Conference and Events/Resources/Marking Guide-A3

=Conference and Event Planning=

Learning Outcomes
1: Understand research and marketing concepts and their application in the conference and event industry 2: Evaluate and analyse research and marketing concepts in the conference and events industry 3: Understand the key concepts involved in strategic customer service, teamwork and sales knowledge within the conference and events industry

Scenario You have been given the responsibility by Tourism Industry Aotearoa, of arranging this year’s New Zealand Tour Operators Conference in Dunedin, in November, 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 conference registration form, delegate details, travel and accommodation needs and special needs.

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Task 3: 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 4: Action plan - what needs to be done, by whom and when?

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Task 5: Travel and Accommodation checklists – clear lists showing all requirements for travel and accommodation arrangements to be made including dates, numbers etc. Comment:

Task 6. Letter of confirmation to accommodation provider confirming accommodation booking requirements (even if accommodation is at same venue)

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Task 7: Outline of themed event proposal including costings for extra props, decorations or equipment if necessary, risk assessment

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Task 8. Complete breakdown of catering requirements – what is required, when it’s required, where it’s required and the numbers

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Task 9. 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 10: Complete proposal for client agreement - the programme and budget

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Task 11: Guided day tour, itinerary and costings.

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Task 12: Goodie bag with costings Comment:

Task 13: Contingency plans for 3 things that could go wrong, insurance policy

Task 14:The Banquet Event Order (BEO) for the venue for each day of the conference

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Task 15: copies of all emails/correspondence between to and from client supplied Comment:

Task 16: Agenda and meeting minutes regularly submitted to tutor: Yes/No