The President's Tender Trap

As preparations for the press conference entered their final stages, ensuring the smooth booking and setup of the venue became crucial. Su Wan, the team member responsible for venue coordination, took on this responsibility. She began contacting suitable venues and confirming equipment and layout requirements to ensure the smooth running of the press conference.

"Hi everyone, I've found several venues suitable for our press conference, and now we need to confirm our requirements," Su Wan said at the team meeting. "I'll contact each venue to ensure they can meet our needs."

“We needed a venue that could accommodate at least 50 people, preferably with projection equipment and a sound system,” Wang Cong added. “Also, the venue’s layout had to align with our brand image and ensure a consistent visual effect.”

"I'll pay special attention to these requirements and ask about the venue's decoration options," Su Wan responded. "During the call, I'll ask if they offer basic decoration services or if we need to arrange it ourselves."

Su Wan began contacting potential venues one by one, first calling a large conference center in the city center. Once connected, she inquired in detail about the venue's availability, price, equipment, and layout requirements.

"Hello, I would like to inquire about your venue. We plan to hold a press conference on the first Friday of next month. We need to accommodate 50 people and be equipped with projection equipment and a sound system." Su Wan said politely.

“Okay, our conference room can accommodate 60 people and is equipped with a projector and sound system. Do you need any other equipment?” the receptionist responded friendly.

"We also need some chairs and tables, as well as booths for displaying promotional materials." Su Wan continued to ask.

"No problem, we can provide these equipment. In addition, if you need, we can provide you with venue decoration services." said the receptionist.

"Great! Could you please tell me about the cost and conditions of the decoration?" Su Wan asked further.

The receptionist detailed the costs and options for the setup, and Su Wan took note to ensure the budget stayed within the team's plans. After some discussion, Su Wan received preliminary confirmation of the venue and decided to continue contacting other venues for comparison.

Over the next few days, Su Wan contacted several venues, including hotel conference rooms and independent event centers. Each time, she inquired in detail about the venue's capacity, equipment, and layout requirements.

While communicating with the staff of a hotel, Su Wan learned that the hotel could provide a full set of conference services, including tea breaks and lunch, which aroused her great interest.

"Hello, I would like to confirm whether your conference room can accommodate 50 people? At the same time, do you provide relevant equipment and catering services?" Su Wan asked.

"Yes, our conference room can accommodate 60 people and is equipped with a projector and audio equipment. In addition, we can also provide tea breaks and lunch services, do you need it?" the hotel staff replied.

"That sounds great! What are the fees and booking process?" Su Wan continued to ask.

After some research, Su Wan was satisfied with the hotel's service and price. She decided to make a final decision after comparing it with other venues.

After confirming several venues, Su Wan returned to the team meeting and reported the progress to everyone.

"Everyone, I've contacted several venues, including the conference center in the city center and conference rooms in two hotels," Su Wan began to summarize. "The conference center in the city center can provide basic equipment, but doesn't include catering services. Both hotels offer complete conference services, including coffee breaks and lunch."

"It sounds like the hotel option is more attractive, especially with catering services, which can make our participants feel more comfortable." Li Jing agreed.

"I think so too," Wang Cong added. "If we choose the hotel as the venue, it will save us a lot of preparation work and ensure the smooth running of the press conference."

"Then we need to make a decision quickly to ensure the venue can be booked," Su Wan suggested. "I will inform the hotel of our reservation requirements tomorrow morning to ensure there are no other events that conflict with ours."

After discussion, the team decided to choose a full-service hotel as the venue for the press conference. Su Wan immediately contacted the hotel to confirm the specific requirements for reservations and layout.

"Hello, I'd like to confirm the conference room we've booked for the first Friday of next month," Su Wan said. "We need a space that can accommodate 50 people and would like to have projection equipment, audio equipment, table and chair arrangements, and coffee break service."

"Okay, we have booked a conference room for you and you can set it up the day before the event. We will ensure that all equipment is in working order." The hotel staff confirmed.

"Thank you very much! Do I need to prepare any other materials?" Su Wan continued to ask.

“You just need to come over the day before the event to confirm the equipment and layout, and we will arrange the rest for you,” the staff member replied.

After confirming the venue reservation, Su Wan returned to the team and excitedly shared the good news.

"Everyone, the venue for our press conference has been confirmed! We will hold it in the hotel's conference room, which can accommodate the number of people we need and provides comprehensive equipment and services." Su Wan said happily.

"Great! Now we can focus on other preparations," Wang Cong breathed a sigh of relief. "Next, we need to prepare the layout requirements for the press conference in advance and ensure that the visual effects on site match our brand image."

“I will be responsible for the specific layout of the venue and ensure that the booth and other visual elements are consistent with our promotional materials,” said Li Jing.

"I will arrive early the day before the event and confirm all the equipment and arrangements with the hotel staff," Su Wan added.

With the venue and equipment confirmed, the team members began to focus on other preparations for the press conference. With clear divisions of labor, they ensured that every step went smoothly.

Over the following weeks, Su Wan continued to liaise with the hotel to ensure every detail of the event was taken care of. She frequently communicated with the hotel staff to confirm the availability of equipment and detailed layout requirements.

"We will make the final confirmation the day before the event to ensure everything is ready," hotel staff promised.

Finally, the launch day approached, and the team's preparations were in full swing. Su Wan and her team were brimming with confidence, eager to showcase their efforts and attract more users to their product.