Managing Conference and Events

This document provides an overview of managing conferences and events, including the examination of various event categories and dimensions, current trends in the event industry, event layout design for conference rooms, and additional services available within the conference environment. It also explores different management roles in the event industry.

Managing Conference
and Events

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Examine various categories and dimensions of events with the help of specific examples.. 3
P2 Using examples of different categories of events explain feature and current trends that
influence event industry..............................................................................................................5
TASK2 ............................................................................................................................................6
P3 Event layout design to set up conference room to achieve client requirements....................6
P4 Determine additional services available within conference environment and explain
importance to meet clients requirements.....................................................................................8
TASK3.............................................................................................................................................9
P5 Examine different management roles for event industry.......................................................9
P6 Review Management skills and personal attributes that are required to work in events
industry........................................................................................................................................9
TASK4 ..........................................................................................................................................10
P7 Explain suitable measures to provide safe and secure venue for guests and staff...............10
CONCLUSION..............................................................................................................................10
INTRODUCTION...........................................................................................................................1

INTRODUCTION
Event management define as an execution of different project managements in order to
develop and create various events which includes wedding, trade shows, conference, birthday
party and so on. It consist of panning, controlling, coordinating as well as managing different
activities which is required by a person in order to execute a event. In this report, The Crown
Plaza hotel is used as a base company and its headquarter is located in United Kingdom. It is a
multinational hotel chain which mainly operates its business in around 100 countries. Company
offers variety of high quality services to customers in resorts, city centres, airport, coastal towns
and so on. It is a report which consist of various information related to some specific categories
(Bokelberg and et. al., 2019). Along with this, it is the report which includes dimensions of
different event as well as explanation of current trends, features and importance in event sector.
Apart from this, some management roles, personal attributes, reviews of some management skills
along with this appropriate measure are going to be discussed in order to provide safe & secure
venues for the staff and guests.
TASK 1
P1 Examine various categories and dimensions of events with the help of specific examples.
Event is considered as the planned social and public occasion that is held at specific place
and time for motive of celebration, entertainment, reunion or sponsorship. Events are basically
organised for special occasion according to this only overall activities are designed effectively.
With reference to Crown Plaza Hotel, its managers who deals with event zone emphasises on
different various dimensions and categories so that they can organise events according to the
clients demand and requirement. Execution of effective event with its best services promotes the
name of the hotel itself that is also is helpful in attracting more number of customers towards
them. Events are mainly categorised into 3 different types according to which only event
manager of Crown Plaza Hotel organises it for client. These categories are described below in
effective manner:
Private :- Private events are mainly organised by event managers for special occasions or
function in which all closed ones are invited by host for celebrating that special occasion. In
private event only invited people are allowed to enter into the venue (Brown and et. al., 2019).

Some main examples of private events are school functions, wedding, festive celebrations,
birthday parties etc.
Corporate :- These kind of events are basically organised for developing professional
relationships. These are mainly organised by business persons in which partners, other business
persons and employees are invited. Corporate event includes product launch, business lunch or
dinners, conferences, success, seminars etc. In this meet, all business associated people gets
opportunity to communicate with one another and promote their business activities in positive
manner (Emery and et. al., 2016).
Charity/Fundraising:- The main motive of organising charity events is to raise fund for
needy people so that this amount could be further used to taking effective initiative for societal
development. Charity event are mainly organised by NGOs. Example of Charity functions are
sponsored cycling, charitable auctions, sports event, society balls and many others.
Apart from all categories, managerial department of Crown Plaza who handles events
considers various dimensions while planning for event so that they can performed in effective
manner. These dimensions area also helpful in fulfilling requirement of customers. Main
dimensions considered by this company are described as below:
 Anticipation:- This specifies that event planner of Crown Plaza invites customers in such
a manner that develops excitement among them and also influences them to join it.
 Arrival:- Here main emphasis of the respective hotel is to ensure arrival of each and
every guest is safe that will provides them better experience.
 Appetite:- Major focus of event planner is to develop menu of event in such a manner
that could easily fulfil appetite of each guest.
 Activity:- All activities are planned by event planner of Crown Plaza in innovative and
creative way which should attract customers in rightful manner.
 Amenities:- Last but not the least focus of event planner is to provide best experience to
customers with attractive and meaningful amenities that enhances their comfort level
during execution of event.
All of these dimension are helpful for event planner in organising best event for its clients
which also contributes in providing them better experience (Harmeling and Palmatier, 2016).

P2 Using examples of different categories of events explain feature and current trends that
influence event industry.
According to the changing needs & demands of customers, event industry gives birth to
various trends which assist in increasing the quality of goods and services which is being offered
by the management team of a hotel industry. These are the factors which highly influence the
overall performance of a company which need to be considered by the management team of
hotel Crown Plaza while they organise any kind of event. All these organisations provide various
services in order to satisfy their needs and wants in an effective manner. Some of the tends &
features which highly influence the overall sector are as follows:
Safety and security:- It is consider as a most crucial and effective factor which need to
be keep in mind by the management team of Hotel Crown Plaza while they organise any kind of
event and shows (Jepson and Clarke, 2016.). It is very essential to make their audience, clients
and individuals to feel them safe and secure and satisfied while attending the event. It is a type of
trend in the event industry where individuals work towards to perform all the functions in a safe
and secure manner. For this, it is very important to put more and more efforts in order to develop
safe and secure environment. It is an important element which need to be consider by the
management team of Hotel Crown Plaza while they organise any kind of event which is related
with charity, sports events to perform it in an effective and secure manner.
Workforce issues:- It is a challenge for the managers to find best and suitable person
with soft speaking skills so that they can interact with their customers in a positive manner. If an
organisation appoint fresh talent on a regular basis they will be able to perform their task in an
effective manner. It is also in trend within the event industry, that they need to hire candidates on
a regular basis who can manage each and every situation in a positive manner. It has been
analysed that some business events like conferences, trade shows requires highly talented and
skilled individuals who can arrange every thing in a professional manner which assist in
developing effective relationship with their client.
Advancing the event profession:- It has been analysed that there is a fear in an
individual that they get declined by their customers and to avoid this they keep motivating
themselves and using advanced technologies such as AI, augmented reality and many more. All
these trends increase the level of expectations of their customers within event industry on a
regular basis. Therefore, management team of Hotel Crown Plaza must adopt all these

technologies whenever they organise corporate events so that their objectives will be fulfilled in
a positive manner (Leinemann and Baikaltseva, 2017).
TASK2
P3 Event layout design to set up conference room to achieve client requirements
Layout of the Room which is selected for the conference always has a huge impact opn
the experience of customer. This also has a influence on the brand image. Hotel Crown Plaza has
an event planning team which focuses towards creating a layout as per the expectations and
various types of requirements of their clients. The layout design of event for setting up the
conference room can be related with the example, where customers are looking for a conference
room for arrangement of a meeting which is going to be held between the key people of
organisation. The main objective of the meeting is to have a discussion with regards to new
product which is to be launched and the features of product. In the seating arrangement there
must be adequate facilities of sound, lights which is required for the presentation to be clearly
visible to all the 30 members of who are attending the meeting (Lucey and et. al., 2016.). There
will be a face to face discussion in the meeting. The environment must be secure as meeting will
be based on some confidential information also. The overall design of the conference room and
its layout is discussed below:

 Table configuration:- There are various different styles which can be used for seating
arrangement but for the purpose of conference in the crown plaza the team has decided
that U shaped configuration so that presentation is visible to each person who is there in
the meeting. This will also help in increasing the satisfaction level of t eh candidates with
regard to dace to face interaction between all the members (Posenato, Zerbato and
Combi, 2018).
 Selection of room:- For this meeting, a room will be selected of the Crown plaza hotel
which is having the capacity of sitting 30 people with more space to facilitate moving
around of people. The room must also have the feature of sound proof walls sop that
there is no disturbance and distraction when the meeting is going on. Also, the meeting
should be taken place in a room which is having walls which are painted with light
colours only so that there is a professional feeling for the members.
 Adjusting lights, picture and sound quality:- In the selected room the lights must be
used in a manner that there is not much brightness and members are feeling comfortable.

Also, the sound must not be much high and speakers have to inserted around three walls
across the table and the overall quality of Projector Should also be very high.
P4 Determine additional services available within conference environment and explain
importance to meet clients requirements
In order to increase the quality of services for increasing the satisfaction level of
customers. It is important to offer other additional services also to customers despite of the best
planning for having a suitable conference room design. These certain things are not actually
added in the list of customers but they must be added by the event manager so that they are able
to provide augmented services which are actually the arrangements beyond the expectation of
customers. Following are some of the additional services in the event which the organising team
of the Hotel Crown Plaza will be delivering to their customers for a better overall experience
through the conference meeting (O'sullivan and et. al., 2016). this will enhance their goodwill in
the market and help the hotel in creating brand loyalty.
Projector presentation:- For keeping all the members engaged and better understanding
of the various issues being discussed in the meeting. Mainly power point presentations and
videos are used as a medium for delivering of the message in a more effective manner. For a
overall better experience the organizing department of the crown plaza will provide the facility
of Projector, with the help of videos and presentations which will help them in delivering of the
message in a more effective manner.
Wi-Fi connection:- Internet is one of most important feature whose need can be arise at
any time between or during the course of meeting. In the case of Crown Plaza they can also
deliver this additional service to their clients and customers so that many users can perform their
tasks at a particular point of time which will help in conducting of meeting. The overall
execution and completion of meeting will be done in a proper manner with the help of internet
connection. This is essential from point of Crown plaza hotel also as when their will be good
services provided to all the member then it will help in increasing the brand image of this hotel
also.
Air conditioning:- While the meeting is going on if the member who are present feel
uncomfortable in terms of overall atmosphere of the meeting such as they are feeling heat.
Which can ruin the whole purpose of meeting. Comfort is very importance for all the members
while they are attending the meting. From the point of Crown Plaza hotel it is important that

there are proper arrangements being made so that the overall environment is suitable and
according to the climatic conditions in the external environment, also it must be ensured that
temperature of the conference room can easily be adjusted and changed according to the desires
of the members which will help in smooth completion of the meeting. This will also help in t
attainment of the objective for which the meeting is being held (Bokelberg and et. al., 2016).
TASK3
P5 Examine different management roles for event industry
It is identified that event industry is one of the fastest growing and competitive sector as
it provide ample number of opportunities in order to enhance the growth and capability of the
chosen organisation. In this context, ample number of job roles are assigned to people with the
help of which they can enhance their overall skills so that they can develop better career to them.
Some of the specific management job roles which is commonly found in the event sector are as
follows:
 Maintaining positive relationship with others:- It is said that event manager is the only
person who is highly responsible in order to communicate and speak about the events to
suppliers, venue owner, third party contractor, sponsor & many more. Therefore, it has
been said that role & responsibilities of an event manager is to maintain healthy and
positive relationship with staff members by reducing chance of disputes and conflicts for
the success of event (O'sullivan and et. al., 2016)
 Planning as well as managing event activities:- Major and primary role of event
manager is to manage and control all the activities which is going to be performed in a
specific manner. It has been identified that event manager is the person who mainly plan
each and every activity in the event, assign activity to everyone, manage them & resolve
conflicts and issue for executing the plans effectively.
P6 Review Management skills and personal attributes that are required to work in events industry
As the choice and preferences of the customers change it will directly lead to change in
the arrangements and planning of event. In order to satisfy the customers, the manager have
skills and attributes to face such challenges and meet customer expectations (Tripathi,
Pabbisetty and Roychoudhuri, 2017). The personal attributes and management skills are
discussed below:

Management skills
Flexibility & Adaptability :- Nothing is permanent and fixed during the event, arrangements
get altered on constant basis. An event manager has the ability to cope up with the changes so
that things can be executed effectively according to the plan formulated. This flexibility
motivates the event team and leads to customer satisfaction.
Keen Eye for details:- It is the responsibility of every manager to check the activities that
is performed by its team members. It ensures that work is done in right manner and in right way.
It also help in preventing issues that can convert into big problems. In addition to this, it support
event manager to properly managed and organized the things in event.
Management of people:- A manager is successful when he has the capability to manage its
group members. It help managers to execute the work in appropriate manner. Manager have the
skill to handle conflicts and issues in order to successfully manage the team members and
perform the operations on time.
Personal attribute:
Interpersonal skills and power:- Event manager is responsible for the success of event
and to meet its client expectations. To achieve this, manager have the ability to hear and
understand the requirement of clients properly. Event manager have skills such as listening
skills, communication skills that helps in maintaining relations with the team members and
clients (Reason and Hobbs, 2017).
Innovative & Creative :- Now a days people like those things which is attractive and
creative. To meet the needs and requirements of the customers an event manager must have ideas
that is different, innovative and creative. It attracts the customer and builds reputation of the
manager in the market.
TASK4
P7 Explain suitable measures to provide safe and secure venue for guests and staff
In order to make any event successful as well as make the customer satisfied, secure and
happy it is very important to manage each and every activity in an effective manner. There are
some basic measures which need to be considered by the manager so that they can avoid any

kind of negative impact. All these measures provide secure and safe environment to the staff
members so that they feel satisfied and happy (Schwebel, 2017).
Create Security checkpoints:- One of the essential method is to ensure that manager
provide higher security checkpoint so that no one can enter into the premises with harmful
equipment’s. Along with this, it will also very important for the staff member to provide safe and
secure environment to their customers.
Keep private events private :- It is identified that there are some organisations
announce their events on public basis by mentioning it on press release, social media, websites
and so on. It will assist in attracting large number of customers towards their event but might
cause risk to the guest as well as whole event team. Therefore, private events need to be kept
private as no information related to the events are disclosed publicly.
These are the components which need to be considered by the management team of hotel
Crown Plaza while they organise any kind of event in order to ensure that there must be safe and
secure working environment (Thakkar and et. al., 2019). Along with this, it will assist in
enhancing the brand image as well as level of satisfaction among customers so that they can
accomplish organisational gain in an effective manner.
CONCLUSION
With the assistance of above stated report, it has been concluded that in today's world
event management is one of the biggest and fastest growing sector with high rivalry of
companies by offering innovative ideas & practices in order to organise an event. It has been
analysed that event planning includes various dimensions & categories need to be considered
while organising event. Apart from this, it is essential for a event planner to examine new trends
in order to satisfy the requirements of clients in an effective manner.

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