Conference Scenario 1
The business conferences are highly important when an organization intends to exchange ideas as well as enhance its brand recognition, besides building various professional connections. Accordingly, three conferences will be organized, out of which the first conference will intend to encourage effective communication amongst the delegates of a company and its partner, regarding the innovative expansion and acquisition strategies in future, and the second one will intend to help the managers discuss and exchange ideas about the key industry skills such as wealth management techniques for high net-worth clients and others. The third business conference that will be organized, will be a large one, and it will comprise of more than 5000 employees, both native and expatriate of the company, discussing about expansion strategies in future. Accordingly, Canberra is being chosen as the destination and the conference venues will be chosen to satisfy the operational needs of each of the specific conferences mentioned above.
The first conference is a small conference meant for 200 delegates and 50 exhibitors that will be conducted over a span of 2 days only. The Novotell Canberra Hotel has been chosen for this purpose. It is a mid-scale hotel that comprises of two small conference halls and is ideal for catering to a small group of people. Considering the brief duration of the conference, it can be said that at least four conference meetings will occur on a single day. The meetings of the delegates and that of the exhibitors may also need separate time, and accordingly, the adequate number of rooms is essential. The conference rooms at Novotell Canberra Hotel are not very large, but are five in number. Consequently, the lecture room can be used for the main conference sessions and open sessions as it can easily accommodate up to all the 200 delegates, while the small two meeting rooms can be used during the daytime, prior to the commencement of the main sessions of the conference. Most importantly, the conference rooms also offer flexible AV solutions as well as Wi-Fi connectivity, making the discussions easier and more convenient to occur (novotel.com 2017). On the other hand, the seven meeting rooms can accommodate the exhibitors and the delegates will be ideal for the small board meetings before the actual meeting. The place also offers in-room dining facilities, so that the people can dine within their rooms only, and the professional and personal spaces can be kept separate. However, since the time is short, the delegates would require hosting meetings for longer period of time. This is why the conference hall also offers lunch and dining packages for the 4 hour and 8 hour long meetings. The buffet system is available within the conference halls, whereby the visitors can gain access to coffee, biscuits and soft drinks as well as brad rolls and fresh fruits, while attending the meeting as well. The U-shaped seating is ideal and very suitable for a discussion meeting round that can span for more than four hours (Garrison 2015). This extremely comfortable, built-in seating and presentational arrangement along with the full-service bar is relaxing for the delegates coming from other countries as well. At the same time, it is important to note that Novotel also offers ergonomically designed chairs, large and very spacious working areas, as well as centrally located break areas (Krueger et al. 2015). Each of the conference rooms have great acoustics as well as natural light, which makes it more comfortable for the delegates to organize and attend the conferences for longer time, at a stretch of 2 days (Mallen and Adams 2017).
Conference Scenario 2
The planning and the organization of a medium sized conference are based upon a number of factors. Some of the factors include the cost management, ergonomics of the venue along with validation of the ultimate requirements for meeting purposefully with the agenda of the conference. In this context, a medium sized conference hall Bonville International Golf Resort had been taken into consideration. The conference was hall had an accommodating capacity of utmost 1000 guests. The agenda of the conference was to promote the products of a medium sized business organization. The conference was continued for a period of over 3 days with an opening plenary session and 6to 8 concurrent sessions. The conference had around 800 delegates from across the border with 50 exhibitors. As commented by Rogers and Davidson (2015), media and promotional activities form a large part of the conference. The conference was also clubbed with auctional events where a large part of the share was to be contributed towards the welfare of the society.
The ergonomics of the venue play a determining role in the success of a business conference. As mentioned by Veit et al. (2014), provision of a comfortable upfront to the guests plays a suitable role in attracting stakeholders for the organization. For the present conference Canberra based Bonville International Golf Resort (BIGR) was taken into consideration. The venue had a multidisciplinary approach and could adapt to the suitability of any occasion. The charming interior along with wide terraces could cater to the requirements ranging from that of a boardroom meeting to wedding or other forms of celebration. The venue opens with a candlelit path to a grand marquee and provides sufficient space for relaxation to the guests. BGIR had been awarded with Australia’s best event caterer 2007(bonvillegolf, 2017). The venue provides it the guests with some of the best refreshments. The terrace area of the venue serves for a good meeting session accommodating around 1000 guests at the same time. Additionally, along with the setting arrangement the safety planning of the venue has been detailed enough. The venue provides with an emergency exit plan at each and every floor along with sufficient number of fire extinguishers and emergency alarm bell installed. The ergonomics had been taken care of with proper rest rooms and refreshments for the guest during prolonged meetings extending for 2 days or over (bonvillegolf, 2017). The venues are also well connected with proper systems and technology integrated for ensuring hassle free conduct of business meetings.
Conference Scenario 3
An international conference calls for the collaboration of a number of nations and participating countries. The conference is generally executed for a prolonged duration of time and continues for a period of 5 days or over. In this respect, the event was organized by a large scale Australian trade merchandise company and was attended over by 4000 delegates and around 400 exhibitors. Therefore, there was a need to plan the events accordingly so as to ensure maximum satisfaction of the guests. Here, the National convention centre (NCC) Canberra had been taken selected for the conduct of the international conference. The venue being located just 7 kms away from the airport offers easy accommodation options to the vast majority of guests attending the event. The venue offers large flexible spaces and consists of two floors. The second floor opens up to a vast sized interior and could be used comfortably for the organizing and the planning of dinner and ward ceremonies. The venues is well managed through socially and consist of a number of facebook pages which means that the venue is well rated socially and invites a lot of investors and stakeholders to express their interests in supporting the cultural meet and business fests organized at the venue. As commented by Spieth et al. (2014), holding a profitable social position can help in catering to the exact purposes of the conference and seminars. The official webpage of the national convention centre provides for a 3D interface to review the rooms and the spaces available inside the centre (nccc,2017). This helps in the planning of the events a hassle free process. The event centre provides free wifi for the guests along with best in class culinary experience with menus from some of the best international chefs. The centre is well equipped to handle events of all sizes with over 120 booths for the trade exhibitions (nccc,2017). The centre provides for lavish dining hall along with auditoriums for conducting of rock sessions. The dining hall is airy and well lighted to allow for a comfy dinner experience to the guests. The centre also provides for suitable rest rooms and chilling out zone for guest’s relaxations.
Conclusion
On a concluding note, the planning of an international conference calls for a large detaining along with sufficient precautionary measures to prevent the emergence of dissatisfaction among the guests. In order to organize the conference a number of pre-requisites need to be taken care of such as validating the requirements of the guests which calls for a hassle free conduct of the seminar. The location of the venue along with the ticket pricing can also play a pivotal role in attracting large number of exhibitors for the trade business fairs. The little details of the venue such as the ergonomics need to be focussed upon which makes long meeting comfortable for the guests. One of the most important aspects is the setting up of assignment teams which could help in meeting with the specifics of each task. Therefore, planning of business events calls for sufficient detail assessments.
Reference List:
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Krueger, R., Heimerl, F., Han, Q., Kurzhals, K., Koch, S. and Ertl, T., 2015, January. Visual analysis of visitor behavior for indoor event management. In System Sciences (HICSS), 2015 48th Hawaii International Conference on(pp. 1148-1157). IEEE.
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nccc (2017), nccc , Available at : https://www.nccc.com.au/why-choose-us [Accessed on 7 Sep. 2017]
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Veit, D., Clemons, E., Benlian, A., Buxmann, P., Hess, T., Kundisch, D., Leimeister, J.M., Loos, P. and Spann, M., (2014). Business models. Business & Information Systems Engineering, 6(1), pp.45-53.
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