Conference and Events/Activities/Assessment

Objectives
This is an Assessment

Learning Outcomes:

2. Prepare a conference portfolio/brochure

3. Process specific travel and accommodation requirements for conference and event delegates

4. Process the catering requirements

5. Design a themed dinner

6. Establish objectives for a conference

7. Investigate venue selection

8. Generate Banquet Event Order

Activity
Conference and Event Planning

Scenario

You have been given the responsibility by the local tour operators association - DunedinHost, of arranging this year’s New Zealand Tour Operators Conference in Dunedin, in June, of this year. As a reasonably new Conference Organisation business you really want to showcase your skills.

The theme for the conference is "Innovative new product development and delivery" and you have been asked to organise guest speakers, workshops and breakout groups.

You have been told to expect around 120 delegates (there will be another 25 partners) to the conference and will need accommodation for approximately 60 people. Travel and accommodation is at the expense of those attending the conference.

The conference is a 3 day event with lunches, morning and afternoon teas - including a Themed Celebration dinner on the final night. Registration for conference attendees is set at $700 from this you have to have venue/equipment hire, the day tour, themed dinner (partners included) and lunch on Monday, Tuesday and Wednesday, plus morning and afternoon teas and whatever else eg. decorations, entertainment.

Conference attendees have been encouraged to bring their partners so you are expecting around 25. You are to plan a days' full activities for them which promote the attractions of the city.

Who, what, when, why and how? Dates for the conference, theme, guest speakers, exhibitions, workshops, programme, venue. Look at the resource links provided in the task to get some ideas.
 * Brainstorming

Task
To successfully complete this course, you will need to present a portfolio/brochure of information that represents your complete client file pertaining to this conference (Supporting Resources). Note: All forms should feature your company branding/logo. Your groups have chosen the branding/logo to be used. This conference will be planned as a group activity rather than individually.

1. Your first task is to assign a leader and an organiser for your group.

Tasks as a group

Your first task as a group, will be to design a Conference Enquiry Form – this should be completed with all details pertaining to the client. Once you have done this you need to roleplay it through just to make sure you have not missed any detail (your client is Ms Hillary Jenkins her contact details are ph 4796153 or hillaryj@tekotago.ac.nz).

2. The next task will be to 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

3. Travel and Accommodation checklists – clear lists showing all requirements for travel and accommodation arrangements to be made including dates, numbers etc

4. Letter of confirmation to accommodation provider confirming accommodation booking requirements (even if accommodation is at same venue)

5. Outline of themed dinner proposal including costings for extra props, decorations or equipment if necessary

6. Complete breakdown of catering requirements – what is required, when it’s required, where it’s required and the numbers

7. Consideration of sponsorship. Complete a list of 10 potential sponsors and provide 3 reasons why they should consider sponsoring this event.

8. Complete event proposal for client agreement - the programme and budget

9. Action Plan – what needs to be done, by whom and when? Remember to work backwards from the event to now to ensure you set appropriate timelines.

10. The Banquet Event Order (BEO) for the venue for each day of the conference

11. A conference registration form for potential delegates – will need full delegate details and information about their travel and accommodation requirements or any special needs.

12. Notes giving consideration to contingency plans for 3 things that could go wrong during the conference at any stage and what your Plan B would be.

13. Your group will also have to create a guided day tour (attractions) of Dunedin for those guests accompanying the conference delegates. When, where and how as well as an itinerary and costs are to be part of your brief.


 * This proposal should be bound and presented to your tutor by Friday, June 17.

Supporting Resources

 * Brochure


 * Dunedin Conference Bureau