A Parisian
Spring Soirée

Final Event Concept and Theme

The final event retained the Paris in Spring concept, capturing the romantic, light and airy atmosphere of a traditional Parisian café during spring. The theme was carried through every touchpoint — from entrance décor and table setting to the curated three-course menu and table-side flambé service — to deliver an immersive and elegant Parisian dining experience.

Table Setting

Tables were styled using alternating shades of pink tablecloths to create a subtle contrast, complemented by floral and candle centrepieces. Each table was individually set with crockery, cutlery, glassware, pink fabric napkins and personalised menus. The combination of flowers and candles added warmth and an intimate, romantic feel to the dining area, enhancing the overall ambience.

Food and Beverage Execution

The kitchen team delivered a high standard of preparation, flavour balance and visual appeal across all three courses, guided by classical French culinary techniques. The menu featured savoury tartlets for starters, slow-braised Beef Bourguignon with piped creamy mash and honey-glazed baby carrots for the main, and a theatrical table-side Crêpe Suzette flambé for dessert.

Final Three Course Menu

Starter

Quiche Tartlets

Two variants — Bacon, Spinach & Mozzarella, and Sticky Honey Red Onion, Feta & Thyme.

Picture 3

Main Course

Beef Bourguignon

Slow-braised beef with creamy mashed potatoes and honey-glazed baby carrots.

Picture 4

Dessert

Crêpe Suzette

Table-side flambé crêpes with orange sauce, served with vanilla ice cream.

Picture 5

Recipe Methods

Order List and Production Quantities

The order list below was created by Chef Nick Phalatse. He had told us that he would create it and send it to Mr Nkosi.

Plating Concepts and Actual Pictures

Evaluation of Food and Beverage Execution

Venue and Event Operations

The final venue setup was designed to capture the romantic, light and airy atmosphere of a traditional Parisian café during spring. Upon arrival, guests were welcomed by a red carpet decorated with flower petals and candles along its sides, creating an elegant and romantic entrance. Welcome drinks were offered on arrival, adding a touch of sophistication and hospitality while creating a sense of being welcomed and pampered in an upscale establishment. This led to a pink balloon arch incorporating butterflies and floral details, complemented by hanging tassels that added a touch of luxury to the entrance.

Inside the venue, the décor continued with a soft pastel colour palette of different shades of pink, yellow and white. Floral arrangements and scattered petals adorned the tables, while hanging flowers and decorative tassels across the ceiling created the impression of a charming Parisian café garden. Miniature Eiffel Tower structures, fairy lights and ambient lighting were incorporated throughout to reinforce the Parisian theme. Tables were styled using alternating shades of pink tablecloths for subtle contrast, complemented by floral and candle centrepieces. The combination of flowers and candles added warmth and an intimate, romantic feel to the dining area.

Final Floor Plan

The final floor plan consisted of eight square four-seater tables, arranged in two rows of four, with four tables on either side of the venue. A central walkway was maintained to allow guests to move freely between the entrance and their designated seating areas. Staff movement was facilitated through the far-left passage and the central aisle, allowing waiters to access tables and deliver food and beverages efficiently. A designated staff area and waitress station were positioned towards the back of the venue, slightly to the left, providing staff with a convenient point of access while maintaining an organised flow of service throughout the event.

Seating Arrangements

The seating arrangements consisted of eight square tables, each accommodating a maximum of four guests. Guests were given the flexibility to choose their seating companions, allowing them to sit in smaller groups of two or three, or occupy a full table of four. This arrangement encouraged social interaction and allowed guests to enjoy the experience alongside their preferred company. Each table was individually set with crockery, cutlery, glassware, pink fabric napkins and personalised menus. Floral centrepieces with candles were incorporated to complement the Paris in Spring theme and maintain a consistent, elegant dining presentation throughout the venue.

Service Areas

The designated service area functioned as the main coordination point between the waiters and food runners. Runners collected food from the kitchen on large serving trays and brought it to the waiter station, where communication took place regarding the number of plates required for each table. The waiter responsible for the specific table would communicate directly with the runners, confirming the number of plates needed and then accompanying them to the designated table to ensure accurate and organised food delivery. This system helped coordinate communication between the service team, minimise confusion and maintain an efficient flow of food service throughout the event.

Staffing and Responsibilities

The team was split into Back-of-House (BOH) and Front-of-House (FOH) registers, with a detailed production schedule guiding kitchen operations and service flow. Roles and responsibilities were allocated across kitchen production, plating, running, and floor service to ensure clear accountability and coordinated delivery.

Operational Challenges

During the event, a few operational challenges were experienced, particularly within the Front of House department. One of the main challenges involved maintaining consistency in the sequence of service, as staff occasionally overlooked certain service procedures and table-setting requirements when transitioning between courses. This resulted in minor inconsistencies during table clearing and preparation for subsequent courses.

Another challenge involved the accessibility of alcoholic beverages, as guests had to purchase these from the school bar, which was situated some distance from the event venue. This required staff to make trips across the venue to collect drink orders, resulting in longer waiting times for guests.

Solutions Implemented

To address the service-related challenges, the team received guidance and corrections regarding the correct sequence of service and the procedures to follow when transitioning between courses. The necessary adjustments were made, allowing the team to correct the mistakes and improve the consistency of service as the event progressed.

To reduce delays in serving alcoholic beverages, one of the kitchen doors was opened to create a shorter route to the school bar. This allowed staff to collect drinks more quickly and reduced the time spent travelling across the venue. Additionally, the team used its own card machine, allowing guests to pay for their drinks directly at the venue instead of having to travel to the school bar to complete the payments. These adjustments helped improve the efficiency of beverage service and reduce waiting times for guests.

Equipment Used

The event needed equipment and resources to prepare the venue, serve guests, and create the intended atmosphere. During the planning process, the team consulted with the lecturer and the university to establish which resources would be available to use. The university supplied most of the essential event equipment, while the team arranged a few additional items where required.

Décor and Theme Implementation

The event followed the theme Paris in Spring, with pink, white, nude, and gold as the main decorative colours. The décor was selected to create a welcoming atmosphere that reflected the elegance and floral elements associated with the theme. The team purchased the decorative materials from several retail stores at China Mall and completed the preparation and installation themselves.

Décor Items Purchased

The following items were purchased for the event. This list is based on the team's recollection of the items acquired and does not represent an itemised breakdown from each individual supplier's receipts.

Audio-Visual Equipment

The venue did not have an available sound system for the event. To address this, a team member provided a portable speaker at no cost. A French instrumental playlist was prepared beforehand and played through the speaker to complement the Paris in Spring theme and provide background music during the event.

The University does not have its own microphones — they use an external supplier. As a result, microphones could not be used from the university's supplier. Microphones were obtained from a team member for possible speeches and announcements. However, the microphones could not connect to the portable speaker because of incompatible connections. As there was insufficient time to arrange an alternative sound system, the team proceeded without using the microphones. No laptop or projector was required for the event.

External Suppliers and Procurement

The team sourced the decorative materials from various retail stores at China Mall. Rather than purchasing all items from one supplier, team members visited different stores, enquired about prices verbally and compared the available options. The team selected more affordable options to manage the décor budget.

The items purchased included balloons, artificial flowers, butterflies, rose petals, battery-operated candles, fabric napkins, miniature Eiffel Tower ornaments, artificial greenery and fairy lights. No formal written quotations were obtained from the suppliers. Price comparisons were conducted verbally while visiting the stores. Receipts were retained as proof of the purchases. However, some receipts reflected the total transaction amount for each store and did not provide individual product descriptions or prices. For this reason, the team recorded the décor items purchased separately from the supplier receipt totals.

No external supplier deliveries were arranged for the event. The team collected the purchased décor materials directly from the various stores at China Mall. Transportation to and from China Mall was arranged using e-hailing services, with the trips paid for through the university's school account. A total of R104 was used for both trips. Following the shopping trip, team members divided the materials among themselves and transported them to the university using their available means, including the school bus and walking. The purchases were made mainly during the two days preceding the event.

Equipment and Décor Challenges and Solutions

There were several challenges along the way as the team prepared and set up for the event — adjustments had to be made so that the venue was ready and the planned theme could still be achieved. The team arrived at approximately 09:00 on the event day to begin preparations, including cutting and arranging flowers, preparing decorative materials and coordinating the setup. The main venue setup was initially expected to begin around midday. However, access to the restaurant training facility was delayed, and the team only began the main setup at approximately 13:00.

Despite the challenges experienced, the team made the necessary adjustments and completed the venue setup before the event commenced at approximately 17:30. The equipment and décor arrangements contributed to creating an environment that reflected the Paris in Spring theme. The university's provision of essential resources such as the venue, furniture, crockery, cutlery, glassware, stage and red carpet helped reduce the number of items the team needed to source independently. Although challenges were experienced with the sound equipment, lighting, balloon arch assembly and venue handover, the team responded by making practical adjustments, and the final setup was completed in time for the event.

Financial Management and Fundraising — Cake Cup Initiative

Cake Cup Production Process

This photograph documents the preparation and assembly process of the Cake Cups, showing the baking, layering and filling stages carried out by the team ahead of sales.

Finished Cake Cup Products

The Cake Cups were produced in three flavour variants — Chocolate, Mixed (Vanilla & Chocolate), and Vanilla. Each was assembled with freshly baked cake layers and sweet fillings, then presented in individual cups for sale.

Instagram and TikTok Promotional Content

The initiative was promoted across Instagram and TikTok. Promotional posts and videos were shared to create awareness, showcase the products, advertise pricing and attract customers.

Sales and Distribution Activities

Cake Cups were sold and distributed across campus, with team members presenting and handing over the products directly to customers.

Supporting Financial Evidence — Receipts and Payment Records

Available receipts, invoices and payment records supporting the reported expenses are shown above. These documents provide evidence of the costs incurred during the Cake Cup Initiative.

Movie Night Fundraising Initiative Report

Photographic Evidence of Initiatives

The following photographs and screenshots provide evidence of the fundraising initiative, the products offered for sale and the promotional activities carried out by the team.

Movie Night Promotional Material

Spur Job Shadowing Initiative Report

Executive Summary

The Spur Job Shadowing Initiative was a fundraising collaboration with Spur in Cresta Shopping Mall, Randburg. The initiative involved a four-hour waitressing job-shadowing experience for team members, alongside a raffle and an agreement with the restaurant to contribute 10% of its profits for the evening towards the university event.

Name / Type of Initiative

Spur Job Shadowing Initiative

Date / Period Conducted

1 October 2026 · 18:00 – 22:00

Spur, Cresta, Randburg

Description of How the Initiative Was Organised

Approximately two weeks before the initiative, a team representative contacted the manager of Spur in Cresta, Randburg, by telephone to introduce the university event and explain the team's fundraising needs. The manager indicated that he would need to discuss the proposal with his management team before confirming. Following the discussion, an agreement was reached whereby the team would receive 10% of the restaurant's profits made during the 4-hour shift. As part of the agreement, each team member was expected to bring at least two customers to dine at the restaurant on the evening of the initiative. However, not all team members were able to secure guests; a total of 10 guests participated in the initiative.

The manager also proposed providing a hamper containing personal-care products and snacks, which would be used as a raffle prize. Members of the public could enter the raffle by contributing any amount towards the fundraising initiative. The winner was selected at random. Eight team members shadowed the waitressing staff, assisting with clearing tables, delivering orders to guests and learning how to process and charge orders using the restaurant's ordering system. The remaining two members promoted the raffle by approaching customers at their tables, explaining the hamper prize and signing up interested participants. The shift lasted four hours, from 18:00 to 22:00, ending at the restaurant's closing time. At the end of the shift, Spur provided each participating team member with a complimentary meal and drink.

Proof of Communication with the Manager

How the Initiative Was Promoted

The initiative was promoted through several communication channels to reach potential participants and encourage support. Electronic promotional posters were shared on Instagram and WhatsApp. Team members also used word of mouth to inform friends, family members, and other people within their networks about the initiative and the raffle. Each team member was required to invite at least 2 guests to dine at Spur.

Poster

Amount of Money Generated

The initiative generated income through two sources:

Income Source	Amount
Raffle contributions	R2,220.00
Spur profit contribution (10% of profits)	R723.71
Total Income Generated	R2,943.71

Costs Associated with the Initiative

The main direct expense associated with the initiative was transportation to and from Spur in Cresta, Randburg. Team members were responsible for covering their own transport costs. No printing expenses were incurred because the promotional posters were generated and distributed electronically through Instagram and WhatsApp. Spur also provided each participating team member with a complimentary meal and drink at the end of the shift, at no cost to the team.

Net Amount Generated

The net amount generated was calculated by adding the proceeds from Spur's profits during the shift and the raffle sales. Total income generated: R2,943.71.

Photographic Evidence

The Spur Job Shadowing Initiative was a successful fundraising activity, particularly through the raffle, which generated positive interest and encouraged support from members of the public. The collaboration with Spur provided the team with an additional opportunity to raise funds through the restaurant's profit contribution while gaining practical experience in a restaurant environment. The initiative demonstrated the value of combining different fundraising approaches to maximise support and contribute towards the overall event budget.

Ice Cream Cup Initiative Report

Executive Summary

The Ice Cream Cup Initiative was conducted as a fundraising project to generate income through the sale of chocolate and caramel ice cream cups. The initiative ran from 26 September 2026 to 2 October 2026. A total of 17 ice cream cups were sold, generating revenue of R613.00. After accounting for the recorded expenses of R964.95, the initiative reflected a net shortfall of R351.95. The expenses included transport, packaging, ingredients and the purchase of ice cream stock.

Name of Initiative

Ice Cream Cup Initiative

Period Conducted

26 September 2026 – 2 October 2026

Description of the Initiative

The Ice Cream Cup Initiative was a fundraising activity that involved preparing and selling individual ice cream cups in two flavours: chocolate and caramel. The cups were prepared using ice cream, sauces, chocolate and biscuit toppings, and were packaged for convenient sale. The initiative provided an affordable dessert option while supporting fundraising efforts for the Paris in Spring event.

How the Initiative Was Promoted

The ice cream cups were sold directly to customers over the fundraising period, including during the lead-up to and at the movie night. Sales were supported through direct interaction with potential customers and by making the products available during the event. For promotions, the team mostly used their student accommodation group chats.

Ice Cream Cup Financial Report

Prices Charged

Product	Price Charged
Chocolate Ice Cream Cup	R35.00
Caramel Ice Cream Cup	R38.00

Sales Activity

Sales Activity	Chocolate Cups	Caramel Cups	Income Generated
First day of sales (26 September)	2	2	R146.00
Following week	2	0	R70.00
Day of movie night	2	2	R146.00
Movie night sales	5	2	R251.00
TOTAL	11	6	R613.00

Sales Summary

Product	Quantity Sold	Revenue
Chocolate Ice Cream Cups	11	R385.00
Caramel Ice Cream Cups	6	R228.00
TOTAL	17	R613.00

Total Expenses (by Category)

Category	Amount
Transport	R124.98
Equipment and Packaging	R127.00
Branding and Marketing	R20.00
Food and Ingredients	R190.97
Ice Cream Stock	R502.00
TOTAL EXPENSES	R964.95

Net Amount Generated

Description	Amount
Total Income Generated	R613.00
Less: Total Expenses	R964.95
Net Financial Result (Loss)	-R351.95

The initiative recorded a net shortfall of R351.95 when the full recorded purchase costs were deducted from the sales revenue. This calculation reflects the expenses paid during the initiative period. Any unused stock remaining after the sales period has not been separately valued or deducted from the expenses.

Conclusion

The Ice Cream Cup Initiative provided an opportunity to raise funds through the preparation and sale of affordable desserts. A total of 17 cups were sold, generating R613.00 in revenue. Although the initiative did not recover all recorded costs during the sales period, it offered valuable practical experience in product preparation, pricing, sales, customer interaction, budgeting and financial management. The financial results also highlight the importance of careful stock planning and cost control when organising future fundraising activities.

Photographic Evidence

Sweet Skewers Initiative Fundraising Summary

Paris in Spring — Final Fundraising Profit Summary

The table below consolidates the final profit or loss from each fundraising initiative conducted by the team.

Event Programme

Actual Timeline

The timeline below reflects the actual execution of the evening's programme, including adjustments made on the day.

Risks Encountered

Operational Problems

Food and Service Problems

Equipment Problems

Supplier and Vendor Problems

Timing Problems

Guest-Related Issues

Guest Experience and Event Evaluation

The instrument used to collect the information was a Google Form. In total, 12 responses were received from the participants. The full guest experience evaluation and post-event reflection continues in Document 6.

Risk & Contingency Visual Documentation

The following visuals form part of the risk, problem-solving and contingency documentation for the event.

Guest Feedback Instrument

The instrument used to collect the information was a Google Form. In total, 12 responses were received from the participants. The screenshots below capture the survey results.

Post-Event Report and Reflection

What Went Well?

What Did Not Go Well?

What Challenges Were Encountered?

How Were Challenges Resolved?

What Would the Team Do Differently?

What Skills Were Developed?

What Was Learned About Event Management?

Recommendations for Future Events

Calculations

Production Yield Calculation Sheets

Beverages

Beverage Costing