Meeting Incentive, Conference & Exhibition Assessment PDF

MEETING, INCENTIVES,
CONFERENCE &
EXHIBITION
ASSESSMENT QUESTION

Table of Contents
INTRODUCTION...........................................................................................................................1
INDICATIVE CONTENT...............................................................................................................1
Destination and venue ideal to host the conference.....................................................................1
Recommendations Including Costing..........................................................................................2
Proposed Budget..........................................................................................................................3
Marketing Plan.............................................................................................................................5
Tentative schedule for the conference events..............................................................................6
Internal and external analysis of the conference..........................................................................6
Recommendations for the contemporary aims of the conference................................................8
LITERATURE REVIEW................................................................................................................1
CONCLUSION................................................................................................................................4
REFERENCES................................................................................................................................5

INTRODUCTION
Conference refers to the meeting of people for the purpose of discussion on some specific
topics. It is done to gain knowledge or to find out the solutions of the issues related to the topics
(Kar and Kar, 2018).
There is a freelance professional conference organizer who is going to organize a
conference for the World Association of Travel Agencies for the purpose of letting know more
about the corporate social responsibility of all travel agencies.
Present report will highlight the proposal document of the conference in which ideal of
venue & destination, costing aspects of various elements, proposed budget for the hosting of the
conference, marketing plan, tentative schedule for the event and analysis of internal and external
factors of the conference. It will also recommend the fulfilment of contemporary aims of the
conference. It will also review the literature on the issues of contemporary issues which is being
face by the MICE sector.
INDICATIVE CONTENT
Destination and venue ideal to host the conference
Conference organiser who is a freelance professional conference organiser is organizing a
conference for the World Association of Travel Agencies in Hotel Hilton at London. The
destination and venue is considered to be most important key aspect for the hosting of
conference which need to be considered. London as Destination and Hilton Hotel as venue are
decided on the basis of budget and type of event organized by the conference organiser.
London and Hilton Hotel is considered to be ideal for the hosting conference because
there are various reasons which are as follows -
Hilton hotel is perfect venue for the guests who are government representatives, key
stakeholders and leading famous figures who loves to live in luxury. Hilton hotel's luxury
standards are good. Also, there are enough rooms for the guests to stay in the hotel. Also, from
the airports to hotel, the transportation facilities are good. Also, the distance between hotel and
airport is short which helps guests to face any difficulties to reach the venue. For the local guests,
the parking area is enough for them to park their vehicles. The budget for the food, transportation
and events are under the determined budget, because the determination of the venue should be
under the budget so that event can be organizing without spending extra money. Also, the space
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of conference hall is enough big to organized the event and also it is perfect for the 250 guests as
well (Vakil and et.al, 2016).
London is considered to be perfect destination for the organizing the event for the World
Association of Travel Agencies. The facilities which is needed for the visiting the London are
available for 24*7. Also, London has its own diversity, creativity and reinvention which make
guests excited about coming to London. Also, from the heritage and technology point of view,
London is considered to be the best city for the organizing event for the tourism and travel
agencies. Also, London is considered to be centre for the international business and provides
opportunities to build the network and connections with the various business which is benefits
for the company.
Recommendations Including Costing
VENUE
For the event organiser, it is considered to be most costly and important factor.
Conference organiser must be take care of the cost of the venue which include room rental,
security expenses, parking cost, insurance coverage and entertainment expenses. The organiser
should focus on the facilities of the venue because the guests are public figures and love luxuries.
Thus, organizer should focus on the venue size and venue facilities (Gunawan and et.al., 2016).
CATERING
For the catering, organizer should considered the cost of meals, beverages, bartender's
salary and food tax etc. Organizer can ask and try to know about the background of the guests
and ask them through various social media platforms about their food preferences and
accordingly arrange the food for the guests. This will make guests happy.
ACCOMMODATION OPTIONS TRANSPORT
Organizer doesn't include the accommodation, trnaport and flights costing in their budget.
They can take extra additional money i.e. £150 from each 250 delegate and provide them
luxuries facilities regarding accommodation and transportation. They also can book their flights
so that guests don't have to face any kind of problems regarding flights.
IT/AV SUPPORT
In this aspect, organizer should take care of the following elements' costs such as
microphones, screens & projectors, internet access, wireless equipments for the guests and other
specialized equipments etc. The screen size should be depend upon the size of the conference
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