Kobus Swart

PAT

Phase 1

Table of Contents
Task definition .............................................................................................................................................. 2 Flights and accommodation ...................................................................................................................... 2 Security ..................................................................................................................................................... 2 Sponsors .................................................................................................................................................... 2 Kiosk presentations ................................................................................................................................... 2 Webcasts ................................................................................................................................................... 3 Attendance Registers and Finances .......................................................................................................... 3 Main Question .............................................................................................................................................. 3 Questions to help answer the main question ............................................................................................. 4 Factual questions ...................................................................................................................................... 4 Investigative Questions ............................................................................................................................. 4 Change Questions ..................................................................................................................................... 5 Comparison Questions .............................................................................................................................. 5 Methods used to gather information .......................................................................................................... 6 Relevant sources .......................................................................................................................................... 6 Keywords for searching ................................................................................................................................ 7 Criteria on how the information will be accessed ...................................................................................... 8

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Kobus Swart

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Phase 1

Task definition
Careful planning is needed when organizing a National Conference. It is crucial to set realistic goals that pay close attention to detail. (It means not allowing anything to slip by unnoticed, even the minutest detail is given full attention.) Research will be carried out to ensure the following:

Flights and accommodation

All airlines that fly to South Africa will be researched to find a suitable yet reliable airline that can accommodate the needs of the attendees. Accommodation is difficult as there are a limited number of hotels with available rooms in a given area. Accommodation should be within walking distance from the venue otherwise transport should be arranged. Group bookings shall be discussed.

Security
Security is one of the major focal points at a National Conference as there are international speakers that will be raising controversial topics. Security check points will be based at all the entrances to the venue, to ensure that there are no unwanted guests disturbing the proceedings and that attendees can report lost or stolen property. Various security companies will be researched so that the best company is ensuring the health and safety of the guests. Cameras will be mounted in and outside of the venue, to have evidence of suspicious acts.

Sponsors
A professional document outlining the advantages that the organization will have shall be presented. The monetary worth of a sponsorship reduces the overhead costs immensely.

Kiosk presentations

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A Kiosk Presentation is a presentation without a presenter. The presentation is communicated solely through written word, images and music. A booking roster will be drawn up for organizations who would like to rent space for their Kiosk. Electrical points needed by each Kiosk will be supplied for, by use of conventional plug points and extension cords that are covered and marked so that the guests are aware that there is a risk of tripping.

Webcasts
Webcasting software and hardware will be researched. Webcasts of the presentation will be sent out on a paid service so that the National Conference can also make money through another medium.

Attendance Registers and Finances

An attendance register will be kept, for future use. Companies may ask for the attendance register at any time to ensure that their employees are really attending the Conference. The register will be used by the PR Company for future Conferences. The register will contain all the contact details of the attendee.

A budget is drawn up to include all the necessary costs. A balance sheet and an income statement will be used to allocate all the incomes and expenses, and then transferred to the trial balance where the final cost will be determined.

Main Question
Would it be difficult to plan a National Conference presenting new technologies and their uses in Society, Education, and Medicine, and ensure that it is a successful event?

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Phase 1

Questions to help answer the main question

Factual questions
1. Where will the Conference be taking place? http://www.saconvention.co.za/ http://www3.hilton.com/en/hotels/south-africa/hilton-sandton-JNBSATW/index.html Brochure 2. How long in advance should the venue be booked? Brochure http://www.saconvention.co.za/ According to research, a booking must be made 6 months before hand 3. How many guests can fit in to the venue? http://www.saconvention.co.za/Contact_EnquiryForm.asp http://www3.hilton.com/en/hotels/south-africa/hilton-sandton-JNBSATW/event/index.html 4. Where will the exhibits be taking place, will there be individual allocated areas? http://www.saconvention.co.za/ http://www3.hilton.com/en/hotels/south-africa/hilton-sandton-JNBSATW/index.html 5. How many days will be needed to cover all the topics of the conference? A consultant will be brought in to determine the days needed. http://www.saconvention.co.za/ http://www3.hilton.com/en/hotels/south-africa/hilton-sandton-JNBSATW/index.html

Investigative Questions
6. Will there be enough security guards at the venue? www.stallion.co.za/ www.adt.co.za/ Page 4

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7. Will one venue be suitable to handle all the guests? http://www.saconvention.co.za/Contact_EnquiryForm.asp

8. Why are the guest speakers chosen to speak at the conference? It is because they have in-depth knowledge in the technological field. 9. Are there airlines available to transport guests to the country where the Conference is being held? http://www.skyscanner.net/flights-to/za/airlines-that-fly-to-south-africa.html 10. Why would a sponsor be willing to sponsor the National Conference? They gain Media Exposure, Brand Awareness and Recognition.

Change Questions
11. What if there is a power failure, what will be done to ensure that the conference will continue to proceed? A UPS and generator system is in place. http://www.saconvention.co.za 12. What if the guest speaker becomes ill and cannot attend the conference? Transcripts of the guest speakers are all stored on a hard drive so that it can be easily accessed. 13. What if the delegates dont have Internet access to receive E-mails? Telephonic call will be made to the guests. Wi-Fi hotspots are in place at the venue. 14. What if the conference goes over budget? A loan will have to be made or get another sponsor. 15. What if a delegate stole an item at the proceedings? The delegate will be reported to the authorities.

Comparison Questions
16. Would it be better if the conference scales down on the budget rather than having to make a loan at the bank to cover all the costs? Page 5

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It would be better to cut costs than having to pay interest on the loan amount. 17. What would be the best way to introduce the Conference? A delightful breakfast with coffee and tea. Brochure.

18. Would it be better to have delegates send their dietary requirements via E-mail and fax rather than filling in a reply slip that will be given at the event?? Faxing and E-mailing the reply allows the events coordinator to make the necessary arrangements for certain people.

Methods used to gather information

Bulk SMS messages will be sent with information regarding the conference. The internet will be used to : 1. Send and receive E-mails 2. Research 3. Check available flights 4. Organize transport Teleconferences will be held to get peoples opinion about the topic. Questionnaires Interviews

Relevant sources
Internet sites http://www.saconvention.co.za/Contact_EnquiryForm.asp http://www3.hilton.com/en/hotels/south-africa/hilton-sandton-JNBSATW/event/index.html http://www.skyscanner.net http://www.bushire.co.za/ htt stallion co a http://www.adt.co.za/

Brochures Sandton Convention Center Hilton Hotel Page 6

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Emails A. Conducting questionnaires. B. Conversing with delegates.

Keywords for searching

Sandton Convention Center Hilton Hotel Sky scanner Transportation Technology Research guest speakers Engadget Technobuffalo Rates Routes Gautrain Gautrain bus Air Travel Flight schedules Flight Information Rates Accommodation Transport Conference facilities Conference facilities Rates

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Criteria on how the information will be accessed

o o Research to compare prices E-mail invitation with reply requesting information on Dietary requirements Accommodation Bookings are made after all the information is received Written communication A Database will contain Attendees Travel Dietary requirements Requirements by the exhibitors Tables Accessibility Electrical points Opinions are considered as it is a direct indication of how the service is

o o o

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