Managing Conference and Events: Categories, Trends, and Safety Measures

This report discusses the different categories and dimensions of events, current trends influencing the events sector, and measures to provide a secure environment for guests and staff. It also explores the role of management in the event industry and provides insights into event layout design. The report focuses on Crown Plaza hotels and Resorts, a multinational chain of full-service hotels, and its approach to event management.

Managing Conference
and Events

Table of Contents
Table of Contents.............................................................................................................................2
Introduction......................................................................................................................................3
Task1................................................................................................................................................3
P1) Different categories and dimensions of events................................................................3
P2) Features and current trends influencing events sector.....................................................4
M1) Analysis of how events are adapting to stay innovative.................................................5
Task2................................................................................................................................................5
P3) Event layout design for an event......................................................................................5
P4) Additional services available within the event................................................................6
M2) Evaluation of the quality of design and layout...............................................................7
Task3................................................................................................................................................7
P5) Management roles in event industry, with reference to job opportunities.......................7
P6) Management skills and attributes to work in event industry...........................................7
M3) Impact of management skills on creating a successful event.........................................8
Task4................................................................................................................................................8
P7) Measures to provide a secure and safe environment for guests and staff........................8
M4) Compare and contrast security and safety provision for specific events........................9
Conclusion.......................................................................................................................................9
References......................................................................................................................................10

Introduction
Event management is an act of planning and organising an event by applying the basic
principles of project management so that conferences, events, parties, meetings, weddings etc.
can take place in an organised manner. All the aspects of managing a project can be applied in
event management like planning, organising, managing, controlling and monitoring so that all
the activities can take place in an efficient manner so that the interests of all the stakeholders can
be maximised (Backman, 2018). In this report Crown Plaza hotels and Resorts is taken which is
a multinational chain of full service hotels and is headquartered in UK and also caters to business
travellers, meetings, conferences etc. In this report the different categories and dimensions of
events will be discussed along with an event layout design for conducting an Indian wedding at
the hotel. Further the role of management in managing an event along with the measures that are
to be taken to ensure safety and security of venue will also be discussed.
Task1
P1) Different categories and dimensions of events
Event is generally a public assembly where people come together for a purpose of
celebration, marketing, discussion etc. at a particular time and location. Based on the size, type
and context there are three types of events that can be organised in Crown Plaza so that the
stakeholders of event can be satisfied effectively: Private events: These events are organised privately by individuals for celebrating with
family and friends like birthdays, weddings, anniversaries etc. and it requires a lot of
time, effort and dedication in organising these events as it requires various preparations to
be done so that highest satisfaction to the guests can be given (Barron and Ali-Knight,
2017). Corporate events: In order to manage these events the knowledge related to logistical,
technical and creative factors is important so that the events can be made joyful and
successful. Also these are organised by business purposes so that better relations can be
build with the business stakeholders along with increasing their loyalty towards company
and creating a strong brand image through conferences, meetings, seminars etc.

 Charity events: These events are organised by NGOs and social workers to raise funds so
that maximum welfare and protection can be promoted in the society. The events under
this category are charitable auctions, society balls etc.
In order to effectively organise events it is essential that their dimensions are considered by
Crown Plaza which are: Anticipation: It is important that Crown Plaza create anticipation for an event through
effective marketing and communication strategies so that people can be invited to attend
their time and money at an event (Di Sarno and Vallini, 2016). Arrival: It refers to attending the guests and fulfilling their accommodation and
transportation requirements along with providing them with proper directions and
information so that they can feel welcomed. Atmosphere: The event site of Crown Plaza must be developed in accordance with the
size, type and context of event so that maximum customer satisfaction can be achieved. Activity: The entertain manet choices, meaningful diversions and recreational options
should be selected and scheduled based on the event Appetite: Selection of meals should match the occasion, palate and budget of the event
and also must have nutritional value.
 Amenities: These relates to the walk-away value which the event is able to create for
guests so that they can carry them as their memories by providing the guests with comfort
and high experience (Getz and Page, 2016).
P2) Features and current trends influencing events sector
With the increase in number of businesses, charitable organisations and increasing
spending power of individuals, the event industry will continue to grow and evolve in the future
which makes it important that Crown Plaza take into account the features and current trends that
can affect events sector so that event management can be effectively done: Human-centred tech: The events are being increasingly controlled with the help of using
advanced technologies like augmented reality, automation, robotics etc. which can help in
making the organisation of event accurate, effective and accurate. Increasing personalisation: With the increased use of technology customers demand for
highly personalised services is increasing so that high customer satisfaction can be
achieved.

 Trust and ethics in using data: It is important that high security of data of the clients and
guests collected during organisation of an event is maintained through transparency and
integrity so that high trust of customers can be achieved.
 Increasing importance of sustainability: It is essential that sustainable approaches are
applied while organising an event so that trust of customers can be gained and interest of
all the stakeholders can be maximised (Granadillo, El-Barbori and Debar, 2016).
The above mentioned features and trends influence the event industry and must be
considered by Crown Plaza while organising an event so that high customer satisfaction can be
achieved which can also help in earning profits.
M1) Analysis of how events are adapting to stay innovative
In order to remain competitive in the market and effectively cater to the needs of customers
many innovations are being adopted in the event industry like use of AI, automation techniques,
VR, choosing luxurious venues with accommodations for guests, organising themed events,
using projector presentation, Wi-Fi facilities etc. These innovative actions help in organisation of
all the category of events depends on occasion so that high benefits can be achieved for the
stakeholders attending the events.
Task2
P3) Event layout design for an event
Event design focuses on the decor, style and aesthetics of an event so that the event can
take place as the way it is being visualised by the client. Event layout is related with utilising the
room space available for the event in such a manner that the guests can be provided seats to
attend the event and their experience can be enhanced. To design a layout for an Indian wedding
which is a private event and would contain around 500 guests at Crown Plaza following aspects
will be considered so that the wedding can take place effectively: Seating arrangement: There are various styles in which tables can be arranged for the
guests to attend the wedding and banquet style will help the guests in enjoying the Indian
wedding at Crown Plaza (Laing, 2018). Selection of room: While selecting a room it is important that it must have a capacity to
accommodate the guests efficiently so that their experience can be enhanced. For

organising Indian wedding the largest hall of Crown Plaza can be selected which must be
fully air conditioned, spacious for guests and must not be suffocated. Adjusting lights, sounds and picture quality: The lights, sounds and picture quality
should be bright and have vibrancy in interiors so that the wedding can look more
attractive, elegant and help the guests enjoy the event. Catering: The catering should be such that it could fit the appetite of Indian guests who
are majorly vegetarians which means that the menu must contain both vegetarian and
non-vegetarian meals along with a bar.
 Entrance: The entrance of the venue must be designed in an attractive manner so that the
guests can truly enjoy the decorations and the customer satisfaction can be increased as
high value can be created by giving them wonderful decorations at Indian wedding.
The event layout must be in such a manner the from the entrance the guests can enter the
venue where seating arrangement can be designed so that guests can overlook the stage and
enjoy the wedding. Further catering area must be aligned in a particular area of the venue where
guests can enjoy the food services of Hotel.
P4) Additional services available within the event
In order to maximise the experience of the guests and customer it is important that
additional services are provided by Crown Plaza so that augmented services can be offered to the
clients which can go beyond their expectations. Following are additional services that can be
provided by Crown Plaza so that high customer experience can be created: Warm welcome for guests from hotel staff: In order to maximise the overall experience
of wedding it is important that the hotel staff treats each guest with high respect and
dignity which can help in increasing customer satisfaction. Refreshing and recreational activities: The hotel can provide various facilities like
swimming pool, refreshments etc. so that the guests can feel more relaxed and
comfortable and enjoy the wedding (Liang, Fortinet Inc, 2020). Wi-Fi facilities: providing internet facilities to the guests can help in keeping the guests
more entertained which can make the wedding more successful. Air conditioned rooms: the guests should be provided with air conditioned and well
furnished rooms so that they can feel more relaxed and comfortable.

 High security and safety of venue: As in Indian weddings people carry a lot of cash and
jewellery to be worn during different functions it is important that high alert security is
provided to the client so that save environment can be given to the people attending
wedding (Mallen and Adams, 2017).
M2) Evaluation of the quality of design and layout
In order to make an event successful it is important that the design and layout of the event
is organised in such a manner that the objectives of event are achieved along with maximising
the customer experience and satisfaction. It is therefore important that all the quality standards
are considered during the event so that high value for money can be created through effective
design and layout so that the needs of customers can be effectively catered.
Task3
P5) Management roles in event industry, with reference to job opportunities
For executing an event effectively it is important that the event managers possess a variety
of skills so that they can multitask and manage the roles and responsibilities of team members so
that event can be effectively executed. As the event industry is rapidly growing the job
opportunities in the market for organising various events is also increasing which can help
people in using their skills effectively. Following are the management roles in event industry: Development of positive relations with the parties: The event manager is responsible for
dealing with various parties like customers, suppliers, third part contractors etc. so that
the quality and prices can be negotiated and contract for event can be taken. The event
manger at Crown Plaza also helps in maintain good relations with the stakeholders so that
they can be made loyal towards company (Olson and Brown, 2018). Planning and organising event activities: It is important that the activities of event are
effectively managed and tasks are allocated among team members based on their
capabilities so that highly effective results can be achieved.
 Optimising the use and management of workforce: The managers also help in
optimising the way in which efforts of team members can be utilised and coordinated so
that the event can be efficiently executed and the objectives can be achieved.

P6) Management skills and attributes to work in event industry
In order to effectively survive in the event management industry it is important that certain
management skills and attributes are possessed by the event managers so that all the tasks can be
efficiently managed along with dealing with associated challenges so that the needs and wants of
customers can be fulfilled.
Management skills: Flexibility: It is important that the managers are flexible with their policies and strategies
so that the evolving changes in event industry can be incorporated in managing an event.
Also it can help the managers to meet the demands of different customers effectively
through efficient planning and organising of different events. Keen observation: It is important that the managers have keen observation which can
help them in managing the task of team members so that high coordination and
cooperation can be achieved in work (Parent and Chappelet, 2017).
 Management of team: Team management plays an important role in successful
management of an event by collaborating the efforts of team members and encouraging
them to enhance the quality of their performance.
Personal attributes: Interpersonal skills: These are the skills which can help the mangers in making long term
relations with the stakeholders so that the event can be effectively managed and loyalty of
customers can be achieved.
 Creativity and innovation: It is important that the managers must be creative and
innovative so that they can improve the quality of event thereby enhancing customer
satisfaction so that long-term sustainability of business can be achieved.
M3) Impact of management skills on creating a successful event
Management skills play an important role in making an event successful by effectively
coordinating the efforts of all the team members and managing the event effectively so that
customer specifications can be efficiently fulfilled. The attributes and personal skills of managers
help in enhancing the quality of the event through application of innovative features in the event
so that high customer satisfaction can be achieved.

Task4
P7) Measures to provide a secure and safe environment for guests and staff
The success of an event also depends on the effective safety and security measures which
are applied during event management so that the guests who attend the event can be provided a
safe and secure environment. Following are the safety measures which must be taken by Crown
Plaza while managing an event so that better services can be provided to the clients: Keeping security measures visible: It is important that the security and surveillance
measures like CCTV cameras, guards etc. are kept visible so that the potential agitators
can know that they are being watched which can help in preventing mishaps from
happening at the event (Park and Park, 2016). Creating security check-points: It is important that various check-points are created and
people entering the events are checked at these points which can help in eliminating the
risk of potential miscreants in carrying objects that can create damage at the event. Developing an emergency plan: It is important that an emergency plan is developed by
the event management teams so that the safety and security of people can be ensured
during the event in case of an emergency.
 Matching the Id with registration data: The Id must be matched with the registration
data so that the people who are invited to the event can be identified which can help in
enhancing the security of event from miscreants to enter the event.
Crown Plaza need to implement all teh safety and security measures effectively so that highly
secure environment can be created during the event which can help in gaining the confidence and
trust of customers towards the hotel (Tyson, Jordan and Truly, 2016).
M4) Compare and contrast security and safety provision for specific events
Safety and security provision varies from events to events like there will be different levels
of measures taken at sports and private events. With regards to sports events the security will be
more as many renowned players will take part in the event which needs high level of surveillance
while at private events the security need not be that high as most of the people attending the
private event are known to the client and thus any miscreant can be easily identified. The event
layout of both the events must be in such a manner that in the sports events the public can view
all the players from a distance so a large venue needs to be selected and security check-points

need to be increased while at private events the area of venue is comparatively small and seating
arrangements can be limited along with using round tables so that guests can enjoy the event.
Conclusion
From the above report it can be said that event management is one of the fastest growing
industries which can be expanded by implementing innovative features ion the events so that
high customer satisfaction can be achieved. There are various types of events that can be
organised depending on the context, size etc. and the event design and layout needs to be
prepared based on the type of event. Also the managers of event play an important role in
managing an event effectively. Safety and security plays an important role in enhancing the
success of event which must be the priority of event organisers.

References
Books and Journals
Backman, K.F., 2018. Event management research: The focus today and in the future. Tourism
management perspectives, 25, pp.169-171.
Barron, P. and Ali-Knight, J., 2017. Aspirations and progression of event management graduates:
A study of career development. Journal of Hospitality and Tourism Management, 30,
pp.29-38.
Di Sarno, C., Garofalo, A., Matteucci, I. and Vallini, M., 2016. A novel security information and
event management system for enhancing cyber security in a hydroelectric
dam. International Journal of Critical Infrastructure Protection, 13, pp.39-51.
Getz, D. and Page, S.J., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Granadillo, G.G., El-Barbori, M. and Debar, H., 2016, November. New types of alert correlation
for security information and event management systems. In 2016 8th IFIP International
Conference on New Technologies, Mobility and Security (NTMS) (pp. 1-7). IEEE.
Laing, J., 2018. Festival and event tourism research: Current and future perspectives. Tourism
management perspectives, 25, pp.165-168.
Liang, D., Fortinet Inc, 2020. Security information and event management. U.S. Patent
10,616,258.
Mallen, C. and Adams, L.J. eds., 2017. Event management in sport, recreation and tourism:
theoretical and practical dimensions. Taylor & Francis.
Olson, E.D. and Brown, E., 2018. Perceptions of students in an event management program of
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Tourism Education, 30(2), pp.118-126.
Parent, M.M. and Chappelet, J.L. eds., 2017. Routledge handbook of sports event management.
Routledge.
Park, K. and Park, S., 2016. Topic trend of event management research. Event
management, 20(1), pp.109-115.
Tyson, B., Jordan, L.A. and Truly, D. eds., 2016. Sports event management: the Caribbean
experience. Routledge.