Event Management: Planning a Product Launch at Congress Centre

This report provides a comprehensive overview of planning and managing a conference and event, specifically focusing on a product launch. It details key considerations such as venue selection (Congress Centre in London), layout design, seating arrangements, decor, and essential services like stage setup, music equipment, projector availability, catering, photography, and registration areas. The event, a two-day travel mini market exhibition organized by Kuoni Destination Management, aims to offer a wide variety of travel options including cruise, adventure, and luxury travel. The report also includes a sample invitation card and emphasizes the importance of effective planning for creating a unique and satisfying experience for attendees, with innovative technological facilities to enhance their engagement and overall satisfaction.

MANAGING CONFERENCE
AND EVENTS

TABLE OF CONTENT
 INTRODUCTION
 PLANNING AND ORGANISATION
 CONCLUSION
 REFERENCE

INTRODUCTION
The layout of the room has a huge impact on the people who are taking part in the conference events. Organisation
undertaken in this presentation is Kuoni Destination Management which is London based event company. This
presentation will design the layout of the event and the other extra services which are required in an event of launching
product will be explained.

Designing an event layout to correctly set up an event
The layout of the room has a huge impact on the people who are taking part in the conference events. When the Kuoni
destination management is involved in making plans for a conference or any other event then one of the difficult
task will be to accommodate the quantity of participants which will be needed at the venue and in the most
engaging manner.
Therefore, the Kuoni destination management is conducting an event of 2 days travel mini market exhibition which has
focus on multi destination product launch at the Congress Centre. Selecting a right layout is also important to
encourage better learning, allow proper communication and interaction for brainstorming and team developing
practices, motivates for network opportunities, rendering good and effective performance experiences, etc. which
has a crucial impact on fostering and hindering the events

CONTINUE...
Number of people : The first thing before designing the
layout is related to the number of people who will be
attending the conference event. It is important to
know in advance in order to select a place or venue.
Place : The place which is selected for organising the
event is at the Congress Centre, 28 Great Russell
Street, London which is the best place in London to
organise various events and is spacious enough for the
gathering of such number of people.

CONTINUE...
Subject of organising conference : The subject places a
very strong emphasises before designing a layout. It is
because there are various purpose for which events
are organised.
Sitting arrangements : It is an another important factors
which has a influence on designing event layout.
There are various types of seating arrangements
which are required to be considered and they can be
like theatre style in which all chairs are placed in a
straight row and the key focus is on the central point.

CONTINUE...
Decor and furniture : When the venue and sitting arrangements is
decided and planned by the company. Then they communicate
with the people regarding the type of decoration and furniture
they requires. In this, Kuoni destination management will focus
on chairs, tables, linen, sofas, etc. It is very crucial to keep a
check on the quantity of furniture needed and if different
categories of furniture are needed then which will be required
in what quantity.
Invitation cards : It has be designed in a simple manner by
mentioning the event name, kind of shops it will have, timing,
date and venue.

Additional services which are available within an events
Organising an event is not as simple as it sounds. It needs
ample of services which are essentially to be provided
to the people.
Stage : It is important to know that event requires a
proper platform or stage or not. If needed then it must
be organised properly such that people may not feel
uncomfortable by standing on that.

CONTINUE...
Music and other equipments : In an event, like in a
exhibition a speaker will require an instruments like
mike, hand free devices etc. which will help them to
communicate with the audiences.
Projector : It has to be taken into consideration that if
the conference or event will display any presentation
or not. If yes, then there must be availability of the
projector so that proper presentation can be
displayed on it. Also there will be 103” plasma
screen ideal for branding.

CONTINUE...
Food and catering services : Refreshment is always
important in every business organisation. Therefore,
the two day event will provide proper refreshment
facilities to the customer outside the hall which will
be paid and for those who are have the shops or
booths in the exhibition will get the refreshments as a
complimentary. Also the guest will be served with
buffet meals and refreshments.

CONTINUE...
Photographer : In present business world, every event conducted is required to
advertise themselves and this takes place not only for the event management
company but also for the one who is arranging the event. They will have
photographer services who will be clicking the pictures and also making
videos.
Registration areas : Outside the hall, there will also be registration area which
will be required to keep the records of all the entities who will be visiting the
exhibition and this can also be used in future for building relations and
developing networks.

CONTINUE...
Therefore, the organisation will make appropriate arrangements for different tourist who will be visiting the
exhibition. These arrangements will include facilities relating to cruise, adventure, luxury or business class,
heritage and culture, city breaks, health, spa and wellness, etc. It will offer all the mentioned facilities
exclusively to their stakeholders and customers. They will use innovative technological facilities for the people
which will provide them with immense satisfaction and leave them with blissful feeling towards the event.