Business Event Report: Sustainable Industrial Practices Trade Fair

This report details a trade event focused on sustainable industrial practices and resources, aimed at increasing awareness within manufacturing industries. It outlines key event components like conferences with keynote speakers, exhibitions of sustainable technologies, and networking opportunities. The report suggests the Sydney Convention and Exhibition Centre as the venue, detailing its suitability and logistical advantages. It identifies essential suppliers, including transportation, facilities, and catering, while addressing potential logistical challenges such as transport, accommodation, and safety issues. The report also outlines target market strategies for delegates, exhibitors, and government officials, including brochure design and a sponsorship proposal to attract financial support. Furthermore, it provides a budget overview and timeline for the event's execution, from planning to conclusion, including a proposed event schedule. Appendices contain the brochure and sponsorship proposal, along with an attendee profile and event video details.

Running head: TRADE EVENT
Trade Event
Name of the Student
Name of the University
Author Note

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Executive Summary:
The event report that is outlined in the given study involves a trade fair on sustainable
industrial practices and sustainable resources. The key components that would be involved in
the trade event discussed in the case scenario is included. The trade fair can be conducted in
Sydney in Sydney Convention and Exhibition Centre. The venue is Australia’s first
convention center that is fully integrated for trade conventions, exhibition and entertainment.
The key suppliers and partners that need to be contacted to ensure the successful execution of
the event is included. The key logistical issues that can be faced while organizing and
executing the event is involved. The overall costs of organizing the event and the potential
sources of revenues has been briefly outlined in the study that can help event organizers to
support and organize such an event.

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Table of Contents
Executive Summary:..................................................................................................................1
Introduction................................................................................................................................3
Discussion..................................................................................................................................3
-Outline of the event components..........................................................................................3
-Description of the event venue and the reason for selecting it.............................................4
-Outline of the main suppliers needed to run the event.........................................................5
-Key logistical issues..............................................................................................................6
-Outline of the target market including the delegates and exhibitors and the appropriate
marketing strategies for each target market group.................................................................7
- Brochure...............................................................................................................................7
-Sponsorship proposal to attract support from the business sector or government................9
-Budget, revenues and costs.................................................................................................10
-Timeline of the critical activities between now and event conclusion...............................11
-Proposed schedule of the actual event................................................................................12
Conclusion................................................................................................................................13
Bibliography:............................................................................................................................15
Appendix 1 Brochure...............................................................................................................16
Appendix 2: Sponsorship Proposal..........................................................................................17
Attendee Profile..........................................................................................................17
Event Purpose.............................................................................................................18
Event Video..................................................................................................................18

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Introduction
The event report that is outlined in the given study involves a trade fair on sustainable
industrial practices and sustainable resources. The trade fair aims to increase awareness of
sustainable business practices within manufacturing industries, bringing mindful
entrepreneurs, engineers, architects and product designers’ together to increase the utilization
of sustainable practices and promote various technologies and systems that can increase
sustainable practices within a business. The purpose of this trade fair is to increase the sale of
technologies of sustainability and efficient energy usage such as solar powered equipment,
recycling units and renewable energy development systems such as bio gas generators and
pyro incinerators. This trade will provide a platform through which manufacturers of
sustainable technologies for industrial usage can gain exposure while large industries can
gain knowledge about the various technologies available through which they can make their
business more sustainable. The study aims to outline the details of the trade event in a way
that can support the managers to execute the fair in a more effective manner and thereby
ensure success of the trade fair. The study would incorporate all the various aspects that need
to be considered for the trade fair to be successful. The event aims to support a proposal for
funding in sustainable business practices thereby helping in the promotion of sustainability in
business.
Discussion
-Outline of the event components
The key components that would be involved in the trade event discussed in the case scenario
includes the following:

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 Conference and key note speakers: the conference would be attended by industrialists
in the manufacturing unit along with engineers, architects, entrepreneurs and
government officials. The key note speakers who would be involved in the trade show
would involve engineers, environmental researchers, energy specialists, BOD of
various manufacturing companies, representatives from the government as well as
media personnel.
 Products in exhibition: The exhibition would promote a wide range of products that
can increase the use of sustainable and renewable resources by industries and also
help them to manage their waste more efficiently. Such products would include solar
powered electricity generators, hydrogen fuel cells, gas absorbents, plastic waste
recycling units, bio gas generators and incinerators.
 Networking: the networking for the event would be done through live broadcasts and
also using online medium for the promotion of the event. Networks with industrial
researchers, independent monitoring organizations and watchdogs, government
representatives as well as public spokesperson would also be maintained to ensure
success of the event.
 Social activities: the social activities that would be needed to promote the event
includes social media campaigns as well as general awareness campaigns through
workshops. Within the trade fair translators and well as Public relation activities
would also be maintained to ensure better social engagement and support better
communication with the stakeholders.
-Description of the event venue and the reason for selecting it
The trade fair can be conducted in Sydney in Sydney Convention and Exhibition Centre. The
venue is Australia’s first convention center that is fully integrated for trade conventions,
exhibition and entertainment. The place can have a seating arrangement of 90,000 people

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across three floors and a total square area of 35,000 Square meters. The multiple floors of the
venue can also help in the segregation of the trade fair based on the type of products and also
have a separate seating arrangement for a presentations, workshops and demonstration.
Multiple rooms present in the conference hall can allow simultaneous conferences to be held
while the large floor space can ensure that all the guests including the foreign dignitaries can
be easily accommodated for the event. The venue is centrally located and well connected
through multiple routes including road, air and water. The venue has also won several
industrial awards for its sustainable architecture making it the best selection of venue for the
chosen topic for trade fair. Additionally, due to the reputation of the venue for organization
successful trade exhibitions and conventions, it makes it an ideal location for the given trade
fair as the involved stakeholders would be aware of its goodwill.
-Outline of the main suppliers needed to run the event
The key suppliers and partners that need to be contacted to ensure the successful execution of
the event includes the following:
 Transportation suppliers: suppliers and partners for transportation services is
necessary for the success of the events as transportation service would be required for
receiving and dropping off the dignitaries, chairperson and guests attending the event.
Transportation of merchandises on display also needs to be arranged for the event.
 Facilities suppliers: Facilities such as power, water, ventilation and first aid needs to
be arranged through facilities suppliers to ensure that the facility has the required
resources and safety measures to make the event successful and ready for mis-
happenings.
 Hospitality and Catering services: the venue would require catering services for the
attendants as well as accommodation for the guests and dignitaries who would travel

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from abroad to attend the meeting. Hospitality services would also ensure that the
members are well attended too and their interests/comfort are taken into account.
 Equipment: various equipment such as light, sound, safety and power generation
equipment as well as presentation equipment would be required for the trade
exhibition apart from specific equipment related to the demonstration of products in
the workshops and equipment related to the catering services.
-Key logistical issues
The key logistical issues that can be faced while organizing and executing the event includes
the following:
 Transport issues: the transport issues that might be faced in the process of the event
can include failure of vehicles, delays in arrival of flights, traffic on the road, bad
weather and cancelation of tickets for guests. Issues can also be faced for the expenses
for the transportation of the guests and dignitaries.
 Accommodation issues: accommodation issues can be faced for arranging a suitable
place for a large number of guests who would be attending the trade fair event. Issues
can also be raised regarding the choice of the venue for accommodation which might
not suit the interests and taste of all the guests.
 Catering issues: Catering issues that might occur during the event includes spoilage of
food and perishables, shortage of food, food quality and safety, food preferences of
the guests and vegans. Space of the sitting arrangement for the dining area might also
be an issue considering the large number of guests and visitors involved.
 Safety issues: The safety issues that might occur in the event can be related to the
safety and security of the premises, risks of vandalism, ensuring security of the

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dignitaries, safety of expensive equipment as well as accessibility issues for
physically handicapped guests.
-Outline of the target market including the delegates and exhibitors and the appropriate
marketing strategies for each target market group
The target market group for the trade fair and appropriate marketing strategies for each of the
market group is outlined below:
 Delegates: delegates would involve guests from the board of directors of various
manufacturing companies who represent the current trend and practices in
manufacturing. The marketing strategy that could be used for this group is a direct
marketing approach in which the event organizer would directly approach the
dignitaries with invitation for the event.
 Exhibitors: the exhibitors would include professionals such as engineers, architects
and manufacturers in sustainable technology who would use the platform to promote
their products ideas and designs to provide consultation and support to the
manufacturing industries. The strategy used approach them can be combination of a
direct approach through emails and indirect approach through newsletters and press
conference/releases.
 Government officials: government officials involved in environmental sustainability
and policy making would engage in the trade fair for their inputs and insights into the
legal and legislative factors related to environmental policies and business. the
officials can be invited for the event through direct emails and contact.
- Brochure

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The brochure for the event outlines the purpose of the event, and how it can benefit the guests
and attendants. The brochure moreover would help the people to whom the invitations are
sent to understand the significance of the event and how it can promote the success of the
event. Additionally, the brochure would highlight the important aspects of the event such as
the detaikls of the event date, venue, event structure, amenities, and directions as well as a
short highlight on the types of equipment and consultation services provided for the event.
The brochure design for the event has been added in the appendix.

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-Sponsorship proposal to attract support from the business sector or government
The event would require significant expenses in the form of booking the venue, managing the
event, hiring professionals, arranging for transportation and logistics, arranging for security
and safety, providing hospitality and catering services and transporting heavy machinery that
would be exhibited in the fair. Sponsorship is therefore necessary to ensure the successful
execution of the event and also promote the main cause of the event, which is to increase
sustainable practices among manufacturing industries in Australia.
The sponsorship proposal would aim to engage the guests, dignitaries and businessmen to
sponsor the ideas, designs and technologies that would be presented in the fair thereby
helping to develop a strong relationship with the businesses and developing stakeholders for
sustainable practices. The proposal would outline the benefits of the ideas, technologies and
designs in terms of business and environmental sustainability. The proposal for sponsorship
would also provide multiple sponsorship options in which different individuals can provide
various levelks of sponsorships thereby providing a financial flexibility for the sponsors.
The sponsorship proposal would be given to the business professionals and guests attending
the meeting as well as the dignitaries who would represent major companies in
manufacturing in Australia. Open sponsorship would also be focused on to promote crowd
funding on good ideas, designs and products. A detailed sponsorship proposal is attached in
the Appendix.

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-Budget, revenues and costs
For the trade fair approximately 6,000 to 8,000 participants would be expected, which would
include dignitaries from various organizations in different countries, business professionals
from manufacturing industries in Australia, government officials and representatives and
designers, manufacturers, engineers and architects associated with sustainable technologies
for industrial use. The registration fee for the event can be kept at the low end to support best
participations and engagement while additional expenses can be recovered from the
individual as well as crowd sponsoring approach. The registration fee can be maintained at
AUD 1,000 per registration to cover the basic expenses of the event, thereby providing a
budget of 6,000,000 to 8,000,000 AUD for organizing the event. Revenues can be generated
from the sponsorship contract that can allow interested individuals to sponsor the event and
would be aimed to gather an additional 5,000,000 AUD for the event and for supporting the
ideas, designs and manufacture of sustainable technology.
The primary expenses for conducting the event would include the transportation and logistics
costs, costs of booking the venue, hospitality and catering expenses, costs of hiring
equipment, costs of hiring personnel and event management, security expenses and the costs
of cleaning the venue after the event. Additional costs can also be incurred for any possible
loss, damage or breakage of equipment. Expenses related to the maintenance of the safety and
security of the venue is an important consideration because it can help to mitigate the risks of
untoward incident that can affect the health and safety iof the participants and thus the cusses
of the event as well. The tables below outlines the budget, revenue and costs of the event.
Budget Amount
Registration Fee 1000
Sponsorship 1 500

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Sponsorship 2 2000
Sponsorship 3 5000
Costs Amount
Venue Booking 1,500,000
Equipment 500,000
Transportation 250,000
Hospitality 150,000
Catering 750,000
Emergency Services 100,000
Hiring personnel 1,000,000
Security 300,000
Total 4,550,000
-Timeline of the critical activities between now and event conclusion
The planning, execution and conclusion of the event would follow the milestones outlined
below:
 Developing the goals and objectives of the trade fair
 Recruitment and selection of a strong team who can help in the development of the
event plan and support its effective execution.
 Designing a budget of the trade fair, based on which the details of the fair such as the
venue, capacity, duration and venue facilities can be determined.
 Developing a master plan or a blueprint for the event that can be followed by the
event managers and organizers to ensure the event is executed successfully.