TRƯỜNG ĐẠI HỌC NGOẠI THƯƠNG

CƠ SỞ II TẠI THÀNH PHỐ HỒ CHÍ MINH

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BÁO CÁO NHÓM

KỸ NĂNG PHÁT TRIỂN NGHỀ NGHIỆP (KDOE441)
Chuyên ngành : Kinh tế đối ngoại
Mã lớp : 279
Tiêu đề : Advertising campaign:
THE CUPFEE WORKSHOP

STT Nhóm: 08
Thành viên nhóm:

Stt MSSV Họ và tên Ký tên

1 2312155209 Ngô Thị Quốc Trang
2 2312155009 Nguyễn Minh Quang
3 2312155190 Nguyễn Ngọc Minh Thư
4 2312155171 Nguyễn Ngô Diễm Quỳnh
5 2312155227 Nguyễn Lê Vi

GVHD: ThS Lê Thị Thanh Hà

ThS Nguyễn Ngọc Thụy Vy

TP. Hồ Chí Minh, ngày 24 tháng 11 năm 2023

 ADVERTISING CAMPAIGN: THE CUPFEE WORKSHOP
CUPFEE - Crafting cups from Coffee Grounds - A sustainable journey

I. INTRODUCTION:
Coffee is one of the most important agricultural commodities in the world. The three
main characteristic features of coffee are acidity, aroma, and taste. It is derived from
over 1500 chemical substances, 850 volatile and 700 soluble. When coffee is extracted
in water, most of the hydrophobic compounds, including oils, lipids, triglycerides, and
fatty acids remain in the grounds, as do insoluble carbohydrates like cellulose and
various indigestible sugars.

Structural lignin, protective phenology, and the wonderful aroma-producing

essential oils are also present in coffee. Production of coffee is the industrial process of
converting the raw fruit of the coffee plant into the finished coffee. These processes
generate a lot of solid wastes (by-products) and wastewater. The main solid by-
products from the cultivation and preparation of coffee are spent coffee grounds, by-
products of coffee fruit (coffee cherry), and bean processing (coffee husks, peel, pulp).
Huge amounts of contaminated water are also produced in several washing steps, with
a high carbon load, and thus with a high impact on the environment. Other minor
wastes may comprise defective green coffee beans and coffee tree leaves during
harvest.

Blinová, L. et al. (2017) 'Review: Utilization of waste from coffee production,' Vedecké
Práce Materiálovotechnologickej Fakulty Slovenskej Technickej Univerzity V
Bratislave so Sídlom V Trnave, 25(40), pp. 91–101. https://doi.org/10.1515/rput-2017-
0011.
https://www.researchgate.net/publication/319872243_Review_Utilization_of_Waste_F
rom_Coffee_Production

Coffee, grown in about 80 countries, is one of the world's most popular beverages
and the second-largest traded commodity after petroleum (Murthy & Naidu, 2012a).
An estimated 3.5 billion cups of coffee are consumed worldwide every day. It’s

Advertising campaign: THE CUPFEE WORKSHOP Page 1

estimated that, worldwide, the total amount of spent coffee grounds (SCG) produced
annually is 60 million tons (54 million tonnes), making it the most abundant waste
generated in coffee preparation. Traditionally, most of those coffee grounds end up in
landfills. Several residues are obtained during coffee processing. Coffee-producing
countries generate residues from the coffee fruit amounting to >50% of the fruit mass
(Tsai, Liu, & Hsieh, 2012). Spent coffee ground (SCG) is the residue obtained during
the brewing process (Cruz et al., 2012), which contributes greatly to the global annual
waste.

https://www.sciencedirect.com/science/article/abs/pii/S0924224415001193
https://newatlas.com/materials/waste-coffee-grounds-make-concrete-30-percent-
stronger/?fbclid=IwAR2dqXpXMWokix7foT7ORnh8EpS_4Cd0zigi9DbyxqVuI-
WxdtgqeBuyk6A

Besides that, environmental pollution in general, and plastic waste pollution in

particular, has been a painful and contentious issue in Vietnam for many years.
Because of the convenience culture, single-use plastic is becoming more prevalent and
difficult to control. They crept into markets, supermarkets, restaurants, and so on, and
gradually became a habit, an essential part of modern life.

It is not difficult to list the harms that single-use plastics have caused in our lives,
such as the accumulation of plastic waste, which pollutes soil, water, air, and other
living environments in an entirely residential area. More dangerously, plastic waste
will decompose into micro-plastic particles that are then accidentally present in the
food source of aquatic organisms such as fish and shrimp, posing a risk to human
health in the future. Although there have been solutions such as encouraging people to
limit their use of or recycle plastic waste, there are still many issues due to a lack of
synchronous management at the collection and classification stages. Admittedly,
single-use plastics silently destroy the environment and the entire natural ecosystem. If
people do not have a clear direction and plan of action, this painful problem will
persist, causing a slew of unintended consequences.

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 With these worries and concerns, the appearance of CUPFEE appears to point in a
new direction, helping to reduce plastic waste pollution and the amount of used coffee
grounds, also raising awareness of “green” community copper consumption.
https://biopolymer.vn/en/application-of-material-biobased/coffee-grounds-cup/

WHAT IS “CUPFEE”?
“CUPFEE” is the combination of the words “Coffee” and “Cup”. CUPFEE is
proud to launch a workshop introducing cups made from coffee grounds, with unique
design, modern technology, breakthrough and unique features. Our workshop:
CUPFEE - Crafting cups from Coffee Grounds - A sustainable Journey. This event is
perfect for both coffee aficionados and sustainability enthusiasts. We are excited to
share the process of transforming used coffee grounds into beautiful, reusable cups.
This workshop will introduce participants to the innovative practice of creating durable
and eco-friendly cups from used coffee grounds and participants will have great
opportunities to learn about the importance of sustainable materials, the process of
repurposing coffee grounds, and, finally, the activity of designing your very own
coffee-grounds cup. Besides that, each participant will get a coffee-grounds cup as a
gift when attending a workshop and receive a voucher of 10% off for total bill for
their first purchase.

Intending to recycle the coffee grounds that get thrown in landfills and reduce
human dependence on travel cups/mugs, which are a separate and equally large
problem, we launch the “CUPFEE” workshop to advertise completely environment-
friendly cups made from used coffee grounds and plant-based materials, free of
petroleum-based plastics. In the “CUPFEE” workshop, we will show a set of four
products - a 14oz (415ml) coffee mug cup, a 12oz (350ml) takeaway cup, a 10oz
(300ml) latte cup with a saucer to complement the cup and coffee bio-plastic straws.
They are heat resistant and designed to keep your coffee hot longer. Designed to
champion a circular economy, the “CUPFEE” Cup is made from spent coffee grounds
that have been dried, treated, and then suspended in a natural, plant-based polymer.
The polymer that holds the grounds together is also food-safe, heat-resistant, and
incredibly resilient, unlike ceramic cups/mugs which shatter as soon as they hit the

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floor. When you’re done with the “CUPFEE” cup, it will safely biodegrade into the
ground, leaving nothing behind but nutrient-rich fertilizer for the soil.

https://www.yankodesign.com/2022/06/28/these-cups-were-made-from-recycled
coffee-waste-theyre-reusable-shatter-proof-and-smell-like-coffee/

I. OBJECTIVES:
1. TO INDIVIDUALS: ENCOURAGE SUSTAINABLE AND RESPONSIBLE
CONSUMPTION AND PROVE THE DURABILITY OF THE PRODUCT.
1.1. To Prove that Traditional Disposable Cups Deteriorate the Environment:
Through our workshop, we will prove that traditional disposable cups are
serious trouble-makers through statistics and demonstrations. We believe that modern
consumers, including Gen X and Gen Y, have great concerns about the environment
and it is achievable to persuade them that traditional take-away consumption creates a
negative environmental impact.
Billions of disposable cups are consumed each year globally with an
estimation of roughly 500 billion of them being used and disposed of annually
(Tristian Lebleu, solarimpluse.com, Cleanup, fighting plastic pollution one cup at a
time). This staggering amount of waste causes many serious environmental problems
worldwide, including landfill contribution, marine contribution, forestry impact, and
resource depletion

1.2. To Provide a Simple Solution to This Problem:

Acknowledging this problem cannot be solved by forcing people to give up on
their favorite drinks, we provide them the solution without discouraging beverage
consumption but we focus on their decisions when they are standing at the counter.
What people all have to do is simply select how their drinks will be packaged. By
selecting the Coffee they easily resolve the issue created by traditional drink orders.
We want them to have an easy-to-do and practical act to contribute to
environmental protection. They know of projects and actions but these are difficult and
ineffective, for example, trash collection. They are also well aware of the importance
of protecting the environment since the development of media and programs

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promoting environmental awareness and they will be extremely happy when provided
a simple solution but have a powerful impact.

1.3. Demonstrate the Durability and Suitability:

We want to push our products to their limits since many eco-friendly products
may suffer from poor durability and cannot hold the liquid longer than a certain time.
We want to demonstrate that our product is as durable as traditional plastic cups and
allow the customers to use and test the actual product rather than watching through a
screen. Cupfee products are created according to the intention of the user thereby
making the best selection for each type of drink. We want to illustrate that our cups
can be used with a wide variety of drinks, from cold drinks such as milk tea or hot
drinks such as cappuccino. We want to eliminate doubts about the quality and
sturdiness of our products and make our consumers feel confident and convenient
when using our cups and enjoying their favorite drinks.

2. TO BUSINESS: INTRODUCING BENEFITS OF THE PRODUCT.

2.1. Sales and Brand Image:
We would introduce how our products can help promote their business. Firstly
using our service they can show their responsibility towards the environment and the
community thereby boosting their brand image among consumers.

2.2. Durability and Suitability:

We would also demonstrate the product's limits, and how they may be suitable
for each type of drink. However, we may focus more on another

2.3. Cost Advantages:

These types of cups used to be expensive and companies may hesitate.
However, the production technology and governmental financial budget on
environmental protection have supported the production and lowered significantly the
production cost. Furthermore, coffee shops and chains can also send used coffee grain
to the company without spending money to dispose of it.
3. TO MEDIA AND PRESS:

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 We will create the hashtag #cupfee combined with environment protection
activities from KOLs and media companies which we are expected to create a trend on
sustainable consumption. The workshop will also create an experience for hands-on
videos and a reality product experience which will be displayed to the consumers
multiple times and will significantly encourage them to try the new packaging the next
time they stand at the order counter.

4. LOOK FOR INVESTORS:

We will illustrate the aforementioned features that we introduced to customers
and business clients and we will seek opportunities for investments in Vietnamese or
in a foreign market to develop and step-by-step promote our brand to a worldwide
sustainable packaging supplier.

III. ACTION:
PRE-WORKSHOP
1. DEPARTMENT: EVENT PLANNING.
1.1. Secure a venue that is appropriate for the workshop:
Research and identify potential venues that meet the requirements of the
workshop, such as size, location, and amenities.
Contact venues to inquire about availability and pricing.
Schedule site visits to evaluate the venues in person.
Negotiate a contract with the selected venue.

1.2. Set up registration and check-in procedures:

Develop an online registration process for attendees.
Design check-in procedures to ensure a smooth and efficient process for
attendees.
Set up and decorate the workshop space.

1.3. Develop a timeline for the workshop:

Create a detailed timeline for the workshop, including start and end times for
each session, breaks, and meals.

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 Share the timeline with instructors and staff to ensure everyone is on the same
page.
Make adjustments to the timeline as needed.

2. DEPARTMENT: MARKETING AND COMMUNICATIONS.

2.1. Create a digital marketing campaign:
Develop a marketing plan that outlines the goals, target audience, and
messaging for the workshop.
Invite an influencer to be the ambassador of the workshop.
Create eye-catching and informative marketing materials that promote the
workshop.
Distribute marketing materials through various channels, such as social media,
and email.
Prepare a video about the process of making objects from coffee grounds

2.2 Develop a social media strategy:

Create a social media calendar that outlines the content to be shared before,
during, and after the workshop.
Use relevant hashtags to reach a wider audience.
Engage with attendees and followers on social media.

2.3. Manage registrations:

Monitor registration numbers and track attendance.
Send reminders to registered attendees.
Handle any registration issues that arise.

3. DEPARTMENT: CONTENT DEVELOPMENT

3.1. Create workshop content, including presentations, and activities:
Develop handouts that summarize key points.
Design interactive activities to reinforce learning.
Create a website to introduce the products.

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 3.2. Develop a workshop agenda:
Create a detailed agenda that outlines the schedule for the workshop, including
session topics, speakers, activities, mini games, and break times.
Share the agenda with instructors and attendees to ensure everyone is on the
same page.
Make adjustments to the agenda as needed.

3.3. Prepare materials for instructors:

Provide instructors with all necessary materials, including presentations,
handouts, and activities.
Train instructors on the use of audiovisual equipment.
Offer support to instructors throughout the workshop.

4. DEPARTMENT: LOGISTICS AND OPERATIONS.

4.1. Develop a logistics plan:
Create a detailed logistics plan that outlines the tasks, timelines, and resources
needed for the workshop.
Identify potential logistical challenges and develop contingency plans.
Assign roles and responsibilities to staff members.

4.2. Order supplies:

Order all necessary supplies for the workshop.

DURING THE WORKSHOP

1. DEPARTMENT: EVENT PLANNING.
1.1. Provide on-site support:
Ensure that the workshop runs smoothly according to the timeline.
Oversee the registration and check-in process.
Manage the audiovisual equipment.
Be available to answer questions from attendees and staff.

1.2. Troubleshoot any issues that arise:

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 Quickly identify and resolve any problems that may occur during the workshop.
Address any safety concerns.
Develop contingency plans for potential issues.
Communicate any issues to the appropriate staff members.

2. DEPARTMENT: MARKETING AND COMMUNICATIONS.

2.1. Document the workshop:
Take photos and videos to capture key moments of the workshop.
Create a blog post recapping the workshop.
Write articles for relevant publications.

2.2. Share photos and videos on social media:

Post photos and videos to social media channels to promote the workshop and
engage with attendees.
Use relevant hashtags to reach a wider audience.
Respond to comments and questions from attendees.

3. DEPARTMENT: LOGISTICS AND OPERATIONS.

3.1. Manage the workshop space:
Ensure that the workshop space is clean, organized, and comfortable for
attendees.
Set up and break down the workshop space as needed.
Handle any maintenance issues that arise.

3.2. Provide refreshments:

Set up and maintain a refreshment area for attendees.
Replenish refreshments as needed.
Dispose of waste properly.

4. DEPARTMENT: FINANCE.
4.1. Monitor expenses:
Track all expenses related to the workshop.

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 Identify any discrepancies or unauthorized charges.
Prepare expense reports for reimbursement.

4.2. Process payments:

Collect registration fees and any other payments due.
Process payments promptly and accurately.
Reconcile accounts.

POST-WORKSHOP
1. DEPARTMENT: EVENT PLANNING.
1.1. Send thank-you notes to attendees:
Express gratitude to attendees for their participation in the workshop.
Provide feedback on their performance and contributions.
Invite them to future events or workshops.

1.2. Evaluate the workshop:

Collect feedback from attendees and instructors.
Identify areas for improvement.
Develop a plan for implementing changes in future workshops.

1.3. Identify areas for improvement:

Analyze feedback from attendees and instructors to identify areas where the
workshop could be improved.
Develop a plan to implement changes in future workshops.
Communicate the plan to the appropriate staff members.

2. DEPARTMENT: MARKETING AND COMMUNICATIONS

2.1. Share workshop feedback with the team:
Compile and share feedback from attendees and instructors with the team.
Discuss the feedback and identify areas for improvement.
Develop a plan to address any issues or concerns.

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 2.2. Develop a post-workshop marketing plan:
Create a plan to continue promoting the workshop and its outcomes.
Develop content for social media, blog posts, and email campaigns.
Track the results of the marketing campaign.

2.3. Track the results of the marketing campaign:

Monitor website traffic, social media engagement, and lead generation.
Evaluate the effectiveness of the marketing campaign and make adjustments as
needed.
Share the results with the team and stakeholders.

3. DEPARTMENT: LOGISTICS AND OPERATIONS.

3.1. Pack up the workshop space:
Pack up and store all workshop materials and equipment.
Clean and organize the workshop space.
Dispose of any waste properly.

3.2. Return supplies:

Return any rented equipment or supplies.
Obtain refunds or credits for unused items.
Store any remaining supplies for future use.

4. DEPARTMENT: FINANCE.
4.10 Close out the budget:
Finalize the budget and reconcile all accounts.
Prepare a financial report summarizing the workshop expenses and revenue.
File taxes as required.

4.2. Prepare a financial report:

Compile a comprehensive financial report that outlines the workshop expenses
and revenue.
Analyze the financial performance of the workshop.

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 Identify areas for cost savings or additional revenue opportunities.

4.3. File taxes:

Gather all necessary documentation for tax.

PROJECT TIMELINE
CHANNEL DATE TIME TASK HEADING

I. PREONSITE:
CUPFEE - CUPS made
Set avatar and cover
27/02/2024 20h00 from COFFEE
picture.
GROUNDS.

A SIMPLE SOLUTION
Introduce the
for serious trouble-makers
28/02/2024 20h00 company's products
to environment -
and message.
traditional disposable cups.

Up a video about the

How are cups made from
process of making
29/02/2024 20h00 coffee grounds? Are they
cups from coffee
durable?
FACEBOOK grounds.
& Ambassador
INSTAGRAM Ambassador
01/03/2024 20h00 announcement: Giang
announcement.
ơi.

CUPFEE workshop:
Introduce CUPFEE
02/03/2024 20h00 "From bean to cup, and
workshop.
back to bean again."

Workshop
WORKSHOP
registration
03/03/2024 20h00 REGISTRATION is
03/03/2024 -
OPEN.
10/03/2024.

05/03/2024 20h00 Announce the prize PRIZE STRUCTURE

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 structure for the
winners of CUP
DESIGN
CHALLENGE in the
workshop.

Encourage potential Why should you join this

07/03/2024 20h00
customers to attend. workshop?

Remind people there

09/03/2023 20h00 is only one day left 1 DAY LEFT

for registration.

REGISTRATION is now
10/03/2024 20h00 Registration closed.
CLOSED

Announce attendees
to check mail for
10/03/2024 21h00 Check your mail!
detailed information
about the workshop.

Countdown 1 hour
12/03/2024 7h00 COUNTDOWN 1 HOUR
before the workshop

II. ONSITE

First pictures of the First pictures of the

12/03/2024 8h30
workshop. workshop

Photos of CUP
CUP DESIGN
FACEBOOK 12/03/2024 11h30 DESIGN
& CHALLENGE
CHALLENGE.
INSTAGRAM
Announce the result
RESULT of CUP
12/03/2024 13h00 of CUP DESIGN
DESIGN CHALLENGE
CHALLENGE.

III. POSTONSITE

FACEBOOK 13/03/2024 20h00 Attendees’ feedback FEEDBACK

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 & about their
INSTAGRAM
experience.

14/03/2024 20h00 Post Recap. RECAP

Sending gratitude to
Gratitude to the media
15/03/2024 20h00 the media
ambassador.
ambassador.

IV. REQUIRED RESOURCES AND RESOURCES ALLOCATION:

Required resources:
- Total budget: 96,055,000 ₫
- Quantity of staff:
+ Department Event Planning: 10
+ Department Marketing and Communications: 14
+ Department Content Development: 7
+ Department Logistics and Operations: 7
+ Department Finance: 6
- Other resources: marketing channels, creative assets including images and
videos of the cups, cups made from coffee grounds, revenue for the workshop,
standees, projector, screen, decoration items, cameras, acrylic paint, palettes.

Resources allocation:
1. DEPARTMENT: EVENT PLANNING.
PRE-WORKSHOP
Quantity Budget
Task Time How
of staff Allocation

- Venue: PERCE%TT COFFEE

Secure a
(355 Lê Quang Định, Bình
venue that is
Thạnh), capacity: 80 people, rent:
appropriate 3 22/01 - 25/02 50,000,000 ₫
6 hours (7 am - 1 pm)
for the
- Inquire about availability and
workshop
pricing

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 - Schedule site visits to evaluate
the venues in person.
- Negotiate a contract with the
selected venue.

Develop an online registration

x
Set up 23/02 - 01/03 process for attendees.
registration
Design check-in procedures. x
and check- 5
in Set up 2 standees (60cm x 160cm)
procedures 07/03 - 11/03 for check-in procedures and 1,800,000 ₫
decorate the workshop space.

Create a detailed timeline for the

Develop a workshop.
timeline for Share the timeline (via email)
2 23/02 - 01/03 x
the with instructors and staff.
workshop Make adjustments to the timeline
as needed.

DURING THE WORKSHOP

Quantity Budget
Task Time How
of staff Allocation

Ensure that the workshop runs

smoothly according to the timeline.
5 x
Oversee the registration and check-
Provide on-
12/03/2024 in process.
site support
Be available to answer questions
5 from attendees and staff. x
Manage the audiovisual equipment.

Troubleshoot 10 Quickly identify and resolve any

12/03/2024 x
any issues (whole problems that may occur during the

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that arise team) workshop.
Address any safety concerns.

Develop contingency plans for

x
potential issues.

POST-WORKSHOP

Quantity Budget
Task Time How
of staff Allocation

Write content for thank-you

09/03 - 12/03
Send thank- emails x

you notes to 4 Send it to the ambassador,

attendees 13/03/2024 instructors and attendees of the
workshop x

Collect feedback from

attendees and instructors.

Identify areas for

Evaluate the improvement.
4 13/03 - 15/03 x
workshop
Develop a plan for
implementing changes in
future workshops.

Analyze feedback from

attendees and instructors to
Identify areas
identify areas where the
for 4 15/03 - 19/03 x
workshop could be improved.
improvement
Develop a plan to implement
changes in future workshops.

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 Communicate the plan to the
appropriate staff members.

2. DEPARTMENT: MARKETING AND COMMUNICATIONS

PRE-WORKSHOP

Quantity Budget
Task Time How
of staff Allocation

Develop a marketing plan that

17/01 - outlines the goals, target
x
31/01 audience, and messaging for the
5 workshop.

Invite an influencer to be the

31/01 - 25,000,000
ambassador of the workshop:
22/02 ₫
Create a digital Vlogger Giang ơi

marketing Prepare a video about the process

31/01 -
campaign of making objects from coffee x
22/02
grounds
5
Design eye-catching and
31/01 -
informative marketing materials x
26/02
that promote the workshop.

28/02 -
2 Run ads via facebook, instagram 6,500,000 ₫
28/03

Create a social media calendar

that outlines the content to be
shared before, during, and after
Develop a social 31/01 -
2* the workshop. x
media strategy 24/02
Use hashtags: #cupfee,
#coffeecup, #compostable,
#sustainable, #ecofriendly,

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 #environment

Monitor registration numbers and

track attendance.
Manage 03/03 - Handle any registration issues
2* x
registrations 12/03 that arise.
Send reminders to registered
attendees.

DURING THE WORKSHOP

Quantity of
Task Time How
staff

Take photos and videos to capture

3
key moments of the workshop.

Document the 12/03 - Create a blog post recapping the

workshop 15/03 workshop.
2
Write articles for relevant
publications.

Post photos and videos in Facebook

and Instagram.
Share photos and 12/03 - Use relevant hashtags to reach a
2
videos on social media 15/03 wider audience.
Respond to comments and questions
from attendees.

POST-WORKSHOP

Quantity of
Task Time How
staff

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 Discuss the feedback from attendees
15/03 -
Share workshop and instructors and identify areas for
16/03
feedback with the 5 improvement.
team 16/03 - Develop a plan to address any issues or
18/03 concerns.

13/03 - Create a plan to continue promoting the

Develop a post-
17/03 workshop and its outcomes.
workshop marketing 5
17/03 - Develop content for social media, blog
plan
28/03 posts, and email campaigns.

12/03 - Monitor website traffic, social media

28/03 engagement, and lead generation.
Track the results of
28/03 - Evaluate the effectiveness of the
the marketing 4
31/03 marketing campaign.
campaign
Share the results with the team and
31/03
stakeholders.

3. DEPARTMENT: CONTENT DEVELOPMENT

Quantity Budget
Task Time How
of staff Allocation

Design interactive
Create 31/01 - 18/02 activities to reinforce
workshop 5* learning. x
content Create a website to
18/02 - 26/02 10,000,000 ₫
introduce the products .

Create a detailed agenda

Develop a 18/02 - 26/02 that outlines the schedule x
workshop 2 for the workshop.
agenda Share the agenda with
27/02 - 11/03 x
instructors and attendees.

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 Provide instructors with
all necessary materials,
26/02 - 10/03 x
Prepare including presentations,
materials for 5* handouts, and activities.
instructors Train instructors on the
08/03 - 09/03 use of audiovisual x
equipment.

4. DEPARTMENT: LOGISTICS AND OPERATIONS

PRE-WORKSHOP
Quantity Budget
Task Time How
of staff Allocation

Create a detailed logistics plan

that outlines the tasks,
3 25/01 - 23/02
timelines, and resources
needed for the workshop. x
Develop a Identify potential logistical
logistics challenges and develop
plan contingency plans.
4 25/01 - 23/02 x
Assign roles and
responsibilities to staff
members.

Order all necessary supplies

for the workshop:

Manage the 7 - 2 standees (60cm x 160cm) 1,500,000 ₫

event (whole 24/02 - 10/03 - decoration items 1,000,000 ₫
logistics team)
- Cups made from coffee
ground: provided by the x
company's factory

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 - Acrylic paint (100ml): 3 sets
675,000 ₫
of 9 colors

- Palette: 80 240,000 ₫

- Camera: 2 (rent) 240,000 ₫

- 1 projector (rent) 500,000 ₫

- 1 screen (rent) 400,000 ₫

DURING THE WORKSHOP AND POST-WORKSHOP

Quantity
Task Time How
of staff

Manage the Ensure that the workshop space is clean,

4 12/03
workshop space organized, and comfortable for attendees.

Set up and maintain a refreshment area

Provide 12/03
3 for attendees.
refreshments
12/03 Replenish refreshments as needed.

Pack up and store all workshop materials

Pack up the
12/03 - 13/03 and equipment.
workshop space
7 Clean and organize the workshop space.

Return any rented equipment or supplies.

(whole Obtain refunds or credits for unused
Return supplies team) 13/03 - 16/03 items.
Store any remaining supplies for future
use.

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 5. DEPARTMENT: FINANCE
Quantity
Task Time How
of staff

Track all expenses related to the

22/01 - 12/03
Monitor workshop.
4*
expenses Prepare expense reports for
08/03 - 12/03
reimbursement.

Process Process payments promptly and

2* 22/01 - 12/03
payments accurately.

Gather all necessary documentation for

File taxes 2* 12/03 - 17/03
tax

Finalize the budget and reconcile all

accounts.

Close out the Prepare a financial report summarizing

4* 12/03 - 17/03
budget the workshop expenses.

File taxes as required.

Compile a comprehensive financial report

Prepare a that outlines the workshop expenses.
2* 17/03 - 20/03
financial report Analyze the financial performance of the
workshop.
Number with * indicates the same staff of the previous phase.

V. EVALUATION AND MONITORING:

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 Indicator Definition Baseline Target Data Responsible Reporting
source

Numbers
The of traffic
number of and
site traffic purchases Available Weekly
Website
Goal and the after the 20 350 on the revenue
manager
purchases workshop website report
after the minus that
workshop before the
workshop

The
percentage The
of number of
attendees positive Available
who are feedback on M&E Evaluation
Outcome 0 70%
inspired divided by Google officers report
and the total form
interested number of
in the feedback
workshop

Total
The number of
number of attendees
Workshop
people who join
Counted Logistics attendance
Output who the 0 80
by staffs staffs record
participate workshop
report
in the from the
workshop begin to the
end

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VI. RISK AND RISK MANAGEMENT:
1. Cost Management:
The cost of organizing a workshop is high, as it includes a wide range of things
such as business premises rent, advertising cost, product preparation, manufacturing
cost,...and unmanaged expenses. As a result, it is extremely easy for the business to
have a deficit in the total budget which may lead to a recession.
Hence, before officially opening the workshop, a detailed spending plan for
almost everything in the workshop should be made. During the event, all the problems
that appear, even the smallest ones, should be supervised carefully so that financial
burdens can be avoided.

2. The Uncontrollable Number Of Attendees:

In the workshop, it is difficult to control perfectly the number of attendees as it
can fluctuate and volatile. This problem is significantly common and plays an
important role in deciding whether the workshop is successful or not.
There are two circumstances which can appear during the workshop:
The number of people is less than expected. In this case, the media department
might call the attendees to remind them to join the workshop. Simultaneously, the
organizing board can consider narrowing the organization space, for example,
stretching ropes or using barriers to enclose the main area, to create a crowded feeling.
Besides, we can also take into account the solution of being open to the public.
In case there are too many guests: We can consider requesting the
organization place to arrange additional tables and chairs for the excess number of
attendees. Besides, we can divide the guests into smaller groups doing different
activities instead of gathering together in the main area.
Both of the two measures mentioned above evidently require unmanaged
expenses which can become a financial burden if they can not quickly add up.
Therefore, the most optimal way is to effectively control the number of guests by
calling to confirm their participation 2 days before the event.

3. Technical Issue:
There will be a video illustrating the process of making cups from coffee grounds

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 which means that even a small problem such as a power outage, or loss of sound… can
cause the workshop to stop immediately. Furthermore, waiting for the technical
department to fix it can make the event lose its emotional flow.
To tackle the problem, a backup electrical cabinet for sound and lighting
equipment must be prepared in advance to ensure that when an electrical problem
occurs, the program can still be maintained for another 15 minutes until the technician
handles it. Additionally, in terms of LED screen system, a computer or laptop with a
strong configuration to avoid crashes midway.

4. Risk Of Fire And Explosion During The Workshop:

This is a large-scale workshop so it is necessary to use different equipment,
machinery, sound systems, lighting,... as well as extremely large electrical capacity.
This will easily cause fire and explosion accidents.
Therefore, the factors or possible risks related to fire and explosion and all of the
methods to prevent those risks should be listed before officially opening the workshop.
Moreover, all fire and explosion equipment needs to be ensured to be installed in
places that have the possibility to cause fire or explosion. The fire department must be
contacted in advance so that they can arrive promptly when a problem occurs.
—---------------------------------------------- END —------------------------------------------------

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