Conference Plan and Communication

This article discusses the conference plan and communication strategies of Manager Networks. It covers the venue options, recommended speakers, draft conference program, participant profile, budget allocation, timeline, action plan, promotion, and registration process. The article also includes sample emails sent to the CEO, venue authority, delegates, and participants.

Running head: CONFERENCE PLAN AND COMMUNICATION
Conference Plan and Communication
Name of the university
Name of the student
Author note

1CONFERENCE PLAN AND COMMUNICATION
Manager Networks
Conference Plan Brief
Conference purpose, style and outcomes
Manager Networks, located at Adelaide is going to arrange the conference to welcome newly
recruited workforce and promote the business to an elevated level. It will be arranged in a
formal setting. The purpose is to enlighten new joiners with the mission, vision and core
values of the organisation. Simultaneously, they will get to know management theories and
its application to daily challenges in depth from the delegates of renowned management
institutions across Australia. In addition to that, directors and HR managers, CEO of the
organisation will be present and share motivational speeches to make the base of team
relationship strong from the very first day to ensure best performance from them.
Venue
As the conference room of the company is not capable of accommodating expected number of
guests, for venue the authority has thought of two locations, Adelaide Town Hall and Wild
Slide which is a joint initiative of quality catering and Adelaide Zoo. The proposal is on hold,
after its approval from higher authority only the final venue will be revealed.
Town Hall auditorium has the capacity to accommodate expected guest list offering
Victorian style detailing of architecture. The room is capable of hosting 420 guests in
banquet style seated corporate event. There is an adjacent balcony as well where pre-
conference drinks will be available. The food menu strictly maintains South Australian
recipes both for private and event dining. This hall is capable of supplying world-class audio
visual experience. Conducting a conference will not be a problem with high quality video
and data projectors, monitor and sound systems.
Quality catering in collaboration with Adelaide zoo provides an extra ordinary experience to
the guests. They offer quality foods and beverage combo packages customized for the nature
of the corporate events and conferences. With a friendly yet professional approach, Quality
Catering aims to ensure pleasant experience during event. The Fig tree function centre inside
the zoo is equipped with advance audio-visual aids to achieve purpose of the conference.
Additional benefit is that guests and participants can enjoy wildlife as well. However,
authority may argue whether this additional amusement would fit the mood of the event or
not.
Both the venues are premium, located at a distance of 2 hours from airport and appropriate
for accommodating guests; participants, speakers and management officials. They will reveal
the cost only after receiving the approval of booking. This two venues could be used for the
upcoming conference.
Draft conference program
As mentioned before, the purpose is to arrange a warm induction programme for the new joiners. It
will enhance business network as well. This conference is going to be a bridge between new
employees, as creating network with new people always helps to enhance the range of business.
The delegates of business schools have been invited to educate interns about the relationship
between their effort and business outcome. Further, how their growth is dependent on organisational

2CONFERENCE PLAN AND COMMUNICATION
growth that will be the centre of discussion too. The directors are expecting by arranging this gala
meeting and conference employees, interns and management officials will have a chance to know
each other. This will be helpful in future in terms of sharing knowledge or issues and simply discuss
for advice. In case, Adelaide zoo will be the venue automatically the theme would be quite obvious.
People can have chance to explore the zoo as well.
As far as town hall is concerned, it has been recommended strictly not to arrange the conference
except Banquet theme.
Recommended speakers
As per discussion with the CEO, our hotel authority will invite five senior speakers from
different business schools or working as hotel or other business professionals.
Ian Smith: Co-founder of Bespoke Approach
Bespoke Approach is a lobby firm works as an advisor company. Ian Smith has immense
experience in corporate communication as a member of public affairs group. He can guide
the interns and employees on how to conduct every day operation by taking advantage of
technological channels of communication.
Rob Chapman: Chairman of Adelaide football club
He will be invited as one of the greatest motivational speakers of last decade. Football is a
team game and whatever operations employees encounter everyday within a hotel that is no
more than a team game. Therefore, Mr Chapman will motivate people and influence them to
remain motivated throughout the job shift. He will guide with alternative ways to make
yourself stress free within workplace. He has been asked to share some knowledge on
efficiency and work life balance to get rid the employees off from daily late night work and
intoxication.
Besides the principals of Kaplan business school, AIM business school and James Cook
University School of business will be present. In addition to delegates will come with
background of contributing excellent effort in hotel and hospitality industry. Management is
thinking about inviting independent entrepreneurs to conduct a session on leadership
attributes as well.
Participant profile
The profile outline will be appeared as follows.
Name:
Nationality:
Title of the organisation:
Achievement in hotel industry or personal achievements:
Purpose of participating the conference:
Commitment towards his career after conference:
Budget allocation and timeline

3CONFERENCE PLAN AND COMMUNICATION
Before allocating an amount it is important to start from the venue. A well framed budget
starting with the venue and suppliers will be a convenient base to count from. A realistic
budget will be spent on venue, food and lodging, water must be adequate in quantity. Drinks
will be served as well. The transportation cost of the guest from airport needs to be included
too. Facility changes, security, drivers and attendants will be under budget as well. The
management must keep in mind that whatever expense is going to happen, the hotel have to
achieve a profit of 50%. Therefore, participants from other business schools and interns have
to pay registration fee which must be balanced with the allocated budget to ensure
profitability.The conference will start 11am onwards in the morning and will continue till 6 pm.
Conference Action Plan Time must be scheduled first on the calendar.
 Things are needed to be noted down such as the idea, purpose, choices of venue,
expected budget the guest list, probable ideas of promotion and formal
communication initiatives.
 Now, it is time to turn the notes into action. Start allocating the work according to
plan. Engage employees to start communicating and management will start formal
communication via proposal email to invite delegates.
 In order to choose the perfect venue that will match expected guest list, venues must
be visited and the best one will be convenient both in terms of budget and theme of
the event.
 While arranging the tasks and performing them, one must not hurry and complete
them one at a time. As time is there in hand one must not hurry to complete all the
tasks as soon as possible.
 Making a list of tasks according to the expected timeline to complete it may help to
finish relevant task within a stipulated time.
 All the planning must be shared and well communicated among the organiser team to
avoid confusion at the event venue. Everyone must be provided with one soft copy of
instructions and action details.
Promotion
 At first, the goals and budget have to be created without any error. From that marketing
budget must be separated and saved for later use.
 Conference must be promoted through social media first as it is evidently the fastest channels
of communicating the purpose and planning.
 Motivational quotes, photos of venue will be included with the promotional post.
 Both the email and official meetings will be arranged in order to spread the motive and detail
of upcoming conference programme.
 The organisation can come up with collaboration strategy with some brands which would be
interested to sponsor the event.
Registration
In order to participate in the conference students and interns have to pay the amount
mentioned in the instructions. New employees do not have to pay. However, employees are
requested to pay an amount as entry fee and there will be no charges for invited delegates
undoubtedly.

4CONFERENCE PLAN AND COMMUNICATION
The authority must keep the fact in mind that registration fee must ensure a profit of 50%
over all over the budget.

5CONFERENCE PLAN AND COMMUNICATION
12.12.2018
To
The CEO
Manager Networks
Respected Sir,
I am delighted to inform you that considering the budget and purpose of our event the
Town Hall of Adelaide and The Fig Tree function hall by Quality Catering have been
selected as probable location for the venue. The authority of venue will be provided with
confirmed guest list by tonight on behalf of our team after considering your approval. The
special guests of the gala event have confirmed as well in the morning via confirmation mail.
It is our responsibility to revert with conference details, fight tickets and a summary of the
topic they have to speak on. The design promotional flyer has been ready and awaiting your
confirmation.
As your approval is necessary to proceed with organising the conference, it would be
helpful if you revert with your valuable opinion.
Sincerely,
Administrative Manager
Manager Networks

6CONFERENCE PLAN AND COMMUNICATION
12.12.2018
To
The management
The Town Hall, Adelaide
Respected Sir,
This email is being forwarded to inform you about the confirmed guest list as well as
required facilities and equipment as per our discussion after booking the Auditorium room of
The Town Hall. Our event will be requiring banquet style sitting arrangement for 350 to 400
people. According to that, there will be pre-conference drink and snacks, during conference
drinks and snacks will be repeated once in afternoon. Meanwhile, lunch must be ready and
must be available from 12 pm to 4pm. For the conference, we need a stage, at least 20
wireless talky for maintaining communication among organisers. On stage there must be
necessary arrangements regarding speeches. At least, 250 monitors must be activated for
uninterrupted broadcast of conference from every corner of the room.
A chart has been attached with necessary details of arrangement. Our organisation is
looking forward to your answer confirming all the arrangement. In case there is any
confusion or point of enquiry, feel free to communicate and negotiate too.
Sincerely,
Administrative Manager
Manager Networks

7CONFERENCE PLAN AND COMMUNICATION
The following email will be forwarded to multiple assessors yet while writing the email
recipient has been considered as an individual.
12.12.2018
To
The respected delegates
Manager Networks
Respected Sir,
Manager networks is thankful for your positive response against invitation. This is to
inform you that we have arranged your accommodation and your hotel is 20 minutes away
from the event venue. You are requested to come over one night before the conference. The
arrangement has been done accordingly. Please find the ticket and hotel details attached with
the mail. Our representatives will be present at the airport to receive and guide you through
the event.
Our organisation will be grateful if you receive our invitation and make a chance to
future generation to gain knowledge of business and corporate communication.
Thanking you.
Sincerely,
Administrative Manager
Manager Networks

8CONFERENCE PLAN AND COMMUNICATION
This email will be forwarded to multiple contacts of the organisation as a promotional
activity. It has been written in a form of request to forward the mail if any business
professional is interested to participate in such a prestigious conference.
12.12.2018
Respected Sir,
I hope you have heard of the upcoming prestigious conference organised by Manager
Networks. In order to enhance the business efficiency among stakeholders and to welcome
professionals in a learning platform our organisation is looking forward to host five special
guest who will be speaking on contemporary business challenges as well as necessary
measures and trends. Our expectation is your utmost support and participation. Manager
Networks will be obliged if you consider our request and refer others as well to come and
join our initiative.
You may find the promotional flyer attached with this mail for further information
regarding venue and schedule. Additionally, if you know someone who might be interested in
participating with us, please forward this mail along with the attached flyer.
Thanking you.
Sincerely,
Administrative Manager
Manager Networks

9CONFERENCE PLAN AND COMMUNICATION
Conference registration list
Name of the
participant
Organisation’s
name
Address Conferen
ce fee of
$ 1000
Payment
mode
Food
preferences
Jackie Badger Badger and
Sons Pty Ltd
100 Bonnie
Avenue,
Salisbury
Paid Credit
card
Vegetarian
Jason Simms Business
Professionals
Pty Ltd
93 Garden
Street,
Sydney
Paid EFTPOS No such
preferences
were
mentioned.
Cindy Smith Cindy
Enterprises Ltd
4/35 Crescent
Avenue,
Ipswich
Paid Credit
card
Foods must be
gluten free.
12.12.2018
To
The CEO
Manager Networks
Respected Sir,
This is to inform you that venue has been arranged right after receiving your approval.
The plan of the conference and the list of required arrangement have been send to the venue
authority. I have attached a file consists of few names of registered participants who have
made their payments already.
Organising committee is seeking for a date for confirming those registered
participants and committee as well to inspect and guide before the gala day. Please find the
registration list and conference papers attached to this mail.
Sincerely,
Administrative Manager
Manager Networks

10CONFERENCE PLAN AND COMMUNICATION
This email has multiple recipients. This will be forwarded to the participants listed above.
12.12.2018
To
The (participant’s name)
(Organisation’s name)
(Address)
Respected Sir,
Manager Network is overjoyed to inform you that you have been officially registered
as one of the prestigious participants of our conference. We have acknowledged your specific
details regarding food and accommodation. According to that instructions have been send to
the venue and hotel authority. As you know, this conference is going to be both a promotional
and learning platform of business and communication. It would be our good fortune to have
you midst of us.
Please find conference papers and promotional flyer attached to this mail. I hope those
documents will help you to resolve your queries. In case you need more information or
anything to convey feel free to communicate and give us chance to serve.
Thanking you.
Sincerely,
Administrative Manager
Manager Networks

11CONFERENCE PLAN AND COMMUNICATION
Conference evaluation form
Questions Very
satisfied
Satisfied Neutral Dissatisfied Very
dissatisfied
Registration
process
Venue and
hospitality
Food and
beverages
Speakers
How did you
hear about
the event?
Have you
achieved
your
purpose?
Conference
review

12CONFERENCE PLAN AND COMMUNICATION
12.12.2018
To
The staffs
Manager Network
Dear employees,
This email is a gesture of showing gratitude and saying thank you to all our dear staffs
for making the conference successful. Without your support, heartiest collaboration and
assistance, Manager Network would not be able to conduct such a well appreciated corporate
conference. However, as this had been organised for the very first time several areas were not
up to the mark or lack of management abilities has been spotted during the event. As we are
in a plan of arranging it annually, we would like to recognise our faults through a feedback
session. Please find the attached evaluation form with this mail and help us with your review
by submitting it within 20th of December. The same form has been given to delegates and
participants too at the end of the conference to collect feedback.
Our organisation is expecting your assistance in completing the survey which will be
a learning guide in terms of arranging conference for next year.
Thanking you.
Sincerely,
Administrative Manager
Manager Networks