Business Event Management: Spatial and Functionality Operational Requirements

This assignment attempts to describe the spatial and other requirements of the three various categories of conference proceedings. In the first three segments of the first part of this essay, the requirements of the small, medium and international level conferences have been highlighted.

Running head: BUSINESS EVENT MANAGEMENT
Business event management
Student’s Name
University Name
Author’s Name

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Table of Contents
Introduction................................................................................................................................3
Part 1..........................................................................................................................................3
Spatial and functionality operational requirements....................................................................3
1. Small conferences with workshops and forums (Conducted over 2 days).........................3
2. Medium sized Conference..................................................................................................5
3. Major International conference..........................................................................................6
Part 2..........................................................................................................................................8
Introduction............................................................................................................................8
Explanation.............................................................................................................................9
Conference Scenario 1........................................................................................................9
Conference Scenario 2......................................................................................................10
Conference Scenario 3......................................................................................................12
Conclusion................................................................................................................................13
References and Bibliography...................................................................................................15
Appendix1: The Mercure Conference Hall..............................................................................16
Appendix 2: Floor Map of the Mercure Conference Facility..................................................16
Appendix 3: Doltone House in the Australian Technology Park.............................................17
Appendix 4: Workshop facility at the Doltone Hall................................................................17
Appendix 5: Convenient communication facility at the Doltone Park....................................18
Appendix 6: technical support at an international conference at Watson Park........................18

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Appendix 7: International convention facility at the Watson Park..........................................19

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Introduction
This assignment attempts to describe the spatial and other requirements of the three
various categories of conference proceedings. In the first three segments of the first part of
this essay, the requirements of the small, medium and international level conferences have
been highlighted. In the second part, actual venues within the Australian territory have been
selected based on the specifications and the spatial requirements highlighted in the previous
part of the assignment.
Part 1
Spatial and functionality operational requirements
1. Small conferences with workshops and forums (Conducted over 2 days)
Number of Delegates: 100 to 200
Number of Exhibitors: 10
The first criteria for the organisation of this small conference is the setting of the
conference date well in advance of the possible days on which it can be held. The date can be
fixed by opinion polling from all the delegates concerned with this meeting. In case of a
small meeting the procedure of registration/RSVP would be completed by means of Google
form fill up and subsequent paper sign ups. The basic details that needs to be provided in the
form are name and address, company and designation, contact information, email and other
demographic data. Personal issues like complications with certain food products or if vegan
or not have to be mentioned in the concerned columns. The event manager should be vested
with the responsibility of arranging transportation and accommodation for the small business
forums’ delegates who would visit the conference. Since the conference would involve
workshops that would be held for two days, a minimal registration fees of $20 to $30 would

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be charged from every delegate. The exhibitors are expelled from the liability of paying the
registration charges.
The number of heads for this gathering is anticipated to be 150 to 200. About 25% of
the budget allocated for the conference can be collected from the grant funds and the rest is
liable to be contributed by the title and the associated brand sponsors. A premium public
sector bank should play the role of insurer to the conference and bear the financial liabilities.
The decision regarding the selection of the venue is crucial. Depending on the strength of the
meeting, the venue should be 6000 square feet free space banquet. The conference with
around 200 delegates would better be conducted in a circular podium with seats allocated for
every candidate in the gallery. The Exhibitors would be seated in the centre with the other
important personalities. The workshops would be conducted in different auditoriums. Other
necessary specifications include pantry room, facilities for physical handicapped and others.
The set up of the conference room will be circular and that of the workshop rooms would be
like a theatre.
This conference requires the physical presence of every delegates. Hence no
teleconference or video conference facility would not be available for any of them. The event
management committee should have in possession a list of the details of the topics to be
covered in the meetings or the other contents like workshop details. Even, Hämmerle et al.
(2015), opines that this practice is essential for the safety of the delegates. The company
hoisting this conference should bear the expenses incurred by the Exhibitors. Commencing at
9.00 am the initial phase of the conference would include the introduction to the facilities and
personal introduction if the delegates. Equity discussion would be carried on since that until
1.00 pm. After that break session would go on up till 2.00 pm. Up to 3.30 pm since then the
Wrap up comments as well as question round for the day would take place. Since 4.00 pm till
8.00 pm the workshop session would take place.

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2. Medium sized Conference
Number of Delegates: 600 to 1500
Number of Exhibitors: 50
In the initial phase the conference requires a closed door call with the organising
committee regarding understanding the nature of the conference. The delegates who would be
participating in the meeting would be named and their weightage would be specified.
Accordingly, the conference committee would arrange for the securities of the delegates as
well as the Exhibitors. The selection of the venue is also another crucial activity. It is
suggestible that three different venues be selected for the 3 days for which the sessions would
go on. Local marketing organisations should be communicated for the supply of deliverables
of food or transport or other services. The organisation providing accommodation can be
contracted for speciality services of the delegates for in house amenities like Gym, swimming
pool and other facilities. An experienced meeting planner should be contracted for this
conference who would work in collaboration with the accommodating authorities
(management of the hotel). Since every concurrent session of the conference requires social
media activities, a strong and uninterrupted supply of internet connectivity is very essential.
The conference hall authorities or the event management committee should arrange this. The
conference schedule would be conveyed to every delegate and the exhibitors much in
advance from the bend of the managerial committee. The respective role would also be
indicated there. As suggested by Ferreira et al. (2014), These information can be conveyed by
means of official email. The exclusives of the minutes from every concurrent session of the
meetings are supposed to be conveyed to the delegates after every active session. It is better if
the conference is hosted in the auditorium of the facility where the delegates are receiving
hospitality. In another case, if such a facility with the appropriate arrangements cannot be

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arranged then a conference hall have to be rented and a capable event management
organisation have to be contracted. A web portal have also been opened by the concerned
organisation so that the delegates can post their respective queries regarding the upcoming
procedures in the conference.
The concerned authority have decoded that the conference would be promoted
through regular social media based activities. The clientele is expected to grow rapidly with
such social media activities. However the maximum number of delegates who can be
accommodated in the proceedings are 1500. The funding plan for this conference hoisting
would incorporate both sponsors and exhibitors as well.
The responsibility of arranging the registration program for the conference would be
born in joint venture by the attendees of the accommodating management as well as the event
organising committee. The keynote speakers would start their program in the beginning of
each of the 3 days of the conference, immediately after the plenary session. The first activity
would refer to the interest of the conference session for the day. The session afterwards
would discuss the equity of the conference. These proceedings would go on up till 7.30 pm
on the evening. After that social networking activities would be conducted. The minutes of
the conferences would be summarised and promoted. The higher personalities who needs to
be referred about the proceedings of the conference would be communicated through online
video sessions. This is supposed to be the last activity of every day and is expected to run up
till 8.30 pm.
3. Major International conference
Number of Delegates: 3500 to 5000
Exhibitors: 400

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Preparation of a precise checklist should precede the planning of a rigorous planning
program of an international level conference. The first important process in this context is the
registration process. In order to give a professional outlook to the registration program, a
registration desk with capable employees is very essential. Registration forms should be
offered to the various participants of the conference including the speakers and other
exhibitors, the delegates as well as the sponsors. The registration document or ticket
(electronic or paper print) should be accepted against the entry of each of the participants of
the conference. This is an occasion of national importance and heavy security should be
implanted in the facility that is supposed to host the conference. Most preferably the
conference is supposed to be hosted in a governmental facility. Electronic or printed badges
are supposed to be circulated to the participants with some signature mark so that these
tickets or badges cannot be imitated. This process is particularly important since the expected
number of delegates expected to be present are 5000 approximately.
The next important aspect in this connection is the relationship management. The
conference can pertain to any non-governmental organisation also. In that case the in house
organisers would work in unison with the event management representatives to plan the
program. The facility should have the strength of such a big delegate group. In this context, it
can be opined that any indoor event podium should be selected for the program. Other than
the delegates and the exhibitors, there should be adequate room for accommodating the IT
team who would render the IT services to the participants. Online communication is very
essential for the conference. There should be an intranet supported software framework that
should record the feedback or the comments of each of the delegates in the context of the
issue under discussion. The facilities that the international delegates would enjoy like the free
gifts or the extra services would be provided for by the concerned organisation or government
that is the ultimate responsible head for the conference. Other major charges like the rent for

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the hall or the promotion for communication with the various stakeholders of this conference
would be borne by the sponsors.
In order to manage such a big group of delegates, it is essential that the volunteers
play an active role. Other than an impeccable internet connectivity the conference needs
immense It support for recording of valuable data and exhibiting the compare and contrast of
the various contemporary data. The event managers should also have translators in the group,
so that linguistic limitations of any of the participants do not pose as a big issue during the
process of the conference. In case if the conference involves press communications, then a
satellite station should be installed adjacent to the conference arena. Lastly, a speaker service
should be available for all the five days of the conference, so that any issues faced by the
participants can be communicated to the concerned authorities.
Part 2
Introduction
This report discusses the spatial requirements as well as the interior requirements and
designs that would suit the conference processes of all the three kinds, discussed in the
previous part. In the beginning the venue selection is focused upon, followed by a
justification for the selected venue in the context of the three individual conferences. The first
kind of conference is ideal to be held in the Mercure Conference hall, an in house facility of
the Mercure Convention hotel. This conference involves delegates who are arriving from
various areas of Australia. Hence, the location of this conference centre is ideal. The second
kind of conference that might expect a face off involving around 1200 to 1500 people. An
ideal location for the organisation of this conference would be the Australian Technology
Park in Sydney. The creative and industrial outset of this conference centre makes it
appropriate for such meetings. These meetings are also ideal for organisation of workshops.

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The third kind of conference proceeding has various critical requirements and multi layered
safety issues, since international delegates would be attending the conference. This is why it
is essential that the conference be held in some venue which have the experience of hosting
international conferences in the recent past. An ideal location for this kind of conference
would be the Conference arena at the Pullman Melbourne Albert Park, Melbourne in
Australia. A secondary survey can be conducted in order to identify the venues that can be
justifiable for the organisation of these conferences. The parameters t5hat were focused upon
for the selection of the selection of these venues are connectivity, distance from the airport,
the space of the auditorium, workshop space and availability for multiple number of days.
Another major criteria of selection had been the level of security that the delegates gets in the
conference venue. The governmental agencies were reported regarding the organisation of the
conferences and their views about organising such conferences in Australia were considered.
Explanation
Conference Scenario 1
This kind of conference can be quite easily arranged in the selected venue. The
premier function room is ideal for this conference. However there are other spacious facilities
for the arrangement of a conference. Hence, in case if there is a difference of opinion among
the delegates regarding the conference date, an alternative setting can be easily arranged on a
desired date. In absence of the Premier function room, the Premium meeting centre (of same
accommodation strength) or the Grand Ballroom can be arranged also as an alternative venue
(refer to appendix 1). Besides, this is a hotel that have an in house event management team
who would be liable for the arranging the accommodation. The hotel also have the
arrangement for picking up delegates from junctions and airports. The conference facility is
open 24 hours and has equally tight security arrangements throughout the day. Besides, they

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have the facility to accommodate hourly stay also. The theatre style seating that is offered in
the conference halls of this hotel will help in the communication among a small group of
delegates. After the confirmation of the conference proceeding, the hotel authority takes up
the charge of sending candidature and facility team for catering to the needs of the guests.
The exhibitors who would be conducting the workshop sessions would be arriving from
various parts of Australia. Hence the vicinity of the conference hall to the airports and
junction stations is a positive factor. The bright yet sober décor of the conference halls give a
rich feel to the delegates. Optimum temperature is always maintained in the conference halls
so that none of the delegates feel uncomfortable. The hotel facility generally provides 300
MB high speed data every day to every individual user. Nevertheless, during the conference
proceeding, an uninterrupted 10 to 15 MBPS speed of internet would be provided. The
integrated IT facility of the hotel always works to provide the best technological assistance to
the clients during important conferences. The next important factor for choosing this facility
is the workshop theatre. They have the best in class and highly updated audio-visual
equipment, easily usable adaptors, powerful and high quality projector with high quality
screens and also charts and extension leads. The hotel provides point of contact for any
queries or enquiries regarding any conference and its arrangements is also readily available
throughout the day (accorhotels.com, 2018). The seats and other facilities like the tables and
lounges are compatible and have a corporate attire in their layout (refer to appendix 2).
Beverages and snacks are also readily served at the conferences here. Lastly, the 7000 square
feet of space would allow the easy manual adjustment of the facilities also.
Conference Scenario 2
The vibrant and high tech centre precinct at the Australian Technology Park is the
most ideal location for the big conferences like the scenario described in the context of the
second kind of conference. The dynamic atmosphere of the Dialaton Conference and

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Exhibition hall at the Australian Technology Park is reflected by the state of the art facilities
available here and the proficiency of the expert in-house staff. This facility also have an
expert team for client support and event management. The management team is client
specific and is always ready for personal co-ordination. The points of contact are well in
communication with the whole management team of the concerned organisation that is
hoisting the conference. The convenient surround networks including wireless electronic as
well as video conferencing equipment, the landscaped grounds and the convenient location
within 4 kilometres of Sydney’s CBD, all justifies this setting as the most feasible centre for
the conference (refer to appendix 3). The professional security service that is in charge of the
management of conference proceedings at the Australian Tech Park is experienced in
handling such big conferences occasionally here.
The Exhibition Hall theatre have a seating arrangement of 2500 people and the lounge
have a strength of 5000 people. Hence, by all means the conference with 1500 delegates can
be easily organised here. Leading IT companies have established the facilities at the
Conference and Exhibition centre at the Australian Technology Park. This is why the tech
Park conference theatre have a hundred percent wireless infrastructure and a separate
technical support body that is present during the tenure of the live conferences. There is also
an in house audio visual management team that works for live hours during the conference
proceeding. There after this facility is closely located to several premium hotels, each of
which have accommodation strength of over 1000 rooms. In case of large conference
bookings the Australian Technology Park makes complimentary bookings for the delegates.
Even the event management team at the ATP have transport facility for the clients which they
can use for their personal usage and for the purpose of conferences at their free will. The 24
hours availability of the Dialaton Hall would make it easier to organise the equity discussion
at the end of the conference (Refer to appendix 4). The video sessions are supposed to go on

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until 8.30 pm. This continued technical connectivity might require additional power supply.
In order to suffice that the organisation has an additional power supply support system (refer
to appendix 5). This makes this destination an ideal choice for the conference (mirvac.com,
2018).
Conference Scenario 3
There are six conference rooms in the facility of the Watson Park Convention Theatre. This
space is enough for accommodating a strength of 5000 (refer to appendix 7). The
international conference would comprise of 8 plenary meetings as well as 10 round table
meets. These meetings are scheduled parallely. However, the themes of the themes of the
meetings would be different. The economic team would sit in round table with the sales team.
The business sector entities coming from various countries have to be provided warm
reception and most luxurious accommodation. This is why the facility at the Watson Park
have been selected which have deluxe suites for the international guests. A 2 day meeting
with the governmental forums would also be held during this conference proceeding. The
organisation since its advent have arranged about 11 million business meetings and every
single conference room is backed by the support of a data manager.
About 250 employees of the Watson Park Convention are involved in providing
technical support. The initial investment for every plenary face off is $250000. However,
open network and permissions to access international proxy web addresses have been
arranged by the Watson Park IT committee. The event management committee comprising of
the managers of the concerned organisation and the hospitality managers of the Watson Park
would take in to consideration so that the visa of all the delegates coming from the Latin
American and the African countries do not face any concerns. In the conference some
international delegates would be felicitated for their remarkable contribution. The felicitation

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program would be arranged wholly by the Watson Park managerial committee. This is one of
the scheduled facilities of this hotel (watsonpark.com.au, 2018). The facility also have an in
house press conference arena. Besides, a satellite room is also there for the convenience of
the international media that would cover the event (refer to appendix 6). The accommodation
of the international guest can be arranged in Park Hyatt and The Rialto. The same event
management committee would be liable for the felicitation and convenient accommodation of
the guests at the hotels.
Conclusion
The report deals with the spatial and other requirements of the three conference
settings. The variations of the size of halls, the power back up requirements and digital
settings including database and laptop connectivity are different for the three settings.
Analysing the requirements of the third and the international requirements, it can be
concluded that security of the delegates is a crucial issue and besides that the list of
deliverables for arranging the press conference is large. The in house security system is
insufficient and this requires national level security. Hence, the national militant group that
would arrive to provide security to the delegates also requires accommodation. In case of the
second and the third conference, the theatre structure halls would not be adequate and for that
purpose the gallery shaped halls have been selected.
The second part of the assignment deals with selection and justification of the
selection of specific venues that satisfies the criteria highlighted in the first part of the
assignment. The Mercure Conference hall is selected for the first conference because the
delegates who would be arriving for this conference are all coming from various parts of
Australia ad that is why the strategic location of this place beside the airport is highly
favourable. The second meeting involved around 1400 delegates and that is why the Tech

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Park was selected as an ideal location. The workshop facilities of this place are marvellous
and the digital connectivity including high speed internet that is required for the
demonstration at the workshops are al present here. The last international conference can be
held at the Albert Park. This is an international hotel franchise and this facility has been
selected because the security settings of this place is impenetrable. They have an in-house
trained security group. Besides, two international level; conferences were being organised
here in the last few years. The conference auditorium is easily connectible and fulfils all the
criteria that is being demarcated by national Security Council of Australia. This justifies the
appropriateness of this international conference venue.

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References and Bibliography
Accorhotels.com, (2018). About the Company. Available at:
https://mercure.accorhotels.com/gb/business-meeting-hotel/index.shtml [Accessed: 30 July
2018]
Clavel, P., Fox, K., Leo, C., Quan-Hasse, A., Saitta, D. and Winling, L., 2015. Blogging the
city: Research, collaboration, and engagement in urban e-planning. Critical notes from a
conference. International Journal of E-Planning Research (IJEPR), 4(1), pp.54-66.
Ferreira, M.A., Calado, H., da Silva, C.P., Abreu, A.D., Andrade, F., Fonseca, C., Gonçalves,
E.J., Guerreiro, J., Noronha, F., Pereira, M. and Lopes, C.P., 2015. Contributions towards
maritime spatial planning (MSP) in Portugal–Conference report. Marine Policy, 59, pp.61-
63.
Hämmerle, C.H., Cordaro, L., van Assche, N., Benic, G.I., Bornstein, M., Gamper, F.,
Gotfredsen, K., Harris, D., Hürzeler, M., Jacobs, R. and Kapos, T., 2015. Digital technologies
to support planning, treatment, and fabrication processes and outcome assessments in implant
dentistry. Summary and consensus statements. The 4th EAO consensus conference
2015. Clinical oral implants research, 26, pp.97-101.
Lewis, C.M., Nurgalieva, Z., Sturgis, E.M., Lai, S.Y. and Weber, R.S., 2016. Improving
patient outcomes through multidisciplinary treatment planning conference. Head &
neck, 38(S1), pp.E1820-E1825.
Mirvac.com, (2018). Australian Technology Park. Available at: https://atp.mirvac.com/
[Accessed: 30 July 2018]
Watsonpark.com.au, (2018). About the Company. Available at:
http://www.watsonpark.com.au/ [Accessed: 30 July 2018]

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Appendix1: The Mercure Conference Hall
Appendix 2: Floor Map of the Mercure Conference Facility

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Appendix 3: Doltone House in the Australian Technology Park

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Appendix 4: Workshop facility at the Doltone Hall

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Appendix 5: Convenient communication facility at the Doltone Park
Appendix 6: technical support at an international conference at Watson Park

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Appendix 7: International convention facility at the Watson Park