Managing Conference and Event - Assignment

Managing Conference
and
Events

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Examine the different categories and dimensions of events, using specific examples to
illustrate the differences..............................................................................................................1
P2 Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector............................................................................................3
TASK 2............................................................................................................................................4
P3 Design an event layout to correctly set up a conference or event room to meet specific
client brief requirement ..............................................................................................................4
P4 Examine the additional services available within a conference or event environment and
the importance to provide them to meet specific client requirements for added value...............4
TASK 3............................................................................................................................................6
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector.....................................................................................................6
P6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations...............................................................6
TASK 4............................................................................................................................................7
P7 Specify and explain the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and safe environment for events staff, providing specific
examples......................................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
In hospitality sectors, it is important to manage the conferences and events effectively
which is organised within firm or hotel as this impact its brand image. Event management is
considered as the application of project management to the development of large scale events
like formal parties, festival, weddings and others (Bertone and et. al., 2015). Conference
management is associated to the conferences executive management for clients of professional
conference organiser. This represents the basic tools of management which includes planning,
organising, leading and controlling. For this report the chosen company is Savoy Hotel, which is
known as the luxury and one of the famous hotel. It is located in City of Westminster within
Central London, England. this report covers different categories and dimensions of events,
features and current trends that influence events sector, preparation of events layouts,
examination of services in conference or events environment, management skills and personal
attributes required in event sector and appropriate measures required to provide a secure and safe
event venue are also discussed in this report.
TASK 1
P1 Examine the different categories and dimensions of events, using specific examples to
illustrate the differences
An event can be considered as the public assembly for particular purpose. This can be
considered for many reasons and can be of several forums (Bouazza, Udeaj and Greenwood,
2015). In hospitality industry, there are various kinds of events such as festivals, weddings,
seminars and others. So, some categories and dimensions of events that is organised in Savoy
Hotel are discussed below:
Private events: This is considered as an event that are utilised for person which can book
venues like Birthday parties, wedding, festival gatherings and others. In this events, it will has a
guest list for ensuring that the venue is not available for public. As the conference and events
manager in Savoy Hotel, they have to organise this events categories in order to attract more
number of clients towards respective hotel and enhance profitability.
Corporate events: This is considered as the events that is utilised for a business for
promoting the brand as well as products of firms like:
1

 Team building Events: This is considered as an corporate events which is
organised to enhance as well as uplift the morale as well as spirit of team. It
facilitates an opportunities for staff to spend time together sharing stories as well
as taking part into activities in an informal, outdoor setting. For example: In
Savoy Hotel, Conference and Event Manager can host this type of events in order
to enhance the employees of clients and their staff as well.
 Appreciation events: These types of events are organised for spending informal
time with their guests within non- traditional environment and also providing an
opportunities to both the parties for building rapport and learn more regarding
mutual business priorities. For example: In Savoy Hotel, conference and events
manager can arrange this particular events that geared towards staff appreciation
to those for showing appreciation of clients. Moreover, this events is helpful in
boosting their staff morale and maximising its productivity in effective and
efficient manner (Event management, 2019).
So, this corporate events have to organised within Savoy Hotel to develop relation with
clients and suppliers effectively and efficiently.
Dimensions of events
 Mega events: These are considered as an events which is organised for short time with
the purpose of more profitability and are performed at international level (Chianese and
Piccialli, 2016). Moreover, it is arranged for business intent for encouraging the
individuals. This needs large amount of investment for organising these events. It
objectives is to gain more profitability and enhance staff morale that will assists in
maximising productivity.
 Hallmark events: These are considered as the events that are cultural, expositions as
well as organising events of global image that are performed for one time or continuous
basis. The main aim of this particular events is to aids enterprises to attain effective
position within market area. So, this events are organised in Savoy Hotel for
accomplishing the higher position in their respective industry.
2

P2 Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector
Events are becoming an effective tool for developing brand image, launching products as
well as gaining profitability for company. Event sectors perform changes into its designs, trends
and create new trends for planning large event in easier manner. There are several trends and
features which influence event industry are mentioned below:
 Most of the hotel host is events as well as also assure that appropriate facilities are
facilitated within event. The main accountability of conference and event manager in
Savoy Hotel is to comply the safety factor of individuals through adapting artificial
intelligence where the face and name is recognise on the spot who is effective in
matching guest list.
 Within cultural events, it may undertake private events that involves birthday parties ,
wedding and various cultural functions. Such as wedding events are organised for approx
3 to 4 days for do many rituals.
Several trends that impact event sector
 Safety and security: This is considered as the essential trends that impact the event
sector as well as also improve event reputation through maximising the more clients for
them (Fried, 2015). This involves management of risk as well as several natural
uncertainties. Events are also impacted through many private and security problems that
can become threats for that particular event. So, the conference and events manager of
Savoy Hotel required to assure that it facilitate effective security within the events
organised by them for protecting its clients. This is defined as an innovation that firm
have to adapt for obtaining longer benefits within event sector.
 Venues: This is essential trends that impact the promotion events as well as also
important for Savoy Hotel for enhancing its market image and share. Venues grab the
attention of individuals such as if events is conducted at famous and well known area
then more number of person attend that. For this, the venues like hotel, halls etc. are
becoming the trends in current times. Global hotel such as Savoy Hotel are in demand in
future for successful events. This assists them to take unique steps that assist in
enhancing profit and productivity.
Critique the development of event sector
3

Event industry is developing continuously as this minimises the individuals burden to
conduct events. Events are platform that influence economy positively and negatively (George
and et. al ., 2016). This particular sectors is formed through conducting mega events that are
performed at larger level as it is effective for firm. This aids society as it build social
connectivity as well as develop communication within individuals of various community that
help in event succession.
TASK 2
P3 Design an event layout to correctly set up a conference or event room to meet specific client
brief requirement
This is essential for all firm to design a creative layout as per the needs of events for
influencing customers to visit and book the hotel. With this respect, this is important for
conference and event manager of Savoy Hotel. Through this it can simply make events
successful which facilitates satisfaction to their visitors. By facilitating many services such as
health, conference, spa and others (Getz and Page, 2016). Basically the theme for events is
totally different which can be understand through below discussed points:
 Cultural events: For this particular events, the theme can be more eye catching as per
the culture. For example: as various people are from different culture and they like to
have their events accordingly.
 Corporate events: For this particular events, the theme are be be more formal all should
be organised by considering effective colours not so much vibrating. For example: if
corporate events are organised in Savoy Hotel so their conference and events manager
have to use some colour and decoration like white, black and others.
For the theme of above events, they have to provide lunch or breakfast as per the timings,
water facilities and many more. All these are helpful in grabbing the attention of consumers
towards events and areas as well.
P4 Examine the additional services available within a conference or event environment and the
importance to provide them to meet specific client requirements for added value
For an event planner it is very much important to provide something memorable and
special to take client's idea. In context of Savoy hotel, they provide conference game as per the
demand of their clientele and aimed to give kinds of additional services to enchanted with
4

memorable experiences (Kemp and et. al ., 2015). Here are the list of additional services during
the conference to remain always competitive in marketplace:
 After dinner speaker: After dinner speaker is an kind of inspirational, entertaining
emblem brought with the purpose to share the overall experiences of an event. It provide
by event planner head turning speeches full with humour, anecdotes and lessons of life to
engage with guest. It come under additional services provided by event planners to bring
twist in conference or event to give memorable experiences to the clientele. In context of
Savoy Hotel they provide respective service as additional one to build loyalty of
consumers.
 Team building fun: The team building game is one of most important kind of services
that are provided by event planners in last of conference or event to give some special
memories to their clientele (Li and et. al ., 2015). Whether it is something gentle or fun
like organised to tested mental and physical capabilities of delegates. There are some
examples of games are spy game, race track and driving off road etc.. in order to give one
of best experiences to delegates. In context of savoy Hotel, client demanded something
new and exciting at time of conference so that every one take back some memories with
them. So savoy hotel aimed to provide some challenging and amusing games that also
helps to build team spirit in them.
 After dinner services: In that series there are some kinds of services that helps to give
delighted experiences to spectators that are impressive line up of live party bands and DJs
that suit specific event or conference and its location. In context of Savoy Hotel they
provide facility of live band as per the event to amuse spectators to build strong consumer
relationship.
 Contract negotiation: Contract negotiation is a long process which involves discussing
and compromising on basis of contract terms to reach at final agreement in between two
or more parties consist in transaction (Morris, 2016). In context of Savoy hotel on
demand of consumers they participate in their decision making process to remain always
competitive in marketplace.
5

TASK 3
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector
The assistant event manager of Savoy Hotel have to plays various management role
while performing as well as managing events product launch. Some role are discussed below:
 Event manager: This is the one who perform the role of managing as well as
coordinating event effectively (Raj, Walters and Rashid, 2017). They are considered as
the head of particular events. In respect of Savoy Hotel, the manager concentrates upon
formulating plans for whole events as well as then it delegate task to each staff.
Moreover, this role is to monitors them on continuous basis as well as ensure that no
problems have to raise whole organising events.
 Head of marketing: It is considered as one of the essential management role in event
sector. Although, the in charge of marketing of Savoy Hotel concentrates upon managing
various promotional tools, media coverage platforms and others. Therefore, the role of
marketing management is to develop marketing plan and strategies for developing events
expected popularity of media coverage in order to be successful.
P6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations.
The management skills as well as personal attributes that is required in event industry are
discussed below: Communication skills: While performing within event management sector, all people
has effectual communication skills that will aids them to communicate with another
individuals effectively and efficiently (Reason and Hobbs, 2017). Therefore, the manager
and staff of Savoy Hotel should have appropriate communication skills in order to
communicate with their team appropriately so that they can able to meet the requirements
and expectations of stakeholders..
 Critical communication skills: It is considered as the essential skills for various
management role within firm. This is so manager has to deal with several circumstances
during the time of organising events as it is the skill that will aids them to think of many
6

possible solution to issues thereafter take better decision for the benefits of Savoy Hotel
for their development and success and meeting the requirement of stakeholders.
Personal attributes
 Energetic: With the assistance of this particular personal attribute, this will be possible
for staff to develop effective work atmosphere within firm. Also, it will help them to do
its work in more active manner (Rogers and Davidson, 2015). Therefore, this attributes is
essential for the staff who are working within event industry so that they can able to meet
the requirements of stakeholders effectively and efficiently.
 Creative: For the success of event, the manager have to concentrate upon performing
many unique things while organising its events (Van Der Vegt and et. al., 2015). This
have been been examined that manager of Savoy Hotel are creative as they can able to
conduct any events in different manner. So, for sustaining into event sector all people
have to be creative as it have to think beyond expectations for meeting the stakeholders
requirements.
TASK 4
P7 Specify and explain the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and safe environment for events staff, providing
specific examples
An event is explained as program that initiated to fulfil the specific aim to provide
information, entertainment and launch of any service or product. Mostly events are operate at
large scaled in which large number of people. It is a responsibility of Savoy hotel to provide
safety and security to people. In event sector, business organisations act in professional manner
in which the pre- identification of security and safety is required to be dome in successful
manner (Weber and et. al., 2016). In events, different dangers or accidents can be happen such as
electrical accident, fire, safety of stage etc. It is necessary to focus on make improvement in
safety of people so that they can enjoy events freely without facing any issue. In an event,
aspects for the security or safety like electricity breakdown, fire, crime etc. will be taken in to the
consideration.
Collapse of platform- It is one of the most important aspect because in this, stage gets
broken due to the use of weak materials and also resources. Mainly in the dancing and music
7

concert, the platforms or stages are big in size and occupied the more area for performer. So, it is
necessary to make the stage strong with flat surface so that no accident can be happen and
perform will perform easily. In addition to this, collapse of the platform is essential to be
undertaken to make the stage with using effective resources. Under this, risk is related with this
kind of collapse arisen loss of cost, injury to person and many other issues.
Fire and electricity- In all the events, chances of the incidents and fire threat can be
happen and it can cause because of the short circuit, gas leakage and many others. In this, large
number of the people are engaged or busy in events so there is a need to plan in a better manner
so that the people can not face any kind of issues and can enjoy the event. Savoy hotel should
develop an effective plan by considering the proper health and safety standards. Risk related with
the fire and electricity consists burning stage, harm heath of people and it can harmful or danger
to life of people.
Protection of crime or theft- It is most necessary problem that can happen in a event. In
this, incidence causes due to lack of the security measures at higher instances. This can impair
loss of money and important items from events (Wu and Ma, 2017). So, there is a requirement
keep proper security checking and security should be active.
These all the aspects are put in to necessary consideration under which the measures like
safety and protect people is mainly used to take care. There is a need to decide to use suitable
resources in order to overcome from the risk related with events. Therefore, this is proactive to
be examine and prepare list to get over from impacts in an effective manner.
CONCLUSION
As per the above report it has been concluded, it is essential to manage conference and
events that is organised within hospitality sector. Event management is considered as planning,
coordination and implementation of whole kinds of individuals, teams and characteristics which
either come or arranged together for creating and manage several kinds of events. Moreover,
there are various categories and dimensions such as team building events, appreciation events
and many more that help firm to enhance their morale and productivity. Also, it have few
features and current rends like safety and security etc. that influences the event sectors. In
addition to this, for further growth as well as success of each events, the organiser is depends
upon how satisfied are its clients with their services therefore, this become essential to execute
appropriate parking plans and crowd management effectively.
8

REFERENCES
Books and Journals
Bertone, E. and et. al ., 2015, December. Bayesian Network and system thinking modelling to
manage water-related health risks from extreme events. In 2015 IEEE International
Conference on Industrial Engineering and Engineering Management (IEEM) (pp. 1272-
1276). IEEE.
Bouazza, T., Udeaja, C. E. and Greenwood, D., 2015. The use of building information modelling
(BIM) in managing knowledge in construction project delivery: a conceptual
model. Building Information Modelling (BIM) in Design, Construction and Operations.
149(107). pp.43-46.
Chianese, A. and Piccialli, F., 2016. A smart system to manage the context evolution in the
Cultural Heritage domain. Computers & Electrical Engineering. 55. pp.27-38.
Fried, G., 2015. Managing Sport Facilities, 3E. Human Kinetics.
George, R. and et. al ., 2016. Managing tourism in South Africa (No. Ed. 2). Oxford University
Press.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Kemp, G. and et. al ., 2015, May. Aggregating and managing big realtime data in the cloud-
application to intelligent transport for smart cities.
Li, X., and et.al ., 2015, June. XEarth: A 3D GIS Platform for managing massive city
information. In 2015 IEEE International Conference on Computational Intelligence and
Virtual Environments for Measurement Systems and Applications (CIVEMSA) (pp. 1-6).
IEEE.
Morris, J. L., 2016. Managing Bark Beetle Impacts on Social-Ecological Systems.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Reason, J. and Hobbs, A., 2017. Managing maintenance error: a practical guide. CRC Press.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Van Der Vegt, G. S. And et. al ., 2015. Managing risk and resilience.
Weber, J. S. And et. al ., 2016. Management of adverse events following treatment with anti-
programmed death-1 agents. The oncologist. 21(10). pp.1230-1240.
Wu, Z. and Ma, X., 2017, May. Money as a social currency to manage group dynamics: Red
packet gifting in Chinese online communities. In Proceedings of the 2017 CHI
Conference Extended Abstracts on Human Factors in Computing Systems(pp. 2240-
2247). ACM.
Online
Event management. 2019. [Online]. Available
through:<http://hndeventmanagement.weebly.com/classification--types-of-events.html>
9