• Subject Name : Management

Event Planning Research

Table of Contents


Description of Methodology




Introduction to Festival and Event Management

In the following report we will be discussing and analysing the rationale behind choosing three particular locations for business events. From accessibility to costs, there are various factors that influence the decisions of the event organiser. Based on the requirements and specification of the event, venues are selected. Other factors that are just as important are the technical capabilities of a hall or a venue, the parking space, catering and travel requirements. For an even to be successful the special design of the arena has to be in alignment with operational needs of the event. Not to forget the capacity of the venue should be in perfect harmony with the number of guests attending for the event to be ideal. For each varying guest list size, a proper venue that the essence of efficient conference organisation is attention to these little details that help in making an event a grand success (Rogers, T. and Davidson, R., 2015). Even though there is not much literature available on this topic that explores the architecture, operations and spatial functionality between the rationale of choosing venues- the onset of social media campaign has made this activity and extremely lucrative business. Let us explore why we chose the venues for the three different types of business conference events.

Description of Methodology

The method for choosing a venue for this is completely reliant on the spatial and operational needs of the event. Using the survey method, various venues and halls were shortlisted as per their suitability, seating arrangements and location. The area’s local Convention & Visitor’s Bureau were also contacted to inquire about venues that best suited the conference event organisers needs. The accessibility of a location is of extreme importance when it comes narrowing down on choices. Similarly understanding the transportation and parking needs of an area can go a long way in choosing the ideal location for a business conference. It is a very serious event where maximum time will be devoted to the discussion of various activities of economic and social importance. The venue chosen has to be the perfect set up for this that doesn’t inconvenience the conference attendees in anyway (Jago, L et al 2000). From demo area to a stage for the keynote speaker, an extensive research and look through of the entire list of venues can help one choose the ideal venues. For these three meetings we have chosen the following venues after considering all the aforementioned factors.


The destination selected is Perth in Australia. Perth central business district is one of the most beautiful metropolitan areas with years of successful business and economic growth. Choosing Perth as destination for lucrative exciting and innovative conferences is a wonderful idea as it will allow ease of transport, accessibility and quality services for all the delegates, exhibitors and organisers.

Scenario 1

A small conference with workshops and forums – 100-200 delegates, 10 exhibitors, conducted over 2 days.

The venue chosen for this event is Rendezvous Hotel Perth Scarborough. The seating capacity of the venue is up to 680 guests making it the largest beachside conference venue in Australia. The venue is perfectly designed for various boardroom meetings and exhibition events. With a contemporary restaurant that is open for 24 hours, the venue has 25th floor club lounge and over 150 staff members to ensure the smooth operations. The staff is also trained in safety measures for risk management. This is to ensure that no persons put themselves as risks, and works under controlled measures, safe working conditions and are not prone to any injury during the event.

It is 30 minutes away from the airport and 15 minutes away from the Perth CBD making it an extremely easily accessible venue for delegates and exhibit organisers from all over. The catering is inhouse and they have complete permit and full licensing to conduct events. Among technical facilities for exhibitions and meeting they have a designated stage area for key note speaker which is fully equipped by the in-house audio-visual company.

They have an active Facebook and Instagram page where the photos and reviews of their previous events can be seen. The hotel enjoys a busy season and the conferences are their biggest contributors for revenue.

Scenario 2

A medium sized conference conducted over 3 days with 6-8 session each day and social networking activities, 600-1500 delegates and 50 exhibitors.

The venue selected for this event is the opulent Optus Stadium that is located 5kms away from the Perth city. It is one of the most revered and celebrated event spaces in the country and is open 7 days a week. Their Instagram and Facebook pages are constantly poured with raging good reviews of their events. They market themselves as a luxury meets efficiency event space and their quality services vouch for the same.

They provide in house catering and the venue has over 18 event areas that can be used for all the session across the time period of 3 days. The venue is extremely famous for its in-house catering and food prepared by world famous chefs. They have free parking specific to the event guests and private bar too. They are fully licensed and have the permits required to conduct the vent. The seating plan will be more than adequate for the three-day event and the various areas of the venue will be perfect for the exhibitions. They have undertaken water quality risk assessment plans for the drinking water outlets along with adequate training for their entire staff to tackle any risk that may arise during the course of these events.

The venue has state of art technology with one of the best audio-visual facilities in the country. Their lighting and photography team is very well renowned and they have employed over 2000 people to run their operations smoothly.

Scenario 3

A major international 5-day conference with plenary and concurrent sessions and social networking activities each day, closing gala dinner and award ceremonies:3500-5000 delegates, 400 exhibitors

The venue chosen for this scenario is the Claremont Showground. It hosts the most famous and iconic event of the Perth Royal Show every year and a million of people visit it through all the season. Claremont Showground is 4000 sq kms in size and has numerous event areas. The seating capacity is up to 5000 people. They have a dedicated face book and Instagram page that notifies all their followers of upcoming events and has e ticketing available too.

The venue is perfect for the 5-day conference as it will extremely accessible for all the delegates attending the conference from all over the world. The venue has its own railway station. The management has various risk assessment and safety protocols in place that ensure the safety of all the attendees of an event. The staff is adequately trained in safety measures for risk management and subject to seriousness and accountability. This is to ensure that no persons put themselves as risks, and works under controlled measures, safe working conditions and are not prone to any injury.

They have all the necessary permits and licenses to conduct the events and they also provide free parking. Considering the nature of all the events conducted there, they have state of the art technology that helps them conduct the most efficient and smooth operations. They have dedicated conference rooms areas and special stages for key note speakers with enough seating for the 5 day conference.

Conclusion on Festival and Event Management

The key factors in making an evet successful are not just concerned with the aesthetic and noticeable factors of a venue but its operational functionality and spatial advantages. From risk assessments to sustainable nature of operations will ensure that an unforgettable even takes place without causing any concern. The nature of festival and event management will thus incorporate significant, holistic factors that will take into account the planning, management and delivery of a successful corporate style event (Lawrence, M. and McCabe, V., 2001)

References for Festival and Event Management

Jago, L., Veal, A.J., Allen, J. and Harris, R., 2000. Events beyond 2000: setting the agenda: proceedings of conference on event evaluation, research and education, Sydney, July 2000. Australian Centre for Event Management.

Lawrence, M. and McCabe, V., 2001. Managing conferences in regional areas: a practical evaluation in conference management. International Journal of Contemporary Hospitality Management.

McDonald, D. and McDonald, T., 2000. Festival and event management: An experiential approach to curriculum design. Event Management6(1), pp.5-13.

Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences, conventions and business events. Routledge.

Shone, A. and Parry, B., 2004. Successful event management: a practical handbook. Cengage Learning EMEA.

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