Proposal - Organisation Of A Conference For The European Dental Association

MICE MARKETS EV301

CW1 - Individual Report Briefing

ORGANISATION OF A CONFERENCE FOR THE EUROPEAN DENTAL ASSOCIATION

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Prepare for Mr. Andrew J. Belton

Prepare by , 3BB

Date 15 November 2007

Table of Content

Introduction 3 Why London? 3 Venue 4

European Dental Association Conference April 2008 4 Information of the rooms 5

VIP Treatment 7 Accommodations 8

Sanctuary House Hotel 9 Jolly Hotel St Ermins 9 Marriott London County Hall 10 Working lunch 11 Gala Dinner 11

Partners Activities 12

Choice 1 - The Culture Tour 12 Choice 2 - The Sightseeing Tour 13

Transportation 14

Access to UK 14 Access to Central London from the airport 15 Transportation within London 15

Conclusion 16 Appendix 17 References 18 Introduction

The aim of this document is to mainly propose where, when and how to held the 1st conference for the European Dental Association. We suggested holding the conference in London, a global city which is also a world leader of finance and culture. London is an international city located in the Great Britain. There are altogether 5 international airports in London, The Heathrow airport, which access to all major cities in the World, takes only 30 minutes to get to London city centre from the Heathrow Airport by tube. This proposal will highlight how the Queen Elizabeth II Conference Centre (QEIICC) fits all the criteria you required. In the meantime, we will outline other information, including the accommodation, the gala dinner, VIP treatment and the partners' activities.

Why London?

London is the capital city of United Kingdom. It was known that London is the home of musical, finance, art, education, football, fashion and nightlife etc. Tourists, coming from all over the world, to experience its culture. Piccadilly Circus, Harrods, Big Ben and the Beatles are the icons of London. London is the 2nd largest financial centre in the World. London is an international city with a diverse population of all races, religions and culture. The population of Great London is 7.5 million, of which 59.8% is White British; others are mainly Asian, other European and black. Great London is a city with a temperate marine climate. The temperature range in the warmest month, July, is from 13.6oC to 22.8oC, and for the coldest month, January, is from 2.4oC to 7.9oC.

Venue

The venue we have chosen to hold the conference is the Queen Elizabeth II Conference Centre. The QEIICC is a purpose-build conference centre which located in the heart of London. The building is located in the Westminster, surrounded by all the historical and world famous architecture, such as the Big Ben and the House of Parliament. The QEIICC is well-equipment with all kinds of meeting rooms for different propose of conference.

European Dental Association Conference April 2008

This conference will be held over a 4 day period: 8th - 11th April 2008. It is expected to have approximately 250 - 300 delegates. Conference hall which is large enough to accommodation all the delegates, and 5 - 6 break out rooms are requested. Suggested Areas: |Room |Features | |The Mountbatten Room (6th floor)|Fixed stage set and can | | |accommodate 300 delegates in | | |theatre style | |The Mountbatten Lounge (5th |Complimentary room hire | |floor) |Lounge refreshments, buffet | | |lunch based | | |Location for the gala dinner | |Robert Burns Room (4th floor) |Free style | | |Concurrent session | |Byron Room (4th floor) |Free style | | |Concurrent session | |Guild Room (3rd floor) |Free Style | | |Concurrent session | |Crown Room (5th floor) |Free style | | |Concurrent session | |Elizabeth Windsor (5th floor) |Free style | | |Concurrent session | |Offices 6/8 and 6/9 speakers |Complimentary room hire | |lounge (6th floor) |Organisers office and organisers| | |lounge |

Information of the rooms

The Mountbatten Room on the 6th floor is the largest room among those we suggested. The room is suitable for different types of layout. That is the reason why we choose the Mountbatten room as the conference hall. The room can accommodate up to 300 people in a theatre style. There are all necessary kinds of audio visual equipment and projectors The Mountbatten Lounge on the 5th floor is an area design for dinning function. It can accommodate 350 people for a Fork Buffet, 280 for a Silver Service dinner or 400 people for a Reception. We are planning to have the gala dinner in the Mountbatten Lounge. The Robert Burns Room, Byron Room on the 4th floor and the Crown Room on the 5th floor are going to be three of the break out rooms out of 5. All three of the rooms are of a free style setting which can accommodate 40 theatre styles, 30 classroom styles and 20 cabaret style. Projects will be provided for these rooms. The Guild Room on the 3rd floor is assigned as one of the break out rooms. It can accommodate 50 theatre style, 30 classroom style and 20 cabaret style. Lastly, for the Elizabeth Windsor on the 5th floor, it offers a capacity of 180 people in Theatre as well as 80 people in Classroom and 77 people in Cabaret Layouts. Audio visual facilities and projectors are available for both rooms. A complimentary of offices 6/8 and 6/9 speakers lounge on the 6th floor are provided by the venue. These areas are assigned for speakers or VIP as a room for them to have a rest or get prepared. They are also the rooms for the organizers. Equipment The IT department of Queen Elizabeth II Conference Centre emphasis so much on improving its technology facilities. They update their equipment on a regular base. There are always 2 technicians on site during operation hours. They provide services, such as dealing with all technical problems. Furthermore, there is an AV project management team which is experienced to help in all types of events. They help giving recommendations on specific technology equipment and other technical ideas. Basic facilities, such as projectors, will be provided in break-out rooms. Here are the facilities and equipment available in the conference hall.

. Wireless LAN connection access throughout the whole building . Sound system including 2 fixed lectern, 2 fixed top table and 2 x hand-