Organizing of Event

Introduction

We organize a conference to introduce the new booking system for the information technology manager or a worker who is the members of tourism association and working in the Hospitality and Tourism Industries in Hong Kong and China. It is a two day conference which include of information session and seminars as well as practical workshop for 60 delegates to gain hand-on experience to use of the system. In this report, we will briefly to describe the conference outline and the characteristics of the buyer and delegates. Interpretation of the suppliers and the intermediaries when necessary and point out the factors for venue selection. We will summarize all the point in the conclusion.

Main Body

The Buyer Characteristics

The buyer is the Tourism Association which organizes the conference for the members learning to operate of the new booking system and make reservation in the Hospitality and Tourism Company. Base on them is a non-profit organization, cost is the important factors for choose the venue and facilities. Actually, the income must cover of their expenditure when conduct of the conference. The lead-time and decision marking process is longer than conduct of corporate events.

On the other hand, Spring and Autumn is the best time to hold of the event, and the association would provide wide range accommodation services to decrease of the participants finance budgets.

The Delegates characteristics

We estimate about 60 delegates will participate in this conference; they are the information technology manager or workers who come from different businesses in the Hospitality and Tourism industries in Hong Kong and China. The delegates must pay the registration and participation fee when join of the event, its must be cover with the operation cost. Actually, the association must decrease the operation cost as low as possible to attract of more attendees participate in this events. We will provide budget accommodation service for the China participants (the hostel or 3 star hotels).

The Suppliers

The supplier is the services providers which cover of different aspect in the conference industry. It including of the venues providers – hotel, purpose-built venue etc, the visual and audio effect contractors, information technology supporting company, transportation company – coach and shuttle bus services, catering and accommodation services providers as well as local travel agency.

A success conference is rely on the suppliers cooperate with each other.