Detailed Factors to Consider for Off-site Conference Planning

This report delves into the critical factors for successful off-site conferences, covering location selection, meeting room capacity, and communication availability. It emphasizes the importance of choosing accessible locations with necessary amenities, including reliable communication networks and price affordability. The report further explores key menu planning considerations, such as customer profiles, guest preferences, special dietary needs, and the inclusion of seasonal and nutritious food options. Finally, it addresses ergonomic considerations for conferences, highlighting the importance of comfortable environments, proper seating arrangements, and technological provisions to ensure attendee comfort and productivity. The report also references relevant academic sources.

CBM

3.2 Factors to consider an off-site conference.
Location- Off-site meetings and conferences will be conducted to a place that must be
aware from the public and transport crowds. The basic requirement that is needed by a
man ma
available there. The means of communication route must be connected to that very
place. If It is
a natural green place with all required facilities, it would be better to select that very
place.
Location should be an inter junction place so that people can come there from all
directions.
There must be availability of buses and trains(VeitClemons Benlian, and .et.l., 2014).
Meeting room capacity-
The capacity of the room must be according to the number of people who are going to
take part in conference. The room should be booked in such a hotel or banquet hall
where there is no any other family or festive function is not being organised. It would be
better to get the information of hotel, either it is mainly famous for conferences,
meetings or for something else.

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It may be the same hotel where you have been staying or a restaurant nearby you so that
time management could not be disturbed. The quality of food should be hygienic. The s
ervice of food supply should be quite fast so that a man does not have to wait for long ti
me to serve the food.
Availability of means of communication-
The place should be chosen to accord the new era demand. Mobile phone network must
available there so that the members can communicate to each other easily. Internet conn
ections facility must be there so the transfers of file can be done easily to other places du
ring or after the meeting.
Price flexibility –
Money matters a lot for an individual in outer places. It has direct effect the person. So it
is necessary that if any off site conference is organised, it must be affordable with all nec
essary requirements that are needed.

3.3 Key menu planning considerations for a conference and a
banquet.
Menu planning is one of the most important component that should be taken into consid
eration to make a successful program with delicious foods. The availability of space sho
uld be enough according to the customers profile. Customers profile may include variou
s things like professional level of guests, locations where guests reside, the ethnic backgr
ound of guest and it may be may more.
Guest pre fences
By observing the guests profile it would be easier to consider the needs , requirem
ents, choices of people. In a conference, there are different ages of people .Older people
prefer milder food menu so it is important that mild foods are offered to them. There are
variety of choices to the people, vegetarian and non vegetarian foods' facility must be arr
anged separately. Menu choices must be offered to the customers that should include dif
ferent types of salads, condiments and many deserts option.

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Special needs anticipation-
Every person does not have the same choice, some may have ill disorder, allergies ,food
intolerances, religious requirement and other dietary restrictions. These all menus must b
e taken into consideration for a successful conference(Rogers,and Davidson2015.).
Seasonal and nutrients food -While selecting the menu the seasonal and nutrients food a
nd
items must be included there.
Ethic and regional foods must be given the priority according to guest background profil
e.
Example it must be like Chinese Italian, Max icon foods and many more.
A comfortable room set up is allowed to the guests so that they can adjust easily accordi
ng to
their pre fences. Final presentation of food and beverages must be fully arranged and dec
orated.

4.1 Ergonomic consideration for conferences.
•Conferences are organised once in a year or more than it to discuss the plans and other
considerable factors.
•For this the members of the company or an organisation are assembled in a conference
hall. It may be last for one day, two days and even for three days too.
•It is a matter of consideration that people who are attending the conference must feel co
mfortable in that very environment. It must be simply decorated and have all kinds of lig
ht.
•The advance quality of technologies should be used there with high definition quality of
sound. Chairs, tables and desks must be arranged in proper manner. The facility of lapto
ps, projectors, must be there for the presentation.

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• The capacity of conferences must be of at least 300 to 500 people.
If conference will last for two or three days, there must be all accommodations services f
or the
members.
•The facility of breakfast, lunch and dinners should be arranged. Hygienic condition is
to be maintained. Conference hall must be far away from noisy and populated area. Qual
ity of food and services of accommodation should be quick.
•Laundry facilities should be there. If the accommodation place is away from conference
s hall, there must be availability of transportation system(Bowie, Brookes,and Mariussen
2016.). Foe a successful conference all the requirement and needs should be fulfilled. Th
e data analysis about the members must be done there.

REFERENCES
Sauter, T., Voos, H. and Zurawski, R., 20 15. The ETFA Conference Celeb rates Its 20 th Ed itio n [Society News]. IEEE Indu strial Electron ics Magazine.9(4). pp .66 -66.
Jord an, P. W., Tho mas, B and Weerdm eester, B. eds., 201 4. Usab ility evaluation in industry. CRC Press.
Lin, L. Z., Yeh, H .R. and Wang , M. C., 201 5. Integration of Kano’s mod el in to FQFD for Taiwanese Ban-Do h banquet cu lture. Tourism Man agement, 46, pp .24 5-262.
Peng, M. C. an d Wan g, R. Y., 2 017. Evaluating Wedd ing Banquet Halls Usin g a Novel Mu ltiple-Criteria Decision-Making Model. Advances in Managemen t and Applied Econ omics.7(5). p.1 3.
Bowie, D., Buttle, F., Brookes, M. an d Mariussen, A., 20 16. Hospitality mark eting. Taylo r & Francis.

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