Conference Event Management

This presentation provides a comprehensive guide on planning and organizing a successful conference event. It covers various aspects such as venue selection, accommodation arrangement, budgeting, risk management, catering services, social program, marketing plan, event schedule template, guest speakers, and invitation plan. The presentation is relevant for students studying event management or anyone interested in organizing conferences.

Conference (Event
Management)
Cardiff metropolitan university in
collaboration with Bournemouth
University

Venue Selection
 For The Considered
Conference Of 100 Delegates,
Bournemouth University will
Be A Suitable Option To
Arrange The While Event
 The location is be a suitable
location with a number of
rooms In The Capacity For
Attendees To Have Their
Break Time And A Place To
Prepare Key Notes
 It Has The Capacity To Hold Up
To 250 People Which Can
Accommodate Excessive
People.

Accommodation Arrangement
 The staff of the hotel is well-
equipped to make accommodation
arrangements for the attendees of
the conference.
 The conference will be held 3 days
long, therefore, there will be room
hiring with continental breakfast.
 The package will also include 3
course lunch in private room with
unlimited tea and coffee
 The package will include still and
sparkling water with flip charts to
guide the attendees about the
event.

Budgeting
 The budget for the conference will include
 Conference Hall  £69 per person (£69 * 100
* 3 = £21000) for three
days
 Food and Catering Services  £35 per person (£35 * 100
* 3 = £10500) for three
days
 Rooms and other services  £15000 for three days

Risk Management
 Risks associated with the event are as followed,
Elements Risk Possibility Severity
Information
Management
External
Attack, data
theft, data
corruption,
loss of data
Low Very high
Security
management
Brawl, people
coming to the
conference
without
invitation
High Very high
Food and
Catering
Unavailability
of suitable
options to
meet the
demand of
Low Very high

Catering Services
The contract will be given to Sands
Catering, it is a modern and privately
owned catering company neat St
Pancras
They are known for its excellent
services, high quality, reliable, and
focused services to their customers.
It work with all sectors, it is equipped
to serve 300 people in a single event
successfully throughout London.
The imaginative menus are well-
presented, carefully sourced with
multiple options to accommodate the
needs of all types of clients without any
fail.

Social Program
The conference will discuss the
elements to work on outlining the
measures to improve the
operational criteria of hospitality
industry
Some percentage of the capital
earned from the conference will be
spend to charity event to help the
hospitality sector improve its
operational details

Marketing Plan
 The event manager will promote
the event using web-based
marketing tactics.
 It will be beneficial for the event
manager to invest in web design,
use SEO and optimization
 It will require the manager to
affiliate and associate programs,
hire a coach or consultant.
 It will also require email marketing
to target its attendees

Event Schedule Template
Start Time End Time Tasks Duration
04:00 PM 05:00 PM Check In to
the
conference
room with
slip charts
1 Hour
05:15 PM 06:00 PM Rehearsal of
the Key
Notes
45 Minute
06:15 PM 06:45 PM Break 30 Minutes
06:45 PM 08:45 PM Conference
Discussion
2 Hours
09:00 PM 10:00 PM Dinner 1 Hour
10:00 PM 11:00 PM Entertainme
nt Session
1 Hour
11:00 PM 11:15 PM Concluding
details
15 Minute
The same plan will
be followed for the
next two days, the
guest speaker will
change their
positions and
entry, but it will
follow the same
structure.

Guest Speakers
 Mr Phil Evans –
 Senior Head of Tourism
 Ms Vicki Wolf
 Partnership manager at ABTA’s

Invitation Plan & Poster
The following poster has
been designed to send
invitation to the
attendees, it will be
distributed using emails
so that they can get
aware of the details of
the conference.

Bibliography
 Athe.org.uk. (n.d.). FELLOWS | ATHE. [online] Available at:
https://www.athe.org.uk/fellows/?fbclid=IwAR35axrQxX2Khf-
SJXel1vEI4Q0F_xglZ4GkcdSIDR27sdAPFLg9CoN03Ng [Accessed 23 May 2019].
 Baker, M.J., 2016. What is marketing?. In The Marketing Book(pp. 25-42). Routledge.
 Kashef, T.E., 2015. What is the value of event management education? The views of
six industry practitioners. Event Management, 19(1), pp.1-13.
 Kim, C.M., 2016. Social media campaigns: Strategies for public relations and
marketing. Routledge.
 Lugosi, P. and Jameson, S., 2017. Challenges in hospitality management education:
Perspectives from the United Kingdom. Journal of Hospitality and Tourism
Management, 31, pp.163-172.
 Park, K. and Park, S., 2016. Topic trend of event management research. Event
management, 20(1), pp.109-115.
 Stone, M.J., Padron, T.C., Wray, M.L. and Olson, E.D., 2017. Career desires and
expectations of event management students. Journal of Hospitality and Tourism
Management, 32, pp.45-53.

Bibliography
 Sadgrove, K., 2016. The complete guide to business risk
management. Routledge.
 Yang, F.X. and Tan, S.X., 2017. Event innovation induced corporate
branding. International Journal of Contemporary Hospitality
Management, 29(3), pp.862-882.