Conference services involve booking and planning events, including budgeting, accommodation, catering, and audio-visual support. There are in-house and third-party planners, with hotels often providing on-site facilities. Conference services aim to meet the group’s needs and ensure a smooth event.
Conference services include booking conferences, meetings or other events, as well as planning and providing the necessary services to make these events successful. Conference services are also commonly referred to as meeting management, event management, event planning or event marketing. Conference service managers are also called meeting or event organizers. Conference services vary by event, but typically include budgeting, accommodation arrangements, catering services, and audio-visual equipment and support.
There are two broad categories of conferencing services: those managed by in-house meeting planners and those managed by third-party planners. Internal meeting planners are employees of the facility hosting the event. Typically, the group liaison, the group member tasked with making all necessary arrangements, will decide in advance which facility to use for the event and will contact its owners directly. A conference services manager is then assigned from that facility. External or third-party companies are hired when a group does not have a specific site selected. The group contact will provide a list of requirements and the conference services company will begin suggesting suitable facilities and act as an intermediary between the group and the venues.
Conference services required for each event include lodging and meals. For this reason, conferences are often hosted by hotels with on-site conference facilities. This often includes large and small meeting spaces, computer labs, a ballroom, and audiovisual facilities for speakers or presentations. Meals are usually handled by the facility’s own food and beverage department. These conference services are all managed by local staff and coordinated by the conference services manager, who makes all necessary arrangements when informed by the group of its needs.
Third-party conference service managers provide suggestions for a conference venue and then coordinate any additional services if not offered by that facility, such as catering and hotel reservations. This type of conference planning is common with groups that are too large to be accommodated by a single hotel, or for groups that want a third party to help them negotiate the best rate. Conference services also include planning any recreation the group may desire during their stay.
Choosing a conference facility is best done by examining the needs of the group and what they are looking to accomplish during the event. Typical conferences include trade shows, company training programs or annual awards ceremonies. Many hotel conference service planners also plan weddings or small family events. The objective in hiring conference services professionals is to ensure that all of the group’s needs are met and that the event runs smoothly without having to worry about the details.
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