unit 17 events, conferences and exhibitions -...

BTEC National Level 3 Travel and Tourism 2010 Unit 17: Events, Conferences and Exhibitions

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Unit 17 Assignment – Events, Conferences and Exhibitions

Introduction

This assignment is made up of 3 tasks which, when successfully completed, are designed to give you sufficient evidence to meet the Pass (P), Merit (M) and Distinction (D) grading criteria for the unit. If you have carried out the activities and read the case studies throughout this unit in the accompanying textbook, you will already have done a lot of work towards completing the tasks for this assignment.

Scenario

You are working on placement for your local careers company and have been asked by your line manager Sam Gower to help with the following projects that he is working on at the moment:

1. A careers booklet on the event, conference and exhibitions industry; 2. Possible venues for future events; 3. A proposal for a careers exhibition.

Sam would like you to complete the following three tasks.

Task 1

Produce a section of a careers booklet on the event, conference and exhibitions industry in which you must:

a. Describe the event, conference and exhibitions environment in the UK (P1). A broad, basic description will suffice, but you must make sure that the following areas are covered – types of event, types of conference, types of exhibition, specialist organisations and customers, supported by relevant examples. In describing events, conferences and exhibitions, you should consider organisations and types of customers that use these services.

b. Explain the intrinsic links between the event, conference and exhibitions environment and the UK travel and tourism sector (P2). You should also identify at least three current trends affecting the event, conference and exhibitions environment and briefly describe them.

c. Explain how trends affect the event, conference and exhibitions environment (M1). You must demonstrate analysis when explaining how trends have impacted. For example, you could explain the impacts of web-conferences, seminars and e-meetings on the need for conferences, seminars and face-to-face meetings or the impact of the need for tighter security at large exhibitions. You do not need to focus on specific venues, but should refer to examples where they are appropriate.

d. Assess the growth potential of the event, conference and exhibitions environment (D1). This could be growth in terms of revenue or in terms of new and diverse

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markets. An example of an appropriate level of response could be an identification of the potential for growth in small, budget conference venues. You could base this on the growing number of people working at home, and the number of UK companies that are basing their business ‘off-shore’. These two factors may have led to a decrease in large meeting rooms being available in-house, and many small and medium-sized companies will need to hire external venues on a regular basis. While you may recognise growth potential in some types of events, conferences and exhibitions, you may also recognise potential decline in others, for example where businesses may be moving away from large-scale and potentially expensive conferences to more web-conferences and e-meetings. This may limit the potential for growth.

This task is designed to provide evidence for P1, P2, M1 and D1.

Task 2

Sam needs to gather information on different types of venues that the careers company could use for future events. He would like you to prepare and deliver an illustrated presentation in which you must:

� Explain the appropriateness of different types of venues for events, conferences and exhibitions (P3). You should describe five venues, one of each of the following – purpose-built centres, hotels, academic venues, sporting venues and unusual venues. Where there is some overlap in that some venues are multi-functional, for example where a conference centre is also used to stage events, the primary purpose of the chosen venue should be the main focus of your description. You should name selected venues, describe their location and what they offer the event, conference or exhibition organiser in terms of facilities. Examples of recent events, conferences or exhibitions held at the venues should be indicated.

This task is designed to provide evidence for P3.

Task 3

Staff at the careers company are considering running a careers exhibition for local school and college students next year to highlight the range of career opportunities in the travel and tourism sector in the UK. They expect approximately 150 people to attend and you will need to suggest travel and tourism organisations that may wish to exhibit. The company has set aside a budget of £2,000 to cover all costs of the event. Sam would like you to:

a. Produce a written proposal for the event to meet this brief (P4). The proposal should include all the following aspects – format of event, venue, facilities to be used, date and time, agenda/programme, booking and payment methods, equipment needed, signage, refreshments and catering, additional services needed, health and safety, operational factors, etc. As part of the proposals you must suggest how to promote the exhibition and include details of the planned promotional activities.

b. Prepare costings for the event (P5). This should be achieved by producing costings for all services mentioned in your proposal. This could be supported by costs available on websites, obtained through individual research and using



various organisations’ materials. It should be presented as an information sheet. It should clearly state all the inclusions, whether costs are per company or per person. There must be a simple but clear rationale for the costs included in relation to the budget.

c. Explain in writing how the proposal and costings meet the brief (M2). You should focus on the proposal and explain how it meets the given brief. This involves stating why specific choices have been made such as ‘a venue with a high number of parking spaces was selected because …’ or ‘it was decided to have a buffet lunch because …’ Decisions relating to costs must be fully explained

This task is designed to produce evidence for P4, P5 and M2.

unit 17 events, conferences and exhibitions -...

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