Student Name: Pramod Neupane

Student ID No.: 22819741

Unit Name: Business Events Management
Unit Code: MNG00272
Tutor’s name: Tracey Firth
Assignment No.: 1
Assignment Title: Essay
Due date: 09/08/2019
Date submitted: 09/08/2019
Introduction

The business event management creates a global forum to bring people each other to identify
the proper goals and manner. The official conducts conferences and other events for
launching new products and collaborating with other organisations. In general, there are three
types of buyer of these events these are, corporate, associate and government. (Mair &
Thompson 2009). These events focus on other programs like team training and group dinners.
It is important to verify various requirements of clients by Professional Conference
Organisers (PCO’s) and Event management company (EMCs) to encourage attendance.
(Tanford, Montgomery & Nelson 2012). In conferences and exhibitions, there are many
things that are required to conduct a meeting such as the number of delegates who are going
to attend the event (Weber & Ladkin 2008). The event management organisations design a
schedule that include events like workshops, trainings, partner collaboration centric social
events. There are events like comprehensive assembles office parties, gala dinner and
stakeholder annual dinner (Mair & Thompson 2009). The type of accommodation that needs
to be arranged by the event manager are conference room, provision of wash rooms, chairs,
tables, projectors and podiums. The study sheds light on factors like how the number of
attendees will affect the space needed by the event managers in order to be operative
throughout the time span of the conference. (Locke 2010).

Scenario A – small conference, 2 days

Spatial analysis
Spatial analysis is determining the number of people that are going to attend the event. For a
small conference, number of representatives or delegates will be around 200 persons. The
hotel or arts centre should be suitable for organising small conference (Weber & Ladkin
2008). The professional conference organisers also known as PCOs would talk with the
hosting organisation understand the requirements and implement them while designing the
event held by any organisation (Dewi, Jonathan & Clarie 2018). A main big hall is enough
for this participant or hotel one room banquet is enough for this sector. The corporate sectors
as well as Government sectors the main buyer of this event. (Mair & Thompson 2009). The
people involved will help in determining what sort of accommodations is necessary to help
the hosting organisation for the event to be a successful one (Locke 2010).

Functionality requirements analysis

The event held by the organisation is going to be a plenary session as well as annual
conference for the members comprises of its members. In this case scenario, the number of
delegates has an impact on the space that is needed for this event management (Tanford,
Montgomery & Nelson 2012). It is known fact that for plenary session, all the members of an
organisation must attend the event. This type of session includes panel discussions along with
keynotes. Room should be managed again theatre style to hold 50 delegates in each workshop
(Locke 2010). In plenary sessions, aims are reviewed and consolidate the ongoing ventures.
The plenary room consists of chairs and desks arranged in consecutive straight rows.
(Tanford, Montgomery & Nelson 2012). There is an arrangement of smart boards which is
connected to the computer system. The hall space should be managed for 10 exhibitors in
space of 3*3m. This event needs additional break rooms for the relaxation of the delegates. It
is not a big event; thus, it can be easily managed by a few numbers of event management
workers or the hotel workers (Jones, 2017). The conference operation is an integral part of
the event management. The hotel should also manage their guest for additional function
room and additional space room for sit down lunch and dinner for delegates (Weber &
Ladkin 2008).

Operational requirements
The operative requirements for a small conference which will be held by a small medium
sized organisation and it include different technology in order to attain the objectives of the
meeting. The onside catering such as cocktail, welcome drinks should be provided. The event
utilizes various technologies like audio visual equipment which is essential for the holding
conference (Locke 2010). It includes other substantial technologies like lights, air
conditioning for better accommodations. There should be proper facility of notepad, napery,
chocolates, pen, WIFI code paper, glasses for drinking water purposes. (Weber & Ladkin
2008). The plenary session is attended by the whole of company due to which the event
cannot be hold at a distant place as it can be difficult to arrange transportation for every
employee. These accommodations will make the event hosted by the organisation a
successful meeting. Other operative actions are provision of catering services, fully furnished
banquet style hotel rooms. The event managers need to arrange restrooms with proper heating
and cooling equipment. The guest should be aware about fire exit door, smoking areas.

Scenario B– medium-sized conference, 3 days

Spatial analysis
In case of a medium sized conference, the number of delegates attending the event will be
1500. This conference is to be held by a big organisation with thousands of employees.
Association market, Corporate Sectors and Government Sectors are the main buyers of this
type of event, (Mair & Thompson 2009). The attendees of this event are the stakeholders of
the organisation. There will be eight synchronous sections that will be held in order to
provide space to 50 exhibitors. The space needed for this type of conference is different from
the small sized conference as the space required is much more than the previous case. The
spatial requirement is dependent on the type of conference and the number of attendees who
will be sharing space at the same time (Todd, Leask & Ensor 2017). The number of delegates
is going to affect the factor like the space requirement in order to cater in an efficient manner.
A big hall should cover up of 1500 square meter for 50 exhibitors to arrange proper meeting
hall and maximising network opportunities for the exhibitors and delegates (Dewi, Jonathan
& Clarie 2018).

Functionality requirements analysis

Both the spatial and operational requirements is heavily dependent on the number of
representatives that are going to attend the event as well as the time required for the event
that is going to be hosted (Dewi, Jonathan & Clarie 2018). In office conferences, it is
essential to choose an attractive and exotic location to garner the attention of the stakeholders
which will provoke them to attend the conference (Tanford, Montgomery & Nelson 2012).
The layout of a conference style room which is essential in this type of events is theatre style
room which can also be termed as the auditorium. This type of room has an equal distribution
of chairs and they have been arranged so that they can directly face at the front of the room.
Another type of arrangement can be constructed that is the banquet style (Weber & Ladkin
2008). But it all depends on the type of event the organisation is hosting. The implementation
of banquet style decor is preferable (Locke 2010). A space can be managed for EMC for
managing whole event for 3 days. The arrangement includes number of round tables and
chairs with equal distance in between them. In banquet style, the number of delegates in each
table is around 6 to 10. The designated number of delegates for each table depends on the
circumference of the table. In this type of conference and stakeholder meetings, there is a
provision of social networking functions along with starters and welcome drinks. The event
manager is responsible for booking of the hotel, arranging conference rooms with proper
podium so that the speaker can easily communicate with all the delegates. (Dewi, Jonathan &
Clarie 2018).

Operational requirements
The operational requirements include factors like arrangement of a theatre in order to hold a
meeting with all the 1500 delegates. The event manager should provide keynote speaker who
will be hosting the whole programme (Weber & Ladkin 2008). The operational requirements
for medium conference is same as small conferences they might consist of water bottle, water
jug, chair, table, napery, WIFI passwords, pen, chocolate boxes, décor depending upon types
of functions and room set up. napery, Exhibition halls are supposed to be arranged by
keeping in mind about the number of delegates attending at a time. (Jones 2017). A room of
1500 square meters can hold these many people at the same time. Thus, there should be a
plenary hall as well as an exhibition room and a multipurpose room need to be provided.
Therefore, the operational requirements are specified as per the requirements of the client
agency and what can be provided by the event manager who is designing the event. (Todd,
Leask & Ensor 2017).

Scenario C – major international 5-day conference

Spatial analysis
This type of major global conference consists of 5000 delegates and 400 exhibitors, including
a gala dinner and award ceremony. Generally, this type of conference is held by multinational
company’s higher officials. The buyers of this types of events are association sectors on
arranging various national and international delegates meetings (Mair & Thompson 2009).
The type of destination that is chosen by the event manager and the higher officials will be a
vacation type location. The delegates can enjoy as well as work at the same time. The area
needed for this size of event is 15000 square meters banquet hall and various display sides
should me covered up. In this type of large-scale events, there should be podium to hold
award ceremonies and an arrangement of 500 tables (Jones 2017). There should be space for
additional functions like simultaneous workshops and a space for business centres. (Todd,
Leask & Ensor 2017). The event manager of this organisation should employ an array of
workers and hotel staff to cater to the necessities of the attendees (Dewi, Jonathan & Clarie
2018).

Functionality requirements analysis

The event manager should have a premeditated schedules and agenda to meet the demands of
the client organisation. The planner needs to plan the events in advance or well before the
function to be held. (Todd, Leask & Ensor 2017). Both the social as well as leisure events are
to be designed in such a manner along with advance booking of the hotel, venues and nearby
entertainment sources. The room requirement for this type of event is either banquet style or
cabaret style. When the primary goal of the organisation is to exhibit their new products,
there is an arrangement of exhibition booths (Mair & Thompson 2009). The cabaret style is
like that of banquet style. The difference in cabaret style the chairs are arranged in such a
manner, that they will be facing the front of the room where a podium is constructed. For
exhibition booths style arrangement, there is an array of booths and their size is depending on
the availability of space (Tanford, Montgomery & Nelson 2012). The booth space is
predetermined by the exhibitor. (Jones 2017). The costing of the booth depends on its size
along with the location of the booth in the available space. Generally, the tables are arranged
in a strategically manner so that the delegates can move easily., The gala dinner and awards
ceremony and leverage contacts to create personalised experiences creating social and leisure
programs for the delegates and their partners Award can be taken as individual or on group
basis so plenary space shold be managed. In this type of large-scale events, it is essential to
post pictures on social networking sites such as twitter handles, Instagram accounts along
with updating the official web page of the organisation. (Todd, Leask & Ensor 2017). If the
event is successful, the event management organisation will garner positive attention and
their demand will increase. Thus, it is essential for this type of event management, an
experienced manager needs to be appointed (Dewi, Jonathan & Clarie 2018).

Operational requirements
The PCOs, EMCs as well as the DMCs should provide various materials which is necessary
in order to make the event successful. The operational requirements may seem smaller as per
the context of the venue size. But they are an integral part of the event management. It
includes the provision of chairs, tables, audio visual equipment and washrooms. (Todd, Leask
& Ensor 2017). The number of washrooms will be provided as per the requirement of the
number of delegates that are attending the event (Weber & Ladkin 2008). It will serve the
purpose of the holiday due to which the event manager will organise tours and additional
facilities like booking tickets for transportation. The catering breaks in exhibition booth type
event, is served in the exhibition area so that the new items gets the full attention (Tanford,
Montgomery & Nelson 2012). The conference operation refers to the fact that the event
management organisation is organising the event as per the requirements of the facilities.
Therefore, it is essential to plan the accommodations and other arrangements for the event to
be successful (Jones 2017). The big function with large delegates should be engaged with pre
or post tourism activities because they are involved in 5 days conference so they should be
focus on trade and leisure activities.

Conclusion
In summary, there has been a fine difference depending on the number of delegates attending
the event and what will be the purpose behind the event. The operational items includes
factors like lights, fans, air conditioners, audio visual items along with heating and cooling
machineries. The factors can be fully dependent on the type of event that has to be held. The
job role of event manager and organisations are to assist the clientele by helping them deal
with such a magnanimous presentation. It is the work of the event managers to realise and
transform into reality as per the wish of the client.

List of References

Dewi, JJ, Jonathan F, & Clarie, HT 2018, ‘Exploring industry priorities regarding customer
satisfaction and implications for event evaluation’, International Journal of Event and
Festival Management, vol.9, no. 1, pp.51-66.

Jones, ML 2017, Sustainable event management: A practical guide. Routledge

Locke, M 2010, ‘A Framework for Conducting a Situational Analysis of the Meetings,

Incentives, Conventions, and Exhibitions Sector’, Journal of Convention & Event Tourism,
vol.11, no. 3, pp.209-233.

Mair, J & Thompson, K 2009, 'The UK association conference attendance decision-making

process', Tourism Management, vol. 30, no. 3, pp. 400-409.

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, DOI: 10.1080/15470148.2012.728975.

Todd, L, Leask, A, & Ensor, J 2017, ‘Understanding primary stakeholders' multiple roles in
hallmark event tourism management. Tourism management, vol.59, pp.494-509.

Weber, K & Ladkin, A 2008, ‘Trends Affecting the Convention Industry in the 21st Century’,
Journal of Convention & Event Tourism, vol.6, no.4, pp. 47-63.