EVENT MANAGEMENT

1. EVENT MANAGEMENT
BHAVANA GOPAL

2. Food and Beverages management
• Food and beverages service is a significant and
critical part of MICE industry.
• It can produce a high percentage of revenue
because:
Sales or revenue from banquet can exceed
restaurant sales.
F & B prices are flexible according to the
number of delegates, “Economic of scale”.

3. Types of meal function
• Breakfast
• Refreshment breaks
• Lunch
• Dinner
• Reception
• Off-premise catering

4. Menu planning
Consider these factors:
• Food costs
• Delegate requirements
• Types of items required
• Nutritional concerns
• Seasonality
• Overall impression

5. F & B staff considerations
• Skills and experience
• Number of delegates
• Time required
• Type/style of services
• Proportion of supervisory staff

6. Food and beverage pricing
• Per head basis
• Additional charge for “extra”
• Voucher sales
• Flat rate charge
• Charge per portion

7. Event Venue
• Event venues are locations where events are
taking place.
• An event venue in simple terms is “the
location hosting an event”.
• Traditionally, a venue may be a meeting room,
conference centre, convention centre, a
restaurant and so on.
• Based on purpose/objectives of event sites
vary from a borrowed or rented building to an
entire city.

8. • The site must be capable of fulfilling the
requirements.
FACTORS DETERMINING VENUE SELECTION
1. Budget
• Price tag of renting out the venue must fit
within your event budget.
2. Space specifications
• This would include things like space/room
capacity, and technical capabilities (like
lighting, electrical, A/V, etc.).

9. 3. Day/time availability
• It’s good to have several day/time options in
mind before you start reviewing venues so you
don’t immediately limit the number of venues
you can consider.
4. Appropriateness for type of event and client
goals
• It first requires you to know precisely the needs
and goals of your client
5. Security
• This includes not only a venue’s security
personnel but also things like security doors and
limiting venue access to only guests/attendees.

10. 6. Other groups using the venue at the same time
as your event
• Make sure any simultaneous events at the venue
(or even nearby) won’t conflict with or interrupt
yours.
7. Customer service
• To have adequate support staff on site during the
event to respond to the needs and requests of
you, your staff and your attendees.
8. Travel convenience
• The location of the venue needs to be
conveniently located for your attendees and
within a reasonable distance.

11. 9. Parking and proximity to transportation
options
• On-site or nearby parking options for your
guests are important.
• In addition, proximity to airports and public
transit should also consider.
10. Accessible for persons with disabilities
• This would include ramps, elevators and other
amenities for those guests with physical
disabilities as well as older guests who aren’t
as mobile.

12. 11. Nearby amenities and entertainment options
• Find a venue that has entertainment and
recreation options in house or nearby can be
critical to your attendance numbers.
12. Reputation
• Ask other event planners and vendors regarding
their experiences with the venues you are
considering.
• In addition, look at online reviews in forums and
on sites to round out your assessment of a
venue’s reputation and track record.

13. 13. Vendor restrictions
• Some venues have a list of exclusive vendors
that they will allow to perform work in their
venue, so make sure if you are using outside
vendors that you can bring them into the
venue and that the venue will amicably work
alongside them.

14. TYPES OF VENUES
1. Conference centers
• Professional conference and seminars.
• Breakdown of large groups to smaller units.
• On-site accessibility to technology capability.
• Limits the amount of equipment.
• For events lasting more than one day/night, a
conference center is a good choice.

15. • Conference centre is good for organizing the
following occasions.
 Graduation parties.
 Receptions.
 Farewell or welcome parties.
 Business transactions.
 Monthly or quarterly company meetings.
 High school or family reunions.
 Professional events.

16. FACILITIES AT CONFERENCE CENTRES
• Audio visual
• Room space
• Food & Beverages
• Web streaming
• Wi-Fi options
• Theming options

17. Audio Visuals

18. Food and Beverages

19. Web Streaming

20. Wi-Fi options

21. Theming options

22. 2. Hotels
• Popular choice for a perfect location.
• Hotels can easily be found.
• Events encompassing two or more days may find
comfort in the choice of hotel.
• For traveling guests, housing the event at a hotel
makes planning and attending easier for them.
• Professional events well suited for the hotel
venue include award dinners, promotions of
products, launching of new lines, partnership
appreciation, client appreciation, staff
appreciation, lectures, seminars and many more.
• Accessibility to technology and vast array of
amenities and parking on location.

24. 3. Convention centre
• Convention centers are the perfect venues to
organize and host large events in a
professional manner.
• A convention center is a great option
delivering adequate space.
• convention centers are within walking
distance to hotels.

25. • Convention centers are equipped with all the
necessary tools, technology and catering.
• Comfortable floor space.
• The major events include in convention
centers are corporate conferences,
professional lectures, trade shows, concerts,
recitals and conventions in general.
• Bringing branches or departments from large
organizations.

27. 4. Outdoors
• Outdoor event venues are important for both
private and corporate events.
• Outdoor venues including zoos, botanical
gardens, parks, camps, retreats and lawns.
• Outdoor venue trying something new like
horseback riding, rock climbing, canoeing,
white water rafting etc.
• Camps and retreats can offer scenic quarters
for guests.

31. 5. Rooftops
• Rooftops are exciting venues with
breathtaking, magical and spectacular views.
• panoramic views of cities, harbors, mountains
or ballparks provide a unique private oasis for
escaping the stresses of life.
• Most venues are 3,000 square feet or larger
and easily accommodate parties from 70 to
300 people.
• The unique identity of the rooftop venue is a
great option for sports fans and enthusiasts.

33. 6. Gardens
• Gardens are event venues that are often used for
private events.
• A romantic event, family affair or corporate
activity can easily be configured on the grounds
of a garden.
• Inclement weather is always a possibility with
gardens.
• baby shower would be well spent at a garden.
• Businesses might enjoy a change-of-pace in the
setting offered by a garden.
• Birthday parties, luncheons and reunions are
other great events well suited for the garden
venue.

35. 7. Ballrooms
• Ballrooms are spectacular and often historic
event venues.
• Perfect for gala, dance or concerts.
• Ballrooms have the capacity to hold enormous
numbers of guests.
• Some ballrooms are within conference centers
or hotels.

36. • High ceilings and elegance.
• Perfect for wedding receptions, fare well,
welcoming parties, appreciation dinners,
dances and business social hours.
• Ballrooms can be set-up to focus on
entertainment, mingling, dancing and dining.
• There is adequate space for stage and
audience seating available simultaneously.
• Auctions, fundraisers and concerts are great
ideas for ballroom venue events.

37. Ballrooms

38. 8. Museums
• Museums are a non-traditional setting for
important and special events for both public and
private groups.
• Businesses find themselves attracted to this
outside-of-the-box location.
• Guest list ranging from 10 to 1,000, nearly any
event can be held at a museum.
• Depending on the nature of event, different
spaces within the museum will make the most of
your time spent there.
• Concerts and movie premiers are great events for
this setting.

39. Requirements of business traveller
1. Amenities :
• Business travelers may away from home
most of the time.
• Feel like home.
• High competition among the industries.
• Desk and chair.
• Complementary breakfast.
• Soaps and shampoo

40. • Hairdryer, coffee pot and wake up calls.
2. Location :
• Location is a critical need for many business
traveler.
• Pre determined meetings.
• Buildings and attractions.
• Distance from a destination.

41. 3. Convenience :
• It is the big deal for the business travelers.
• Streamlined check-in service.
• Pools, spas and fitness rooms.
• Attached restaurants, coffee shops and bars.
4. Connections :
• Internet access.
• High speed broadband service.
• Complementary internet connections.

42. • Friendly concierge service.
5. Value :
• Best value.
• Paying for what they are getting.
• Know inclusions and exclusions.
• Compare and contrast

43. Checklist
• A list of items required, things to be done, or
points to be considered.
• Used as a reminder.
Before meeting
• Book venue – check access, cost,
refreshments, OHP (if appropriate)
• Write agenda and check with Chair
• Ensure your mailing list is up-to-date

44. • Ensure minutes are completed, checked and
sent out 3-4 weeks before meeting
• Include newsletter and/or relevant papers in
mail out
• Organize transport for participants (if relevant)
• Note any apologies you receive

45. Day of meeting
• Buy refreshments unless venue is providing
them
• Check phone/email for last minute apologies
• Collate relevant information to bring to
meeting
• Bring note paper, pens, etc
• Bring attendance list for participants
• Leave plenty on time to meet Chair and
organize seating arrangements and
refreshments

46. After meeting
• Type minutes asap and have it checked by Chair
(if appropriate) and people who gave
presentations
• Follow up action from meeting
• Pay invoice for venue (if relevant)
• Write/phone people identified to give
presentation(s) at next meeting
• If appropriate, add people to mailing list (e.g.
check your attendance list)
• Start collating info for next mail out/and or type
up appropriate material for newsletter

47. Safety and security
1. Health and safety
• Food safety issues
• Drinking water issues
2. Accessibility
• Accessibility to the participants
• Access to technology
• Accessible to the disabled
• Reduce complaints related to event access

48. 3. Pollution
• Many of the items used in events have
pollution risks.
• Sensitive environments such as parks, or near
watersheds are sensitive to pollution.
4. Emergency plans
• “It’s all better to hope for the best but plan for
the worst.
• Detailed plan to deal with a major incident or
disaster.

49. Types of emergency cases
• Man-made cause
• Natural calamity cause
Man-made cause
• Fire
• Drowning
• Terrorism
• Car accident
• Violence and abuse

50. Natural calamity cause
• Earthquake
• Volcanic eruption
• Storm
• Landslide

51. Risk management
Risk??
• The potential that a chosen action or activity
will lead to a loss.
Risk management
• The process of identifying, analyzing and
responding to the risk.
• It includes maximizing the result and
minimizing the consequences of negative
events.

52. Types of risk
• Physical risk
• Reputation risk
• Emotional risk
• Financial risk
• facilities

53. 1. Physical risk
• Involves harm or injuries to the physical body.
2. Reputation risk
• It apply to the reputation of the individual
officers and members present.
3. Emotional risk
• It pertain to the thoughts and feelings of the
organization’s members, participants or
attendees.

54. 4. Financial risk
• Involves both budget for the specific event
and the overall financial health of the
organization.
5. Facilities
• It includes both safety of the facilities used
and maintenance of the facilities used.

55. CULTURE, TRADITION, AND EVENTS IN
TOURISM
• Events, with elements of tradition, have
potential to attract visitors in a place or region
that wouldn’t be visited by them
• Holding of events contributes to creation of
unique image of the destination and an
incentive for increased competitiveness
• Different cultural values and resources are
basis for creation of specific cultural values
and events

56. • No matter of the size and type of events there
is an increasing interest in so-called "unique
cultural experience“ enabled through various
elements of the tradition as an integral
component of the overall cultural tourist offer.
• Current situation and potentials for utilizing
tradition and events in favor of increased
tourist offer can contribute to tourism
development.
• Greater involvement of stakeholders.

57. Events related to tradition
- Music events (festivals and competitions)
- Theater events
- Educational events
- Events related to the celebration of
international days
• Although existing events are good basis for
their inclusion in tourist offer, there is need for
stronger promotion of the country as
destination with variety of “events offer”

58. • As component of tourist offer, events and
tradition are closely related to appropriate
tourist demand.
• Events contribute to the sustainable
development of communities throughout the
year.

59. Convention manager
• Responsible for coordinating services for a
variety of gatherings.
• These includes business seminars, athletic
expositions, educational workshops and
entertainment functions.
• These events cover all aspects of hospitality,
including booking rooms, providing food
services, and setting up the venues for
activities.

60. Tourism Festivals and Trade shows
Ellora Festival
• Soneri Mahal in Aurangabad – combination of
classical and folk dances, vocals and even
poetry.
• Organised by Maharashtra Tourism
Development Corporation (MTDC).
• The Festival aims to put the historical and
pictorial sites in and around Aurangabad

61. HISTORY
• The festival first held in 1986.
• In 1988-1989 MTDC took Aurangabad under
consideration and started promoting Ajanta
Ellora caves through the Ajanta Ellora festival.
• MTDC added classical dance, music, art and
music shows in the festival.
• According to financial express on 5th May 2002
festival was stopped for 4 years due to plague of
swine flue.
• It is celebrated in ‘soneri mahal ‘ since 2002.

62. WHY THIS FESTIVAL
• There are 10 Buddhist caves which shows the
life of Buddha.
• Popularity of Buddhism among the westerns –
good to attract more inbound.
• Ajanta Ellora caves has various paintings made
with ancient colours – an attraction to the art
lovers.
• The festival has kala gram in which villagers
has 300 stalls showing local arts

63. • Lonar lake in Aurangabad is formed by
meteroid which is world famous.
• Aurangabad is very close to Mumbai –
through this festival we can promote the
whole region.
• The kala gram villagers exhibit different kind
of artifacts which provide work opportunity –
international level recognition.

65. Khajuraho Festival
• Khajuraho in Madhya Pradesh is famous for its
enthralling temples and sculptures built in 250-
1050 AD during the Chandela Dynasty.
• The Khajuraho Dance Festival - Kala Parishad –
under the Madhya Pradesh government.
• Open-air auditorium in front of Lord Shiva’s
Vishwanatha Temple and Sun God’s Chitragupta
Temple.
• Classical dance forms like Kathak, Kuchipudi,
Odissi, Bharatnatyam, Manipuri and Mohniattam.

66. • Dance is a celebrated art in Hindu Mythology.
• Hindu myths have various narrations of great
dancers.
• The temples are clustered in three groups –
eastern, western, and southern.
• Light and sound shows – learn about their
history and architecture.
• The show is performed in both Hindi and
English.

69. Taj Mahotsav Festival
• One of the largest and most prominent
handcrafts festivals of North India.
• The venue of the Taj Mahotsav is at shilpgram
near the Taj Mahal.
• The 10 days long carnival provides a vibrant
platform which showcases India's rich art,
craft, cultures, cuisine, dance and music.
• The carnival is organized by Uttar Pradesh
Tourism in order to boost tourism in India.

70. • Diverse regions put up a variety of amazing
crafts like wood carvings, marble carvings,
pottery, brass and metal ware, handmade
carpets etc.
MOTTO
• Motivate indigenous handicrafts.
• Invite foreign crafts and artifacts to draw
inspiration.
• To let the world know India’s culture and
tradition

71. • Appraise the stalwarts in arts.
• Spread the message of unity and
brotherhood.
• Keep the taste of Indian food alive.
• Conserve the beauty of national heritage.

75. Konark Dance Festival
• Konark festival was first organized in 1989 at
the Open Air Auditorium, Konark.
• The main idea to patronize the dance festival
was to promote Konark and hence Odisha.
• The Konark dance festival is organized by
Odissi guru Gangadhar Pradhan's Orissa Dance
Academy in association with the Eastern Zonal
Cultural Centre, Kolkata at Konark Natya
Mandap in Konark.

76. • Classical dance forms of India including Odissi,
Bharatanatyam, Manipuri, Kathakali, and
Chaotake part in the five-day classical dance
festival.
• Dance festival held every year in December
• Sculptures and souvenirs made by the expert
craftsmen of the region are displayed and
sold.

79. Hampi Festival
• Hampi Utsav, also known as the Vijaya Utsav.
• Festival of Hampi has been celebrated from
the times of the Vijayanagar reign.
• The rich culture of Kannadigas in the fields of
dance, music and art thus showcased
complement the beautifully carved ruins of
Hampi.
• The Government of Karnataka promotes this
festival every year to attract people all over
the world.

80. • In the streets, decorated horses, elephants
and men dressed in the Golden Era military
fashion are posted under the red, blue, green,
white cloth known as 'Gopuras'.
• The festival is all about dance, music, drama,
puppet shows, vibrant processions and
fireworks.
• The Festival also has events like 'Janapada
Kalavahini' a concert of folk songs, 'Jumbo
Savari' an elephant march, a light and sound
show, etc.

83. ITB (Internationale Tourismus-Börse
Berlin)
• It is the world's largest tourism trade fair.
• The companies represented at the fair include
hotels, tourist boards, tour operators, system
providers, airlines and car rental companies.
• It will also cause a considerable influx of
foreign visitors from all corners of the world to
Berlin.
• Some 170,000 people attend every year about
half of them trade visitors.

84. • 10,000 exhibitors from 180 countries and
territories worldwide.
• The ITB first started in 1966, with nine
exhibitors (of which Iraq was one) and 250
trade visitors.
• By 1980 the ITB had outclassed all other
tourism fairs.
• ITB Berlin is the leading B2B-Platform of all
tourism industry offers.

85. • In the exhibition area, trade visitors as well as
public visitors have the chance to explore the
international travel industry’s entire product
spectrum.
• The structure of the exhibition halls is divided
into geographic aspects as well as into current
market segments.
• An entire hall is reserved for Trends & Events
with Youth Travel, Eco tourism, Experience
Adventure, Economy Accommodation, and
Travel for disabled people.

88. World Travel Market
• World Travel Market, the leading global event
for the travel industry.
• Four-day business-to-business event
presenting a diverse range of destinations and
industry sectors to UK and International travel
professionals.
• Business under one roof.
• World Travel Market (WTM) is a UK event
aimed at the global travel industry.

89. • 46,000 senior travel industry professionals,
government ministers and representatives of
the international media, converge on ExCeL
London each year in November to attend
WTM.
• World Travel Market has been hosted in three
London venues, Olympia, Earl’s Court and
ExCeL London.
• WTM had almost 11,000 conference sessions.

90. • Environmental Awareness Day, launched in
1994, was renamed World Responsible
Tourism Day (WRTD) in 2004.
• In 2009 WTM had a 45,571 industry
attendance with 5,121 exhibiting companies
representing 187 countries and regions.

91. Commonwealth Games
• The Commonwealth games is an
international, multi-sport event involving
athletes from the Commonwealth of Nations.
• The event was first held in 1930, and has
taken place every four years since then.
• There are 53 members of the Commonwealth
of Nations, 71 teams participate in the
Commonwealth Games.

92. • The flag of the Commonwealth Games
Federation, flag of the last hosting nation and
the current hosting nation are hoisted during
the Commonwealth Games opening
ceremony.
• The 70 Commonwealth nations are called
continent wise to have the athletes parade at
the stadium.
• The David Dickson award for the best
performance in the Commonwealth Games is
presented to one athlete.

96. Asian Games
• Also known as Asiad, held every four years.
• Regulated by Asian Games Federation until
1978.
• Since 1982 they have been organized by
Olympic Council of Asia.
• Second largest multi sport event after the
Olympic games.
• Nine nations have hosted the Asian games and
46 nations have participated in the Games.

97. • 44 sports have been included in the Asian
Games history.
• India is a founder member of Asian Games
and also the host of the first Asian games.
• 1982 Asian games were also held in New
Delhi.
• India along with Japan is the only country to
have won at least one gold medal in every
event of Asian Games.

98. Olympics
• Olympic Games are considered the world's
foremost sports competition with more than 200
nations participating.
• The Olympic Games are held every four years,
with the Summer and Winter Games alternating
by occurring every four years.
• Their creation was inspired by the ancient
Olympic Games, which were held in Olympia,
Greece, from the 8th century BC to the 4th
century AD.

99. • The Olympic Movement during the 20th and 21st
centuries has resulted in several changes to the
Olympic Games.
• Some of them are, Winter Olympic Games for ice
and winter sports, the Paralympic Games for
athletes with a disability, and the Youth Olympic
Games for teenage athletes.
• the International Olympic Committee(IOC) is
responsible for choosing the host city for each
Games, and organises and funds the Games
according to the Olympic Charter.

100. Objectives and aims of Olympic Games
• Olympic Games bring solitary and fraternity
among various countries along with a strong
sense of unity among various countries.
• It helps in developing patriotism and
brotherhood among various sportsmen and
sportsperson.
• It helps in bring a vast change in the character,
physical fitness, personality as well as
citizenship among the sportsmen.

101. • Olympic Games help in decreasing the sense
of racism, gender discrimination, caste
discrimination and many more.
• It also helps in developing friendship between
sportsmen of different countries and nations
Olympic motto
• “Citius, Fortius, Altius” which literary means
Fastest, Strongest and Highest respectively.

102. Contract Negotiation
• Act of two or more parties discussing points of
a potential partnership arrangement.
• The goal is for an agreement to be made that
is beneficial to all involved parties.
• Discussions may go back and forth between
parties until all points have been agreed upon.
• The end goal is an arrangement that is both
fair and equitable to each party.

103. Negotiation with Hotels
• Hotels are critically dependent on revenue
from events such as conferences, trade shows,
and exhibitions.
• The guests are widely scattered, and aren’t
available in one place together until they
arrive at the event.
• Hotels provide more than just rooms –
catering, meeting rooms, or the use of other
hotel facilities like recreational centres, etc.

104. Hotel contract negotiation tips
1. Develop your own contract
• Write your own version of the hotel contract.
• While negotiating, you can add clauses from
your own contract to the hotel’s standard
contract.
• Writing your contract allows you to protect
yourself against problems you have had at
other events

105. 2. Read every word
• Read every word of your hotel contract.
• Keep an eye out for hidden fees.
• During negotiations, ask the hotel about each
of its charges.
• There are new policies and practice in the
industry such as early checkout fees,
extended stay fees etc. ask the hotel for a
copy of its registration policies.

106. 3. Negotiate for amenities
• You can negotiate for specific amenities to be
included in a contract for free or at discounted
rates.
• Free parking, free local call, internet services,
access to the health club, complimentary
shipping and receiving, room upgrades, airport
transfers.
• Providing the hotel with historical information
about your attendees can help you negotiate
amenities away.

107. 4. Sell your event to the hotel
• If a hotel recognizes the value of your
business, it will be more willing to negotiate in
your favour.
• Emphasize the aspects of your event that will
bring the hotel revenue.
• Meeting rooms do not provide the hotel
significant revenue, so meeting space may be
easy to negotiate.

108. 5. Partner with the hotel
• Make small adjustments to your meeting in
the hotel’s favour, such as booking your event
over non peak days.
• These concessions may give you more
leverage during negotiations.
• Leverage multiple meetings at the same
location.
• Leverage total number of guest rooms for the
event.

109. Negotiation with Airlines and ground
handler
• Carriers might be eager to negotiate better
discounts for corporations that can guarantee
extra volume.
• Prevent over negotiations.(city pairs)
• Establish a process to leverage meetings,
events and vacation travel.
• large travel program of several million dollars
per year – corporate sales directors

110. • Lower travel volume and high volume of travelers
who buy more expensive first- and business-class
tickets.
• Negotiate discounts on travel to a large event in a
single city.
• Specific travel or dollar volume to satisfy the
airline.
• Ground handling services include ramp services,
passenger services, cargo and mail services, load
control, communication and flight operations
services, representation and supervision services.