The event organisers
The event organisers discussed that the ‘plain cupcakes’ were not so popular during the break times, and therefore were not selling well. As a result, ‘Louise Conyard’ took initiative and sprinkled some icing on top of all of them to add value and sped up sales. This simple action helped to sell all of them. There were certain cakes that were selling well and not selling so well. And so, it was discussed between the event organisers that more of these high in demand cakes could have been purchased during the day of the cake stall to boost sales. This would have also have boosted profits.
Also, it was mentioned during the meeting that the cake stall was not as popular as anticipated. This may have been due to the fact that promotion was not as effective as required, and that insufficient posters may have been posted up around the school. In future, marketing of the event would need to be more effective if another fundraising event had to take place, to raise additional funds. However, some of the Marlborough school students may have preferred bringing their own snacks to school or buying other snacks in school, and bringing their own packed lunch to school or buying school dinners from the canteen. This competition between the canteen and the cake stall during the break and lunchtimes could have definitely hindered sales.
Not all of the cakes sold at the end of both breaks and lunches, so event organisers including ‘James Dillon’ and ‘Toyosi Akinola’ discussed their idea of how they went round the school trying to boost sales with a tray of cakes and other related confectionary. This was highly successful since all of them were sold!
As a result, two hundred and twenty four pounds in total was produced from the event. It was considered that this could be used to pay off the trip’s fixed costs, including the coach fees. However, this was insufficient capital to meet these costs. ‘Adrian Daniels’, one of the groups of event organisers contacted the ‘South Mimms Coach travel service’, a very good, long-term coach supplier for Marlborough School. The quote that Adrian received was that:
“Two coaches including baggage space to transport approximately eighty people would cost five hundred pounds. This will include parking spaces and waiting time at the Luton Airport and Marlborough School.” – A South Mimms Coaches representative From the look of the amount of funds raised from the cake stall, around half of the coach fees have been raised. Therefore, an additional fundraising event will be required and the objective “to implement all fundraising events by Wednesday 31st October 2007” would have to be extended the maximum an additional month, otherwise it could clash with the deadline to have all the letters to the parents concerning the Prague Trip out.
As a result, the second place fundraising event chosen was ‘Bag Packing’, and this alternative will also be used to boost the current funding towards the Prague Trip of two hundred and twenty-four pounds. Laura Port volunteered to get in contact with the Sainsbury’s branch in St. Albans, whilst James Dillon also agreed to get in contact with his local Sainsbury’s branch too, at Garston. Therefore, in order to meet the next objective, this event would have taken place by the end of November. Since at least two Saturdays are required for the whole group to carry out bag packing, and the first fundraising event (i.e. the cake stall) has taken place before the end of October, So far accomplishing the objectives to date, the Prague trip is proved feasible.
Since the critical parts of the event organisation process are out of the way, it is possible to proceed with planning the rest of the event and careful monitoring; that everything goes to plan and progress is monitored vigilantly. Most significantly, the finances will have to be watched, since they determine whether or nor the trip will take place entirely. Therefore, a letter to the parents will need to be released by the end of November, making them aware of the upcoming deposit deadlines and other details relevant to the Prague trip.
At the first meeting back after the school summer vacations i.e. 24th September 2007, the event organizers of the year thirteen business studies students decided that the most appropriate solution to communicate the message about the Prague trip to the parents would be to write a formal letter as soon as possible.