Managing Conference and Events

This document provides a comprehensive guide on managing conferences and events. It covers the dimensions of events, evaluation of different event categories, event layout design, additional services within conference environments, management roles in the event industry, and more. The document is based on the Landmark hotel in London and includes examples and insights for effective event management.

Managing Conference
and Events

Contents
INTRODUCTION.................................................................................................................................3
TASK 1.................................................................................................................................................3
P1 Dimensions of events...................................................................................................................3
P2 Evaluate examples of different categories of event......................................................................4
TASK2..................................................................................................................................................6
P3 Event layout design to set up conference room to achieve client requirements............................6
P4 Determine additional services available within conference environment.....................................7
TASK 3.................................................................................................................................................8
P5 Examine various management roles for event industry................................................................8
P6 Review Management skills and personal attributes that are required to work in events industry. 9
TASK4................................................................................................................................................10
P7 Explain suitable measures to provide safe venue for guests.......................................................10
CONCLUSION...................................................................................................................................11
REFERENCES....................................................................................................................................13

INTRODUCTION
Event management is evaluated as beneficial tool of project management that consist
of various stages as preparation, categorizing, coordinating and implementation of the overall
business event. Event can be classified into different form as conferences, weeding, sports
activity, anniversary part etc. The present report is based on Landmark hotel located in
London. It is determined as well known organisation provide wide variety of services to its
customer in order to satisfy them. (Brandt and Reynolds, 2016). The present project
composes of dimensions & category of project within hospitality sector. In addition to this it
gives description of various administrative skills that is helpful in organising events. At the
last discussion is carried out related with measures for organising safe event for all guest and
staff members.
TASK 1
P1 Dimensions of events
Event is described as social get together of people where large number of people is
collected for the desired time duration and desired venue. The main aim behind organising
business event is related with reunion, entertainment, sponsorship programme etc. In relation
with Landmark hotel Leaders are focusing on organising different type of event for their
potential clients according to the requirement. The different categories of event are evaluated
below as:
Private: - These events are mainly planned for family functions where large gathering
develop ideas for celebrating event with their close relatives. In this event the main organiser
provides list of their people joining event to Managers and only those embers whose name is
mentioned will be allowed to join the event. Example: Birthday party organised for 250 guest
in which host give the name of their guest to managers, festival get together, school event etc.
Corporate: - The Corporate events main objective is to develop healthy professional
relationship with people associated with some organisation or business (Brown and et. al.,
2019). The main example of this event is dinner party, conferences, launching of new
product, seminars, lunch etc.
Charity/Fundraising:- The event & social welfare programmes are organised by
NGO in the form of society ball, sponsorship, charitable auction etc. The amount of fund

gathered from this event is mainly used for social welfare of people so that overall society
can also be developed in effective manner.
There are different dimensions which are also taken into consideration by the
Manager of Landmark hotel which are described underneath as:
 Anticipation:-Leaders plans to give invitation to their entire potential client with
positive message so they will be motivated to attend the event.
 Arrival:- It is the main duty of the planner to ensure that place which is selected for
the event should be organized before the entrance of guest for providing them positive
experience.
 Atmosphere:- The Event designer of Premier Inn should mainly focused on selecting
the site by bearing in mind comfort zone of clients and atmospheric environment.
 Activity:- In this aspect Leaders of selected Hotel focuses on development of their
decisions in relation to the organised event keeping in mind need of customers. The
main decisions are made on recreational options, choice of entertainment so that event
will be memorable for people.
 Amenities:- These are the most important part of an event. It consists of tangible
factors which have contribution towards making positive customer experiences.
Managers of Premier Inn confirm that amenities of selected Hotel are secured by
considering comfort level of their clients (Chan and Ding, 2018). This is valuable in
attracting customers for the future events.
From the above analysis it is concluded that Effective organisation of all these event will
help in developing positive experience for their clients so they can be satisfied at the highest
frequency level.
P2 Evaluate examples of different categories of event

From the past decade there have been innovative changes in the event industry as they
are planning according to the changes in demands of clients of their expectation can be
fulfilled. The trends are organised according to the changing thought of people toward a
particular event which is mainly planned in form of the event manager who is in charge of
organising the activity. Managers of Premier in takes into consideration all the factors and
market trends before planning for an event in desired ways (Cooke, Stratton and Conroy,
TwilioInc, 2016). The main elements which are influencing the event industry in the future
time frame are evaluated below in desired manner as:
Safety and security:-It is most vital factor for event manager to assure that whatever
event they are planning for should be designed in such a way that it should not harm to any of
the guest attending the event. The reason behind this if the customers are not feeling secure &
safe then will be not be interested in the event thus they will not enjoy. This can turn into
event failure as people are not enjoying the organised event. Example: The managers who are
involved in organising sports event should mainly focusing on organising the game which
does not have any negative experience on the guest so they will enjoy at the place.
Workforce issues: It is essential for event managers to have soft skills as they need to
communicate with different type of people about the planning of event this is helpful in
attracting client towards their services. Here the main factor for leaders of selected hotel is to
recruit those staff members who are soft communication skill, decent by nature and good
interpersonal skill (Geppert and Roessler, Avaya Inc, 2018). If these kind of employees are
hired then it results in making event successful which leads to support in capturing attention
of client who will enhance their business event. Example: If there is planning for organising
corporate event it is essential for leaders to select those persons who are having good
understanding of speaking softly with different people. This is valuable factor in developing
positive relationship with customers thus making event successful.
Advancing the event profession:- It is very important for event commerce to focus on
implementing innovative technology for retaining competitive edge at the market area as the
competition is rapidly increasing . The use of modern technologies which are in composed by
the event mangers consist of augmented reality, artificial intelligence, robotic working etc.
These trends in hospitality industry have resulted in enhancing customer expectations. In
relation with Landmark hotel leaders are focusing on using innovative technologies while

they are planning for organising any event. Adoption of technological advancement tool will
result in organising successful business event thus achieving business growth.
TASK2
P3 Event layout design to set up conference room to achieve client requirements
Layout designing plays a vital role in organising event as it provides good experience to
their potential clients. In relation to the room layout of conference event it is necessary that
leaders should to design in such way that is valuable for their potential clients so that best
services can be offered to them which can fulfil their requirements related with the event. In
context of Landmark hotel, the Managers are responsible for final selection of layout of
conference room according to customer requirements so they will have positive experience
towards the event.
This concept can be well understood with the help of example where the person
sitting at top hierarchy of firm have ask the event manager of Hotel to plan for a conference
meeting so when people will be gathered they can communicate about the launching of the
new product with the described features to the valuable stakeholders.
For this the authority at the top most level have offered their requirement to the event
organiser which compose of effective lightening, effective sound, sitting arrangement for all
guest attending the event (Getz and Page, 2016). In addition to this safety measures with the
conferencing event so that stakeholders can feel secure at the work premises. The effective
designing of the conference room in relation with requirement of client are evaluated below
as:
 Table configuration:- According to the requirement of the client event organiser of
the selected Hotel have confirmed U shape table alignment among the designing for
ensuring that all guest have proper sitting arrangement in order to make event
successful The sitting procedure will also be effective as the guest can have effective
conversation with one another without any difficulty.
 Selection of room:- As the list of guest is already provided thus managers have to
finalise the room according to the number of guest attending the event. In this rooms
which are sound proof are being selected so there will not be any kind of disturbance
and all the conversation will be secure among the persons who are there in the room.

 Adjustingsound and picture quality: The lightening of the conference room are
selected in such way for making all the guest feel comfortable at the place where
event is organised. Apart from this host will be given speaker so that information can
be easily communicated to the audience.
P4 Determine additional services available within conference environment
Customer satisfaction is an important aspect for event organiser and they should focus
on providing essential services to their potential customer in order to make them connected
with the future event which will be organised by the company. The extra services are not
demanded by customers but they are voluntarily given by the event manager so that customer
will have good experience while they are attending a particular event. In relation to Manager
of Landmark hotel offers additional services to their potential customers according to the set
requirement so they will feel superior thus retain their loyalty towards the Hotel for future
growth. The additional services which are being offered to guest for planning of conference
meeting are described below as:
Projector presentation: The event planner of selected Hotel provides projector for their
potential clients who are planning to conduct conference meeting in this Hotel. This is
valuable factor for engaging customers for long duration in the particular event (Posenato,
Zerbato and Combi, 2018). In order to enhance their experience in effective manner videos
with graphics presentations are developed which are beneficial for the discussion so that
guest will be connected and they will be motivated to participate for the future event.
 Effective sound and lightening equipment: In order to make event successful the most
important factor is to provide extra lightening focus on particular area of the weeding
including very mild music which can be very peaceful. Eventually event management is
described as show off business where additional services are being offered to guest in
order to enhance customer loyalty. Thus it is essential for selected Hotel to develop extra
efforts in weeding plan as they will have direct impact on brand image of the
organisation.
High speed internet & Wi-Fi: The event manager of Landmark hotel includes internet
facility for all their potential clients attending the meeting with the help if Wi Fi connectivity.
This is an important factor for enhancing satisfaction level of customers. With the help of
high speed internet the meetings can be easily organised and clients can be easily

communicated about the information. It is analysed that firm at times need to be connected
with other business persons in order to know about their plans and this can be achieved with
the help of video conference meeting where internet speed is very high to avoid any sort of
disturbances thus enhancing satisfaction level of their clients as they will be motivated to
attend the meetings.
Air conditioning:-This service is valuable for the event planner of selected Hotel
confirms that their guest will be in comfort zone through the time duration when the meeting
is going on (Reason and Hobbs, 2017). Here the most vital factor is to set the temperature of
the room according to the outside environment so their entire guest feels comfort during
meeting phase.
TASK 3
P5 Examine various management roles for event industry
There is very dense competition in the event industry. It is essential that all those
individuals who are involved in this industry needs to develop themselves so they can prepare
themselves to fight with the competition within the event industry for future time. Along with
this factor it is vital that management team should focus on enhancement of their present skill
and capability in order to achieve high business growth. The core roles required by
management to make people linked with this sector are evaluated below as:
Maintaining outstanding linking with other parties: The major objective of person
managing the event is to develop great bond with other parties who are involved in the event
such as venue holder, catering staff, vendors etc. for ensuring that activities which are
planned for a particular event will be carried out according to the set plans. This is also
valuable aspect for making event achieve success.
Management and planning of event activities:-The most important role of event
planner of Landmark hotel is to keep an eye on all the business activity in efficient manner
for achieving business growth (Richardson, 2016). This can be achieved if they are involved
initially in effective business planning which will offer them guidance for future activity what
they are supposed to execute one after the other. This is valuable aspect for effective
execution of business activity without ignoring a single factor that directly helps in making
their event activity successful.

Ensuring better performance of talent activity: - A talent activity should also be
organised by the event planner in every event organised by them as the person who is
performing best to their ability and giving innovative ideas for making event more attractive
will be motivated by rewards and award. Here the major role played by Manager is to find the
best individual among the group who is capable of this reward thus motivating them for their
next performance (Walsh, Duignan and Down, 2020).
 Utilising manpower effectively:- The next powerful character of leader is to develop
and use the available manpower of the firm in efficient manner in order to make the
event successful. This can be achieved by Manager is using their effective
management skills so they can easily coordinate with all their team members who are
responsible for making the event achieve growth and success.
P6 Review Management skills and personal attributes that are required to work in events
industry
There are various types of changes that are occurred in event industry. This changes
and alteration are influenced by macro environmental elements that results in adopting
changes in an appropriate manner. Therefore, the need of improvement in personal attributes
as well as administration skills in order to cope with changes which take place within
marketplace. In context of event planner of chosen hotel, there are different types of
management skill & personal attributes which is needed that is going to be described below:
Management skill
Flexibility it is important for event manager to have a flexibility skill in order to acquire
different changes which are necessary in event industry and achieve their work as per
requirement of this industry (Victor, 2018). It provides allowance in fulfilling need as well as
requirement of its user as they focuses on adopting their demand as per need and expectation
of its user.
People management The other significant skill of event planner is that they focuses on
understanding how to manage or handle individual person in an appropriate manner within
business organisation (Schwebel, Alcatel Lucent, 2017). It is important for event manager to
analyse whether member of team could execute their task in an appropriate manner or not.
Therefore, it is necessary to have appropriate knowledge in event planner that helps in easily
implementing its operational functions as well as activities in improved way. They also focus

on providing support to maintain environment that is free from grievances and conflict and
that raises productivity level of subordinate during particular phase of time period. It is
necessary to reduce conflicts and grievances in order to conduct event in an appropriate
manner and it is also helpful in having positive ambience at workplace. Their main focus is to
satisfying customer that helps in increasing profit margin and sales of organisation in
upcoming time period.
Personal attributes
Greater interpersonal skills event planner focuses on having capability of interaction within
individual person in such a way that help in imposing positive impact on individual person. It
is necessary for event planner to have a greater interpersonal skill that help in listening
requirement or need of individual person that is related to event and organised event
according to their expectations only (Sánchez-Arcilla and et. al., 2016). In addition to this,
appropriate interpersonal skills provide elements to them in managing a strong relationship
with other parties, client as well as vendors.
Creative and innovative for increasing satisfaction level of its user, it is important
for management team to bring innovation in conducting activity and functions in an
appropriate manner. It provides direct contribution in maintaining a successful event for its
client and it is maintained as per expectation of client.
TASK4
P7 Explain suitable measures to provide safe venue for guests
The main purpose of event manager is to offer safety and provide secure venue for it guest
that provide them feeling comfortable in their venue. For this purpose, the focus is on safety
measure so that the security can be offered to its guest during entrance in event. In reference
of Landmark hotel, there are different basic initiative which is taken by event planner in
reference of event that help in providing safety to its guest for increasing their satisfaction
level during particular phase of time period (Thakkar and et. al., 2019). The event planner
focuses on conducting event in an appropriate manner that helps in increasing profit margin
in future period of time. And their main focus is to achieve target in timely manner that help
in achieving leading position of organisation around the world. Therefore, there are different
measures which are going to be mentioned below:

Match Ids to registration information herein, the first performance measure which is
taken by event planner of Landmark hotel, it has been analysed that they make sure that
individual person who wanted to attend event also go through process of verification in
context of name, birth date, mobile number and many more. The event planner also focuses
on making prior registration of individual person in order to attend event in an appropriate
manner.
Create security checkpointsThe other way is to provide superior or proper security that
help in establishing different check point for every visitor they want to go through. It help in
make sure that the right person focuses on taking entrance in venue that does not harm to
event and other guest or audience. They also provide support in bringing higher level of
confidence among guest or audience in context of safety and security.
On the basis of a given fact, it has been analysed that by determining all event manager of
Landmark hotel, it make sure that every event organised by them must be safe or secure for
audience and also for Hotel because they are adopting different measure related to safety. In
assistance of this, it has been analysed that it help in increasing satisfaction level of its user
because guest feel safe in order to attend this event (Tripathi, Pabbisetty and Roychoudhuri,
2017)
It also influences user to go through this hotel for event that is held in future period of
time. It increases the experience level of its client that help in increasing profit margin or
revenue of organisation in future period of time. It also helps in achieving competitive
advantage over rivalries at marketplace.
CONCLUSION
On the given report, it has been analysed that the management team of event planner
plays an important role in providing contribution towards growth of country. The business
which is belonging to this industry can achieve competitive advantages over rivalries at
marketplace and bringing unique ideas within company. The event is considered as different
types that are organised by management team of event as per need of its user. For this
process, it is important to do appropriate planning regarding current trends of market so the
focus is on preparing plan that provide support in conducting appropriate event according to
need and wants of its user. This planning also provide support that help in achieving
competitive edge over rivalries within hospitality sector.

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Online
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