Managing Conference and Events

This document discusses the different categories and dimensions of events, features and current trends influencing the event sector, designing event layout for conferences, additional services for conferences and events, management roles within the event industry, and required management skills and attributes.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
P1 Different categories and dimension of events........................................................................3
P2 Features and current trends influencing the event sector.......................................................4
P3 Design the event layout to set up a conference to meet the requirement of client................5
P4 Additional service for a conference and event.......................................................................7
P5 Presenting different management roles within event industry...............................................8
P6 Different management skills and personal attributes required to work with event industry. 9
P7. Providing of safe and secure event.....................................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Event management is defined as the application of the management strategies for the
effective managing of the event which is being organized. For any event to be successful the
most essential thing for the company or the organizer of the event is to effectively manage the
event so that they can become successful. In the present study the company selected is Ritz hotel
company which is an American multinational which was founded in the year 1983 and has may
hotels at the world wide level. The present report will start by describing the various categories
and dimension of the various event. Further the discussion will be done over setting up of event
and managing its event room in meeting the specific aim of the client. In the end the different
management roles and skill and the measures for managing the event in safe and secure manner
will be discussed.
MAIN BODY
P1 Different categories and dimension of events
There are many different types of events which are being organized at the global and
domestic level. The major different types of the event which can be organized are as follows-
 Corporate events- this is a type of event under which the business tries to organize for
any purpose or generally to promote the product and services of the company or to make
the consume aware of the new product or service. Under this there are many different
types of events like conferences, product launch, team building events, meetings,
seminars and many other different types of events.
 Private event- this is another major type of event category which is being organized by
the individual person. These are a type of event under which the person organizes these
event in order to have fun and some relaxing time with their friends and family. These
type of events are organized at an individual level and not at the global or national level.
Under this the different types of the private event under coming are wedding, birthday
parties, family get- together and many other different event organized by the person
(Vandini and Cino, 2020).
 Charity event- these are the category of event which involves the raising of the fund or
money for some special purpose or for the help of the society and for some social
purpose. Under this the person organizes the event for raising money for any social

purpose and for the upliftment of the society of any underprivileged section of the
society. This involves event like sponsoring sports event, charitable auctions and many
other events.
For example, a product launch is an event coming under the category of corporate event.
On the other side, wedding is an event which comes under the private event category. Both these
event are different as the major difference is that in product launch event any person can attend
the event but in the wedding only the person invited can go and attend. In addition to this another
major difference will the level of security and safety at the event. In the product launch the safety
will be majorly focused but in the wedding not much focus will be laid over the security.
The major dimension of the event are as follows-
 Hallmark event- these are the event which involves the fairs, cultural event, sports event,
exposition event and many others. These are the event which are hosted by the
community as a whole and is for society as a whole (Alananzeh and et.al., 2018).
 Mega event- this is a type of event which is generally the sporting event which are
organized at the international level and people from anywhere can come and enjoy the
event.
 Micro event- these are the event which are generally organized at smaller scale that is
may be domestic level or even for a specific area only.
P2 Features and current trends influencing the event sector
Every different types of event have their own features and characteristics and these have
to followed in the same manner. The different feature and characteristics of various event are as
follows-
Corporate event- the major feature of the corporate events areas follows-
 The major feature of this event is that the communication must be clear and effective so
that the people coming at the event can have proper access to the information.
 Another feature is that location of the event must be good and convenient for all the
people to come.
 Another major type of feature is to make the use of latest technology within the
organizing of the event.
Private event- the major feature of the private event are as follows-

 The major feature is that these event are being organized based on the personal choice of
the person organizing the event.
 Another feature is the proper use of decorative and things to make the place much good
and attractive (Wiesbaden, 2018).
Current trends in influencing the event sector
There are many different types of recent changes which takes place in the business
environment and these changes and trends need to be followed by Hotel Ritz at time of
organizing the different types of events within the are as follows-
 The recent trend in any of the type of event whether be it corporate, personal to any other
type of event is the use of latest technology. The major reason for this trend is that in this
modern world there are many different types of changes and advancement in the
technology being used. Thus, at time of organising the event Ritz hotel must focus on the
use of latest technology.
 Another major trend in the organizing of the event is to focus more on personalisation
and customisation as per the needs of the consumer. The major reason for this is that if
the company will not focus on the need of the consumer and will not have effective care
of the consumer then the event will not be successful. Thus, the strategies must be
customised by the company in accordance with the need and preferences of the
consumers.
 In the recent time the major trend is of proper care of the sanitization with respect to the
current COVID pandemic. The company or the organizer of the event must take proper
care of the sanitization and the other related measures for the safety of the people coming
to the place.
P3 Design the event layout to set up a conference to meet the requirement of client
Apple wants to conduct the annual meeting of 2020 in Ritz hotel and that is why, event
manager should make sure that proper arrangement should be done. Thus, the layout of an event
is as mention below:
 Number of attendee: In order to conduct the annual meeting in better manner, event
manager of Ritz should identify the number of attendees. In this, there are 50 members
who will be going to attend the event (Rizqi and Aulia, 2019).

 Seating layout: Event manager use theater style seating arrangement in which all chairs
are set up in rows facing the central point like staging area. Further, there is a space
provided in middle that allow attendees to reach their seats. This style is actually used for
conference where dense mass of people needs to seated for an event.
 Dining system: As Apple will be going to conduct the annual meeting and after that
dinner facility is also provided by the company to their employees. Therefore, Cabaret
style dining facility should be offered which in turn provide better facility to their guest.
The layout of the dining area is as follows:

In this proper banquet is also assigned and make sure that it clean and light music facility is also
added to it.
 Decor and furniture: As the event is formal and that is why, event manager should use
light background for the decoration of a stage. Also choice of furniture should be proper
so that it look professionally (Aguiar and et.al., 2020). If Ritz did not have any extra
chairs and tables then they hire that same for rent.
 Security: Ritz has a brand image and that is why, company should make sure that proper
facilities with regards to health and safety concern is provided to the guest. Such that fire
extinguisher and alternative exit door for sudden exit. This in turn helps to provide proper
facilities to their guest which in turn provide proper facilities to their customers.
P4 Additional service for a conference and event
As the event is conducted in Ritz, where number of attendees are come from different
countries. Therefore, it is the responsibility of an event manager to make sure that it also
provides additional services to their customer that helps to provide better customer experience to
their users. These are as mention below:
Swimming pool: Ritz is deal in hotel industry and that is why, company has to make sure
that ambiance of the hotel should be attractive so that it will draw attention of many customers
towards it (Gotz and et.al., 2019). Also, this in turn grab attention of many attendees and also the
hotel is located in centre of the city where range of visitors visit in order to enjoy the property.
Accommodation facilities: Apple conduct the vent in an hotel and that is why, hotel
should also offer accommodation facilities to their guest which in turn helps to enhance he
customer experience and meet the requirement as well. It is so because many attendees are come
from different countries and they require accommodation facilities which is possible, if Ritz also
offer the same.
Sight Seeing of a city: The conference or annual meeting is conducted for specific time
slot and after that most of the attendees may visit the city and that is why, Ritz should also make
additional arrangement for them in which cars, cabs are assigned that helps to visit the entire city
without any difficulties (Yu and et.al. 2020). This is clearly reflected that with the help of such
facilities attendees may enjoy the customer service and visit for another time as well.
Music and Parking facilities: During annual meeting, company already provided music
system but event manager should also make sure that a light music should be run for whole day

with a pleasant song that helps to attract the customers. Moreover, proper parking facilities
should be offered that helps to provide proper space to park their vehicles into the specified areas
(Ding and et.al. 2019).
Therefore, it is clearly reflected that with additional services offered by Ritz, event
manager tries to improve the customer experience and sustain the brand image of the firm by
successfully launch the event in better manner.
P5 Presenting different management roles within event industry
There are many management roles which are played within event industry that helps to
successfully launch the business in better manner. Some of the roles are as mention below:
Event Manager: They are the head of an event and also known as project heads. Such
that their main role is to lead a team and plan the entire event and delegate the duties to other
people as well. Hence to lead an entire team in better manner, it is necessary to have effective
skills that assist to manage the event in proper manner (Pinzón-Cristancho and et.al. 2019).
Event coordinator: This role assist event manager to check up different department and
create the contingency plans in order to resolve the issues as well as maintain report of daily
activities. Hence, event coordinator also consults with different department in order to make sure
that each and every item are managed in appropriate manner or not.
Hospitality Manger: This person is responsible for ensuring best guest experience and
with their strong and effective oral communication skills, they make the experience perfect. They
also take the complaints to event manager and suggest solutions in order to minimize the
problem and offer best customer experience as well.
Food and beverage Manager: In every event, it is necessary to have a Food and
beverage manager who look after food and other items (Harris and Kelly, 2019). Thus,
sometimes this management role is complementary because there are many events where dinner
or lunch facility is not offered. But event held on large scale always requires this facility so that
it will help to handle the issues with regards to food and beverage.
Marketing Manager: It is considering one of the important role for conducting an event
in better manner. Such that marketing manager handle the media coverage across all the
platform. Like, Apple will conduct an event in Ritz and the information is passed through
effective marketing style only (Kordovski and et.al., 2020). Therefore, the manager is

responsible for creating a marketing plan and strategy in order to ensure that event gets the
desired media coverage and popularity.
P6 Different management skills and personal attributes required to work with event industry
There are different management skills and personal attribute which an individual required
in order to work with event industry such that:
 Communication skills: It is the basic and essential skills which the management roles
required to express their views in better manner to others. It is so because with the help of
effective oral and written communication skills, they are able to present the ideas to
entire team and this in turn assist in successfully launch the event (Lewis, 2020).
 Interpersonal skills: Event manager should have an ability to tell and listen without any
issues. Therefore, there is a need to have strong interpersonal skills that helps to manage
the work within define time slots and take a business at different level of success.
Moreover, through strong interpersonal skills, manager is able to manage their team and
communicate with their team members as well.
 Creativity and innovation: To launch an event, there is a need to have strong creativity
skills which in turn helps to do the things in different manner (Different skills for event
manager. 2020). Thus, innovative skills also assist to examine the issues and challenges
through an event may suffer and by using the effective skills, these problems are solved.
 Negotiation skill: With the help of such skills, manager may easily solve the problem
and then identify the problem from both sides along with solutions. Also, this in turn
generate a better relationship with both sides and through mutual understanding, they are
able to generate the best outcomes as well.
 Leadership skills: The management roles must have strong leadership skills that assist to
guide and provide direction to their employees which in turn generate the best outcome as
well. This skill assists to provide proper direction to their employees and this in turn
improve the results of a company in positive manner (Yu and et.al. 2020). Along with
this, company is able to organize the work in better manner and meet the requirement as
well.
It is to be recommended to the Ritz that to meet the requirement of stakeholder, hotel should
determine the importance of each stakeholder and develop relationship with others which in turn
improve the results in positive manner. As every stakeholder have their own needs and that is

why, to solve the problem, it is essential for the company to develop strategies that helps to
develop effective relations with each other’s. It is also recommended to the company's
stakeholder to conduct training session to improve communication skills that assist to solve the
problem and manage the expectation of a stakeholder as well.
P7. Providing of safe and secure event
For the event to be successful the most essential thing is to manage the safety and
security of the event. This is majorly because of the reason that when the hotel Ritz will not be
able to manage the security of the event then this will not attract much of the people.
Security of event venue- for managing safety of the event venue the most essential thing
is to set the CCTV camera at all over the venue so that a person can monitor the whole premises.
In addition to every floor must have a fire exit and the fire extinguisher in order to meet any of
the circumstances.
Safe environment for guest- for the safety and security purpose of the guest the most
important thing with respect to current pandemic is the proper use of sanitization in order to keep
the guest coming safe. In addition to this another major step for the protection of the guest is of
hiring some security guards and bouncer for any type of discrepancy occurring during the event.
Safe environment for event staff- this is the most important thing as if the staff of the
event will not be safe then they may face many of the issues within their working. For this the
most important thing is to set the CCTV camera everywhere so that the people can monitor the
working of the staff (Boon and Sleigh, 2020).
Further it is recommended to Ritz that as the guest arrives at the hotel first they must go
from the complete body sanitisation machine and the luggage of the guest must also be sanitised.
In addition to this monitoring the basic health details of the guest must also be started so that
they can have a record of the health of the guest coming to the place.
CONCLUSION
From the above study it is concluded that the managing of the event or the conference is
very important. The major reason for this is that this a method of communicating the purpose of
the event with the people coming to the event. From the study it was analysed that there are
different types of event which can be organized like corporate, private and many others. Further
it was seen that major trends among the organizing of these event is se of latest technology, focus

on customisation and many other. After that the layout for the organizing of annual meeting of
Apple was made. In addition to this the additional services were also discussed like the
swimming pool, sight- seeing and many others. Further the management roles like event
manager, event coordinator ad different skills like communication, creativity and innovation and
others was discussed. In the end the safety measures were discussed like CCTV camera and
many others.

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