Business Event Management Theory - Research and Policy

Question: Describe about the Business Event Management for Theory, Research and Policy. Answer: Introduction: The following report deals with the three scenarios differing from each other on the basis of the magnitude of the event and the number of delegates(Gupta and Nellimoottil 2015). Selection of venue is dependent on many factors (Carter 2013). The first scenario elucidates an event where the number of delegates is 200 and the number of exhibitors is 10. Hence the organizers can use a small conference venue which will be apt for the scenario. In the second scenario, the number of delegates is increasing to 600 to 1500 and the exhibitors are 50 in number. The organizers can, therefore, choose a medium sized venue which will provide ample space for the delegates. The third scenario deals with an international event where the number of delegates is around 5000 and it will consist of foreign delegates of different nationals. The last scenario calls for an extensive and luxurious venue where the delegates can find ample space and the conference can be conducted without a hitch. Discussion: Overview of destination as a business events city: Sydney is one of the most preferred choices for a convention in Australia and there is more than one reason for that. The predominant reason is its beauty as a city brimming with iconic structures and buildings. Even nature is bountiful in the city with the splendid Sydney Cove which is defined as one of the finest harbors in the world. Sydney, particularly its CBD (Central Business District), is particularly known for the head offices of various eminent Australian companies as well as international companies (Cityofsydney.nsw.gov.au 2016). In terms of location also, Sydney is well connected with different cities of Australia and also international cities around the globe. Sydney airport is a few kilometers away from the CBD and the train service is also excellent. Sydney is also home to a variety of luxurious hotels and conference venues. Hence, Sydney would be a perfect choice for the three scenarios with diverse requirements. Venue selection process: When it came to selection of conference venues in Sydney, it was a challenging work to some extent. The popular websites like tripadvisor.com provided an overview of the popular conference venues available on hire in Sydney CBD area. On the basis of the research, it was discovered that the conference venue called Stamford Plaza Sydney Airport Hotel suited the first scenario (Stamford.com.au 2016). The background information of the hotel was collected from the official website and the venue was also personally inspected to check the services and the space available for the conference. The second venue chosen was Park Hyatt Sydney which was preferred because of the location as well as the ample suits present in the hotel (Sydney.park.hyatt.com 2016). The third venue was selected more carefully because the third scenario dealt with an international conference to be attended by a diverse group of international delegates (Sofitelsydney.com.au 2016). Various sources were available like the official websites and commercial websites for the venues. The reviews were studied properly to estimate the popularity of the hotels and the venues were personally inspected to ensure that the hotels delivered what they promised (Rogers and Davidson 2015). Scenario: a The small business event would be held in Stamford Plaza Sydney Airport Hotel. The chosen venue boasts of eleven rooms which cater to almost 500 people (Stamford.com.au 2016). The delegates are mostly corporate associates and hence the venue was chosen in accordance with the tastes and needs of the delegates. The rooms are spacious enough to accommodate the delegates and the exhibitors. There is a large function area which further leads into nine more function areas. It will help the organizers to plan the management of the event properly. There should also be scope for video and audio conferencing in the venue. Proper facilities are available in the Stamford Plaza Sydney Airport Hotel which would enable the smooth conduction of the business event (Beech et al. 2014). There is a dedicated staff that will cater to the needs of the delegates arriving for the event. There is a proper parking lot and there is a scope for the cars to access the ballroom. Specific teams will be appointed to look after different aspects of the business meeting. Another important facto r is the accessibility of the hotel. It should be situated in such a place that delegates from different parts of the country can reach the place easily (Dowson and Bassett 2015). The chosen venue is located near domestic and international airport terminals. This ensures the accessibility of the hotel. The ambience of the hotel is also suitable for any kind of business event in the chosen venue. The rooms in the hotel have the accommodation for natural light. The event would span over two days which would call for accommodation for the delegates. The chosen venue has the option for staying overnight as well. There are adequate numbers of bedrooms, restrooms, dining halls and such other related facilities (Stamford.com.au 2016). Scenario: b The medium size business event would be held in the Park Hyatt Sydney. The strength of the business event is 600-1500 delegates and 50 exhibitors. Hence the venue should be chosen in such a way that it can accommodate the attendees perfectly. Since the number of delegates and exhibitors has increased in number compared to the previous scenario, the current scenario needs a venue with a greater capacity. Hence the hotel Par Hyatt Sydney has been chosen to meet the requirements. The chosen venue is also famous for the corporate conferences held in their hotel (Sydney.park.hyatt.com 2016). The delegates comprise associates coming from different parts of the country. Hence the venue was chosen which catered to the varying tastes of the delegates. Located at the premium and coveted Sydney harbor front, the venue is accessible from different parts of the country (Sydney.park.hyatt.com 2016). There are in total 155 rooms and suits which would prevent overcrowding of the guests. The conference rooms at the hotel also provide all the necessary equipments that ar e required during the conferences. The hotel boasts of modern technology and specially commissioned artwork in their elegant rooms and suites. The Park Hyatt Sydney hotel provides for entertainment of the guests (Salem et al. 2012). The spa at the hotel consists of private treatment rooms, relaxation room, steam room, outdoor whirlpool and gymnasium (Sydney.park.hyatt.com 2016). The Park Hyatt Sydney features a famous dining room which provides a spectacular water view of the Sydney harbor. The events should be scheduled in such a way that it is able to hold the interest of the delegates (Edwards et al. 2014). The hotel also has an experienced team of concierges who will be available for helping the guests and they will be delighted to help in the arrangements of the conference. Scenario: c The large conference would be held in the Sofitel Sydney Wentworth. The 5 star hotel is perfect for the conference which would consist of 5000 delegates. It is going to be a 5 day international conference comprising delegates from diverse backgrounds. It is only 500 meters away from the nearest airport which is an important factor to reckon since many delegates will be arriving from foreign nations (Sofitelsydney.com.au 2016). The number of delegates has increased; therefore the hotel has been chosen which can accommodate5000 guests. Sofitel Sydney Wentworth has one of the largest ballrooms in Sydney (Sofitelsydney.com.au 2016). It has a large foyer which acts as an exhibition area or a meeting area. The ballroom is equipped with the latest audio visual facilities which will aid in the conduction of the conference. The hotel also has a large business centre, library, vast concierge team and valet services (Sofitelsydney.com.au 2016). The conference will be attended by a large number of foreign delegates; therefore intricate details like the facilitie s provided by the hotel or the menu should be taken into account while planning the whole event. The conference will take place for a time period of 5 days which makes it necessary for the organizers of the event to make arrangements for accommodation for the guests during this time period in the hotel. The selected hotel offers 463 elegant, guest rooms and exquisite suites (Sofitelsydney.com.au 2016). In terms of food also, the organizers need to keep in mind that there should be diversity reflected in the menu. The Soiree and Garden Court restaurant at the hotel offers an excellent experience of cuisine from all over the globe (Sofitelsydney.com.au 2016). Other modes of entertainment should also be arranged for the guests like ceremonies and games (Quinn 2013). The safety of the delegates should also be on the priority list of the organizers (Getz and Page 2016). Conclusion: The selection of a proper venue is based on a number of variables like the magnitude of the event, the number of delegates and the kind of delegates who will be arriving. In case of delegates coming from different parts of the country, the venue was chosen such that it was accessible easily from their places. When it came to the international conference, the venue was chosen suitably near an airport so that the foreign delegates would not find any difficulty in arriving at the venue. The food items and the modes of attraction were also chosen based on the kind of delegates. Hence, it can be safely assumed that the determination of a venue occupies an important place in a business event management. References: Beech, J., Kaiser, S. and Kaspar, R. 2014.The Business of events management. Pearson Higher Ed.Van der Wagen, L. 2010.Event management. Pearson Higher Education AU. Carter, L. 2013.Event planning. AuthorHouse. Cityofsydney.nsw.gov.au. (2016). Home - City of Sydney. [online] Available at: https://www.cityofsydney.nsw.gov.au [Accessed 3 Sep. 2016]. Dowson, R. and Bassett, D. 2015.Event Planning and Management: A Practical Handbook for PR and Events Professionals. Kogan Page Publishers. Edwards, D., Foley, C., Dwyer, L., Schlenker, K. and Hergesell, A. (2014) Evaluating the economic contribution of a large indoor entertainment venue: An In scope expenditure study, Event Management, 18(4), pp. 407420. 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