Business Event Management: Assignment
Added on 2020-03-13
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Running head: BUSINESS EVENTS MANAGEMENTSpatial, operational and functional requirements of different sized conferencesName of the StudentName of the Organization Author note
1BUSINESS EVENTS MANAGEMENTIntroductionThe modern conference industry originated due to the religious and politicalcongresses and conferences that held in the early centuries. Later it was followed by thebusiness conferences and meetings. Within this industry, several people from all over theworld come together, therefore this industry has the provision of creating a new market on aglobal scale through the conferences, exhibitions, meetings and other corporate events. Theseevents are mostly of three kinds, small sized conferences with the forums and workshops,medium sized conferences with different session throughout the day and the internationalconferences which continue for several days (Rogers 2013). Within this industry, there arethree kinds of customers of these events, government, private associations and corporate. Thecorporate customers hire the event managers to organize the medium or large sizedconferences, however, most of such events are sponsored by the employers themselves and itcontributes to create revenue for the stakeholders attending such conferences. On the otherhand, the private associations tend to hire the event managers for the small or medium sizedconferences where they provide service for a selected group (Pahl and Beitz 2013). The eventmanagers are required to understand the specifications of different clients. This is very muchsignificant for the EMCs or the Event Management Companies and he ProfessionalConference Organizers or the PCOs. This essay will explore and discuss the spatial,operational and functional requirements of small, medium and large sized conferences. Small Sized ConferenceIn the small conferences, there are around 100-200 guests, therefore the operationalrequirements involve arranging a venue to cater such people. There should be chairs andtables, different room for delegates and the conference room. There should be napery for allthe rooms which are allotted to the delegates and other guests. The lighting and sound system
2BUSINESS EVENTS MANAGEMENTshould be available in the conference room and minimum of one technician should be presentif there is any unusual and unplanned flaw in the system. The microphones and lapels shouldbe function in the conference rooms as well. All the rooms should function properly,especially the heating and cooling functions. It should also cope-up with the number of guestswho are coming for the conference. Mostly for the small conferences, specially, a small hotelin the city is chosen. The location should be a capital city which can offer a goodcommunication system for the guests and there are ample chances for accommodation for theguests (Jones 2014). These factors should be considered to be most significant whilechoosing the venue for the conference. There should also be sufficient communication withthe hotel owners so that they are well-aware if there is any change in the schedule or in theguest list. The management who are organizing the event, they should discuss the entire eventbeforehand with the hotel management in order to avoid any communication. For theconference, there should be a big banquet room with a podium, stage and microphones. Ifthere are workshop sessions along with the conference, the there should be separate halls withthe minimum capacity of 30-50 guests. According to Rogers (2013) the environment of theconference and the workshop rooms contribute to the energy and exchange of information ofall the participants. Therefore, all the rooms should be properly maintained and wellfunctioned. The food should be available whenever it is required, especially the morning andevening beverages should be served on time. The conference hall should also provide thespace for the guests and delegates to interact and relax. The hotel should also have sufficientresource and space at their restaurant for catering the guests and delegates for lunch anddinner. Along with that, they should also have sufficient space for any other collaborativeevents.
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