1 General Education Office IHM 316 ILA 2401

1 General Education Office IHM. 316 / ILA 2401 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 Describe the MICE industry and it’s relation to the hotel business 2 Describe conferences and AV equipment requirements 3 Plan appropriate seating arrangements 4 Talk about accommodation contents and facilities 5 Describe size and dimensions 6 Listen to and distinguish changes to programmes of events 7 Understand 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 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 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.

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 theme of the event? 5. What equipment and/or decorations will you need?

9 Facilities Planning & Budgeting 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; email, 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?

10 Facilities Planning & Budgeting Read the letter from the Conference Coordinator of the European Tour Operators Association on P 109 Answer the three questions in Part 1

11 Event Equipment Do you know the names of the equipment below used for events? 1. screen 3. video recorder 7. microphone overhead 2. projector 8. amplifier 4. 5. autocue spotlight 9. 6. lectern 10. speakers sound mixer Together, these items are called a “PA System”.

12 AV - Technology Developments Short Throw Projectors Visualizers Interactive Boards LED Walls Presenter Controllers 3 D LED Cube http: //youtu. be/d. VHP 7 Nhsn 4 E LED Curtains

13 Event AV Equipment Look closer at a “PA System”. What is the most important piece? 6. cords/wires 5. speakers 1. External devices/sources 2. sound mixer 4. microphone 3. amplifier 5. speakers

14 Seating Arrangements these arrangement other types offor seating arrangements, and then ALook goodatseating your conference will provide for guess what type of event they are best suited for. effective listening from your audience, but also for the equipment… 1. theatre-style speech, product launch, press conference, signing ceremony 3. horseshoe 2. schoolroom-style lecture 5. 4. banquet/cabaret boardroom-style board meeting, seminar, formal dining, workshop seminar But sometimes your space might not be big enough for this plan… award ceremony

15 Facilities Planning & Budgeting 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.

16 Describing use 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….

17 Describing contents 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

18 Describing size and dimension 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. B It’s square/rectangular/round. It’s L-Shaped It’s shaped like an H C It has a seating capacity of sixty. D It can take up to sixty people. Describe the class room Complete Pair work activity – Std A page 146, Std B page 150

19 Listening – Annual Conference 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.

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: 1 Describe the MICE industry and it’s relation to the hotel business 2 Describe conferences and AV equipment requirements 3 Plan appropriate seating arrangements 4 Talk about accommodation contents and facilities 5 Describe size and dimensions 6 Listen to and distinguish changes to programmes of events 7 Understand written and schematic plan seminar requirements