Scenario a: Star Room venue
Discuss about the Supply Chain Business Event Management.
In this assignment, an event management plan has been analyzed. Depending on the assignment 1, the destination city Sydney has been selected. 3 venues have been selected for three case scenarios. All three venues are located in Sydney. For scenario a, Star Room venue has been selected, where a small conference will be held. For scenario b, L’Aqua venue has been selected, where a medium sized conference will be conducted for 3 days. For scenario c, Dockside Pavilion venue has been selected, where a large conference will be held for 5 days. In this section of the assignment, a critical analysis has been done for each venue to find out how spatial functional design is related with the operational requirements mentioned in assignment one.
In the scenario a, it has been described that a small conference will be conducted for 2 days at Star Room venue in Sydney along with workshops and forums. Star room venue is located at Level 6, Cockle Bay Wharf, Darling Park, Sydney NSW 2000 (Docksidegroup 2016). There are 100-200 delegates and 10 exhibitors going to attain this conference. It has been found that, the entire area of the Star Room venue is 350 sqm along with a classroom of 120 sqm. The venue is capable enough to organize all the activities efficiently. It has been found that there are four major functions related with the small conference. All these functions and their relation with operational requirements are mentioned below:
At the first stage, the management team has to find out suitable organizational partners who can co-host the forum. For this purpose efficient networking space is required to develop effective interaction between the Host Company, exhibitors and delegates.
Then the management has to decide appropriate timing and place for the workshop and forum. It has been analyses that the classroom of the Star Room venue (120 sqm) is appropriate for such workshop and forum. 150 delegates and 5-10 exhibitors can easily participate in this exhibition. For presentations sound proof room is required. For this reason, the classroom is appropriate for this conference. Various technical items are required to organize workshops and forum activities. They are such as wireless microphones, slide advancer, laser pointer, table microphone and audience microphones.
Then it is required to decide the program that will be organized in the workshop. For this reasons Bluetooth devices, video links, screen, projector, microphone, sound system, mixer, wireless microphones, slide advancer, laser pointer, table microphone and audience microphones will be required. All these equipments and devices are readily available in this venue.
At last, the costs related with the workshop activity have to be analyzed and reduced as much as possible. Star Room venue has installed energy efficient bulbs, fans, A.C. and other electrical equipments to save electricity as much as possible. HVAC system is used by the hotel to save electricity. As () mentioned that, “It has been found that using highly efficient High Voltage Alternative Current (HVAC) can helps to save cost for air condition. It uses fewer kilowatts and less energy to heat and cool a room.”
Scenario b: L’Aqua venue of Dockside
the next scenario, a medium sized conference will be conducted L’Aqua venue of Dockside (Sydney). The conference will be held over three days. The location of L’Aqua venue of Dockside is Rooftop Level, Cockle Bay Wharf, Darling Park, Sydney 2000 (Docksidegroup 2016). It has been found that the conference will open with plenary session. Various social networking activities will be conducted in this conference as well. 600 to 1500 delegates and 50 exhibitors will attain this conference for which the venue is ideal. The venue has a terrace room to conduct concurrent sessions. Area of the Terrace room is 244 sqm. The height of the terrace room is 2.9-3.37 meter. On the other hand, plenary meetings, breakouts will be organized in the gold room. Area of the gold room is 180 sqm and height is 4.2 meter.
At the starting a large session will be organized where all the delegates will attend a general session with the key exhibitors. Then it will “break out” into multiple smaller sessions. Delegates will attend these sessions in accordance with their interests. The Gold room is appropriate for this purpose. All the necessary equipments and devices are available in this room like wireless microphones, slide advancer, laser pointer, table microphone and audience microphones. Some social networking activities will also be conducted in this conference. It will require proper networking room. It has been found that there are various technical items to conduct this conference effectively. They are such as Bluetooth devices, video links, screen, projector, microphone, sound system, mixer, wireless microphones, slide advancer, laser pointer, table microphone and audience microphones will be required. All these devices are readily available at the venue, which help the L’Aqua venue to organize the conference properly.
In the third scenario, it has been mentioned that a large international conference will be held for 5 days. In this conference, plenary sessions, concurrent sessions and social networking activities will be conducted every day. The conference will be held at Dockside Pavilion venue, which is located at Balcony Level, Cockle Bay Wharf, Darling Park, Sydney 2000 (Docksidegroup 2016).
It has been found that 3,500 to 5,000 delegates and 400 exhibitors will attain this conference. The area of Dockside Pavilion venue is 1560 sqm. This huge venue is ideal to organize plenary, concurrent sessions and social networking activities. The venue has a large outdoor terrace, theatre (1800 sqm) and classroom (612 sqm) which are appropriate for activities like closing gala dinner and aware ceremonies. A PCO exhibition will be organized where almost 300 exhibitors will participate. In order to organize this PCO exhibition, it is required to have a proper registration desk and office. It will help the organizers to store all the necessary information delegates and exhibitors. Dockside Pavilion venue has a large terrace room where a temporary registration office can be developed. High speed internet connection is required in the registration office so that proper communication can be developed between exhibitors and visitors. The management team of Dockside Pavilion venue has to install signage and furniture to develop proper sitting arrangements for the visitors.
Scenario c: Dockside Pavilion venue
In addition, it has been found that a closing Gala dinner and aware night is going to be arranged by the organizers as a closing event of this conference. The Dockside Pavilion venue has a large kitchen room and serving area, which are required to arrange the gala dinner properly. The kitchen room of this venue has various sub sections. According to the head chef of this venue, “The decoration area is the main hub of the hotel and the area where the foods are finished and garnished and served to the guest. This area is the main production unit and has many sections or departments as demanded by the menu and the size of the operation. Foods of different cuisines are prepared here. For the better functioning of the main kitchen, it is sometimes divided into sub sections.” The main section and the sub section of Dockside Pavilion venue is given below:
Sauce section
“The sauce section is responsible for providing all meat, poultry and game dishes with the exception of those that are roasted or grilled. All the meat dishes are cooked and garnished here.”
Roast section
“The roast section is responsible for providing all roast dishes of meat, poultry and game It is responsible for all grilled dishes of meat, chicken and fish, and this duty is often delegated to the grill cook. The section is also responsible for the preparation of a number of dishes and the deep frying of the food items.”
There is chart given below to describe the other important areas of the kitchen required to organize this event.
Figure 1: Kitchen areas of Dockside Pavilion venue
(Source: Docksidegroup 2016)
It has been found that the organizers have 30 chefs and 120 caterers, who are able to prepare and serve dinner for 5000 delegates and 400 exhibitors. The outdoor terrace of the Dockside Pavilion venue is ideal for the Gala dinner and award ceremony. In addition, in order to develop appropriate interaction between exhibitors and delegates, it is required to have a quite area and a networking space. Dockside Pavilion venue already has all these necessary things. The venue has a large cocktail bar where social activities can be developed in conjunction with business events. In order to arrange the award ceremony properly, the organizers of Dockside Pavilion venue have gathered all necessary technical items such as Bluetooth devices, video links, screen, projector, microphone, sound system, mixer, wireless microphones, slide advancer, laser pointer, table microphone and audience microphones.
Conclusion
In this assignment, the event management plan different scenarios have been done. Three different venues are selected for these three different conferences in the city of Sydney. All the venues have been selected depending on the number of delegates and exhibitors and the number of days that the conferences are going to be organized. The relationship between spatial functional area and the requirements of the conference has been analyzed in this assignment.
References and bibliography
Bearzotti, L.A., Salomone, E. and Chiotti, O.J., 2012. An autonomous multi-agent approach to supply chain event management. International Journal of Production Economics, 135(1), pp.468-478.
Docksidegroup, 2016. Iconic Waterfront Venues Sydney | Weddings, Conference, Meeting, University Balls & School Formal Venues | Dockside Group. [online] Docksidegroup.com.au. Available at: https://docksidegroup.com.au [Accessed 25 Aug. 2016].
Getz, D., 2012. Event studies: Discourses and future directions. Event Management, 16(2), pp.171-187.
Hall, C.M., 2012. Sustainable mega-events: Beyond the myth of balanced approaches to mega-event sustainability. Event Management, 16(2), pp.119-131.
Janiesch, C., Matzner, M. and Müller, O., 2012. Beyond process monitoring: a proof-of-concept of event-driven business activity management. Business Process Management Journal, 18(4), pp.625-643.
Masterman, G., 2014. Strategic sports event management. Routledge.
Preston, C., 2012. Event marketing: how to successfully promote events, festivals, conventions, and expositions. Wiley.
Silvers, J.R. and Goldblatt, J., 2012. Professional event coordination (Vol. 62). John Wiley & Sons.
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