall budget of the event

Sr
No DEPARTMENT AMOUNT (in Rs)

1 Food Production 1,30,000/-

2 Food and Beverage Service 1,06,665/-

3 Front Office 10,500/-

4 Housekeeping 3,445/-

5 Sales and Marketing 1,09,675/-

Total 3,60,285
 Budget for various departments and overall
respective departments of the event

FRONT OFFICE

Sr Particulars Amount (in Rs)

No

1 Invitation Card 1000/-

2 Return Gifts 5000/-

3 Travelling expenses 3000/-

4 Stationary 500/-

5 Miscellaneous 1000/-

TOTAL 10500/-
 HOUSEKEEPING

Sr Particulars Amount (in Rs)

No

1 Carpet Brush 150/-

2 Varnish 500/-

3 Tapes 50/-

4 Cutter 45/-

5 Spray Can 450/-

6 Plants 2000/-

7 Travelling Expenses 200/-

8 Plastic Gloves 50/-

TOTAL 3445/-
 FOOD AND BEVERAGE SERVICE

Sr Particulars Amount (in Rs)

No
Consumables
1 Butter (10 gram) 3000/-
2 Marmalade 1500/-
3 Honey 2100/-
4 Jam 1500/-
5 Ketchup 2000/-
6 Mint (mouth freshener) 1200/-
7 Assam Tea 2000/-
8 Lemon Tea 1700/-
9 Darjeeling tea 1600/-
10 English Breakfast 1600/-
11 DesiKhawa 1800/-
12 Green Tea 1400/-
13 White Sugar 2500/-
14 Sugar Free 1200/-
15 Demerara Sugar 700/-
16 Milk 535/-
17 Coffee Powder 1000/-
18 Masala Tea Powder 200/-
19 Orange Juice 2600/-
20 Pineapple Juice 2000/-
21 Mango Juice 2600/-
22 Cranberry 800/-
23 Guava 1400/-
24 Apple 1400/-
25 Water Bottles (200 ml) 20000/-
26 Milk Powder 740/-
27 Corn Flakes 2200/-
28 Wheat Flakes 820/-
29 Chocos 820/-
30 Flavoured Yogurt 9300/-
31 Yakult 1100/-

TOTAL 68715/-
 FOOD AND BEVERAGE SERVICE

Sr Particulars Amount (in Rs)

No
Non-Consumables

1 Disposal Plates (1000 Nos) 10000/-

2 Disposable spoon and forks 12000/-

3 Doily Papers 850/-

4 Disposable Glass 5000/-

5 Fuels 2000/-

6 Tea Cups 4000/-

7 Hand Gloves 600/-

8 Tooth Picks 1000/-

9 Tissue Papers 2500/-

TOTAL 37950/-
 FOOD PRODUCTION

Sr Particulars Amount (in Rs)

No

1 Fruits 15000/-

2 Groceries 30000/-

3 Non-Veg Items 20000/-

4 Dairy Products 10000/-

5 Ready Made Products 8000/-

6 Bakery 20000/-

7 Fuel Cost 7000/-

8 Vegetables 15000/-

9 Miscellaneous 5000/-

TOTAL 1,30,000/-
 SALES AND MARKETING

Sr Particulars Amount (in Rs)

No

1 T-Shirts 47500/-

2 Shoes 47975/-

3 Flex & Banners 5000/-

4 Miscellaneous & Stationary 200/-

TOTAL 1,09,675/-
 GENERATION OF FUNDS

The generation of fund was done by all TY. BSc (Hospitality Studies) Students only. After
planning the theme and budget for all the respective departments we decided to contribute Rs
3500/- per student. We did not go for any sponsors as it was a social event and hence all the
fund for the event was self-contributed by the students themselves.

The total strengths of TY. BSc (Hospitality Studies) For MUMBAI UNIVERSITY is 103
Students,
i.e. Rs 3500*103 Students = Rs 3,60,500/-
 SALES AND MARKETING ACTIVITIES

TARGET GUEST
The targeted guest was all VVIP and VIP guest, Politicians, actors, who visited for
marathon, expected number of Pax were 800

FOOTFALLS
As the no of Pax expected was 800 but at the mid time of breakfast suddenly the count of
guest increased. It was difficult to manage crowd and the volume of cooked food served in
breakfast. Waste management was a bit challenge.

CHALLENGES FACED AND OVERCOMES

As the no of Pax was increased during the event and the difficulties, we faced which are
mentioned above, our team decided to overcome the problems by serving the cold food and
cut fruits. As we were already aware that there would be load shedding. We had arranged for
an inventor beforehand.
 PUBLICITY AND PROMOTIONAL ACTIVITIES

❖
Banners were made according to the event and its requirement.

❖
There were the banners of college.

❖
A social profile of the event was to create a social awareness.

❖
All the progressing activities were uploaded on the social profile of the college.

❖
Invitation of the event was sent to the different colleges of the MUMBAI.

❖
The invitation was also sent to medias.
 HIERARCHY OF THE EVENT

EXECUTIVE CHEF
ASSISTASNT CHEF
FOOD KITCHEN MR.PRANIT MR.RAHUL BHARTI
PRODUCTION RIKAME
AND HEAD CHEF
PATTISARIES ASSISTANT CHEF
BAKERY MR.PRATIK
MR.AMEY PATIL
BHANUSHALI

FOOD HEAD OF ASSISTANT HEAD

AND BEVERAGE DEPARTMENT OF DEPART-MENT
SERVICE MR.ANKIT SURTI MR.ABU SUFIYAN

HEAD OF
ASSISTANT HEAD
DEPARTMENT
FRONT OFFICE OF DEPARTMENT
MS.ANKITA
MR.PARAS RANA
BANKAR
ASSISTANT
GENRAL
GENRAL
MANAGER
MANAGER EXECUTIVE ASSISTANT
MR.MOHIT
MR.VIVEK HOUSE-KEEPING HOUSE-KEEPER HOUSE-KEEPER
PATIL
KAMAT MR.TYSON VAZ MR.BADAL JHA

HEAD OF DEPART-
SALES ASSISTANT HEAD
MENT
AND OF DEPART-MENT
MR.HUSSAIN
MARKEETING SADRIWALA MR.RAJ DHEDIA

HEAD OF DEPART- ASSISTANT HEAD

FINANCE MENT OF DEPART-MENT
MR.HRITIK DUBEY MS.ASHITA RAUT

HEAD OF DEPART- ASSISTANT HEAD

INFORMATION MEN OF DEPART-MENT
TECHNOLOGY MR.JAVVAD MR.VIGHNESH
SHAIKH SAWANT
 DEPARTMENTAL ORAGANISATIONAL CHART
FRONT OFFICE

CONSULTANT FACULTY – Mrs. PratyashaPattnaik

FRONT OFFICE MANAGER

Ms. ANKITA BANKAR

ASST. FRONT OFFICE

MANAGER
Mr. PARAS RANA

DUTY MANAGER DUTY MANAGER

Mr. JAVVAD SHAIKH Mr. AAKANSHA MATTOO

SUPERVISOR SUPERVISOR
Mr. HITES BASAK Ms. DIVYA HARAWADE
Mr. ARJUN SINGH Ms. AARTI JAMSUTKAR
Mr. AKSHAY PARMAR Ms. PRANITA BANDODKAR

ASSOSIATES ASSOSIATES
Mr. OMKAR NIVENDKAR Ms. GRETA D`SOUZA
Mr. VIGHNESH UTTEKAR Ms. PUSHALI SHAH
 ROLE OF INDIVIUAL STUDENTS

DEPARTMENT – FRONT OFFICE

My Role as SUPERVISOR
Report To – Pooja Ma`am &Pratyasha Ma`am

❖
In the meeting held with the concern with faculty and the students I was selected as the front
office Supervisor

❖
As we came closer to the event, we conducted the departmental meeting and decided the
return gifts and designed the invitation for the event as per the theme (clean vasai green
vasai) and the budget for the event and made the inventory.

❖
My role was to make sure that all the works Of My Department goes smoothly and are
completed on time.

❖
We made the list of invitations with the help of faculties and allocated the members for
sending the invitation to the colleges.
.

Key Responsibility: -

➢
Managing the documents and the paper works and keeping them up-to-date and higher
management

➢
Taking updates from the team members& HOD regarding the work assigned and reporting
to the consultant faculty.

➢
Being in touch with the HOD and the consultant faculty and event in-charge and
pending or remaining work and making sure all works are completed on time.
 CHALLENGES FACED AND OVERCOME

➢
Conceptualization and planning of a unique theme-based event with a social message.

➢
Time management with a limited manpower.

➢
Approvals and process involved.

➢
Handling the situation tactfully.
 LEARNING OUTCOME

❖
ORGANISATION OF AN EVENT
• Conducting and organizing event efficiently

❖
LEADERSHIP QUALITY
• Leaded and guided the team as the FRONT OFFICE
SUPERVISOR.

❖
MARKETING SKILLS
• Promoting the theme and events efficiently

❖
COMMUNICATION SKILLS
• Expressing and delivering ideas, concept and convincing others

❖
SITUATION HANDELING
• Handling uncertain situation calmly and tactfully
ANNEXURE OF THE EVENT
PRE-EVENT
ON THE DAY OF EVENT