Federation of Library Associations and Institutions - Book Report/Review Example

 Table of Contents Table of Contents 2 Overview 3 Bid for the IFLA Conference in 2015 3 Venue: International Convention Centre 4 Positive and Negative impact on Environment 9 Positive Impact 9 Negative Impact 10 Mitigating Negative Impact 11 Professional Conference Organiser 12 Advantages and Disadvantages 13 Summary 14 References 16 Bibliography 19 Overview The International Federation of Library Associations and Institutions (IFLA) headquartered in Netherland have been engaged in hosting conferences on an Annual basis. The conferences are held across the globe and mostly at elegant travel destinations. The present annual conference is planned to be hosted in Sydney in the year 2015. The following sections elaborate on the different requirements of the bid and the development of the proper interpretation. Bid for the IFLA Conference in 2015 Australia is one of the most attractive places on the globe and attracts travellers from different continents with varied requirements. Australia is one of the most preferred travel and tour destinations for its striking landscapes, ancient cultures as well as different other natural beauties. The island continents have a lot to offer its visitors as it hosts a range of biodiversity. The diverse natural resources attract a huge number of travellers and conference holders to host their conferences. The historical monuments and buildings as well as diverse natural beauties are likely to appeal the visitors across the world. Being identified as one of the multicultural continent there are a range of dialects and diversified culture that is worth experiencing (Department of Foreign Affairs and Trade, 2014). Sydney provides a unique blend of modern civilization embedded in traditional Australian culture. The city is a unique blend that draws its beauty from huge skyscrapers to their host of natural resources. The exquisite location as well as the open spaces adds up to the beauty of the city. The historic parks and other elegant presence often draw the interest of the people to visit this location. With the use of improved technologies, the city withholds a beautiful blend between the nature and technology. Being one of the popular multicultural cities it has a capacity to host the international seminars and other large events. The city even has a huge number of conference halls that can cater services to 10000 delegates (The City of Sydney, 2013). Venue: International Convention Centre The Sydney Exhibition Centre is selected for hosting the conference, as it is one of the most spacious and ideal convention centres available in the city. The centre has a unique history of hosting international events and increasing the level of satisfaction among the hosts. The historic presence of the exhibition centre in the Darling Harbour attracts a large number of consumers. The centre has been hosting myriad shows including corporate events and international gatherings. The area has the space of 20000m2 that serves for the venue. The convention centre is perfect for organizing conferences. The conference hall has a huge capacity to host a large number of delegates with around 2000 sq. metre of dedicated meeting rooms and is best suited to host conferences of international level. Additionally, the hall even has an accommodation of 5000 sq. metre of open air rooms to host meetings. The beautiful location of the hall is even likely to attract the delegates and also entertain them with the scenic beauty surrounding the hall (TripAdvisor, 2010). The exquisite location at the darling harbour even has an accommodation of around 600 rooms that would provide the delegates with luxury restrooms and enhance their quality needs. With a 3000Sq metre of green space, the conference centre will be enhancing quality requirements of the delegates. The venue even has a huge number of conference hall rooms and theatres that is likely to host around 8000 delegates. The theatres setting would support the different displays and set a proper setting for the different presentation and hosts. Sydney City Location Being located at the Darling harbour, the conference hall is well connected with the different routes and transports. With a huge parking lot and the different bus stop facilities the conference hall has a huge accommodation and provides a well developed connectivity. Furthermore, the hall is connected with public transports facilities that is likely to provide wit an ease of travelling. Additionally, being located at the harbour area the conference hall is even connected with waterways that increase its connectivity. The hall is located in the heart of the city that gives it an identity of the most well connected conference halls. The international delegates are likely to face fewer problems in locating the hall (Sydney Exhibition Centre, 2014; Wessex Institute, 2013). The Darling Harbour is well supported by the different hotels providing luxury needs of the delegates. This even increases the credibility of the hall and even enhances its acceptance at large. This location well connected with different communication channels would increase the acceptance of the location. Moreover, the easy location of the conference hall would provide the delegates with an ease of travelling and further develop their experience of the scenic beauty of the harbour. This easy accommodation is going to create less confusion among the delegates and enhance their ease of communication (ICC Sydney, 2014). International Conference and Convention Centre Facility The different facilities that are available are as per the requirements of the conference. It has been observed that the huge halls and their accommodation capacities are likely to suit the requirements of the conference. The different hall settings and the attached exhibition area are suitable for hosting the conference and meet the desired needs of the hosts. The sound proof rooms and multilingual facilities would further cater the needs of the conference. Furthermore, the different meeting rooms are capable of hosting small meetings that will be suitably serve as an office area for the delegates. The well-lighted theatre that is attached with the conference hall would meet with the needs of the IFLA to host different programs. The spacious halls would provide enough rooms to set up separate enclosures for the interpreters and translators. The support of the different conference hall would suffice the requirement of the audio-visual supports (Eurotourism Media Group AB, 2009). Attraction The location is likely to increase the needs of the travellers and enhance their travel needs. Sydney is the city that is worth visiting anytime during the year. The city has a lot to provide throughout the year. Sydney with its unbeatable beauty has emerged to be one of the most beautiful cities in the world. With the open beaches and skyscrapers, the city has a lot to provide for the different travellers. The glorious beach adds up to the beauty of the city and enhances the traveller’s value addition. The city has a lot to provide to its travellers from their need of family tours to romantic destinations. The city even has a huge number of adventurous places for people who love adventure. The different relaxation centres are available that will be adding value to the different travellers (Eurotourism Media Group AB, 2009). Attraction at Darling Harbour Catering The hall provides a wide range of catering services. This ranges from the cocktail parties to sit down formal lunch as well as a dinner party. The hall can be modified according to the need and the theme of the conferences. Furthermore, keeping in mind the different international events the hall even provides for international cuisines and is well adept for hosting ethnic as well as cultural lunch and dinner parties (ICC Sydney, 2014). Budget The estimated budget is ascertained to be around £2.5 million that will cover up all the accommodation, catering and other costs involved with the hosting of the conference within the city. The different expenses are integrated within the budget covering all the basic needs of the program. Positive and Negative impact on Environment Positive Impact Sustainability is a major requirement of organizing conferences and is majorly involved in developing an environment friendly system that would enhance the acceptance and widen an environment friendly approach. The conservation and the sustainable use of the resources should be the main motto of planning a conference. It has been noted that when planning for a mass convention involving a large number of delegates need a huge amount of resources. Thus, maintaining a sustainable domain and proper use of the resources is a mandatory need of the present day. The resources should be planned in such a manner that is does not affect the environmental systems. The development of a proper plan would ensure that the different structures are maintained in a sustainable manner, which enhances the approach of maintaining their resource eventually (Ethekwini Municipality, 2011). When planning for such a grand event, the consumption of energy and the other natural resources must be kept in mind. It is noted that developing a green meeting is mandatory for the modest meetings. A sustainable event management is mandatory for building up the image as a corporate social responsibility. This is even observed that the different organisation is opting for sustainable development of the different events so that they can effectively grow their social responsibility. The different events managers are even emancipating and planning their events so that they can ensure environmental as well as social development. Additionally, economic development could be ascertained as the IFLA would enhance the image of the city worldwide. This would enhance the economic sustainability of the nation and would enhance their credibility as well (United Nations, 2012). The event would also enhance the improvement of principles and practices as an organiser and further develop their entity to host in a responsible manner. The event would offer the city a greater amount of exposure to the international domain and enhance the identity as a culturally and ethnically urbanized city. This would further enhance trade and commerce within the destination imposing a positive impact on the growth of the economy. With the further growth of the sustainable environment, the travel needs will be flourishing by further budding the identity of the city. The conference will even contribute positively towards the growth of trade and tourism within the city. Furthermore, the hosting of conference within metropolis will provide the city with an opportunity to unveil its beauty world. This will even provide the destination an option to flourish its tourism and enhance its economic status (United Nations, 2012). Negative Impact The arrangements that are required for organizing successful event involve prudent planning. This event could be made a grand success only by the use of varied resources and development of other apparels. This would require huge amount of consumption of power and even involve the use of large amount of resource. This need could affect the sustainability of the nature and even affect the surrounding environment. The consumption of energy is likely to affect the environment and would possibly create a negative impact on the environment sustainability. The use of number of cars owing to the increased congregation of delegates within the city is likely increase the level of carbon monoxide that may create a negative impact on the environment. The increased traffic would result in a negative impact on the social life of the people residing in the city and is likely to create a huge commotion. The use of different laser lamps and other devices would also create a negative impact on the environment (United Nations, 2012; Reid, 2007). The meeting to be hosted and approaches to be undertaken would consume substantial energy that may increase the carbon footprint in the surrounding area. This would further create a negative impact on the environment as well as on the life of the people. The use of the different foods and other drinks if not disposed in a proper manner could lead to pollution. This will further lead to environment degradation and may disrupt the ecosystem of the city. These negative impacts can have a lasting effect on the environment. Furthermore, the congregation of foreign delegates in such a huge number could unnecessarily boost up the local market and even create a negative impact on the economy of the city (United Nations, 2012; Reid, 2007). Mitigating Negative Impact The different negative impacts could be reduced by the use of environment friendly devices. The use of the environment friendly devices would reduce the consumption of ‘non renewable natural resources’ and would develop the image of the institutions as a socially responsible entity. This would even increase the credibility of the nation and further reduce the chances of leaving the carbon footprints. The use of the alternate resources will reduce the chances of carbon emission and further reduce environmental degradation. Additionally, resources must be used in such a manner that the overuse and spills could be reduced. This would convey the positive message for other organisations organizing conferences at regular interval. By providing environment friendly transport, system and following a proper sequence of travelling within the city, the chances of carbon emission and pollution could be reduced. This would increase the environmental responsibility of the event (Presbury & Edwards, 2005). Professional Conference Organiser The Professional Conference Organiser (PCO) is a person or an organisation that deals with meeting the different requirements of the conferences. These professionals are concerned with the planning and organising of conferences and convention on a national and international basis. This professional is majorly concerned with the use of the resources and planning of conferences in an effective manner. The IFLA is majorly inclined towards using different PCOs depending on the fact that the majority of the conferences are held across international destinations involving prudent planning and effective coordination. By outsourcing their needs, the IFLA believes that the event would be planned effectively and will be conducted with a success (Massey University, 2014). The different services provided by the PCO involve destination management and management of the resources. This helps the IFLA to plan their annual programs in an effective manner and enhance their credibility to develop the quality of their meetings. Furthermore, the officials of IFLA would not have to invest their considerable time in monitoring and executing the activities necessary for organizing the conference rather they can effectively concentrate in their core values for ensuring the success of the same. This is likely to increase the operating abilities of the association and enhance their credibility to perform better (Massey University, 2014). Often, managing international events proves to be a huge challenge for the IFLA. In this regard, outsourcing of events provides the association with the effective management of different resources and enhances their credibility to perform. Moreover, PCO provides effective support for managing the event along with promoting their image in the global domain. Additionally, appointing a PCO even leads to reduction of cost and creates a huge advantage for managing such events (Obritzhauser, 2012). Channelizing of resources is one of the most important requirements for developing a proper program and enhancing the success of the same. Hence, it should be planned in an effective manner so that the proper outcome could be ensured. The PCO even assists in selecting a unique conference destination. Furthermore, the varied plans provided by the PCO about hosting and conducting conferences are likely to enhance the quality of the program and would also cater the objectives of the conference (Massey University, 2014). Advantages and Disadvantages Disintermediation of the event management is observed to have a huge impact on the planning of resources as well as development on the effectiveness of the event. Disintermediation is further observed exert a negating impact on the development of the strategies. The removal of the supply chain management could have negative impact on the integration of policies that may incorporate huge changes. The removal of the individual supply chain management can make the process lengthy and cost consuming. Furthermore, it may possibly create an impact on the development of the different strategies that may lead to the disintegration of the environment friendly norms. The dependency on one of the PCO may create a huge negativity as this will lead to stagnation of the process and affect the cost effectiveness related with the program. This will further create a backlog for the development of strategies leading to the cost ineffectiveness Moreover, with the increase in the number of supply chain, the organisation will be able to maintain its resources in a cost effective manner. Additionally, this would help in maintaining a competitive traction over the different suppliers (Obritzhauser, 2012). Conversely, by selecting a larger number of supply chains the chances of confusion can increase. The impact of such action would slow down the process and result in deviation from the initial stage. Furthermore, the chances of quality deterioration cannot be nullified completely as the supply from the different sources can be of varied levels of quality. This would lead to a prolonged process of monitoring and augment the level of cost at the end of the event (Massey University, 2014). Correspondingly, there chances of delay in supply and even huge options of confusion among the organiser can be evident. PCOs on the other hand, ensure both quality and quantity in an effective manner by developing their level of commitment and enhancing their quality of supply. This would further enhance the credibility of the event and would enhance the quality of the event. The IFLA by outsourcing event activities to PCOs could eventually assure that the perceived quality is duly maintained. This would further enhance the credibility of the event and would further contribute towards the successful arrangement of the conference or any other event (Massey University, 2014). Summary Planning for events is observed to be of huge importance for organizing grand events and ensuring its success. This planning process needs to be effectively managed, as the success of any event predominately relies on the effectiveness of the plan. Effective and reliable planning would ensure cost effectiveness and enhance sustainability. This would further develop the credibility of the organisation and enhance the management for such events. The planning conducted in a cost effective manner would further ensure that the events are organized and managed with proper plan in hand. This will reduce any additional overheads while eliminating the negative impact on the environment. The issue of environmental sustainability will enable to ensure that the event will be a holistic success wherein all the stakeholders are benefitted from it. References Buhalis, D., No Date. Strategic Use of Information Technologies in the Tourism Industry. Tourism Management, pp. 1-24. Ethekwini Municipality, 2011. Green Event Guideline. Hosting Green Events, pp. 1-36. Eurotourism Media Group AB, 2009. Sydney Tourist Guide. Australia Tourism, pp. 1-6. ICC Sydney, 2014. ICC Sydney Facts. About us. [Online] Available at: http://www.iccsydney.com/experience-icc-sydney/about-icc-sydney.aspx#icc-sydney-features [Accessed December 4, 2014]. Massey University, 2014. How to Choose the Right PCO. Professional Conference Organiser. [Online] Available at: https://www.massey.ac.nz/massey/fms/Conference%20services/C&INZ%20-%20How%20to%20Choose%20the%20Right%20PCO.pdf?A773B1CBF758BEA01F40F5A375E35CE6 [Accessed December 4, 2014]. Obritzhauser, B., 2012. Meeting Industry Trends. MA Conference & Events Management, pp. 1-24. Presbury, R. & Edwards, D., 2005. Incorporating Sustainability in Meetings and Event Management Education. International Journal of Event Management Research, Vol. 1, No. 1, pp. 30-45. Reid, S., 2007. Identifying Social Consequences of Rural Events. Event Management, Vol. 11, pp. 89-98. Sydney Exhibition Centre, 2014. Location. Planners. [Online] Available at: http://www.sydneyexhibitioncentre.com.au/Planners/Location.aspx [Accessed December 4, 2014]. The City of Sydney, 2013. Tourism Action Plan. Report. [Online] Available at: http://www.cityofsydney.nsw.gov.au/__data/assets/pdf_file/0008/156527/Draft-Tourism-Action-Plan.pdf [Accessed December 4, 2014]. TripAdvisor, 2010. The Best Places To Eat, Sleep And Play In Sydney. Sydney, pp. 1-8. Wessex Institute, 2013. Sustainable Development and Planning 2015. Introduction. [Online] Available at: http://www.wessex.ac.uk/15-conferences/sustainable-development-and-planning-2015.html [Accessed December 4, 2014]. United Nations, 2012. Sustainable Events Guide. Environment Programme, pp. 1-118. Bibliography Almeraris, G. & Mariucci, B., 2009 Rapid Excavation and Tunneling Conference Proceedings. SME. Davidson, R. & Rogers, T., 2012. Marketing Destinations and Venues for Conferences, Conventions and Business Events. Routledge. Dykstra, A., 2011. Construction Project Management: A Complete Introduction. Kirshner Publishing Company. Redmond, S. & Romero, V., 2011. 2011 Rapid Excavation and Tunneling Conference Proceedings. SME. Rogers, T., 2010. Conferences and Conventions. Routledge. Rogers, T., 2013. Conferences and Conventions: A Global Industry. Routledge. Schneider, T., 1999. The Function of Conference Organisers and the Marketing for Information Technology Seminars of Small and Medium-Sized Industries. Diplom.de. Read More