Conference and Events/Activities/Assessment

Objectives
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/lunch

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 Tourism Industry Association, of arranging the New Zealand Tour Operators Conference in Dunedin, November 19th - 21st, of this year. As a reasonably new Conference Organisation business you really want to showcase your skills.

The theme for the conference is 'The importance of Cultural Tourism to New Zealand' 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/lunch on the final night. Registration for conference attendees is set at $700 from this you have to factor in venue/equipment hire, the day tour, themed dinner/lunch (partners included) and lunch on Wednesday, Thursday and Friday, plus morning and afternoon teas and whatever else eg. decorations,menus, 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.


 * Brainstorming

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.

Task
To successfully complete this course, you will need to present a portfolio of information that represents your complete client file for this conference (Supporting Resources). Note: All forms should feature your company branding/logo. Your group must chose 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 relevant 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 Lynn Brandham her contact details are ph 479 6153 or lynn.brandham[mailto:hillary.jenkins@op.ac.nz @op.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 for the 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. Information and costings regarding any transport needed to and from the venues

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

5. Outline of themed lunch proposal including costings for extra props, decorations or equipment if necessary. Outline of themed dinner (plan B), costings etc.

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. Goodie bag with complete breakdown of costs, add this to the budget details

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

13. 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, include information regarding your insurance policy (conference and exhibitions insurance)

14. 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 handed to your tutor by Friday 19th September. 
 * The main sections of the portfolio will be explained in the form of a 10 minute presentation to the client on Monday 22nd September. (Uniforms or smart dress required)

Supporting Resources

 * Brochure


 * Dunedin Conference Bureau