UNIVERSITY OF MARYLAND EASTERN SHORE HOTEL AND RESTAURANT MANAGEMENT

The Bolger Center

Tennis Court Renovation Project

Esther HanYen Loi

Sakura ShuYelena Simoen

Donnell Washington

10/29/2013

This document contains the project plan for the Bolger Center tennis court renovation.

Table of ContentsProperty General Information 3

Name of Property 3

Name of Contact 3

Description of Property 3

Describe Theme and its Importance to Design 3

How is the Space Utilized 3

Mode of Service Challenges 4

Determine Capacity4

Mission Statement 5

Renovation Project Overall Process 6

Visual Information 7

Square Footage Calculation 7

Construction Proposal 7

Proposal 1Temporary Frame Tent 8

Proposal 2 Semi-Permanent Tent 9

Satellite Images of Construction Site 10

Renovation Images: Before and After 11

Square Footage Calculations 12

Renovation To-Do List 12

Renovation Financials 13

Proposal 1 Financials 13

Proposal 2 Financials 14

Equipment and Décor 15

Venue Flow of Service 15

Work Cited 16

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Name of Facility:

Bolger Center

Name of Contact:

Karen RegenDirector of Sales9600 Newbridge DrivePotomac MD 20854301-983-7661Karen.regen@dolce.com

Description of property:

The Bolger Conference Center is located Potomac, Maryland. Conveniently located fifteen miles from Washington D.C. and Regan National and Dulles Airports, it is a luxurious property and spacious outdoor facility over 70,000 square feet. The property is great for wedding and events and great for meetings. When you enter the property you feel like you are in a country club. We plan on expanding the center to bring an everlasting experience towards the guests who stay there. We hope that our ideas will give you an opportunity on how you want to take the next step in at your property.

Describe Theme and its Importance to Design:

Classical, neutral toned so we can correspond to the themes of each personalized event. As a team we feel that something within the Bolger centers outdoor facility needs to be modern but not too expensive that it requires renovation. We believe that a modern size tent would be a ideal concept for a different, unique, and presentable venue. It would work especially in fall and spring seasons with the breath taking view; field guests would feel like they would be getting their money’s worth by staying there.

To have a more attractive exterior design so we can make this new, innovative meeting space marketable to potential clients. We also want to have better lighting for the outdoor facility especially when there are major events. Our goal is to create an extra venue at the Bolger Center and attract new and recent clients.

How the Space is Used:

The meeting space can be used to variety events such as weddings, bar mitzvahs, birthdays, community events, conventions, family reunions, religious holidays, retreats and all other potential target markets.

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Describe Mode of Service Challenges Projected to New Design:

Safely Transporting Food and Beverages from Kitchen (building) to the Venue:

With our concept food and beverages will no longer be an issue. By brining the items out ahead of time saves the trouble of making certain a lot of trips from the kitchen to the event. Food and Beverages can be left within the tent and with the proper communication items that are running low can be brought out by the staff members.

Additional Landscaping Needs to be Done to Maximize Natural Lighting:

The design of the outdoor facility needs to be expanded. In order to have the tent idea there will need to be some type of demolition which includes the steps, possible cutting down trees and making the downhill slope more even to have a well balanced way for guests to enter.

Provide Entrances/Exits that are Accessible for Handicap Users:

The steps are a big problem by having the company come out and develop a way of making the ground more level it would be more accessible for guests to come and go as they please.

Efficiently Set-Up Meeting Space According to Client’s Requests:

Meeting space varies depending on how many people will attend certain events that’s why having blueprints and documentation certain limits of how many people can be within that area during certain events.

Determine Capacity:

The allowable space for renovation is approximately 5,000 square feet, which allows for maximum capacity of 300 guests (greatly vary based on the types of event, for more details please see page 12).

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Mission Statement:

Our goal is to create a premier venue that will enhance the consumer’s experience at the Bolger Center. With the amount of space the property has, our idea of creating a luxurious tent will bring memorable experiences towards the guests.

We want to incorporate new themes into the renovation project at the Bolger Center. We are going to try to bring elegance to the areas that need improvement. Some concepts that could be used for events would be Receptions, Birthday Parties, Weddings and more.

We wish to create an environment where guests can be connected with natural surroundings of the property. The goal is to utilize the amazing surroundings and make our guests have an amazing experience when they do events with at the Bolger Center.

We also want to create the sense of welcoming and elegance of the property. The staffs at the Bolger center always welcome guests with amazing smiles and service. We truly strive to provide you with a concept that is as exceptional as the service the Bolger Center provides.

We wish to modernize the venue space of special events. Our goal is to provide the Bolger center with our creative ideas to help expand their events space. The tent idea we provide can be used as an inspiration of what our client is looking for. Depending on the guests’ price range whether he or she is looking for big or small tent you can make it work.

Other Focuses Include to:

Repurpose the space that is currently utilized as an outdoor athletic facility and convert it into an outdoor meeting space. The space can be for parties; kids would love the idea of having a birthday party or even having someone coming to give the kids entertainment. Having a tent is flexible because you have a wide variety of ideas at your disposal.

Increase banquet revenue. Since we are creating a new venue for the outdoor facility with the tent idea it would also increase sales within the Bolger center. We want to bring new ideas that will show the guests that Bolger center can bring change to its operation. It provides the guest an option of how they want to remember their event at the property.

Bring in more customers/business. No matter what concept the Bolger Center chooses, we want to provide a way to bring in more business by showing changes to the concept of their outdoor facility.

Through the completion of this project, we wish to achieve feedback on what our client think about our tent concept. We believe that it would generate a lot of revenue because we know our client wants to incorporate a modernized venue into the property.

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Renovation Project Overall Process

The above image describes the overall process of our project

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Determine Square Footage

Building Structure

Obtain Permits Budget

Landscaping

Demolition Construction

Decor Options

Seating Arrangement Service Flow

Square Footage Calculation

Due to the natural nearby surroundings, we are conservatively basing on square footage as the image shown above, with the rough estimate of 5,000 square feet.

Construction Proposal

The inspiration of this proposal derives from our client’s preference of utilizing the venue as a semi-outdoor meeting space and the flexibility of using the venue as a seasonal alternative. Therefore, in this proposal, we are centered on the design of incorporating a tent structure in replacement of the tennis court. Due to the variation of outdoor tents, we are attaching two

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possible structures which the client can determine which selection can more suitable for the Bolger Center.

Proposal 1- Temporary Frame Tent

Advantages and Disadvantages of Temporary Frame Tent

Advantages:

Easy to install for an outdoor event Easy to breakdown depending on the requests of client U.S.A. manufacturer Inexpensive No construction permit is required by Montgomery County Long-term investment with the potential to last for years

Disadvantages:

Short-term venue options Not a completely sealed venue Require additional equipments such as HVAC and lighting No portable restrooms Once removed, other utilities under the tent need to be removed as well

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General Information:

Dimensions: 50’ x 100’

Frame Material: Standing Aluminum Pipe Structure

Tent Top Material: High Polish Laminate

Color Availability: White, Colored Stripes*, Translucent*

Current Market Value: $12,760*

Warranty: 12 Months

*Additional fees are required for different cover availability

Proposal 2- Semi-Permanent Tent

Advantages and Disadvantages of Temporary Frame Tent

Advantages:

Side wall may be added into the design Elegant appearance that is suitable for variety of events Side wall system package includes glass door units, PVC fabric rolling door, flooring

system, rain gutter, and air conditioning system Frame guarantee never rust Fire-proof, rain-proof, UV Ray- proof Wind resistant Short shipping time (15-20 days) May be used in long term (couple months straight) Venue may be sealed with curtains provided Long-term investment

Disadvantages:

More expensive as compared to temporary frame tent Setup and breakdown procedures are complicated as compared to short-term frame tent Once the tent is set, it is generally used for multiple months International manufacturer/importer Construction permit is not required by Montgomery County

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General Information:

Dimensions: 50’ x 100’

Frame Material: Aluminum Alloy

Tent Top Material: PVC Synthetic Fiber Tarpaulin

Color Availability: Clear

Wind-Proof Ability: 80-100 kilometers/hour

Current Market Value: $1,143,000

Warranty: 24 Months

Satellite Images

The images shown below provide additional information to our client as to which areas require complete renovation.

Satellite images of the tennis court and its surrounding

Satellite images with highlights of the renovation proposal

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Renovation Images: Before and After

Before Renovation

After Renovation

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Square Footage for Guests

Seating arrangements and designs can vary dramatically depending on the venue and function. The following table provides a brief guideline of the relationship of square footage per guests and the type of events.

Type of Dining Sq. Ft Per Person Allowance ForSpacious, Elegant 20 Table, chair and full aisleRestaurant, Cafeteria 18 Table, chair and aisle Banquet, Institute 16 Table, chair and narrow

aisleInformation provided by Bright Settings, Inc.

Based on this information given, the 5000ft2 venue can accompany the number of guest are as follows:

Type of Dining Number of GuestSpacious, Elegant 250Restaurant, Cafeteria 278Banquet, Institute 312

Renovation To Do List

Number Agenda Explanation/Footnotes1 Determine Square

FootageDimensions of tennis court and its nearby surroundings. We have determined to utilize 5,000ft2 as the basis for all of our projections

2 Building Determine the type(s) of building structure in replacement of the tennis court. In this case we have proposed two tent options for our client

3 Obtain Permits Demolish/construction permits may be required depending on the type of construction. In this case, no permits are required due to the fact that there are no buildings to take down

4 Budget Submit forecast plans for renovation. Please see the following pages for financial proposals

5 Landscaping Remove nearby habitats that may interfere with construction. Please see the after renovation image provided

6 Demolition Breakdown tennis court, flatten stairs and sidewalks7 Construction Reconstruct based on design8 Décor Options Determine possible building décor and equipment9 Seating

ArrangementsDetermine possible seating arrangements which varies on the types of event

10 Service Flow Explain set-up, breakdown, and service of operation

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Renovation Financials

Proposal 1 Budget Forecast

        Footnotes

Budget Plan        

  Landscaping $ 400,000.00    Calculation based on estimates on square footage

  Construction $ 1,030,200.00  

      $ 1,430,200.00  

Fixtures        

  Tent $ 12,760.00   Temporary frame

  Lighting $ 950.00   Heavy duty lighting*

  Floor Covers $ 22,500.00   Faux Slate $4.50 per sq. ft. *

  HVAC $ 4,998.00   2 at $2,499 for coverage of 5,000 sq. ft

      $ 41,208.00  

Furnishing        

  Chairs & Tables

$ 9,500.00   Estimate for 300 chairs*

  Décor $ 1,500.00   Estimate for 50 round tables*

      $ 11,000.00

 

Permits        

  Demolition $ -   Tennis court and tent set-up do not require county permits

  Construction $ -        $ -  

Subtotal     $ 1,430,200.00 Does not include tables and chairs

Total     $ 1,482,408.00  

Please see the next page for Proposal 2

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Renovation Financials Continued

Proposal 2 Budget Forecast

        Footnotes

Budget Plan        

  Landscaping $ 400,000.00    Calculation based on estimates on square footage  Construction $ 1,030,200.00  

      $ 1,430,200.00  

Fixtures        

  Tent $ 1,143,000.00   Semi-permanent

  Lighting $ 950.00   Heavy duty lighting*

  Floor Covers $ -   Included in tent package

  HVAC $ -   Included in tent package

      $ 1,143,950.00  

Furnishing        

  Chairs & Tables

$ 9,500.00   Estimate for 300 chairs*

  Décor $ 1,500.00   Estimate for 50 round tables*

      $ 11,000.00

 

Permits        

  Demolition $ -   Tennis court and tent set-up do not require county permits   Construction $ -  

      $ -  

Subtotal     $ 1,430,200.00 Does not include tables and chairs

Total     $ 2,553,150.00  

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Equipment and Décor

Due to our recent knowledge that all banquet events at the Bolger Center are renting equipments and décors, we researched a few rental companies and required pricings and estimates for furnishing costs.

The following is the list of items/equipments we have referenced for this project:

Furnishings and Fixtures

Numbers Market Price Per Each

60” Round Tables 50 $80.00

Chameleon Chairs 300 $18.00

Heavy Duty Lighting 54ft

5 $190.00

Faux Slate Floor Cover

5000 $4.50

HVAC System 2 $2,499.00

Décor costs vary between events, therefore it is not included in the chart above.For expense projections please see the Renovation financials in page 14

Venue Flow of Service

In regards to food and beverage, the Bolger Center will maximize the Osgood dining building. The Osgood dining establishment is a buffet type service that is opened daily for breakfast, lunch, and dinner. Just as Mrs. Karen Regen have suggested, we will have the food prepared in the Osgood kitchen and delivered safely and promptly to our event space. We will communicate efficiently with our banquet staff to ensure that the flow of service is smooth and that the food items are in the proper temperature zone. 

In regards to delivery, we will utilized the newly built walkway that creates a smooth, concrete path that will make it accessible for those with wheelchairs as well as making it easier for the workers to set-up the equipment needed inside the event space. For on-site rental delivery, we will have that set up in the side of the parking space adjacent between the Osgood dining center and our event space. The workers will obtain the rentals and move it towards the downward concrete path that has been created and placed into our tent space.

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Work Cited

"2013 Popular Semi Permanent Tents." Alibaba. N.p., n.d. Web. 28 Oct. 2013.

"ABC Special Event." Table Rental, Chair Rental, Tent Rental | ABC Special Event Rentals.

N.p., n.d. Web. 28 Oct. 2013.

"Acid Stained Concrete Floors - Decorative Concrete Overlay Specialist - Architectural Concrete

- Faux Slate/Tile." Stained by Designs. N.p., n.d. Web. 28 Oct. 2013.

"All Trac Frame Tent - Party Rental Tents for Sale- New or Used, Keder Frame Tent, Buy Tent."

Tent4Sale. N.p., n.d. Web. 28 Oct. 2013.

"Lighting." Tentware Accessory Catalog. N.p., n.d. Web. 28 Oct. 2013.

"Price List - Big Top Party Rental." Big Top Party Rental. N.p., n.d. Web. 28 Oct. 2013.

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