Cape Town As A Conference Destination

Contents Page

Page 2

• Introduction

• Objectives of event Stakeholders

• Delegates

• Organisers

• Clients

• Conference Centre

Page 3

• Letter to Mel Chowdry, Client.

Page 4 - Page 6

• Convention Site Selection Factors

• Accommodation

• Site Environment

• Meeting facilities

• Accessibility

• Extra Conference facilities

• Other Criteria

Page 7

• Arrangements

• Lodging

• Food and Beverage

• Entertainment programme

• Partner and Delegate programme

Page 8

• Conclusion

Page 9

• References

Page 10-

• Appendices

• Appendix 1.1; Planning and Communication Timeline

• Appendix 1.2; Full Budget Spreadsheet

• Appendix 1.3; Partner Programme

• Appendix 1.4; Programme Cape Town

Introduction

Within this document a proposal has been created for a conference for 200 environmental scientists from government departments and universities from all around the world. The Conference will last 4 days and 3 nights. The theme for this conference is "investing in the quality of the urban environment". This conference is intended to have a strong environmental theme.

The conference has been sponsored by an International software company to the amount of Ð'Ј30,000. The client is Mel Chowdry whom is the Marketing Director of Virtual life computer group has invited all the 200 of the environmental scientists who will attend, 20 of which will be asked to guest speak to the other delegates.

A planning and communication time line has been created to ensure a smooth running of the conference, this can be found in appendix 1.1. A full budget spreadsheet has also be created to give clear illustration of the income and expenditure, this can be found in appendix 1.2.

Objectives of the event for the stakeholders

Delegates:

1. Gather information to broaden skills by visiting the Cape Gateway

2. Increase knowledge within career by attending all workshops and talks.

3. Networking.

4. Book flights in order to be in the host country in time for the introductory session.

5. See as much as Cape Town and South Africa as possible, it could be the first and only time they visit.

Organiser:

1. Ensure delegates have correct information about where and when the conference is to take place, in time for them to organise travel arrangements.

2. Use budget wisely for transport, accommodation, food and beverages, entertainment and the programme for partners.

3. Evaluate after the conference to ensure it was worthwhile.

4. Make sure all delegates are able to attend all parts of the conference.

5. Beware of time frame from when delegates arrive from different parts of the world.

Client

1. Ensure that the delegates will be learning new skills and information - making their experience worthwhile.

2. Ensuring that the organiser is sticking as close to the budget as possible, reducing the possibility of a loss.

3. All the required people are invited so that successful networking can take place.

Conference Centre:

1. Make a profit from all delegates that attend

2. Insure that service is excellent and delegates enjoy their time there.

3. Create a survey that tells at least 95% of delegates should be satisfied with services, ensuring their return.

4. Through word of mouth, make conference centre known worldwide.

181 Sharrowvale Road

Sheffield

S11 8ZB

1st November 2007

Dear Mel Chowdry,

Thank you once again for giving Happening Now Events the opportunity to forward a proposal for your 'Investing in the Quality of the Urban Environment' conference, taking place 15th June - 18th June.

Attached is our suggested programme, itemised per day. We have put forward Cape Town as the host city and in this package you will find our justification for the location, accommodation and meeting facilities.

We trust that you shall find this proposal both interesting and informative.

Should you have any queries, or require additional information, please do not hesitate to contact me.

Kind Regards,

Happening Now Events team

Convention