Business Event Operations - Essay Example

Business Event Operations College: Introduction The report entails the CBCA’s annual international conference planned activities to be held in London in 2015. The conference will attract over 500 members from the 110 branches all over the world. The meeting will be undertaken in Alexandra Palace Hotel in London, but members will be accommodated at Giles Hotel in London. The meeting will be conducted for three days with members arriving on Tuesday and leaving on Thursday after the lunch break. The conference aims at encouraging fellowship, education, as well as ethics amongst the comic book collector’s communities comprising of both book collectors and dealers. In addition, the possible sound ways that may help improve the principle goal: enhancing fellowship, education, and ethics amongst the comic book collector’s membership will be chatted forward. Theme: Promoting fellowship, education and enhancing ethics among the comic book collecting community. Objective The primary goal of the conference is to promote fellowship, education, and ethics within then comic book collecting community (Fagan & Fagan 2011, p. 54). The event shall thus engage with the CBCA code of ethics. The event aims at bringing members from around the world together. Through the conference, the organization aims at showcasing salient strategies focused at enhancing fellowship, ethics as well as education among its members. The organization’ client will benefit from the conference based on increased endowment in sound knowledge required to ensure ethical standard remain the principle in their operations. Factors influencing event planning The event planning is affected by the fee charged: by the organization to its client (the budget constraints). The price determines whether the conference is affordable by its members and hence determined the anticipated number of attendants. The day of the week: The event must be held on the weekdays and not weekends. Being a professional event, it can never be conducted on weekends. Therefore in planning for the conference, weekdays are preferred. Subsequently the two days event will run from Tuesday through to Thursday. The week day is preferred for the conference in order to help many attendants attend the conference based on the fact that weekends the anticipated attendance may be held up for other respective activities including church services and other undertakings. The expected attendants based on the evaluations of the previous attendants: The anticipated number of delegates to attend is important in planning for events. The number determines the accommodation arrangements, size of the space or a conference venue as well as a meal, beverages as well as breakfast arrangement both in terms of variety and menu. In this regard, the 500 members are anticipated and thus has helped the researcher approximate the budgeting of the conference based on a $250 fee charged per person. It is therefore, key to consider the number of the attendants anticipated to attend the meeting without which the planning will be impaired. The accessibility and the location of the venue: The accessible of the venue is a fundamental requirement for the success of any event. Therefore, while planning for the event, care must be taken to ensure the site is accessible in terms of roads and rail to facilitate the accessibility and attendance. Based on this conference, the Alexandra Palace is chosen to its higher degree of accessibility through underground, air and rail. The Hotel is also proxy to the London City and hence preferred as the best venue for the CBCA’s international conference. Timeframe for the event is also a principle factor to be considered when an event plan is being drawn. The timeline determines the duration taken by each item or speaker or exhibitions. Therefore, knowing the number of hours available for a particular events is essential in allocating time for each event so that the organization can achieve all the anticipated activities within the frame period. The contract between the venue and the organization: Conferences are embedded in the sites or spaces. Therefore, a legal agreement binding the facility owners and the organization to undertake the event must lawfully execute. Once there is a contract, there is a surety of the event taking place and this gives a go ahead with other planning activities. Legal requirement for the conference is showcased within the contract, and thus security of clients is a responsibly of the venue owners. The accommodation requirement and the fees charged by the facilities owners The three possible accommodation facilities noted were Strand Palace Hotel, St Giles Hotel London and Ibis Hotel Euston. However, after an in-depth analysis based on fee charged, accessibility and facilities effectiveness, the preferred Hotel is St Gilles. The Hotel is selected based on the fact that is budget friendly and accommodative despite the class hence delivers value, and comfort making clients make themselves right at home. The in-house facilities are a 24-hour based reception, concierge services as well as car park nearby with discounted rates availability. I addition, the facilities have five internet kiosks in the Guest Lounge or Lift Lobby. There is also the ice machine, vending machine, Wi-Fi internet access through the hotel attached to access fee. In addition, the facility also offers access to Central YMCA health and Fitness Club with nominal charge pet minute. The Hotel is also chosen based on the feedbacks of the customers that have attached its Casino to possess the higher degree of cleanliness and comfortable besides being a pleasant location for shopping. With respect to the distance from the Airport, the Hotel is 12.7 KM from London City Airport and 22.9 KM from London Heathrow Airport with nearest transport being Tottenham Court Road Tube Station 0.1Km or a two-minutes-walk making the place to be highly rated by the customers. Details of the venues/space use The conference will be held in Alexander Palace. The facility is rated the perfect London location for any conference or banquet with Ally Pally offering a variety of unique spaces with a Victoria twist. The service is easily accessed by car, rail, and tube offering 1500 complimentary spaces. The benefits attached to the chosen venue ranges from Wi-Fi, In-house security, Organizer’s offices, 3 phased power, Sidebars or extra rooms fully serviced by the dedicated in-house catering team that work with approved caters. In addition, the facility’s dedicated account managers create for their clients a bespoke delegates rates for a particular event. The venue is chosen based on its higher standards in terms of conference and Banquets facilities availability. The conference offers nine different sized spaces interlinked with each space endowed with distinct style and theme. In addition, the rooms are fully-fledged to host any number of individuals ranging from two people to a banquet of 7000 persons. In terms of the accessibility requirement, the venue is an hour traveling time from the city. The site is easily accessible via rail and major road links. Staffing requirement The conference aims at attracting a large pool of members as has been the case with th50 e previous meetings. Therefore, the staffing will entail 26 members selected from these branches with the major proportion being drawn from the London branch. The staffing will have a committee of 6 members besides other members. The committee will supervise the program wholesomely right from the reception up to the departure arrangements. The staff will ensure that members are well accommodated and served at the Giles Hotel where members will be spending the two nights. Details of food services-menu-alcoholic/non-alcoholic drinks food services method The catering services will be executed by the Alexandra Kitchen and bar department. The choice of this facility is based on its ability to operate daily at Ally Pally delivering freshly cooked sensational modern pub menu and extensive wine list complete with a lovely dining experience besides a great outdoor space overlooking the capital and the large indoor area within the beautiful Palm Court. The facility offers an active menu that matches the diverse taste and preference of the CBCA clients that come from all around the world. For instance, fresh cafeology coffee and a pastry, homemade burger. The following major will be made available for the delegates based on one’s taste and preference Lite bites Prices in pounds Red Pepper houmous and pita bread (v) 5.50 BBQ chicken wings 5.50 Nachos-served with salsa, guacamole, sour cream and jalapenos. Add chili beef 5.95 + 1.50 (chili beef) Portion of chips 2.95 Chili beef cheese fries 5.50 Wraps served with salad garnish. Houmous, red pepper, red onion and Crips lettuce (v). chicken Caesar, Tuan mayo, grated cheese and cucumber 8.50 Mains Prices in pounds Classic Caesar salad with fresh Parmesan-with grilled chicken 8.50 Homemade burger-with caramelized red onions and melted cheddar cheese, served with chips and sweet chili mayo on the side 8.50 Line-caught prime cold fillet- with beer battered with chips, mint peas and a great homemade tartare sauce. 10.95 Grilled halloumi and Mediterranean vegetable kebabs-with red pepper hummus and pita bread (v) 8.95 Spinach and Falfel burger with salsa and melted cheese, served with chips 8.50 Crispy Cajun chicken burger with salsa and melted cheese, served with chips 8.95 Homemade chili con carne with Basmati rice and sour cream 7.50 Beverages The following list of wine showcase the best collection beverages from the best beer garden. The facilities offer a fantastic selection of beer, wine and spirits around the United Kingdom and the globe. The clients will hence at least something to tickle their fancy. The beverages blend well with a fantastic fresh food menu making the day and evening moments perfect. The wine ranges Rose wine, Red wine and sparkling wine and Champagne wine selection as well white wine selection. Wine 175 mls Bottles (prices in pounds) Rose wine selection 2009 Les Calades Rose, IGP Pays de I’Herault, France –clean, fruit driven, The perfect refreshing rose for drinking anytime 4.00 15.95 Red wine Selection 2009 Alameda Merlot, Maipo Valley, Chile –Beautifully pure Merlot with a smooth finish. 4.50 17.95 Sparkling Wine and Champagne Selection N.V Arcobello Prosecco, Vino Spumante, DOC Treviso, Italy –Beautifully pure off dry Prosecco with a clean fruit filled finish 4.75 19.00 Room plans-layout- reception-tables plans-seating and meal arrangement The room will be designed in the manner that there will be a reception desk to the left as the quest enters and check in and out of the conference rooms. The leaders and the branch representative will take the front seats facing the other members. The arrangement will help clearly distinguish between the leaders and the other membership of the CBCA. The decorations will be made in the tables based on the cover sheets so as to make the conference rooms attractive. The decoration will thus ensure a conducive environment for the guest and thus making them attentive and focused on the theme of the conference. Details of specialist service The professional needed for the conference will include those that will operate the music systems in order to drive the entertainment section of the meeting. Another set of professional may those interpreters there be members present that may be unable to understand the language that will be preferred for the conference. In addition, another specialist that will be needed may entail those able to decorate and arrange the room (room layout). Such specialist will help determine the seating arrangement of the conference room so that proper and efficient arrangement of the guest based on the seating achieved. In addition, the specialist that will help in operating certain presentation and exhibition devices such as projectors will be required to assist the speakers during the submissions. Details Program for events-realistic timelines The presentation and the exhibition will be conducted on Wednesday and Thursday. The two days will form that major proportion of the conference activities. The deliberations based on the arising matters for the presentations and the exhibition will also be allocated time so as to help raise salient issues that can help the association meets its goal. The following schedule will aid the organization conveys its intended objectives. There will be an informal drinks reception on a Tuesday evening, followed by a full day of presentations and exhibitions on Wednesday. Wednesday night will be a gala dinner. Thursday morning will see more presentations before the conference closes after lunch. You will need to plan a Program that includes two parallel sessions (in both the morning and afternoon) taking place as well as keynote speakers in the main session. The conference is relatively large, so any catering will need to cope with a high volume of delegates, morning tea/coffee, and lunch and afternoon tea/coffee are included within the delegate fee, as is the gala dinner. The CBCA usually charges 250 per delegate; therefore the budget is approximately 125,000. Delegate accommodation costs are not included within the fee; therefore you will need to suggest some local accommodation that delegates can book. Tuesday Tuesday will be a check-in day. Delegate will be expected to arrive and check in before 2:00 PM. Thereafter, there will be an informal drinks reception on a Tuesday evening. After which delegates will relocate the St Giles Hotel for sleep awaiting the Wednesday events. Time Event 2:00-4:00 Arrival and informal drinks Reception 4:00-5:00 Interaction and familiarization 5:00-6:00 Briefing of Guest and arrangements for accommodation 6:00 Guest leave for respective rooms (St Giles Hotel) Wednesday Time Event 8:00-8:30 Welcoming speech from the chairman and the official opening of the 2015 CBCA’ Annual International Conference 8:30-11:30 An Exhibition relating to on education and activities of the CBCA 11:30-12:30 Breakfast 12:30-3:30 An exhibition relating to Fellowship and CBCA activities 3:30-4:30 Lunch 4:30-6:30 Deliberations on Matters arising from the day’s presentations 6:30-8:00 Evening tea and preparation for the Gala Dinner 8:00-10:00 Gala dinner 10:00 Members leave for guest Rooms (Giles Hotel ) Thursday 8:00-9:00 Breakfast 9:00-12:00 An exhibition relating to Ethics and CBCA activities 12:00-2:00 Lunch break 2:00-2:30 Vote of thanks and closing remarks from the Chairman 2:30-3:30 Guests leave at own pleasure Total costing including client fee Client fee charged= $250x500= 125000 Accommodation fee (St Gilles London) = $200 pound x500=100000 Total 225000 pounds Conclusion The CBCA international annual conference are significant to the membership of the association as it presents opportunities where members, comic book dealer and collectors meet and deliberate on practical ways that can improve education, fellowship and ethics. The previous conference have been beneficial as the policies and strategy agreed upon that are subsequently implemented help the association achieve its goals as a teamwork (Allen 2002, p. 67). The meeting also brings people from all around the world together to different and valuable ideas that if combined yields benefits in terms of the collection and dealings with respect to the comic book collectors. The impending conference should thus be embraced so that members can continue to benefit from these valuable opportunities. Bibliography Allen, J. (2002). The business of event planning: Behind-the-scenes secrets of successful special events. Toronto: J. Wiley & Sons. Fagan, B. D., & Fagan, J. C. (2011). Comic book collections for libraries. Santa Barbara, California: Libraries Unlimited. Fagan, B. D., & Fagan, J. C. (2011). Comic book collections for libraries. Santa Barbara, California: Libraries Unlimited. Gale Research Company. (1983). Small business sourcebook. 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