Managing Conferences and Events

This document provides an overview of managing conferences and events. It covers different categories and dimensions of events, features and current trends followed by event sectors, designing event layout for conferences, additional services within conference or event environment, management roles and responsibilities in the event industry, and current job opportunities.

Managing Conferences
and Events

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
LO1..................................................................................................................................................3
P1: Different categories and Dimensions of events.....................................................................3
P2: Features and current trends followed by event sectors..........................................................4
LO2..................................................................................................................................................6
P3: Design event layout to correctly set up a conference which fulfils the clients requirements.
......................................................................................................................................................6
P4: Additional services within conference or event environment and their importance.............8
LO3..................................................................................................................................................9
P5: Management roles and responsibilities in event industry, also discuss current job
opportunities................................................................................................................................9
P6: Management skills and personal attributes required to work within the event industry.....10
LO4................................................................................................................................................11
P7: Measures required to provide safe and secure event venue regard to provide safety for
guests and staff...........................................................................................................................11
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Event planning is basically defined as the guidance given by the client to plan a event for
him by following his instructions by the event management team. In this, the event planner
gather all the data about the event from the client as it helps in the proper and well execution of
the event. Today events standard is raised so event sector is highly competitive. In this report,
study about events, their features, their adopted culture in mentioned. Next to this, corporate
events are mainly focused and their services are studied. It includes the management roles in
event industry and job opportunities in the future. Further report is about assessment of the risk
at event venue and what safety and security measure should be adopted by the event
management team.
LO1
P1: Different categories and Dimensions of events.
Events are very special when it is organised it creates the memorable moments for the
people who are the participants of that particular event. Events can be related to any kind of
occasion, it may be a birthday celebration, wedding, new year party, official events like
conferences, meetings, and Olympiad or any award functions such kinds events are very
important at their own level of celebration. So in this way events can be categorised as Corporate
event, Private event, Social event or Mega events. According to the type of celebration of the
events they are organised (Croft, 2017). Main part of the vent is based on the budget, first of all
the evaluation of fund is necessary, it totally depends on the client that how much he can invest
in the event. It includes the privacy of the guests and host of the event at the venue of event.
Categories of Events
Private Events
In such events birthday parties, wedding occasion, receptions, or festive get together of
families and friends are included. These events are organised by event planner as the client gives
the contract to him (Getz, and Page, 2016). According to the demands of the client in
decorations, locations, menu etc. the event management team look over these things.
Mega Events
These events are very beautifully designed by the event management team at very large
scale and big budget. According to the clients, they gather all the requirements from the client

and arranges the events in the particular ways. The event can be Olympiad, Award functions and
man other large scaled functions.
Corporate Event
These events are related to business or offices, like office parties, business meetings,
conferences, seminars etc. such events are organised mainly at private venue like some hotel's
conference room, hotel's premises are booked.
Public Events
It includes the social events, like children welfare programmes, charitable programs,
blood donation camps etc. these events are for social cause. It depends on the trustees of the
organisation which are interested to do these events (Dreyer, and Pulvermüller, FFromont, and
et.al., 2016). It's main motive is to spread awareness among public.
Dimensions of Events
Mobile events- These events are known for its mobility, like they can change their venue of the
event.
Place events- Some events are organised at particular place and the place if known for the
particular event
Micro, macro, and mega events- these events are organised according to their sizes and budget.
Also the budget is split in the committee member in large events. Core is dependent on the
sponsors of the committees for the event. Non core are not organising committee (Müller, 2015).
Mega events are the government projects in organising events.
Live events
Live streaming of the events in terms to entertainment of the public. It emphasis on the
enlargement of audiences and more investors come ahead.
P2: Features and current trends followed by event sectors.
According to the above discussion on the events, its categorises, dimensions are
measured. Specific examples for the different events to understand them properly.
As Private events are private celebration like birthday parties, wedding ceremony, family
get together. So to arrange these events, client have to find the best event management team
which helps them to organise their function. Client provide them all the necessary details of the
events.

For example- clients have to organise a wedding function and appoints event planner team, so he
gives him all the needed information. Event planner will gather all the specific details about the
wedding event and also take the budget idea of the client. According to the clients requirements,
he firstly books the event venue, prepare the decoration and lightening, sitting, then go for the
menu which the host want to serve to their guests. Next the event management team will look out
for security of the guest and staff (Iorio, and et.al., 2015). They execute their planning on the
occasion day and successfully organise it.
Features and current trend in private event
Event sector is very competitive, so they give the additional complimentary things to
their clients. They follow the latest trend in designing, decorations, food serving criteria, it
evolves daily. So to provide better to their clients they need to develop their skills, like they use
the latest photography shooting patterns like drones, high quality lenses. They use classy
decorative pieces at the venue to attract the guest (Raj, Walters and Rashid, 2017). It appears
flawless and beautiful, so they can capture the moments with such decorative pieces.
Mega Event are majorly large scaled government approved projects in which many event
planners team are appointed they have to work with cooperation and proper communication
between them.
For example- the Olympiad games organised at international level it requires lots of arrangement
at the venue of the event as it includes the presence of VIP's, many VVIP's at location of event.
Many participants, staff members, and huge public are gathered at one place. So they need highly
secured venue by the event management team, tight security and well behaved staff in terms of
housekeeping and serving to them.
Feature and Current trends followed by event sectors in such public, live, mega events
Event management teams gives their full efforts to make the event successful. As they
organise the event they use the latest technology like CCTV cameras for surveillance from entry
to exit and security related equipments which can be sensors, jammers etc (.Liphadzi,
Aigbavboa, and Thwala, 2015). they investigate the venue properly, they check each and every
person at entry and exits. They give training to their staff member so that they can develop their
skills of attending guests.
As event sectors are very competitive nowadays, so they are adopting the latest
technology to accomplish the events. Majorly they follow the latest trends like using new high

tech camera, CCTV surveillance, they give advance training to their staff of security and safety
teams. Also, they try to provide better services and facilities to their clients. They change their
decoration criteria, as they use innovative idea for decorations at event venue.
LO2
P3: Design event layout to correctly set up a conference which fulfils the clients requirements.
For the execution of any event there is need of systematic approach to complete the
events. The Corporate events are important in their own senses. Business related events includes
the business parties, meetings, conferences, seminars, business dines etc. To understand such
events better. There is deep investigation of the Corporate event with the given example of the
Conference-
Layout of the set up of the conference room (An Event Planner’s Guide to Engaging Room
Layouts, 2018)
Critical analysis of the situation for organising a conference and event management team
efforts are as follows-
Illustrate 1: Conference room layout

Suppose the client needs to organise the conference which is important for him in
business sense. The requirements of the client are conference hall for 20 people, clean and safe
premises of the hotel, advance technology should be there, security check is very necessary,
snacks and food should be properly distributed among the other businesspersons who are coming
to attend their event. Hotel's manages event and plan accordingly, so it first collects all the
required information and ask for the budget. After that the management team work according to
the requirement of the client. They use the hotel's conference room, clean the premises and set
the room. They give instructions to their security team that no outsider will be allowed at the
event place, they should be alert during the event. Security should check all the invitees, by
checking their ID's or invitation on the entry of the event location (Dowson, and Bassett, 2015).
Hotel's staff should welcome their guest with pleasant flowers or smile. It energies and swings
the mood of guest. As the guests enter into the room there will be allocated seats to each person
so that there should not any confusions or misleads during the event. The conference room has
the U shaped structure of the table and chair sitting arrangement. Each and every person should
have their own laptops in front of them, so they can have the project ideas. In front of them the
host is seated, there is also a projector for their references, it has CCTV surveillance in the room.

During the conference other people should not be allowed at that place (Heragu, 2018). They
have guards and staff on the entry and exit. Hotel arranges the dines for them in other area. They
also provide snacks or water during the event. Staff also not permitted to enter during the event.
After the conference is finished , the staff should give the way to the people for exit. As
management team behaves nicely with people they attract more business persons to do their
business meetings and conferences, seminars in their hotel.
P4: Additional services within conference or event environment and their importance.
Discussion on the conference event setup above, there are additional services from the
event management team to fulfil client's requirement. Venues chose by the host hotel's
conference room, so the hotel plan the event. The planning, organizing, controlling, staffing by
their teams from operational department, which includes all the required staff in this. If hotel
pays its responsibilities in terms to meet the required criteria of client in providing better
services, facilities, and good environment it builds the hotel image in the market (Iorio, and
et.al., 2015). It enhances their customers who like to celebrate their other occasions in their hotel.
Additional Facilities, services they provide to their clients are very nicely planned before
the occurrence of the event. As all the things should be placed appropriately at the event venue.
Management team gives training to employees who are subjected to attend event to execute it.
Team have coordination among them, they possess well communication within them. As they
have the latest technology in their hands like tablets, Bluetooth devices with internet facility. As
they have proper guest list in their hands it will not create any confusion (Pollack, and Adler,
2016). Taking care of hygiene like clean place for the sitting of the guests. They provide drinking
water to their guests, they will tag the guest name on each seat so there may not be any problem
with sitting.
Management team give a check before the event is occurred. They investigate the venue
properly like their furnitures, technology etc. As they give previous check on the sound system,
electricity, Projector checked in conference room for better experience by the client and guest.
They can ask for any help to their guest in break time. After the conference finished the
management team should provide dine with hygiene to their guest like they serve actively to
them, pamper them, behave with them very nicely. It fascinated the people, and they feel free to

enjoy the event. They work with more energy. It creates more opportunities for the host and the
event planner as they get chance to win the hearts of the people they have, invited in it.
As the hotel plan the events and manages all the arrangements handle by the hotel staff
properly, so they give the chance to increase their popularity among the people. As they work for
betterment in providing facilities and services to their guests. As, they get appreciation they work
with more enthusiasm. People like the lavish touch in their event and high-tech facilities should
be there, hotel should provide the facility to their client in terms of the data security which is
most important (Kõrge, Erlenheim and Draheim, 2019). They have secret business plans, so it
should not be leaked. Privacy maintenance is necessary.
LO3
P5: Management roles and responsibilities in event industry, also discuss current job
opportunities.
Management in event industry are very wide which have different roles and
responsibilities like event manager, event coordinator, head of sponsorship, talent manager,
security head, decoration in-charge, hospitality manager (Tsvetkov, and et.al., 2017). all these
roles and responsibilities are distributed among the team by event manager.
Management Roles in event sector
Event manager- It is very important to communicate with the client in terms to execute the event
successfully so it is handled by the event manager. IT gathers all the details and information
from the client to process. He should consider all the requirements carefully and have the full
information about the budget. After that he plans the event, organise, execute it within given
criteria. Although he distributes the responsibilities to further team members.
Decorator- person handling the decoration and lightening should have the proper knowledge of
the work. As it decors the venue of the event, it should take care of the requirements of the
clients, as instructed by the event planner.
Caterer- person who look out all the food and dine for the guests. It should prepare the food
according to the menu given by the client and maintain the hygiene.
Security- as the head of the security team should manage the security guard properly. The
volunteers should be implanted according to the requirement. They should maintain the privacy
of the guests. No outsider should get entry in the event place (Jones, 2017). They also takes

safety measures like they can directly communicate with cop, if there is an illegal practices done
by anybody.
Safety team- They should look out the safety measures required during the event. They have the
fire extinguishers, first aid, they already arranges the ambulance and a team of doctor, so that if
anything go wrong during the event they take the necessary steps.
Opportunities in event industry
People can find lot of scope in the event industry like they can use their skills and talent
to work in the event industry. For example people who are creative from mind and prepare
designs and its art and craft skills are good then he can try to become a decorator in the event. Its
unique ideas are helpful and needed in the event industry as the fashion trend changes people
always wants something exclusive. Person who has better communication skills with
management and leadership skills. It can give the chance to himself to become event planner. If
any person has good knowledge of the food ingredients, and he has taste in his hands then he
should try in handling the catering department (Nguyen, 2019). In this way, there are lot of
opportunities for the people they can try their luck to build their future in this industry.
P6: Management skills and personal attributes required to work within the event industry.
Event industry is based upon new things to be adopted and latest trend should be
followed by the event planners. As thy do so, it reaches to their ultimate goal of customer
satisfaction. It helps them to achieve the value in market. It takes talent, mind, guts and courtesy
to handle the event and to stay in this industry. Management skills and personal attributes like
flexibility in choices, interpersonal skills, creative thinking, wizard, managing, controlling,
leading skills, eye for detail, passion, time management skills, charming personality, good
bargaining skills, sales and marketing skills, communication skills (Yoon, and Wilson, 2019). So
it needs the active mind who is aware of each and every details given by the client and work
accordingly. So it should work with clear mindsets.
Communication skills
Manager of the event should communicate with its clients during the time period of the
event from start to finish. Also, it gives them facility to modification in the event according to
their changed choice. If, they show such courtesy towards their client it will help them to bring
more clients. So there is always space to make some changes and alterations.

Time management skills
Management of time is really necessary at event's venue because before the event is held they
should prepare the thing previously and before timelines, so there will be no issues with the
client.
Leadership skills
Event manager should posses the leadership skills within him so that it is able to guide other
employees to work and motivates them on time to time, so they may not let down their morale of
work (Getz, and Page, 2016). It helps in maintaining working spirit among the team members.
Bargaining capacity
Event manager should have skills to negotiate with clients and suppliers and other vendors.
Suppliers of the raw material or some products they need at event they go with good bargaining
skills, so they it maximises the profitability.
Planning, Organising, Controlling skills
Manager should be able to plan perfectly, distribute task according to the talents and look over
the eye on the staff.
Manager should keep the balance of profit margins, as they have to give labour costing,
raw material costing, decoration costing, food costing etc. Other skills like passion, dedication, in
event planning is occurred within some limits and depends on others.
That's how the manager of event can use their skills to execute events successfully
according to the demands of the customers. And using their persona they get orders in future
which lead them to be a brand name to plan events in event industry (Lee, 2017). Clients would
like to collaborate with them as they have good knowledge of work.
LO4
P7: Measures required to provide safe and secure event venue regard to provide safety for guests
and staff.
Event management team should shave to take acre about the safety measure during their
event planning. The event planner should consider safety measures which are related to safety,
security, hygiene for the invitees and staff. For successful execution of the event it is needed that
event manager should distribute the roles and responsibilities to the team carefully. It consists

fire and safety team, security team, hospitality management team (Nguyen, 2019). All the team's
supervisors should consider the proper analysis of each thing related to the event.
Safety measures for workers
Before the event occurrence the security team should check the venue like there is everything
under controlled. Security team is active in terms to handle the guests. Their security gadgets are
safely installed. At event venue the worker working in the area, they should wear safety belts,
helmets while they are working on decorations otherwise it leads be in major accident for the
labours (Raj, Walters, and Rashid, 2017). They should cross-check the Id's of employees who are
working at the venue so no outsider can be there and disturbs the arrangements.
Safety measures for guests
It is moreover very important safety. When the event is starts the security and safety teams
should be more alert or active. Security team should check the invitations of guest at the entry
place. After entering the guests into the venue teams have to be ready to face anything wrong
like in event anything related to fire, or any fire accident happened, they should have fire
extinguishers so that nobody gets harm in the event. If anything is wrong done by people in event
the volunteers should stop them. If there is alcohol is available in party and also children are
there, they should check that either they are underage or not, whom they are serving the alcohol.
Hygiene measures
In every event hygiene should be maintained in well manner. The organizer should take care of
the hygiene, like food preparation done in kitchen or open areas of venue they should take care
that the vegetables are washed properly or not, any insects are not there. Food should be properly
covered. Crockery and plates should be clean. Table clothes are properly washed, seats should be
clean, proper dustbins are arranged (Dowson, and Bassett, 2015). Team should be trained for
these things.
Data Security
During the event the management team should consider the safety measure they have to adopt
like they maintain the security of the data of their clients and its guests which help them to
maintain their privacy. In terms of misuse of the data, team should take necessary precautions
like they cross-check the ID's, their id passwords should be secured so that nobody can hack
them.
CCTV Surveillance

CCTV should be installed at the event venue so that they can notice each and every activity in
the premises (Jones, 2017). For the future references it is very necessary to keep the CCTC
footage. During the event if anything went wrong then it proved very helpful to take necessary
actions and if any culprit is captured doing wrong then its beneficial in terms to give proof to the
police.
CONCLUSION
Event industry is upgrading with new and latest technology usage, as they believe in
following the latest fashion trend at events. They plan the event according to the budget of the
clients and being innovative in their limits. Event industry is adopting safety and security
measure to accomplish the event successfully. They take care off all the safety issues during the
event, they take care of the privacy of the client. As discussed in the report there are lot of
opportunities for the people to build their career in this field. People with innovative mindsets
can use their talent and skills to step forward in this industry.

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Online
An Event Planner’s Guide to Engaging Room Layouts. 2018. [Online]. Available Through:
<https://www.eventmanagerblog.com/engaging-room-layouts>.