The forms of suppliers that are going to be present for this conference are as follows. The conference is going to be having numerous presentations and workshops. Adequate technology and hardware supplies will be needed. Up-to-date PC access is required for all delegates. These supplies will then be expected in the conference and have to be arranged for all the registered delegates of the conference. Some of the show people are also planning to present their product and showcase them completely. They will have to be helped in bringing products, loading and all. Suppliers are also needed from the seller end, and sellers would have to supply some promotional products in order for the delegates and seller to have a better marketing experience. Sellers can arrange for such promotional products to be sent directly to the venue where they would be distributed on the day of the conference.
In selecting a suitable venue for the conference, the conference management will have to understand that the conference will have as many as 800 people with delegated attending. They are from 18 different countries. It is going to be three days of education and networking opportunity discussions. The venue selected must be such that,
1) Accommodation: It should be able to accommodate around 800 people. Along with delegates, the local people who are invited and sellers, the count could go up. Suitable accommodation could hence be an open place or a city hall or other based on capacity.
2) Geographic Proximity: Since people are going to attend from different countries, it would make sense to select a conference location that is either proximal to all or is at best distance to a majority of the countries from which people will attend the conference.
3) Support: This is a conference on new technologies in the conference industry. In order to train delegates or other buyers in the new technologies, the conference venue must first support ways to showcase the products. For instance, basic internet connection will be needed for showcasing some of the products or an internetwork setup. These forms of supportive elements have to be present. In addition to technology support, the venue must also be that it can be modified according to need, such as ad-hoc wiring system, flexible elements in set up etc.
4) Accessibility: The venue must be in a central location, closer to transportation, especially an international airport given that most of the conference participants would be flying in. There should be proper traffic routes to reach the venue and lesser congestion. Parking amenities and more must be well planned for when selecting a venue. It should be closer to hotels and other places of stay for the conference. In fact, a hotel with separate business conference halls that could accommodate as much as 800 people would be an excellent choice here.