Project Management - BID Proposal

Running head: PROJECT MANAGEMENT
Project Management
-BID Proposal
Name of the Student
Name of the University
Author Note

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1. Executive Summary:
In Tasmania, the International Association of Commercial Kitchen Designers and
Manufacturers will be hosting a three day conference and trade exhibition for sustainable
development of the industry. The event will host almost 350 members from various countries
and provide an opportunity for manufacturers and retailers to meet with high profile clientele.
The event will also help to bring awareness on sustainability and promote sustainable
technology use in commercial cookery.

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Contents
1. Executive Summary:...........................................................................................................1
2. Introduction:...........................................................................................................................3
3. Destination.............................................................................................................................4
4. Partnerships............................................................................................................................5
5. Venue.....................................................................................................................................7
6. Transport..............................................................................................................................12
8. Marketing:............................................................................................................................22
9. Administration:....................................................................................................................26
Bibliography:............................................................................................................................30

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2. Introduction:
The International Association of Commercial Kitchen Designers and Manufacturers
will be hosting a conference and trade exhibition on sustainable development in commercial
kitchen technology, highlighting hallmark companies and newest technologies in commercial
kitchen appliances and equipment. The aim of the event is to bring together likeminded
businessmen from a wide market and from several industries such as hospitality,
manufacturing, retail anddesigning. The event will help the manufacturers and retailers to
reach out to high profile clients and guests, while the sponsors would get a wide publicity for
helping to host the event. The event would also take place for four days and include guests
from all over the world and various reputed organizations. In the four days, various field trips
to factories and restaurants will be made. Every day will start with an opening session in the
main conference room, followed by 8 concurrent sessions in conference room 1-8. Social
work events would also be conducted in the event in community kitchen, homeless shelters
and aged care centers. The final evening will conclude with a gala dinner and fashion show.
The aim of the study is to plan the gala event and outline the details of the event in
order to facilitate the process of managing the event. Various important factors associated
with planning the event will be discussed such as details of the destination of the event,
business partnerships that needs to be developed, venue details, transportation details and
plans, program plans, marketing plans, administration plans and budget plans.

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3. Destination
 Tasmania has a significant number of tourists coming each year as well as being the
center for several trade exhibitions. Tasmania marked over 9.3 million visitors in 2017,
marked as one of the top tourist attractions with a lot of popular restaurants, food joints
and hotels and is the second most visited island (Driml and Rodrigues, 2017, p779).
Moreover the lifestyle and culture in Tasmania has been promoted internationally, and
have been considered as the ‘most livable’ city between 2011 and 2017 and have
caused almost 10% increase in the flow of visitors every year. This have also resulted
in a significant growth in the hospitality and hotel industry (Denny et al. 2018, p71).
These factors plays the most important role in selecting Tasmania as the venue of the
meeting. The culinary diversity in Tasmania itself is huge which can offer the
attendees valuable insights about the practical implementations of the discussed topics
of kitchen manufacturing and designing.
 During the three days convention guests and attendees are offered accommodation in
one of the high tech office guest house and complementary food and beverages are
also provided by the hotel. Attendees are offered the tour of the local sites and a
culinary tour at few of the best restaurants. During the event attendees are provided
with food and beverages 4 times during its 5 hour session. The next day attendees are
organized to go on a 3 hour hiking the Yarra Valley through the vineyard and grape
plantations. Yarra Valleys serene beauty reflects the heart of the precious state of
Victoria. It also has few of the oldest cafes run through 5 generations of family. These
can also give an insights of the history of the place.
 The amount of hotels and restaurants available in Tasmania makes it the most ideal
venue of the meeting. The restaurants are also much diversified with different kinds of
foods. Apart from the high scale restaurants the local cafes are very popular and can

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deliver a positive experience for this meeting. The visits to the restaurant kitchens can
help educate the attendees and also give an idea on how the marketing and
manufacturing strategies should be planed. Yarra Valley also has its unique factor in
Australian culinary and attendees who will be joining from all around the world with
vast cultural background can experience the Australian culture through the field trip
 Attendees are accommodated at the company guest house with 5 star service and
rooms. Complementary food and beverages are offered by the hotel. Food will be
provided 4 times a day along with beverages. The rooms are connected with the high
speed internet connectivity and TV with cable connection. Attendees are offered with a
welcome package at arrival. The package will contain one t-shirt of the event and a
wrist watch along with id and a welcome note.
4. Partnerships
 This event can be opened for partnership between various different business ranging
from catering (for the arrangement of food and beverages for the members and
dignitaries and plan the gala Dinner), tourist agencies (for the field trips and tours to
various destinations within a d around the city before and after the event), transport
services companies (for providing transportation services for the members and
dignitaries), media partners (for media coverage and public relations), hospitality
partners (for accommodation of the members and dignitaries), sound and
entertainment partners (for the arrangement of display and sound equipment for the
event) and wardrobe partners (for the arrangement of dress for themed dinners).
Tasmania being the cultural and commercial hub of southeastern Australia has varies
different options of each of the types of partners mentioned. The aim of the partners is
to advertise the meeting and acquire a stronger knowledge of the market.

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 The exhibition would be given by manufacturers of commercial coking appliances
and would also include retailers of commercial cookery, hotel industries as well as the
business cafeteria sector. They will be involved in setting up exhibitions for various
types of commercial cooking appliances and exhibit its utilization which the guests
and dignitaries can see.
 One of the main sponsors will be the bank along with the restaurant businesses,
sponsors will also be available from the media partners and can also spread out to the
private sectors. Travel business can be approached to sponsor the transport and travel
of the members and dignitaries, while the hospitality businesses can be approached to
sponsor the accommodation and breakfast costs. Media partners can also sponsor the
costs of promotion and coverage of the event, including the PR and advertisements on
TV, Radio and Newspapers.
 There will be vast number of sub-contractors working together to get this event
successfully executed. The main sub-contractor is for the food and beverages and
cafeteria area allocation. The catering department must have excellent quality and
service of food delivered to the attendees and guests. The next sub-contractor is the
transport service for the attendees. The transport quality should be fast yet an
experience of its own, drivers are specially trained to give a basic street tour on the go
to these attendees. The next sub-contractor is the entertainment service, the event
must not look dull and in order to achieve that, the event is stationed with interactive
games and info games related to the kitchen manufacturing and designing industry,
giving the attendees a unique way to learn. Fashion Designing companies can be
partnered with to provide dresses for the guests for the events and themed dinners for
each day of the event. Which brings to the final sub-contractor which takes care of the

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visual demonstrations. The event is expected to have a massive turnout and the only
way to reach all the audience is to have the top of the line visual service.
5. Venue
 The venue would be a large center with a central conference room for the plenary
sessions and 8 additional conference rooms where the concurrent sessions would be
held. Each of the conference rooms should have a minimum seating capacity of 300
people. The venue also would need a space for the exhibition room, which can be
arranged on a single open floor like a museum. Ideally, the exhibition can be located
on a different floor and the conference rooms can be on a separate floor. Another floor
can be reserved for a cafeteria where all the guests, members and delegates can be
catered to and the themed dinner can be held. The venue would also require a parking
space.
 Floor Plans:
Floor 3 Conference Rooms