Meeting Plan For This Assignment, You Will Function As A Mee ✓ Solved

Meeting Plan For this assignment, you will function as a mee

Meeting Plan For this assignment, you will function as a meeting planner for Joshua Tree Ice Cream. Using the Meeting Checklist developed by your professor, determine the following: Explain the type of meeting that will be developed (choose one hallmark event: significant company anniversary, product or service launch, awards and recognition ceremony, annual conference, training symposium). Determine the primary business intentions of the event (to celebrate, acknowledge, build team member competencies, etc.) and detail specifically. Identify stakeholders: decision makers, function coordinators, vendors, suppliers, event team members; briefly address the roles, contributions, and impact of the stakeholders. Define attendees: demographics, psychographics, organizational experience/role, function, and total attendance projection. Provide a draft agenda. Address logistics: location with insight into the selected space, set-up, sequence, and flow of meeting or event. Present a typed 2-to-3-page outline; the plan can be presented in bullets. Be explicit with detail; reflect realistic initial game plan and provide clients with a sense of the environment you would create.

Paper For Above Instructions

Executive Summary

This plan outlines a product launch event for Joshua Tree Ice Cream introducing a signature seasonal flavor line inspired by the Mojave desert. The event goal is to generate local and regional media coverage, secure retail partnerships, reward staff and stakeholders, and drive immediate sales and distribution opportunities (Goldblatt, 2011; Allen et al., 2011). The plan uses industry best practices, vendor management, food-safety guidance, and sustainable event principles to ensure a scalable, brand-aligned activation (Events Industry Council, 2017; ISO, 2012).

Type of Meeting

Selected hallmark event: Product/service launch — a branded tasting and trade/media preview followed by a public pop-up sampling. The launch combines a press/media breakfast, a retail partner reception, a team recognition segment, and an evening consumer tasting.

Primary Business Intentions (detailed)

  • Brand awareness: create earned media placements and social content for a seasonal line (EventMB, 2019).
  • Sales and distribution: secure commitments from 10–15 regional retailers and cafe partners via sampling and B2B demos (Allen et al., 2011).
  • Stakeholder recognition: thank long-term suppliers and top-performing staff with a short awards segment to build loyalty.
  • Team competency & product feedback: gather structured sensory feedback from trained retail partners and a VIP consumer panel to refine SKU packaging and SKU placement strategy (Getz, 2012).

Stakeholders and Roles

  • Decision makers: Owner/CEO (final approvals on budget, product messaging, guest list). Impact: sets strategic direction and provides brand voice.
  • Function coordinators: Marketing Lead (program, invitations, PR), Operations Manager (logistics, permits), Food Safety Lead (ServSafe-certified) (ServSafe, 2017). Impact: translate strategy into operational tasks.
  • Vendors: AV/production company, rental company (tents, tables), caterer for non-ice samples, signage/branding vendor. Impact: execution quality and guest experience.
  • Suppliers: dairy/ingredient partners present for B2B networking; may sponsor tasting stations. Impact: co-marketing and supply chain alignment.
  • Event team members: onsite event manager, registration team, brand ambassadors, hospitality volunteers. Impact: guest flow, data capture, hospitality.

Attendees (defined)

  • Demographics: Ages 25–55; mix of retail buyers, local food press/bloggers, influencers, suppliers, employees, and general consumers for evening session. Anticipated gender mix aligned with brand audience.
  • Psychographics: Food-forward, environmentally conscious, values local/ artisanal products, enjoys experiential sampling and social sharing.
  • Organizational experience/role & function: Retail category managers, independent grocers, cafe operators, PR/food writers, local tourism representatives, company leadership, frontline employees.
  • Total attendance projection: 180–220 (AM: 60 retail/press/B2B; Midday staff suppliers: 40; Evening consumer tasting public: 80–120). Projections include 15 VIPs (press, top buyers) and an event team of 10–15.

Draft Agenda (high-level timeline)

Venue: Adaptive outdoor courtyard adjacent to Joshua Tree storefront (or rented pop-up courtyard near downtown Twentynine Palms) — capacity 250 with flexible tenting.

  • 07:00–09:00 — Vendor load-in, production rehearsal, food-safety checks.
  • 08:30–09:30 — VIP breakfast & media briefing (press kit handout, CEO remarks, small tasting stations).
  • 09:45–11:30 — Retailer demos & B2B tastings (structured feedback forms, sample distribution, order forms).
  • 11:30–13:00 — Staff recognition mini-ceremony + networking lunch (internal awards presentation).
  • 13:00–16:00 — Break/turnover (public pop-up setup, signage placement, social media pre-rolls).
  • 16:30–20:00 — Public tasting event (paid or RSVP-based), brand DJ, live social content, vendor booths, retail activation for on-site purchases.
  • 20:00–22:00 — Breakdown and vendor out.

Logistics & Selected Space Insight

Selected space: a mixed indoor/outdoor courtyard behind the Joshua Tree Ice Cream flagship. Rationale: authentic brand context, walkable to tourist foot traffic, allows outdoor sampling (permitting considered). Space metrics: 6,000 sq ft, hardscape for staging, adjacent kitchen access for cold storage. Capacities: 200 seated, 250 standing. Parking: public lots within 0.2 miles; valet arrangement for VIPs. AV: small stage (12'x8'), 2x mains, wireless mics, projection for brand visuals. Accessibility: ADA ramps, restroom access, and signage routes (MPI guidance on accessibility) (MPI, 2020).

Set-up & Floorplan (summary)

  • Entrance/Registration: branded arch, check-in tablets for data capture, wristbanding for consumer session.
  • Main Stage: for 15-minute CEO and partner remarks and awards.
  • Tasting Stations: 6 branded stations (product line demos), each with cold-holding carts and sanitation stations (hand-sanitizer, gloves), staffed by brand ambassadors.
  • VIP/Media Zone: quieter area with reserved seating, press kits, and interview backdrop.
  • Retailer Demo Zone: product display, order forms/tablet POS, supplier tables.
  • Catering/Back-of-house: access to cold storage, plated service staging, permitted waste disposal and composting stations (sustainability per ISO 20121).

Sequence & Flow (guest journey)

  1. Arrival and warm greeting at registration — immediate brand touch (name badge + sample token).
  2. Guided tasting path: begin at heritage flavors, progress to new product line — curated flow avoids cross-traffic.
  3. VIPs moved to front of house for remarks; media offered interviews post-remarks.
  4. Retailers escorted to demo tables; sales conversations take place at dedicated negotiation tables away from consumer flow.
  5. Evening consumers free-flow sampling and social photo opportunities at branded mural.

Risk Management & Compliance

Food-safety compliance: ServSafe-certified staff at all tasting stations, cold-chain monitoring, labeled allergens (ServSafe, 2017). Permits: Special event permit, health department sampling permit, noise permit if amplified audio. Insurance: event liability insurance naming venue and sponsors. Emergency plan: onsite first-aid kit, AED location, emergency egress plan submitted to local authorities (PMI, 2017).

Measurement & Post-event Follow-up

  • KPIs: media impressions, retail leads secured, sample-to-purchase conversion (on-site sales and 7-day uplift), social engagement #hashtags, stakeholder satisfaction surveys (Getz, 2012).
  • Post-event: distribute press release and photo/video assets within 24 hours, follow-up sales contacts within 72 hours, internal debrief and lessons-learned session (Allen et al., 2011).

Typed Outline (2–3 page bullet format)

  • Event Title: Joshua Tree Ice Cream — Mojave Seasonal Launch
  • Purpose & Goals
    • Awareness, sales, retail partnerships, staff recognition
  • Stakeholders & Roles
    • CEO – strategic approvals
    • Marketing – promotions, PR
    • Operations – logistics & permits
    • Vendors – AV, rentals, sanitation
    • Suppliers – demo partners
  • Attendee Profile & Projections
    • AM: 60 (press/buyers), Staff: 40, PM: 80–120 consumers
  • Agenda & Timeline — see Draft Agenda above
  • Logistics & Space Plan
    • Venue metrics, parking, AV, staging, storage
  • Floorplan & Set-up Checklist
    • Registration, stage, tasting stations, VIP zone, retail demo area, waste management
  • Compliance & Risk Management
    • Permits, ServSafe, insurance, emergency plan
  • Measurement & Follow-up
    • KPI dashboard, media kit distribution, sales follow-up
  • Budget Summary (high-level)
    • AV/rentals, permits, staffing, catering, PR spend, contingency (10%)

Conclusion

This product launch plan creates a tightly controlled, brand-forward moment that addresses business goals, delivers measurable outcomes, and provides a realistic, executable blueprint for Joshua Tree Ice Cream. The approach follows industry standards for safety, accessibility, sustainability, and measurement to ensure both immediate impact and scalable future activations (Goldblatt, 2011; Events Industry Council, 2017).

References

  • Allen, J., O'Toole, W., Harris, R., & McDonnell, I. (2011). Meetings, Expositions, Events and Conventions. Pearson.
  • Goldblatt, J. (2011). Special Events: A New Generation and the Next Frontier. Wiley.
  • Getz, D. (2012). Event Studies: Theory, Research and Policy for Planned Events. Routledge.
  • Meeting Professionals International (MPI). (2020). Meeting Planning Resources. MPI. https://www.mpi.org
  • Events Industry Council. (2017). APEX/ASTM Standards and Best Practices. Events Industry Council.
  • EventMB by Skift. (2019). Event Marketing & Trends Report. Skift.
  • Project Management Institute (PMI). (2017). A Guide to the Project Management Body of Knowledge (PMBOK Guide). PMI.
  • National Restaurant Association — ServSafe. (2017). ServSafe Manager Book. National Restaurant Association.
  • International Organization for Standardization. (2012). ISO 20121:2012 Event sustainability management systems.
  • Rogers, T., & Brennan, S. (2018). Event Marketing: How to Successfully Promote Events, Festivals and Conferences. Kogan Page.

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