Business Event Management: Conference Operations and Analysis Report

This report provides an in-depth analysis of business event management, focusing on different types of conferences, including small, medium, and large-scale events. It explores the operational requirements for each type, emphasizing aspects such as venue selection, delegate management, and the importance of effective communication. The report highlights the roles of operation managers, exhibitors, and service crews in ensuring event success. It also discusses the integration of social networking activities and the need to accommodate diverse cultural and religious backgrounds. Furthermore, the report examines the significance of feedback, transport facilities, and the use of destination management companies (DMCs) in international events. The objective is to illustrate the key elements for successful conference planning and execution within the business event industry.

Running head: BUSINESS EVENT MANAGEMENT
Business Event Management
Name of the Student
Name of the University
Author’s Note

1
BUSINESS EVENT MANAGEMENT
Business event industries primarily organize conference for gathering people together in
quest of gaining new thoughts and ideas. Three types of people from different sectors primarily
focus on attending such kinds of event. They include people corporate sector, association and
government sectors. The responsibility of event management companies is to select a secured
place so that delegates do not feel insecure in attending the conference (Zhang, Leung and Qu
2007). Large number of workshops, plenary sessions and executions are organized for enhancing
the knowledge and experience of people. As per the various patterns conference is constituted
with three major types including small, medium and large. Small conference is arranged in a hall
by involving a limited number of people. This particular event has already gained an image and
reputation for its systematic operation process. The entire event has focused to involve total 200
delegates associated with the various industries. Before conducting the conference some of the
eminent scholars belonging to different industries are invited for sharing their experience and
views. The entire event is conducted for two days. Total 10 exhibitors are intimately associated
with the entire operation process (Thomson Schlenker and Schulenkorf 2013). While conducting
the conference a proper and systematic management team is there for controlling the overall
process. The primary responsibility of that management team is communicating with every
single delegate and knowing their difficulties at the conference. In order to treat 200 delegates a
small conference room is enough for treating every single delegate with proper care and
affection.
The primary objective of conducting a small conference is to provide a professional
knowledge and guidance regarding the importance of social networking activities for the human
being (Saayman 2012). In many cases, it has been observed that people tend to lose their hopes
and desires for leading a peaceful life due to continuous upheavals they have to face on their

2
BUSINESS EVENT MANAGEMENT
journey. Attending a conference can give innumerable knowledge and experience on how to
develop creative and intuitive skill by attending a conference.
Operation managers have to play major responsibility while arranging the entire event for
two days. People like to stay away from monotonous livelihood in this specific season. The
operation managers while conducting the entire event have taken care of some of the most
relevant factors (Del ChIAPPA 2012). Delegates are from different cultural as well as religious
backgrounds. The primary purpose of the operation managers is to treat every single employee
with equal respect and dignity. The personnel associated with events and operation process
should keep maintaining interior and decorum as the choice of target customers. The product
managers should give food as well as tea facilities and benefits given. The managers should give
equal priority and response to all the delegates who will participate in the event (Atkins and
Moyer 2013). In addition, people belonging to different geographical boundaries like to attend
the event. The operation managers should maintain effective communication with every single
associate properly in order to know their problems and difficulties.
After the end of the event, every single delegate should be dropped at their convenient
place (Jaeger and Mykletun 2013). The entire transport facilities are very much effective so that
not a single person has to face difficulties in communicating with the exhibitors properly. In
order to break the monotony of events, the organizers have hired some professionals for having a
good performance (Rieke et al. 2012). This particular performance has enhanced the rhythmic
flow of entire conference. People belonging to different geographical areas are allowed to attend
the event. Operation managers as well as the entire service crew are flexible enough in dealing
with every single person associated with the event.

3
BUSINESS EVENT MANAGEMENT
The crew associated with operations can arrange a medium size of the conference by
involving around 1500 delegates. The persons who are invited to this specific program include
the persons from corporate, government and various non-profit organizational sectors (Rojek
2014). Total 50 exhibitors participate in the overall conference in order to arrange the entire
event systematically. The primary purpose of organizing this specific event is to make the people
aware of the values and importance of social networking sites in the present era of advanced
technology.
The eminent delegates are present their own experience and knowledge on how they get
facilities and benefits from the social network activities (Saayman 2012). With the advancement
of technology, people get the flexibility of having entire information regarding a particular
matter by sitting at their own place. People do not have to face difficulties in dealing with the
travel in gaining knowledge and information anywhere after the emergence of advanced
technology (Thomson, Schlenker and Schulenkorf 2013). Therefore, social networking activities
are having immense contributing for developing the society.
In order to arrange a medium conference 50 exhibitors are hired for conducting the entire
program. The primary purpose of those exhibitors is to keep a constant control over the entire
procedure of event. The delegates are from different backgrounds. Therefore, the operation
managers should have the capability to make an effective interaction with every single delegate
(Lotem et al. 2013). Especially, the organizers are from different religious backgrounds. They
may have to face difficulties in dealing with the delegates due to their linguistic barriers.
However, maintaining effective communication with every single delegate is the primary
responsibility of the operation executives.

4
BUSINESS EVENT MANAGEMENT
Medium conference is generally conducted for three days. The primary responsibility of
operation managers is to take care of delegates for three consecutive days. By sharing necessary
experience regarding the importance of the using social networks, the visitors can gain
knowledge and experience (Wilkinson et al. 2015). On the other hand, the primary mission of
conducting the event is to educate the people on how to use social networking sites along with
the advantages and disadvantages (Bearzotti, Salomone and Chiotti 2012). The operation
managers should make a constant update regarding the feedback of delegates on what kinds of
difficulties they are facing at the conference hall. The medium size conference is endowed with
eight concurrent sessions every day by involving 50 exhibitors. An effective plenary session
includes that all the delegates needs to attend in theatre set up for listening to a key-note speaker.
In addition, after conducting the event, the operation managers should take the responsibility of
dropping the delegates to the proper destination (Tanford, Montgomery and Nelson 2012). The
managers should take a constant feedback on how the delegates have enjoyed the entire event. If
any kind of negative response has been received from the viewer, the operation managers should
rectify that mistake next time (Yeoman et al. 2012). Therefore, feedback is highly needed in
rectifying the mistakes of conference exhibitors. As per the response collected from delegates,
the next event can be organized. A medium size conference is similar to small events actually
where the physical equipments like chair, table, decoration is equally relevant. The quantity of
food and beverage option should be expanded. The space of the floor and the number of rooms
should be larger than small conference.
A major international conference for 5 days can be arranged regarding plenary and
concurrent sessions by involving around 5000 delegates. The primary purpose of attending this
international conference is to convey the message to the international viewers about the

5
BUSINESS EVENT MANAGEMENT
effectiveness of social networking activities. Viewers from different geographical backgrounds
and attitudes like to attend this event (Verbeke 2015). The operation crews like to involve around
5000 delegates for participating in the international event. The primary purpose of the managers
is to keep a constant care on the overall performance of the executives and the entire crew. In
order to take care of 5000 delegates, the service providers should take a big conference hall so
that around 5000 employees can be accommodated. People belonging to different geographical
sectors tend to attend the event.
The primary objective of arranging this event is to evaluate the importance of social
networking sites on the overall enhancement of a business industry as well as of an individual. In
order to attend an international conference, the delegates are from different geographical and
cultural backgrounds (Masterman 2014). The personnel associated with operation process have
to face immense difficulties in communicating with the delegates; in this kind of situation the
primary responsibility of the operation managers is to render flexibility on the language and
facial expression. As a result, people belonging to different cultural attitudes do not get hesitated
in communicating with a particular individual properly. The communicators should make an
active interaction with the delegates so that they become flexible in sharing their views.
While conducting an international event, the organizers focus on destination
management company (DMCs). The primary responsibility of DMCs is to coordinate with
transport and visa as well as accommodation. The people who attend events are from different
psychological backgrounds. At the time of conveying a particular message, the delegates intend
to express their point of views from various perspectives (Silvers 2012). This kind of situation
renders an innumerable debate at the conference hall. The primary responsibility of operation
managers is to conduct the program peacefully so that the visitors do not have to face enough

6
BUSINESS EVENT MANAGEMENT
chaos and unhealthy situation. The entire conference is conducted for five days. Before arranging
international events the organizers should make an effective communication with the
organizations of tourism sectors in order to host the international guests. In every single day the
delegates should get the entire facility of transportation (Jaeger and Mykletun 2013). The foods
and products should be arranged in such a way that people belonging to different culture and
religious backgrounds can enjoy their food facilities. The primary purpose of arranging an
international event is not to convey the message internally but to express the point of view in the
global market. Therefore, people belonging to the different region can get an in-depth knowledge
and experience about the importance and value of social networking sites (Rogers 2013). In a
word, business event industry by conducting conference of different levels tends to allow
participants in collaborating their thoughts, ideas and views from different perspectives. In order
to make an event successful the operational requirement is highly significant. Otherwise the
organizers fail to arrange the entire event peacefully as well as systematically.

7
BUSINESS EVENT MANAGEMENT
Reference List:
Atkins, M.G. and Moyer, D.S., International Business Machines Corporation, 2013. Facilitating
event management and analysis within a communications environment. U.S. Patent 8,347,143.
Del ChIAPPA, G., 2012. How do meet organizers choose convention sites based on different
types of meetings? An empirical analysis of the Italian meetings industry. Event
Management, 16(2), pp.157-170.
Jaeger, K. and Mykletun, R.J., 2013. Festivals, identities, and belonging. Event
Management, 17(3), pp.213-226.
Masterman, G., 2014. Strategic sports event management. Routledge.
Rieke, R., Coppolino, L., Hutchison, A., Prieto, E. and Gaber, C., 2012, October. Security and
Reliability Requirements for Advanced Security Event Management. In MMM-ACNS (pp. 171-
180).
Rogers, T 2013, Conferences and conventions: a global industry, 3rd edn., Routledge, New
York.
Rojek, C., 2014. Global event management: A critique. Leisure Studies, 33(1), pp.32-47.
Saayman, M. ed., 2012. Introduction to Sports Tourism and Event Management, An. AFRICAN
SUN MeDIA.
Silvers, JR 2012, Professional event coordination, 2nd edn., Vol. 62, John Wiley & Sons, New
Jersey.

8
BUSINESS EVENT MANAGEMENT
Tanford, S, Montgomery, R & Nelson, KB 2012, 'Factors that influence attendance, satisfaction,
and loyalty for conventions', Journal of Convention & Event Tourism, vol. 13, no. 4, pp. 290-
318.
Thomson, A., Schlenker, K. and Schulenkorf, N., 2013. Conceptualizing sport event
legacy. Event Management, 17(2), pp.111-122.
Verbeke, J 2015, 'Four layers for designing conferences as learning environments: space, time,
communities of practice and trust', Constructivist Foundations, vol. 11, no. 1, pp. 115-8.
Wilkinson, SE, Basto, MY, Perovic, G, Lawrentschuk, N & Murphy, DG 2015, 'The social
media revolution is changing the conference experience: analytics and trends from eight
international meetings', BJU International, vol. 115, no. 5, pp. 839-46.
Yeoman, I., Robertson, M., Ali-Knight, J., Drummond, S. and McMahon-Beattie, U. eds.,
2012. Festival and events management. Routledge.
Zhang, HQ, Leung, V & Qu, H 2007, 'A refined model of factors affecting convention
participation decision-making', Tourism Management, vol. 28, no. 4, pp. 1123-7.