The Hosting Medical Conference - Assignment Example

Request for Proposal Name College Date Part a The main aim of this event is to bring together people who are concerned with the topic that is at hand. That is, the management of disorders that affect the pelvic area of women. As a result, this means that there are specific types of people who can be classified as buyers under this category. There are those who are in the medical profession and thus would like to take part in any research or new learning that will take place during the conference. This has the ability to equip them with additional and better skills for the management of the disease. Apart from them, there will be those who are interested in the topic either because they are at risk of suffering from these disorders, or they are already suffering from it and thus would like to gain knowledge on how well they can be treated or how the disease can be managed. As a result, there are certain products or kinds of discussions that they will be interested in. the third type of buyer that is likely to be resent during the conference are the ones that are interested in selling their products. They would like to get connected to the other two types of buyers. In order to make sure that all these groups of people are well catered for and accommodated during the entire program, there will be stands that will be erected at various points at the venue. Those that will be interested in making exhibitions will be required to forward their applications in good time for proper allocation of space. They will be required to have products or services that are well labeled and arranged for the benefit of their audience. Contingent on the type of audience that they will be looking to attract or the kind of service or product that they will be looking to show, they will be placed at strategic points for ease of reference and access to the potential consumers and audience. Part b Our company is best suited to host this event for various reasons, most of which will ensure that the biggest benefits are enjoyed by the conference and those that will attend. For starters, the company already has good connections with Adelaide hotel. This is a five star hotel that is situated in a convenient part of the town. This will make sure that those who come from far will not have a difficult time making it to the venue of the conference. It is made much easier that the hotel is also situated not far from the international airport. There are several taxis that are owned by the hotel that operate between the hotel, town and the airport all day and all night. This is to further ease the stay for foreigners. The hotel also offers other hospitality services that may be of great benefit to those that that will require it services. First of all, the hotel has a capacity of 500 people. Four hundred of those rooms can only accommodate a single person at a time, thus meaning most of the attendees that will want to be assured of privacy while staying at the hotel will not need to worry. The hotel is also likely to be a preferred staying place for most of the attendees due to the fact that it is not only able to accommodate all of them, but the service that they will receive while staying there will be top notch all through. In addition to this, the hotel also has a number of other facilities that are likely to be enjoyed by the conference attendees. For starters, there are six halls that are owned by the hotel and a walking distance from the reception area. Each of these six conference halls have a capacity of 350 people which is much higher than what is needed for the conference. Apart from this, booking of the halls also often guarantees a discount on the sum of money that persons have to spend on food. Other snacks such as ten o’clock tea are given free of charge to those that will be attending. The ambience at the hotel is also much preferred. It is situated in a quiet environment thus guaranteeing the attendees total silence and concentration while they are here. Part c There are additional services that we will provide to the attendees of the conference as well as all the other stakeholders. Some of these services will include setup. As has been sated before, those that will be looking to exhibit their products will have their material delivered to the hotel in good time. We will fully take charge of making sure that the material is not only well taken care of before and during the event, but also that where they will be situated will be convenient enough for them to be reached by the target audience. We will also hire enough security to make sure that all the events that will take place during the entire duration of the conference will not experience any hiccup. A good percentage of the total budget, (15%) will go towards any contingencies and making sure they are solved in time. Part d The validity of the products that will be available during the event is paramount. The reason for this is that most of them will have something to do with medicine and any other drugs that are administered to human beings, therefore meaning that extra caution has to be taken in their selection. To ensure that this is the case, the very first step that the company will take is to inform those that will be bringing their products to the conference to do so in good time, at least two weeks afore the main event. This will give enough time in making sure that they are accessed and the right ones selected way before the conference begins. The second step that the company intends to take is to ask each of these companies to bring with them documentation that will help in stating that they are legitimate and they are allowed to distribute them to the public. These will include documentation from various governments or legal entities of various countries showing that they have passed that .standards set by their individual nations for distributions. Apart from this, they will also be required to show documentation that allows for them to be distributed outside of their respective countries. During the event, extra caution will be taken to make sure that only those that will have passed the test will bong their products in. as such; they will be given individual letters that will be inviting them to the conference. They will be expected to display these letters at the gate on the day that they will be showing up for the conference, a checklist will be provided also to help in making sure that only those that are in the list making it in. this step is especially important owing to the fact that there may be several other people that will be at the hotel for varied reasons other than the conference. Once they have been able to prove their legitimacy, they will each be handed badges and labels in case they have products that will be portable. Part e Sustainability of the event is a matter that has already been handled mostly by the fact that a five star hotel has been selected as the preferred venue. This means that the hotel will be in charge of making sure that all the food available is enough to serve all the guests at the event. This is not a task that will be difficult for the hotel to fulfill seeing as it has been in the industry for over seven years. However, in order to make sure that the guests are all treated in the proper manner that they want and expect, they will be asked to provide their preferred lists of foods. This is because most people will be coming from various parts of the world and as such may not be used to the food that will be served at the hotel. Therefore they will be provided with a list of what is available and those that feel they have not been catered for well enough will be given enough time to forward their concerns. There are a few persons that may have to part with a little more money especially if their diet is made up of foods that are hard to come by that may require the hotel to go an extra mile in getting them. Guests will also have to pay extra for any extra services that they will require while the event will be on. These will include additional soft drinks, additional snacks, taxi rides to their parts of the town and alcoholic beverages for those that will want to indulge after the day’s work. The company will be able to provide enough generators that will provide electricity in the event that there is an outage or the hotel is not able to provide enough for one reason or another. Read More