Designing an Event Layout for Conference or Event Room Setup

Learn how to design an event layout for conference or event room setup to meet client needs. Explore steps like deciding on a theme, assembling the team, preparing a budget, finding sponsors, settling on a date, booking the venue, lining up event speakers, putting together an agenda, promoting the conference, and taking care of on-site planning.

Designing an event layout to correctly set up the conference
or event room to meet out the client needs.
The room layout can have a huge impact on the overall event goals and the needs of clients. In
order to set up the conference room or meeting to launch the product in different destination.
Event company has to develop a good outline and developing the best ideas and growth.
Step 1: Decide on a theme
To get the success for event the most important thing is to look up for the great theme. Event theme
plays the most important thing which must be very unique and attractive. Themes of the events
must be relatable to the topic, having some emotional touch and catchy. For an example :
“Stronger as a team” is far better than “improving the productivity or efficiency level by
increasing the cross functional collaboration”. All such planning helps to launch the a product
for multi destinations.
Step 2: Assemble the Team members
Assemble the team members that are enough to attend the audience and fulfil their needs. Teams
further divided into many different categories such as planning team, administrative team,
Marketing team, Sponsorship team, Volunteers etc. planning team is must responsible to set
conference venue, accommodation, activities, catering. On the other hand, administrating team is
responsible for budgeting, attendee registration, ticket sales etc. Sponsorship team is responsible
for applying for grants.

To Be Continued
Step 3: Prepare a budget & business plan
Next step towards the conference setup is prepare business plan for the overall event management
team. Budget is the most essential thing to bring the most important Such as to organize the
different budget for venue, marketing, team members, catering, transportation. In other words,
next step is to develop a budget for the conference for the product launching.
Step 4: Find sponsors & grants
Next step is to gathered the information of good sponsors that helps to invest in the conference or
meeting to promote the event into more higher manner. To attract the sponsors , there must be a
good event thought or objective that makes the good outcomes for the higher opportunity.
Step 5: Settle on a date
this step where the date will decides by the team members for conference. As discussed that the date
should be anywhere from six months to a year ahead,. Before launching the conference there
must be some rules which need to keep in mind such as date of the conference has be not
matched with other events like festivals. On the other sides, event manager must be avoid
summer and winter periods when people tend to go on vacations.

To Be Continued
 Step 6: Book the Venue
 Venue is the main concern for the event management team which has to be according to the guest
comfort.
 After deciding the date of the event next process is to explore the different context and make the best
developing goals.
 On the other side, it also helps to develop the attention level of the customers and audience which
are looking for the great event site.
 Besides that it makes the good opportunity and goals that creates the best outcome goals. Moreover,
university campuses helps to determine the main formulation goals which helps to bring the main
advantage goals.
 The most attractive place to place the conference meeting is hotels, independent venues. Etc. such as
present multi destination product launch at the congress Centre, 28 Great Russell street London.
 Before looking for venues event manager required to look out for the venue size, location,
atmosphere, accommodation, catering transportation and technical aspects. In other words, technical
aspects.

To Be Continued
Step 8 : Line up the event speakers
Event speakers are the most essential thing for the event in order to attract the attendees and
guarantee a professional experience. The speakers must be know and well knowledge person
within the filed. So this will help to boost up the credibility in the eyes of the potential speakers
and make them more likely to sign up.
Step 9: Put together an agenda
This is the another step towards the great achievement and fulfil the aim of the project. In this step
take the all activities together 4 months before the conference starts. For example the event will
be organizing the event fro three days.

To Be Continued
Step 11: Promote the conference
In this stage what exactly needs to be done is promoting the conference by different channels. In
order to promote the conference event manager can upload this event through websites, social
media sites, etc. promoting the event is helpful to attract number of audience in order to achieve
the overall objectives and goals.
Step 12: Take care of on site planning
In this step event term ensure the rooms, checking the main door entrance, refreshments, what locale
is going to be used for the event. Etc. all such steps and ensuring the checklist will help to
achieve the final aim and objective.
Step 13 Host the conference
This would help to take care the new things that helps to keep the event successful. This is the day
when the event is going to be held in which team is responsible to take care of calling backup
speakers in case of any last minute cancellations etc.

Examining the additional services available within a
conference or event environment.
 Kuoni Destination Management is the leading event organising company with also providing
the DMC services to their clients.
 German destination specialist subsidiary, that helps to fulfilling the better task oriented
process and goals.
 Kuoni Destination Management provides the extra benefits to their clients such as
accommodation, transportation, catering, feedback query session, 24 hours helpline etc.
 All such facilities would help to describe the new working styles that affect the overall targets
and brings the new management goals.
 It also helps to meet out the best following results and goals.
 Besides, that it also helps to bring out the effective management task that keeps the
environment safe and secure.
 All over the most following the results and brings the new effective management task.

References
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quantitative tool. International Journal of Social Research Methodology. 18(6). pp.669-684.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Noe, R. A. and et.al., 2017. Human resource management: Gaining a competitive advantage. New
York, NY: McGraw-Hill Education.
Pomerantz, J. R., 2017. Perceptual organization in information processing. In Perceptual
organization (pp. 141-180). Routledge.
Reason, J., 2016. Managing the risks of organizational accidents. Routledge.
Rinallo, D. ed., 2019. Event marketing. EGEA spa.
Rowe, N., 2017. Poster design and the viewer perspective. In Academic & Scientific Poster
Presentation (pp. 61-77). Springer, Cham.

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