1. DHRM 036E Convention and Conference Management
The meeting and convention industry has emerged as one of today's most significant
sectors of commerce. Crucial to this field are meeting professionals, who plan and
produce well run conventions, meetings, seminars and expositions within their budget.
Professionals, sometimes called Meeting Planners or Convention Managers, event
planners, or banqueting managers are found in small companies, large corporations,
and professional associations and as independent entrepreneurs. Some are Executive or
Administrative Assistants who in addition to their job, plan meetings.
Convention and conference management is a defined profession with education,
certification and standards as an integral segment of the hospitality industry. It requires
proactive responses in addressing environmental concerns as the world evolves into a
global community. The planner is involved in the education, entertainment, and
feeding, using, safety and care of all attending or participating in an event.
Convention and conference management involves identifying the target audience,
devising the event concept, planning the logistics and coordinating the technical aspects
before actually executing the modalities of the proposed event. Post-function analysis
and ensuring a return on investment have become significant drivers for the event
industry.
Responsibilities of meeting planners
Convention and conferencing professionals tasks are:- developing of the theme or motif
for the event, arranging for speakers and alternate speakers, coordinating location
support ( such as electricity, lighting audio-visual and other utilities), arranging décor,
table, chairs, tents, security, police, fire, portable toilets, registration, emergency plans,
health care professionals, clean up, site selection, travel arrangements, negotiation, food
arrangements, reservations, public relations, scheduling and program evaluation.

2. Convention and conferencing professional in a large organization may be assigned one
specific aspect of the event such as budgeting or handling reservations and registration,
while other professionals who work for smaller organizations will often take
responsibility for all phases of the event.
There are three levels of professionalism that exist in convention and conference
management: that is, the Facilitator, the Technician, and the Professional.
 The Facilitator may be assigned basic tasks such as choosing menus and working
with the chosen venue staff on a variety of details. This worker is usually
concerned with the physical needs of the attendees.
 The Technician is often responsible for running registration and reservations,
selecting and setting up the site and operating the budget.
 The Professional designs and markets the event, creates the budget and oversees
all operations. It is this top-level manager who is responsible for achieving the
meeting's overall
The main objective of the convention and conference professionals is to ensure that they
meet all the clients needs and there perform their tasks over and above their
expectation.
As a manager in charge of conferencing and events then one has to ensure that practice
all the management functions. Namely planning, organizing, recruiting, coordinating
etc

3. Today meeting planners must be experts in the area of effective communication. They
must possess strong administrative and leadership qualities and be able to serve as
consultants. They ranked them as follows:
1. Organized
2. Efficient
3. Responsive
4. Attentive
5. Intelligent
6. Prompt
7. Courteous
8. Hardworking
9. Friendly
10. Hospitable
Planning tools
there are some very important tools that are needed for planning such as:- checklists,
guideline sheets and forms such as registration forms, budget analysis worksheets,
safety guideline checklists, meeting supply lists, meeting space, calculators etc.
There are software that are available and have all more features than the above
mentioned. There might have invitations and reminders, online help tips and
suggestions as one follows the process.

4.  Budgeting
The budget helps one to stay organized and prepare for any client inquiry and avoids
going over the budget. By use of a spreadsheet containing categories like projected
expenses, actual expenses, catering costs, transportation charges, décor charges, labour
costs etc
 Venues/Site
This involves the site selection and site inspection. For hotels this applies when dealing
with outside catering (off premise catering). The venue has to meet the functions needs.
A checklist is needed so that one does not leave out any important details. Phone
numbers should be captured for the venue, contact persons etc
 Design
Decoration and designing of the venue can be in-house or outsourced. The decoration
would involve hall décor, audio/video, lighting with fog etc.
 Event supplies
The kind of event determines the suppliers needed. If it is a business meeting things
included ( pens, pads, bottled water etc.) a party would include ( gifts and awards
etc)

5.  Catering
When catering check the target markets, the budget, variation in relation to the various
dietary needs. The staff members needed and the equipment and facilities. The
appropriate cuisine, cleanliness, health and safety measures must be in place.
 Registration
This can be done online or offline, free 00or fee based registration. Will it be manual or
automated, how will the tracking be done and also how will cancellations be handled.
 Lighting
This will mainly be determined by the type of event been hosted. It is important to
ensure that ample lighting is considered where people and food can be seen. A function
area can be transformed by projecting alternate colour on the walls and celling. The
stage area can have both pot lighting and colour effect lighting which put emphasis on
performance or speakers.
The lighting of the exterior of the function area can have a dramatic effect on arriving
and departing guests.
 Transportation Management
While looking at this function all logistics much be communicated before the function
day/days such as attendee profile, airport transfers, ground transportation. If one will
be involved in the airport transfers it is always good to have the flight details of every
attendee being picked.

6.  Emergency management
This involves the effective emergency management for mass crowd events. This
normally regulated by government agencies and can also be out sourced to companies
who understand the risked associated with Mass Crowd Events and also trained to
provide a safer environment for the community.
Listing emergency information in appropriate places at the event venue helps reduce
confusion and prevent emergencies.
 Security
These involve a thoughtful emergency preparedness, adequate staffing and supervision
and advance planning of security. Well organized functions have good registration
processes, crowd control, and door monitoring, ushering and staff working in
barricaded areas.
Details that should be captured when undertaking the reservation process for an
event either in house of off-premises
 Establish the purpose of the meeting (training, board meeting, incentive, sales
meeting, etc.)
 The "theme" of the meeting.
 The group size, gender mix, ages and any special needs
 Determination of the first option meeting dates with other dates for second and
third options depending on availability.
 The banqueting coordinator should be aware of which dates should we avoid
based on industry events and/or company events and holidays.

7.  Outlining the sessions day by day, including expected attendance, seating
arrangements, setup times required, starting and ending times, and audiovisual
and production needs.
 Identify the decision making process – (the department head , committee,
marketing, sales, public relations, procurement, consultants, etc.
 The number of people that will be involved in the site visit.
 Selection of an appropriate channel to relay information to all parties involved in
the decision making.
 Other than price, what other factors will the client look into so as to confirm the
function in the hotel?
 Guarantee and deposit requirements
 The start time and end time
 Cutoff date for the room block
 Communication on the mode of payment used in the hotel
 The refund policy for cancellations and cancellation policies
 Dates of any planned renovations
 Menu type and type of service to be used
 Special dietary needs for the meeting attendees.
 Any change in hotel ownership being discussed
 Availability of other amenities e.g health club, hours and cost

8.  Accommodation needs. The amenities available in the guests’ rooms and Key
system for guest rooms. The charges for the different services offered in the
hotel.
 Adequate parking space (free or for a fee)
 Hotel emergency plan (meeting manager should review it)
 Hotel emergency exits clearly marked
Categories of Functions/Events that Hotel cater for:-
They can be classified into four broad categories based on their purpose and objective:
1. Leisure events e.g. leisure sport, music, recreation.
2. Cultural events e.g. ceremonial, religious, art, heritage, and folklore.
3. Personal events e.g. weddings, birthdays, anniversaries.
4. Organizational events e.g. commercial, political, charitable, sales, product
launch, expo.
An event reservation form
Client: _____________________________________________________________________
Date/Time: _________________________________________________________________
Function/Theme: ___________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
FACILITY:
Address:
Contact Name:
Phone: Fax:
E-Mail: Cell Phone:
Routing Directions:
Travel Time:
____________________________________________________________________________________
LOCATION:
Indoor __________________________ Outdoor___________________________________
Loading Area ________________________________________________________________
Challenges __________________________________________________________________

9. ___________________________________________________________________________
___________________________________________________________________________
Square Footage ______________________________________________________________
Energy Sources
Gas/Electric _________________________________________________________________
___________________________________________________________________________
Water Sources: Hot___________________________________________________________
Cold _______________________________________________________________________
Lighting Availability __________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Staging on Premise _________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
32 Chapter 2 Styles of Catering Operations
figure 2-2 (Continued)
Equipment on Premise
Kitchen _____________________________________________________________________
Prep Area ___________________________________________________________________
___________________________________________________________________________
Sinks _______________________________________________________________________
Refrigeration ________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Freezer Space _______________________________________________________________
___________________________________________________________________________
Range Tops _________________________________________________________________
___________________________________________________________________________
Ovens ______________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Microwave __________________________________________________________________
Grills _______________________________________________________________________
Indoor ____________________________Outdoor__________________________________
Other ______________________________________________________________________
___________________________________________________________________________
Dishwasher Availability _______________________________________________________
___________________________________________________________________________
Dishwasher Location _________________________________________________________
Loading for Kitchen __________________________________________________________
___________________________________________________________________________
Service Area
Banquet Boxes ______________________________________________________________
___________________________________________________________________________
Service Station Areas _________________________________________________________
___________________________________________________________________________
Equipment on Property _______________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Full-Service Restaurants 33
figure 2-2 (Continued)

10. Equipment Needs Kitchen
Item Source Delivery Cost
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
Equipment Needs Service
Item Source Delivery Cost
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
___________ ___________ ___________ ___________
Tenting
Size ________________________________________________________________________
Floor _______________________________________________________________________
Heaters/Fans ________________________________________________________________
Decor/Theme Accessories
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Floor Plans/Layout
___________________________________________________________________________
___________________________________________________________________________
Audiovisual
Protection Equipment_________________________________________________________
Screens _____________________________________________________________________
Sound ______________________________________________________________________
___________________________________________________________________________
34 Chapter 2 Styles of Catering Operations
figure 2-2 (Continued)
Energy and Power Needs
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Entertainment
Number of Performers ________________________________________________________
Rehearsal Time ______________________________________________________________
Performance Time____________________________________________________________
Backstage Space Requirements_________________________________________________
___________________________________________________________________________
Contact Name _______________________________________________________________
Phone _____________________________ Fax_____________________________________
Food & Beverage
Menu ______________________________________________________________________
Service Setup ________________________________________________________________
Staff Requirements
Captains ____________________________________________________________________
Servers _____________________________________________________________________

11. Bartenders __________________________________________________________________
Permits/Licenses
Food Sanitation ______________________________________________________________
Off-Premise Beverage License__________________________________________________
Special Effect/Sound Permits___________________________________________________
Parking Permit_______________________________________________________________
Event Permit ________________________________________________________________
Occupancy Permit ___________________________________________________________
Insurance
Proof of Workman’s Compensation
Proof of Liability Insurance
Proof of Liquor Liability
Full-Service Restaurants 35
figure 2-2 (Continued)
Parking
Guest Parking: Number of Spaces ______________________________________________
Location ________________________________________________________________
Restrictions______________________________________________________________
Valet Service Company _______________________________________________________
Phone ______________________________________________________________________
Staff & Equipment Parking: Number of Spaces____________________________________
Location ________________________________________________________________
Restrictions______________________________________________________________
Signage_____________________________________________________________________
Contracted to________________________________________________________________
Phone _____________________________ Fax_____________________________________
Restroom Facilities
Type and Number: Male ______________________ Female _________________________
Handicapped Location ________________________________________________________
Signage_____________________________________________________________________
Emergency/Security Management
Ambulance on Site ___________________________________________________________
First Aid Location ____________________________________________________________
Security Management Contact __________________________________________________
Phone _____________________________ Fax_____________________________________
Number of Security Staff ______________________________________________________
Emergency Evacuation Plan ___________________________________________________
Fire Exit Locations ___________________________________________________________
___________________________________________________________________________
Signage & Lighting ___________________________________________________________
Trash Removal
On Site _____________________________________________________________________
Contract Removal Contact _____________________________________________________
Phone _____________________________ Fax_____________________________________
36 Chapter 2 Styles of Catering Operations
figure 2-2 (Continued)
Special Conditions__________________________________________________________
___________________________________________________________________________
Weather Contingency Plans _________________________________________________
___________________________________________________________________________

12. Different types of function room setup

13. 1. Auditorium or Theater Setup
Benefits:
- Perfect for shorter presentations, seminars, lectures, and Q & A’s
- Best suited for presentations that require more elaborate (audio virtual )A/V
technology
• Best meeting uses:
- Teaching/training
- Lecture/presentation
- Team-building
- Executive presentation
- Seminar
- Workshop

14. 2. Schoolroom/classroom Setup
Rows of tables with chairs face the front of a room and each person has a space for
writing or using a computer.
Benefits:
-A classical approach for both large and small seminars and training programs where
attendees need work space for notes
-Lends itself to a Q&A session with the facilitator rather than interactive discussion
between participants
Best Meeting Uses:
-Teaching/Training
-Lecture/Presentation
-Executive Presentation
-Seminar

15. Samples of school room/ class room setup
3 .Chevron Setup
Chairs are arranged in rows slanted in a V shape and separated by a center aisle. They
face the head table or speaker.
Benefits:
-Productive large group setup with speaker as focal point

16. -Increased eye contact between the group and the speaker
Best Meeting Uses:
-Teaching/Training
-Lecture/Presentation
-Discussions/Negotiations
-Executive Presentation
-Seminar
-Conference
4.Crescent Rounds Setup
Round tables arranged to maximize seating requirements for a variety of purposes.
Benefits:

17. -Ideal for meal-centered meetings and banquets encouraging business and socialization
for any size group
-No back is facing the speaker
Best Meeting Uses:
-Meeting with meals

18. 5.V-Shape Theater Setup
Seats are in rows facing the stage area, no tables.
Benefits:
-Perfect for shorter presentations, seminars, lectures and Q&A’s
-Best suited for presentations that require more elaborate A/V technology
Best Meeting Uses:
-Teaching/Training
-Lecture/Presentation
-Executive Presentation
-Seminar

19. -Workshop

20. 6.U-Shape Setup
Series of tables set up in the shape of the letter U with chairs set all around on one or
both sides.

21. Benefits:
-Promotes an open forum for smaller groups of up to 40 people
- All participants are able to make direct eye contact with one another
Best Meeting Uses:
-Teaching/Training
-Meeting w/ Meal
-Discussion/Negotiations
-Team Building
-Conference/Exchange
-Brainstorming
7. Hollow-Square Setup
Tables set in a square (or rectangle) with chairs placed around the outside of the table.
Center (inside) table is hollow.

22. Benefits:
-Facilitates group discussions and brainstorming but can also accommodate the
agendas of multiple speakers
-Works for both small and mid-size groups utilizing various technology
Best Meeting Uses:
- Board Meeting
- Discussion/Negotiations
- Team Building
- Conference/Exchange
- Brainstorming

23. 8. Boardroom Setup
Rectangle or oval shaped tables are set up with chairs on both sides and ends.
Benefits:
-A formal executive level set-up designed for meeting with one primary facilitator
-Good space for a comfortable working session, as well as food and beverage
-Ample room for teleconferencing and visual presentations
Best Meeting Uses:
-Board Meeting
- Lecture/Presentation
- Executive Presentations
- Conference/Exchange
- Brainstorming

24. Function Room Assignments
Criteria
• Room size and capacity under required room setup
• Type of event/presentation style
• Room location with regard to traffic
• Room location with regard to who’s next door
Use these criteria for choosing a size in room assignment:
• Expected number of attendees
• Room setup
• AV equipment
• Clothes racks, props, tables, or handouts
• Coffee service
Timing
• Tentative assignments at point of booking
• Definite assignments at least 60 days before event

25. • Some planners require definite assignments in contracts
Monitoring Function Room Usage - Calculate cost of leaving function space unused
one should track the following:
• Function room occupancy by meal period
• Types of functions
• Use of guestrooms by function groups
• Popularity of individual banquet menu items
• Sales revenue per square foot of function space
• Average banquet check by type of function
• Pattern of unused times and days
• Average number of persons by type of function
Function Room Charges
• Vary by property and according to amount of business the group brings
• Can be used to compensate for discounted guestroom rates
• Maintain a firm list of rates
• Many properties have sliding scales based on guestroom pickup
• Charge for function rooms if guestroom revenue does not cover setup,
cleanup, and teardown costs
• If a group uses enough guestrooms, there is often no charge for function
rooms

26. 3.5 MEETING TECHNOLOGY
The subject of technology as it pertains to meetings encompasses many different areas:
i) First there is the issue of technology as it is used to facilitate meetings. Hence things
like overhead projectors, three dimensional image projection, and equipment for
computerized meetings are needed.
ii) The second area that has seen the arrival of technology is for the planners themselves
where such things as desktop publishing, fax machines etc. have found their way.
iii) The third relates to attendee themselves with business centers becoming more and
more advanced. When it comes to technology there are many things that are new and
things are changing every day.
One such development is that of videoconferencing. In this era of cost cutting,
budgeting and immediate communication videoconferencing is surely very useful.
Videoconferencing is defined by the International Teleconferencing Association as a
telecommunication system that combines audio and video media that provides both
voice communication and motion video images.
When videoconferencing was first introduced it was expected to cause the demise of
hotel and conference centres. Meetings in the traditional sense were expected to
disappear. It was also considered advantageous because it eliminates the need for air
travel, food, and lodging expenses. However, fortunately or unfortunately this did not
happen because the equipment needed for video teleconferencing is very expensive.
Further there are still a lot of firms who believe that nothing can be more effective than
face to face human contact or the human interaction side of meeting.
Despite the fact that videoconferencing did not quite create that stir that it was
expected to, it is certainly regarded as a crucial communication link. Another
innovation in the meeting technology is the computer. To most people the use of

27. computers is limited to the planning stages but now computers are being used in
conjunction to LCD projection panels that allows other attendees to share information
with the presenter.
Apart from this area technology is also used in the planning phase of meetings. Today
there are a number of software packages that are very useful for the meeting planner.
Desktop publishing is another area where computers have made a significant
contribution. With desktop publishing, sophisticated communications material, from
meeting brochures to full sized association magazines can be produced in house on a
computer screen. Apart from the utility provided by the computer there are other
technological advances that help meeting planners. Promotional videotapes, fax
machines and electronic mail have become invaluable aids for the meeting planner.
They on only reduce the time spend by the meeting planners but are also cost effective,
for, e.g., sending email is so much cheaper and quicker than sending invitations or
plans through post office mail.
The networking technology y is also being fully utilized by the planners in relation to
their tasks. They also use websites for marketing their services.
Any discussion on the meeting technology would not be over till one talks about its
influence on attendees. In most cases the attendees are business travellers and in most
cases they are very sophisticated in their needs and expectations. Business centres,
telecommunication technology, and computerized check-ins and check-outs are really
popular with the meting attendees.
All in all technology has had a profound impact on the meetings industry. Almost every
aspect of this industry has been touched by technology.

28. Questions
1. Write a detailed note on the responsibilities of a meetings planner.
2. Do you think that the advent of technology has created a revolution in the meetings
industry?
3. Describe function rooms and how they are managed.
4. Identify various meeting room setups and describe when each is commonly used,
summarize how function rooms are broken down, describe meeting rooms of the
future, and explain why it is important to monitor function room usage.