Managing Conference and Events

Follow the assignment brief.

MANAGING CONFERENCE
AND EVENTS

Table of Contents
INTRODUCTION......................................................................................................................................3
LO 1............................................................................................................................................................3
Investigation of various dimensions and categories of events and explanation of their
differences by using examples............................................................................................................3
Features and current trends that are influencing the events sector through using examples....4
Analysis of event trends in order to explain how these events are adapting to stay innovative 5
LO2.............................................................................................................................................................6
Designing of event layout for correctly setting up conference room to meet the client brief
requirements..........................................................................................................................................6
Additional services available within a conference............................................................................7
LO3.............................................................................................................................................................8
Exploring different roles and responsibilities in event industry.......................................................8
Current job opportunities in event sector...........................................................................................9
Review of management skills and personal attributes required in event industry.......................9
Recommendations for meeting stakeholder’s requirements.........................................................10
LO4...........................................................................................................................................................11
Appropriate measures required for providing a safe and secure event venue for guests and
staff.......................................................................................................................................................11
Recommendations for improving and safety in the music concert...............................................12
CONCLUSION........................................................................................................................................14
REFERENCES........................................................................................................................................15

INTRODUCTION
Event management refers as managing the ceremonies, formal parties,
weddings, concerts, festivals within the hospitality and tourism industry. Conference
management is associated with managing corporate events, meetings, seminars within
the hotel industry for a business purpose. As per the scenario I as a newly appointed
assistant in London Marriott Hotel Country Hall, I am producing a report to manager for
addressing them topic covered in learning outcomes. It is the hotel located in
Westminster Bridge road, SE1 7PB in London. The management of the hotel is done by
Marriott International. The hotel is opened in September 1998.
The report will cover investigation of various categories and dimensions within
the event sector. It will examine conference and event room setups to define
professional standard requirements. Furthermore, it will explore management skills that
are require to working for events. Lastly, it will provide measures to manage safe events
and secure environment for guests and staff.
LO 1
Investigation of various dimensions and categories of events and explanation of their
differences by using examples
Different categories and dimensions of events are as follows -
Wedding - This is associated with the wedding arrangements, decoration. A
professional wedding planner is appointed who is responsible to look after all the
arrangements related to the client's wedding. For example, couples generally spend
huge amount of money for their wedding so that the wedding is done well organized.
Destination wedding is popular in Event industry.
Private parties - These includes birthday celebration, engagement, family parties etc.
This party is organized by event management so that people are able to spend good
quality time together.

Corporate events - These events are generally organized by businesses or
organizations to have a good time with clients and employees. These parties are helpful
for increased the bond with the business partners. Thus, the Event management play
efficient role to organize such parties.
Conferences - People assemble together in order to exchange information, debate,
discussion etc. This are generally organized to have a discussion about a certain topic
in a business (Getz and Page, 2016).
Promotional events - It is commerce oriented event for the motive of increasing the
sales. In this event the companies do marketing of their products to increase the
awareness of their product among the customer.
Award ceremony - This ceremony is organized to appreciate the work of individuals
which they have done for organizational success or their personal welfare. The
individual might be an employee, celebrity or anyone else who has achieved something
is awarded in such events.
Festivals - The festival can be a music event or religious events. This event can be
happen on Christmas Eve, New Year or might be a music concert in which the singers
came to sing in front of large number of audience. For example, event manager of
Marriott hotel need to consider about the arrangement in such events because the
crowd of people is generally large.
Features and current trends that are influencing the events sector through using
examples
The various consideration or features related to the events are dependent upon
the event type.
Firstly event sector need to consider about the purpose of the event then decide
about the arrangements. Type of client which is coming in that event need to be
addressed by event sectors in this the room or hall is book as per the number of guests
and location is also decided as per the guests preference (Kim and Kaewnuch, 2018).
The decoration and arrangements is done as per the choice of client and overall budget.

Venues are also decided as per the event purpose. What services they want to add in a
particular event need to ask by the event manager to the client on earlier basis. This
facilities or services maybe of catering, equipments, technology etc.
Analysis of event trends in order to explain how these events are adapting to stay
innovative
Current trends in event industry are as follows -
Digital technology - The event sector is using digital technology such as live
streaming, visual animation walls and branded multi event use apps (Top Event
Technology Trends, 2020). The branded multi use apps helps to provide opportunity to
attendees related to networking, engagement with peer, interaction and speakers. Event
planners can use this branded apps to personalize the agenda of event through
attracting event sponsors and live polling to target attendee surveys. Event
diagramming in 3D is also a current trend in event industry. It provides a detailed picture
of layout of an event. This helps the event industry to plan the seating charts and
managing the attendees their meal choices etc.
Safety and security requirements - Facial recognition helps the event planner to
increase the security of place where the event is happening. The guests need to go
through screening checkup and their face is recognized by Facial recognition
technology. Only those guests and workers are allowed to enter whose name are
registered in event list. It helps to improve the security of the place.
Innovative type of event - The event teams are saying goodbye to typical location and
venues and are more interested in destination venues. They are also taking wellness
initiatives such as yoga sessions are also add n event agendas. The event planner is
also focusing on plant based diets in their menus. Social media sentiment is also in
trend, the attendees of the event are able to connect on social media platform. They are
able to comment on the event which they have attend and can evaluate it with hash
tags and also use emojis and mention it on their channel. By this the event manager
can evaluate the satisfaction level of clients.

Sustainability -The event sector is following sustainability while launching or
organization an event. They are using green management concept where they try to
reduce the environmental harm (Michopoulou, Azara and Russell, 2020). Plastic bags,
poly bags and decorative items which are made of plastic are also banned. It is also
related with corporate social responsibility in which event management, company or
organization has high chance to build a good reputation of their brand in the mind of
society.
LO2
Designing of event layout for correctly setting up conference room to meet the client
brief requirements
Meeting room configurations - The conference rooms in which the conference is
going to be held must be as per the requirements of every person who is taking part in
the conference (Van Niekerk, 2017). The conference of London Marriott Hotel country
hall room should be appropriate according to number of persons who are joining the
conference. In the conference there should not be any problem regarding to the
arrangements of tables and chairs. The design of conference room can be theatre style
or U-shape in which all the necessary facilities are installed. The room should be in a
proper condition and with a proper hygiene, the room must be fully ventilated and a
considerable light should be there. The proper air and space should be in the room and
the room must cover the standard expectations in general. All other necessary
equipments or necessary arrangements should be there. The conference room must be
attached to a washroom and there should be proper arrangements of water and other
necessary items.
Delivery of Daily Delegate Package (DDP) - The daily delegate packages refers to the
when a conference is going to held for a whole day then the extra charges and package
offered by the conducting body is known as daily delegate packages (Lovegrove and
Fairley, 2018). There are different DDP packages with different rates and this is based
upon the requirements of the members. This includes a diverse range of religious
requirements. The standard Daily Delegate Packages of Hotel London Marriott Country

Hall includes servings of coffee, refreshments and tea. Also buffet lunch is served. The
conference room is fully equipped with projectors and flip charts. They also need to
provide a complimentary bottled mineral water bottle on every table. There is a separate
set of stationery on each table. Also there are facilities of CCTV cameras and fire
extinguishers in the conference room of some high rated Daily delegate packages. The
high rated packages also include various safety measures and the package also insures
the security of information.
Equipment requirements - The conference room also requires some essential
equipment which is needed during the conference. The conference room should contain
visual display facilities to help the members to understand their topic correctly. The
conference room must contain Internet facilities and Wi-Fi facilities which will helpful in
conference calling and video calling (Bouchon, Hussain and Konar, 2017). The
conference room of hotel London Marriott Country Hall must contain a projector to
display the visual items effectively and there should be facilities such as web streaming,
web casting and event recording. The room should be fully air-conditioned and with
proper cooling facilities. The room should be spacious with a number of facilities
required during the conference; these facilities can be of projectors, white boards, Wi-Fi,
etc. Mostly the conference rooms are on ground floor with full security but it can be on
any floor or as per the suitability of the members who are attending the conference. The
conference room is also full free from all unnecessary equipments. The room must
contain all electronic equipment and a generator must be attached to the room, to be
used in accidental situations, this will be helpful when conference is so much important
and cannot be delayed.
Additional services available within a conference
The conference room not only requires electronic equipments but also requires
hygiene and other specific facilities. The conference room must provide catering
facilities to the members as sometimes meetings go too long (Draper, Young Thomas
and Fenich, 2018). Also special facilities must be provided to the specific client groups,
disabled persons and elderly people. Also, the London Marriott Hotel Country Hall
needs to do some arrangements for the special guest or international guests. People

with high profile or reputed speakers also need some special facilities. In the room there
should be proper arrangements for drinking water and other arrangements for the
person who need special assistance. The conference room should also contain special
facilities for persons having some rare disease. The room of London Marriott hotel
country hall can also contain some indoor plants for fresh air and greenness. For some
specific conference in which children's are also engaged the facilities should be
accordingly.
LO3
Exploring different roles and responsibilities in event industry
London Marriott Hotel Country Hall has various departments and various role and
responsibilities are described as follows -
 Front office - This department of London Marriott hotel is responsible for doing
various functions such as registration, reception, reservations and assigning of
rooms. They are also responsible to resolve the client’s queries and problems.
 Housekeeping - This department is responsible for doing work such as
cleanliness of rooms, back and public areas and its maintenance in the hotel.
 Marketing and sales department- The role of marketing department of London
Marriott hotel is to increase the sales of hotel services.
 Food and beverage - This department is responsible to serve food and drinks to
the guests of hotel and events (Stone, Padron and Olson, 2017).
 Engineering and maintenance - This department of hotel is responsible for
doing maintenance of hotel equipments, fixtures installed and arrangement of
furniture etc.
 Security - This department of hotel is responsible for doing overall security and
safety of hotel visitors, clients and guests. They are also responsible to ensure
the security of employees of London Marriott hotel. They implement fire
extinguishers, first add etc.
 HR department - This department of London Marriott Hotel is responsible to do
recruitment of talented employees, conducting training and development program

and managing resources of hotel. They are also obliged to decide salary
structure of employees and workers of hotel.
Current job opportunities in event sector
 Event tech expert - The tech expert in event industry is responsible to look after
the technology related matter in an event (New and Emerging Roles in the
Event Industry, 2018). It is related to audio to visual items. For putting special
effects during events is also a work of event tech expert.
 Social media coordinator - This job role is in high demand in event industry.
Through social media channels the coordinators keep their attendees informed,
enthusiastic and engaged. They are responsible to inform about the events and
festivities which are happening.
 Event Videographer - The new video content is being created for the attendees
that include venues, planners and vendors. High quality videographers are in
demand. Event manager wants interesting ways from videographers for
displaying the things which they are offering to clients or attendees through a
video during the event.
 Event security manager - The security manager is responsible for ensuring the
safety of guests, volunteers and staff during the event. They also protect the
attendees from the potential threats. This includes setting the security
checkpoints and providing additional safety and protection for VIP guests.
Review of management skills and personal attributes required in event industry
Management skills required in event industry -
 Create and innovative skills - For becoming a successful event manager in
London Marriott Hotel Country Hall, one needs to do assigned tasks differently.
This will require innovative and creative thinking (Park and Park, 2016). A kind
person will always think out of the box and this is the essential element.
 Time management skills - An event manager has to perform a number of tasks
at a same time and this requires multitasking abilities to perform various tasks at
a same time by managing time accordingly.

 Managing people skills - An event manager in London Marriott Hotel Country
Hall has to manage a number of clients and employees in an event. So the event
manager must know the best managing skills to manage the various parties
involved in a event completion.
 Technical skills - In an event there are various technical works to manage
different electronic items in very short time. The event manager must know how
to operate different machines effectively and in the best way.
Personal skills required for a successful event manager in London Marriott Hotel
Country Hall -
 Problem solving skills - An event manager has to interact with different clients
and to handle different clients and their problems, an event manager needs
problem solving skills to solve the problems effectively and efficiently.
 Communication skills - These are one of the most important skills required for
becoming an event manager (O'Leary and Mottiar, 2019). An event manager
needs to talk in different languages and in different styles to handle different
clients.
 Leadership skills - The event manager of London Marriott Hotel Country Hall
has to lead his team and for this effective leadership skills are required to
motivate and direct the teammates to do their best in the event for earning higher
profits.
 Energetic and passionate - An event manager in London Marriott Hotel Country
Hall has to different tasks and different duties and for this a lot of energy is
required. The event manager must be passionate for his work and must be full of
energy to perform various tasks at the same time.
Recommendations for meeting stakeholder’s requirements
 Provide a safe environment and security to the guests, client and staff during the
event. The location of event must be safe.
 Do regular communication with staff and volunteers of events by using
communication systems such as walkie talkies and headsets so that during
emergency they can be easily contact.

 The event planner needs to set a clear vision for the event and through this the
work should be prioritized among the workers and staff for doing it on timely
basis. They can also take use of technological tools such as event mapping.
 Provide guests a proper food and refreshments during the event.
 London Marriott hotel can even hire DJ in some events to make feel visitors
lively.
LO4
Appropriate measures required for providing a safe and secure event venue for guests
and staff
Providing a safe venue - The venue for concert in Hotel London Marriott Country Hall
should be safe and will be far away from any industrial area (Beeton and Morrison,
2019). The concert event mostly requires a spacious venue with all the necessary
equipments for safety. Safety equipments such as fire extinguishers and fire alarm
should be provided. The facilities of CCTV cameras should be provided in the overall
organization where the event is going to be held. The site of venue must be visited by
the manager one day before the event to insure all the safety measures and risk
assessment. Heath and food safety should also be checked before the event. All the
safety equipments, necessary devices and room capacity must be insured before the
event takes places. The event should not be organized in an unhygienic place due to
health safety measures and the entire food item that is to be used in the event must be
properly checked. The event place should be hygiene and must be safe for the people's
joining the event.
Providing a safe environment for guests - The event venue should not be in an
industrial area for the health safety and there should be proper security and crowd
management strategies for the locals (CookeStratton and Conroy, , 2016). The
environment of venue place should be full of natural minerals and there should be no
harmful chemicals in the air which can effect the health of people in the event. The most
important thing that is needed to be checked for concert in London Marriott Hotel
Country Hall is slip and trip hazards. These are most common problems face by the

hotels as it arises due to bad conditions of carpet and floor. The hotel must ensure the
condition of floor before the event for the safety of his guests. The drinking water for the
guests must be healthy and should be clean. The drinking water should be pure and
without harmful chemicals. In hotels there is mostly one water tank to supply water in
rooms the water tank should be full of hygiene and clean. To upkeep the water tank can
be a big reason for health decline. The guests bedroom safety should also be there
such as providing mineral water for drinking, ensuring proper hygiene and cleanliness in
washroom.
Safe environment for staff - The rooms of staff should also be full of hygiene and
proper cleanliness of washroom and bedroom should also be insured. For making the
working environment safe an entity must eliminate potential hazards. The work place
must be away from hazardous industrial areas where there are possibilities of chemical
leakage (Kleiner and Klug and Co KG, 2019). The staff should be proper trained and
there should be no possibility of health issues for the staff. The Hotel must ensure the
visual safety of its staff and the employees with problem in eye gear must be provided
rooms accordingly. The London Marriott Hotel should also provide posters on different
walls and places to inform the staff about safety. The hotel management must also
provide different safety techniques to its employees to ensure proper safety and can
also start monthly meetings for the same. The Hotel management can also make the
safety measures fun such as safety-themed trivia, quizzes and safety video’s. The
management also needs to ensure electricity leakages or loose wires in the Hotel and
must try to remove those leakages on the earliest and before the event.
Recommendations for improving and safety in the music concert
 The Hotel must insure health and hygiene for all the guests.
 The rooms should be full of hygiene and the washrooms should be clean.
 The catering services and drinking water should be healthy and all the safety
measures must be taken.
 The Place where event is going to be organized must be checked thoroughly and
the safety measures such as fire alarm and fire extinguishers must be provided.

CONCLUSION
It has been concluded from the above report that the event management is
development and creation of large scale events like conferences, ceremonies, formal
parties, weddings and concerts in hospitality and tourism industry. It has been
determined that the conference is organized in proper manner with the help of digital
technology. The management of hotel takes use of fun safety measures such as
quizzes, safety videos and themed trivia. They can also insure electricity leakage and
loose wires to prevent their employees from accident.
It has been evaluated that there are various job opportunities in event industry
such as event tech expert, social media coordinator etc. It has been summarized that
the place of event should be far away from industrial area. The location of event should
be thoroughly checked and all the necessary equipments such as fire extinguishers,
alarm must be placed for the safety of guests, client, volunteers and staff during event.
Proper care of health and hygiene must be insured by cleaning the rooms and
washrooms properly. The concert hall should spacious.

REFERENCES
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Online
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https://www.eventmanagerblog.com/emerging-roles-in-the-event-industry>
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https://www.socialtables.com/blog/eventtechnology/eventtechnologytrends/
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