Conference and Events/Resources/Marking Guide-A3

=Conference and Event Planning=

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

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 September, 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 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 3: 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 4. Letter of confirmation to accommodation provider confirming accommodation booking requirements (even if accommodation is at same venue)

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

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

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7. 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 8: Complete event proposal for client agreement - the programme and budget

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Task 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.

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

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Task 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.

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Task 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

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Task 13: copies of all emails/correspondence between to and from client supplied Comment:

Task 14: Agenda and meeting minutes regularly submitted to tutor: Yes/No

Task 15: Write a paragraph reflecting on how well your team performed (this is meant to be a critical-self reflection) eg. what you did well, what you could have done better, what you found difficult, what was easy. How well did you as a team problem solve in an effort to deal with difficult issues.

You will be presented with an individual evaluation form on presentation day