Comprehensive Report: Conference and Event Management Strategies

This report delves into the intricacies of event management, focusing on the design of conference room layouts and the provision of additional services to meet customer requirements. It begins by defining event management and highlighting its importance in creating successful large-scale events such as conferences and exhibitions. The report then explores the design considerations for a conference room, emphasizing the need to promote creativity and cater to customer needs, using the Travel mini market exhibition as a case study. The report outlines the steps involved in designing the congress hall, including identifying customer needs, table configurations, room selection, color themes, lighting, and screening. Furthermore, the report discusses the additional services provided by event management companies like Kuoni destination, such as catering, accommodation, and transportation, emphasizing the significance of delivering these services according to client demands to foster strong customer relationships and ensure high levels of satisfaction. The report concludes by summarizing the key takeaways, including the value of providing high-value propositions and effective event planning for successful outcomes.

Managing Conference and Events

Table of content
 Introduction
 P3. Designing an event layout for correctly setting up a conference room for
meeting the requirements of customers
 P4. Additional services available within conference events and significance of
providing them in order to requirement of clients
 Conclusion
 References

INTRODUCTION
Event management can be defined as application of the projects in order to create as well as develop large scale events
such as conferences, ceremonies, formal parties etc. Proper event management is essential in order to provide guest
with high level of satisfaction. The main aim of event management is to control as well as manage complex situations
which might take place during the specific events. In addition to this, proper event planning is also very much
essential in order top make specific event successful. The event management procedure includes planning, organising
and monitoring of event. An effective event management is essential in order to make sure that event is hosted in
responsible manner.

P3. Designing an event layout for correctly setting up a conference room for meeting the requirements of
customers
The design of the conference room should be such as it promotes creativity. In context of Travel mini market exhibition ,
as the exhibition is to be organised in the conference hall, it is the design of the congress hall can have positive as
well as long lasting impression on the mind of customers. The manager as well as event designer in Kuoni
destination is required to develop creative ideas for designing the hall for organising the travel mini market
exhibition. Before the designing of the congress hall the event designer as well as manager Kuoni destination will
prepare the detailed layout of the hall considering the purpose of the event. In context of Travel Mini-market
exhibition, the purpose of the event is to launch the products at multiple destination , will be considered by the
assistant event manager while preparing the design of the congress hall layout.

CONT.
The procedure which will be followed by the event manager in Kuoni destination for designing the congress hall fore
the event include :
Identification of needs of customers : In context of the mini exhibition, the customer want large space which requires
huge space for demonstrating the multi destination product launch. In addition to this, client also require food and
beverage services.
Table configurations: In addition to this, the space of the congress hall is big . The table on which the product will be
placed would be placed on the right hand side of the rooms and near the walls. There will be sufficient amount of
the space between the table which has been placed for demonstrating the product, it is the layout design in order to
provide guest an easer in walking and seeing the Products (Sarrazin and Belitsky, 2018. ).

CONT.
Selection of the room : The congress hall has been selected for organising the mini exhibition as it consist of large
space and company can easily place the product for demonstration. The congress hall have been selected for
organising the event considering the number of people expected to visit mini exhibition which has been organised
for multiple product launch. It has been expected that approx. 300 to 400 guests will be attending the mini market
exhibition. In addition to this, other reason for selecting the congress hall for organising the mini exhibition for the
multi destination product launch is that it consists of flexible spaces and offering first class conference and event
facilities.

CONT.
Colour theme : Bright colours will be used for highlighting the product launch at specific destinations. In addition to
this, traditional colour palettes will be utilised in order to honour the history of destination where particular
product is to be launched.
Lighting : The Led lighting will be utilised. In addition to this, directional lighting will be used. Directional light will
fall directly onto the product and will enhance the beauty of specific item. Directional lighting will also be helpful
in order to divert the attention of guest towards the product.
Screening : 103 “ Plasma scree will be placed at the centre of the hall , as it is ideal for branding. On the screen
information about the products which are to be launched at the different destinations will be shown. In addition to
this, benefits of using the specific product will be demonstrated, as it will assist an organisation in positively
influencing people to buy specific item. It will also assist an enterprise sponsoring the event in in accomplishing
the desired objectives (Adam and Ping, 2018).

P4. Additional services available within conference events and significance of providing them in order to requirement
of clients.
 In context of Kuoni destination management company, an organisation is wholly owned as well as full service
DMC provider. Business entity specialises in hosting meeting events, conventions etc. Kuoni destination
management company also provides destinations management solutions to customers.
 In addition to this , business entity also provides solutions related to hosting of an event at specific destination.
 Kuoni destination management company provides the solutions related to the themes which can be utilised for
hosting specific event at particular destinations.
 Business entity also provides valuable information related to the specific destination which helps customers in
planning a event.
 Kuoni destination management company also assist the customers in arranging the various resources such as
projector, table , screen , hall , etc. which are needed in order to organise event

CONT.
In addition to this, the other services provided by the Kuoni destination management company are catering, gala
dinners, entertainments, incentives as well as product launches, accommodation , transportation and logistics
services.
Importance of delivering the services according to requirement of customers
It is very much essential for Kuoni destination management organisation to develop as well as deliver services
according the requirements by clients, as it will assist firm in developing the strong relationship with customer
which is very much essential for growth of business.
Delivering the services according to the needs and demands of customers is also very much essential in order to
provide them with high level of satisfaction.

CONCLUSION
From the above report it has been summarised that by providing the high value proposition as well as additional
facilities or services to customers, companies can attract more number of customers. It has also been concluded
that proper planning as well as management is very much essential in order to organise event in successful manner.

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