Sample 3: Board Meeting

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The following sample consists of:



Outline of Meeting Requirements

Name: Annual Meeting of the Board of Directors
Location: Kyoto, Japan
Date: May

Day Accommodation (No.) Meeting Rooms Meeting Times
Sat 2
Sun 2
Mon 3
Tue 19
Wed 35 Executive Committee Meeting (9) 13:00-18:00
Thu 33

Board Meeting (35)
Two Break-Out Rooms (20/room)

08:30-17:00
10:00-12:00
Fri 10
Sat 2

Requirements for meeting rooms: OHP, Screen, Table, LCD Projector, Pencils & Writing Pads
Executive Committee Meeting: conference seating layout
Board Meeting Room: U-Shape seating layout, with podium & microphone at open end


Meeting Refreshments

Day Continental Breakfast Luncheon Coffee Breaks
10:30 & 15:00
Wed — 9 9*
Thu 35 35 20 / Break-Out Room*
35**

* 10:30: Coffee, Tea, Water, Cookies, Bar
** 15:00: Coffee, Tea, Water, Soft Drinks, Cookies, Bar


Reception Parties

Day Number Event Time
Wed 50

Opening Reception

Separate Area (Terrace or Private Room) with own bartenders, fine hors d’oeuvres and fully stocked bar		 19:00-20:30
Thu 50

Cocktail Party and Banquet

First-class service, place cards, wines, round tables for 8.		 Cocktails: 19:00-20:00
Banquet: 20:00




Accommodation Sample Proposal

First-Class Hotel

Room Requirement Sat Sun Mon Tue Wed Thu Fri Sat
Single or Double 2 2 3 19 35 33 10 2

Accommodation Details

Superior Room (28m²) JPY 22,000 Single or Double Occupancy
Deluxe Room (38m²) JPY 30,000 Single or Double Occupancy
Luxury Suite (80m²) JPY 45,000 Single or Double Occupancy

10% Service and 5% Tax will be added to the above rates





Function Space Allocation Sample Proposal

Day Function Room Size & Set-Up Room
Rental Fee
Wed Executive Committee
13:00-18:00 		Board Style for 9
15:00 Coffee Break 		Yoshimizu-no-Ma
JPY 90,000
Opening Reception
19:00-20:30 		Cocktail Party for 50
Hors d’oeuvres 		Minori-no-Ma
JPY 50,000
Thu Board Meeting
08:30-17:00 		U-Shape for 35
15:00 Coffee Break 		Hoo-no-Ma
JPY 350,000
Break-Out Room
10:00-12:00 		Board Style for 20
10:30 Coffee Break 		Yoshimizu-no-Ma
JPY 40,000
Break-Out Room
10:00-12:00 		Board Style for 20
10:30 Coffee Break 		Shirakawa-no-Ma
JPY 40,000
Lunch
12:00-13:00 		Private Room Circular Room
JPY 30,000
Cocktail Party & Banquet
19:00-22:00 		Round for 50 Aoi-Den
JPY 100,000

Currency Converter: http://finance.yahoo.com/currency-converter?u#from=JPY;to=USD;amt=1





Food & Beverages

Coffee Break JPY 2,000 / person
(Coffee, Tea, Water, Soft Drink, Cookies, Bar)
JPY 1,500 / person
(Coffee, Tea, Water, Cookies, Bar)
Breakfast from JPY 2,500 / person
American buffet breakfast
Luncheon from JPY 4,000 / person Buffet
& from JPY 5,000 / person Course
Dinner from JPY 12,000 / person Course
Beverage Consumption Base,
Average JPY 3,500 / person
House Wine JPY 4,500 / bottle
Canapé JPY 2,500 / person
Japanese Style Umbrella with Japanese Canapés for 25 pax JPY 50,000

10% Service Charge and 5% Tax will be added to above

Currency Converter: http://finance.yahoo.com/currency-converter?u#from=JPY;to=USD;amt=1





Flowers & Decorations

Floral Centrepieces from JPY 5,000 / table
Floral Decoration from JPY 50,000 / line
Yatai Stand JPY 15,000 / stand (food not included)
Japanese Style Umbrella & Chairs JPY 10,000 / seat

5% Tax will be added to above

Currency Converter: http://finance.yahoo.com/currency-converter?u#from=JPY;to=USD;amt=1





AV Equipment & Office Supplies (Daily Rate)

Microphone with Podium JPY 5,000
Wireless Microphone & Podium JPY 6,000
OHP (250w) JPY 9,000
PC Projector JPY 75,000
Screen (1.8m × 1.8m) JPY 3,000
Sound Engineers JPY 25,000 (4 hours)
Lighting Engineers JPY 25,000 (4 hours)
Extension Cable JPY 600
Extension Cable (International) JPY 1,500
Pen & Memo Pads JPY 300

5% Tax will be added to above

Currency Converter: http://finance.yahoo.com/currency-converter?u#from=JPY;to=USD;amt=1

Estimates constitute sample only. Actual estimate will depend upon volume, size, season and your other requirements.