Organizing of Three Different Conferences Event Management

Question: Describe about the Organizing of Three Different Conferences for Event Management. Answer: Introduction Event management can be defined as the running, co-ordination and planning of teams, features and people. Many business look for professional who have experience in the event organizing field to help them create successful meetings and conferences. An event managers day to day activities is always filled with unique and exciting challenging situations (Allen, 2008). Working as an event manager is very challenging and dynamic as they are always required to design events that can appeal to all the different audiences who attend the conference, manage the different stakeholders, ensuring the safety of everyone who attends the event, limiting the impact of the environment on the activities that will take place, budgeting and delivering everything required on time. Over the past few years, event management has been making tremendous growth. For one to be a successful event manager, he or she is supposed to poses excellent designing, communication, and planning, marketing and innovative skills. The individual must be able to deal with complex situations and always think out of the box (Brown Campbell, 2003). Spatial Analysis Scenario a-small conferences, 2 days Organizing of small conferences is mostly done by a small number of people, groups, companies or communities. Such a conference does not really require a huge budget. The reason for this is because when it comes to getting the space or venue to run this conference, there are always plenty of options. These conferences can be held in churches, community libraries or even a school hall at a considerable lower fee or sometimes even for free. It is very important to think of the venue details before holding any conference like this one. The details that we should always be concerned with may include: How those who will be attending the conference are going to be navigating during the conference. We should thoroughly have a general layout of the room that the attendees will be meeting. Details like whether the room is conducive enough to hold such a conference. The other thing to check is the catering area like for example, how beverages and food will be distributed during this conference if there is any plan for that. We must picture out how the attendees are going to think at each point they navigate at the venue. Going through our itinerary is the surest way to remove all our doubts (Chheda Chheda, 2013). Scenario b-Medium sized Conferences, 3 days When it comes to having a midsized conference, we must be able to know when this conference is scheduled to take place especially if we are involved in the organizing committee. We must know the number of people that are expected to attend this meeting so as to enable us to shop for an appropriate venue that is nice and befitting enough for the conference. We must choose a venue that favors those who will be attending, for instance the venue should at least at a place where all the delegates can reach at a reasonable. However, for those delegates coming from far, we must organize on how they will attend the conference and where they will spend during the conference. We can liaise with people who major in transportation of guests and also with the hotel to provide for accommodation. The venue for this conference should be admirable and attractive to the audience in attendance (Winter, 2012). Scenario c-Major International Conference, 5 days When it comes organizing an international conference, there is always need to put in place a very experienced organizing committee to organize for it. International conferences are attended by many delegates hence this requires a bigger conference center that can host such a number. The organizing. Such conferences are attended by well known people in the world hence there is need for proper and thorough scrutiny of any venue that is expected to host such a conference. There must be enough space. Many stakeholders need to be consulted in coming up with the best way to host it. All roads leading to the venue must be well mapped. The participants must be provided with the map of the venue to enable them locate it more easily (Grayson, 2015). Functional Requirement Analysis Scenario a-Small Conference, 2 days Small conferences unlike the midsize and major conferences do not require very many things in order for them to be successful. Requirement analysis entails frequent communication with the people who will be attending the conference so as to tell them about the main agenda of the conference meeting. Requirement analysis helps to document all the aspects that this type of conference needs. All the energy must be directed towards achieving the main goal and objective and agenda of the conference meeting. The final preparation of such a conference must conform to the needs of the audience that will be in attendance. To successfully achieve these goals and objectives, there needs to be a combined team effort especially from the organizing committee and its chairperson (Wright, 2013). Scenario b-Medium Sized Conference, 3 days Like just in the small conferences, all the people attending this conference must be communicated to so that they are well acquainted with the venue, the main agenda of the conference meeting and also the main things that is required of them. Compared to the small conference, communicating with those attending a conference like this may be people from different places in a country. In such a situation, we may have to send an invitation note to those that are required to attend detailing the main agenda of the conference meeting, the number of days that the conference will be held, their accommodation and so forth. We must put everything in place so as to achieve the functional requirement of the conference meeting (Gandolfo, 2014). Scenario c-Major International Conference, 5 days The functional requirement analysis for an international are very enormous compared to the midsized conferences. Some of these functional requirements include; planning of the conference contents; crafting a vision and agenda for the international conference; the organizers of the event are must adequately publicize the international conferences so as to get many sponsors and participants to come and attend; the venue where the conference will be taking place must be well organized by making sure that everyone who attends the conferences has a place to sit comfortably and participate; there should be enough security for the event due to the magnitude of the conference. This can be well achieved through contracting different stakeholders like the government, which for instance has the capacity to provide excellent security during the event. The government can also help by providing other things like equipment to be used during the whole event. Operational Requirements Scenario a-Small Conference, 2 days Unlike the midsize and international conferences, small conferences do not often have many operational requirements to adhere to so as to carry on with a particular event. This is because most of such small conferences can easily take place in a smaller space, which means the organizers of such a conferences may not really need any permission from different authorities. Most of the time they only talk to their host for example, schools, churches and other community facilities that may be used. For these conferences to take place, they only need permission from the heads of such institutions. Another thing about these conferences is that they do not need much budgeting hence there is no need to have a big organizing committee. However, because of the two days duration of this conference, the organizers might have to come up with ways on how to cater for meals or alternatively the attendees can provide for themselves (Friedmann, 2003). Scenario b-Medium Sized Conference, 3 days For a midsized conference to be successful, we need to put in a place an experienced organizing committee to plan for the whole event and also not to forget a professional in that field as this type of conference may involve many stakeholders. Over five hundred delegates can attend such a conference. This essentially means that much funding must be pumped in to make it a success. We must purchase some things like drinks; food or alternatively, we should contract suppliers or even the hotel or organization to provide for catering services to the delegates in attendance (Segar, 2009). We must also come up with a plan on how the conference is going to run from the start to the end. For this organization to also be successful and also make sure only the attendance of only those who are supposed to, there is need for ticketing of all the members who want to attend the conference. The organizing committee can also reach out to charity organizations that are willing to chip in some finance into running of the conference. In simple terms these organizations can act as sponsors of the function by either providing money or equipments to be used like projectors, speakers or even catering services (Gottlieb Gottlieb, 2016). Scenario c-Major International Conference, 5 days According to (Mizker, 2015) running any international conference is no doubt the biggest headache for any organizing committee that is charged with the responsibility of running such an enormous event. For any international conference to run successfully, there are some important things that must be there. Some of these operational requirements include; presence of adequate security, the venue of the international conference must be well accessed by everyone e.g. the blind, those who are unable to walk. Arrangements must be there to ensure all these people also attend the conference. Special equipment must be availed to special people like the blind and dumb to enable them to fully participate in the event; the organizing committee must also find people who will be directing the people during the conference, from the alighting stage to the venue and so forth; the conference must have an exhibition area or convention floor where all the vendors and sponsors of the conference will be promoting their services and products. This area needs a significant commitment by the organizers when it comes to both resources and time. Therefore, the organizing committee must be ready to meet all the needs of the different many suppliers. Conclusion It is important to know that conferences serve to bring together different people who are known to have a common interest in a particular topic or subject. These people come together to discuss ideas and issues that are connected to that particular topic. For any conference to be successful, it requires adequate planning, resources and intensive time. This can be successful if only the right people are chosen for the task. References Allen, J. (2008). Event Planning: The Ultimate Guide To Successfull Meetings,Corporate Events,Fundraising Galas,Conferences,Conventions,Incentives and Other Special Events. Brown, S., Campbell, F. (2003). Essential Tips for Organizing Conferences Events. Chheda, N., Chheda, M. (2013). Conference Management and Event Planning. Friedmann, S. (2003). Meeting and Event Planning For Dummies. Gandolfo, R. (2014). Planning corporate events: A step by step guidebook. Gottlieb, R. S., Gottlieb, S. E. (2016). Multicultural Conference Planning Guide. 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