Conference and Events/Resources/Marking Guide-A3
Conference and Event Planning
Learning Outcomes
1: Understand research and marketing concepts and their application in the conference and event industry 2: Evaluate and analyse research and marketing concepts in the conference and events industry 3: Understand the key concepts involved in strategic customer service, teamwork and sales knowledge within the conference and events industry
Scenario
You have been given the responsibility by Tourism Industry Aotearoa , of arranging this year’s New Zealand Tour Operators Conference in Dunedin, in November, of this year. As a reasonably new Conference Organisation business you really want to showcase your skills.
Task 1: Design a Conference Enquiry Form – this should be completed with all details pertaining to the client.
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Task 2 : Design a conference registration form, delegate details, travel and accommodation needs and special needs.
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Task 3: design a Venue Inspection Form. You will need to supply three venues for consideration, a form completed for each. Your venue inspection form should list all the clients requirements pertaining to venue; capacity, lighting, equipment, parking, accommodation, air conditioning etc
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Task 4: Action plan - what needs to be done, by whom and when?
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Task 5: Travel and Accommodation checklists – clear lists showing all requirements for travel and accommodation arrangements to be made including dates, numbers etc.
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Task 6. Letter of confirmation to accommodation provider confirming accommodation booking requirements (even if accommodation is at same venue)
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Task 7: Outline of themed event proposal including costings for extra props, decorations or equipment if necessary, risk assessment
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Task 8. Complete breakdown of catering requirements – what is required, when it’s required, where it’s required and the numbers
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Task 9. Consideration of sponsorship. Complete a list of 10 potential sponsors and provide 3 reasons why they should consider sponsoring this event.
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Task 10: Complete proposal for client agreement - the programme and budget
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Task 11: Guided day tour, itinerary and costings.
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Task 12: Goodie bag with costings
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Task 13: Contingency plans for 3 things that could go wrong, insurance policy
Task 14:The Banquet Event Order (BEO) for the venue for each day of the conference
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Task 15: copies of all emails/correspondence between to and from client supplied
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Task 16: Agenda and meeting minutes regularly submitted to tutor: Yes/No
