Organizing IMPACT2024 and ISTTE2024 was an intense yet rewarding experience. Over six days, Gretl LEUNG and Jeremy CHUI led a team to deliver two academic conferences, connecting hospitality professionals and scholars. As leaders, they managed planning, coordinated social events, and handled last-minute changes, such as guest list updates and dietary requests. The tight timeline and heavy academic workload tested their time management and adaptability.
Gretl and Jeremy learned to delegate tasks, communicate clearly with stakeholders, and solve problems on the spot. Support from PolyU faculty and Hotel ICON was crucial, offering guidance and resources. This journey strengthened their leadership, project management, and negotiation skills, and taught us the value of teamwork, flexibility, and strategic planning in executing large-scale events.
Mr. CHUI Kwan Long Jeremy
Ms. LEUNG Shun Yan Gretl
School of Hotel and Tourism Management
The team learned the importance of clear, timely communication with diverse stakeholders, including hotel partners, faculty, student emcees, and international delegates. Efficient coordination ensured everyone was informed of updates, changes, and expectations, which is crucial for smooth event execution.
With only 40 days to prepare and a heavy academic workload, the team mastered the use of calendars, Gantt charts, and timelines to track progress and allocate resources. Effective time management and scheduling are essential for meeting deadlines and ensuring all event elements are ready.
Managing last-minute changes in guest lists, dietary requests, and ceremony arrangements taught you to prepare templates and contingency plans. Being adaptable and having backup solutions ready is vital in the event industry, where unexpected issues are common.
As program leaders, Jeremy and Gretl learned to delegate tasks based on team members’ strengths, provide feedback, and empower others. Strong leadership and fair delegation foster productivity, collaboration, and a positive team environment, which are key to successful event planning.
Jeremy and Gretl gained hands-on experience in overseeing event setup, managing social sessions, and handling ad hoc issues during the conferences. Understanding logistics—from seating arrangements to menu confirmations and rehearsal schedules—ensures that every detail is managed for a seamless event experience.
Leading a team to organize two major conferences required Jeremy and Gretl to delegate tasks efficiently, empower team members, and coordinate efforts across diverse stakeholders. They learned that effective leadership is about orchestrating collaboration, not just handling tasks independently.
Balancing tight deadlines, academic workload, and complex logistics pushed you to develop strong project management skills. They used calendars, Gantt charts, and timelines to track progress, set deadlines, and ensure accountability, which are essential for lifelong productivity.
Frequent changes in attendee lists, ceremony arrangements, and unexpected challenges required Jeremy and Gretl to think on their feet and adapt quickly. Preparing contingency plans and maintaining a solutions-focused mindset helped them overcome obstacles and deliver successful events.
Working closely with various stakeholders and team members highlighted the value of collaboration. Jeremy and Gretl learned to build trust, empower others, and leverage diverse strengths, which are crucial for achieving shared goals in any professional setting.
The pursuit of knowledge is a lifelong journey! To further expand your knowledge and continue your personal and professional growth. Click and explore the following learning resources:
Stakeholder Communication and Coordination
Contingency Planning and Adaptability
Delegation and Team Leadership
Logistics and On-Site Operations
Communication and Presentation Skills
