1 General Education Office ILA2401 English for the Hotel Business Unit 10: Events/Conferences

2 Objectives The objectives of this unit are…. 1. Language Focus: Facilities Management and Planning 2. Vocabulary Focus: Events Facilities and Management The purpose of this unit is to develop competence with using events terminology, principles and planning activities.

3 Objectives By the end of this unit you will be able to: 1 1Describe the MICE industry and it’s relation to the hotel business 2 2Describe conferences and AV equipment requirements 3 3Plan appropriate seating arrangements 4 4Talk about accommodation contents and facilities 5 5Describe size and dimensions 6 6Understand written and schematic plan seminar requirements

4 MICE

5 ncentives eetings onventions (conference) xhibitions

6 MICE Statistics

7 Facilities Planning & Budgeting budget location/facilities hotel accommodationshire more staff food service invite date start time finish time theme/concept equipment Good Planning is essential for effective events

8 Conferences What exactly is a conference?  A conference is an assembly of individuals or groups to meet and discuss changes or ideas important to their field of study or business. But what is the purpose of a conference?  The purpose of a conference is the presenting of new information about a specific topic, and then giving the audience an opportunity to reflect on the information and present new questions for discussion.

9 Event Equipment Do you know the names of the equipment below used for events? Together, these items are called a “PA System”.

10 AV - Technology Developments Interactive Boards Hologram? Visualizers Short Throw Projectors LED Walls LED Curtains Presenter Controllers 3D LED Cube

11 Facilities Planning & Budgeting BoardroomClassroomTheatre Circle Cluster/CabaretU-Shape

12 Event Seating Arrangements Which arrangements would be more suitable for the following events: 1.Lecture3.Presentation (e.g., Powerpoint) 2.Product Launch4.Workshop/seminar 5.Board meeting6.Wedding banquet 7.Press conference8.Signing ceremony

13 Listen to a conversation between the Conference and Banqueting Manager of the Grosvenor House Hotel in London and the Conference Co-ordinator of the ETOA. They are discussing the Albermarle Suite. As you listen, label the names of the rooms and complete the information about size and equipment. Facilities Planning & Budgeting

14 Look at these ways of talking about the contents of a room: a) It’s got…..( a flip chart and a video) b)It contains….. c)It’s equipped with ….. d)We can provide…. e)There are… f)It’s set out ….. (in boardroom-style) g)It’s arranged ….. Describing contents

15 Look at these ways of talking about size, shape and dimension: A It’s 6 metres wide and 12 metres long. It’s 6 metres by 12 metres. It measures 6 metres by 12 metres. BIt’s square/rectangular/round. It’s L-Shaped It’s shaped like an H CIt has a seating capacity of sixty. It can take up to sixty people. It can seat up to sixty people. Describing size and dimension

16 Describing Conference Facilities - Matching Match the start of sentences (1-10) to the information (a – i) __ __ __ __ __ i(a) b(f) c(h) g(e) f(b) h a(i) e(g) h(c) d

17 You have a plan of the Chesterfield/Spencer Suite where you and your partner are holding a conference. You have the dimensions, the seating style, and the equipment available in each room. Your partner has an outline plan with none of this information and will ask you questions to obtain it. Use the sheets provided to give/ask correct information. Speaking – Discussing Conference Venues

18 Room Organisation Making effective use of available space is essential. Instructions for room organisation may be in written form or shown as a plan.

19 Room Organisation Making effective use of available space is essential. Instructions for room organisation may be in written form or shown as a plan.

20 Room Organisation Exercise You are employed as an Assistant Events Coordinator for a hotel. Using the information provided, answer the questions from Tasks 1 to 3 on the hand out.

21 Summary During this lesson you have learned how to: 1Describe the MICE industry and it’s relation to the hotel business 2Describe conferences and AV equipment requirements 3Plan appropriate seating arrangements 4Talk about accommodation contents and facilities 5Describe size and dimensions 6Understand written and schematic plan seminar requirements