Business Event Planning and Management

This document provides a detailed analysis of the process involved in planning successful business events. It emphasizes the importance of thorough assessment, including ergonomic considerations for long meetings and the formation of dedicated task assignments. The text highlights key aspects such as venue selection (using examples like Novotel Canberra and Bonville Golf Resort), logistics management, and the creation of effective teams to handle specific event requirements.

Running head: EVENT MANAGEMENT
Event Management
Name of the Student:
Name of the University:
Author note:

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Table of Contents
Introduction:................................................................................................................................2
Conference Scenario 1:................................................................................................................2
Conference scenario 2:................................................................................................................4
Medium sized conference................................................................................................................4
Conference scenario 3..................................................................................................................5
Major international conference........................................................................................................5
Conclusion...................................................................................................................................6
Reference List:.............................................................................................................................8
Appendices:...............................................................................................................................10
Appendix 1.....................................................................................................................................10
Appendix 2.....................................................................................................................................13

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Introduction:
The business conferences are highly important when an organization intends to exchange
ideas as well as enhance its brand recognition, besides building various professional connections.
Accordingly, three conferences will be organized, out of which the first conference will intend to
encourage effective communication amongst the delegates of a company and its partner,
regarding the innovative expansion and acquisition strategies in future, and the second one will
intend to help the managers discuss and exchange ideas about the key industry skills such as
wealth management techniques for high net-worth clients and others. The third business
conference that will be organized, will be a large one, and it will comprise of more than 5000
employees, both native and expatriate of the company, discussing about expansion strategies in
future. Accordingly, Canberra is being chosen as the destination and the conference venues will
be chosen to satisfy the operational needs of each of the specific conferences mentioned above.
Conference Scenario 1:
The first conference is a small conference meant for 200 delegates and 50 exhibitors that
will be conducted over a span of 2 days only. The Novotell Canberra Hotel has been chosen for
this purpose. It is a mid-scale hotel that comprises of two small conference halls and is ideal for
catering to a small group of people. Considering the brief duration of the conference, it can be
said that at least four conference meetings will occur on a single day. The meetings of the
delegates and that of the exhibitors may also need separate time, and accordingly, the adequate
number of rooms is essential. The conference rooms at Novotell Canberra Hotel are not very
large, but are five in number. Consequently, the lecture room can be used for the main
conference sessions and open sessions as it can easily accommodate up to all the 200 delegates,

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while the small two meeting rooms can be used during the daytime, prior to the commencement
of the main sessions of the conference. Most importantly, the conference rooms also offer
flexible AV solutions as well as Wi-Fi connectivity, making the discussions easier and more
convenient to occur (novotel.com 2017). On the other hand, the seven meeting rooms can
accommodate the exhibitors and the delegates will be ideal for the small board meetings before
the actual meeting. The place also offers in-room dining facilities, so that the people can dine
within their rooms only, and the professional and personal spaces can be kept separate.
However, since the time is short, the delegates would require hosting meetings for longer period
of time. This is why the conference hall also offers lunch and dining packages for the 4 hour and
8 hour long meetings. The buffet system is available within the conference halls, whereby the
visitors can gain access to coffee, biscuits and soft drinks as well as brad rolls and fresh fruits,
while attending the meeting as well. The U-shaped seating is ideal and very suitable for a
discussion meeting round that can span for more than four hours (Garrison 2015). This extremely
comfortable, built-in seating and presentational arrangement along with the full-service bar is
relaxing for the delegates coming from other countries as well. At the same time, it is important
to note that Novotel also offers ergonomically designed chairs, large and very spacious working
areas, as well as centrally located break areas (Krueger et al. 2015). Each of the conference
rooms have great acoustics as well as natural light, which makes it more comfortable for the
delegates to organize and attend the conferences for longer time, at a stretch of 2 days (Mallen
and Adams 2017).

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Conference scenario 2:
Medium sized conference
The planning and the organization of a medium sized conference are based upon a
number of factors. Some of the factors include the cost management, ergonomics of the venue
along with validation of the ultimate requirements for meeting purposefully with the agenda of
the conference. In this context, a medium sized conference hall Bonville International Golf
Resort had been taken into consideration. The conference was hall had an accommodating
capacity of utmost 1000 guests. The agenda of the conference was to promote the products of a
medium sized business organization. The conference was continued for a period of over 3 days
with an opening plenary session and 6to 8 concurrent sessions. The conference had around 800
delegates from across the border with 50 exhibitors. As commented by Rogers and Davidson (2015),
media and promotional activities form a large part of the conference. The conference was also
clubbed with auctional events where a large part of the share was to be contributed towards the
welfare of the society.
The ergonomics of the venue play a determining role in the success of a business
conference. As mentioned by Veit et al. (2014), provision of a comfortable upfront to the guests
plays a suitable role in attracting stakeholders for the organization. For the present conference
Canberra based Bonville International Golf Resort (BIGR) was taken into consideration. The
venue had a multidisciplinary approach and could adapt to the suitability of any occasion. The
charming interior along with wide terraces could cater to the requirements ranging from that of a
boardroom meeting to wedding or other forms of celebration. The venue opens with a candlelit
path to a grand marquee and provides sufficient space for relaxation to the guests. BGIR had

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been awarded with Australia’s best event caterer 2007(bonvillegolf, 2017). The venue provides it
the guests with some of the best refreshments. The terrace area of the venue serves for a good
meeting session accommodating around 1000 guests at the same time. Additionally, along with
the setting arrangement the safety planning of the venue has been detailed enough. The venue
provides with an emergency exit plan at each and every floor along with sufficient number of fire
extinguishers and emergency alarm bell installed. The ergonomics had been taken care of with
proper rest rooms and refreshments for the guest during prolonged meetings extending for 2 days
or over (bonvillegolf, 2017). The venues are also well connected with proper systems and
technology integrated for ensuring hassle free conduct of business meetings.
Conference scenario 3
Major international conference
An international conference calls for the collaboration of a number of nations and
participating countries. The conference is generally executed for a prolonged duration of time
and continues for a period of 5 days or over. In this respect, the event was organized by a large
scale Australian trade merchandise company and was attended over by 4000 delegates and
around 400 exhibitors. Therefore, there was a need to plan the events accordingly so as to ensure
maximum satisfaction of the guests. Here, the National convention centre (NCC) Canberra
had been taken selected for the conduct of the international conference. The venue being located
just 7 kms away from the airport offers easy accommodation options to the vast majority of
guests attending the event. The venue offers large flexible spaces and consists of two floors. The
second floor opens up to a vast sized interior and could be used comfortably for the organizing
and the planning of dinner and ward ceremonies. The venues is well managed through socially

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and consist of a number of facebook pages which means that the venue is well rated socially and
invites a lot of investors and stakeholders to express their interests in supporting the cultural
meet and business fests organized at the venue. As commented by Spieth et al. (2014), holding a
profitable social position can help in catering to the exact purposes of the conference and
seminars. The official webpage of the national convention centre provides for a 3D interface to
review the rooms and the spaces available inside the centre (nccc,2017). This helps in the
planning of the events a hassle free process. The event centre provides free wifi for the guests
along with best in class culinary experience with menus from some of the best international
chefs. The centre is well equipped to handle events of all sizes with over 120 booths for the trade
exhibitions (nccc,2017). The centre provides for lavish dining hall along with auditoriums for
conducting of rock sessions. The dining hall is airy and well lighted to allow for a comfy dinner
experience to the guests. The centre also provides for suitable rest rooms and chilling out zone
for guest’s relaxations.
Conclusion
On a concluding note, the planning of an international conference calls for a large
detaining along with sufficient precautionary measures to prevent the emergence of
dissatisfaction among the guests. In order to organize the conference a number of pre-requisites
need to be taken care of such as validating the requirements of the guests which calls for a hassle
free conduct of the seminar. The location of the venue along with the ticket pricing can also play
a pivotal role in attracting large number of exhibitors for the trade business fairs. The little
details of the venue such as the ergonomics need to be focussed upon which makes long meeting
comfortable for the guests. One of the most important aspects is the setting up of assignment

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teams which could help in meeting with the specifics of each task. Therefore, planning of
business events calls for sufficient detail assessments.

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Reference List:
Asmussen, J.N., Steger-Jensen, K., Kristensen, J. and Wæhrens, B.V., 2017. Integrated Capacity
and Production Planning: Including supply chain flexibility and capital investments.
In NOFOMA 2017 (pp. 28-43).
bonvillegolf (2017), bonvillegolf , Available at : http://www.bonvillegolf.com.au/ [Accessed on 6
Sep. 2017]
Garrison, S.D., 2015. Event Tracker Conference Management Presentation for NLIT 2015 (No.
SAND2015-2997C). Sandia National Laboratories (SNL-NM), Albuquerque, NM (United
States).
Krueger, R., Heimerl, F., Han, Q., Kurzhals, K., Koch, S. and Ertl, T., 2015, January. Visual
analysis of visitor behavior for indoor event management. In System Sciences (HICSS), 2015
48th Hawaii International Conference on(pp. 1148-1157). IEEE.
Mallen, C. and Adams, L.J. eds., 2017. Event management in sport, recreation and tourism:
theoretical and practical dimensions. Taylor & Francis.
nccc (2017), nccc , Available at : http://www.nccc.com.au/why-choose-us [Accessed on 7 Sep.
2017]
novotel.com., 2017. Novotel Canberra. [online] Available at: http://www.novotel.com/gb/hotel-
2796-novotel-canberra/index.shtml [Accessed 8 Sep. 2017].
Rogers, T. and Davidson, R., (2015). Marketing destinations and venues for conferences,
conventions and business events (Vol. 14). Abingdon: Routledge.

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Spieth, P., Schneckenberg, D. and Ricart, J.E., 2014. Business model innovation–state of the art
and future challenges for the field. R&D Management, 44(3), pp.237-247.
Veit, D., Clemons, E., Benlian, A., Buxmann, P., Hess, T., Kundisch, D., Leimeister, J.M., Loos,
P. and Spann, M., (2014). Business models. Business & Information Systems Engineering, 6(1),
pp.45-53.

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Appendices:
Appendix 1
The Small Meeting Rooms at Novotel:
The Conference Room with Buffet Facility at Novotel:

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Floor Plan of Novotel:

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Appendix 2
Bonville Golf dining hall

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National convention centre conference room

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Ground floor plan of NCC