Sustainable Leadership In Event Management

A Small Conference with Workshops and Forums

Discuss About The Sustainable Leadership In Event Management.

Networking in this internet addicted generation is going to be difficult day by day as the audiences across the demographic areas become more divers generation. In numbers of cases, contents are sent live, streaming and archived online. Trends in the association sector were focused on the impact that increases delegate accommodation cost. Planners, who preciously research, collect and compare proposals for numbers of venues and tracks negotiation success for the higher authorities of event management team. A planner must provide a RFP or the request for proposal to the higher authorities to choose a venue and an appropriate plan to assess the entire related task related to meetings, conferences, Economics, product launching and exhibition. Different requirements are there for different types of gathering. If a conference is considered, it can be professional conference, academics conference, training conference. All of these conference types have their unique requirements and aim. Meeting is related to conference to some extent and requires conveying each others’ thought whether being present physically or to meet online using social network sites or by direct video conferencing. Though different levels of meetings require different security measures, for example, academic meetings between institutional authorities require less security than the meeting among government employees’. On the other hand award ceremony let the organization arrange a get-together to praise the performance, that requires a well decorated place to enjoy the event and the place should be vacant enough to accommodate all the employees within an organization. To conduct a product launching event, it is required to book an open forum or open space that can allow utmost coverage by the media and wide enough to accommodate all the production and investment management team.

To conduct an event for a small conference and to manage a workshop, it is required for an event manager to go through the process of planning and making coordination among different services, such as, organizing a venue to gather each of the key people, gathering requirements and lastly making all the agendas and purpose of the events to be clear to all of the attendees.

A small conference with workshop needs some basic requirements to convey the thoughts or the purpose of the workshop. The requirements consists of some instruments to demonstrate the thought with some practical work, such as, graphs, pictures or it can be projected over a big space or over a white board with the projector. Sometime conference with workshop and forums held in a place that is different from the workplaces and the venue must be neighborhoods of their participants. Hence, it can be possible for the participants to focus on the topic without any intervention. Some of the conferences take place in another area across the world (Deery, 2013).

A Medium-sized Conference

In business conferences, those take place among the CIOs, clients or among the sectors like EMC, PCO, are more focused on the practical issues. A conference venue must able to meet the corporate image of the organization and there must have the sufficient equipment to reach their audience. On the other hand it needs to be obvious that the conveyed facts or the thoughts must put a lot of great impact on the organization and the participants in the conference in a positive way. It needs ensure that there must have the sufficient space to accommodate desired numbers of participants (Goyal, 2010).

For a medium size of conference that needs to be conducted over 3 days with opening plenary session and 6 to 8 concurrent sessions each day; and social networking activities: 600–1500 delegates, 50 exhibitors,  it is the best option to select an ideal destination or the venue that should meet all the requirements for the proposed events. The requirements must include the availability of key dates, accommodation needs and group transportation option, meeting space requirements, accessibility of different areas of the venue, audio visual options or an effective toy model to demonstrate the infrastructure and functionalities of a proposed business model for the exhibition (Harolds, 2012).

As an event planner it is required to choose right revenue and need to consider the location carefully. Planners who are flexible enough are able to provide the possible dates and can negotiate for better pricing. To conduct a small sized conference with 600–1500 delegates, 50 exhibitors taking 3 days with opening plenary session and 6 to 8 concurrent sessions each day, it required to consider the budget which is more challenging. To keep the budgets in check it is required to explore the tertiary and secondary market at the time of evaluating destination. An appropriate destination offers the quality facilities to conduct an excellent service for the participant with better price tag (How to Start an Event Planning Service, 2015).

Like every conference the venue or the space for meeting must consists of highly functional equipment to convey the thoughts and agendas to the participants, for example, use of systems to cover all the participants in the room, for example, a good projecting device, good audio system and a proper accommodation facility for the all of the participants. To conduct a medium sized conference it will be considered as beneficial if there is the facility to organize a video conference those become unable to present due to some reason but their presence is much important to take any kind of decision. Hence it is required to bring the high end networking facility along with the suitable equipment to manage all the functionalities to maintain communication form the remote location in a real time environment (Pernecky, 2015).

A Major International 5-day Conference with Plenary and Concurrent Sessions and Social Networking Activities

Making international conference requires involvement of foreign clients and let them interact with other participants across the world. Making plans to conducts any kinds of processes, makes the work better and provides the reasonable and clear timeline to conduct the overall tasks. Each step in the planning process must take the sufficient time to think about something big and gives the opportunity to correct mistakes and helps to deal with the unexpected events. It is required for the planner to plan the topics those areas aimed to cover within the event, date and venue of the event and brief background details of the participants, such as passport and personal details. The proposal or the agendas presented in the international conference needed to be submitted to the nodal ministry not to the ministry of home affairs (Mha.nic.in, 2015).

The venue of the conference must include the strong networking functionalities facilitated by the advanced security features. On the other hand organizers or the planners are merely advised to go through the propose time frame, i.e. consistent 5 days. While conducting an international conference, it is required to consider the venue that is highly available for to catch the networking facilities, i.e. appropriate coverage of network within the area of venue. To provide a networking area it is required to take help of the VPN service providers to avail the utmost privacy in the network. VPN or Virtual Private Network services ensure the utmost data confidentiality across the network. As we know that nowadays intrusions take place to steal the confidential data from travelling data packets across the network (Whitford, Dunn and Cooper, 2013).

To avail all the specifications, it is required to plan the budgets and to complete task within the specified deadline.

Conclusion:

All of these meetings, conferences, and events to conduct award giving ceremony have unique characteristics and require certain infrastructure to let the amendments done in an effective way. This events let the participants share thoughts, experiences, methods among of people from different organization, for example a product launching event train the participants how to use the products and that the organization have purchased. Some in the academic institutions, workshops are conducted to marketing and the students and faculties aware about a new inventions or the booming market of different jobs. Even conferences take place on certain issues those are those are needed to be solved with an intense discussion among the involved person in a business. It may happen that the field is the new to be dealt with and may be lacking clear identity. In this case conferences and meetings give the opportunity bring the business people in a single place and allows to state clear ideas based on their clear understanding. Some time it may require to share new thought, works or to make the networks or people better to improve the work.  A meeting or conference may serve the reinforcement and highlight the issues appearing in the business. This scenario offers a chance to demonstrate the issues and recommended steps manually or using the support of electronic gadgets. Even it is much important to understand the feedback from the employees. An exhibition session is conducted to understand their needs or organizational requirements to conduct business processes effectively and also to address the issues within the organization by presenting a toy business model.

References:

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Harolds, J. (2012). Planning and Conducting Meetings Effectively, Part III. Clinical Nuclear Medicine, 37(2), pp.164-165.

How to Start an Event Planning Service. (2015). [online] Available at: https://www.entrepreneur.com/article/37892 [Accessed 16 Jul. 2015].

Kashef, T. (2015). What is the Value of Event Management Education? The Views of Six Industry Practitioners. Event Management, 19(1), pp.1-13.

Mha.nic.in, (2015). GUIDE FOR ORGANISERS OF INTERNATIONAL  |. [online] Available at: https://mha.nic.in/guide#tips1 [Accessed 16 Jul. 2015].

Pernecky, T. (2015). Sustainable Leadership in Event Management. Event Management, 19(1), pp.109-121.

Talke, K. and Colarelli O’Connor, G. (2011). Conveying Effective Message Content When Launching New Industrial Products. Journal of Product Innovation Management, 28(6), pp.943-956.

Van Winkle, C. and Falk, J. (2015). Personal Meaning Mapping at Festivals: a Useful Tool for a Challenging Context. Event Management, 19(1), pp.143-150.

Whitford, M., Dunn, A. and Cooper, C. (2013). Event Management. Oxford: Goodfellow Publishers Ltd.

Why You Need an Event Cancellation Policy. (2015). The Membership Management Report, 11(2), pp.8-8.