Research Articles Base: Singapore International Book Fair

Professional Meetings and Event Coordination Module

Introduction Event Background Brief             The Singapore International Book Fair celebrates the power of literature to cross boundaries of time, place and culture. The Book Fair’s goal is to encourage the people to read books and to explore the world of literature and language. It aims to create a world that has no borders. The Singapore International Book Fair will be held in the Exhibition Hall of Suntec Singapore International Convention and Exhibition Centre. The Book Fair will welcome publishing houses from different countries to exhibit their products. Through this event, it is expected that the crowd and consumers can peruse and purchase from a large collection of book titles and electronic publications on topics such as culture, literature, science, languages and heritage.   Feasibility Study Rationale             The purpose of the event is to encourage the participants to read and to showcase different books and publications and different media in literature. The event also aims to encourage publishing houses to explore the international markets. The event will be held in the Suntec International Convention and Exhibition Center from June 12, 2008 – June 16, 2008. The event will cater to the following interest groups and stakeholders: o   Local Community o   Publishing Industry o   Publishing Houses o   Authors and Writers o   Readers o   Local and Visiting Guests o   Sponsors o   Media Venue Assessment             There are adequate numbers of entrance and exit doors enough to accommodate the expected number of people that will go to the book fair. The entrance and exit signages are in appropriate positions. The signages are clear and easily read, with adequate lighting. There are also fire prevention devices such as sprinklers, fire extinguishers and smoke detectors. Resources Required SWOT Strengths <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> The event is supported by local publishing houses, bookstores, educational institutions and organizations promoting reading</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Current political climate in relation to reading and education</li> </ul> Weaknesses <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> It can be challenging to manage a large exhibition, which will be participated in by various publishing houses from different parts of the world.</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> The target market is widespread</li> </ul> Opportunities <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> The event can gain extensive exposure form the local media because of the support that it is getting from different institutions</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> The event can be an opportunity for publishing houses and educational institutions to build strong alliances to promote the value of reading</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> The customers can be updated on the latest technology in publishing and the latest book and other reading materials format</li> </ul> Threats <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Exhibitors may be discouraged by high transportation cost</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Poor attendance</li> </ul>   Event Organizational Structure             In order to make the event organized and successful, an organizational structure must be created and functional teams must be established. The organization is headed by the Event Committee which will direct, overlook and appoint teams to handle the different tasks in event coordination. The event committee makes strategic decisions about the events and is responsible for the overall direction of the event, the preparation of preliminary budget, and the oversight of the event coordinator and event subcommittees.             Six (6) Group Managers will be in charge of the 8 departments. The Group Managers informs and controls the duties/tasks. Each department is composed of 5 to 7 members. The departments are: 1. Food and Catering – this department will be responsible for menu planning and providing snacks and beverages on-site. 2. Communication and Logistic – this department will be responsible for transporting the equipments and facilities to the exhibition hall. The communication and logistic department also will arrange the communication network before and during the event. This group will also be responsible for communication tools such as fliers, announcements, travel maps and others. 3. Transportation and Registration – this department will be responsible for coordinating and planning for arrival schedules for participants and exhibitors. This department will also be responsible for arranging a transport system to take the special guests to and from the airport. This group will also be in charge in the registration area. 4. Public and International Relations – this department will arrange domestic and international promotion of the event. This department is also responsible for setting up a media center within the venue and in publishing notices and announcements. Lastly, the public and international relations department will also shoot videos and photos of the event. 5. Site Development and Security – this department will be responsible for planning and supervising the entire venue, including the facilities. This department will also overlook basic utilities such as water, garbage disposal and electricity. The department will also coordinate with the security group of the venue and with a private security company for security and protection of the venue. The site development and security department is also in charge with the medical and emergency services. 6. Finance – this group will prepare the budget for the event and will develop an accounting system. Event Strategic Plan Anticipation             The event coordination team will focus on the marketing and promotion of the event during the anticipation stage. The goal will be to reach a great number of people and to attract exhibitors, vendors, participants and consumers to the event. The team will work on the following: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Advertising/Promotions/Public Relations</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Invitations/Brochures/Registration Materials</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Printing and Postage</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Mailing Lists</li> </ul> Arrival             The event coordination team is aware that majority of the exhibitors and participants will come from other countries. The event coordination team will focus on the travel and transportation of the attendees and guests. In planning the travel and transportation strategy of the event, the coordination team will consider the options the traveler might use: trains, airplanes, boats, buses, and/or private automobiles. The team will also analyze the potential arrival schedules of the attendees. In order to guide the attendees and to make sure that they arrive promptly and safely at the venue the team will make use of the following: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Ground Transportation </li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Guides</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Housing for the guests</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Instructions and Maps</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Interpreters/Translators</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Signs</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Traffic Services</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Travel Arrangements</li> </ul> Atmosphere             The team will ensure that all the facilities, amenities, tools, and materials that will be used for the event are properly arranged and are in good condition. Among the major concerns of the team are: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Décor</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Lighting/Soundscaping</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> AV Equipment</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Special Effects</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Furnishings</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Staging Requirements</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Special Storage Requirements</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Signage Requirements (Sponsor Recognition)</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Telecommunication Needs</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> VIP Areas/Accommodations</li> </ul> Appetite             Since the event is a book fair, food and beverages will be kept in minimum all throughout the event. The team will recruit vendors/establishments to provide/sell refreshments to the guests and participants. The concerns are: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Food Service Scope</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Menu Preferences/Requirements</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Seating – Reserved or Open</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Beverage Service Scope</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Beverage Preferences</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Special Wait staff Attire</li> </ul> Activity             The event will also feature different activities that will excite the guests and customers. These activities will be geared towards the promotion of the exhibitors’ and their products. The event will showcase: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Live Music</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Celebrity Guests</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Speakers</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Interactive Games</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Book Reading and other Activities for Children</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Customer Parade of Well-loved Children Books Characters</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Book Signing by Guests Authors</li> </ul>   Amenities             Amenities will not only include the physical elements of the venue but also the following: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Prizes</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Gifts</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Awards</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Programs</li> </ul>   Risk Assessment and Safety and Security Plan             The possible sources of event risks are the following: <ul style="margin-top: 0in; margin-bottom: 0in" type="circle"> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Selection and Pre-Event Activities – Entrance and Exists, Physical Conditions of Facility, Lighting</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Pre-Event – Set-up Hazards</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Transportation and Parking – Access and Traffic Control, Parking</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> Partners and Exhibitors – Written Agreements, Claims and Liabilities, Insurance Requirements</li> </ul>     References Silvers, J. R. (2004). Prefessional Event Coordination. Hobonoken, New Jersey: John Wiley and Sons.     Credit:ivythesis.typepad.com

Professional Meetings and Event Coordination Module

Introduction Event Background Brief The Singapore International Book Fair celebrates the power of literature to cross bounda...