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PROJECT WORK SUBMISSION

Conference and Event

Student Name:

Submission Date: 25 August 2023

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DECLARATION

Hospitality management

Project Work

Submitted by: Gursharanjit Singh 220458

Date: 4.8.23

Declaration of Work Originality

"By submitting this work, I am declaring that I am the originator of this work and that all other
original sources used in this work have been appropriately acknowledged. I understand that
plagiarism is the act of taking and using the whole or any part of another person's work and
presenting it as my own without proper acknowledgement. I also understand that plagiarism is an
academic offence and that disciplinary action will be taken for plagiarism."

Name and Signature of student

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Abstract

This report examined two significant categories of gatherings and occasions in the
hospitality sector, specifically scholarly gatherings and business gatherings, alongside social
occasions and showcases. The attention was directed towards arranging a yearly gathering for a
group representing businesses and industries at a venue's large event space. Careful organisation
entailed developing a schedule for the occasion, a list of necessary materials, and a variety of
offerings and engagements for the dinner gathering. An assortment of tasty dishes and refreshing
drinks was carefully selected to elevate the enjoyment of the meal. Achieving the desired
outcome relied on flawless synchronisation, ingenuity, and exceptional customer care,
guaranteeing an unforgettable experience for every participant.
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Table of Contents

Introduction...................................................................................................................... 4
Main body.........................................................................................................................4
Two Major Types of Conferences in the Hospitality Industry:.......................................4
Two Major Types of Events in the Hospitality Industry:................................................5
Study of International Tourism Conference:................................................................5
Event Host for Annual Dinner of a Chamber of Commerce/Industry Association.........7
Recommendation...........................................................................................................10
Conclusion..................................................................................................................... 12
References.....................................................................................................................13
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Introduction
The sector of accommodation services holds a crucial position in organising a broad
range of gatherings and occasions that accommodate various requirements and inclinations. This
report examines a couple of significant categories of gatherings and a couple of significant
categories of occasions frequently arranged within this field. It also covers the planning and
execution of a chamber of commerce/industry association's annual ballroom dinner. As an event
host, thorough preparation and careful consideration of every aspect are crucial to guarantee the
triumph of such a highly regarded event.

This report will explore the complexities of conference and event planning. This will
examine the various elements of readiness, encompassing event outlines to inventories of
essential assets and services needed for a banquet occasion. Additionally, it shall meticulously
assemble an exquisite selection of culinary delights and libations to enhance the gastronomic
journey for the distinguished patrons. This project highlights the importance of flawless
organisation, inventiveness, and exceptional hospitality services in creating a memorable event.

Main body
Two Major Types of Conferences in the Hospitality Industry:

Academic Conferences:

In the hotel sector, academic conferences bring together academics, researchers,

educators, and professionals to share information, present research results, and debate industry
trends. These gatherings frequently centre around a particular scholarly field, like the study of
travel, the administration of lodging, or the art of cooking. Participants might consist of
educators, learners, professionals from various sectors, and individuals involved in decision-
making processes (Park and Jones, 2021). Educational gatherings often include prominent talks,
group conversations, scholarly paper showcases, and interactive sessions. The objective is to
promote cooperation, distribute information, and support the development of the scholarly
community in the field of hospitality. These conferences enhance networking among participants
and encourage partnerships, which frequently result in interdisciplinary research efforts or
curriculum creation. Sessions and group conversations explore current obstacles and creative
remedies in the realm of accommodations.
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Corporate Conferences:

Corporate gatherings are an important category of occasions within the hospitality sector,
serving the needs of enterprises and organisations in search of a venue to hold private or public
discussions, educational sessions, skill-building activities, new product introductions, and
collaborative endeavours. These gatherings can differ in their magnitude and range, ranging from
intimate executive getaways to extensive industry events. Corporate clients frequently set distinct
aims and targets for their gatherings, encompassing the enhancement of team cohesion, the
introduction of novel products or strategies, and the facilitation of stakeholder networking. The
coordinators should customise the event to fulfil these goals, offering appropriate areas for
gatherings, technology for sound and visuals, food and beverage provisions, and coordination of
arrangements. Corporate gatherings are essential for promoting conversations, educational
sessions, and the introduction of new products. Venue selection, sophisticated tech setup,
catering, and logistics management must be tailored to the company's goals. These events come
in different sizes and objectives, ranging from intimate gatherings to extensive business
exhibitions, with the goal of promoting collaboration, creativity, and building connections.
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Two Major Types of Events in the Hospitality Industry:

Social Events:

Gatherings of a social nature are occasions of celebration that commemorate significant

events in the lives of individuals, including but not limited to matrimonial ceremonies, the
passage of time since one's nuptials, the annual commemoration of one's birth, and the coming
together of relatives. These occurrences are profoundly intimate and frequently carry substantial
sentimental worth for the hosts and attendees (Thams et al., 2020). Event planners in the
hospitality sector collaborate extensively with customers to gain insight into their preferences,
themes, and financial limitations to craft an unforgettable and customised occasion. Efficient
interaction and occasion organisation are vital in overseeing diverse interested parties and
guaranteeing a seamless and delightful gathering. Celebrations like weddings, anniversaries,
birthdays, and family reunions are just some of the social events that hotels frequently hold.
These profoundly intimate events possess great emotional significance. Hotel event planners
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collaborate closely with customers to create unique experiences that match their desires and
financial plans, guaranteeing smooth correspondence and precise coordination to generate lasting
impressions for everyone involved.

Exhibitions and Trade Shows:

Exhibitions and trade shows are significant occasions in the hospitality sector that bring
together professionals, enterprises, and customers to display various offerings, solutions, and
advancements. These occurrences provide an opportunity for connecting with others, conducting
market analysis, and enhancing brand visibility. Exhibitors lease stalls or areas to showcase their
products and engage with prospective patrons and buyers. According to Krishnan et al., (2020),
Coordinating these types of occasions necessitates careful preparation to acquire suitable areas
for showcasing, handle exhibitor enrollments, create event arrangements, and coordinate
operational assistance like safety measures, signage, and technological framework. Exhibitions
and trade shows are lively occasions in the hospitality industry, bringing together experts and
clients to display new ideas and problem-solving methods. They serve as a central point for
connecting, gathering industry knowledge, and increasing brand visibility. Exhibitors lease areas
to interact with prospective purchasers. The focus is on careful organisation, ensuring proper
placement of exhibits, handling exhibitor sign-ups, coordinating transportation, implementing
safety protocols, and arranging technological arrangements.

Study of International Tourism Conference:

A particular category of gathering that carries immense importance within the field of
accommodations is the International Tourism Conference. This kind of gathering unites
individuals, specialists, and interested parties from the worldwide tourism industry to converse
and tackle pressing matters, developing patterns, and potentialities in the realm of tourism. As
per Barron and Leask, (2020), The International Tourism Conference is an event that facilitates
the sharing of knowledge, building connections, and fostering cooperation to advance sustainable
and responsible tourism practices on a global scale.
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Functions of an International Tourism Conference:

Keynote Speeches and Presentations: The conference usually begins with speeches from
respected individuals in the tourism sector, including government representatives, executives of
travel businesses, or well-known scholars. These verbal presentations establish the atmosphere
for the occasion, emphasising significant obstacles and possibilities in the field of travel and
hospitality.

Networking Events: The conference includes designated periods for socialising, enabling
attendees to interact with individuals who share similar interests, potential collaborators, and
influential figures within the field. Events focused on connecting individuals and fostering
relationships can play a crucial role in fostering synergistic relationships and fostering the
emergence of novel business prospects and creative advancements (Şengel et al., 2022).

Tourism Display and Expo: A crucial component of the event is the tourism display and expo,
where various entities present their offerings in the realm of countries, tourism boards, travel
agencies, and hospitality businesses. This showcase permits participants to investigate various
vacation spots, accommodation administrations, and travel merchandise.
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Cultural Encounters and Location Explorations: Occasionally, the event coordinators might
coordinate encounters with local customs and explorations of nearby points of interest. This
enhances the conference by providing attendees with the opportunity to personally encounter the
locations and methodologies that are being deliberated upon throughout the occasion (Shapoval
et al., 2021).

Final Gathering and Decisions: The assembly culminates with a concluding gathering that
encapsulates the essential insights and determinations reached throughout the occasion. This aids
in delineating a plan for enduring tourism methodologies and collaborative endeavours within
the sector.

Justification:

The organisation of a global travel event encompasses various essential procedures. At

first, event organisers recognise influential individuals and ensure their involvement in important
presentations. Coordination is done to ensure smooth presentations, including logistics, venue
selection, and technological setup. Networking sessions are arranged with the aim of
encouraging engagement between participants, and cultivating possible partnerships. Plans for
the exhibition and presentation of tourism are finalised, necessitating collaboration with multiple
organisations to exhibit travel options. Cultural encounters and regional discovery strategies are
formulated to amplify participant involvement. Finally, an ending assembly is arranged to
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consolidate observations and choices, moulding forthcoming travel plans and partnerships. This
complex procedure guarantees a thorough and influential conference encounter for attendees.

Event Host for Annual Dinner of a Chamber of Commerce/Industry Association

Event Rundown:

● 6:00 PM - 6:30 PM: Initial check-in and warm greetings

Visitors make their way to the establishment's central area, where designated stations are
arranged for check-in purposes, staffed by personnel who warmly welcome and provide aid to
participants.

Refreshments and beverages are provided upon guests' arrival, coinciding with the distribution of
their identification labels or assigned seating indicators.

● 6:30 PM - 7:00 PM: Social gathering with beverages

Attendees make their way to the gathering area adjacent to the ballroom to enjoy a pre-dinner
social gathering.

A range of starters and drinks are provided, enabling individuals to connect and socialise prior to
the official meal.

● 7:00 PM - 7:15 PM: Commencement Speech

Attendees are kindly requested to occupy their designated positions within the exquisitely
adorned hall.

The occasion organiser provides a concise opening statement, recognising the attendance of
notable individuals, supporters, and organisation affiliates.

● 7:15 PM - 7:30 PM: Group Demonstration

A spokesperson from the business organisation delivers a talk showcasing the accomplishments
and endeavours of the organisation throughout the previous year.

● 7:30 PM - 9:00 PM: Evening Meal Provision and Amusement

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The large gathering begins with a delicious meal consisting of multiple courses, skillfully
presented by the hotel's diligent service personnel.

Every course is accompanied by a meticulously chosen wine pairing, elevating the overall
enjoyment of the meal.

Experience the enchantment of live artistic expressions, such as a harmonious melodic

presentation or a graceful rhythmic display, which enthrals attendees while they indulge in a
delectable dining experience.

● 9:00 PM - 9:15 PM: Keynote Speech

A highly regarded speaker delivers a speech to the attendees on a pertinent and motivating
subject pertaining to the field or corporate environment.

● 9:15 PM - 9:45 PM: Event

The occasion organiser declares and bestows accolades upon exceptional individuals or
corporations, acknowledging their valuable contributions to the sector.

● 9:45 PM - 10:00 PM: Final words and expressions of gratitude

The event organiser concludes the proceedings by sharing words of appreciation to everyone
present, including the attendees, sponsors, and collaborators, for their valuable assistance.

Guests are kindly requested to savour a delectable assortment of sweet treats and warm
beverages while they engage in further interactions and conviviality.

● 10:00 PM - Beyond Interacting and Building Connections

The occasion formally ends, but attendees are encouraged to remain and make use of the
establishment's amenities, such as the beverage service and communal area, for additional
socialising and unwinding.

Checklist of Resources:

● Venue: Verify the accessibility and booking of the venue's event space with sufficient
room to comfortably host all attendees.
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● Audiovisual Equipment: Make arrangements for the necessary equipment to facilitate

presentations and entertainment, including a high-quality audio system, microphones, a
projector, screens, and a stage setup.
● Decorations: Collaborate with a well-regarded designer to establish a refined and
polished atmosphere, integrating the concept and identity of the occasion.
● Event Staff: Make sure there are enough people to handle various tasks during the event,
such as registering attendees, serving food and drinks, guiding guests, and ensuring
safety.
● Name Tags and Seating Cards: Create and produce personalised identification labels
and place cards for individuals attending an event to assist with efficient check-in and
seating organisation.
● Catering Services: Work together with the hotel's kitchen staff to create a delicious
selection of dishes, taking into account the various dietary preferences and limitations of
the guests (Davahli et al., 2020).
● Beverage Services: Coordinate a variety of grape-based beverages, distilled liquids, and
non-intoxicating drinks to harmonise with the evening meal options.
● Entertainment: Arrange for the procurement of dynamic artistic individuals, including
instrumentalists, performers of rhythmic movements, or a disc jockey, with the aim of
delivering captivating exhibitions throughout the evening meal.
● Recognition and accolades: Coordinate the procurement of top-notch accolades or
prizes to be bestowed upon the well-deserving individuals at the forthcoming ceremony
of recognition.
● Photography and Videography: Engage skilled individuals specialising in photography
and videography to document significant occurrences during the occasion.

List of Services and Activities for the Banquet Function:

● Reception and Greetings Beverages: Extend a warm invitation to visitors by offering a

revitalising beverage upon their entrance to the establishment's main entrance area.
● Cocktail Reception: Host a cocktail reception in the ballroom foyer, serving a variety of
appetizers and beverages.
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● Multi-Course Dining Experience: Introduce a refined multi-course dining experience

showcasing a wide array of culinary traditions, gracefully presented by the hotel's
attentive service team.
● Pair wines with each course to elevate the dining experience and pleasantly surprise
guests with superb food and wine amalgamations.
● Arrange live amusement, like a dynamic musical ensemble, an individual artist, or a
captivating dance exhibition, to provide enjoyment for attendees throughout the evening
meal.
● Keynote Address: Extend an invitation to a well-known individual to present a
captivating and enlightening keynote address.
● Event Planning: Coordinate a special event to acknowledge exceptional individuals or
organisations, bestowing them with uniquely crafted mementoes or honours.
● Dessert and Coffee: Provide delightful treats and a warm beverage following the primary
meal to fulfil the desires of attendees with a penchant for sweetness.
● Networking Opportunities: Ensure sufficient duration and area for attendees to engage in
professional interactions and establish meaningful relationships within the relevant field.
● Event Keepsakes: Take into account the possibility of offering attendees event keepsakes,
like personalised presents or mementoes, as a gesture of gratitude for their presence.

Menu:

Starters:

● Mini Bruschettas with Tomato, Basil, and Balsamic Glaze

● Smoked Salmon Canapés with Cream Cheese and Fresh Dill Spinach-Parmesan-Stuffed
Mushrooms Crispy Vegetable Spring Rolls with Sweet Chilli Dipping Sauce

Main Course:

● Cooked Fillet Mignon with Red Wine Reduction

● Herb-Roasted Chicken Breast with Lemon-Herb Butter Grilled Vegetable Medley with
Balsamic Drizzle
● Truffle Mashed Potatoes Mixed Green Salad with Balsamic Vinaigrette
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Dessert:

Indulgent Chocolate Delight with Seasonal Fruits Petite Creamy Cakes with Berry Sauce Variety
of Fresh Fruits Hot Beverages and Herbal Infusions Perfect

Wine Complement:

A diverse assortment of crimson and ivory wines meticulously chosen to harmonise with every
course.

Recommendation
● Thorough organisation and synchronisation: Efficient organisation and
synchronisation play a vital role in achieving success for any occasion. The event
coordinator ought to collaborate intimately with the chamber's organising committee,
comprehending their goals and inclinations for the supper. Standard correspondence,
unambiguous timeframes, and establishing attainable anticipations are crucial to
formulating a proficient occasion.
● Customization and Concept: The yearly gathering ought to mirror the essence and
principles of the organisation and its constituents. The individual responsible for
organising the occasion ought to contemplate integrating a customised concept or
emblematic components through the gathering, starting from the invites to the
embellishments. This will improve the overall experience for individuals and foster a
feeling of inclusion and satisfaction among the participants (Giousmpasoglou et al.,
2021).
● Attention to Detail: Giving careful consideration to specifics is crucial in order to craft
an unforgettable occasion. When it comes to making sure everyone is comfortable and
satisfied, attention to detail is key. This includes considering individual seating
preferences and creating a menu that offers a wide range of delicious options to
accommodate various dietary needs. It is important to meticulously plan and flawlessly
execute every aspect of the event.
● Entertaining Engagement: In order to ensure the guests remain entertained and
involved during the dinner, it is advisable for the event organiser to coordinate
captivating live entertainment. This may encompass individuals who perform music or
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dance, in accordance with the chosen motif and the preferences of those present at the
occasion. An adequately planned amusement programme will contribute liveliness and
thrill to the occasion.
● Significant Recognition Event: The recognition event holds great importance and the
event host should ensure it is conducted with utmost authenticity and respect.
Recognition of exceptional individuals or entities can cultivate a favourable and grateful
environment, inspiring others to thrive in their respective fields.
● Networking Opportunities: Establishing sufficient networking possibilities is crucial for
the chamber's members and visitors. The event organiser ought to coordinate designated
areas for socialising and include engaging activities that promote communication among
participants. This may encourage significant associations and potential partnerships
within the sector.
● Utilising advanced tools and systems: It can optimise the coordination of events and
elevate the satisfaction of attendees. Leverage event management software for smooth
registration and check-in procedures. Furthermore, include participatory components like
real-time surveys or a virtual event itinerary to captivate the attendees throughout the
occasion.
● Sustainable Practises: Embrace practises that prioritise the long-term well-being of the
environment during events. Collaborate with the lodging establishment or suppliers to
diminish the utilisation of disposable plastics and select environmentally conscious
substitutes. Encourage conscientious disposal practises and the proper reutilization of
resources during the occasion.
● Post-event follow-up: It is crucial to gather valuable insights and perspectives from
attendees, aiding in future enhancements. Extend thanks to all individuals and entities
involved, encompassing contributors and collaborators, through individualised post-event
messages or gestures of gratitude.
● Assessment and Education: Perform an extensive assessment of the event's
achievement, examining areas of proficiency and possibilities for enhancement. Utilise
these observations to enhance the strategizing and implementation procedure for
forthcoming occasions.
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Conclusion
In conclusion, the report explored the wide range of gatherings and occasions in the field
of hospitality. It examined two primary categories of gatherings, scholarly and business-oriented,
that encourage the sharing of information and support the expansion of enterprises,
correspondingly. It explored a pair of significant categories of occasions, namely social
assemblies and showcases, that generate indelible memories for both personal festivities and
business engagements.

The main emphasis was on the careful organisation and implementation of a yearly event
for a business group hosted in a large venue. By carefully organising a thorough schedule of
activities, a complete list of necessary items, and a delightful selection of food and drinks, the
person in charge of the event guarantees a smooth and unforgettable time for everyone present.

During this investigation, the importance of outstanding customer service,

meticulousness, and ingenuity in organising prosperous gatherings and occasions within the
hospitality sector has been highlighted. Such activities aid in nurturing enduring bonds,
facilitating the spread of information, and generating treasured recollections for every individual
involved.
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References
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events, and hospitality education. Journal of Hospitality & Tourism Education, 33(3),
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Krishnan, V., Mann, R., Seitzman, N. and Wittkamp, N., 2020. Hospitality and COVID-19: How
long until ‘no vacancy’for US hotels?.
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Thams, A., Zech, N., Rempel, D. and Ayia-Koi, A., 2020. An initial assessment of economic
impacts and operational challenges for the tourism & hospitality industry due to COVID-
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https://www.mdpi.com/1660-4601/17/20/7366
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Giousmpasoglou, C., Marinakou, E. and Zopiatis, A., 2021. Hospitality managers in turbulent
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