Convention and Event Management

CONVENTION AND EVENT MANAGEMENT 8

Conventionand Event Management

Conventionand Event Management

Eventmanagement involves the application and utilization of projectmanagement techniques in the creation and implementation of largeevents such as ceremonies, festivals, concerts, exhibitions andconventions (Bowdin et al., 2007). As I am preparing for a formalinterview with a convention center in our town, I plan to draft aword document and a power point presentation outline discussing thekey issues in convention and event management. The two documents willhelp me during the interview and to some extent guarantee my successin getting the manager’s position. The paper discusses the mainaspects of event management in two parts, which include essentialquestions discussion and the outline parts.

Part1 Essential Questions Discussion

Managementof conferences, festivals or exhibitions requires qualified peoplewho have enough planning skills, organizing skills and eventimplementation skills. These are among the professionals roles of thehuman personnel involved in the management of large-scale events. Itis the role of a convention and event manager to ensure that all theclients’ needs are formally identified and assessed. In addition,the manager ought to draft a brief that covers all the needs andspecifications given by the clients. Then, the event planners shouldprepare a project plan for the conference, party or trade showpresented by the clients. The planning process may involve creatingbudget plans, risk management plans, marketing plans, human resourcemanagement plans and more (Getz, 2007).

Inthe implementation stage, the event manager ought to coordinate allthe consultants involved such as hospitality management experts,materials manager, logistics managers and many more. After thecompletion of the event, the managers should document all theundertaken activities and conduct a review that is necessary forfuture events (Getz, 2007).

Accordingto Bowdin et al. (2011) the current technological innovations haveimpacted on many aspects of convention and event management. Thevideos and the data networking, which operates at a high speed hasimpacted on the marketing design and implementation of events. Videoconferencing, webinars and teleconferencing are among the manyemerging technologies, which are changing the nature of traditionalconferences to the better.

Themain components of a successful meeting or conferences are alsodiscussed in this section. First, there should be an event programme,which details the main speaker, the contributors, conference timings,and breakout sessions including the beverage and food breaks.Secondly, the organizers should get a venue, which suits the plannedmeeting, seminar or conference. The venue should be reachable to allthe clients expected to come during the event. The event plannersought to consider the target market and identify who will attend theevent and why. This is necessary because it aids in fee-generatingfrom the clients. Finally, the event manager should have a goodmarketing plan, which assists in securing reliable sponsors of theconference or meeting (Bowdin et al., 2007).

Thereare several factors to consider when measuring the success of anevent. First, the manager ought to assess whether the event wascompleted within the scheduled time. They should assess whether allthe planned activities such as lunches, accommodations and transportwere catered for or omitted during the event occurrence. Secondly, itis important to evaluate whether the objectives were achieved andwhether the event activities took place within the scope and scheduleof the project (Goldblatt, 2002).

Anotherconsideration is whether the event costs are within the plannedbudget. It involves assessing the returns on investment (ROI) fromthe entire events accounting for the delegate fees and accommodationexpenses. It is vital to consider whether the team members involvedin the event were satisfied in terms of the workload and payments.Employee satisfaction may mean success of an event on the part ofhuman resource managers (Balden et al., 2013).

Customers’satisfaction is also a key factor that needs consideration indetermining the success of an event. The managers would conclude thatthe conference was successful if the businesspeople or presidents whoattended acknowledge that they felt good and had the opportunity toexpress their views. There should be an assessment of the quality ofwork using certain standards so as to know whether the event wassuccessful or not. Meetings and conferences with favourabletransportation modes or good lodging houses would mean that theevents were successful (Goldblatt, 2002).

Fromthe discussion of the essential questions in convention and eventmanagement, I can pose two related questions that address thequalifications of an event manager and other aspects of eventorganising. They include

  1. What are the various professional qualifications and academic qualifications so as to participate in event planning and management?

  2. Besides the professional qualifications, what other values that an event consultant should have in holding meetings, seminars or conferences.

Part2 Outline

  1. What are the professional roles associated with convention and event management?&nbsp

Theyinclude

  • Preparation of a brief indicating all the clients’ requirements and the convention company.

  • Event planning, which includes the risk management plan, budget plan, time management plan, marketing plan and more.

  • Coordination of the event management experts during the implementation stage.

  • Documentation and post-implementation review for future references.

  1. What are the emerging trends and issues that are impacting the convention and event&nbspindustry?&nbsp

  • Videoconferencing and teleconferencing allows meetings to be conducted when the members are in different locations.

  • Webinars

  • Video and high-speed data networking

  1. What are the main components that make an event or convention successful?&nbsp

  • An event programme

  • A venue that suits the event

  • The targeted clients

  • A good marketing plan

  1. How do you measure the success of an event or convention?&nbsp It can be done by evaluation of the schedule, scope, budget, quality of the event activities, as well as, the levels of employee and customers’ satisfaction.

  2. Create two essential questions of your own that you think are crucial to your presentation.&nbsp

  • What are the professional qualifications of event managers? They should have an academic background in marketing, hospitality management, public relations or business administration

  • What are the values of event consultants? They should have good communication, interpersonal and time management skills. Also, they should have the ability to multi-task, negotiate and work as a team.

Marketingplans

Iplan to secure reliable sponsors from our region and outside thecountry so as to have enough funds for the events. Another marketingstrategy would involve advertising the company and the plannedclients’ events on the company’s website.

Foodand Accommodation Plan

Thebest plan should include favourable breakout sessions to allow theclients enjoy breakfast and lunch during the event. One should alsowork with the hotels and restaurants hosting the event to ensure thatthe sanitary items are in good condition before the event takesplace.

ClientInteractions

Iplan to be polite and understanding to the clients. In addition, Iwill direct the clients politely using the international language.

HumanResource Management Plan

Creatingfavourable work schedules that ensure no employee is overworkedduring the event is a good plan. I also plan to provide the workerswith additional remunerations after the event.

Critiquesto the Event

Iplan to be observing most of the activities ongoing in any meeting orconference carried out by the Events Company. In this way, one canidentify those areas with problems and develop a good strategy tosolve such problems. In addition, I can plan to increase the level ofperformance of the successful activities in the future events.

References

Bladen,C., Kennell, J., Abson, E. and Wilde, N. (2013). EventsManagement: An Introduction,New York: Routledge.

Bowdin,G. et al (2011). EventsManagement. Oxford:Elsevier Butterworth-Heinemann.

Getz,D. (2007). Eventstudies Theory, research and policy for planned events.Cambridge: Cambridge University Press.

Goldblatt,J.J. (2002). SpecialEvents: Twenty-first Century Global Event Management.London: Wiley.

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