Managing Conference and Events TABLE OF CONTENTS INTRODUCTION

Design of an event layout for setting up a conference room for meeting the need of customers 6 P4.Addressing the additional services available within conference environment. identification of an appropriate measuresrequired for providing safe and secure environment to guest during the event 11 CONCLUSION 11 REFERENCES 13 INTRODUCTION Event management can be referred to as application ofproject management for development as well as administration ofbig events such as wedding, conferences, seminars, etc. It is the process which also includes identifying the right venue for

Managing Conference and
Events

TABLE OF CONTENTS
INTRODUCTION ..........................................................................................................................3
TASK 1............................................................................................................................................3
P1. Examining the different categories and dimension of events .............................................3
P2. Analysing the features of different events and identifying the current trends influencing
the event industry. ......................................................................................................................5
TASK 2............................................................................................................................................6
P3. Designing of an event layout for setting up a conference room for meeting the need of
customers.....................................................................................................................................6
P4. Addressing the additional services available within conference environment. .................8
TASK 3............................................................................................................................................9
P5. Exploring the different management role within event sector. ..........................................9
P6. Identification of the management skills as well as personal attributes needed to work
within event sector ...................................................................................................................10
TASK 4..........................................................................................................................................11
P7. identification of an appropriate measures required for providing safe and secure
environment to guest during the event ....................................................................................11
CONCLUSION .............................................................................................................................11
REFERENCES..............................................................................................................................13

INTRODUCTION
Event management can be referred to as application of project management for
development as well as administration of big events such as wedding, conferences, seminars,
etc. The main objectives of event management is to organise the specific occasion in successful
manner. Event management can also be defined as a procedure which includes planning,
organisation, directing and controlling of events. It is the process which also includes identifying
the right venue for organising the event , designing the room or decorating the place for specific
occasion etc.
Study will have focus on identification of the different dimensions of events. Report will
emphasizes on analysing the current trend which are effecting the event management industry in
context of Kuoni
Destination Management. It is a firm which specialised in organising the meeting and other
formal events. The even layout will be design for organising the mini market exhibition for multi
destination product launch .
TASK 1
P1. Examining the different categories and dimension of events
Event can be referred to as the assemblage of large group of people with the intention of
celebration of specific occasion. It can also be considered to be as social occasion. Events can
be categorised on the basis of its nature of purpose. There are basically two types events these
are formal and social events. Formal events are those which are sponsored as well as funded by
enterprises with specific purpose for instance , introduction of new product in the market. Social
events are basically informal occasions which are organised for social purpose. For instance,
wedding , engagement, birthday parties etc. Formal events can further classified into following
such as :
Seminars as well as conferences: Such type of events are sponsored by companies with the
purpose of sharing the important business information with targeted stakeholders.
Trade shows : Firms generally participate in the trade shows with the purpose of rebuilding
their image in industry. The other purpose of participation in the trade shows by organisation is
to reach the target customer group and influence them to buy products ore services. Trade shows
are generally an opportunities for enterprises to meet with the target customer group and to

develop relationship by communicating with them. In trade shows products are demonstrated by
firm in order to attract people.
Incentive program and appreciation event : Such types of occasions are organised by firms
for celebrating the success and for appreciating the workers by providing them reward for
making their significant contribution in accomplishment of set target. It is generally a kind of
informal function where the fun activities are conducted (The Most Common Types of Corporate
Event, 2018). The main objectives of celebration of such event by companies is to provide
employees with an opportunity to spend informal time with each other and enable them to
develop interpersonal relation.
Products launch events : This type of occasion generally involves internal meetings which is
organised especially for informing internal as well as external stakeholders about introduction of
new product in the market. Such kind of occasions are generally sponsored by the business to
consumer firms. The main objectives of the product launch occasion is to inform customers
about launch of new good and to positive them to buy specific product.
Board as well as shareholders meeting: In context of business context, board as well as
shareholder meting have great significance. The main purpose of board meeting is to enables
internal stakeholders to review the performance of company and allow them to meet with new as
well as other existing workers (Getz, 2018). Board and shareholder meetings are organised for
the purpose of discussion related to the objectives or targets which are required to be achieved in
the future. In addition to this, the shareholder meeting are also organised with the intention to
gather the information about the views of different people about the changes which are to be
made in the business system or organisational structure.
Team building events: Such types of events are organised by organisations with the purpose of
demonstrating their strength. In addition to this, other intention of sponsors of such events by
firms is to increase the morale of their workers. Other objective of hosting of such occasions by
organisations is to provide employees with a chance to spend some quality time with each other
in non working environment.

P2. Analysing the features of different events and identifying the current trends influencing the
event industry.
The features of different categories of events are :
Seminars and conferences : In context of seminars, such type of events are generally organised
at small scale. There are multiple speakers who provide the information related to specific
topic. In context of seminar, there is only one session. In context of conference there could be
multiple sessions. Conferences are generally organised in hotels.
Trade shows : This type of event generally includes negotiation of sponsorship rate for booth
space. It also includes advertisement, promotion of goods or services. This type of events are
generally organised in large spaces (Senior, 2018.). By participating in the trade shows,
companies can reach to wide number of target audiences.
Incentive and appreciation program : The different types of programs can be organised during
such types of events for instance, dinner/ theatre, private parties at musical festivals, sporting
events etc. In addition to this, incentive program, includes trips, picnic etc. Incentive and
appreciation programs are generally organised at small guest, In addition to this, the size of such
events is also based on the number of employees working in specific organisation.
Team building : During the such type of events physical as well as outdoor activities such as
rope course are organised. Such kinds of events also includes workshops as well as sensitivity
training. This type of events are organised at small scale.
Product launch events: The main purpose of the product launch event is to generate media
coverage and inform people about introduction of new product ion the market. Such types of
occasion might include flashy description about product. Product launch event can be organised
both at large as well as small scale. Product launch at large scale includes the big parties where
the well know guests or celebrities are invited. The lots of entertainment activities are organised
and dinner is offered to guests.
Board and shareholder meeting : It is basically a meeting which is organised at very small
scale. This type of meeting can be organised by companies either quarterly or on annual basis.
In addition to this, the size of such events is completely dependent on the scale of business and
also on the number of shareholders. In such type of events there is buffet system.
The current trends influencing the event industry are :

Event marketing : The trends which has taken place in business environment has significantly
effected the way event companies such as Kuoni
Destination Management promotes goods or services. The marketing trends which has taken
place in the event management industry and has highly influenced the event sector include
Shareable content. Digital marketing as well as social media campaigning have become trend in
the event industry. Bit is the marketing strategy which is adopted by most of the firm in event
industry for engaging with customers.
Event tech : The advancement in technology has highly influenced the firms in event
industry. During the last few years drones has become one of the popular tool which has been
utilised by firms such as Kuoni
Destination for capturing the special moments. Chatbots has assisted the companies in event
industry to provide more automated services (Event Industry Trends in 2018, 2018). In addition
to this, Livestreaming has been utilised by the many of the organisation in Event industry for
enabling people to participate in the big and important occasions remotely. In context of Kuoni
Destination company, business entity can utilised the social media platform for providing live
streaming services to customers.
TASK 2
P3. Designing of an event layout for setting up a conference room for meeting the need of
customers
An effective management of event is very much essential as it assists in providing high
level of satisfaction to customers as well as guests. An effective event planning is very much
important in order to organise as well as host specific event in successful manner. Event
management is crucial for accomplishing the desired goals of organising the event. Among all
the formal occasions, conference is considered to be as one of the most crucial event that is
required to be managed properly.
Conference room should be designed as per the requirements of customers. In context
of Kuoni company, an enterprise has been provided with tasks to organise conference room
for the mini market multi destination product launch (Kolb, 2018). Location of the place where
the mini market exhibition is to be launched is conference hall which is located in 28, great

Russell street , London. The congress hall has been selected as it consists of 32 exhibitions.
The Kuoni Destination management company is planning to established the registration area
outside the conference hall. An individual representing organisation will welcome guests. The
different steps involved in the designing of conference are :
Determining the theme : In context of the Kuoni Destination company, considering the
purpose of the exhibition which is to launch product at multiple destination event manager in an
enterprise has decided the theme forest for the event. In addition to this, specific theme has
been designed considering the requirements of customers. The different colour theme that
matches with the colour of the flag will be used for indicating the launch of the product at
specific destination (Satish, Jain and Gupta, 2018). For instance, as company in UK is planning
to launch the product in Australia therefore , the theme of the specific booth where the booth
will be blue as it matches with the flag colour of nation. In same the product to be launched in
India will be coloured in red white and orange.
Design of the room : The event manager in KuoniDestination company has decided to
organise the mini market exhibition in the conference room near the CEO. The specific room
has been selected for organisation of event as the customer does not want any room where there
are many things which can distract the participants. In addition to this, event manager in Kuoni
Destination company has plan to get the conference room painted in blue colour, as it is the
colour which will enable guests to feel relax. In addition to this, event manager also perceives
that the blue colour is best suited to the companies brand image. Shape of the room will be
elbow, this shape of the room has been decided in order to provide guests an ease in walking
around in the room and exploring the products to be launch at multiple destination (Kirby,
Duignan and McGillivray, 2018.). There will number of booth consisting of the products which
are to be launched at multiple destinations. Booth will be organise in the horizon sequence
and there will be ample amount of space so that guest can easily walk and explore the products
displayed. Product displayed on each table in specific outlet will consists of label on which
name of company, detail of product will be there
Planning of services : The event manager in Kuoni Destination company is planning to provide
the food as well as accommodation services to guests as there are many people from the foreign
country will be attending the mini market exhibition for multi destination product launch. In

addition to this, refreshments will also be given to the guests attending the mini market
destination.
Screening : In context of screen, the event manager in Kuoni Destination company has decided
to place 103” plasma screen on the corner of the room. There will be three plasma screen
which will be placed on the three corners of the room where mini market conference will be
organised.
Table configurations: The event manager in Kuoni Destination company has planned the
shape of the table to be U style, as it enables people to engage with the speakers which is very
much essential in order to make the event successful. It is very much crucial for the event
manager, designer and decorator to develop the understanding about advantages and dis
advantages of the each style of the table before selecting as well as finalizing the design layout.
The tables will be put at the side near the wall on which the products which are to be launched
at different destinations will be placed (Fogel, 2019). In addition to this, the water bottler will be
placed on each table. There will be mini cabinets at each table , so that the guests can put their
belongings or accessories in cabinet safely. Dustbin will be there at the two corner of the room
so that the guest can put trash and cleanliness could be maintained.
Lightning: In context of Kuoni Destination company, event designer has decided to cover the
windows with shades. The bulb which does not produce heat will be used. In addition to this,
Led bulbs will be utilised.
P4. Addressing the additional services available within conference environment.
In context of mini market destination for the multi destination product launch, it has been
expected that the people belonging to other country will also attend the event. Considering the
fact, the additional facilities which event manager in Kuoni Destination company planning to
provide is accommodations and Food services. In relation to this, the event manager as well as
designer in the Kuoni Destination company is planning to provide high tech security to very
important guests who will participant in the mini market multi destination product launch
exhibition. In context of mini market exhibition, event manager in an organisation has plan to
provide guests with parking facility (Veeramani, Chowdhury and Poornachandran, 2018). The

event manager in Kuoni Destination company has planned to provide guests with
entertainment facilities just after the mini market exhibition. There will be lot of fun activities
will be organised such as driving off road or at a race track and a Spy Game for the foreign
delegates those who have arrived specific destination just for attending the two days mini market
multi destination product launch. In addition to this, the live Djs, Casinos, circus acts will be
organised for entertaining guests after the event.
Providing the the additional services is very important as it will enable event
management firm in delivering high value proposition to clients. In addition to this, by delivering
the additional services and high value to customer. Kuoni Destination company can develop
positive as well as long lasting impression on customers mind which is very much essential for
long term growth of an enterprise. In addition to this, delivering additional services to client is
very much essential as it will help firm in gaining the competitive advantage. By delivering the
additional facilities or services an organisation can retain existing clients and they will get an
ease in attracting more number of customers. Providing the the additional services is important
for providing high level of satisfaction to customers.
TASK 3
P5. Exploring the different management role within event sector.
The event industry is very big and an individual can get ample amount of career
building opportunities. Different managerial role within event industry are :
Event manager : The event manager in Kuoni
Destination management company has important role to play in event management. Role of
event manager is to make plan, organise, host , manage and control the event. It is the duty of
event manager is to arrange all the resources which are required for organising the events. The
event manager is also mainly responsible for making sure that all the arrangements are being
done according to the requirements of clients.
Decoration in charge: It is the duty of decoration in charge in Kuoni
Destination management company is to decorate the place where specific event is required to be
organised. Role of decorations in charge is to design the layout for the place and instruct the
decorators. The are mainly responsible for making sure that all the decoration matches with the
purpose of events. In addition to, it is the duty of decoration in charge is to ensure that all the

decorations are done according to the instruction given by clients (SERIES and Harassment,
2019.),
Talent manager : Role of talent manager in Kuoni
Destination management company is to define the roles and responsibilities of an individual in
cost of organisation of specific event. In addition to this, it is the duty of talent manager to
provide training to workers and assist them in development of skills which are required for
performing particular tasks.
Event security officer : They are people who play crucial role in ensuring the safety as well as
safety of people who are participating in event.
Social media coordinator : The role of social media coordinator is to promote event. In addition
to this, duty of social media coordinator is to inform people about the particular event. They are
also responsible for providing an appropriate response to customer queries on social media.
Customer service manager : It is the duty of customer service manager is to provide services
to customers according to their needs. In addition to this, the role of customer service manager
in an enterprise is to ensure that quality services are being provided to customers.
P6. Identification of the management skills as well as personal attributes needed to work within
event sector
I have interest in the event management sector, theretofore, after completion of my
graduation I have decided to enrol myself for the diploma in event manager course. By attending
the lecture I found that there are different skills and attributes which are required for getting the
employment in event industry are :
Creative skills : This skills is required to be developed by an individual seeking for the position
of either event manager or designer. It is the ability which will assist an individual in designing
the event and also room fore specific occasion.
Time management skills: It is considered to be as one of the most important skill , as it enables
an individual to become more productive.
Leadership skills : In event industry, an individual seeking for the position of event manager or
other management role is required to develop leadership skills. It is the skills which are required
for guiding , instructing people. The leadership skills are also need for inspiring people to make
their valuable contribution in making specific event successful (Fink, 2018).

Organisation skills : It is the skills which are required to be poses by an individual in order to
perform, work in event industry. In context of event industry, all the tasks are to be organised in
systematic manner which can be easily done using the organisation skills.
Knowledge about technology : The advancement in technology has bought drastic
improvement in the way different activities are performed by event management company ,
therefore it is very much essential for an individual to gain knowledge about technology. It is the
technical skills which will assist an individual in increasing their working efficiency (The Top 10
Qualities of Successful Event Managers, 2016.).
Considering the above set of skills which are required to be developed by an individual
for getting the post of event manager in event industry, I have conducted the self evaluation and
I found that there are many of the skills which I need to improve such as time management ,
leadership skills, communication skills etc. In addition to this , I need to gain the knowledge
about technology.
TASK 4
P7. identification of an appropriate measures required for providing safe and secure
environment to guest during the event
Event organizer should consider various measures to ensure the safety of guests as well as the
safety of employees. So that, a safe and secure environment can be provided to them. Kuoni
Destination management should adopt the following measures such as-
Before developing and implementing the measures for safety of guests and workers of the
event, company should determine the various types of risks. Such as whether the event is
vulnerable to threat from other than human such as chances of occurrence of flood etc.
Develop checkpoints for safety-
Kuoni Destination management should make efforts for developing checkpoints to ensure the
safety of guests that will attend the event as well as for the employees(Hu, 2016). The event
manager should employ qualified peoples that are having experience of providing security to
event attendees. Company should develop strategy, programs and methods for communicating
with the guest of the event. This will also help to manage the employees.
Create a risk management plan-
To ensure the safety of guests as well as safety of the workers that are working in the event,

Kuoni Destination management should develop a plan for managing different types of the risk
for the purpose of ensuring the safety of the attendees of the event. Risk management plan will
help to identify various types of hazards that are related with the event of the company. Before
identifying the hazards, manager should have details of each and every person that will attend
the event. On the basis of this, company will develop solutions for managing all the types of
risks. Such as measures for reducing the impact of the hazards so that, this will not result in any
type of loss for the guests as well as for the workers that are involved in the event.
Focus on lighting-
To ensure the safety of the guests that will attend the event, Kuoni Destination management
should ensure proper lighting. There must be facility of emergency lighting, good exits,
adequate level of brightness etc. The firm can also appoint professionals for maintaining the
lighting of the event. Adequate lighting will help to ensure the safety of workers as well as
safety of the guests. It will also supports the security team to handle any adverse situation in
case of emergency.
Not every type of the risks are physical in nature. The event organizer should take measures for
protecting the devices, data of the guests that will attend the event. Company should develop
passwords for protecting the Wi-Fi(Getz, 2017) . The company can also appoint IT professional
to ensure that the data of guests will not leak. Kuoni Destination management should take
steps for matching the ID of guest with the information that is already registered such as name,
address etc. The event manager must ensure the ability of workers to adapt the changes. Such as
the firm must consider the ways to deal with uncertain changes during the planning stage of the
event.
Temporary structures can be used at the time of unfavourable weather conditions etc.
CONCLUSION
From the above study, it has been concluded that developing the plan is very much
important for organising the event in successful manner. The other fact which has been
discovered from the above is that there is high opportunities to built career in the event industry.

It has also been summarised from the above is that the different trends such shareable content
has highly influence the promotional activities performed by companies in event management
industry. From the above study, it has also been found that creative skills, problem solving ,
leadership skills are very much essential to be developed by an individual planning to build their
career in the event industry. It has also been concluded that event management companies by
providing the additional services and facilities to guests during the event can retail their
profitable clients for long time.
The different techniques has been highlighted in the report which can be utilised by event
management company for providing the safety as well as security to guests during the event. The
recommendations to event manager as well as designer is to consider the type and purpose of
event before designing the room layout. As this tactics will assist them in delivering high level of
satisfaction to customers.

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Getz, D., 2018. Event evaluation: theory and methods for event management and tourism.
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hotels. Procedia Engineering.135. pp.524-530.
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Satish, A., Jain, R. and Gupta, A., 2018. Discovering Context for Real-World Events.
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Aesthetic Nursing. 7(1). pp.42-42.
SERIES, S. and Harassment, S., 2019. CONFERENCES AND EVENTS. Power.
Veeramani, K., Chowdhury, R. and Poornachandran, R., 2018. Technologies for managing input
events in many-to-one wireless displays. U.S. Patent Application 15/200,457.
ONLINE :
The Most Common Types of Corporate Event. 2018.[ONLINE]. Available through
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Appendix
1. Does I have an ability to manage the problem or complex situation
during specific event ?
2. What techniques I use for managing people ?

1