The Subject of the Conference - Assignment Example

ADMINISTRATION of the of the PART A Question a) A conference program is a large gathering of members or individuals of one or more than one organizations in order to discuss matters related to common interest. b) Speaker is the one who introduces the subject of the conference, possess ability to capture essence of the meeting and convey it to the audience. c) It can be stated as a plan that is formulated by the management so as to influence the chosen target market. d) In any conference there lies a procedure through which it can be stated that a meeting is being recorded or not. e) A fee receipted is a bill which highlights that a participant has given registration confirmation fees for a conference. f) This indicates taking permission from an individual so as to help a person with any form of disabilities attending a meeting. g) Dispatched information comprises of essential contents about the conference which is sent to registered participants before the event in order to outline clarity of the event. h) It is a set of guidelines which needs to be followed by the participants so as to enroll them in a conference. i) These arrangements can be regarded as a back-up for a meeting so that when there is a failure proper actions can be taken. j) This represents the topmost authority of an organization; they are generally involved in framing the entire procedure of a conference and even take collective decision on strategy formulation. k) It is an advisory committee comprising of high level experts and stakeholders who provide required guidance on certain key issues. l) Supervisors or team leaders are elected professionals who are chosen by board of members to control the procedure of a conference or an event. m) These equipments are utilized in a conference so as to enable some visual or audio clips for participants or audience. n) These are compartments or light structures which are designed so as to promote certain products or services, or for sale purpose. o) Gantt chart is one of the planning tools which comprise of certain variables used to highlight the time frame for any particular event. p) This form of registration allows a company to access vital information and even apply for required tax registrations. q) Plenary session is a meeting organized for all conference meetings either at the end so as to announce progress or at starting to discuss various general issues (Weynton, 2008, pp. 90-91). r) It is a package comprising of all required information related to a conference which would be needed by the participants. s) These procedures are structured formalities so as to record the total attendees, those who were not present in the event and various other arrangements conducted. Question 2 EAGALA’s had organized its 9th International Conference in 2013 in Sydney, Australia. The organization was able to capture attention of audience by making them witness various real time mechanisms involved in handling horses and even by inviting experts belonging to the same field. On the other hand the organization even provided additional information in booklets to audience. The promotion of this conference was basically done through social media and traditional media such as radio and TVs. Simultaneously there were even banners distributed in different horse clubs so as to attract large base of potential participants for this event. Question 3 a) Firstly is to identify goal or objectives as it provides guidance in terms of better decision making. Then is to identify the target market so as to prepare appropriate guest list. The third factor is to choose venue and time as it has an impact on how many individuals attend the conference. Lastly, is to plan the budget as this would be directly related to event’s arrangements. b) Budget is an essential factor while planning for a conference. The costs should be allocated in such a manner that it is within the budget. On the other hand, there should also be proper understanding about expected attendance so that unnecessary costs are not calculated. c) The two considerations are the level at which the conference is taking place and time required in planning and execution of the event. These two factors are often measured so as to set fees for those attending the event. Question 4 The best methods of communication should be closely knitted with the purpose of the event. Potential attendees can only be attracted through a medium by which they can connect easily with the purpose of the conference. There are two best methods of communication such as utilizing the social media through which large number of potential attendees can be accessed. This is a best medium as many individuals stay connected on social networking sites and this even encompasses least cost possible. On the other hand there can even be banners put across the city and leaflets distributed with newspapers so that awareness can be spread amongst people. These two methods are selected as cost is an essential component while arranging such events and traditional communication media is often costly in comparison to chosen methods. PART B Question 1 a) The Melbourne International Jazz Festival is the chosen event and this event was organized in Melbourne, Australia. It is an annual jazz festival which is held every year and had begun its journey in 1998. b) In this event of jazz festival my role was of a volunteer. This event is stated as one of the largest musical show which is organized in Australia. There are artists coming from different countries across the globe to participate in this musical event. I wanted to be a part of this event so that I can closely analyze the arrangements made in this show and even gain some expertise. As a volunteer I was given the responsibility to check guest list and successfully make those guests enter the premises who possessed a valid pass. This proved to be a difficult task as thousands of guests attended the show and I had to work together with a team of volunteers. Being a part of this big musical show I have been able to understand the intricacies associated with arranging such large scale events. On the other hand as a volunteer I was even able to identify the areas which lead to success of the event and even those factors which could have been better. c) The Melbourne International Jazz Festival which I had attended and even participated as a volunteer was a success. There were thousands of people who had attended this event and even given positive feedback about the show indicating that it was a success. The main reason behind the success of this event was its well planned execution and involvement of large chain of artists. It can be stated that the major goal of this event was to make audience witness the real essence of jazz. This was successfully done through this event as various jazz artists from around the world were invited to participate in this event. On the other hand, there was another goal of this event that was smooth execution of the show which was even fulfilled with the support of volunteers. These two reasons can be considered as the major factors which had led to overall success of the musical event. d) The event was indeed a success as it could attract all potential attendees. Success of any such event totally depends on planning and execution of the event. There are many factors which contribute towards overall success of such event. However in this international music jazz festival the main factor which attracted attention of thousands of individuals was wide base of jazz artists who participated in this event. On the other hand there are five main aspects which are greatly associated with success of this musical show. Firstly is the accessibility to venue as it was organized in Melbourne Town Hall which can be accessed easily from any corner of the city. The location of the venue was even the most prime location that enhanced the level of the show. There were significant promotional activities conducted such as distribution of leaflets, advertisements in TVs, radios, social network sites, etc. Apart from exceptional music piece delivered by jazz artists there was even perfect catering facilities organized in the event. Amenities can also be considered as another vital component which contributed towards this event’s success. e) In overall context the event was successful but there were certain loopholes due to which the expected revenue from the show was not met. If I was responsible for managing the entire event then I would firstly take into consideration the catering facilities. It was observed that many guests were not provided with required refreshments in midst of the show. This in turn conveyed a negative image regarding the management of this musical event. On the other hand the time between performances of two artists was comparatively more which made audience impatient. This could have been managed appropriately by keeping more volunteers for efficient time management. I would even have involved participants in the show so that they can actually relate to the supremacy of jazz music and even connect well with all the artists. f) There are certain factors in this event which could have been improved. It is recommended that better time management needs to be facilitated so that audience can have their full attention on the show. This can be achieved by conducting a pre-event seminar where all the artists would be invited so as to discuss on their performance and time needed by them to execute the performance. On the other hand even volunteers can be trained previously so as to manage the entire event smoothly without any form of delays. The other approach which is recommended for this event is to prepare a proper guest list and maintain the list over the years so that they can be invited every year for the event. Board of members who hosts this show can even form strong connection with these guests who in turn can advertise about the event in coming years in the form of positive word of mouth. PART C Conference Title: Best-Practice Sampling Student Name: Student Number: Date: 1) The purpose of the conference was to highlight the best practice sampling along with that procedure for sampling preparation. Through this conference the organizers such as CSIRO and AusIMM aimed towards involving all those delegates who have some form of association with sampling mineral commodities. The conference topic even encompassed identifying appropriately designed equipments for sampling. 2) The most appropriate room layout for this conference is hollow square style. This is simply because the conference would last for two days and would even encompass total of 30 attendants. The hollow square style is basically adopted in such a condition where there are less than 40 participants and there is a panel or group leader seated at the set-up head. 3) There are certain factors which need to be incorporated in a checklist for assessing venue of a conference. These factors are accessibility to the venue, location of the venue, room space in terms of participants, ambience of the venue, and amenities internal to the venue which needs to be appealing for participants. 4) The agenda for the conference is- Introductory session - 5th December 2014, 11a.m. at Sheraton Perth Hotel. Catering facilities will be provided by the hotel management. 22 papers will be presented by various experts on sampling procedures. Breaks would comprise of morning tea, lunch, and evening snacks. These breaks would be available after two to three hours of the session. Subscribed exhibition will be organized on 6th December giving chance to delegates to learn different sampling technologies used by companies Conference dinner and ending session will be on 6th December. 5) Dear Sir/Madam, We feel obliged to invite you for the conference on best practice sampling. It would be really appreciable if you could take out time from your busy schedule and attend this conference. Regards, AusIMM & CSIRO 6) The target audience for the conference will be managers, engineers, geologists, samplers, metallurgists, chemists, consultants and grade controllers from across the globe. These individuals are especially interested towards advanced technologies in context of sampling equipments. 7) AusIMM and CSIRO Conference Full Name: Organization Contact Number: City Country Postal Code Email Mailing Address Registration Fees – Includes lunches, exhibition, proceedings. Member $250 (before 5th November) $280 (after 5th November) Non-member $250 (before 5th November) $280 (after 5th November) Cancellation – fees for late arrivals, missed lunch or early departure would not be refunded. Any cancellation in writing before 28th November would be refunded deducting $20 as processing fee. Payment Method- Check, Money Order, Master Card or VISA. 8) The evaluation form would comprise of certain open ended questions for self assessment- What was the major lesson which you learned from the conference? Amongst the 22 papers presented in the conference which one appealed to you the most? Design a sampling technique that you think to be innovative based on advanced technology? 9) Dear Sir/Madam, We have received your registration fees and every other detail required for the conference to be hosted on 5th December 2014. You are cordially invited to join us at Sheraton Perth Hotel for the introductory session at 10 a.m. Regards, Team Lead 10) At the venue there would be three individuals allocated for checking the guest pass and a team of four to five individuals will be appointed for completing the registration procedure. Once an attendee has been registered he or she will be escorted to the banquet room. 11) The form would basically highlight certain elements required during conference: Name of the Speaker: Name of the Paper: Total time required: Audio/visual equipments: Time duration for any visual display: Number of breaks required during presentation: Specific needs in relation to light and sound: 12) In the contingency plan there should be proper back-up for the papers which are going to be presented in the conference. The organizers are solely responsible to maintain these back-ups. On the other hand, catering arrangements also needs suitable back-up so that there is no such scope of humiliation for the host. 13) There will be provisions for attendees with certain special needs. For instance those individuals who possess walking disabilities will be escorted to the main conference room in battery cars. Then there would be proper visual clippings organized for those attendees who have some form of hearing disabilities. This would enable them to be actively involved in the conference proceedings. 14) It would be costly if traditional procedure is utilized to distribute conference papers in public. The best way is to upload the papers on official website or distribute them on social networking sites which can be accessed easily by viewers on paying negligible fees. This would save money as well as time of organizers. 15) The law enforcement conference act is basically applicable to all these factors as its main goal is to ensure that there is proper planning and administration of a conference. Workplace health and safety is regulated by setting up of specific norms and guidelines. There needs to be measures taken so that no harm is caused to the environment. Industrial relations as per this law are maintained by avoiding any form of disrespect. There is no form of discrimination entertained in any conference in terms of race, creed, caste, culture, religion, etc. Reference Weynton, B. (2008). Plan and Manage Conferences. Australia: Software Publications. Read More