Event Management and Conference Planning

This assignment delves into the multifaceted world of event management and conference planning. It explores various aspects like necessary management skills, personal attributes, different types of events, security measures, and effective event layout strategies. Students are tasked with understanding the complexities involved in organizing successful events.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
LO 1.................................................................................................................................................1
P1 Examine the different categories of event..............................................................................1
P2 Specific examples of different categories of event and current trends of events...................3
LO 2.................................................................................................................................................4
Covered in PPT............................................................................................................................4
LO 3.................................................................................................................................................4
P5. Different management roles within event industry...............................................................4
P6. Management skills and personal attributes required to work within event industry.............6
LO 4.................................................................................................................................................7
P7. Appropriate measures required to provide a secure and safe event environments................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9
APPENDIX....................................................................................................................................10

INTRODUCTION
Event management is the most profound type of marketing and advertising and this is the
process of managing, organizing a focused and professional event for specific target audience.
Kuoni Destination Management is the wholly owned and full service DMC provider company
that specializes in various areas such as Incentives, Meetings and Events, Conventions/
Congresses and also in other Destination Management service solutions. The report explains
about the different categories and dimension of events and also features and current trend are
discussed that influences event sector. Further presentation is made that explains the designs of
an event layout for the multi-destination product launch for a specific destination. Different
management roles required within event industry and review of management skills and various
personal attributes are discussed further in the report. Further the explaination for various
measures which are required for managing safe and secure events are discussed.
MAIN BODY
LO 1
P1 Examine the different categories of event.
Event management is the process of creation and development of large event like
festivals, conference, formal parties and so on. It involves and includes the various concept and
coordination with different technical aspects in the field. There are different categories of event
which are as follows:
Private event
The private events are called as the private and personal parties of customers and parties.
The company Kuoni meeting and event are provides best services in these types of event. Private
event are includes wedding, reception, birthday party and festival gathering (Boyer And et.al.,
2015). Those are the private and personal event which are organized for their personal function
in this company is provide their best service and products to make is perfect and attractive.
Wedding and wedding reception are the same for that customers are book venues and want the
best services and decoration from the company. Private events are also organized by the
organization like business, schools and manufacturer. Private event have list of their guest for
ensuring venues place.
1

Corporate event
The corporate event are used for promoting their business like brand and products name
at market place. Product such as the ensure team building, product lunches, meeting, networking
events and so no. The corporate event have the biggest aim to organized event for growth of
business. This event is help to business and it objective which includes management function,
corporate communication for improve morale and increase profit of company. With then help of
this, relationship between the parties, employees and staff is improved and this is beneficial for
the company and its growth. This help to expand their business at marketplace. This event is
used by the businesses for all size for solicit new business, create corporate, brand image and
build effective loyalty of business within the existing suppliers and customers. With the help of
this event organizer is able to understand public awareness and industry growth factor and its
needs.
Charity event
The charity event are this event which are used for rising money for charity. It includes
society, sports and charitable auctions (Chakrabart and et.al., 2015). Some of the charity event
are sponsors for individual partaking in the event for rising money such as the sponsored run,
cycle, walks and skydiving. This industry is very divers industry to contribute in charity event.
This types of event is help to those person who are not able survive personally. With the help[ of
this event, peoples are get ideas business and industry work. This charity money is goes to those
peoples who has really need that. The charitable event help to gain the goodwill by contributing
in event within the community and long run. It is beneficial for the business and its growth. Also,
help to build effective and valuable relationship with the public and community. Various
business are donated money with the charity event and in return.
2

Those are the various type and categories of event which are organized by the Kuoni
management and event company. This company is provide the effective and valuable products
and services to customers for making it attractive.
P2 Specific examples of different categories of event and current trends of events.
Above discussed the various categories of event, with the help of this here is mentioned
features of those event which are as follows:
Private event and it features
Private events are those are organized by the individual event who want certain guests to
arrive at venue. This event have various features which are as follows:
 This event have feature is to attract to peoples by inviting them for the party.
 This event is has various theme which are help to differentiate from other event like
funky, traditional, old memories and so on.
 In this event have limited guest list who are closely relative and family members.
Corporate event and features
Corporate event are those event which are organized for promote business and it brand
image at market place (Faulkner and Swift, 2018). This event have some feature which are as
follows:
 This event have theme which formal because this is organized for promote business name
and image.
 This event join by the corporate and business peoples who are run business at
marketplace.
 By this event business man able to promote changes as per requirement (Reason and
Hobbs, 2017).
Charity event and features
The charity event is organized for raise money for the charity. This event have features
which are as follows:
 This event have theme like sports, dance functions and music industry.
 This event join by those peoples who are promote their brand and business name at
marketplace.
 This event has feature is to make changes in peoples who are really need this.
3

Those are features of event which is help to set the area and planning for event organisation.
With the help of effective planning company is make effective and attractive event to satisfied
customers with decoration.
Current trends for event sector which are influence
There are various current trends which are influence and affect to event and its process. That are
as follows:
 Technology is the main factor which is impact to the event sector. Now days technology
advancement is so high like currently peoples are like drone camera to shoot function,
LED screen for highlight the functions live etc. by this event sector is highly affected
because event manager have to provide all technology factor and equipments to clients.
 Changes in customers preferences is also the main factor which is impact to the business
and its growth at marketplace. Changes are impact and influence event for example: in
the function customers are want some changes in the decoration at last minute (Getz and
Page, 2016). By this event sector is affect because they have to arrange all equipments as
per the requirements of customers and make changes accordingly.
 Industry performance trends are also influence the event sector in this demand of
customers are continuously outpace supply. In the customers demand for the best
meetings with the best accommodation services and lack of inventory.
Those are the current trends which are influences the event sector and its work growth.
LO 2
Covered in PPT
LO 3
P5. Different management roles within event industry
Managing conference and events is considered as the most glamorous and fastest growing
and upcoming profession in today's world (Kripalani, Tripathi and Tanesheri, 2015). There are
number of people having different roles and skills involved in the execution of events in
effective and systematic manner. The job titles or job roles in the event industry does not only
mean planning of events but it includes many things. Following is given the list of different
management roles within the event industry.
Event Manager: this job title is given the responsibility of running various events and also
ensuring that target audience is effectively engaged and event message is properly marketed.
4

Event manager aims at effectively managing the whole process of event and acts as team leader
for different departments in order to organize the successful event. The event manager is
responsible for managing different5 elements of event such as props, celebrities, stage, food,
team, etc.
Talent Manager: The job and role of event talent manager is to focus on organize and advance
the career of talented individuals. The clients are generally artists, actors, musicians or even
athletes. Talent manager is provided with responsibility of seeking job opportunity for the clients
and also representing the interest of clients in the contract negotiation (Iones, 2017).
Creative Director: The role of this job title is to provide creative and innovative direction to
team for setting the event apart and to bring together all elements in cohesive way. The creative
director aims at creating internal engagement campaigns, developing event branding and also
focuses on live exhibitions and events, along with the marketing content, video and digital print.
Event Social Media Coordinator: The roles of this job title includes working for promoting the
events on the social media for gaining attendees and also exposure for the venue and event.
Social media coordinator aims at creating unique hashtags, designing digital ad campaigns and
also do live feeds and much more. Social media coordinator acts as an integral for making the
event successful.
Head of Sponsorship: In the revenue of an event and its success, the sponsorship plays an
important and major role. Sponsorship manager or head of sponsorship is dedicated for
recruitment and stewarding various sponsors for the events and it brings great and significant
impacts on success of event. The manager or head of sponsorship needs to be aware and familiar
with businesses who are aligning with event niche. The roles and responsibility also includes
being comfortable asking different potential sponsors for investing and working hard in order to
ensure that there is mutual beneficial arrangements for both the parties.
Event Security Officer: Safety and security is considered as one of the important aspect in the
event and it is also on the mind of all event planners. Event Security manager or officer aims at
ensuring that staff, guests and volunteers are safe and secured during the event and also they are
protected from potential threats as well. The roles and responsibility for this job title includes
setting up of security procedures and checkpoints, hiring security staff and also briefing them.
The event security manager needs to be alert and aims at providing additional protection for
high-profile guests of the event.
5

P6. Management skills and personal attributes required to work within event industry
Event management is basically focused on denoting the production of any event. My
desired job role in the event industry is to become an event manager in the Kuoni Destination
Management. Roles and responsibilities of event manager is concerned with effectively
managing the events (Jones And et.al., 2017J). Event manager acts as the head of event and
plans whole event on paper, accordingly assigns work to everyone, focus on regular checking on
them and also considers various issues to be resolved at the earliest. Following are given the
different management skills and personal attributes required for being an effective and success
event manager which also meets expectations and needs of stakeholder.
Great interpersonal skills: Event manager needs to focus on working hard with team members
in order to make event successful. Manager needs to have effective communication and listening
skill and also understand what are the needs of clients and then finding ways for fulfilling them.
Flexibility: Event manager needs to be flexible enough as when organizing any event nothing is
fixed. Things are changing and everything is in state of flux.
Energetic: Events now-a-days are extremely demanding and thus, in order to host and organize
successful event, manager needs to be full of passion and energetic (TOP 10 QUALITIES THAT
SHOW YOU ARE A BORN EVENT MANAGER, 2014).
Innovative and creative: Event manager needs to focus on doing and managing things different
with innovation and creation in order to make event successful. Event manager needs to focus on
resolving the issues and challenges in creative and effective way (Iversen, Cuskelly and Elmose-
Østerlund, 2018).
Tech Savvy: This is true that event management has developed and changed tremendously as
due to entry of technological advancement has made things better and easier. Thus, event
manager needs to be aware about the wide range of software for event management such as
venue management software, event ticketing software and many more.
Effective organization and leadership skills: Event manager need to be able for seamlessly
choreographing every step of the events in smooth manner. Thus, it requires superior and
effective organization skills.
Effective time-management skills: Event manager needs to be able to prioritize things, manage
multitasking as this will allow him to be more productive and accomplish more in limited time.
 Self-assessment reflective report
6

From the self-assessment of management skills and abilities, I found out that there are
various skills and attributes that needed to be developed in order to gain the desired job role
within the event industry and also for meeting the requirements and need of stakeholder. I
prepared two management self-evaluation skill questionnaires from which I came to know that I
fail to effectively manage the activities and prioritizing them. I am also not able to put all the
efforts in the event activities (Ghebremichael-Weldeselassie and et.al., 2017). Thus, I need to be
more energetic and manage my time and activities effectively in order to achieve the desired job
role and also meet stakeholder requirements. I can focus on delegating task, prioritizing activities
and setting deadlines for improving my time-management skill. The personal attribute of being
more energetic and passionate can be improved by willing to put efforts in the job role and
welcoming the challenges and risks.
LO 4
P7. Appropriate measures required to provide a secure and safe event environments
Measures for organizing safe and secure event environment
The industry of event management is considered as the most responsible sector and creative as
well that aims at taking care of the client's safety and security. Kuoni Destination Management
entails different approaches for effectively managing the whole event environment as according
to the requirements and needs of client. One of the event organized by Kuoni Destination
Management as a multi-destination product launch conference for which it has put effective and
attractive planning so that event gets successful results and also deals with various leading
challenges. The event was organized by keeping in mind the concern of safety and security of
both its clients, participants and staff. The team was appointed for managing and handling the
crowd at place. Some other measures that can be ensured by the event management companies
are given as follows.
Failure of equipment: Kuoni Destination Management needs to ensure that it selects high
quality equipment so that it prevents the chances of event failure.
Power outage: In order to make event successful and also safe and secure, Kuoni Destination
Management needs to be sure about proper electricity outage at the event venue. In case of mass
blackouts, event management needs to have electricity backup sources such as generator.
Fire incidents: Kuoni Destination Management needs to be aware about having fire-proofed
7

events by acquiring various possible measures.
Accessing control: In order to make event safe and secured for staff and participants, event
management companies need to focus on having access and control for who is allowed to enter
the events.
CONCLUSION
Event management and conference is the project and task for wedding, conference, sport
and parties and more. There are certain management skills and personal attributes are required
for having a desired role in the event industry. There are different categories and dimensions of
event which are discussed briefly in the report. Importance of certain measures are explained that
are required for making the event safe and secured. There are certain steps that need to be
followed for lay-outing the event in effective and organized manner.
8

REFERENCES
Books and Journal
Boyer, D. G. And et.al., 2015. User interface for managing communication sessions.
Chakrabarty, D. and et.al., 2015. Three different types of electric field disturbances affecting
equatorial ionosphere during a long‐duration prompt penetration event. Journal of
Geophysical Research: Space Physics. 120(6). pp.4993-5008.
Faulkner, J. T. and Swift, M. R. 2018. Managing user immersion levels and notifications of
conference activities.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Ghebremichael-Weldeselassie and et.al., 2017. Self-controlled case series with multiple event
types. Computational statistics & data analysis. 113. pp.64-72.
Iversen, E. B., Cuskelly, G. and Elmose-Østerlund, K., 2018. Managing sport volunteers.
In Managing sport business: An introduction (pp. 407-420). Routledge.
Jones, B. T. And et.al., 2017. Real-time speech-to-text conversion in an audio conference
session.
Jones, M. L., 2017. Sustainable event management: A practical guide. Routledge.
Kripalani, A., Tripathi, A. and Tanesheri, N. S., 2015. Techniques to remotely manage a
multimedia conference event.
Reason, J. and Hobbs, A., 2017. Managing maintenance error: a practical guide. CRC Press.
Online
Building a Career in the Event Industry – 11 Different Job Types. 2018. [Online]. Available
through: <https://www.careermetis.com/career-event-industry-job-types/>
TOP 10 QUALITIES THAT SHOW YOU ARE A BORN EVENT MANAGER. 2014. [Online].
Available through: <https://blog.evvnt.com/2014/02/10-qualities-show-born-event-manager/>
9

APPENDIX
Self-evaluation skills questionnaire
1. Am I able to manage my work on time or prioritize my activities?
2. Did I focus on putting my all efforts in the activities or work as hard as I could?
10