Conference and Events Planning - Coursework Example

Introduction The ability to build successful opportunities with events and conferences is based on the advertising efficiency which one is able to display. The opportunities which are created are developed with the use of a bid or pitch that is available to corporations and event areas. However, the bids and pitches that are used and circulated through corporations are dependent on specific elements and expectations that allow the bid to become successful. This is reliant on the advertising techniques which are used with the pitches and bids. This is also based on the development of creating the right angles and tactics for the sales and services while providing more options to ensure that the needs are met among the corporations. Examining different ways for corporations to look at the bids and pitches used while defining the right opportunities is one which is able to define and alter the success which is associated with a specific company. Basics of Events and Conventions The first aspect which is considered with pitches and bids is based on the characteristics of events and conventions and how these are associated with the given event. The professional environment which is developed with events and conventions is first reliant on the area in which the event is to be held. This creates a specific option based on the business and management as well as what the expectations are with the event (McCabe et al, 2002). This is furthered with defining the different needs for the venue and the event. Logistics, such as placements of different parts of the event and timing which is required is the basis of this. This is followed by options such as catering or food and amenities that are associated with the event and convention. The work which is required and the contract agreements are combined with different individuals that are able to assist with the dynamics and nature of the conventions. The professional options that are associated with the events then become reliant on the mechanics, logistics and dynamics of the specialized event or convention (Lee, 2009). The logistics which are taken and the professional approach which is required are defined first by the anatomy of the event. The corporation or the expectations for a given event alters according to the various dimensions that are a part of the event. This is first inclusive of the internal environment and the corporate expectations that are a part of the event. For this to become successful there is the need to understand the social, economic and political environment that is surrounding the event (Bowdin, 2010). This determines an alternative strategy which is taken in terms of the event location, coordination and logistics of the event. The strategies are defined by the genre of the event, types of events to be held and the coordination which should be placed among each of these. By developing a link between the coordination from the dimensions of the environment, a stronger strategy can be implemented (Silvers, 2004). This is combined with logistical approaches which ensure that the event is able to provide and deliver experiences which are constructive for the values and expectations of the company. External Environment and Events An aspect which is related to the strategies and bidding is the external environment. This is inclusive of the political, economic and social environment. These different areas create the responses and effectiveness of the event. The social and economic environment, for instance, determines the strategies that are required with budgeting the event as well as what the responses will be for those who are coming to the event. Working within the budget of the company and the expectations with the external environment changes the options which are a part of the environment (Luna, 2009). This is combined with developing the event with trends, such as sustainability, eco-friendly solutions and social trends that fit with various groups and cultures (Rogers, 2007). The strategy used is dependent on the type of event that is held, location that it will be based in and what the expected responses are from the target markets used. These outline the main strategy which is required while allowing the plan to fit according to the needs of the corporation (Rogers, 2007). The external environment that is expected is followed by the genre and type of the event which is used. This particular perspective is one which alters the main approach used while altering the perspective. For instance, business travel often provides more flexibility in terms of the economic structure and the budget used. It also creates different social trends, specifically because of the expectations which are required for businesses. If this compares to a social event for entrepreneurs, then an alternative budget and expectation will be used. The logistics and highlights of the event will also have a different context, specifically because of what attracts those to the event type (Glade, Felgentreff, 2010). A social event which is outside of these genres may incorporate other highlights, context and expectations for the event, specifically because of the target market which is used and the relationship which is created to the event (Davidson, Cope, 2003). The perspective which is required then develops a different understanding of how to work with various types while relating this to the genre and type that is a part of the expectations for the business. Strategies for Site Location The overall logistics which are incorporated into event management then move into the influence of specific alterations which are required for events and conferences. The first aspect of this is the site location that is used for the events. This particular strategy is essential because it affects the ability for different types of respondents to make it to the location. If the travel and accommodations remains inconvenient, then there is not the ability to respond in the correct manner (Vanneste, 2007). At the same time, the lack of the right space may also cause many to create a specific set of beliefs about the location. The wrong neighborhood also makes a statement about the value of the event or conference as well as what the expected outcome should be. The site location then requires attributes based on facility and accommodation factors, surrounding neighborhoods, looks of the building and the ability to create convenient travel and accommodations for those who are coming into the location. By doing this, there is the ability to develop better choices and alternatives to those who are trying to find the right choices for travel to a given location (Crouch, Louviere, 2004). The importance of the location and the way in which it creates responses from potential attendants is one which defines the strategy specifically to define the industry which one is working in. The industrial relationship is one which develops the statement of what the objectives are within a corporation and how this links to the main site which is used. The architectural structure, available amenities, convenience and the overall use within the building further define the importance of the meetings while creating an overall impression of the expectations (Vanneste, 2007). For instance, if the convention is expected to have specific activities but the right amount of room is not available for participants, then it changes the impression of the company and what the expectations are. If the rooms are too large and do not provide the right atmosphere, then the same conditions occur. This develops a different sense of the value and experience of the conference. The site then becomes important both before and during the conference while the architecture becomes a reflection of the expectations and development of the corporation (Vanneste, 2007). Management Techniques The site location is one which is required to follow the logistics which take place with the meeting. The management leaves similar impressions on the preparation and logistics during the event (Polivka, 1999). The strategy required is one which offers professional options for those that are working within the event and preparing for the necessary outcome. The use of professional management techniques is what is able to prepare the stimulation and the results of those that are working with the logistics and the expectations that are associated with this. The logistics are based on defining the overview of the context of the meeting. This is combined with the logistics of what happens before or after the different sessions and overall event. The concepts need to be mainstreamed with the expectations for the conference as well as how this is coordinated among participants (Bowdin, 2010). The logistics are furthered with the need to meet an understanding with potential highlights that will bring participants as well as how this will be fulfilled during each specific portion of the event. Communication before the event and logistics that offer the same highlights during the event then become essential components of the management which is used (Polivka, 1999). The logistics that are planned are followed by the need to manage the event when there are problems which arise in the meeting. An expectation of those that are working with the logistics and development of events and conventions is to have the right equipment and options if there is difficulty with any part of the program (Wagen, 2007). This means having alternative plans and opportunities that allow the event or convention to become seamless, even if it is not a part of the original plan or context of the conference. This requires the ability to be able to fix and smooth out problems so they continue to arise. This also requires looking at the situations which may arise unexpectedly. The ability to respond to these with the right equipment, back – up initiatives and the ability to continue with a different strategy becomes a strength with those that are building strategies for events. The right resources and the response system are able to add into the logistics and management while providing opportunities from the potential disasters that may arise when one is working with a specific event (Evans, Campbell, 2001). The management aspect looks at creating seamless events even if there is a disaster as well as examining the risk management aspect of a conference or event. The approach used is one which requires looking at problems that may arise and finding constructive solutions that assist with the event. This is combined with examining resources and options that lower the amount of risk for the event or convention (Wagen, 2007). The safety features are developed with automatically being prepared for any situation which may arise and developing this as a portion of the strategy under the management aspects of the event. Measuring the amount of risk is the first concept which is required, specifically which identifies potential situations which may arise as well as how these can be altered according to the need of the corporation. This is followed at looking and managing safety measures, such as crowd control, emergency services, food and water safety and needs for specialized locations. By examining these, there is the ability to have the right resources necessary for the safety and risks which may arise while developing reactions and interactions that are required for the success of an event (Tarlow, 2002). Management of Investment The management and logistics which is associated with the planning and implementation of an event is followed by looking at the dimensions associated with the corporation. The environmental applications to planning for the external environment and the associations with the logistics are based on the pitch or bid that the corporation looks at. The main concern of any corporation that is holding an event or conference is based on the return that is expected. The budget that is allocated is the first aspect of this (Allen, 2008). However, the company will want to receive a return in investment while creating a stronger impression for the benefit of the corporation. The investment is based on having the right reputation for the company(Davidson, 2003). This is combined with the ability to have a successful event, meaning that all aspects of management and risk are defined and cared for. The ability to have a plan that is thought out well and the need to create and develop incentives for the event become a priority with the planning and implementation of any event. Looking at the incentives that allow the company to receive a return ahead of their rivals then develops a stronger impression with the investment and return which is required (Davidson, 2003). The investment which is created is not only formatted with the expectations of return. The business also correlates to making a specific impression about the event while upholding a reputation which provides continuous return. The corporation that is looking at various proposals also expects to see how the sales and services will be provided and what type of return this provides. The logistics include looking at the products, services and the way in which these will fit with upholding the reputation of a company (Allen, 2008). This is further provided with examining the applications to the investment and how this develops the overall delivery of the event and convention. Corporations look at how the overall event will look, what products and services will provide a return and what this means in terms of gathering the right individuals for the event or convention. Each of these becomes a part of the investment of the company, meaning that there needs to be specific applications and expectations with the management as well as the expected return which is provided. Showing the benefits to the logistics which are provided, combined with looking at how the event return will prosper, then is able to create a different approach to getting positive responses from the bids and pitches (Astroff, Abbey, 2006). Building the Correct Proposal When considering each of the aspects of management, logistics and the external and internal environment, there is the need to focus on the details of the proposal for the bids or pitches to show corporations about the return of investment. The approach which is required is based on defining the event and conference and what is expected to take place (Vatner, 2007). The detailed plan requires piecing together the vision of the event or conference, specifically so it can be used to create and identify the specific needs and how these are going to be fulfilled. This is further defined by mapping out the details and the expectations for the logistics, emergencies and the responses which are expected by those who are looking at the event or conference. Combining this with a professional approach to the products and sales and how this develops a specific return then provides more opportunities to those that are looking at the management which is created. The proposal is one which should create an understanding of engagement while showing how this impression will lead to the conference or event to continue with the engagement and overall impression created by attendees (Elsborg, Ravn, 2006). The proposal which is included is one which should also balance what is expected with the legitimacy of working with those planning the event. The material needs to be presented in a manner that does not lead to the strategy being told to the corporation. The approach is one which sells the need to have the event or convention planned for the corporation. The logistics as well as the details need to be inclusive of why the company is needed to plan the event for the corporation (Elsborg, Ravn, 2006). If not, then the ideas can be used by the corporation without using the party. For instance, if graphics and products are expected, then this should not be revealed until the corporation provides a green flag for the proposal. Copyrighting materials, looking at ways to convince those who are working in corporations without extra information and tying in how it is effective for the budget to use the outside planning is then able to provide different approaches to the work which is required. By doing this, there is the ability to stop any forgery of the plan or items while selling the bid or pitch to the corporation that shows that the development of logistics from the given company is worth the investment (Vatner, 2007). The details that are required for the bids and pitches should not only convince the corporation that you are interested in providing the right materials while having the correct planning. There is also the need to outline what the roles, duties, expectations and compensation is for the planning. The contractual agreements and conditions is an essential part to the corporation while creating specific insight and development into the movement with the planning (Vatner, 2007). By developing this approach, there is the ability to stop conflicts while reducing the risk which is taking when planning and creating the event. This is furthered with the ability to stop the potential hazards with problems such as fulfilling the budget, meeting the logistics and examining the expectations that are required through the contract agreement. The need to define the terms and conditions, contractual expectations and negotiations based on risk helps to define the bid and the fulfillment which is provided. If the corporation is unable to meet these specific needs, then it communicates the message that the logistics decrease and risk increases with the overall bid (Toh, Dekay, 2005). Strategies for Bid Proposals The different characteristics which are required for bid proposals then lead to strategies which can be used to help develop and implement the correct approaches. The first aspect is to look at the sustainability and growth that is possible for a corporation and how this is met. The bid or pitch needs to look at the promises which can be developed by the contractor as well as how this is done (Allen, 2008). This is followed by the defined aspects of the logistics, management and the ability to meet the external environment. Combining specific and detailed approaches to the proposal to show how the logistics and other aspects can be fulfilled then helps to show the sustainability and growth offered for the corporation. The strategy is one which requires examining and defining the steps which will be taken while waiting to provide details until the final bid or pitch is provided. The strategy should then define the potential outcome, impact that this will make and the environmental criteria that is associated with the bids as well as how this is exchanged (Dickson, 2010). By outlining the various elements through the bid, the corporation is able to find the attractiveness of the specific bids or proposals while creating and developing other alternatives for the characteristics required. An important aspect of the strategy that is required is based on how the communication is used with the selling of the bid or pitch as well as how this is able to create the required responses among those working with the selling needed. The practice of bidding and pitching is one which requires looking at the benefits of working with the contractor as well as selling the ideas to those who are looking at the organization required. However, it also requires looking at the potential risks and downfalls and creating this as a part of the communication. The main ideology is to show the corporation that you are familiar with the potential risks and problems that are associated with the bid (Allen, 2008). Providing solutions and applications to the risks while defining what can or cannot be fulfilled is able to help in promoting and changing the approaches which are taken through the bids. By doing this, there is the ability to create and understand more strategies for the required corporations while finding corporations that are familiar with the potential risks. This approach is able to assist in defining contractual terms which are required. At the same time, the type of communication used is able to develop a partnership agreement that is associated with the event while providing flexibility with the preparation and needs both before and during the event or convention that is created (Lee, 2009). The combination of communication with the outline of what is required is able to develop even more appeal by creating more options and processing with the way in which this is pitched to corporations. The amount of effort into the design and creativity is one which is able to provide stronger responses from corporations. The overview of what is presented also defines how you will approach the process for creating the event and developing specific responses to the expectations that are associated with the event. By developing the right level of design and creativity, there is the ability to show how graphics, products, advertisements and other aspects of the event or convention will easily be applied. The presentation gives an overview of your expectations for the event as well as how this will be able to provide even more options for those that are working with the main outline. The strategy for the bid and pitch then becomes related directly to the overall package which you design and create as well as how this is able to assist in leveraging attractiveness to the details in relation to the products, services, logistics and management provided for the event (Berridge, 2010). Conclusion The dimensions that are developed with event and convention planning and management change the perspective and approach taken with bids and pitching. The overall approach is one which combines the logistics and management of the event as well as the approach to selling the bid or pitch to the corporation. It is important to define the importance of the external environment, site that is used, products and services, advertising and the other logistics and management required changes the relevance of the bid or pitch. Combining this with the expectations and contractual agreements from the corporations also helps in developing and outlining what the roles and partnership will be with each that are working with the planning and management. To further this, there is the ability to create and develop more opportunities by showing a higher level of professionalism with the outline and approach used with the event, such as defining risks, safety measures, logistical expectations and roles of the event mangers. To create a bid that works even more effectively, is the need to build this with a package that highlights the company and communicates the expectations in a manner that is attractive to the corporation. References Allen, J. (2008). Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fund Raising Galas, Conferences, Conventions, Incentives and Other Special Events. UK: Routledge. Astroff, Milton, J Abbey. (2006). Convention Sales and Services. UK: Waterbury Press. Berridge, G. (2010). “Event Pitching: The Role of Design and Creativity.” International Journal of Hospitality Management 41 (2). Bowdin, G. (2010). Events Management. UK: Routledge. Crouch, Geoffrey, Jordan Louviere. 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