Project description
The second piece is based on a conference promotion brief that has been given to you by the host. Using the foundation generated in the first task for this module, prepare a solution to the brief provided below.
The Worldwide Robot Consultancy Group (WRCG) is a research and developmental medical equipment manufacturer with a special interest in developing robotic surgery aids. The sponsor and host is Lee Hardwick, the marketing director of WRCG, and he has written down this information for you in the following brief so that you can start to plan and market the event.
As the sole sponsor WRCG will expect to have their sponsorship recognised at the conference. The sponsorship will be the tune of $20,000 USD and they are expecting your proposal to be delivered in April 2016 with the conference being held in the autumn of 2016. As such you should recommend specific dates. Lastly the conference theme is The Future of Robotic Surgery.
Note the subject of the conference is likely to be of interest to the medical media.
The Key objectives of the WRCG are as follows;
to raise the profile of the company’s name to the medical community and the
research community
to establish a list of prospective research partners
to establish a list of likely customers
to promote confidence in the company’s products and services
to develop positive public relations promotion for WRCG
As such the financial objective is that at the end of the conference, the total costs must not exceed the total of the sponsorship and all the delegates’ fees. The aim is to break even or make a small surplus of no more than 5% of the total revenue.
All delegates will pay a fee of 2000 US dollars. Travel costs will be paid by each individual delegate and is not included in the 2000 US dollar figure. Delegates are expected to pay their own transfers from the airport to the venue and vice versa.
About 60% of the delegates will be accompanied by their partners.
You recommend if the 25 speakers could be given an incentive such as room
upgrades, or fee reduction.
When budgeting please include 10% of the fees and sponsorship to cover our
administration & contingency costs. Your agreed fee is 5% of the sponsorship and
fees
Other overheads such as insurance, website costs and printing DVDs of the
proceedings etc will amount to another 7.5% of the total revenue Note total revenue equals the sponsorship and the conference fees paid by each of the 150 delegates.?

Your assignment will consist of the following sections;
(a) The identification and the use a range of promotional materials to fulfil the hosts
objectives. Consideration for the host needs and delegate attributes is of the highest priority in order to develop a success promotional plan. Commentary will include a description of, and discussion on how the selected media will be used to communicate with the desired target audience. These resources can be created and submitted within the assignment under the appendices section but must be referred to in the main body of the text (approx. 2000 words).
(b) Prepare and include an Income & Expenditure Statement (on Excel and included in your submission). You should include commentary on the financial statements so that the reader can understand the figures that have been calculated and where they have been sourced. This should include the cost of lodging, food & beverage, meetings space and facilities, all technological equipment available, transport for visits, entertainment and any attractions. Also include any expertise on offer, and others costs as specified in the brief (or those that you deem important to delivering this plan) (approx. 1000 words).