Event Production

Event Brief B: Trade Exhibition for the Air Conditioning and Refrigeration Industry
Introduction
RAIRCON is a biennial trade exhibition for the international refrigeration and air conditioning industry. The event is held in
February at the National Exhibition Centre (hall 5), and attracts approximately 250 exhibitors and 9000 visitors across the 3 open
days. The main exhibition and feature areas are staged on the exhibition floor and additional space within the venue is used to
hold an evening reception. The main highlight of this year’s event, which is attracting considerable press interest as well as
sponsorship, is that the keynote speaker for the breakfast seminar on the opening morning is the Government Minister for Climate
Change.
Schedule Day 1:
Time Event Attendees Location
08.00hrs Venue opens
08.30 – 09.300hrs Breakfast Seminar Government Minister for Climate
Change; invited VIP guests
Technology Theatre
10.00 – 17.00hrs Exhibition Open Trade visitors, press, exhibitors,
speakers
Hall 5, National Exhibition Centre
11.00 – 16.00hrs Seminar Sessions Trade visitors Theatres on exhibition floor
17.00 – 19.00hrs Exhibitor
Reception
Exhibitors, speakers, organisers,
sponsor
Piazza Suite
20.00hrs Venue closes
Additional Information on Content:
There are two theatres on the exhibition floor. The first, ‘Technology Theatre’ stages a programme of seminar sessions conducted
by industry experts whilst the second, ‘Training Theatre’ will house a series of CPD training sessions. For two hours at the end of
the first day, there is an exhibitor reception sponsored by a major international supplier.
Event Production 18/19 Assessment I Brief B
2
Venue Layout
Hall 5
Technical information
› Clear ceiling height is 15.5m
› Clear ceiling height in the high bay
› (60 x 60m) – 19.1m
› All columns are 1.5m x 1.5m at
30m centres
› Vehicle entry doors are 7.5m(w) x
4.7m(h)
› Floor loading – 20 tonnes per m2
(excluding floor ducts)
› All main services (e.g. electrics,
gas, water, compressed air) are
provided from under floor ducts
at 6m centres across the width of
the hall
› Roof mounted lighting units –
Sodium fittings with fluorescent
emergency lighting.
Suite of unfurnished offices
including:
› Electricity sockets
› Telephone sockets
› Broadband access available on
request (price on application)
› Kitchen
› Male and female toilets.
Event Production 18/19 Assessment I Brief B
3
Task Requirement:
You are the event manager responsible for the staging of RAIRCON. Write a planning portfolio for day 1 of the event which
includes the following:
ü Clarification of the Event Objectives
ü Detail how you would evaluate the event with specific attention to the measurement of objectives and ROI
ü Design a detailed layout of one of the theatres, with specific attention to fire regulations, capacities, technical facilities and
potential to change the use of space depending on the style of session
ü Prepare a risk assessment for the event
ü Propose two menu options for the Exhibitor Reception with clear justification for your choices
ü Write a schedule of licenses and insurances required (with details of who is responsible for obtaining)
ü Identify any practical limitations or issues with the exhibition activities and your ideas to overcome them
The report (2500 words) must be written in the correct style with supporting evidence, fully referenced using the
Westminster Harvard System. All elements of the report (as detailed above) must be submitted as one document (via
Turnitin on Blackboard) and the deadline for submission is Tuesday 5th March at 13.00hrs.

Sample Solution

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