Managing Conference and Event

This document provides insights into managing conferences and events. It covers different categories and dimensions of events, current trends in the event sector, event layout, additional services in event environments, management roles in the event industry, and measures for a secure event venue.

Managing conference and
Event

Table of Contents
INTRODUCTION...........................................................................................................................1
P1. Different categories and dimensions of events ....................................................................1
P2. Features and current trends which influence the event sector..............................................3
P3. Prepare an event layout in order to set up conference room. ...............................................4
TASK2 ............................................................................................................................................5
P4 Additional services available within a conference or event environment and its importance
.....................................................................................................................................................5
Task3................................................................................................................................................6
P5 Different management roles within the event industry with reference to current job
opportunities. ..............................................................................................................................6
P6 Review the management skills and personal attributes required to work within event
industry and meet stakeholder needs and expectations. .............................................................8
Task4................................................................................................................................................9
P7 Specify and explain measures which are required to provide a secure and safe event venue,
environment for guests, event staff with examples. ...................................................................9
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Conferences are most important aspect in the event activities here the manager relates
with the events organiser which plays an crucial role in making the event more effective through
creating the conferences activities with the basic motive to inculcate some important objectives
in the conferences. Large number of gathering are indulge in the activities and for these aspects
and gathering event manager has to adopt the certain number of strategies while making the
concerts and any activities which will proceed the gathering in number. There are basically the
important factor considering while making any event activity is that a target market to whom
they are doing this concerts and what will be the motive of this event by working on the number
of aspects like tasks and roles under the particular activities ,events are of many types concerts,
formal parties, festivals and many more. These events can be in large scale manner which relates
with the international events (Antchak, Ziakas and Getz, 2019) .The below report is based on the
company Travelogde UK, which deals in the hotels and hospitality industry throughout the UK,
Spain and Ireland, nearly 575 hotels across the UK headquarter in Thames,England. The report
contains different dimensions and categories of events and design event layout to correctly
correctly setup a conference, appropriate measures required to provide the secure and safe event
venue.
P1. Different categories and dimensions of events
In order to organise the particular events and activities its important for the event
manager to adopt the strategies before making any decision they have to analysis about the
gathering part in which society plays an important role in successful completion of any events or
concert because all the proficiency of the events are depends upon the society who will going to
attend the particular event to attain the growth and sustainability for the event manager so some
of the different categories and dimensions of events in the context of Travelodge UK is that :
 Private events: These are the events which are organise with a small gathering in the
form of meeting and private seminars type where an individual plays an important role by
organising the meeting or conferences in a form of general meetings relates with the
business point of view, this events relates with a few people arrive at the hotels having
the specific objectives in their minds, this events having an aspect of considering various
aspect such as catering, specific menu, guest list and many more. They are normally
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organised as indoor event but in today's scenario hotels are becoming the common
platform in the formulations of any event activities regarding any business with formal
meets in private format (Armbrecht, Lundberg and Andersson, 2019).
 Corporate events: these event relates with the commercial events in which aspects of
corporate activities are included with the view to organise on more formal and
presentable way so as to achieve the organisational objectives particular the basic events
is that product launching , conferences events ,sales seminars and other activities which
are related with motive of businesses process. Organised on the small levels and limited
numbers of guests are gather together in the formulation of the business events with a
view to attain the successful presentation regarding the particular events on the basis of
this events are basically organise to enhance the business related activities whether for
product innovation with a view of launching and by creating the environment to build the
motivation factors for the employees by making them indulge in the particular activities
assign with the commercial purpose ,in the context of Travelogde they have to work on
the basis of proving the necessary business information regarding any changes in the
form of making the groups and taking their employees with them in the context to build
the event more successful by generating the importance of business in respect of any
changes in the policies of Travelodge UK.
 Cultural event:These events are for spreading the awareness among the society with the
aim to provides the cultural, religion and societal value impact on the people with the aim
to increase the efficiency regarding the particular cultural events. In the context of
Travelodge hotel industry they are inducing in the activities which relates with the
cultural event in accordance to built and influence the society for the particular intent for
in the form by managing by the people who are indulge in the activities by considering
various factor of the event. These events are generally organised on the basis of local
government intervene and are authorized by them in the context of providing the event
and impactful statement, these events are also considered with the fund raising events
which deals with the manager who has limited amount budget regarding the particular
event they are depends upon the freelancers to induce in the activity.
Dimensions of event:
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 Mega events: These are the event which organise for the shorter period of time by
inducing high budget amount in the activities with the purpose of making high profits by
conducting the event on a large platform, these events are organised with the motive of
business purpose by influencing and inspire the other people, these events are generally
needed higher amount to invest in it with the assistance of some sponsorship commits and
indulgence with having the aspect to generate maximum profits with the particular event.
 Sports events:Its relates with various types of sports activities like Olympics and
athletics ,in dealing with these events, event manager should having the lots of and
sufficient knowledge of particular sports in which they are going to induce these
activities by making the efforts in knowing how this event will conduct and on what sort
the involvement criteria would be in the form of sponsorship brands and sports
committee, and what are the factor important in developing the event (Dams, 2019). In
the context of Travelodge this industry will make contribution in the particular sports
event by investing in the particular activity with having a view to aware the peoples about
their business.
P2. Features and current trends which influence the event sector
Events are the main aspect and approach which is based on the activities conducting with
the view to promote and advertise any business by making the effective inclusion in the event
through investing in the particular event, businesses uses this approach as a technique to build
the image of the company and to provide growth in the industry,in the context of Travelodge
industry they are having several features is that:
 Hotels provides the proper facility and organise the event by makes suer about the
process regarding the activities which are going to be done by them, the main duty of
event manager is to take care about the safety factor by including the artificial
intelligence ,this aspect would help the event manager or people to recognise the name
and face of an individual and allow them to include in the guest lists as well (Day, Van
Niekerk and Okumus, 2017).
 Hotels generally considered the private event rather than cultural events because they
deals in wedding, birthday party,festivals gathering , they are engage in those activity
which are from 4 to 5 day relates with the rituals .
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Various trends which influence event sector:
 Safety and security: Its an essential factor in the context of event industry to takes cares
of the safety and security as it's impact on reputation of organisation and also
enhancement of customer base. As events are relates with the risk management and
natural calamities, these risks are involves with the outcomes of losses in a particular
event so as to take care the aspect event will be clearly managed by the event manager.
 Event publicity: As now it is becoming a trend as it is helpful in developing and
promoting public in with help of events which mainly helpful in attainment of success of
event. . Respective organisation have to promote about any type of event as by adding
benefits and qualities this is because of publicity as it is considered only factor which is
helpful in enhancing their reputation (Getz, 2018).
P3. Prepare an event layout in order to set up conference room.
The activities which are involve in making the event more effective and efficient is
people involvement and participation this activity relates with the activities which are having the
aspect to interact with the people in gathering so here are some of the conference design layout is
that: Choosing the room: It is considered as room or hall is a place which mainly depends on
number of individual who have to attend conference meeting. In context of Travelogde,
managers of hotel have to maintain the room which is comfortable for conference
meetings. Room must be sound proof which is not disturb the audience who are visiting
the hotel. Quality lights and sound: When room is choose for conference meeting there must be
proper sound and light in which clients must be comfortable. As sound and lights must be
of good quality which does not irritate ears and eyes of attendees. There must be use of
dim light as when projector is using and speakers must be properly arranged in significant
manner (Getz, and Page, 2016). Arrangement of table: There must be proper arrangement of table in conference room
such as hollow square, U-shape, classroom, banquet room and auditorium. As by
considering above scenario, banquet style conference is used by attendees.
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TASK2
P4 Additional services available within a conference or event environment and its importance
It is very important to select a right place for event or any conference so that it can be
managed well at the venue. When an individual selects a venue for any event or conference they
make sure that proper facilities are available at venue. There are many additional services that
are available and it is explained as below:- Services and amenities:- All venues provide different additional services so that
individuals feel that they can conduct their event in a better way. The services which are
provided are special catering which an individual asks for any healthy food products,
stage decoration, transportantion facilities, different entrances. In case of travellodge
hotel, they provided such services to all guests as they included healthy products also in
their catering. It is important for them because there are many guests who prefer to eat
only healthy food items because they are concsious for their heath. (Greenwell, Danzey-
Bussell and Shonk, 2019) Atmosphere:- When any individual comes to attend an event or some conference the only
thing they want a proper décor and delighting atmosphere. In an event there are many
people who attend and no one wants a messed up space so additional services are
provided like a proper space so that all activities can be propely managed. Food and beverage:- The venue should provide food and beverage facilities including
buffet style or a sit down facility so those venues are selected which provide all both
facilities. Some venues also provides services alcohol like many international conference
involve these facilities too so these services are also provided.(Gregory, 2020) Audio-visual technology:- These are also some additional services which are provided
like wi-fi facilities, audio-visual technologies so that conferences can be properly
conducted. In any event or a conference projecters are required so these services are also
available to customers. Travellodge hotel provide such technologies and through this
many conferences are organised at that hotel. It is important for them because in today's
world these technology and facilities are very important especially for the conferences so
they provided such facilities.
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 Lodging accomodations:- When guests plan to organise an event outside the town at
some different locations so these additional services are also provided wheer overnight
lodging is also done. (Morrison, 2018) Branding and signage:- Some venues provide services like decoration facilities. If guests
want decoration in any event which include banners, balloons or lighting so these are the
additional services which are considered. VIP services:- Some venue provide vip services also because there are some customers
who want these type of services for their services so that their event looks more good and
event ambience also looks of a good standard. As travellodge hotel is one of the largest
hotel in london so they provide such vip services to their guests because many
international conferences are organised at the venue.
 Accomodation :- There are many guests who comes from different locations and had
done a long drive so they need rest for some time. These are some kind of additional
services which are provided by them. (Chan and Ding, Google , 2018)
Task3
P5 Different management roles within the event industry with reference to current job
opportunities.
The event industry involve different roles which provides different job opportunities. It
includes roles like event planner, event manager, logistics manager, wedding planner, stage
decorator, social media coordinator, conference architect, videographer, customer experience
manager, security, creative event caterer and so on. The different roles are explained as below:- Event planner:- People who are working in such profile are responsible to plan
everything about the event which is being held whether its a wedding event or any
conference. They are responsible for all the responsibilities whether its about a budget or
which theme should be selected. According to hotel travellodge, their event planner
focused on all the responsibilities starting from theme, budget, lightings and so on.
(Pearlson, Saunders and Galletta, 2019) Event manager:- People working in this profile are responsible for the particuar event
which guests want to organise. Their roles include planning the event that how it will be
organised and are also responsible whether everything in event is properly managed or
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not. In context with hotel travellodge, they make various plans and strategies that how an
event will be properly managed. (Lacey nd et.al, 2018) Logistics manager:- In this role, people are responsible for transportation facilities and
various things which are required for the event. In hotel travellodge also, the logistic
manager performed their role very well and provided proper transportation faciilities to
all guests. Wedding planner:- People who performs such role are responsible for every thing which
is done in a wedding right from invitations, theme, guests list, menu, decoration and so
on. (Geppert and Roessler,Avaya Inc, 2020) Stage coordinator:- People who performs this role are responsible for all stage
decorations like if there is any conference them proper table and podium facilities and if
there is any wedding then proper seating arrangement should be there. Social media coordinator:- This is very important for hospitality industries to a lot such
job role to people. People who perform such job role are responsible for informing people
about their companies through media so that people get to know how events are
organised at their event. In hotel travellodge, their social media coordinator performed its
job role very well and everyone get to know about their hotels. (Liu, Eggo and
Kucharski, 2020) Conference architect:- A person who is a conference architect is responsible for looking
at the whole event structure, how everything is being done. If any chnages are required
then they complete it. Videographer:- A videographer is responsible to create good quality videos for every
event which is organised so that everything can be displayed and guests can wnaytch
videos after the event also.
 Customer experience manager:- People working in such job role is responsible to
answer all the problems of guest, reply to all mails, taking feedback from customers and
if any complaint is there then managing that complaint also. In travel lodge hotel, the
customer experience manager performed its job role in a good manner and no customer
felt that their mails or their complaints are not been solved. (Gendzier, 2019)
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P6 Review the management skills and personal attributes required to work within event industry
and meet stakeholder needs and expectations.
There are different management skiils and personal attributes which are needed to work
within event industry and it is explained as below:-
Management skills:- The great communicator:- It is the main important skill that is needed in an event
industry. There should always be an effective communication as it is a two way
communication so a clear conversation must be there. When you are communicating with
other person then it should with full interest and passion. The communication should be
genuine one. The team player:- A team player should always be energetic as well as effective in their
skills. A event can be only be successful if individuals have a strong passion and desire to
manage whole event. It is considered as the team as well as individual responsibility to
have skills so that they can perform efficiently and effectively. The innovator:- When any event is organised proper planning is done and new ideas are
established and different ways of doing things. Their responsibility is to bring more ideas,
organise certain programmes. In an event creativity must be there and if any mistakes are
done by any team member then it should be solved by establishing innovative ideas. The operational planner:- It is the responsibilty of operational planner to proper design,
plan and organise a particular event. There are many responsibilities like how stage will
be used, how process of event will be done, what activities are to be performed in a
particular event. (Geppert, Roessler, Avaya Inc, 2018) Basic understanding of event:- It is a necessary skill that all events which are organised
must be understood by the team. They should have proper knowledge regaring florists,
bands, decorations and so on. As it will help to establish good relationship with their
suppliers.
 Organisation skills:- Event management team must be organised so that all events or
conferences which are conducted is in proper manner and is according to the plans and
strategies.
Personal attributes
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 Full of energy:- Organising any event is not at all easy. It requires lot of energy because
in an event many things are to be handled and in an effective manner. So, person should
have strength to handle all the activities in an event. Even if any problem occurs then
they must be energetic to handle those problems.
 Creative:- To organise any event creative skills are needed. In an event designing and
decorating requires creative skills and this must be performed by management team.
Task4
P7 Specify and explain measures which are required to provide a secure and safe event venue,
environment for guests, event staff with examples.
In an event many things can happen like medical problems, fire, power problems so it
must be properly secured and everyone should feel safe while attending the event. Medical :- In an event a doctor, ambulance must be there because emergency can happen
any time. So, there must be an individual in staff who is trained enough in context with
medical facilities. If any sports event is organised then medical problem can occur at any
time like bleeding, breathing problems, choking so it must be handled in a proper
manner. As, guests comes to attend a event so it the responsibility of maanagement team
that everyone feels safe and secure. Fire:- In an event fire-proffed facility must be there because there are many extinguishers
which are there and catering staff should feel safe because fire problems can arise at any
time. So, to handle fire problems a proper planning should be done so that at the last
moment no one gets panic that how they will solve those problems. Power outage:- Power can get off at any time and in event it should never happen so if in
any case it happens then technicians must be there so that problem can be solved
immediately at that moment. If in case more time is being consumed to solve lighting
problems so in that case proper arrangement of candles, torches, flashlights must be
available so that event does not stop.
 Liquor:- If in any conference, meeting or any meeting alcohol is being served then
management team must ensure that they are not abiding any law and they have proper
insurance for that. If minors are attending the event then team make sure that liquor
department is at complete different side so that kids don't go to that side. The team should
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also be ready with their plans that if any person gets overdrink so how to handle that
guest.
CONCLUSION
According to the above analysis it is concluded that events are conferences are to be
properly managed. There are many job roles in the event industry who has different
responsibilities like event manager, event planner and they must perform that responsibility very
well. In an event a proper safe and secure environment should be there so that guets feel safe
while attending the event. While organising an event pre-panning should be done so that at the
last moment if any problem occurs in team don't gets panic and can perform their responsibilities
very well.
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REFERENCES
Books and Journals
Antchak, V., Ziakas, V. and Getz, D., 2019. Event portfolio management: theory and methods
for event management and tourism. Goodfellow.
Armbrecht, J., Lundberg, E. and Andersson, T.D. eds., 2019. A Research Agenda for Event
Management. Edward Elgar Publishing.
Chan, K. and Ding, Y.J., Google LLC, 2018. Managing a sharing of media content among client
computers. U.S. Patent 10,152,467.
Dams, C., 2019. Agiles Event Management. Vom „Wow “zum „How “im erfolgreichen Event
Management. Wiesbaden: Springer Gabler I Springer Fachmedien Wiesbaden GmbH,
Teil von Springer Nature.
Day, C., Van Niekerk, M. and Okumus, F., 2017. The importance of strategic communication
during change management at palm college of hospitality and event management.
International CHRIE.
Gendzier, I.L., 2019. Managing political change: Social scientists and the Third World.
Routledge.
Geppert, B. and Roessler, F., Avaya Inc, 2018. System and method for managing incoming
requests for a communication session using a graphical connection metaphor. U.S.
Patent 9,900,280.
Geppert, B. and Roessler, F., Avaya Inc, 2020. System and method for graphically managing a
communication session with a context based contact set. U.S. Patent 10,574,623.
Getz, D. and Page, S.J., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Getz, D., 2018. Event evaluation: theory and methods for event management and tourism.
Goodfellow Publishers Limited.
Greenwell, T.C., Danzey-Bussell, L.A. and Shonk, D.J., 2019. Managing sport events. Human
Kinetics.
Gregory, A., 2020. Planning and managing public relations campaigns: A strategic approach.
Kogan Page Publishers.
Lacey, J., and et.al, 2018. Understanding and managing trust at the climate science–policy
interface. Nature Climate Change .8 (1). pp.22-28.
Liu, Y., Eggo, R.M. and Kucharski, A.J., 2020. Secondary attack rate and superspreading events
for SARS-CoV-2. The Lancet .395 (10227). p.e47.
Morrison, A.M., 2018. Marketing and managing tourism destinations. Routledge.
Pearlson, K.E., Saunders, C.S. and Galletta, D.F., 2019. Managing and using information
systems: A strategic approach. John Wiley & Sons.
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