Topic category: Business
Scenario
The Sales and Marketing Department of Sea Sensations Pty Ltd is hosting a conference on “Hot Designs for a Hot Summer” to
enable participants (mainly retail distributors in Victoria) to become better informed about the new fabrics and fashions
being offered in the upcoming summer season. Several potential New South Wales distributors have also been invited.
The Sales and Marketing Manager, Simon Chung is the Project Manager for this conference and, as the Administrative Assistant
for that department, Leonie Fredricks is the Assistant Project Manager.
The conference will take place on 11 and 12 September 200X and the venue will be the Point Edward Conference Centre, 7 Sea
Parade, Point Edward, Vic, 3198. There will be a formal break for morning tea (11.00 am on both days) but afternoon tea will
be on a self-serve basis. Lunch will be buffet style for both days (1.00 pm on Day 1 and 12.15 pm on Day 2).
As many participants may be travelling from the country and interstate, accommodation will also need to be considered. A
local four star hotel, “The Endeavour” (100 – 112 Sunshine Way, Point Edward) has been provisionally booked for those
requiring overnight accommodation.
Guest speakers have been tentatively booked. The keynote speaker is Giancarlo Luciardo, an Italian born and trained fashion
designer living in Sydney. He will speak on “Fashion, Beach and Fun”. Mr Luciardo’s fee for the presentation and to assist
with the workshops is $2,000. He will pay his own expenses and will arrange his own flight from Sydney, and will also arrange
his own accommodation. Mr Luciardo will require an overhead projector and video for his presentation.
Leanne Wise, Production Manager, will give a presentation on both days on new designs and techniques being used and will
assist Giancarlo. She will not be charging a fee for this.
Belinda Fox from Surf News Magazine will give a presentation on what the surfing generation are looking for in fashion.
Her fee is $500.00. As she is a local, her travelling costs are minimal and accommodation is
not necessary.
Matt O’Leary, the Managing Director, will give the welcoming and closing address.
From preliminary estimates, about 100 participants will attend the conference.
1 Give six factors you would need to consider when selecting a venue. (1 page)
2 From the figures listed below, estimate:
A the total cost of the conference ?
B the fee that each participant will be charged to attend the conference if he or she does not require accommodation (based
on 100 people attending)
C The fee that each participant will be charged to attend the conference if he or she does require single room accommodation
for:
one , two, three nights (based on 100 people attending) – (AB&C) spread accross 1 page please
Hire of venue for duration of conference $1,200.00 (this figure includes equipment hire)
Catering – total cost $5,000.00 (based on 100 people attending)
Accommodation at “The Endeavour” $105.00 (single per night)
Speakers Keynote Speaker – Giancarlo Luciardo $2,000.00
Belinda Fox $500.00
Photocopying and Printing $2,000.00
Stationery $1,000.00
Miscellaneous costs, that is, flowers for guest speakers and helpers, telephone, postage, etc $1,300.00 –
3/ Design and prepare a program to be distributed to all interested parties. The program should include all relevant
information including the proposed costs to participants. Below is a copy of the program (3 pages)
Use this and the information already given to help you prepare this year’s program
Sizzling Summer Season
Venue: Peninsula Conference Centre
15 Peninsula Road
Bayside Vic 3199
Date: 21 – 22 October 20XX
Cost: $95.00 for attendance on both days
Accommodation: The Peninsula Inn
5 Peninsula Road
Bayside Vic 3199
($100.00 per night)
DAY 1
9.00 Registration
9.30 Opening and welcome by Matt O’Leary, Managing Director, Sea Sensations
10.00 Keynote Speaker Giancarlo Luciardo (GL) on Fashion, Beach and Fun”.
11.00 Morning tea
11.30 Presentation – Leanne Wise, (L W), Production Manager, Sea Sensations, on “New Designs and Techniques”
12.00 Group Discussions – LW
1.00 Lunch
2.00 Workshop – New Ways for New Designs – G L & L W
Day 2
9.00 Opening of second day and over view of previous day – and welcome by Matt O’Leary, Managing Director, Sea Sensations
9.15 Presentation by Belinda Fox from Surf News Magazine on “What they want”
11.00 Morning tea
11.30 Presentation by LW , Production Manager, Sea Sensations on “What we can offer”
12.15 Lunch
1.30 Workshop ”Lets get fashion on the beach – LW , Production Manager, Sea Sensations and GL
4.00 Closing by Matt O’Leary, Managing Director, Sea Sensations
Prepare tear off slip asking participants to if accommodation is required and the number of nights accommodation is required.
(1 page)
4/ Write a letter to the keynote speaker confirming details of his presentation and his assistance at two workshops.
His address is 25 Hillgreen Grove, Sydney, NSW, 2978. (1 page)
5 What four strategies (methods) could you use to promote this conference? (1 page)
6 Devise a registration procedure. Upon registration, participants will receive a name tag and folder containing relevant
papers and stationery. (1 page)
7To ensure the smooth running of the conference, identify three potential problems and suggest contingency arrangements to
rectify each of these problems