Designing an Event Layout for a Conference or Event

This presentation provides a step-by-step guide on how to design an event layout for a conference or event. It covers topics such as deciding on a theme, assembling a team, preparing a business plan and budget, finding sponsors, choosing a date, booking a venue, arranging catering, lining up speakers, creating an agenda, registering attendees, promoting the conference, on-site planning, hosting the conference, and follow-up. The presentation also examines additional services available within a conference or event environment.

Designing an event layout to correctly set up a
conference or event
In order to design an effective and successful event layout, it requires effective planning. The
conference event is to be designed for a multi-destination product launch stand for the tourist
destination Switzerland. The planning of conference needs to be done six months before the date
so that various changing elements can be managed properly. There are some steps or procedure
that needs to be followed for effectively organizing the conference event for multi-destination
product launch stand, which are explained in details as follows.
Step 1. Deciding on the theme.
Every successful and effective conference requires a theme. Event manager needs to focus on
deciding what will be the unifying message which can be delivered by speaker and also what can
be the key takeaways for the attendees of conference. The event themes needs to be relatable,
catchy and also need to trigger an emotional response.

To Be Continued
Step 2: Assembling the A-team
 Event manager will require dedicated people fort forming an effective team to whom different
responsibilities can be assigned such as planning, promotional activities and negotiating
activities.
 The main role of Event manager will include coordinating with the other team members,
setting priorities and also delegating tasks.

To Be Continued
Step 3: Preparing a Business Plan and Budget
Event manager needs to focus on making budget and business plan for the conference whether it is
funded by the sponsors or not. The manager needs to know every detail about where the money
is being spent or earned from. Having the budget will help in setting the prices for the
conference participation's as well. Following are given some common items that needs budget:
Venue
Accommodation
Transportation services
Catering
Fees for Speaker
Different Activities
Marketing activities
Payment to Team members.

To Be Continued
Step 4: Finding grants and Sponsors
The event manager also needs to focus on looking for arranging the fundraisers and sponsors. The manager
needs to ensure that sponsors of the event and their values aligns with the conference theme. Manager needs
to start finding the sponsors which fund similar events as of multi-destination product launch stand, or they
associate with the main themes of conference.
Step 5: Settling on a date
Event manager needs to decide on when the conference is taking place. The event manager also decides how
long the conference will last. Following are given some great rules for keeping in mind:
Picking out a date that does not conflict with any festival or major events. City-wide events generally makes the
flight bookings more expensive and also hinders the transportation from and to conferences.
Manager needs to avoid winter and summer holiday periods as people tend for go on holidays. Thus, the multi-
destination product launch conference needs to settled on the dates between April-middle and June-end.
There are around 300 to 400 guests invited for the conference, thus, it needs to last two days.
Most of the participants of conference, attends conference as a part of their job, thus it needs to be scheduled in
the work-week instead of weekend.

To Be Continued
Step 6: Booking the Venue
Event manager needs to focus on immediately booking the venue for conference once it is decided. In general, the
event or conference venue falls into three categories:
Hotels: This venue generally have dedicated facilities of conference and also own catering facilities. It is
generally the most expensive venue but it offers all-in-one facility as it provides both conference space and
accommodation facility.
University campus: These venues are suitable for academic and small events and are also available at cheap hiring
prices.
Independent venues: This category generally includes various other forms of venues which may host conferences
events. Such venues are specializes in particular type of events as well.
The venue being chosen for two day Travel Mini- market exhibition that focuses on multi-destination product
launch event at the Congress Centre, 28 Great Russell Street, London. The venue of the event that is
Congress Hall can take up to 32 exhibition stands. Outside of the Congress Hall, there is registration area and
spacious foyer ideal that welcomes guests and serve buffet meals and also refreshments. There is also a vast
103” plasma screen that is ideal for branding.

To Be Continued
Step 7: Arranging catering
Generally, dedicated conference offers on-site catering facilities. Event manager needs to decide on
which kind of refreshment can be offered to participants and number of food-breaks. The multi-
destination product conference can have 20-25 minutes break for snacks and coffee. Event
manager needs top make sure that catering company will handle the logistics on the conference
day.
Step 8: Lining up the conference speakers
This is considered as the most important and critical step as speakers are the conference stars. The
multi-destination product launch conference event requires solid and effective line-up for
attracting attendees and also guarantee about providing them with professional experience. The
conference event needs to line-up with the well-known speaker who is respected within his field.
The event manager needs to ensure that they have plenty of backup speakers so that in case of
some priority speaker cancels, event can look for other options.

To Be Continued
Step 9: Putting together an agenda
At this step, every key elements are on its place where they are get shaped into detailed agenda. The
conference is of 2 days;
On the Day 1:
An influential speaker present speech of theme-key setting.
Speaker presentation will give.
Lastly common dinner will be organized.
On the day 2:
Shorter hands on session and workshops.
Networking and team building activities.
On the Final day:
Motivational speaker to end on a high note held by the leader.
The conference is of during 1-2 hours and it depends on the theme and it includes, Q&A sessions, interactive and
workshop, etc.

To Be Continued
Step 10: Start registering attendees
In the stage, team member and leader check and register the attendees in order to the goals and
objectives.
Step 11: Promote the conferences
In this stage, the promotion activity will be done through various marketing channels. It will help in
to promote the conference as the event manager will market this on social media platforms,
emails, etc. that will help in to attract more audiences.
Step 12: Take care of on site planning
In this step, the management ensure the rooms, on-boarding services, other refreshment services for
the warm welcoming of the audience.

To Be Continued
Step 13: Host the confidence
In this step, the management will ensure the success of conference event. This is the final day when
event is finally going to be held in which the team is responsible for calling backup speakers in
case of any last minute cancellation.
Step 14: Follow up
In the last step, the event manager needs to follow up the whole event. In this step, feedback and
review about the conference will come from the audience side.

Examining additional services available within a
conference or event environment
 There are many services which are provided by the event project manager for Kuoni
destination management which is held at multi destination product launch at the congress
centre, 28 Great Russell Street, London.
 As there are many services as first services which available to the employees is ATM as in
most of the event and hotel these services are not available so it is very important to provide
the employees.
 As this is the product launch event it is important to provide the services that is campus print
which is the solution for all the printing needs.

References
 Jones, B. T. And et.al., 2017. Real-time speech-to-text conversion in an audio conference
session.
 Jones, M. L., 2017. Sustainable event management: A practical guide. Routledge.
 Kripalani, A., Tripathi, A. and Tanesheri, N. S., 2015. Techniques to remotely manage a
multimedia conference event.

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