Guide to hotel reservations, meeting services and organising events worldwide



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15 augustus 2016
ROPOSAL ESMF AND TTT EVENT

“Back to attract”

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Your personal guide to hotel reservations, meeting services and organising events worldwide
ompany name: Toyota Material Handling Europe
Contact person: Mrs. Pascale Van Den Driessche
Your consultant: Eva Diks
Reference: 9460

Activity: Launch of Forheftruck


Location: Former Toyota Office, Coenecoop Waddinxveen
Nr. Of person: 145
Date: 25-29 November 2013


ASSIGNMENT:

Sales managers, product managers and key account managers of Toyota Material Handling are invited to get to know the new truck.

Key words: Spectacular, Trucks, back to attract

Suppliers: We selected high quality suppliers, with proven experience to make sure this event will be successful.



PROGRAM

Day 1 Monday 25 November Building up

Day 2 Tuesday 26 November Launch
Dinner
Day 3 Wednesday 27 November Meeting

Day 4 Thursday 28 November Meeting

Day 5 Friday 29 November Breaking down

CATERING

We selected a full service catering company, specialized in the catering of creative events. Being flexible is one of the most important values of this company. They work with tailor made concepts which suits your event, the target of the event and the event goal. Always with a lot of creativity.

 

This creativity is reflected in innovative concepts developed in combination with food designers, artists and other creative people.  Our tailor made concepts will take care of an unique experience of your event.  At this stage we can give you a rough idea of the catering costs. All depending on a final program and the required catering service. For your event we will provide catering, facilities and the furniture and styling. Following your specific wishes we will be pleased to send you a tailor made proposal at a later stage.





DINNER MENU SUGGESTIONS

MENU 1

starter


Quinoa Salad - Salmon cylinder - sour carrots - curry cream - cream ink - Afilla - beans juice - black tapioca crackers
Optional: in between Course

Thinly sliced ​​scallops - Italian spinach - poached egg - young cress cream - grater chorizo


main course

Poultry from the Farm - brandade of cod - potato-green vegetables puree - mini carrots – balsamic syrup - puffed pepper sauce


dessert

Jan in Zak (a traditional Dutch dessert) - steamed sweet bread - dried fruits - pear - spices - Strohrum-yoghurt mousse




MENU 2

starter


Pallet of raw marinated beef with pancetta and bright green cream of basil served with asparagus shoot and Oriental cherry varieties

Main course
At low temperature roasted Irish salmon with a crust of Dutch XO Reypenaarcheese and herbs served with a seafood and almond pastrytopped with a lukewarm sauce from home-dried tomatoes and ‘Abequina’ oil


Dessert
Dutch Egg Cup filled with creme brulee of cardamom
Mini tart- tatin of vanilla with cream cantiel
Lollipop of raspberry ice-cream with chocolate and mint 
Drinks

During dinner and cocktail hour at the Wednesday we serve your guests drinks from the Dutch Range as our colorful juices, various cool, beautiful waters, three colour quality wine and cold beer. In consultation with you we would like to compose an appropriate wine proposal for dinner.


FOOD IMPRESSIONS


DINNER COSTS LAUNCH

Beverages 4 hours buyout price € 20 ,- pp

Coloured juices, wine, beer, Dutch spirits, soda
Sit down dinner 3 course menu € 33.75 pp

Total p.p. € 53.75

Total for 145 persons € 7793.75

-Staff €4327.50

-placement kitchen,

banqueting costs, tableware € 1785,-

-transport (estimation) € 350

Total for 145 persons € 5962.50


€ 98.32.
Total PP € 98.32

Optional in between-course pp €6,-


HOSTESS

The hostess will be dressed up according to the theme we will use. There are many possibilities as you can see on the impressions below.









LUNCH

At lunch we present different types of sandwiches from beautifully decorated food islands. So your guests can put together their favorite lunch and get energized for the day.


cold dishes

- Triangle Sandwich - mature cheese - pickles - rocket lettuce- veggie

- Soft white roll - ham - cucumber posts - butter cream cheese

- Farmers sandwich - tuna salad - roasted peppers

- Mini ciabatta - carpaccio-pine nuts - pesto
Ready-to-go Salad Cups

- Salad - pasta tubes - pepper strips, fresh herbs - Feta cheese - veggie

- Salad - fresh spinach - cooked egg crumbs - crispy bacon - honey dressing
Hot dishes - served by our staff

- Spanish quiche - puffed white onions - look - mini spring onion – sprinkled

with Manchego

- Vichysoise - mini leeks - rozenval potatoes - grilled paprika cream


Healthy and wise

- Hand fruit such as apples, slices of melon and mandarin


Drinks

During the reception and lunch we serve non-alcoholic beverages, coffee and tea and fresh juices.









MEETING WEDNESDAY 27TH

145 people

Beverages 2 hours buyout price € 10,- pp

Morning ½ hour, lunch 1 hour and afternoon ½hour


Grab & Eat Lunch €15,50

Morning Bite (sweet) € 2.25


Total pp € 27.75
Afternoon bite (salt, nuts, olives and 2 hot snacks are served ) € 6.25

30 persons total €187.50

TOTAL €4211.25
Staff (including preparation lunch meeting Thursday the 28th ) €2655.25

banqueting costs € 350.-

transport (estimation) € 125.-
Total €7341.50

MEETING THURSDAY 28TH

30 people


Idem day 2 total for 30 persons € 1020.-

No Staff, banqueting costs, transport € 0


Total p.p. € 34 p.p.

FURNITURE

For dinner there will be a dining area and a bar. This costs are an estimation. The exact costs can only be set when we have all the details.


For the lunch they will set up different kind of stations were all the food will be presented.

Meetings

Tables, chairs, € 2148.39

Dressing € 500

Hall 1 dinner and lunch

Carpets € 2650

Furniture and dressing € 4335 incl. construction and dismantling

For launch and lunch and

meeting total 2 days
Hall 2 / 3

Heaters €2331

Chairs used outt of meeting rooms

Red carpet 2m wide, 20m long € 265

Led creations € 500 Suggestions to put LED along the red

carpet, instead of trees these led creations . The lighting can be in different colors.

Total furniture € 12729.39



TRANSFERS
Bus Transfers


  • 25th of November 2013, 90 persons, 15.00 o’clock from Schiphol Airport to NH The Hague




  • 26th of November 2013, 25 persons, between 08.00-12.00 o’clock from Schiphol Airport to NH The Hague

  • 26th of November 2013, 30 persons, 16.30 o’clock from Schiphol Airport to Best Western Gouda

  • 26th of November 2013, 115 persons, 18.00 o’clock from NH The Hague to Waddinxveen

  • 26th of November 2013, 30 persons, 18.00 o’clock from Best Western Gouda to Waddinxveen

  • 26th of November 2013, 115 persons, 22.30 o’clock from Waddinxveen to NH The Hague

  • 26th of November 2013, 30 persons, 22.30 o’clock from Waddinxveen to Best Western Gouda




  • 27th of November 2013, 115 persons, 07.00-08.00 o’clock from NH The Hague to Waddinxveen

  • 27th of November 2013, 30 persons, 07.00-08.00 o’clock from Best Western Gouda to Waddinxveen

  • 27th of November 2013, 115 persons, 13.30 o’clock from Waddinxveen to Schiphol Airport

  • 27th of November 2013, 25 persons, 15.30 o’clock from Waddinxveen to Schiphol Airport

  • 27th of November 2013, 30 persons, 17.30 o’clock from Waddinxveen  to Best Western Gouda




  • 28th of November 2013, 30 persons, 08.00 o’clock from Best Western Gouda to Waddinxveen

  • 28th of November 2013, 30 persons, 17.00o’clock from  Waddinxveen  to Schiphol Airport




  • 29th of November 2013, 10 persons 8:00 o’clock from  Waddinxveen  to Schiphol Airport (time and number of persons to be defined)

The estimated rate will be € 5028.35 based on the above mentioned information. Extra waiting hours are not included in the offer and will be euro 40.- per hour.

OPTINAL transfers from the airport to the hotels:

  • 1-3 people TAXI from € 76, -

  • 4-8 people taxi bus from € 79, -

  • 9 – 12 people minibus from € 202.25

  • 12 – 35 people bus from € 304



HOTEL

Best Western Gouda Hoge Gouwe 201, 2801 LE Gouda



  • Arrival: 26-11-2013

  • Departure: 28-11-2013


180 nights for single use





Best Western Plus City Hotel Gouda

Room rate


€ 97,50 including breakfast and city tax



Estimated total costs rooms

17550,-

MEETINGROOMS
28/11: meeting room 20 pers. U-Shape from 13:00 to 18:00

The rate for a 4 hour meeting package is €28,50 per person. The meeting package is including:


29/11: meeting room 20 pers. U-shape from 8:00 to 15:00 

The rate for a 8 hour meeting package including lunch is €53,50 per person.


estimated costs, costs depending on how many meeting rooms and persons

28/11 €570

29/11 €1551.50
TOTAL €2121.50

Extra option €1551.50



DINNER IN GOUDA

Mallemolen for Thursday evening (+/-35 pax)

Dinner pp 32,50

rental dining hall 150,-
Total 1287.50


TECHNIEK
The dinner area will be lit with conventional lights during walk-in and dinner together with logo

projection on a screen in front of hanging cloths/backdrops over the whole width of the dinner

area. The dinner area itself will be surrounded by hanging black cloths to create a "blackbox".

During the evening the revealing of the Fork Lift Trucks will be done by moving the crane

together with trusses, lights and falling cloths backwards. This will be supported by moving

lights with standard built-in gobos to create a revealing moment together with falling fabrics.

As the wall of trusses and fabrics (together with the projection screen on black) are moving

backwards, the outside fabrics will drop to unveil 2 Fork Lift Trucks , a few moments later 2 more

fabrics will drop to unveil the other 2 Fork Lift Trucks as the crane moves further to the back of

the room. At the end the projection will put up again (full screen due to the second projector with

other lens) and will project a logo or some images/movies of the trucks. (optional)

SOUND AND PROJECTION

HALL 1

Audio
- Soundamplification in the room for approximately 130 persons.

Amplification of:

* 2 x lectern microphone with 2x lectern/podium on stage

* 4 x wireless clip-on microphone with headworn microphone

* 2 x wireless handheld microphone

* 1 x CD player for lounge music

* 1 x laptop computer from Heuvelman setup at the control
- The audio-installation will be supplied with:

* A(n) 16 channel digital audiomixer

* 4 x loudspeaker hung in the truss

* 4 x loudspeaker on floor stand

* 2 x monitor/hotspot luidspeaker on the stage

* 2 x Sublow speakers

* Amplifiers and effect equipment
Video/data projection (after revealing & on during plenary session second day)

- 1 x Barco R12+ projector 12.000 Ansi Lumen with 5.0-8.0 lens (20-31m)

- The projector will be supplied with a rigging frame and will be hung in the trussconstruction
- Projection on a front projectionscreen of 425 x 249 cm (16:9 ratio)

* The screen will be hung in the trussconstruction under the crane

- We will place the following preview monitor(s):

* 1 x 42" plasmascreen (16:9 ratio)


- The projector(s)/monitor(s) will display the image of:

* The seamless control


Seamless control

- Control unit with:

* Folsom ScreenPro II seamless switcher with 2 control monitors

- With the following sources:

* 2 x laptop computer from Heuvelman setup at the control for the presentations with remote
Specification of the equipment

HALL 2 (rental period 2, 1 day use)
Audio hall 2 (demo 1)

- Headset amplifying set for max. 50 persons

Amplification of:

* 1 x wireless clip-on microphone with headworn microphone

* 1 x wireless handheld microphone
- The audio-installation will be supplied with:

* An 8 channel powermixer

* 4 x loudspeaker on stand
Audio hall 2 (demo 2)

- Headset amplifying set for max. 50 persons

Amplification of:

* 1 x wireless clip-on microphone with headworn microphone

* 1 x wireless handheld microphone
- The audio-installation will be supplied with:

* An 8 channel powermixer

* 4 x loudspeaker on stand

HALL 3

Audio
- Soundamplification in the Hall for approximately 50 persons.

Amplification of:

* 1 x wireless clip-on microphone with headworn microphone

* 1 x wireless handheld microphone


- The audio-installation will be supplied with:

* An 8 channel powermixer

* 4 x loudspeaker on stand

Time schedule

25-11-2013 Mo 10.30 - 12.30 setup

12.30 - 13.30 break

13.30 - 17.00 setup

17.00 - 18.00 technical run through
26-11-2013 Tu

14.45 - 15.00 startup equipment

15.00 - 18.00 REHEARSALS

18.00 - 19.00 break

19.00 - 22.30 SHOW (Dinner/unveiling)
27-11-2013 We 7.

15 - 7.30 startup equipment

7.30 - 8.15 REHEARSALS

8.15 - 8.45 stand-by (walk-in guests)

8.45 - 10.00 SHOW (Plenary)

10.00 - 11.00 SHOW (First round of demos)

11.00 - 12.00 SHOW (Second round of demos)

12.00 - 13.00 lunch (lunch guests in plenary room)

13.00 - 14.00 dismantling Hall 2+3 (demos)

14.00 - 17.00 dismantling plenary room


Rental period 1 : 25-11-2013 t/m 27-11-2013 Operational days : 2,00

Rental period 2 : 25-11-2013 t/m 27-11-2013 Operational days : 1,00


Description Quantity Price (€)
Audio Hall 1

Mixer 16 channel digital 1

Headphone 1

Plexiglass lectern 2

Lectern/forum microphone 2

Microphone table clamp 2

2x Lapel/hand wireless microphone 2

2x Lapel/hand wireless microphone 1

Headset beige 4

Speaker 12XT L-Acoustics 4

12XT Riggingset with G-hook 4

Combi adaptor SPK/harting Male 1

Combi adaptor SPK/harting Fem. 1

Combi cable Harting 25m 2

Speaker 8XT L-Acoustics 6

Loudspeakerstand 4

Basspeaker SB118 L-Acoustics 2

Amplifier-rack 8XT/12XT/SB118 4

Battery AA 1,5V 2 4

Microphone stand 4

Combi reel 50 metre 12 channels 1

Audio Hall 1: 2686.51


Projection Hall 1

Barco R12+ DMD projector 1

Partkoffer Barco R12+ 1

Braco rigging set 1

Barco lens R12+ 5.0-8.0 / HD18 4.0-6.4 1

Front projection screen 4,25Mx2,49M (16:9) 1

Screen skirt for 4,25M x 2,49M H=2,86M 1

Projection Hall 1: 2353.31


Description Quantity Price (€)
Seamless control + confidence monitor

Seamless switcher PDS 902 1

TFT monitor 22,0" Philips Full HD 1

Laptop 2


Cordless presenter 1

MasterCue V6USB CFL 1

Plasmascreen 43" 1

Table stand plasma universal 5º 1

6x BNC 2x XLR reel 50m 1

Interface Extron 203-Rxi-VTG 1

DVI fiber optic haspel 100m Neutrik 1

DVI fiber optic Toolcase optiCalcon 1

Seamless control + confidence monitor: 1500.66
Audio Hall 2

Powermixer 8-4 2

Speaker SB Audioperformance 8

Loudspeakerstand 8

Wireless lapel microphone 2

Wireless handheld microphone 2

Battery AA 1,5V 8

Audio Hall 2: 733.81


Audio Hall 3

Powermixer 8-4 1

Speaker SB Audioperformance 4

Loudspeakerstand 4

Wireless lapel microphone 1

Wireless handheld microphone 1

Battery AA 1,5V 8

Audio Hall 3: 367


Crew setup/show/dismantling

Audio technician 1

Evening/weekend labour charges 1

Floor technician 1

Seamless switch technician 1

Projection technician 1

Production manager 1

Setup assistants

Description Quantity Price (€)

AV technician 1

Transport

Transportation costs crew 240

Transportation costs equipment 240

Crew & transport: 8437.79


Insurance contribution 380.67

Extra project discount €895,-


Projectprice (ex. VAT) in EURO


LIGHTs, stage, rigging & backdrop
Rental period

26-11-2013 t/m 27-11-2013 Toyota nieuwe heftruck 320315 -6 25-09-2013


Description Price (€)
From the hall we hang two sides (left and back) with black

curtains, in the curtains we take care of the heater outlet.


21 x truss X30D driehoek (meter) truss

3 x statief wind-up trusslift (h=6,50m) hoist

21 x doek zwart verdu 6m hoog brandvertragend (strekkende meter) curtain

1 x nood-uit verlichting TL bakje met pictogram emergency light

45 x truss X30D driehoek (meter) truss

7 x statief wind-up trusslift (h=6,50m) hoist

36 x doek zwart verdu 6m hoog brandvertragend (strekkende meter) curtain

4 x doek zwart verdu 4m hoog brandvertragend (strekkende meter) curtain

1 x nood-uit verlichting TL bakje met pictogram emergency light
€ 1574.65

Description Price (€)

In the "lobby" we make a truss with hoists and show

lighting.

9 x truss X30D driehoek (meter) truss

2 x handtakel 500kg hoist

3 x 4-bar par 64 1kW sfeerverl.

1 x statief (h=3,20m) light bar

1 x schijnwerper fresnel 1kW light bar
€ 286.28

In the dining area we hang three trusses with spotlights.

We light up each table separately and also make some general

ambient light. We provide front light for speaker and trucks

and also the rigging for the projector.

42 x truss X30D driehoek (meter) truss

9 x handtakel 500kg hoist

13 x tophat ledpar Spectral M-800 light table

7 x tophat ledpar Spectral M-800 ambient light

2 x schijnwerper fresnel 1kW front speaker

4 x schijnwerper profiel Pacific 1kW front truck

4 x truss H30V vierkant (meter) rigging video

4 x handtakel 500kg rigging video
€ 831.60
Among the loopcad we hang a length truss including a number of truss downriggers. By this we hang lighting that goes witch the movement to the back. To do this we create depth on the playing surface. In the truss construction we make a falling curtain system which is in two steps (outside and inside).
3 x motortakel 500kg + sturing hoist

20,5 x truss H30V vierkant (meter) truss

6 x truss boxcorner 3-weg truss

30 x truss H30V vierkant (meter) downrgger

8 x DTS Jack wash/spot/beam moving head backlights

12 x ledpar Spectral M-800 RGB outdoor backlights

12 x ledpar Spectral M-800 RGB outdoor light downrigge

6 x ledpar Spectral M-800 RGB outdoor light downrigge


€ 2411.48
Description Price (€)

19 x valdoek systeem electromagnetisch (meter) falling system

1 x valdoek systeem bedieningsunit

20,5 x doek zwart verdu 6m hoog brandvertragend (strekkende meter) curtain

€ 660
On the side we place towers with sidelight

6 x ballettoren uitschuifbaar towers

18 x ledpar Spectral M-800 RGB outdoor sidelight

€ 544.50
General:

1 x personenlift ALP werkhoogte 9,5m hoist

1 x regelcomputer GrandMA Light geautomatiseerd/conventioneel lighting desk

1 x foh kabelhaspel 50m

1 x intellahazer nevelmachine (Xeon II) smoke

€ 701.25

After the opening show we place a stage of 8x3x0.40mtr

fot the speakers at 27-11.

24 x podium hoogte 40cm (per m2) + afrok + tapijt (zwart) stage

1 x podiumtrap 20/40/60cm stage

€ 627
Crew and transport:


25-11-2013 load-in from 07.00u till 16.00u

1 x manday projectmamanger

1 x manday rigger

3 x manday technicus licht

1 x transport trekker/oplegger 65-95m3 (CE)

170 x prijs per km trekker/oplegger 65-95m3 (CE)

170 x prijs per km personenauto/kleine bestelauto (B)

€ 2215.29

25-11-2013 Programming and finish touch from 15.00u till

24.00u


1 x mandag operator licht

1 x mandag technicus licht

170 x transport 's-Hertogenbosch (Pers.auto)

€ 3008.50


26-11-2013 Rehearsal and show from 15.00u till 23.00u

1 x mandag operator licht

1 x mandag technicus licht

170 x prijs per km personenauto/kleine bestelauto (B)

€ 749.54
27-11-2013 Show and load-out from 07.00u till 17.00u

1 x mandag operator licht

1 x mandag technicus licht

170 x prijs per km personenauto/kleine bestelauto (B)

€ 749.54
27-11-2013 load-out from 14.00u till 23.00u

1 x mandag projectleider

3 x mandag technicus licht

1 x transport trekker/oplegger 65-95m3 (CE)

17 x prijs per km trekker/oplegger 65-95m3 (CE)

170 x prijs per km personenauto/kleine bestelauto (B)

€ 1647.42

Extra project discount € - 545

Totaalbedrag (excl.btw) € 15462, 05

Conditions

* The necessary equipment, staff and transportation as specified in this offer will be in option, until maximum binding on 28-09-2013, subjected to availability.

* Specified in this offer the labor and transportation costs are a realistic estimate. These costs will however be charged on bases of the actual hours afterwards.

* The insurance contribution is a percentage of the total net price of the rental equipment. For damage, theft or loss, is an excess of the new value to a maximum of € 1.500,- per occurrence.

* Sufficient (night-) protection for the equipment we have installed throughout the event.

Responsibility for theft is described in our terms and conditions.

* Crewcatering (coffee, soft drinks and meals) at or near the worksite for our technicians

during all activities (construction, dismantling, rehearsals, performances, standby) is provided by the client. If crewcatering is not present, actual costs will be charged a fee: lunch at € 14, - per person and dinner at € 22,- per person.

* Ample free parking suitable on or near the worksite for our (freight) cars during the entire

period of construction to disassembly by the client care. If free parking space(s) are not present, parking costs incurred will be charged to you afterwards.

* If one or more of the above points can not be accomplished, than Heuvelman would like to be timely informed, so that we can come up with solutions in agreement, or make alternative arrangements.

* All prices exclude VAT, power, hotel accommodation, visits, tapes, waiting times and installation requirements.


The price difference is because the following changes:

 

Adjustment Light quote

- Cloths back wall (reception) left out

- Truss for mood lighting reception added

- Gobo projection in the dinner area left out

- Show / backlight (moving heads) minimized

- Sidelight simplified

- Floor Light left out

- On / dismantling crew adapted
 

Adaptation sound quote

- Extra projector for projection logo during dinner left out

- Choice for easier switcher

- Audio Sets for demos adjusted,

- headsets left out, sets are equipped with speaker (To take into account the positioning of demos)

- Project manager during operational timing of the offer.


 

This provides considerable savings. Further savings will have a direct impact on the look of the event.



Where necessary I think it is a good idea to look at alternative plan together.

ASSISTANCE CHC

Rate €45 an hour (special rate)




Pre- production

3 hours

Production

15 hours

Production on site

24 hours







Total hours

42 hours

Total costs

1.890.-



Estimated total costs :
















Catering dinner




€ 22.618

furniture




€ 12.729

AV- Equipment Hall 1 and 2




€ 15.565

Light




€ 15.462

Bus Transfers




€ 5.028

Best Western Gouda




€ 17.550

Dinner in Gouda




€ 1.288

meeting rooms




€ 2.122

Entertainment




€ 0

DJ During Lunch




€ 0

CHC assistent




€ 1.890










Total estimated cost




€ 94.251



















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