Queen Margaret University                Events and Conference Management

  1. Introduction
  1.  Proposal Objective

This is an annual 4 days event of PepsiCo in order to meet their broad international membership needs and stronger international networking. The event will be held during 21-24 June 2008 and the number of delegates attending will be approximately 220-250 with about 30% of the delegates will be accompanied by their partners.

  1.  About Singapore

Singapore is a multicultural society with general English speaking. It has one of the world’s busiest container ports and becomes one of the important financial centers of Asia with 130 banks. The conference industry has built multimillion dollars to the tourism industry, it has been estimated that in the developed world every 1,000 delegates that is attracted to an area will result in $500,000 - $900,000 to the local economy (Kotler, 2002). With its strategic location, full range of facilities, easy access to everywhere, multinational cultures and tourist attractions has made Singapore successful as the leading destination for both business and leisure in the world.

  1.  About Sunrise Event Company
  1.  Company Background

Sunrise Event Company was found in Dec 1986 by Ms. Winnie. With more than 20 years successful experience in organizing association conferences, trade shows, executive team meetings and ancillary meetings & events for Luxury Company around the world. Our Company has totally about 50 staffs working together to make your event more successful and memorable. (See Appendix 10.1 for Organization Structure details)

  1.  Mission statement

Our company mission is providing our guests complete memorable experiences that exceeds their expectation with excellent services and superior products with “attitude”.

  1.  Testimonials

There is some testimonials letter from our clients such as Alberta Research Council, Viking Venture Norway for previous events with Sunrise Company. They have very happy with our efficient, professional and reliable services and have a good attention to them in details. (See appendix 10.2 for more details)

  1.  Event Partner Summary

There are some partners that coordinate very well with Sunrise in making a memorable and contented event for your organization.

  • Swiss Hotel is an international brand hotel with excellent services, sufficient facilities and impression award winning Raffles City Conference team. We have work with them for long time for many events are hold in this hotel.
  • My Singtours Coach Transport service guarantee on-time pick up and drop off within Singapore with it seat back, relax and enjoy whole journeys.
  • Restaurants: good service with nice foods and details selection creating deep impression and ever lasting.

(See appendix 10.3 for more details)

  1. Event Design
  1.  Theme of the Event

As the event will be hold during June 2008, we choose “summer on the Beach in Singapore” for our main theme event as well as the welcome dinner on the 21st June. When the word “summer” is mentioned, they are sure to think of the sun and fun on the beach. For this season, having a whole day activities on the beach with BBQ seafood, cold Pepsi drinks and some water games are very fantastic. The use of theme provides the glue that holds the event experience together, you are definitely enjoying and satisfying with our services and arrangements during 4 days stay in Singapore with truly experiences and ever lasting memories (Monroe, 2006).

The others two more themes are “Sea Songs” for the farewell dinner on the 24th June and “Great Singapore Sales” for the Spouse Day Programs when their partners are having meeting.

  1.  Printed Material

There is some printed material need to be done for this event.

  • Name tags for all delegates and partners help our staffs easy to address them.
  • Invitation cards and event posters are done for publicizing purpose.
  • Thank you letters for client, partners to thanks them for helping us in making a sustainable memories and lasting impression event. (See appendix 10.4 for more details)

  1. Event Communication
  1.  Contact List

There is all the contact number of our company management level. And they are required to be contactable 24 hours for emergency.

  1.  Event Evaluation

During the event, we and our staffs will have some ideas or suggestions in order to help the next event more successful, smoothly and easily void unpredictable situation. (Evaluation form see appendix 10.5)

  1.  Client Feedback

As the event company, we appreciate that our customers are willing to give feedback to us. Your feedbacks help us to improve our services and standards for making it better and lasting experiences for your next event with us. (Feedback form see appendix 10.6)

  1. Event Planning in Details
  1.  Greeting the Guest

All delegates are being greeted with a solemn welcome to PepsiCo event at the hotel with flowery and red carpet from the hotel main door to the reception desk to create the first impression about us and make them feel that they are going to have a good and memorable event. Here the delegates will be registered with door gifts and issued the name tags, conference program, timetable, maps, city information and activities program. This also helps delegates address themselves with our Sunrise staffs and the staffs contact lists will also be given for any needed enquiries. Our staffs are definitely contactable 24 hours during PepsiCo 4 day’s conference.

  1.  Conference Venue
  1.  Layout

The proper conference will be started on 22nd June 2008 with the formal structure is key note speakers. The conference room will be set up as theatre styles for 250 delegates.  

   Picture 1: Theatre Styles                                         Picture 2: Theatre floor layout

There will be around 10 breaks out rooms (each room is approximate about 25 delegates) for group panel discussion and the meeting rooms will be set up as the square tables with 12 delegates each side and one at the back, in front is placed the based touch screen for doing brief presentation, all meeting rooms are connected via a closed circuit TV systems and a state of the art executive conference center.

                

                            Picture 3: Meeting room                Picture 4: Meeting room layout

Full facilities and equipments will be provided during conference period. (See appendix 10.7 for details).

  1.  Design and Décor

According to the event theme “summer on the beach in Singapore”, we will décor the conference room based on the main theme which is made you have a true feeling about the wonderful summer on the beach because event design and décor is the heart and soul of making truly wonderful event (Yeoman, 2004). We use blue sky silk to create wave at the back stage, table and chair cloths, glasses and water bottles will be designed in shell shape. Flower vases will be in bright color such as sun flowers, daisy, orchid, etc.

  1.  Keynote Speakers

There are two professional keynote speakers that we are invited to have a speech at PepsiCo conference and the other two from PepsiCo. Both are professional, knowledgeable and persuasive enough and they have their own formula in giving speech.

The first speakers is Mr. Keith Ferrazzi from California with his slogan “never eat alone and other secrets to success”.

The second speaker is Ms. Margaret Heffernan from Florida with her slogan “expert on how work changes your life”. (For more information see appendix 10.8)

Source:  < assessed by 7th Dec 2007>

 < assessed by 10th Dec 2007>

  1.  Conference Topic

The perception of the local customers about fast foods (fried chicken, burgers) and soft drinks in their countries.

  1.  Conference Program

  • 22nd June 2008

  • 23rd June 2008

Join now!

  1.  Spouse Program

While all delegates are having meeting, we also plan two days program for their spouses according to “Great Singapore Sales” theme. We try to make it’s definitely fun and memorable tours around Singapore with cultural authentic attractions follow by unique tasty foods because the accompanying person is influences the principles delegates to return  to next year event (Goldblatt, 2005).(See appendix 10.9 for more details)

  1.  Entertainment
  • 21st June 2008: Welcome Dinner

At the beginning of the party, we invited Frey Adam, a famous classic hit artist, Frey has played with ensembles around the world, including ...

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