Conference Plan and Communication

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.