International Meetings Management BMIH6007 Event Report

This report provides a comprehensive overview of international meetings management, focusing on the planning and delivery of successful events, specifically a conference on Sustainability in Food and Beverage. It explores the event cycle, detailing steps from goal setting to ROI tracking. The report emphasizes the importance of event research, including market studies and feasibility assessments, encompassing technical, economic, legal, operational, and scheduling aspects. Practical event operations are discussed, covering goal definition, budgeting, team building, venue selection, branding, program planning, and the confirmation of key stakeholders. The report also includes a detailed budget breakdown and highlights the importance of considering industry trends and cultural considerations. The document aims to guide event managers in ensuring that the event meets the expectations of the target audience, achieving goals and objectives effectively and efficiently.

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Student Name
Assessment Title Planning and Delivering an Event – the theory and
practical considerations
Module International Meetings Management BMIH6007
Submission Date
Contents

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Contents
Introduction.................................................................................................................. 3
Main Body.................................................................................................................... 5
Conclusion.................................................................................................................12
References................................................................................................................ 14

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Executive Summary

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Introduction
Event Planning refers to a detailed process through which the different types of events
are conducted and thus the right steps are taken so that they can become successful and
gather the attention of the audience. Thus, it is quite necessary that the Events are
well-planned and the use of appropriate strategies can be made so that the detailed
planning related to the events can be implemented quite effectively and efficiently.
Thus, if it is used in an appropriate manner then the events can be held quite properly
which will help in the appeasement of the audience which is attending the event
(Adrian, Maria and Cristian, 2021). Therefore, it is required from the event planners
that they are able to put their focus on ensuring that they are able to make the use of
the detailed processes which will be quite helpful in ensuring that the attainment of the
future goals and objectives can be done in a proper manner. This report will focus on
the event of Conference to be held on Sustainability in Food and Beverage. This
conference will be held in order to make sure that the sustainability can be maintained
quite effectively and efficiently. Therefore, this will lead towards a higher-level of
efficiency and effectiveness in the event management in a proper manner. In this
report, a detailed discussion will be made on The Event Cycle, Event Research, The
Feasibility Study, Event Operations-The Practicalities, Budgets. Additionally, a
detailed discussion on Industry Trends or Cultural Considerations that were considered
will be made as a part of this project.

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Main Body
 The Event Cycle-
This refers to the various steps which are required to be taken so that the detailed
planning of an event can be carried out quite properly (Bjerke and Naess, 2021). This
is very essential so as to ensure that the event is conducted smoothly. The steps in this
cycle are as follows-
 Determination of goals and objectives- Here the goals and objectives which
are related with the conference are required to be effectively set up so that they
can be attained in a proper manner.
 Preparation of a budget and pricing the event- This is required to be carried
out for the conference which will be helpful in ensuring that the event can be
managed in a proper manner (Duan and et.al., 2021).
 Setting the date and venue- Here the date and venue of the conference is
required to be set up so that the information can be provided to the audience
regarding attending the event.
 Starting the search- It is important the starting of the search can be done
which will help the event organizers a lot in ensuring that they are able to
manage the event in a proper manner. This is required to be carried out for the
conference.
 Visualizing the sales lifecycle- For the conference to be held successfully, it is
crucial that this is done so that the management of the event is done in a right
manner (Haupt and Azevedo, 2021).
 Keeping a track of paperwork- It is important for successfully hosting the
conference because the paperwork has to be done regarding its various types of
aspects.
 Staffing- The staffing has to be done for conducting the conference in a
smooth manner because the presence of staff members is required so that the
conference can be conducted in a right way.

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 Providing a seamless experience to the attendees- It is essential that the
seamless experience to the attendees can be provided which will be helpful in
ensuring that the management of the conference is done in a right way.
 Conducting a poll- It is also crucial that a poll is conducted in which the
enjoyment of event-goers can be tracked which will be highly useful in
ensuring that the event is conducted in a right way in the future also. This is
essential for the conference
 Diving deeper into conversations- It is important that the detailed
understanding of the conversations is developed which will be quite helpful in
ensuring that the feedback related with the event can be assessed and the
improvements can be made in the future if necessary. This is quite necessary
for the conference.
 Tracking of ROI- ROI received from the event is required to be tracked. This
will be quit helpful in ensuring that the management of the event is done in a
proper way effectively and efficiently.
 Comparison of the results to goals- The comparison of results with the goals
is required to be done to identify the scope for making the required
improvements. This will be quite crucial so that the improvements can be
implemented.
 Event Research-
Event Research is quite important to be conducted because it is useful in assessing the
useful information which is related the event in a proper manner (Jones, 2021).
Therefore, for the conference it will be conducted in the following manner-
 Market study- A detailed Market study is required to be conducted in the
market because it is quite essential that the detailed conclusions and
recommendations related with the market can be derived (Jonsson and Mills,
2021).
 Assessment of the event feasibility- It is quite essential that the assessment of
the event feasibility can be done so that the overall analysis of the profitability
level of the event can be done quite effectively and efficiently. Therefore, in
this way it will help in ensuring that the event is conducted in a smooth manner
(Liu and Lei, 2021).
 The Feasibility Study-
Feasibility Study refers to conducting a detailed examination of the feasibility of the
event which is quite crucial in order to make sure that the event can be conducted in a
smooth manner (Mair and et.al., 2021)
. The different types of Feasibility Study can be explained as follows for an
event like conference-
 Technical Feasibility- It is quite important that the technical aspects which are
related with an event are studied in detail which will be quite helpful in
ensuring that the technical needs and requirements are fulfilled. It will be
highly essential for the conducting of the conference.
 Economic Feasibility- It is also important that the Economic Feasibility of the
event is assessed to identify the way it can become highly profitable. This is
quite important so that the conference is conducted quite smoothly.
 Legal Feasibility- It is crucial that the assessment of the Legal Feasibility of
the event can be done so that the legal needs and requirements related with the
event are identified. This is crucial for conducting the conference in a smooth
way.
 Operational Feasibility- It is also important that the assessment of the
operational feasibility of the event is done so that the management of the event
is done properly. This is very important so that the event can be managed in the
right way effectively and efficiently.

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 Scheduling Feasibility- It is also very important that the scheduling aspect of
the event is considered so that the scheduling of the event can be done in such
a way which can help a lot in successfully hosting the event in a right manner.
 Event Operations – the practicalities-
It is quite important that a detailed analysis of the practicalities which are
associated with the event is made. This is necessary in order to ensure that the
event is successful. The practicalities can be analyzed in the following way-
 Defining goals and objectives- It is quite necessary that the various types of
goals and objectives which are related with the event are defined. For hosting
the conference it is therefore crucial that the determination of the goals and
objectives is carried out.
 Establishment of a Budget- It is also crucial that a particular budget can be
established which can be quite helpful for the various types of organizations.
Therefore it is important that a Budget can be framed for the conference so that
it can be hosted in the right manner and can satisfy the audience quite
effectively and efficiently.
 Building the events team- It is very important that the events team can be
built which will handle the various types of aspects which are related with the
event. Therefore, in this way the conference can be conducted in the right
manner.
 Picking the venue and date- It is also crucial that the venue and date is
predetermined so that the event can be managed quite successfully. For hosting
the conference it is essential that the venue and date can be determined in a
proper manner.
 Development of event branding- It is important that the development of event
branding can be done in a right way which will be helpful in hosting the event
effectively and efficiently. For hosting the conference it is quite essential that
the focus can be put here so that the management of the event can be done
successfully.
 Planning the program- It is also crucial that the planning of the program can
be done in a right way so that the event is hosted according to the plan which is
created. This will help in hosting the conference in a smooth manner.
 Confirmation of sponsors, exhibitors and speakers- It is important that the
confirmation of sponsors, exhibitors and speakers can be carried out which will
be highly useful in ensuring that the event management can be done in a proper
way effectively and efficiently. This will help in ensuring that the conference
can be hosted quite smoothly.
 Identification and selection of tech tools- It is quite crucial that the
identification and selection of the tech tools can be carried out. This will lead
towards ensuring that the technical aspects related with the event can be
managed. In this way the conference can be hosted quite smoothly.
 Creation of a marketing and promotional plan- It is very important that the
creation of a marketing and promotional plan is done which will be helpful in
ensuring that the goals and objectives are attained. Thus, in this way the
conference can be hosted in quite a smooth manner.
Thus, in this way it can be said that the event managers can make sure that by
considering these practicalities they are able to manage the event properly so
that it is able to satisfy the target audience. Thus, in this way it can be said that
through the consideration of these practicalities the conference can be hosted in
a smooth manner effectively and efficiently which will help in ensuring that
the goals and objectives which are related with the event can be attained in a
proper manner.
 Budgets-

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Particulars Amount(In Pounds)
Admin Exp. 50000
Event Management Exp. 40000
Marketing Exp. 10000
Promotional Exp. 5000
Other Exp. 5000
Total 100000
A Budget refers to a detailed overview of the expenditures which are to be incurred
while initiating a particular project or while planning an event. It is quite important
that the detailed analysis of the Budget can be done which will help a lot in ensuring
that the Budget can be used quite successfully. Therefore, for hosting the conference it
is quite important that the consideration to the Budget can be given which will be quite
helpful in ensuring that the conference can be hosted quite successfully in the right
manner (Mayalu, Cesar-Tondreau and Kochersberger, 2021). If the amount which has
been set aside for the various types of expenditures to be incurred in hosting the
conference is followed then this will help in hosting the conference well within the
budget.
 Industry Trends or Cultural Considerations that were considered
There are various types of Industry Trends which are required to be considered
in ensuring that the events which are being hosted are successful. Therefore, in
this way it is quite important the management of the events can be done quite
effectively and efficiently in a right manner. Thus, it is required that the
following Industry Trends are considered-
 Resumption of Live Events after Q2- Resumption of Live Events after Q2 is
being considered. Thus, in this way it will be quite helpful in ensuring that the
conference can be conducted in the right way.
 Business and Group Demand to remain strong- It is also quite crucial that
the Business and Group Demand is considered which can be quite helpful.
Therefore, in this way it can be said that the conference can be hosted quite
successfully (Mpuon and et.al., 2021).
 Education has to be a top priority- It is also quite crucial that the right level
of priority is given to Education which will be helpful in ensuring that the
people are able to attend the events which are related with Education.
Therefore, in this way it can be said that this will be quite helpful in hosting of
the conference quite successfully (Okpoti and Jeong, 2021).
 Consideration to be given to Virtual meetings- It is also important that the
consideration can be provided to Virtual meetings so that the meetings can be

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conducted in this particular way. Therefore, it is quite important that for
hosting the conference these meetings are given appropriate consideration
(Walters, 2021).
 Consideration to be given to the COVID-19 cases- The appropriate
consideration is required to be given to the COVID-19 cases so that the
multiple aspects can be considered before hosting the event successfully. Thus
this has to be considered before hosting the conference.
 Hybrid events are the future- Hybrid events are the future and therefore it
becomes quite important that future events are hosted in such a manner so that
they can become successful in the future. This is required to be considered
before hosting the conference.
 Preparation for onsite testing- It is quite important that the preparation for
onsite testing is done before hosting the event. Therefore, this has to be
considered before hosting the conference.

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Conclusion
From the above report, it can be concluded that Event Planning refers to a
particular process which should be used so that the plans for the events can be
created in the right manner quite effectively and efficiently. It is crucial to
consider its multiple aspects so that the event can be hosted successfully. For
this purpose, it is important to ensure that the planning is done in such a
manner so that the events can be managed appropriately. Thus, event
management has to be done in a right manner by the event managers so that
they are able to ensure that they can manage the events in a proper way.
Therefore, it is quite important that the management of the events is done in a
proper manner so that the events are hosted successfully in the right way. It is
therefore quite essential that the event managers are able to provide
consideration to the different types of ways in which the events are required to
be organized which will help in managing the events in a right way. Therefore,
it is quite important that the event managers are able to make sure that they can
maintain the various types of needs and requirements which are related with
the events which will help them a lot in the future. Proper financial planning is
essential for the purpose of hosting the events successfully because the
management of the funds has to be carried out in a proper manner which will
thus help a lot in ensuring the right management of the different types of
events.

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References
Adrian, M .È., Maria, M. H. and Cristian, G., 2021. Exercise Capacity
Improvements Over Three Months Training-How Can we Relate Medium
Term Training Results in A Competitive Roller Skiing Event?. Biomedical
Journal of Scientific & Technical Research. 33(2). pp.25672-25679.
Bjerke, R. and Naess, H. E., 2021. Toward a co-Creation framework for
developing a green sports event brand: the case of the 2018 Zürich E
Prix. Journal of Sport & Tourism. pp.1-26.
Duan, Y. and et.al., 2021. How do perceptions of non-mega sport events
impact quality of life and support for the event among local
residents?. Sport in Society. pp.1-21.
Haupt, B. and Azevedo, L., 2021. Crisis communication planning and
nonprofit organizations. Disaster Prevention and Management: An
International Journal.
Jones, Z. M., 2021. Redaelli: Connecting Arts and Place: Cultural Policy
and American Cities.
Jonsson, J. O. and Mills, C., 2021. The Swedish level-of-living surveys: a
general overview and description of the event history data. Cradle to grave,
pp.228-242.
Liu, Y. Q. and Lei, W. S. C., 2021. Towards Sustainable Practice in the
Event Industry: Insights from Practitioners. Event Management. 25(3).
pp.213-226.
Mair, J. and et.al., 2021. Social impacts of mega-events: a systematic
narrative review and research agenda. Journal of Sustainable Tourism,
pp.1-22.
Mayalu, A. K., Cesar-Tondreau, B. and Kochersberger, K. B., 2021. UAV
Adaptive Path-planning and Data Ferrying for Acoustic Event-based
Learning and Classification. In AIAA Scitech 2021 Forum (p. 1043).
Mpuon, J. A. and et.al., 2021. The Role of Event Marketing in
Entrepreneurship Development of Firms in Hospitality
Industry. International Journal of Hospitality & Tourism Systems. 14(2).
Okpoti, E. S. and Jeong, I. J., 2021. A reactive decentralized coordination
algorithm for event-driven production planning and control: A cyber-
physical production system prototype case study. Journal of Manufacturing
Systems. 58. pp.143-158.

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Walters, T., 2021. Delivering employable event studies graduates: Student
perspectives on the benefits of experiential learning. Event Management.