part 6c event management and logistics - hotel liaison
TRANSCRIPT
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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.
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8/3/2019 Part 6C Event Management and Logistics - Hotel Liaison
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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
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