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Corporate Events and Meeting Management

Corporate Events and entertainment describe private events held by corporations or businesses for their staff, clients or stakeholders. These events can be for large audiences such as conventions and conferences, or smaller events such as retreats, holiday parties, private concerts and Team Building Activities.It is also commonly used to mean corporate hospitality, the process of entertaining guests at corporate events.The companies that provide corporate entertainment are called Corporate Event Planners or Corporate Booking Agencies.


There are various types of corporate events that make use of entertainment. An Opening General Session may include entertainment that adds excitement and presents the overall theme of the meeting. Mixers or pre-dinner parties many times use entertainment meant to provide a backdrop for conversation, perhaps an acoustic ensemble or pre-recorded music. Awards or Gala events, usually the last event in a series of meetings, can make use of many options, from celebrity entertainers to exciting bands providing dance music or other options like Team Building Activities, Party Games that will leave the attendees with a feeling of excitement and look forward to the next meeting. There are many different types of corporate entertainment.

 In a meeting, two or more people come together to discuss one or more topics, often in a formal setting.One dictionary defines a meeting as an act or process of coming together as an assembly for a common purpose.A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching an agreement.Meetings may occur face to face or virtually, as mediated by communications technology, such as a telephone conference call, a Skype conference call or a video conference.

Thus, a meeting may be distinguished from other gatherings, such as a chance encounter (not convened), a sports game or a concert (verbal interaction is incidental), a party or the company of friends (no common goal is to be achieved) and a demonstration (whose common goal is achieved mainly through the number of demonstrators present, not verbal interaction). Commercially, the term is used by meeting planners and other meeting professionals to denote an event booked at a hotel, convention center or any other venue dedicated to such gatherings.In this sense, the term meeting covers a lecture (one presentation), seminar (typically several presentations, small audience, one day), conference (mid-size, one or more days), congress (large, several days), exhibition or trade show (with manned stands being visited by passers-by), workshop (smaller, with active participants), training course, Team-building activities session and kick-off event.

Types of Meetings

Common types of meeting are as follows

  • Ad hoc meeting, a meeting called for a special purpose
  • Board meeting, a meeting of the Board of directors of an organization
  • Investigative Meeting, generally when conducting a pre-interview, exit interview or a meeting among the investigator
    and representative
  • Kickoff meeting, the first meeting with the project team and the client of the project to discuss the role of each team member
  • Management meeting, a meeting among managers
  • Off-site meeting also called "offsite retreat" and known as an Awayday meeting in the UK
  • One-on-one meeting, between two individuals
  • Pre-Bid Meeting, a meeting of various competitors and or contractors to visually inspect a job site for a future project. The meeting is normally hosted by the future customer or engineer who wrote the project specification to ensure all bidders are aware of the details and services expected of them. Attendance at the Pre-Bid Meeting may be mandatory. Failure to attend usually results in a rejected bid
  • Staff meeting, typically a meeting between a manager and those that report to the manager
  • Team meeting, a meeting among colleagues working on various aspects of a team project
  • Work Meeting, which produces a product or intangible result such as a decision

Meeting Frequency Options 

Since a meeting can be held once or often, the meeting organizer has to determine the repetition and frequency of occurrence of the meeting. Options generally include the following:

  • A one-time meeting is the most common meeting type and covers events that are self-contained. While they may repeat often, the individual meeting is the entirety of the event. This can include a 2006 conference. The 2007 version of the conference is a stand-alone meeting event.
  • A recurring meeting is a meeting that recurs periodically, such as an every Monday staff meeting from 9:00 AM to 9:30 AM. The meeting organizer wants the participants to be at the meeting on a constant and repetitive basis. A recurring meeting can be ongoing, such as a weekly team meeting, or have an end date, such as a 5 week training meeting, held every Friday afternoon.
  • A series meeting is like a recurring meeting, but the details differ from meeting to meeting. One example of a series meeting is a monthly "lunch and learn" event at a company, church, club or organization. The placeholder is the same, but the agenda and topics to be covered vary. This is more of a recurring meeting with the details to be determined.

Annual General Meetings 

An annual general meeting (commonly abbreviated as AGM, also known as the annual meeting) is a meeting that official bodies, and associations involving the general public(including companies with shareholders), are often required by law (or the constitution, charter, by-laws etc. governing the body) to hold. An AGM is held every year to elect the board of directors and inform their members of previous and future activities. It is an opportunity for the shareholders and partners to receive copies of the company's accounts as well as reviewing fiscal information for the past year and asking any questions regarding the directions the business will take in the future.

Convention (Meeting)

A convention, in the sense of a meeting, is a gathering of individuals who meet at an arranged place and time in order to discuss or engage in some common interest. The most common conventions are based upon industry, profession, and fandom. Trade conventions typically focus on a particular industry or industry segment, and feature keynote speakers, vendor displays, and other information and activities of interest to the event organizers and attendees. Professional conventions focus on issues of concern to the profession and advancements in the profession. Such conventions are generally organized by societies dedicated to the promotion of the topic of interest.Fan conventions usually feature displays, shows, and sales based on pop culture and guest celebrities. Science fiction conventions traditionally partake of the nature of both professional conventions and fan conventions, with the balance varying from one to another. Conventions also exist for various hobbies, such as gaming or model railroads.

Conventions are often planned and coordinated, often in exacting detail, by professional meeting and convention planners, either by the staff of the convention's hosting company or by outside specialists. Most large cities will have a convention center dedicated to hosting such events. The term MICE - meetings Incentives Conventions and Exhibitions - is widely used in Asia as a description of the industry. The Convention ("C") is one of the most dynamic elements in the M.I.C.E. segment. The industry is generally regulated under the tourism sector.

In the technical sense, a convention is a meeting of delegates or representatives. The 1947 Newfoundland National Convention is a classic example of a state-sponsored political convention. More often, organizations made up of smaller units, chapters, or lodges, such as labor unions, honorary societies, and fraternities and sororities, meet as a whole in convention by sending delegates of the units to deliberate on the organization's common issues. This also applies to a political convention, though in modern times the common issues are limited to selecting a party candidate or party chairman. In this technical sense, a congress, when it consists of representatives, is a convention. The British House of Commons is a convention, as are most other houses of a modern representative legislature. The National Convention or just "Convention" in France comprised the constitutional and legislative assembly which sat from September 20, 1792, to October 26, 1795. The governing bodies of religious groups may also be called conventions, such as the General Convention of the Episcopal Church USA and the Southern Baptist Convention.

Many sovereign states have provisions for conventions besides their permanent legislature. The Constitution of the United States of America has a provision for the calling of a constitutional convention, whereby delegates of the states are summoned to a special meeting to amend or draft the constitution. This process has never occurred, save for the original drafting of the constitution, although it almost happened in several cases. The US Constitution also has provisions for constitutional amendments to be approved by state conventions of the people. This occurred to ratify the original constitution and to adopt the twenty-first amendment, which ended prohibition.

Con is a common abbreviation for the convention, and some conventions (such as DEF CON and Gen Con) use it in their names.

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Event Planning

Planning is the most important part of running a successful event, and this means starting well in advance. The best way to approach planning is to develop a detailed management plan, which includes a timetable of what needs to be done and when. Crucial elements of the planning for the event, such as fundraising, booking performers, and advertising need to happen well in advance of the date of your event, so a timeline schedule is essential.Developing an Event Plan is critical to ensure the success of your event. The information provided is designed to walk you through each step involved in organizing a festival or event and can be used as a checklist. The information will hopefully assist you to develop an Event Plan for your festival or event. Please be mindful that these are guidelines only and that there may be additional information or requirements that are not necessarily listed in this article. Please ensure you consult with your local government authority and other relevant agencies in developing your Event Plan.

1.1. Event Place & Time
In this section, you should provide a general overview of your event and be as accurate as possible about the activities you are proposing to conduct at the event.
When selecting the dates for your event, it is a good idea to check whether there are any other events already planned to avoid clashes in events. The timing of your event is also important to consider. Try not to plan your event during known quite periods when many people are out of town. Consider planning your event during the peak season to increase your target audience and capitalize on the opportunity to promote your area.
It is important to provide details of your set up and dismantling period as well as the actual times for your event to assist with the scheduling of works in the area.
1.2. Contact During Event
The Event Manager handles the overall management of the event. Their role and responsibility include 
organizing, resourcing, creative directing, human resource management, negotiating, financial management, public representation, troubleshooting, and liaison. The event manager must be contactable throughout the event planning, conducting and evaluation processes.
However keen you are, it is highly unlikely that you can organize an event on your own - you need a group. Groups often form around the desire to run a festival or event with the celebration of a theme, art form or sport in mind. This usually starts off being an informal grouping but as soon as the group begins to handle money then a formal statement of roles and responsibilities and decision-making becomes necessary.
People volunteer for committee work for a wide variety of reasons but primarily they become involved with an organization or an event and want to do something worthwhile towards its future success. Managing committees effectively means recognizing why people became involved; it requires a combination of organizational skills and an understanding of the members. Leaving everyone to do what they like doing might feel appropriate when working with volunteers, but it is not necessarily the way to ensure the group is run efficiently. You need to explore the skills of the people on the committee and match them to the jobs that need doing within the group. Remember that the committee members need to get something out of their role in the council too, whether it is an increased sense of ownership and belonging to the organization, social

2.1. Roles and Responsibilities
However your team is set up, you should allocate clear roles to each within the team, so everyone knows what they are doing and what is expected of them. Aim to choose committee members with a range of expertise, interests, skills and experience to share the work. Essential roles of an event committee are Event Manager-Treasurer Other positions such as Promotions and Secretary General members with various responsibilities „on the ground.‟
The Event Manager is the one essential area for any event committee organizing an event. The Event Manager handles the smooth running and coordination of the event. The inclusive and welcoming nature of the event for all, Ensuring that the event complies with all relevant Federal and State laws and local government policies and regulations. Ensuring that all forms are filled out and details lodged with the appropriate authority. Ensuring that proper permission is received before the event goes ahead. Recording details of invitees and attendees. Ensuring that thank yous are sent to those who have helped in arranging or sponsoring the event and to any special guests. Ensuring sponsors are publically acknowledged where relevant, including at the event and in promotional material. Advertising the event. Budget forecasting and financial control.
You may have a great idea for an event, but you need to make sure it is financially viable.
3. Budget
When you apply for funding, you will need to set out your projected Income and Expenditure to demonstrate that your budget will balance, and your event will be financially viable. Use a spreadsheet to draw up a budget of projected income and expenses for the project. If you are GST registered, you should use figures excluding 

Income Sources of revenue fall into two broad categories:
A) Earned income: ticket sales, merchandising, catering, etc.
B) Unearned income: public sector grants, donations from individuals or trusts/foundations, etc.
Expenditure: You should list each item of expenses for your project - grouping them together under headings will help.
Examples include:
Overheads - administration costs, office rental, telephone Festival/Event site costs - hire of land, marquee, catering equipment, staging Artistic costs - performers' fees, accommodation, travel, hire of instruments Marketing costs -print off
leaflets/flyers/programs,subcontractors, launch event 

When balancing your budget, the total of your income should be equal to or greater than the total of your expenditure. If your expenditure is higher, you need to look at cutting some of your costs, or finding additional sources of income until they balance. If your income is greater than expenditure, you should make a profit or surplus for your event.
3.1 Financial Support
It is likely that your festival or event will not generate enough income to cover all your costs, so finding funding from other sources will be essential. You may be able to access funding from, State Government, i.e. Gascoyne Development Commission, Event score Lottery funders, i.e. Lotterywest Trusts, Foundations, None Government Organisations, i.e. Country Arts WA Local Government authorities Individuals Businesses i.e. sponsorship
It is important to start seeking financial support as early as possible as grant bodies often have a long turnaround time. Allowing a long lead time will also allow you to plan accurately your budget with the funding you have secured.
You must ensure that you keep receipts and accurate financial records if you have been awarded grant funding as you will be required to acquit those funds at the completion of the project.

Managing a public event includes ensuring the safety of event organizers, volunteers, contract staff, event personnel and the public. It is highly recommended and may be mandatory, that event managers have comprehensive public liability insurance and seek legal advice as part of their risk management strategy. Insurance cover should also include property and equipment.
The aim of this section is to help you formulate a comprehensive map or plan of the site. You will need to consider potential hazards, access and egress of emergency services, and other needs such as pedestrians,
traffic, and shelter.
Some considerations to get you on the right track include: Where are the designated evacuation points? Take note of where the fire extinguishers are located – take note also of their tags and when they were last tested (note they should be tested every six months). Are gas bottles tagged appropriately and when were they last serviced?
4. Potential Hazards
When selecting a site, especially for an outdoor event, do a “Risk Assessment” for any potential hazards in the area. Hazards may include: Slip, trips and falls terrain – small holes that can twist ankles proximity to water bodies; wildlife/fauna including insects and snakes; bushfire potential; high winds; extremes of temperature; fit-outs within buildings and structures; and chemicals stored on site; and structures.
This list is not exhaustive. The event manager must ensure that all hazards appropriate to the event have been addressed. List the identified risks at the selected site and the action taken to minimize the risk. 

4.2 Traffic Management Plan
Patron access must be planned to ensure there is no disruption to neighborhoods, businesses or homes and to ensure unobstructed access to emergency services and event staff.
Event organizers must make arrangements for the following: Adequate car parking space, including overflow parking Access for people with
disabilities, Preferred access routes to the venue Adequate lighting Shuttle buses where venue/activity covers a large area
4.3 Road Closures
Will there be any road closures for the event? What roads will be closed for the event?
If so, the development of a traffic management plan, application to your local government authority, local Police and Main Roads Department, approval and advertising may be essential well in advance of your event - at least three months prior to the event. Check with your local government authority for the requirements in your town.
On lodgment of the information, Council officers will inspect the area for the proposed temporary street closure and advise the applicant if it is practical and safe to do so for the purpose of conducting the event.
All costs associated with advertising, development of the traffic management plan and staffing closures will be the responsibility of the event organizers so ensure you consider this when preparing your budget.
4.4 Adjoining Properties
In the interest of amenability with adjoining and property owners affected by the staging of your event, it is beneficial to inform them of the proposed event and activities. This may be a requirement of approval for the event.
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   "A Successful event is the One, Which gets Deliver on Time with applause and appreciation." 

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