Hospitality Event and Conference Planning

Introduction:

This unit provides essential principles and practices for individuals engaged in planning and managing conferences, conventions, meetings, and events. By understanding the event planning process, enhancing their management skills, and becoming familiar with best practices, participants will be well-prepared for the efficient execution of their events or conferences. This course also covers various event management tools to help manage time, space, budgets, human resources, information materials, and any obstacles that may arise during the planning phase.

Objectives:

By the end of this course, participants should be able to:

• Plan more effectively by identifying various types of events and conferences.
• Organize, assess, and motivate different committees involved in managing events and conferences.
• Create a promotional plan that guides you through all the steps to promote your event/conference.
• Understand the key functions required for the successful delivery of an event or conference.
• Appreciate the financial aspects of running a conference.
• Conduct exhibitions across a broad range of topics and industries.
• Conduct effective post-event evaluations to ensure continuous improvement.
• Supervise scientific and social activities in an event or conference, including:
  • Accurately estimating finances before the commencement of the conference.

Training Methodology:

• Lectures led by experts
• Case study analysis
• Interactive workshops
• Group discussions
• Role-playing scenarios
• Peer review sessions with feedback
• Event simulations based on hypothetical scenarios
• Budgeting and financial planning games for conferences:

Course Outline:

Unit 1: Event and Conference Planning

• Understanding events and conferences
• Different types of events and conferences
• Aims of conferences
• Key concepts in event planning
• Information gathering required for planning
• Setting SMART objectives
• Developing an event plan with detailed activities and schedules
• Venue selection and site agreements for events/conferences

Unit 2: Organizing the Event or Conference

• Identifying the personnel who will manage the event or conference
• Establishing specialized committees for different areas
• Training teams responsible for executing the event, including how to properly motivate them

Unit 3: Promotional Activities for Events and Conferences

• Marketing the conference
• Factors that attract participants
• Promotion and advertisement of events or conferences
• Step-by-step guide to promoting a successful business event
• Developing a marketing plan for events and conferences

Unit 4: Functions to Manage Events and Conferences

• Arrangements with official airline carriers
• Accommodation arrangements for participants
• Conference registration process
• Organizing social programs
• Managing public relations and media activities