40th Birthday Event Management in Phuket
Budget: ₹75,000 – ₹150,000 INR
SCOPE OF WORK – EVENT MANAGEMENT
PARTNER
Event: Deepti’s 40th Birthday Celebration – Phuket | 6–8 November 2025
Hosts: Gaurav & Deepti Mavi
On-Ground BOP Coordinator: Jagdish Pandey
Guests: ~25 couples
Villas: The Beach Butler (5–10 Nov) | Maya Anda (6–8 Nov) | BlueSiam (6–8 Nov)
■ STEP 1 – VILLA RECCE / SITE VISIT
• Conduct villa visit by 2nd Nov to assess layout, power, sound, bar, fireworks, and
logistics.
• Submit recce report with photos and layout plan before final approvals.
2■■ PRE-EVENT PLANNING (Immediate – 5 Nov)
Coordination: Assign Lead Event Manager + 2 Assistants; coordinate with Jagdish
Pandey for daily updates; prepare master timeline and vendor list; coordinate early/late
check-in for Maya Anda & BlueSiam.
Décor & Theme Execution (4 setups):
1. The Beach Butler Villa (6 Nov Morning): Light tropical décor, welcome signage,
snacks and drinks for arriving guests.
2. Sundowner Soirée (Maya Anda, 3–7 PM): Pastel tropical décor using villa furniture,
DJ + saxophone, fire show, 2 sheesha setups, villa bar service (alcohol by host).
3. Birthday Bash (BlueSiam, 10 PM onward): Black & Gold décor, loud music party,
indoor bar setup (as outdoor bar is fixed), 3 bartenders, 3 sheeshas, fireworks (cold pyro +
sky), DJ lighting.
4. Lunch Photoshoot (Maya Anda, 7 Nov 12:30 PM): White chic table décor, flowers
and props ready for photoshoot.
F&B; Coordination: Work with villa chefs for menus; manage presentation; alcohol and
food raw materials provided by host; coordinate bartenders and sheesha setups.
Guest Experience: Manage welcome, hampers, massage setup, helpers, guest support,
and villa coordination for transfers.
Gifting & Print: Hampers, cards, menus, signage and thank-you cards to be designed,
printed, and placed.
■ EVENT EXECUTION (6–8 Nov)
6 Nov: Morning welcome at Beach Butler; afternoon Sundowner (DJ + sax + fire show);
night party (bar setup, loud music, fireworks).
7 Nov: Late breakfast, photoshoot lunch setup, evening Café Del Mar outing.
8 Nov: Farewell breakfast with floral décor, thank-you cards, and late check-out
coordination.
■ POST-EVENT
Deliver photos & video within 7 days; submit vendor payment sheet; confirm villa
handover; share post-event summary & highlight album.
■ PAYMENT TERMS
• Project-based quote covering planning, décor, coordination and staffing.
• Vendor costs itemized separately.
• Payment Schedule: 50% advance, 25% by 1 Nov, 25% post-event (within 7 days).
■ SUMMARY OF DELIVERABLES
• Villa Recce & layout plan
• Four themed setups (Welcome, Sundowner, Bash, Lunch)
• Entertainment: DJ, Saxophonist, Fire Show, Fireworks
• F&B;: Menu coordination, bartenders, sheesha
• Guest Experience: Hampers, massage, signage
• Vendor Coordination: Décor, sound, lighting, photo/video
• Coordination with BOP team
• Post-event report & media deliverY
PARTNER
Event: Deepti’s 40th Birthday Celebration – Phuket | 6–8 November 2025
Hosts: Gaurav & Deepti Mavi
On-Ground BOP Coordinator: Jagdish Pandey
Guests: ~25 couples
Villas: The Beach Butler (5–10 Nov) | Maya Anda (6–8 Nov) | BlueSiam (6–8 Nov)
■ STEP 1 – VILLA RECCE / SITE VISIT
• Conduct villa visit by 2nd Nov to assess layout, power, sound, bar, fireworks, and
logistics.
• Submit recce report with photos and layout plan before final approvals.
2■■ PRE-EVENT PLANNING (Immediate – 5 Nov)
Coordination: Assign Lead Event Manager + 2 Assistants; coordinate with Jagdish
Pandey for daily updates; prepare master timeline and vendor list; coordinate early/late
check-in for Maya Anda & BlueSiam.
Décor & Theme Execution (4 setups):
1. The Beach Butler Villa (6 Nov Morning): Light tropical décor, welcome signage,
snacks and drinks for arriving guests.
2. Sundowner Soirée (Maya Anda, 3–7 PM): Pastel tropical décor using villa furniture,
DJ + saxophone, fire show, 2 sheesha setups, villa bar service (alcohol by host).
3. Birthday Bash (BlueSiam, 10 PM onward): Black & Gold décor, loud music party,
indoor bar setup (as outdoor bar is fixed), 3 bartenders, 3 sheeshas, fireworks (cold pyro +
sky), DJ lighting.
4. Lunch Photoshoot (Maya Anda, 7 Nov 12:30 PM): White chic table décor, flowers
and props ready for photoshoot.
F&B; Coordination: Work with villa chefs for menus; manage presentation; alcohol and
food raw materials provided by host; coordinate bartenders and sheesha setups.
Guest Experience: Manage welcome, hampers, massage setup, helpers, guest support,
and villa coordination for transfers.
Gifting & Print: Hampers, cards, menus, signage and thank-you cards to be designed,
printed, and placed.
■ EVENT EXECUTION (6–8 Nov)
6 Nov: Morning welcome at Beach Butler; afternoon Sundowner (DJ + sax + fire show);
night party (bar setup, loud music, fireworks).
7 Nov: Late breakfast, photoshoot lunch setup, evening Café Del Mar outing.
8 Nov: Farewell breakfast with floral décor, thank-you cards, and late check-out
coordination.
■ POST-EVENT
Deliver photos & video within 7 days; submit vendor payment sheet; confirm villa
handover; share post-event summary & highlight album.
■ PAYMENT TERMS
• Project-based quote covering planning, décor, coordination and staffing.
• Vendor costs itemized separately.
• Payment Schedule: 50% advance, 25% by 1 Nov, 25% post-event (within 7 days).
■ SUMMARY OF DELIVERABLES
• Villa Recce & layout plan
• Four themed setups (Welcome, Sundowner, Bash, Lunch)
• Entertainment: DJ, Saxophonist, Fire Show, Fireworks
• F&B;: Menu coordination, bartenders, sheesha
• Guest Experience: Hampers, massage, signage
• Vendor Coordination: Décor, sound, lighting, photo/video
• Coordination with BOP team
• Post-event report & media deliverY