Spatial and Functionality Requirements for Business Event Management

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Business Event Management

SPATIAL AND FUNCTIONALITY REQUIREMENTS 1
Conferences generally understood as a meeting of several people to discuss a particular topic.
Conferences are differed from the each other in terms of size and purpose, and the term used
to cover the general concept. At conference, innovative ideas and new information exchanged
among the members. Attending conferences is very useful for individuals, by attending
conferences they get chance of networking with peers, encounter new vendors and suppliers,
they can position themselves as an expert, get new ideas and knowledge, and they can have
fun (Rabinowitz, 2017). This essay is designed to identify the spatial and functionality
operational requirements for three different conferences, first is small conference for two
days, which include workshop and forum for approx. 200 delegates and 10 exhibitors. Second
is medium size conference for 3 days, which include 6-8 concurrent sessions every day and
various social networking activities for approx. 1500 delegates and 50 exhibitors. Third is
major international conference for 5 days, which include plenary and concurrent session and
social networking activities with award ceremony and closing gala dinner for approx. 5000
delegates and 400 exhibitors.
Spatial requirements for small conference for 2 days, which include 200 delegates, 10
exhibitors involves first the venue where the organisers can organise their exhibition. The
conference involves 10 exhibition stalls, workshop and forum. For workshop the organiser
will require a conference room with the capacity of 200 people at a time, the same conference
room can be utilised for forum. The venue should have additional space for stalls, the size of
stalls did not matter what matters is its attractiveness. There are 10 stalls at conference the
ideal size for the stalls at small conferences is 4 meters × 4 meters it is almost around 16
square meters. The total space required for 10 stalls will be 160 square meters. 160 square
meters is for stalls but for movement of delegates they need additional space. When
organisers choose the venue they should focus on those places, which have one conference

SPATIAL AND FUNCTIONALITY REQUIREMENTS 2
room with the capacity of 200 people at a time and an open or covered area of almost, around
250 square meters.
Functionality operational requirements for small conference are when the venue is fixed
according to the area required the organisers will focus on the other requirements for the
conference. The basic requirements for conducting small conference are availability of
electricity, toilets for both men and women separately. For workshop and forum, the
organisers need to make available a proper sitting arrangement the chairs need to be
comfortable, as the guest has to a spend lot of time while sitting on them. For workshop, the
company require desks on which they can put their stuff required at the time when they
participate in workshop. On every desk, they need to place water bottles pen and a writing
pad. Organises need to check the quality of light in the conference room, proper working of
the mikes and decorations (Bearzotti, Salomone and Chiotti, 2012).
For stalls at exhibition, the organisers need to send invitation to the interested parties who
want to participate in the exhibition. When the invites are dispatch, the organisers need to
make sure that they will provide them a best and attractive area for stalls. For developing
temporary stalls for exhibition, the organisers require cardboards properly designed as per the
size of the stalls, a flex backdrop covering back wall, and Vinyl pasting on back wall. They
also need to provide fabricating stalls with platform carpet, back wall with paint and products
display, plus reception table, leaflets stands to look stalls more attractive and by selecting all
items, they need to consider their budget (Janiesch, Matzner, and Muller, 2012). At stalls,
organisers need to check the proper availability of electricity so the working of exhibitors not
gets affected.
To Organising a medium size conference for 3 days that include an opening plenary session,
6 to 8 concurrent sessions each day and social networking activities and for 600-1500