Managing Conference and Events

This report provides an examination of diversity along with the features associated with the event management sector. With the appropriate examples, the explanation needs to do on current trends within the event industry. In this report, the demonstration needs to be done on consideration for the conference as well as set-ups for the wedding event room which defines the requirement of professional standards. Apart from this, exploration needs to be done of management skills which are essential for the work within the environment of events and also successfully deal with the stakeholders. Moreover, the explanation needs to be done on measures which are required to manage the environment for safe events for staff and guests.

Managing Conference and Events 1
Managing Conference and Events

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Table of Contents
Introduction................................................................................................................................3
Task 1.........................................................................................................................................4
P1 Examine different categories of events.................................................................................4
P2 Features and current trends which influence event sector....................................................4
M1 Current trends to stay innovative.........................................................................................5
Task 2.........................................................................................................................................6
P3 Design an event layout..........................................................................................................6
P4 Additional services offered to the client...............................................................................7
M2 Quality of layout in meeting client expectations.................................................................8
Task 3.........................................................................................................................................8
P5 Management skills and roles and responsibilities of operation officer, CEO, and founder
of company.................................................................................................................................9
P6 Management responsibilities and personal attributes in the events management...............10
M3 Role and value of stakeholders in the event and impact of management skills for
successful event........................................................................................................................11
Task 4.......................................................................................................................................12
P7 Factors which affect the safety of events and measures required for safe environment.....12
M4 Security and safety provision for wedding event..............................................................13
Conclusion................................................................................................................................14
Recommendations....................................................................................................................15
References................................................................................................................................16

Managing Conference and Events 3
Introduction
This report will provide an examination of diversity along with the features associated with
the event management sector. With the appropriate examples, the explanation needs to do on
current trends within the event industry. In this report, the demonstration needs to be done on
consideration for the conference as well as set-ups for the wedding event room which defines
the requirement of professional standards. Apart from this, exploration needs to be done of
management skills which are essential for the work within the environment of events and also
successfully deal with the stakeholders. Moreover, the explanation needs to be done on
measures which are required to manage the environment for safe events for staff and guests.

Managing Conference and Events 4
Task 1
P1 Examine different categories of events.
There are some popular venues for events in London which include Silver Sturgeon, Eltham
Palace, Calvert 22, Blakes Hotel and Glue Factory. An event can be defined as a public
assembly with the specific purpose of celebration, marketing or reunion. There are three main
categories of events that are private, corporate and charity.
Private events: It is used by the individuals who can book the venues for a specific purpose
such as a wedding, birthday parties, or any type of festival gathering and so on. Business,
schools or manufacturers cannot conduct these private events. For example, to organize or
manage the bridal event as it requires different skills such as venue setups, arranging dinners
and deal with the guest list (Evenesis, 2018).
Corporate events: These types of events are used for companies to promote the products and
brand name in a competitive market such as business dinners, product launches, meetings,
conferences, etc. These events provide supports to objectives of the business. For example,
product launch event as it is organized by companies to launch the new products and services
(Evenesis, 2018).
Charity events: It is conducted by the individuals to boost the level of money for a charity
such as sports events, charitable auctions and so on. For example, charity auction as it helps
in raising the millions of dollars for charitable organizations (Evenesis, 2018).
Moreover, there are some live events which include music, sporting events as well as other
festive events.
P2 Features and current trends which influence event sector
For conducting the private event that is wedding event, there are some trends which have
impacts on the event sector which include selecting the unique venues which assist in making

Managing Conference and Events 5
bold and memorable statements (Van Niekerk, 2017). An event planner can connect with the
diversified people through app interpreters as it helps in decreasing the communication gap
and also save time. The planner needs to do online marketing by using augmented reality as
animated objects help in seeking more attention. Moreover, while selecting the venues, they
ensure the security with the causing alarms so that people will feel safe. The planner needs to
encourage diversity by offering some discounts (McDowell et al., 2016). Features of wedding
event include Cake cutting service, dance floor, stage, guest registration table, full staff and
banquet team to execute a memorable evening.
Another example is product launch event as it includes in a corporate event. It assists in
creating awareness and publicity for the particular brand. It will help in increasing the sales of
the business organization. There are different trends which affect the product launch event
includes parking, advance notice, structure, food and drink, and timing. If these trends are not
followed, then the product launch event cannot be successful (Campos et al., 2018).
M1 Current trends to stay innovative
The event planner needs to select the unique and best venue for a wedding event and also use
the new and innovative idea so that event attracts more people. The wedding planner should
select new colour combinations. Another current trend is video mapping as it can be
accessible by the couples. With video mapping, couples can transform the room with the use
of projectors. This will provide the chance to couples to select the colours, design and
shading elements. In the wedding event, the most significant trend is using drones to capture
the diversified perspectives of the wedding day as it enhanced the ability to get steady motion
to the videos (Diproperzio, 2018).
Moreover, in the present time, unplugged ceremonies are also in demand as it motivates
guests to put away their cell phones and enjoy the moment. For this, guests will be eagerly
waiting for sharing this experience in real time on phones. Small plates are also in trend as

Managing Conference and Events 6
bride and grooms want the opportunity to experiment as well as customize the menus. This
small plate trend provides a chance to avail a lot of options on a smaller scale. Apart from
this, hanging floral also a current trend in the wedding event because it does not require as
much space and can potentially omit the individual centrepieces altogether. In the royal
wedding event, tiaras are also in trend as it helps in creating the dream of the fairy tale
(Diproperzio, 2018).
Another example is a corporate event and for staying innovative is utilizing the effective
technology; need to do effective marketing related to the product launch event, and use of
social media which assist in attracting the clients. Apart from this, in the corporate events,
need to provide healthy meals as well as need to select the best and attractive venue which
help in attracting more businessmen for the product launch event.
Task 2
P3 Design an event layout.
To conduct an effective event, wedding planner needs to select the best venue that is Holiday
Inn as it 4-star hotels. There are some tips which help wedding planner in preparing room
layout correctly without any problems which include:
 Don’t overcrowd the guests; they should be limited and pre-decided.
 According to space in the Holiday Inn, they have to decide their guests.
 Always place the gift table near the main entrance (MDM Entertainment, 2012).
 Keep all the entertainment facilities in the same room so that guests will not face any
difficulty to move here and there.
 Keep the bar and starters to eat in the same room.
 The dance floor should be in the centre.
 Always keep the DJ just next to the dance floor so that DJ can feel the energy of the crowd
and also see their responses on different songs as well as interact with them.

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 The older guests should seat away from DJ because of the higher volume (MDM
Entertainment, 2012).
 In the wedding event in Holiday Inn, keep the doors closed so that guests will not think about
leaving until the music goes off and the lights come up.
 Select the appropriate focal points, while designing at the wedding reception room layout so
that guest’s attention can be drawn such as dance floor as well as highlight the areas with the
decor and lighting (MDM Entertainment, 2012).
Room layout for a wedding event
P4 Additional services offered to the client.
The best event planners should stay with the popular event venues in their area from the
hotels to restaurants. For conducting the wedding venue, event planner selects the Holiday
Inn. The event managers should establish effective working relationships with the
management as it is associated with sales at the Holiday Inn. These relationships help in
creating value for future events. Softley events are dedicated to safeguarding as well as
preserving the privacy when they are visiting the site as well as they are communicating with
the consumers electronically.

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Softley events should work with the clients from the concept to completion. The main aim of
the business organization is to fulfil the client's requirements, from entering clients to a staff
party. Moreover, the company needs to create a unique event effectively which include in
specific brief. A Softley event limited boasts the portfolio whether it is exciting as well as
eclectic as it assists in managing the private venues. In the starting fee to visit the site include
Bridal suite, chairs, tables and parking. Apart from this, some additional services which offer
by the Softley events limited include clean up, outside vendors as well as get ready rooms.
Along with this, some event items are also included such as chairs, lighting, and tables. These
additional services help in creating value among consumers and assist in meeting the
requirements (Softley Events, 2018). By this, they can expand the business and get more
events accordingly.
M2 Quality of layout in meeting client expectations
A wedding event layout is easily and efficiently created by using digital planning tools. It is
necessary to design layout ideas, but it should organize through the planning process. All the
material will be purchased related to the wedding event which is conducted in the Holiday
Inn by the trusted suppliers. In the wedding event, fitting and finish which are used should be
in high quality so that any mishappenings cannot occur. Softley Events Limited pleased to
offer additional extras and options to the clients which assist in enhancing the comfort level
of clients. Throughout the whole process, communication should be effective. The facilities
of the company ensure the consistent level of quality with the commitment of meeting the
expectations of consumers (Mitra, 2016).
At the time of preparing the layout, all the requirements of clients should be kept in mind that
is several guests, colour theme, welcome on the red carpet, wedding package, the room
should be hired for the evening reception and arrangement of a glass of toasting bubbly for
speeches. Apart from this, two welcome drinks should be included as well as hot and cold

Managing Conference and Events 9
canapés should be served to the guests. All the things should be kept in mind as it helps in
fulfilling the requirements of clients (Mitra, A., 2016).
Task 3
Introduction of Softley Events Limited
Sarah Softley founded Softley events, and it has a nineteen years experience which organizes
a wide range of events and successful charity events, stunning weddings and family occasions
(Softley Events, 2019). With their planning expertise, they become leading Event
Management Company. The team members of the company listen to the requirements of
clients and deliver an exceptional event. It provides an unforgettable memory to their clients.
The main aim of Softley Events Limited is to ensure that whatever the requirements of clients
effectively, a company creates a unique event perfectly which is tailored to specific
requirements.
P5 Management roles and responsibilities of operation officer, CEO, and founder of the
company
Management responsibilities
Operation officer: Communicate, maintains and develops the client relationships. Operation
officer should manage the supplier relationships. Provide the direction, support or motivation
to the team members. The manager should ensure excellent consumer service and quality
delivery.
CEO: The responsibilities of the CEO in an event management company are to create and
implement the vision and direction. CEO direct and examine the work of other leaders. Along
with this, formulate and implement the strategic plan which guides the business organization
(Heathfield, 2018).

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Founder: The responsibilities of the founder of a company are managing the board of
directors and stakeholders. Create a vision for the consumers, recruit the best talent as well as
build a capable team to attain success (Prakarsh, 2017).
Job roles and responsibilities
In an event industry, the role of an event planner is to meet with the coordinator and execute
the successful events. They may have to negotiate when deciding with the local authority.
They are responsible for plenty of essential tasks such as selecting a location, organising
transportation and ensure the team to stick a budget. The role of the event manager is to
manage the planning details and set the schedule. The manager needs to guide employees so
that targets of the event can be attained.
P6 Management skills and personal attributes in the events management
Management Skills for an Operation officer
 In conducting a wedding event, the manager has people skills as he/she is comfortable with
high-level executives, consumers or suppliers.
 The manager should be flexible and always remain calm.
 Managers or operation officer has the ability to understand the requirements of stakeholders.
 They are organised as if they want to run a successful wedding event then they need to use
appropriate systems, and checklists. For a successful event, they need to keep track of all the
activities (Walker, 2016).
 They are an excellent communicator as they always focus on their vision and accept the
criticism. Along with this, they provide new ideas for a successful event.
 Moreover, they remain calm under pressure, problem solver and always be decisive so that
they can make effective decisions which assist in meeting the perceptions of stakeholders.
Management skills of CEO
 For a successful event, the CEO has the capability to be innovative.

Managing Conference and Events 11
 He is a risk taker and needs to take more risk to attain success. It also enhances the level of
profitability.
 CEO must have the capacity to take the action which depends on environmental factors at
work.
 While making the decisions, he/she need to take the suggestion from other members who
help in attaining the goals and objectives (Picken, 2017).
Management skills of the founder
The founder of Event Company should be an active learner and always use their resources for
a successful event. He/she should be optimistic and enthusiastic so that the founder can offer
encouragement to others. Always be passionate and have excellent verbal and interpersonal
skills. Founder should have self-awareness skills; otherwise, it spends a lot of time.
Personal Attributes
Operation officer: Some attributes of operation officer in Softley events limited include
organizational skills, attention to detail, ability to connect and manage relationships with
others (International Institute of Event Management, 2018).
CEO: The attributes of the CEO include the capability to focus on vision and communicate it
to stakeholders. Hire reliable and effective management teams as well as provide support to
their decisions (Phelan, 2019).
Founder: Attributes of the founder of Softley events limited include inquisitive, big thinker
and product focused, knowledge associated with a domain as well as emotional intelligence
(Carmody, 2016).
M3 Role and value of stakeholders in the event and impact of management skills for a
successful event
Stakeholders describe as an individual who has an interest in what a business organization
does. These stakeholders include the government, investors, political groups, consumers,

Managing Conference and Events 12
employees, and suppliers. Stakeholders are responsible for planning and managing travel for
planned special events which may gauge the possible severity of a planned successful event
(Pera et al., 2016). All the stakeholders should be sorted as per the influence on the event
along with the actions taken as well as the influence that the event will have on them.
Stakeholders may have a significant impact on a wedding event as it is based on their powers
and interests. Softley Events Limited needs to take the suggestions or opinions from their
stakeholder’s as it provides great support as well as enhance the quality of the event.
Management along with the analysis method should be utilised so that they can understand
the importance and can take the actions to manage stakeholders accordingly (Zavyalova et
al., 2016).
The event manager of Softley events limited should ensure that at the planning stage, all the
stakeholders assemble so that they can get the information about the plan for a wedding event
as it helps in meeting the needs and requirements of stakeholders. Management skills of a
manager, CEO or a founder impact on the event. The manager should provide the motivation
and encouragement to the team members which help them in delivering the qualitative
services in the event (Raj et al., 2017). The manager needs to identify the problems and
resolve those problems, help in meeting the expectations of stakeholders. They need to make
appropriate and practical decisions as well as maintain the trust also assist management in
fulfilling the needs of stakeholders.
Task 4
P7 Factors which affect the safety of events and measures required for a safe
environment
There are some factors which have an impact on the security and safety of events venue, staff
and guests which include crowd demographics, the responsibility of staff and quality of staff,
alcohol management issues, gang issues at events, lighting importance, food vendors and

Managing Conference and Events 13
hazards which are associated with them. Apart from this, it also includes the limited time
alcohol is served, infrastructure issues, fire issues, children lost, venue design with crowd
flow, pre-inspection of venue for safety along with the liability issues, traffic controllers,
natural disasters, preparation as well as communication with the right people. Some other
factors include travel convenience, accessible for persons with disabilities, vendor restrictions
and inadequate removal of waste along with the consequences of public safety (Beus et al.,
2016).
Measures for the safe venue
 The capacity of the venue should depend on the available space for people.
 The venue should have emergency exists.
 The venue should have cameras for keeping an eye on staff members.
Measures for a safe environment for guests
 Extra attention needs to be placed on security (Hollnagel, 2016).
 The access control should be there as an entrance metal detectors so that any mishappenings
cannot occur.
 Plenty of fire extinguishers should be there in the venue where the wedding event will be
conducted.
Measures for a safe working environment for staff
 It is the responsibility of employers to ensure that staff members are working in a safe and
healthy environment.
 A workplace is constructed and maintained from danger any person working at the workplace
(Beus et al., 2016).
 Safe working environment protects employees from accidents and hazards.
 Create awareness among employees on identifying hazards and risks.

Managing Conference and Events 14
 Make sure that office has a fire extinguisher, and it is visible to everyone as well as it is
accessible in case of fire.
M4 Security and safety provision for a wedding event and corporate event
In building safety and security management, the event manager needs to provide effective
focus on different security measures such as fire protection. It is a duty of planner need to
identify the risks and resolve those risks by implement better equipped against them. The
well functioning systems along with the versatile services provide a useful contribution to a
high level of security and safety. There are some security considerations of the wedding
include uninvited guests, burglary can occur, personal items or wedding gifts can be stolen
from the locations where the wedding event may be taking place (Berners, 2017). There are
some security solutions which can include in wedding event so that any mishappenings
cannot occur and that is a liaison with a wedding event planner, location management and so
on. It also includes the access control, and proper verification of guests, mobile security
guards, keeping the eyes on wedding presents, monitoring of children as well as handling of
people who have rude behaviour, alcoholic outbursts, and so on (Sutawidjaya and
Nawangsari, 2017).
There are some safety provisions for corporate events include the provision of toilets and
medical care for the audience, food safety, pollution control, and diversified equality issues.
These matters are covered by the powers which are held by the other bodies whether it is
national or local.

Managing Conference and Events 15
Conclusion
In the end, it has been summarized that there is a different type of events such as a private
event, charity event or corporate event. In an event management sector, the manager needs to
use innovative ideas which help them in dealing with the event. For the successful wedding
event, the manager needs to motivate their team members. The operation office and others of
Softley Events Limited should utilise appropriate management skills which assist them in
meeting the needs and expectations of stakeholders. It is necessary that the event manager
and the owner of the venue need to implement adequate safety measures for their guests. It
will help them in attaining success.

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Recommendations
A wedding is one of the most important days in the life of a couple. They need to approach
the best company so that wedding event can be organised successfully. According to the
budget, the manager needs to create a timeline. Softley Events Limited can employ all kinds
of technology so that they can deliver effective services. The manager should utilise their
resources effectively so that the wedding event can be successful. While taking the event, the
manager should ensure that the team is well synchronized, and there is no communication
gap. Softley Events Limited can stay in the industry only when their ideas are great and
always people experience new ideas for the wedding.

Managing Conference and Events 17
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