Managing Conference and Events

This document provides insights into managing conferences and events, including different types and dimensions of events, features and current trends influencing the event sector, design of event layout, and additional services available within an event.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................5
TASK 1 – Written Report.................................................................................................................5
P1. Different types and dimensions of events........................................................................5
P2. Features and current trends which influence the event sector..........................................6
TASK 2............................................................................................................................................7
P3 Design of an event layout for an event room....................................................................7
P4 Additional services available within an event and its importance....................................9
TASK 3 – Reflective Written Report.............................................................................................11
P5. Different management roles within the event industry with reference to current job
opportunity in sector.............................................................................................................11
P6. The management skills and personal attributes which are required to work with in event
industry.................................................................................................................................12
TASK 4..........................................................................................................................................13
P7 Appropriate measures to provide secure and safe event venue.......................................13
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
In today’s business industry, it has been analysed that most of the business organisations
performs Conferences and other corporate events for a range of purposes, which could be
anything from enhancement of the customers engagement and so on. For this purpose, there are
many companies that are delivering the same services for clients that are looking forward to
conduct a corporate event or a conference (Alananzeh and et. al., 2018). Basically, these events
can be both formal and informal activities like festivals, birthday party, convention, business
meetings, concerts and so on. In present report, company that has been taken into consideration
is Kuoni Meetings & Events where both scopes along with size do not consists of any sort of
limits and headquarted at London, United Kingdom. This report will consider dimensions along
with the types of events. Also, it will put light on current trends along with features as well that
basically influenced event sector.
TASK 1 – Written Report
P1. Different types and dimensions of events
Society assumes a noteworthy job so as to arrange and deal with the occasions as these
are the variables which helps in making the progress and development of it. The occasion
division of Kuoni Meetings & Events doesn't think about the size and extension while sorting out
the occasion as it upgrades their benefit and profitability. Various sorts and measurements are
talked about as under:
Private events: These are the occasions which are composed to accomplish the individual
destinations. Here, not many visitors are show up in the lodging and they likewise have a list if
people to attend which incorporate the name of scarcely any visitors. At these occasions, overall
population isn't permitted and it requires some investment to compose these occasions since they
have to consider different components, for example, menu, cooking, people’s list that are going
to attend and some more. For the most part, these occasions are named as indoor occasions and
in these occasions, Kuoni Meetings & Events likewise held private occasions which is beneficial
for them and furthermore helps in building up their notoriety. These occasions incorporate launch
of a product, celebrations, parties, conferences and some more (Bentley and et. al., Avaya Inc,
2016).

Cultural events: These occasions are directed so as to spread the mindfulness among
individuals which is worried about the way of life, strict, society and some more. The occasion
the board division of Kuoni Meetings & Events sort out occasions based on groups as they are
made based on their administration and abilities like how proficiently they can oversee
occasions. The social occasions are sorted out and approved by the administration and they are
likewise named as raising support occasions. While sorting out these occasions they have
adequate measure of spending plan as they are rely upon the specialists.
Dimensions of events
Mega events: These occasions are sorted out for an extremely brief timeframe and their
mean to procure increasingly more benefit. In addition, they are directed for the business reason
and so as to spur and energize others. So as to compose these occasions, it require part of venture
and by contributing more their motivation is to gain more and increment their efficiency and
supportability. If it is talked about Kuoni Meetings & Events then company has conducted like
Assassin’s Creed launch: Among five cities, three days, 4,700 fans. Also, L’Oréal launch Essie
with team Milano and so on which are considered to be Mega Events.
Sports events: Such competitions contain different forms of sporting activities including
Olympic games, competitions among many others. This takes a lot of knowledge until planning
certain activities, like how to use execute such activities, whatever requirements are, as well as
what factors affect the occasions. The governments have made several regulations and rules that
the event planner should abide by and encourage them to obey the different norms and rules in
order to obtain development of events effectiveness. In present context, if it is talked about
Kuoni Meetings & Events then this organisation also offers customers with high range of events
in relation to sports activities.
P2. Features and current trends which influence the event sector
Events are the type with marketing & advertising that improves the reputation of the
company which is also effective in generating money to the organization. These find solutions in
patterns and architecture because it allows throughout the conferences to effectively prepare the
big event. There have been different patterns that influence certain characteristics of either the
events sector that are addressed as follows:
 Events planning team will guarantee which have suitable facilities throughout the
conferences, since that is the secret to the Kuoni Meetings & Event's performance. For all

this, event executives recognize its safety margins by embracing the technology of
artificial intelligence (AI) since it enables to recognize its person's real identity & allows
all who fit their number of guests (Getz and Page, 2016).
Trends which influences the event sector
Safety and security: It is the important factor which need to be consider the event
manager as it can influences the reputation of company and also improve the customer base. In
addition to this, events are associated with the risk factors and uncertainties and for this, they
need to consider many security and privacy issues as not considering them can become threat for
them. Event department of the Kuoni Meetings & Event's, need to make sure the proper safety
measures in order to avoid any uncertainty and proper attention to their attendees and
participants.
Location: It is the important factor which impacts the promotion and advertisement of
event as it is important for the event department of the Kuoni Meetings & Event's to increase
their market position. Venue is the factor which is useful because it helps in attracting public in
the event (Greenwell, Danzey-Bussell and Shonk, 2019).
TASK 2
P3 Design of an event layout for an event room
An event lay out for a conference meeting to be held in a hotel buy a businessman is to be set up
through Kuoni meetings and events. A conference is a meeting of more than one person who
discuss or confer about a topic (Robertson and et. al., 2020). There are a various number of
different conferences held throughout the world which are Academy conference, athletic
conference, authors conference, news conference, convention, trade fair and so on. The
specific client here requires to organise a conference for his business purpose. It is a kind of
convention in which a number of people who are customers to the business men will get together
in a single place to attend a meeting. Kuoni meetings and events required to plan and event
layout for this conference. And event layout a room layout basically means to set the best seating
layouts for different events in order to make sure that the purpose of event is achieved. It is
important that the attendees are engaged in the event through their seating layout. There are a
number of traditional layouts which have been used by number of people till date. In today’s era
the event management company that are coming up with a number of different seating layouts

for different event to accommodate attendees in the best possible manner. There are a number of
factors which are to be kept in mind before choosing a event layout plan. Some of those factors
are:
 The number of attendees
 The space available
 The priority of attendees
 What are the practicalities which I needed
 Decoration and furniture
 Requirement of a stage
 Activities going to be held
 Health and safety of attendees.
For this particular conference the company will be using a banquet style event layout. This
word already describes the visual of layout in the mind. This layout is built around a number of
roundtable present in an open field. Now it depends on the space present in the room that
whether these tables will be there for standing places or it might have 8 chairs places around
them. For the given purpose of conference it is a long convention which will be held for around
five hours. This requires chairs around every table for people to sit and attend the conference
with comfort (Chamberlain and et. al., 2019). This is a great style when people require good
networking sessions in their confidence. Through this small group of people can mingle together
around various tables and also move freely between these tables. This layout of conference room
have a vital role to play in the event which is going to be held. It is required to be carefully
selected based on the size of audience, the purpose of the conference which is going to be held,
as well as the layout of venue.
However there are a number of advantages as well as disadvantages of the banquet style
seating. It is usually used for unofficial purposes. Below mentioned are various benefits as well
as risks of using this style of event layout.
Advantages
 When setting up a conference around round tables it is usually seen that the stables
allowed largest seating capacity possible.

 This also helps to form small conversations between all the members sitting on the
same table without hurting their neck as they do not need to move much for
conversations.
 It is often seen that the roundtables have a central pedestal. This pedestal helps people
to sit comfortably as the central pedestal do not come between their legs or
discomfort them while they are sitting.
Disadvantages
 When there is a single person speaking on stage it is often seen that this event layout
plan results in some of the people facing their back towards stage. To remove this
discomfort two chairs are always remove from every table.
 There is a large room requirement to carry on this event layout.
 This event layout is still not popular for official purposes. As it is often thought of
that there is no informal communication going on between people while attending a
conference or a convention.
These are the various advantages as well as disadvantages which Kuoni meetings and
events will have to face while they fulfil all the needs and requirements of the customer in
organizing a conference for them.
P4 Additional services available within an event and its importance
Along with the event room layout there are also a number of additional services which are
available within a conference (Liu and Wen, 2020). Some of these services are the specific
requirements which client have made to the company in order to manage a successful event for
them. Some of those services while setting up an conference event by Kuoni meetings and events
are given below:
Smart board or a projection screen: it is necessary that the room for conference is containing a
whiteboard as well as a projection screen which we also have a multitouch feature. This is a
basic requirement as the speaker will have to show a number of data and things to the listeners at
the same time. Only one screen will not fulfil their purpose. This is also one of the major
requirements by the client asked in addition for other conference facility.
Stage: The client has also made a special request for creating a stage for the Speaker of
conference. It is necessary that this stage made for the speaker is higher than that of the
attendees. It will help the speaker grab the attention of all the people who are attending the

conference. The event management company requires to make sure that they provide a stage for
speaker in the conference.
Wi-Fi facility: This is the basic requirement which is necessary for every conference on this day.
There should be high speed connection as well as band with which will allow all the attendees to
use this to complete their work alongside the conference (Francese, Risi and Tortora, 2019).
Even the Speaker of the conference might require it to search through the net and show a lot of
important information to all the people attending the conference.
Good quality of audio equipment: it is also made clear by the client that they would require a
surround sound speaker system as Willis microphones for certain people who are attending the
conference. This will help in conduction of confidence in a smooth way. It will allow
communication precisely between the attendees. Also, there are more than hundred people who
are going to attend this conference so to reach each and every individual is not possible without a
good audio system. It is required by the event management company to make sure that this
requirement of client is diligently fulfilled.
Video conferencing system: it might be very well possible that while heading in a conference it
is required to connect a call to someone internationally for felicitating the attendees who have
come together to join the conference. It is required to offer a video conference in such situation
so that conversation could be made online with the required person. This is the most preferred
way of communication at as it saves time as well as energy and travel cost. This is a major
requirement made by client of which Kuoni meetings and events need to take care of.
Accessible location: it is necessary for even company to look into all the factors while choosing
a venue for the conference. He then you must be easily accessible from various transportation
service adjust airport and TV station as there will be a number of this in the conference who will
be directly joining the conference after the gym. It is also to be kept in mind that major attendees
will be from outstation and the need us to relax as well. It is necessary to keep in mind the
convenience of all the attendees. The venue should be cruising so that it is recognisable,
reachable and also have accommodation facilities for the attendees.
An efficient staff: It is necessary to have diligent stuff whenever required for hosting a
successful conference. The basic job of the staff present in the conference will be to take care of
all the members and the attendees who has come in order to attend this conference. It is often

said that the staff who have highest experience in handling such events and such number of
people at the same time should be given this task.
Tea room or a common room: This conference is going to be held for around five hours. It is not
humanly to attend a meeting such long (Ahmed, 2019). Therefore, it is necessary by the event
management company to make sure that they have an adjoining room from the conference room
where all the attendees of the conference can relax and also have a brief teatime for themselves.
This is the major requirement while setting up a conference and choosing a venue for it. This will
help in satisfying all the attendees of the conference and we will also appreciate the efforts
company paid towards their comfort.
TASK 3 – Reflective Written Report
P5. Different management roles within the event industry with reference to current job
opportunity in sector
In present time, it has been analysed that event industry has directly developed different
range of management roles and based on most innovative on the grounds that they have
numerous chances and favorable circumstances for every single ability which incorporate
accommodation, administration industry, the board and some more. There are distinctive
administration jobs which are acted in occasion industry, for example, occasion supervisor,
ability chief, occasion organizer, meeting organizer and some more. The occasion the board
division of the Kuoni Meetings & Events assumes a huge job so as to lead and deal with their
occasions who put accentuation on the various parts of occasions. Various jobs in the occasion
business are talked about as under:
Event manager: This is considered to be a member of an event company that carries out
numerous responsibilities and duties to plan, arrange & handle activities throughout best possible
way. Through the key events, individuals were known as leader of occurrence or programme. An
event organizer, throughout the sense of Kuoni Meetings & Events, emphasizes designing their
tactics & preparations in the whole activity that can provide their superiors or staff with tasks.
Besides this, the function is to constantly track their research and that if they notice some
inconsistency than take measures for doing so.
Talent manager: This individual is otherwise called the craftsman supervisor who give
direction to the expert craftsman, guiding them and exhort for their vocation which impacts their

expert profession and there are various ability chiefs. In addition, they deal with the general
necessity and issues which is identified with the ability. With regards to the Kuoni Meetings &
Events, the occasion administrator should ensure that they deal with the ability of their
specialists which is useful so as to engage their clients.
Marketing Head: One of significant administration job in the occasion business and done
by the showcasing accountable for the Kuoni Meetings & Events, as they put accentuation on
covering the media stages and distinctive limited time instruments. Thus, the job of advertising
supervisor is to create successful techniques and plans for the occasion as it is useful to get the
ideal outcome.
P6. The management skills and personal attributes which are required to work with in event
industry
The abilities and traits ought to be available in a person so as to make due in the dynamic
occasion industry. In present context, if it is talked about Kuoni Meetings & Events, then I am
looking forward to get the job the event manager within the company and for this, it will be
required by me to consider different skills along with attributes. These aptitudes assumes a huge
job in expanding the efficiency of a person. Various abilities and characteristics are as
administration aptitudes, relational abilities, relational abilities, adaptability and a lot more which
are talked about as under:
Management skills
 Communication skills: It is the essential ability which is required in occasion director as
it helps in speaking with numerous individuals and furthermore gets effectiveness it.
Correspondence helps in expanding the profitability of the occasion as it is valuable for
the entire staff individuals. In order to become a successful event manager within Kuoni
Meetings & Events, then this is considered to be the key component for me to become
liable for conveying the insights regarding work to the devotees.
 Interpersonal skills: Being an event manager within a company like Kuoni Meetings &
Events, it is considered to be one of the crucial skills which specifically facilitate me with
devotees and guarantees that they appropriately get their directions as it helps in making
the progress and development of the occasion. Thusly, as an event manager it will be
must for me to have this expertise as it helps in connecting with others since it
encourages them in managing others and issues.

Personal attributes
 Creative: This trait is useful so as to make the progress and development for the occasion
and it is significant for an occasion director to be inventive and put accentuation on
sanctioning the one of a kind method to compose the occasion. As far as the Kuoni
Meetings & Events, it is dissected that they are inventive and imaginative so as to sort out
an occasion in an interesting manner, it will be required by me to develop this skill in
order to become a successful event manager for Kuoni Meetings & Events.
 Energetic: Considering assistance of their qualities, it is feasible for their representatives
so as to make phenomenal working conditions as it is valuable for them so as to play out
their work in a fitting way. Along these lines, it is significant for the occasion the
executive’s division of inn and its representatives to proficiently work in the association.
TASK 4
P7 Appropriate measures to provide secure and safe event venue
In order to host a successful event, it is very necessary to ensure that all the guest of the
event is secure and safe. This although does not require much potion of the budget but still holds
a very important place when planning an event (Liang, Fortinet Inc, 2020). There are a number
of security checks which can collect a large number of people together in an event and also
create the event to be an off or one. It is necessary by event management companies to take
potential steps so that safety and security are at the top priority. Below mentioned are various
steps taken by Kuoni meetings and events in order to make sure that their best and staff is secure
and safe:
Assess your security risk: A number of factors which are required to be decided by an event
management company in order to assess the risk the event is carrying. The various factors they
need to study are, the host of the event and target group or individual who are going to attend the
event. Whether the event attract any controversy or not. They need to know about the context of
event and also if it can have any unexpected protest. It is required to be known by event
management company that whether there will be any media present in the conference or not.
Create various security check points: In order to protect all the guest who are attending this
conference the event management company is making multiple security checkpoints. Basic goal
is to avoid any threat from happening (Aicher,N ewland and Paule-Koba, 2019). The event

management company is following the style in which instead of installing a desk for registration
outside the auditorium door way they would place it a few hundred feet away from the lobby
from where a person will pass. This will help the uninvited guest to try to enter into the
conference via crowd.
Match IDs for registration: Necessary to make sure that all the guest who are attending the
event actually belong to this event. There are multiple data points which are collected to go
through these guest which include name, address, date of birth so that it is hard for an intruder to
guess someone’s identity and enter into event.
Develop an emergency plan: There is a requirement to develop an emergency plan with your
security team which is necessary to be taken in an event of any disaster. The basic plan includes
ways to evacuate mass from the event, steps to be taken when there is an active shooter, how the
communication between staff will be taking place during an emergency, how will the guest be
directed during an emergency, the locations for safe rooms or areas etc.
Screen your staff carefully: It is often seen that major security risk come from inside. It is
important to screen every girl who is working at the event. There is required background check
to be run on everyone who will be working for this conference. It is necessary to credit check all
those who have access to large amount of money. It is important to build a strong relationship
with vendors so that they look out for their staff who are providing you with the required
materials for the events.
CONCLUSION
Considering the above-mentioned information, it is summarised that conference along
with the events are compose to grab attention of population for a particular subject because it
helps in expanding their position within market. Gatherings are directed with reason for business
so as to examine the advancement, item dispatch and different elements of business. For this,
they have to viably facilitate and help out their subordinates and furthermore offer a range of
assistance to their individual customers.

REFERENCES
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Routledge.
Liang, D., Fortinet Inc, 2020. Security information and event management. U.S. Patent
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Robertson, J.M. and et. al., 2020. Medical Event Management for Future Deep Space
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