Managing Conference and Events

Managing Conference and
Events
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Table of Contents
INTRODUCTION 3
LO 1 3
P 1 Different categories of events by using some examples for differentiation 3
P 2 Features and current trends that influence different categories of events 3
LO 2 4
P 3 An event layout to set up an event room to meet client requirements 4
P 4 Additional services that are available within an event environment and their importance 4
LO 3 4
P 5 Different management roles within event industry along with current job opportunities 4
P 6 Requirements of management skills and personal attributes to work within an event
industry 4
LO 4 4
P 7 Explanation of appropriate measures to provide a safe event 4
CONCLUSION 4
REFERENCES 5
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INTRODUCTION
An event can be defined as a public assembly for different purpose like fun, entertainment
education etc. This report is based on Rosewood hotel of London of hospitality industry (Raj,
Walters and Rashid, 2017). It is a luxury 5 star hotel which is located at 252 high Holborn in the
convent garden. It is known for its qualitative services and products and have total 3 restaurants.
This present report is going to show the importance of different type of events which have
different purpose. Some events are developed and organized for education, some are for
promoting products of an organization etc. It will also show some functions and roles which
management play in different types of event. For performing an effective roles and functions
there is a requirement to have knowledge and skills. It will also show all skills and personal
attributes like influencing, communication, professionalism, customer services, presentation,
problem solving etc. Lastly, it will discuss and evaluate effectiveness of some measurement tools
that can help hotels to provide a safe event services to people.
LO 1
P 1 Different categories of events by using some examples for differentiation
An event can be defined as a planned social or public occasion. Different types of events
have different purpose as some have increasing awareness about education, some are for
marketing, promotions of an organization and some are for reunion and celebration. There are
different types and categories of events that are being organized by event planner. Mainly they
are divided into 3 categories such as private, corporate and charity or fundraism. Some examples
and categories of events are described as follows:
Conferences: A conference is a type of formal event that are being developed on an
annual basis and takes place over some days. Different reasons are involved in launching this
type of event such as it may be for businesses, academic as well as political purposes. The main
aim of this conference is to gather people who posses common interest.
Seminars: Seminars are educational event whose main purpose is to make aware to all
students about education and provide them training. Seminars are semi-formal and interactive to
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a certain degree because students are allowed to ask questions regarding their subjects. This type
of events focus on discussing corporate as well as academic topics.
Workshops: These types of events are small scale session that do not have larger numbers of
participants. All limited participants in this workshop get hands on training by an expert.
Subjects of this type of event can vary but the main aim is to increase and share skills and
knowledge (Miao and et.al., 2018).
Products launch: It is a corporate event that many companies are using and developing. It
is the best way of entering in a competitive market by making all people aware about products
and services. This event generates a lot of buzz as event manager uses creative themes and
invites celebrities and media.
Team building events: Team building events are mainly organized by organizations with
the main aim of uplifting team spirit and morale. These type of events help employees and all
participants to improve their relationship and make a healthy and friendly relationship. By
developing and launching these type of events, companies can reduce labour turnover and make
themselves profitable.
Stakeholders meeting: It is beneficial for publically listed companies. These types of
events gathers all board members and stakeholders for reviewing business performance and for
taking an appropriate decision that can be beneficial for the company and stakeholders.
P 2 Features and current trends that influence different categories of events
Different types of event have different features which put pressure on organizations and
education institutes to develop event. Private events like: wedding, birthday parties, festivals
have several features that includes:
Excellent food: Private events are mainly launched and developed for fun and entertainment.
The main feature that attracts people to join this type of event is tasty and delicious food. This
features is the main characteristic that can help an event manager in attracting wider range of
participants (Malakouti and Hauskrecht, 2019).
Corporate level of features that are already described as above such as: business dinners,
conferences, seminars, meetings have several features involving:
Ambiance and venue: Corporate types of events are launched at a place that have a good
ambiance and peace venue. The main aim of focusing on this factor is to make all participants
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valued and pleased. Ambiance of event attract more participants and audience as they go for
enjoying the venue.
Some charity type of events that includes: Sports events, charitable actions, society balls also
have several features and importance that are described as follows:
Artist & celebrity: In the most of the sports events and global events, an event manager invites
some celebrities and artists that pays some music and other activities. This is the main features
that attract participants and guests. Charity events need funds and artists need publicity and this
types of events can accomplish objectives of both artists and event.
There are some common trends of event that people prefer and want in an event are
described as below:
Safety and security: Security of events is teh main concern and trends that are preferred
by people. People want to go an event that have enough security tools and measure where they
can feel safe.
Customization: Customization means to allow event participants to direct not just their
own journey but also change the event as a whole. For this purpose, several event managers are
making an effective use of event apps by which they can send prompts and questions. It givens
influencing power to audiences that to what happen next.
Advanced technology: Uses of advanced technology in an event also making the event
more attractive. It makes them creative and innovative. Using an attractive infrastructure with the
help of technology, an event manager can take its objectives.
Unique venues: Unique venues are also trend that can help an event manager to make its
event more memorable and bold. Participants wants the event to be at a location whose views
can give them immense pleasure. By launching events at a place that can attract wider range of
customers like global event, can make more money and accomplish their goals (Tamrakar and
et.al., 2017).
LO 2
P 3 An event layout to set up an event room to meet client requirements
The room layout can have a huge impact on the engagement and learning at event. There
are several seating and other rooms layout and choosing the best one is the main task of event
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manager. Some factors need to be considered involves: The total numbers of attendees,
available space, priorities, practicalities, decoration, furniture, activities, health and safety etc.
Some layout considerations are as follows:
Headcount: To count the total numbers of guests is the first step to set up an event room.
Safety and security: After counting out the real and exact numbers of guests, there is a
requirement to consider safety features that are required. Some safety and other tools like
wheelchair access, clear paths, CCTV etc.
Space dimension: To measure the space in which all attendees will come and sit to participate
the event is also important while setting up an event room (Ortiz and Park, 2018)
Necessities: After all these, there is a requirement to think about other factors like decoration,
food and furniture. It is also depend on the type of dinner whether it is buffet dinner or other.
Objectives: It is the last step in setting up a room event in which an event manager keep all
objective in their mind.
There are some other tips and ways of making room layout more attractive such as:
Arranging tables in a unique shape as it can be in U shape etc.
Highlighting VIP guest seating.
Using interesting chair set up.
Having separate areas with appropriate lighting.
Putting all attendees in a group as it may be depended on shared interests or age.
A 1-1 is a dedicated space on the calendar for open-ended conversation between a
manager and an employee or staff member. It is a place for coaching, mentorship etc. One to one
meeting are also crucial for success of the project and event. There are several benefits and
advantages of having and setting up a one-to-one meeting rooms such as:
It aligned all team members. By having 1 to 1 meeting, manager can know queries and needs of
each member in an efficient manner. It motivates them and make them feel valued. Manager can
get most out of 1 to 1 like emotional needs as many people and members can not speak in front
of other so, this type of meeting set up helped them out in speaking up.
P 4 Additional services that are available within an event environment and their importance
There are several services which need to be offered by an event manager to all its
participants in order to make the event more memorable and successful. By giving additional and
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those services which participants want to be offered, an event manager of Rosewood hotel can
attract several guests. Some services and their importance are described as follows:
Event videographer: In this modern and new era, all people want to be more engaged with
social media. They want to tell others about their activities and other things. For accomplishing
this aims and objectives of participants, an event manager needs to consider event videographer
and social media coordinator. Video is an excellent tool and the way of displaying all those
things that an event is going to offer. For those people who are passionate and knack for
videography, then event space is a great place to grow and expand services.
Creative director: By investing in creative direction, Rosewood hotel can set their event apart
and bring all elements together in a cohesive way. A creative director can solve any type of
problems related to guests and event in an effective manner. They also focus on creating
internal engagement campaigns, develop event branding and many more by which participants
feel valued and entertained. A florist and creative event caterer also plays an important role in
giving attractive services to guests and make them feel valued (Fanning and Centers, 2016).
Venue sourcing services: There are several venue sourcing services plays an important role
by which event planning companies can create a conference and event identity. Ground
transportation and parking facilities, accommodation booking and venue sourcing, social
activities and engagement of guest speakers. By giving a parking facilities and cab facilities to
those people who do not have personal vehicles and are coming from distanced areas, event
manager can attract wider range of guests.
In addition, there are several other customers’ services that plays an important role like dealing
with their complaints immediately. By providing training to staff members and hiring skilled
workforce all these additional and attractive services can be provide to participants (Gilchrist,
2016).
LO 3
P 5 Different management roles within event industry along with current job opportunities
There are several management roles within an event industry that have several job
opportunities. An event industry is more competitive place and area that give several effective
opportunities. It is the reason that many people are getting attracted towards event industry.
Some job roles as well as job opportunities are described as follows:
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Event manager: The preliminary role of an event manager is managing all activities of
an event as he/she is the head of the event and can also be referred as a project head.
With collaborating other, they make a plan and an outline on paper, allocate works to
everyone according to their qualifications and skills and also make sure that all issues
got resolved at earlier stage. For getting this job opportunity there is a requirement of
management skills, leadership skills and problem solving skills for making the event
successful (Ocasio, Loewenstein and Nigam, 2015).
Talent manager: Every type of event have a talent to make attractive and
innovative as a dancer, spoke person, singer etc. These type of people are called as talent that are
being assigned to manage all requirements related to the talent. It is the most critical job role
because cancellation of this talent becomes the reason of the failure of an event. An individual
need to have the ability to build valuable long term connections and keep all guests happy.
Decorated in charge: Role of decorated in charge is to make the event more
attractive by decorating an event. There are some private events like marriage and birthday party
in which they require to mainly focus on decoration. To check lighting and sound systems is also
the role of this job role. Eye-for-details, innovation and the ability to execute and visualize are
some requirement to get a job role in an event industry.
Event coordinator: For a larger event there is a requirement to have an event
coordinator. For small scale event, event manager plays a role of an event coordinator. An event
coordinator supports the event manager in making sure that all departments are performing their
roles and functions effectively. Creating contingency plans, resolving issues and give a report of
functions played by every department to the event manager is the role of an event coordinator.
Tome management skills, collaboration and analytical skills are some skills and requirements
that an individual posses to perform this job opportunity (Davis and et.al., 2018)
There are several other job roles and management roles within an event industry
such as security officers, hospitality manager, public relation officer that required different skills
for getting job opportunities.
P 6 Requirements of management skills and personal attributes to work within an event industry
For making a successful career in an event industry there is a requirement to have some
knowledge of event organization and other management skills which can help them in attracting
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guests. Some personal attributes and management skills which can satisfy all participants and
guests are described as follows:
Creative: Creativity and innovation is the main thing that can make an event differ and
unique as compare to other. There are several event management companies that are providing
several services but only those companies get success who are more creative and innovative. A
creative manager always tries to think out of the box that can make them a successful event
manager.
Flexibility: Flexibility means to have the ability to change themselves according to the
situations. Event industry is changing industry where an event manager has to make changes in
their strategies and policies as per the changing demands and needs of customers. By having this
ability, an event manager can satisfy their guests and take competitive advantages. They need to
be ready to face any sort of situations and also be able to think on their feet.
Time management skills: An event manager has to play several roles as he/she is
responsible for satisfaction of guests and success of an event. For performing several roles at a
time there is a requirement for them to have a good time management skills. With having a good
time management skills they can complete several tasks at a time. It can not hamper their other
works which is beneficial for both participants and an event manager.
Passionate: Enthusiastic and passionate is called an inherent quality as people are born woth
this quality. Passionate and dedication is a quality which makes an individual more able to
complete tasks and perform any type of thing even under pressure. The passion and desire to
achieve something is a most important skill that an event manger should posses if they want to
work within an event industry with efficiently (Required skills within an event industry, 2014).
Tech savvy: Event management industry has been changing with the more availability of
technology. Most of the people want to go it creative and innovative event and it can only be
possible when an event manager and an individual has knowledge to use it in proper and
effective way. There are several event management software’s like event management software,
such as event ticketing software, venue management software on which event manager has
access to make their work easier.
So, it can be said that by having all these skills, an individual; can apply for job roles of an
event industry.
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LO 4
P 7 Explanation of appropriate measures to provide a safe event
There is a requirement to develop and make an effective use of some risk measurements
tools and safety plans to make an event successful. Some measurement and tools are described as
follows:
Security measures visible: The main aim of measuring security is to prevent threats from
their happening. Hiding security teams and tools can create more harm. By making all tools and
staff visible, risks can be measured and analysed. In the context of invisibility it can be said that,
Agitators think the event is unprotected and may decide to start trouble. Visibility of tools and
staff is the way of making all attendees safe and secure.
Matching IDS to registration information’s: To make sure that attendees are only those people
who are invited, an event manager and security staff can match their IDS with their registration
form. It is other main way of measuring risk and analyse them. If someone forgets to bring their
ID then security manager do not allow them to enter in an event. By doing this, security can be
measured and can safe all attendees secure (Measurements to provide a safe event, 2015).
Developing an emergency plan: By making an emergency and response plan with the help of
security team before deciding about the venue of event, an event manager can safe and measure
risks. There are several elements and factors which need to be considered by security staff
includes: Different ways to mass evacuate the event, The locations of safe rooms or areas, How
staff will communicate during an emergency etc.
In addition, by making an effective use of event software’s like event ticketing software, venue
management software, an event manager can measure risks and control them as well.
RECOMMENDATIONS
For improving safety at workplace and events, it can be suggested to event manager that
he/she should make an effective use of scan machine which will help them out in protecting their
event from cybercrime and other accidents. There are different types of scanners are avilable in
the market who scan an individual and identify if they have harmful things and weapons with
them or not. By scanning each participant, they can secure their event and make it successful. In
addition, it can also be recommended to event manager and event company that they can
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implement a fire escape ladder which will help people in securing themselves at the time of
emergency and fire. It is the best way of fire risk assessment. By implementing other risk assess
tools like fire alarm, they can assess the extent and fire risk in their event.
CONCLUSION
From the above study it has been summarized that event management has playing an
important role as there are several roles has been played by manager. Different types of events
like private, corporate and charity has different features and characteristics that attracts guests in
participating event. It has also shown the importance of all roles and functions which an event
manager play to manage and making event successful. Further, this report has shown all skills
and personal attributes that are required to perform job roles of an event manager and give job
opportunities in event industry.
Lastly, this study has discussed all measurement tools and ways to control and manage an
event in a successful manner. Some advanced technology, event management apps has been used
in measuring as well as controlling different types of events.
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REFERENCES
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Davis, B. and et.al., 2018. Food and beverage management. Routledge.
Fanning, K. and Centers, D.P., 2016. Blockchain and its coming impact on financial
services. Journal of Corporate Accounting & Finance. 27(5). pp.53-57.
Gilchrist, A., 2016. Industry 4.0: the industrial internet of things. Apress.
Malakouti, S. and Hauskrecht, M., 2019, June. Predicting Patient’s Diagnoses and Diagnostic
Categories from Clinical-Events in EHR Data. In Conference on Artificial Intelligence in
Medicine in Europe (pp. 125-130). Springer, Cham.
Miao, C. and et.al., 2018. Non-uniform changes in different categories of precipitation intensity
across China and the associated large-scale circulations. Environmental Research Letters.
Ocasio, W., Loewenstein, J. and Nigam, A., 2015. How streams of communication reproduce
and change institutional logics: The role of categories. Academy of Management
Review. 40(1). pp.28-48.
Ortiz, C.A. and Park, M., 2018. Visual controls: applying visual management to the factory.
Productivity Press.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Tamrakar, U. and et.al., 2017. Virtual inertia: Current trends and future directions. Applied
Sciences. 7(7). p.654.
Online:
Measurements to provide a safe event. 2015. [Online]. Accessed through: <
https://superevent.com/blog/9-event-security-tips-keep-guests-safe/>.
Required skills within an event industry. 2014. [Online]. Accessed through: <
https://blog.evvnt.com/2014/02/10-qualities-show-born-event-manager/>.
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