Managing Conference and Events

This document provides information on managing conferences and events, including different dimensions and categories of events, layout of conferences, additional services for clients, and management roles in the event industry.

MANAGING CONFERENCE AND
EVENTS

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
P1) Different dimension and categories of the event...................................................................1
P2) Different categories event and its features & current trends that influence event sector......2
P3 Layout of conference..............................................................................................................4
P4) Additional services that available in the conference and importance for client needs..........6
P5)Different management roles in event industry reference to current job opportunity.............7
P6) Management skill and personal attributes that required in event to meet stakeholders needs
......................................................................................................................................................8
P7) Appropriate measures required to provide a secure and safe event venue for staff and
guests............................................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Event and conference management is the budget planning that raise the revenue
& improve the bottom line through a proven strategy. Such as emergency response of
planning, Food and beverage, logistic, Hybrid meetings, Registration, site negotiation
and selection. Exhibit coordination. In this report Hilton is taken. This report highlight
different dimension and categories of event and the features & current trends that
influence the event (Ahmad and Edwards, 2016). Also, the event layout that correctly
set up event and additional services that provide to meet client requirement. It also
reveals the various management roles within event and the management personal &
skill attribute that are needed for stakeholders requirement. Appropriate measures
provide for safe and secure event to guest. In this regard present report has been
prepared.
P1) Different dimension and categories of the event
There are various categories of event that are.
Conferences- It is often used by the B2B marketers. It needs lots of budget and
work, but the larger events also holds opportunity for huge profit. People plan to attend
event in advance and often calculate the manager budget under the training and
education (Anne, 2019). For example- The sponsor hall that are at inbound, where the
annual conference is run by the Hub spot, which provides the software for the marketing
and sales teams.
Seminar- In this event instead of the full conference, sometime Hilton chooses to
organize the half day event. Such seminar offers the similar advantage of conference
without large cost. For example Half-day event or seminar still provide the attendees
with multiple speakers. Which provide breadth knowledge in the short period, without
high price of the ticket as conference.
Event sponsorship- It is a one type of event marketing, but all sponsorship is
not an event marketing. For example- As by sponsoring the sports team. Where the
company logo is all over the place, also, including media wall, where coach has been
interviewed (Carley and Christie, 2017). In events sponsorship Hilton Hotel can sponsor
any events in return hotel’s logo is marketed without any interaction with audience.
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Various categories of Dimensions are.
Mobile event- It takes place in various host cities & are mobile in the nature,
where normally it is standardized and regulated in event format with the help owner of
event property and try to leave the specific amount autonomy to local organizing event.
For example- Place events which are happened at the same space on continuous basis
& it becomes raising associated with place.
Micro event- It is a cinematic experience of the one person at time, each
comprising a table, microscope and small stage of mechanical (Fried, 2015). For
example- Webinars, internet radio, teleclasses, social media events etc. are example of
micro events.
Macro events- It is typically the organizing industry, where all budgeted items
are to be centralized for the hosting operation & strictly associated with event. For
example- Dinner party.
Mega events- It is often stimulus to the advance regional/city project of
government that event without that have happened at large stage or never. For
example- Football world Cup (Jain and Shahidi, 2019).
Live events: It is a type of an event which is broadcasted lives and is viewed live
by the public. It can be paid or free depending on the type of an event for example Live
telecast of award function.
Multi-site events: These events are complex to organize due complexity of
event operations. In these events broadcasting as well as risk assessment are being
centrally managed for examples World cup matches organized at different sites or
locations.
P2) Different categories event and its features & current trends that influence event
sector
There are various current trends that affect the event sector at different categories of
events are.
Conference-
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Venue- It is one of the most costly expenses' event planning is to hire venue. From the
past decades seeing the conference venue trends are increasing. Now the conference
planners are getting more hosting and creative conference in different venues or by
utilizing the multiple venues which suit every section of day. Such event typically host
the data-rich agenda to different venue for the informal part of networking of event. This
hybrid event is very popular and provide attendees a large experience. As it is not more
in cost-effective source to host corporate event, Event planners choose the hotel venue
and has enough varieties of meeting space by remaining in one venue. It is beneficial
for the organization in massive in cost- saving (Jeevarajan, 2018). By using two space
in one hotel and investing on styling and theming, it give the best environment to guest
and maximize the budget of Hilton hotel.
Event sponsorship-
There are various current trends that influences the event sponsorship of the Hilton
industry. In that some of the current trends that are
Event organizer trends- It is one of the trends of the event sponsorship where
the revenue of the sponsorship goes up and up, as more than 50% of people believe
that sponsorship can compose large percentage of marketing mix in next five years. It is
beneficial for the event industry as it handouts and attendee materials that indicates the
trends towards the lower margin of opportunity because of the tight budget it affects the
business (Jepson and Clarke, 2016). Also, more than half of the organizers don't offer
the sponsors that crate an impact on the event organization industry.
Exhibitor Trends- In this trend most of the exhibitors sponsor for brand
exposure as nearly 60% brand visibility as no.1 reason the sponsor events, where the
40% using the event sponsorship that generate its lead and reach targeted audience. It
is rated most unique as on-site media, destination and areas, package and the online
advertising that follow closely behind. Where as the areas and the destinations are most
expensive.
Seminar-
CSR- Corporate social responsibility (CSR) is also become the latest trend which
influence the seminar As it has adopted by the corporate for the beneficial of the social
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region, such trend bring or give more experience about the social responsibility that can
help in the seminar in getting more new ides and learning.
Innovation- while seminar are to be organized by the Hilton hotel various innovation
are to be done, such as latest trends that are currently running are to be used in the
seminar so that the people those who attend the seminar they feel more convenient and
comfortable (McNamara, 2016). It is possible only by bringing innovation things such as
by providing mikes, projects etc. So that can motivate the people towards the event
organism, and they will come for the next seminar at same event organisor.
P3 Layout of conference
To conduct a business conference it is vital for the Hilton Hotel to design a
conference layout so that guests can conduct their conferences meeting in an effective
manner without any interruption. So, it is very important for the hotel to develop a proper
layout for the conference meeting. There should be a proper layout and design for
number of guest which going to attentd the conference. Suppose Hilton Hotel is going to
host a business conference of 25 members which are coming from different regions of
the world in order to conduct a high level business meeting (Prasad, Singh and Ryan,
2016). So, developing a proper layout is vital so, there is an effective use of place and
resources with proper security provisions for the guests in a hotel.
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It is basically a role of management of a hotel to develop and design a layout for
the conference of 25 people. The design which is chosen for the conference event is U-
shaped conference room. This is one of the best designs for conducting a business
meeting all the chairs will be arranged in U-shaped and there will be total 30 chairs
placed in this manner i.e. 5 chairs will be extra so that extra people can get easily
occupied. Also, each chair will be attached with a name tag of guests so, that they find it
easy to locate their places which can prove to be time saving for the guests. There will
be a huge screen placed in front of the conference table which will make it is easy for
delegates to present their presentation (Rogers and Davidson, 2015). The layout
chosen will make it easy for viewers to look at the screen and also will make it is easier
for present to present without any interruption and inconvenience to guests. Also, this
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layout will make it easy for guests to move in the conference room as there are different
delegates from different countries which may have to present individually their
presentations. There will be four entries in the conference room two front and two back
with entry and exit gates marked on top of them so, that guests can easily make entry
and exit in the conference room There will also be various additional facilities available
in the conferences room like adjustable lighting, air-conditioners, projectors etc. Laptop
will be placed for all individuals separately which will be interconnected with each so
that they access to each other data. Also, there will be placed a water bottle for each
guest and also coffee or tea will be kept available if the meeting turns out be too long.
Once the meeting is over the exit gates will lead them directly to dinning hall where they
can have lunch or dinner (Sapienza and Falcone, 2016). Out sides the exit gates there
will be employees assigned which will lead the guest to dining hall and will take care of
this belongings. So, this layout can prove beneficial for the hotel in carrying the
business conference meeting.
P4) Additional services that available in the conference and importance for client needs.
Various additional services are to be provided in the conference to fulfill the need of the
clients.
Parking- while conducting a conference by the Hilton industry it provides the
parking facilities to the client, such as CU parking services which can help in the
success of the event. As it help to determine the best parking or the transit experience
for the client or guest, also provide the cost estimate and help the guest with the way
finding through a custom maps. Just by filling the parking request form & one of event
coordinator can contact you and if client not ready to submit the request but like to know
more information about the event parking by contact or mail (Surminski, 2017). It helps
the client requirement encourage the knowledge of the client about CU parking.
Internet access for the guest- Hilton hotel also provide the free internet access
throughout the conference. Such as UCB guest wireless that allows the campus guest
for quick & easy access to internet. Where the guest can simply choose UCB of guest
wireless SSID, open web browser, agree conditions and terms of use & are frequently
able to browse an internet.
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Audio visual- Event organizer also provides the audio visual support in the
conference that meet the needs of the client. It provides the simple sound system and
the projectors, custom packages and DJ equipment packages that make easy to get the
solution that require (Wong and et.al., 2017) By providing the audio visual it makes the
flexibility to give more perfect level that support which help to make an event more
successful And help the client to make more clear understanding of the things by using
the audio visual.
Dinner Speaker- It is also one of the additional services that are provide by the
conference organizer, when someone can react to the conference theme which can
inspire the guest. With the help of this speaker, it is easy to make direct contact to the
person within hundreds of speakers from the household and name the skilled people in
moderating and presenting.
P5)Different management roles in event industry reference to current job opportunity
There are various management roles in the event industry that are.
Event manager- It has a various roles and responsibility towards the event industry.
Manager is responsible for the organic promotional, plan, social events and business.
For running the range of event and ensuring target audience are engaged & message of
event are marked properly ( Yoon and Choi, 2017).. It also responsible for coordinate
and manage the suppliers and all event logistics, such as catering, travel, venue etc.
and negotiable the hire and price by doing research suppliers, venue and contractors. It
responsible to coordinate to suppliers, handle the client issues and troubleshoot on the
event day and make ensure that all function of the event are runs smoothly within
budget.
Sales manager- It plays a vital role in the event industry, where as in the event it sales
the innovative products in sports nutrition industry. And it is responsible to sell these
products throughout the events such as Marathons, running coaches, Gym trainers,
weight management clinics and the dietitians. Also, it is responsible for traveling to the
various places during the fitness of the event and also responsible for creating the
brand by selling the brand product “ Presto power strip”. It is also responsible for to
bring the new business for both cold and warm leads.
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Event planners- It has a major role in the event industry as it is the mastermind that
make sure everything related to event that is taken care of the event. Before organizing
the event it is responsible for the event manager to analyses all the things that are to be
needed in the event by doing research on it, such as time, venue, date budget etc. Also,
responsible for the vendor management regarding the events and the share and
responsible to make the place fix for the client meeting, which support the client. And
the artist management (Jain and Shahidi, 2019). So that it can help the event industrial
for more smoothing.
Food and Beverage manager: Manager has various role from planing, controlling,
ordering the food and beverage in the hotel and the way the food and beverage should
be delivered. It is the function of the manger to design and update menu of restaurants
and also manage certain function related to finance. The most important role is to offer
high standard service to its customer by training its F&B staff.
Conference and Banqueting manager: It contains detail of function that have been
performed in all Banquet and meeting rooms by keeping with the standard set by
management. It plays various role such as prepare actual budget and forecast sheet,
delivery sheet in accurate time, help in co-ordination of daily operations. Thus, help in
achievement of maximum profit by controlling quality and cost of the service .
P6) Management skill and personal attributes that required in event to meet
stakeholders needs
Various management skill are to be required in the event industry.
Event manager-
Event manager should posses various skill that are to be required for working in the
event industry. Event manager should be highly qualified and professional for the event
industry so that it can easily understand the things during the event. It also requires the
good knowledge of the business and the sales development along with the best
marketing skills, so that it can help the business to develop in the business by using the
various marketing and sales skill. Having the skill of dealing with the high level of clients
and customer service and having enough confidence & professional approaches while
dealing with event suppliers and client (Fried, 2015). Also having good communication
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skill so that all the messages are to be clear and have clear communication among the
employees and the staff. The manager should be innovative and creative as the more
creative the manager it would able to cater the need of the clients. By having all
required skill it can easily meet the needs of the stakeholder and can easily solve out all
the queries of the stakeholders.
Sales manager-
For a sales manager various skill are to be required for the event industry. It should
have excellent communication, negotiation and interpersonal skill, so that it can easily
communicate to the people in the market and can easily motivate the customer and can
sale the product. And having ability to journey maximum time in the field successfully in
order to sale the product and make the name of the brand in the market. Having the skill
of maximize sales and having the knowledge of high standard product and having the
professional selling skill, so that by selling the enough products it helps in increasing the
sales rate of the industry. The sales manager should use innovate skills in order to
pursue the customer to purchase their product.
Food and Beverage manager: Manager has abilities to forecast, plan, and control the
ordering of food and beverage. The manager should have the ability to solve critical
problem and should have excellent skill to manage, train and motivate employee. The
manager pertain skill related to designing of menu, preparation of budget and
passionate about foods, wines and to offer good service to its customer. The manager
should have good communication skill in order to communicate cooking method and
standard to its staff.
Conference and Banqueting manager: The manager should have critical and
analytic thinking, reasoning abilities, and accounting knowledge to control cost and
quality, decide the payroll, budget, maintain labor cost effectively. So the manager
should possess all such quality such as excellent service to its customers, good
communication and management skill. Thus, the manger help in maintaining records of
data and observe all activities are performed as per standard set by the management .
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P7) Appropriate measures required to provide a secure and safe event venue for staff
and guests.
Event planning needs to assess all the safety and security measures before the
occurrence of the events (Carley and Christie, 2017). It helps to minimise the risks at
event. Safety and security measure are very necessary for the staff and guests during
the event. Any accident can be happened during the event for example fire catches at
event place, electric short-circuit could be happened, anybody can be abused by
anyone, in case of alcohol availability during the event teenager or underage children
should not allow to consumption of it and many other risks are there. So the
management team should take the analysis of the event venue before occurrence of the
event and plan their further strategies. Like distribution of the security guards,
volunteers, hospitality management team.
Safety and Security of the guests is major concern because it contains the privacy of
the host and only his invitees are allowed to get access in the event. So the security
team should be aware of it. They have to stay on the entry gate of the event venue to
check their invitations or ID's (Anne, 2019). They should maintain the data security
because there are lots of cyber crime is being reported by the public. Their data, private
information is theft by hackers. Also the security team should take the responsibilities of
the transportation of the guests, like they have to provide security from airport to event's
venue.
Safety and security of the staff is important because they have main role in execution of
the event. They give their 100% to event in terms of works, so their safety is important.
They have to wear safety belts, helmets during their work. They should have proper
communication when they are doing setup like decoration, stages, sound system so it
eliminates the risk of accident.
Hygiene measure is very necessary to maintain during the event. The preventive
measures like catering team should focus on hygiene of food, like they should wash the
veggies, pulses, etc. for the food preparation (Ahmad and Edwards, 2016). If the place
is open for the kitchen then they should cover the food items with proper utensils and
net. If they place the food on the table, they should wear gloves. The table clothes
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should be washed. Proper hand napkins are there for the audiences. The crockery and
utensils for serving should be neat and clean. Proper placement of the dustbins.
Signage should be placed.
CCTV Surveillance is very necessary at event venue from entry to exit. It gives the aid
from problem arises at location. Like it helps in catching the real culprit for any damage
caused. This helps in knowing the real scenario of the event. CCTV should be installed
before the events. It helps in keep tracking of the things happened at event location. Its
really preventive measure because it helps the security team to identify the outsider at
event location.
CONCLUSION
From the above study it is concluded that conference management is very
essential that helps the event industry to raise the revenue and have its different
categories of the management and its roles that make the event industry smoother in
functions. Also, concluded that it provide the safety and secure for the employees and
the guests and reveals the skill of the management that are needs for the event industry
for success.
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REFERENCES
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McNamara, D.D., 2016. Methods and techniques employed to monitor and manage
carbon capture and sequestration (CCS) induced seismicity.
Prasad, K., Singh, M.B. and Ryan, H., 2016. Corticosteroids for managing tuberculous
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conventions and business events. Routledge.
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Surminski, S., 2017. Loss and damage of climate change: from managing risks to the
politics of compensation. Development.
Wong and et.al., 2017. Managing cardiovascular risk of macrolides: systematic review
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Yoon, G. and Choi, H., 2017. Implementation and Performance Analysis of Event
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