part 6c event management and logistics - hotel liaison

8/3/2019 Part 6C Event Management and Logistics - Hotel Liaison

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B2BEventManagement TrishaMentzel page1

www.b2beventmanagement.co.uk

Tipsonhowtorunasuccessfulconferenceorseminar:

Itisveryimportanttomakesurethatanybusinesseventthatyouareplanningonhavingis

successfulandisareturnoninvestment.Iwilloutlineinshortarticlesthefactorstoconsider

inhavingasuccessfulconferenceorseminar,thesewillbewrittenunderthefollowing

headings:

1. Corporatereasonsforhavingaconference2. Howtoplanforaconference3. Budgetingforaconference4. Findingtherightvenue5.

Marketing

for

a

conference

6. Eventmanagementandlogistics(inseveralparts)7. Conferenceonsitelogistics8. ReviewoftheconferenceandfollowupPart6CLiaisonwiththeVenueandConferenceRoomSetup

Thepreviousfactsheetsreviewedthecorporatereasonsforhavingaconference,andhowto

planand

market

asuccessful

conference.

There

can

be

many

business

reasons

why

a

companyshouldconsiderhavingaconference,notleastarethateventsareanimportant

partofthemarketingmix.Theeventlogisticsandmanagementisalargeareatocoversowe

willcoverthisinseveralsections.Inthissection,partC,wewillcoverliaisonwiththevenue

andconferenceroomsetup.

LiaisonwiththeConferenceorSeminarvenue

WehavealreadydiscussesinTipspart5thetopicFindingtherightvenue,theimportance

ofchoosingtherightthemeetingspaceforyoureventandwhatneedstoconsider.Inthis

sectionwe

will

discuss

what

you

need

to

plan

for

in

the

main

meeting

room.

Itisimportanttomakesurethatthemeetingroomislargeenoughforthecapacityof

expectedaudience,theproductionarearequiredforstagingandtheaudiovisualequipment

(AV)andcontrol.Thisshouldalreadyhavebeendiscussedandverifiedwiththevenuebefore

signingthecontract.

ProductionRequirementsyouneedtoconsiderthespacethatyouwillneedforthestageandpresentation,theprojectionAVandpoweroutlets,andwheretoplacethe

screenandtoptableinrelationtotheroomorientationandentrancedoorsyou

needto

minimize

disruption

from

possible

late

comers.

Certain

conference

rooms

alreadyhaveinbuiltstage,screenetc,whichmakestheroomsetupeasiertoplan.

8/3/2019 Part 6C Event Management and Logistics - Hotel Liaison

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B2BEventManagement TrishaMentzel page3

www.b2beventmanagement.co.uk

Boardroomusedforthesmallermeetinggroupswhereseatingisaroundalongtablewithoneortwopeopleateitherend.

Hotelswillhaveanindicationoftheroomcapacityforyourtypeofsetup,howeveritis

alwaysbesttocheckandallowedforplentyofspaceforpeopletomovearound.Youknow

yourprogramme:youmightneedextraspaceatthesidedependingontheactivitiesplanned

anddependingonwhetherrefreshmentsorluncharegoingtobeservedinthemeeting

room.

Youneedtobepreparedifmorepeopleregistertoattendthemeetingandyouneedtomake

adjustmentstothestagingtomakemoreroom:itisimportanttodiscussthesepossibilities

withyourproductioncompanyandtohavelayoutofthefloorplantohand.

Duringalltheplanningoftheconferenceorseminaryouneedtokeepthehotelinformedof

therunningorderoftheprogrammeandwhatfacilitiesandservicesarerequiredfromthe

hotelorwhatyouwillbeusingfromoutsidesuppliers.

FurtherarticlesonhowtorunasuccessfulbusinesseventthathasROIwillfollow.Toreceive

thesevaluableideasandmakesurethatyoudonotmissanyofthearticlesregisteronour

websiteandwewilldeliverthemtoyourinboxfree.Thearticleswillbefulloftipsandideas,

tohelpyouandyourbusinessineventmanagement.

NextTipSheet:Part6DBanquetingandrefreshmentsReferencereading:JohnGFisher HowtorunaSuccessfulConference