Plan and Manage conferences

This study material provides insights on how to plan and manage conferences effectively. It covers key approaches, actions, and practices for successful event planning, including venue selection, budget allocation, guest speaker, conference program, and more. It also explains how to promote conferences and coordinate conference teams, and what actions to take after the conference proceedings.

PLAN AND MANAGE
CONFERENCE

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK...............................................................................................................................................3
1- Planning a conference in consultation with group and assessor including key aim, facility,
budget, guest speaker and other concepts....................................................................................3
2- How venue2events would promote conference including dates for action and one item to be
utilized for publicity.....................................................................................................................5
3- Reporting how Venues2Events would organize conference including how it will perform
several practices...........................................................................................................................6
4- Discussion what organization role would be in coordinating conference...............................8
5- What firm would do in order to follow up on conference proceeding....................................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
Short answers -...............................................................................................................................13
REFERENCES..............................................................................................................................18

INTRODUCTION
Conference planning and management is considered as procedure of conducting those
activities that provide benefits of event organizer and provider as a customer. The overall process
encompasses key approaches, actions and practices that drive the attention of an event planner
towards satisfying their consumers. The current assignment will be based on a business
conference, which falls under the category of big events within hospitality industry. It study will
define purpose of specific conference, facility requirements, budget allocation, guest speaker,
draft of conference program, invitation letter, process, resources and policies that firm will utilize
while planning & managing conferences. It will also explain date and approaches to be used for
conference publicity.
Furthermore, the report will justify elements of organizing conference and role of event
organizer be in coordinating conference. Lastly, the assignment will specify recording and
reporting needs, publication, correspondence requirements and other tasks that are needed
regarding a business conference.
TASK
1- Planning a conference in consultation with group and assessor including key aim, facility,
budget, guest speaker and other concepts.
Aim-
The main of this business conference is to aware stakeholders and other people about
what management attempt to achieve and what they may plan to obtain in the future by
conducting which practices.
Facility needs-
Organization may concentrate on conference facilities such as amenities, décor,
electronic whiteboard, room size, parking facility, stationery and other products that participant
may utilize. It is quite important for it to do so as these facilities' arrangement allow firm to make
assure that its work might satisfy customers in effective manner and drive the attention of more
individuals towards providing contract of event planning.
Budget allocation-
It may take approaches to calculate possible deficits or profits margin, expected cost of
all the task and overall arrangement as well as take limits into its consideration. Organization

may take initiative to prepare a clear budget within costs of all the resources. Management may
effort to develop budget control chart, and other sheets.
Guest speaker-
The CEO of company is considered as guest speaker as they may capable to represent
their ideas and expectations in front of all individuals who are present at conference hall. A guest
speaker is known as a person who is asked to speak at a conference or event.
Conference program-
 Demonstration- before and after business conference demonstration of essential things
might be done.
 Plenary section- after part of conference everyone is needed to participate in group
discussion, where they may make discussion based on their own point of views.
 Practice session- It is important for firm to provide time to attendee's to practice a
specific item.
 Small group- venue2even may attempt to break attendee's as it may allow them to serve
meal services accordingly.
 Video- Through this element, presentor may represent their creative ideas and share
information about innovative thinking with all.
 Workshops- time is needed to be allocated for workshop
Invitation letter-
Dear sir or madam.
We are happy to invite you as our important stakeholder for business conference that held on
30/10/21. We want to build long term relationship with you and tend to obtain your point of
views regarding business growth.
Please accept this initiative and give us pleasure to work with you.
Thanks and Regard
CEO
Who would be invited-
Investors, customers, suppliers, leaders, managers, and other stakeholders are invited for
business conference.
Management task, procedures and resources-

Appropriate monitoring, coaching, and strategic suggestions as key task of administration
are needed in the context of business conference. Furthermore, Venue2even may consider
important resources such as skilled workforce, schedule, communication tool, etc.
Policies and processes that Venue2even would utilize when it plans and manage conference-
Organization may utilize the process of participants registration for business conference,
which enable it to identify how many people are taking part in it. It may use budget control, cash
management, event planning tools and workplace safety policy.
2- How venue2events would promote conference including dates for action and one item to be
utilized for publicity
It is quite important for event planner or organizer to utilize the best and most effective
promotion tools, through which they may conduct practice for promoting business conference
and its purpose in the market. By doing so, firm may gain the benefits of driving the attention of
key investors, suppliers and other stakeholders towards business conference and becoming a part
of a company who tend to do so for specific aim.
Venue2even as event organization in Australia may conduct practice of deciding dates for
action and chose particular approach for publicity.
Date-
30/10/2021, is the final date of conference, which every guest may consider and reach at
chosen location on time.
Publicity method-
In the world of hospitality, there are several forms of approaches, methods and sources
available in the context of publicity. Here, in case of business conference, Venue2even may
select a social media channel such as Facebook, through which it may advertise conference
globally (Olbrich, Schultz and Bormann, 2019). It is one of those electronic advertising
approaches that utilized in the recent time by varied companies whether it is small or large,
public or private. With this publicity material, organization may generate the awareness of
conference, which aim is to promote strong relationship of key stakeholders and gain the
attention of more to become an important part of venture.
Furthermore, press advertising is also included in above category of publicity source,
which is beneficial and useful for Venue2even. It may help to promote business conference from
national to international level, which every one may watch and drive their attention towards

taking decision to be a part of successful venture as customer, employee or investor (Zamith,
Mañas-Viniegra and Núñez-Gómez, 2021). Both these methods are useful in term of generating
conference awareness in the market effectively and appropriately.
Print advertising is another promotional medium, which organization may consider and
utilize along with above two.
3- Reporting how Venues2Events would organize conference including how it will perform
several practices.
Conference arrangements-
The first initiative of venue2even in the context of business conference planning and
managing is venue selection (Ramos and et.al., 2020). It is important for firm to make all the
arrangements according to booking lead times and budget allocation. In list of conference
arrangement, accommodation and catering facilities is also included.
 Venue- They may take initiative to check out the venue of business conference.
 Accommodation- organization successfully and effectively organize business conference
by providing and making arrangement of accommodation facilities to all attendees (Yoo,
Lyytinen and Berente, 2021).
 Catering- Venue2even may also consider catering arrangement and conduct practice
accordingly. It may make assure that food is enough for clients or participant or not. It is
the main accountability of event planning firm to consider dietary needs of each attendee.
 Consumables- mikes, micro phones, pen, note pad, tables, smart tabs, etc. are considered
as consumable products that individual may utilize during business conference according
to their needs.
 Dates for speakers- 30/10/2021
 Equipment- Communication, meal preparation and other equipments are important to
arrange for venue2even at place where conference might be held.
 Furniture- tables, chairs and comfortable couches are arranged according to number of
participants or members of business conference.
 Room layout- the layout should be appropriate and up-to-the mark. It may be décor
according to business conference theme.
 Time- 10 am
 Travel- Cabs and air travel.

Record acceptances-
Venue2even may make ensure that all the records regarding participants, conference and
conference teams may accept by the stakeholders. It may consider needs and expectations of
customers, as investors, participant and other people who become the part of business conference
as it drive management attention towards arranging everything accordingly.
Receipt Fees-
Organization and its management is responsible to assure that it may have receipt fee's
paid regarding catering, furniture and other things. Event manager may keep all the receipts safe
from being misplaced anywhere, which may create issue to consider what specific amount they
may spend currently.
Confirm participants-
Along with above activities and actions, Venue2even is responsible to conduct more
practices. For example, it may take conformation of participants participation in business
conference, which is important for them to assure that. As it may help to plan everything
accordingly. It is possible for company to confirm participants as it may utilize email, phone and
text message to obtain desire outcomes.
Identify needs-
The most important area, which firm might consider is identification of participants
needs. For example, it may consider accommodation need of those individuals who are disabled
and unable to walk normally as they need a wheelchair.
It may also effort to determine the need of individual regarding conference information
understanding as they belong to different nation or may do not understand common language at
country where conference is held.
Essential documents-
Before starting activities and conducting practices of event planning & management, it is
important for Venue2even to review legal documents and agreement of business conference
arrangement. It is important for firm to do so, because management may keep venture away from
any legal issue that may put direct impact on success, growth and image of company.
Dispatch pre-conference information-
Venue2even would organize current business conference by conducting practice of
despatching changes to event program, conforming registration, collection details of travel &

accommodation facilities such as room, hotel, cab and airline reservation. It may take media
approval, collect contact information of all the individuals who are taking part in chosen event.
Budgeting tactics for projects-
Venue2even may use specific strategy as budgeting tactic and that is totally calculation of
business conference arrangement, including raw material, furniture, electronic equipment,
labour, etc. Then take approach to calculate specific amount as fee for making arrangement of
this event.
4- Discussion what organization role would be in coordinating conference.
Ways to coordinate conference team-
Effective coordination is the key element of success, because it drives the attention and
attempts of coordinator towards sharing important information with those individuals whom with
they share to.
There are several types of techniques, methods, technologies and sources available in the
world of business that has been utilized for purpose of coordination. In case of business
conference, Venue2even and its management may attempt to coordinate with conference team,
by conducting a group meeting. With this approach they may collect all the information about
business conference preparation activities, and determine areas where current along with further
improvements are needed. Along with that, they may coordinate with same stakeholder via
walkie-talkie, which is considered as the most common tool of effective coordination and
communication that used during event planning and managing. It may give firm power to
provide appropriate directions to conference organizing teams.
Tasks that have to perform-
It is important for Venue2even and its conference management teams to conduct more
additional tasks in effective manner, which enable them to satisfy all guests. For example, it may
conduct practice of dividing roles and accountabilities among candidates on the basis of their
skills, knowledge and interest level, which is quite essential for success of business conference.
Furthermore, event manager may effort to participate directly to conference facilities,
which enable them to collection information about current and ongoing process of business
conference.
It may also attempt to check conference facilities to ensure that everything is going to
meet agreed requirements and client needs. Participants registration is the most important task,

for which organization and its event manager is accountable, which permit them to arrange
everything according to number of participant, from meal preparation to setting arrangements.
Tools can be used to manage conferences-
In the world of business, existence of event management tools and methods play vital
role to make any event or conference successful. For example, Venue2even as event company
may take action to utilize Trello, as the best event management tool that has been used in the
context of several events (Trello for Event Planning, 2021). It may enable firm to consider the
current and further activities regarding business conference planning. It may allow them to create
multiple boards to manage its overall list of event. Managing each task on this application may
make work easier to glance at where conference may treasurer is on finalizing budget.
It is a collaboration and task management tool that may have all right key features in one
centralized location. By using this method, Venue2even may consider what is due and when in
schedule view.
Problems might arise and contingencies that would put in place-
Business conference would be impacted due to several issues that might be arisen and
affect in negative manner. For example, lack of coordination is one of those problems arise while
event planning and management, which may affect negatively upon current business conference
(Maguire, 2020). Lack of collaboration between conference teams members may emerge as
another major issue that lead to decrease event planning operation efficiency and customers
satisfaction level that is not appropriate for Venue2event image in the market.
In the context of above two issues, management may take action in term of contingencies
to solve each. For example, it may conduct meeting, where people may coordinate with each
other effectively. Furthermore, for purpose of effective communication, event manager may
attempt to use the best communication and coordination tool and also take initiative to monitor
staff performance at conference venue.
5- What firm would do in order to follow up on conference proceeding.
Recording and reporting needs-
In order to make business conference successful and beneficial for everyone, it is
important for Venue2even to consider the key recording. For example, they may take approach
to utilize earlier conference recordings and then take information about how to plan the event
effectively and what types of resources are utilized during overall process (Morozova and et.al.,

2020). This kind of recording is needed, while planning and managing conference or any other
event.
Along with above information, it is quite important for company to consider more useful
and essential things such as organizational report, attendees, and employees who are working to
make conference memorable to everyone. These types of reporting, would make Venue2even or
other event organizer capable in term of conducting each practice in effective manner and taking
concern of client needs without making any mistake that may put negative impact on brand
image.
Publication-
Business conference publication is defined as action of publishing an event in relation to
commercial or non-commercial meeting. Here, for purpose of commercial meeting, there are
different types of publication material might be considered for example, videos, audio tapes,
press advertising and social media source (Minnema and et.al., 2020). It is important for
Venue2even and its teams to prepare all these records and publication materials in effective
manner. For instance, they keep all type of recordings and save by using the best system or
technology, which allow them to consider the same regarding next conference or event.
They may coordinate to specific media channel, to invite them for publication of business
conference, along with that, it may also take initiative arrange live streaming facility that is
possible via usage of Facebook as electronic advertising tool. Venue2even would take action to
prepare everything in ethical manner by following essential legislations such as Data privacy
Act, work health and safety Act, copyright, etc.
Correspondence needs-
Post conference correspondence refer to a letter, through which individual may thank to
speaker and other contributors, who make conference beneficial for all (Liu and et.al., 2021).
With the help to this letter, they thank delegates, sponsors, guest and other business partners to
share their experience and give precious time.
Thank you
The ABC organization wishes to thank attendees, sponsors, guests and delegates to give their
presence in business conference. The success of current event is identified by excellent
networking that occurred on all stages.
We want to thank our all the guests, media partners and visitors who make conference useful

and essential for everyone. Their support and patience give us strength to build trustworthy
relationship with all the key stakeholders.
We look forward to you all to attend further more events together, when it would announce in
same year.
Your sincerely
CEO
Other tasks-
Along with above initiatives, organization may plan to conduct more, which in return
provide benefits to it as well as business conference participants. For example, it may develop
team of skilled, experience and knowledgable candidates who work even better than last few
years or months. Furthermore, it is beneficial for management to hire more employees by
following employment policies and regulations. It may attempt to offer official employment
contracts of all after recruitment.
Each candidate within firm is accountable to conduct ethical practices by following
business ethic principles, which drive their attention towards conducting those actions and
activities that may do not impact negatively upon others attribute, behaviour, mental as well as
physical well-being. Organization may make ensure that no one in the team may conduct
discriminative practice as it also affect negatively upon individuals mental stability.
CONCLUSION
On the basis of above discussion, it has been concluded that by considering each and
every factor, organization has successfully organized business conferences. Their arrangements
and parking facilities for all the guests has promoted venture in attractive manner, as their actions
and decisions driven the attention of more individuals who tend to plan a conference, or product
launch event through the best event management and planning firms. Furthermore, from above
analysis, it has been summarized that by following key principles, policies and processes, firm
has planned and managed overall conference event in effective manner. It has enhanced the
satisfaction level of individual person by making all the arrangements according to their needs
and requirements, which is not possible for any event planning firm to do so in appropriate way.
By using social media channel and coordinating with conference teams, it has make all the
arrangements up to the mark.

REFERENCES
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Short answers -
1. The purpose of conference is a gathering of people in which they meet one another to
learn new things from each other. In this conference there is a lot of chances to share our views
because we have the chance to talk with other people. We may focus on the main topic and
discuss issues, ideas and work.
2. The facilities are required in conference where people may feel comfortable and they
don't face any problem like they get proper seating arrrangements. There should be better
parking facilities, they have the facilities of catering. The conference is being held in such venue
must be large to control crowd.
3. To plan budget for conference first we have to prepare the list that what we going to
include and then plan a budget. We focus on the venue that where we have to organise the
conference and how many people is about to come. After that we should see the furniture along
with catering, including security, advertising and promotional costs.
4. We may do lot of things to motivate a great keynote speaker because he is giving best
lecture and focusing on the audience. They may practice in a slient room after that they may
present in front of the audience and also provide guidance so that they make lecture effective.
The best thing for speaker to encourage him that they focus on key points.
5. There are many elements which we may be incorporated to make program effective
such as we should focus on creating a website by which we may promote our program. Selecting
the better place so that people may automatically come in the conference. Mention the topic in
advance so that speaker may present their views as well.
▪ There are many things that we should include in invitation so that there are a lot
of people may come in our conference and try that invitation make attractive. First
that the name of person whom may be invited, mention about the organizers, time,
date and venue, location and dress code.

7. Many conference have different strategies to identify that who you were about
to invite to a conference, we take attendance by biometric technique. Participants must be have
advanced knowledge to understand each and every problem and should know about how that
they overcome problems. They have power to take decision regarding all issues which they face.
8.The administrative requirement is planning because its very important to plan for
conference so that we may run smoothly. After doing effective planning we have to organise
meeting in which we should invite people those who have better knowledge to present their
views. Then comes to directing that how we may give direction to speaker to ecourage him. The
best thing is that how we may control our emotions in front of audience.
9. A promotion strategy is a plan to attract people by using different techniques and
promoting through online website and to generate more leads. To increase the demand of
conference we may use marketing strategy to assume our target audience.
10. For promoting conference we have to adopt publicity material means in which they
may focus on promotional gifts. We make catalogues in which may be mentioned the pictures of
conference by which people may get attracted. We may distribute pamphlets in which provides
informtion regarding conference.
11. The making conference arrangements are related to good management because a
better management shows how may be the arrangements. There are a lot of things which may be
focused like manage relationships with sponsers and try to sell tickets. The most important thing
is to provide security to speaker so that their main focus on audience.
12. We should record acceptances, receipt fees and confirm participants that how many
people are interested to join conference. We have to focus on participants and want to know that
they are giving fees or not. We have to motivate people by promoting conference through social
media platforms like whatsapp, facebook ,instagram etc.

13. The needs of participants in conference they thought the seating arrangements are in
proper way and they get proper facilities related to food and security. They also think about
parking facilities and they are receiving prestige where they are going to perform. They should
think about the environment that always be clean.
14. We should confirm that how many participants are going to come and get to know the
event and attendees. After preparing the list of participants and then update the list on online
website by which we know about the cost of program. They provide business cards by which we
get help to enter in conference.
15. We should give the notification via email or messages so that participants may reach
on time and send a proper agenda to them to make them aware about the program. We must
provide detail note in which all things are mentioned related to conference. To make proper
meeting for them in which they get motivation that how they have to perform.
16. We should check at venue site before starting a conference that must ensure proper
arrangement for participants. We should take care about all the things that which are providing to
them. To know about the capacity and size of rooms before conference and keep an eye on there
are no fraud people come in conference.
17. The part of registration process is to do proper entry of participants in the system and
create registration record include guest name and surname, email address, mobile no. To focus
on main point is to respond special guests and get provided each and every information. To
assign particular room to guest so that they may live in easy way.
18. We should have an interaction with people so that they don't think that they are not
being focused. Before talking to people we should avoid negative thoughts and make a clear way
to understand them. We need a telephone to communicate with people and use a positive
language so that they don't feel that they don't satisfy with us.

19. We should include lot of things in contingency plan before starting a conference they
may make a plan in advance so that we dont have to face any problem. We should have a proper
emergency contact so that we may reach at right time and to solve any issue. Participants don't
perform on time then we identify the other people in management team which may take step to
perform if necessary.
20. Its important to make them happy to our guests speakers beacuse a speaker performs
different roles in different way. They energise crowd and motivate them so we should take care
of him. They support event themes and he plays a role to make an event better its totally in their
hand and audience always remember their content in upcoming years.
21. The administration perform various tasks including scheduled appointments, they
always give answer on mails and take calls on behalf of executives. They take care about the
word spelling, clear pronounciation so that they may communicate effectively. They have to
maintain file in which all details are mentioned of an organisation.
22. Every team member should have clear concise about next objective they must have
make pre-planned so that they may do their work on time. Every member is confidence to
achieve the objective and to attain maximum profits. We may do different types of meetings like
level one, two or three each level has different way like one way presentations help to convey
information.
23. It is based on the people's choice that what they want and we should focus about that
our intentions must be clear to prepare conference publications. The main important thing is to
identify our audience so that we may present ideas in easy way. We should share our thoughts to
make them understand what we want to say.
24. We should mention the detail information in our final report and contain executive
summary, introduction, conclusions and recommendations. The purpose to make a final report is
to collect information regarding that those project which are achieved and according to it we
should get outcomes.

25. The last action involved that how we may become successful of our conference and
come to know that everyone is doing work properly or not. We should focus on main points
which may attract to people to join conference. Prepare a proper budget plan for the program by
which we may run all the activities.

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