1 General Education Office IHM.316 / 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 6Listen to and distinguish changes to programmes of events 7 7Understand written and schematic plan seminar requirements

4 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.

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6 MICE Statistics

7 News The five destinations have also been singled out because of their : exclusive accommodation facilities, high-standard international facilities, unspoiled natural landscapes and luxury culinary delights. These are inclusive of Bangkok, Hua Hin, Chiang Mai, Phuket and Samui. Thailand Eyes High-End Market with ‘Luxury MICE’ Initiative LONDON/ United Kingdom: 19 th May 2011 The Thailand Convention and Exhibition Bureau (TCEB) adds to the ‘Believe in Thailand’ campaign with its ‘Luxury MICE’ initiative, which is designed for a niche market. TCEB plans to expand its luxury presence with five splendid ‘chic & charming’ destinations

8 Facilities Planning & Budgeting Good Planning is essential for effective events 1. What is the date of the event? 2. What time will the event start and finish? 3. Who will be the participants for the event? (This will change with time.) 4. What is the theme of the event? 5. What equipment and/or decorations will you need?

9 6. What will your budget be? 7. What will the location/facilities be? 8. Will any participants need hotel accommodations? 9. Will you need to hire additional staff for the event? 10. Will you be serving breakfast, lunch, dinner, or snacks? 11. How will you invite your participants; , letter, phone call, etc., or will you be promoting the conference to the general public? 12. And most importantly, who will organize and host the event? Facilities Planning & Budgeting

10 Read the letter from the Conference Coordinator of the European Tour Operators Association on P109 Answer the three questions in Part 1 Facilities Planning & Budgeting

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

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

13 Event AV Equipment Look closer at a “PA System”. What is the most important piece?

14 Seating Arrangements A good seating arrangement for your conference will provide for effective listening from your audience, but also for the equipment… But sometimes your space might not be big enough for this plan… Look at these other types of seating arrangements, and then guess what type of event they are best suited for.

15 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

16 Look at this example: A video is used for recording programmes from the television. It can also be used for playing back programmes. Write down five items of equipment found in a hotel room or in a conference room. As quickly as you can, get your partner to guess these items by making sentences like: It is used for….. It can be used for…. Describing use

17 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)It’s set out(in boardroom-style) e)It’s arranged Describing contents

18 Look at these ways of talking about size and dimension: A It’s 6 metres wide and 12 metres long. It’s 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. DIt can take up to sixty people. Describe the class room Complete Pair work activity – Std A page 146, Std B page 150 Describing size and dimension

19 Look at the programme for the Hoteliers’ Annual Conference to be held at a hotel in Edinburgh. (page 117) 1)Listen to a conference coordinator discussing the programme with her assistant. Make a note of the things which have been changed from the original programme. 2)Listen again and make a list of all the things which still have to be checked and arranged. Listening – Annual Conference

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

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

22 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.

23 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 6Listen to and distinguish changes to programmes of events 7Understand written and schematic plan seminar requirements