Kobus Swart Veritas College PAT Phase 1

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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 .............................................................................................................................. 6
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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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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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/
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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.

16. How can I determine whether people will want to come to the event?
A petition will be sent out online/paper to see how many people would like to attend the event.

17. What if the people completing the questionnaires are illiterate?
We will then have people that will be helping them fill in their questionnaires.
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http://uir.unisa.ac.za/bitstream/handle/10500/2540/dissertation.pdf;jsessionid=0D28868B368A
EE96E9D96DE2D57442E1?sequence=1

Comparison Questions

18. 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?
It would be better to cut costs than having to pay interest on the loan amount.

19. What would be the best way to introduce the Conference?
A delightful breakfast with coffee and tea.
Brochure.

20. 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
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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/
httstallioncoa
http://www.adt.co.za/
http://uir.unisa.ac.za/bitstream/handle/10500/2540/dissertation.pdf;jsessionid=0D28868B368AEE9
6E9D96DE2D57442E1?sequence=1

Brochures
Sandton Convention Center
Hilton Hotel
Security
Travel Guide

Emails
A. Conducting questionnaires.
B. Conversing with delegates.
Keywords for searching

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

Criteria on how the information will be accessed

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