Managing Conference and Events

Managing Conference and Events INTRODUCTION 3 TASK 1 3 P1 Examine the different categories and dimensions of events, using specific examples to illustrate the differences. 3 P2 Using specific examples of different categories of events, discuss the features and current trends influencing the events sector5 TASK 2 6 P3 Design an event layout to correctly set up a conference or event room to meet specific client brief requirement 6 P4 Examine the additional services available within a conference or event environment and the importance to provide them

Managing Conference
and Events

Table of Contents
INTRODUCTION ..........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Examine the different
categories and dimensions
of events, using specific
examples to illustrate the
differences. ................................................................................................................................3
P2 Using specific examples
of different categories of
events, discuss the features
and current trends
influencing the events sector......................................................................................................5
TASK 2............................................................................................................................................6
P3 Design an event layout to
correctly set up a conference
or event room to meet
specific client brief
requirement................................................................................................................................6
P4 Examine the additional
services available within a
conference or event
environment and the
importance to provide them
to meet specific client
require. ......................................................................................................................................7
TASK 3............................................................................................................................................8
P5 Explore the different
management roles within the
event industry, with
reference to current job

opportunities in the sector..........................................................................................................8
P6 Review the management
skills and personal attributes
required to work within the
events industry and meet
stakeholder needs and
expectations................................................................................................................................9
TASK 4..........................................................................................................................................10
P7 Specify and explain the
appropriate measures
required to provide a secure
and safe event venue, a safe
environment for guests and
safe environment for events
staff, providing specific
example....................................................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
INTRODUCTION
In this time, Event Management is taking a huge market place. In Event management,
events are simply create, plan, conceive and assess. It also consider as project management
execution in which company can plan and develop various type of events such as wedding
events, marketing events, sports events , meetings and conferences. This process can be

identified to implementation of planning, organizing, controlling, and managing an a very
influential way. With the help of this process company can receive desirable results. This report
is based upon Inter Continental London Park Lane which is operated by the Inter Continental
Hotel group. This is a famous and Luxury hotel in London. The report comprises of detailed
analysis about various dimensions and categories of events and also explain features and current
trends of events. Apart from this, it design an event layout for clients requirements and highlight
additional services which is available within an event and conference atmosphere to meet client
needs and added value. This report also discuss various management roles in events management
company and also identify present job opportunities. Lastly, explain and measure secure event
venue , clean and safe environment for guests.
TASK 1
P1 Examine the different
categories and dimensions
of events, using specific
examples to illustrate the
differences.
Events can be define as social gathering and the main purpose of this gathering such as
parties, seminars, meetings, conferences, educational meetings, entertainment, reunion. All the
events execute at a particular time and area. To organize events in future, Inter Continental
Landon Park Lane must analyse and evaluate various dimensions and categories. In this report
events are explained into three categories which are discussed below-
Corporate Events – These events are mainly conducted for the purpose to maintain a
healthy relationship between business partners, shareholders, employees and valuable customers
are also invited to become the part of this corporate events. These events organized by the
businesses man (Bader-Natal and et. al., 2017).
Private Events – These events are organized by the individuals who can conduct and
book event venues occasional for celebrating weddings, birthdays, anniversaries and parties with
close friends, colleagues and family members.

Fundraising or charity event- These type of events basically organized by social
workers who is working on NGOs and other social firms . The prime purpose of this events to
raise funds from Charity and other government sources for the betterment of society ( Baldini
and et. al. 2017).
These events categories included by the Inter Continental London Park Lane and apart
from this , Hotel Inter Continental also consider various dimensions of events so that hotel can
establish a good relation with clients. There are six dimensions of events which are discussed
below-
1. Anticipation – In this dimension, hotel Inter Continental London Park Lane should
create anticipation for marketing and communication problems. With the help of this
dimension, hotel can generate huge level of interest in individual so that all the people
become very excited to attend that specific event (Chen, Xu, and Ren, 2017).
2. Arrival – in this dimension, hotel Inter Continental London Park Lane need to arrange
safe and secure place which should provide good experience and satisfaction to clients
and guests.
3. Atmosphere – The event management team of Inter Continental London Park Lane must
choose a location which meet the needs and requirements of the customers.
4. Appetite - Inter Continental London Park Lane mainly focus on right choice of food
items according to the budget and the specific occasion.
5. Activity – In this dimension, Inter Continental London Park Lane made all the choices
as per the recreational , entertainment and other activities (Elze and et. al., 2017).
6. Amenities - Inter Continental London Park Lane , must focus on good arrangement for
guests and customers so that they all can get maximum satisfaction so that hotel goodwill
increase.
All six dimensions are playing a important part in events and also create a positive impact
on customers, clients and guests. Its mandatory for Inter Continental London Park Lane to
maintain clients and guest satisfaction level.

P2 Using specific examples
of different categories of
events, discuss the features
and current trends
influencing the events sector
Event sector is continuously developing day by day and few changes also taking place as
per the needs and demands of customers and clients. Inter Continental London Park Lane
consider various categories of events to meet all the expectations and requirements of customers.
Different features and current trends are given below which giving impact on event sector -
Workforce Issues – In this feature, it cover all the skills and competencies of Individuals
who is good in communicate and associate with clients in every way. Hotel Inter Continental
London Park Lane keep focusing on the new talent and also keep update their workforce so that
their inter personal skills become more strong and they can create and plan events more
effectively . This is also helpful to establish a good interaction with guests ( Getz and Page,
2016).
Security Concern – This is main concern of Inter Continental London Park Lane while
organizing an events. Proper security and appropriate arrangements helpful to get customers
satisfaction. Event sector always pay attention on security of their audiences and clients. For
instance , charity and sports events. In these events security is on top.
Advance Event Profession – This feature is useful to take hotel to the next level. With the
help advance technologies and innovation. Inter Continental London Park Lane provide proper
training to their employees so that they can learn advance skills and current trends to deal with
customer (Goodman-Bacon, 2018).
Event App –In this time, applications are now in current trends. Apps is easy to access and
most convenient. Every company launching app to increase online marketing. Inter Continental
London Park Lane also launch App so that customer easily book hotel and ask queries regarding
hotel and also give their feedback and rating (Hao and Helo,2017).
Social Ambassadors – It also consider as effective feature of current trends which affect
event sectors. Social Ambassadors is a person who work for successful marketing. In this time

social media is playing a effective role for every market. Social ambassadors represent event
company in a positive way in front for other customers.
Live Streaming - Live streaming is a latest trend which influence event sector. Inter
Continental London Park Lane hotel organize many events and it arrange live streaming so that
they can easily connect with the audience and all the people aware about the standard and
facilities of the hotel and book venue for the future events and conferences.
TASK 2
P3 Design an event layout to
correctly set up a conference
or event room to meet
specific client brief
requirement
It is important to choose a best room layout for a specific conference room and it give
good impact on the clients and all the audience and clients satisfaction level increase. In this
context, the department of event management of hotel Inter Continental London Park Lane
paying attention on create an influential layout which is capable to arrange large number of
audience and also sufficient for the requirements of the clients. The event layout design consider
a positive source which help to get employees attention. Design of event layout setting up a good
conference room for the clients which can easily meet clients needs and requirements
(Henttonen, Kianto and Ritala, 2016). For instance, where customer is book conference room
for meeting which is for regarding company new products and services and increase brand value
of the company purpose. So Inter Continental London Park Lane need to full fill all the
requirements regarding this meeting and focus on basic arrangements like seating arrangements,
water facility, light and proper sound facility. Technological facilities so that discussion and
presentation must be visible and effective to all the members. Design of event layout for
conference room are discussed below-
Room Selection - for conference meeting, Inter Continental London Park Lane hotel
will select that room which capacity at least for 30 members. Room must be neat and clean and

secure. There is must be sound proof facility for the no disturbance and other people not distract
during meeting period. All the walls of that room paint with light and professional colors.
Table Arrangements – There are many style of table arrangement. Inter Continental
London Park Lane use proper V shape style of table arrangement so that all the members can
easily connect with each other and discuss their points of view in front of other members and do
proper face to face interdiction and presentation make more visible so that they can easily
understand all the points and facts ( Jin and McDonald,2017).
Arrange Lights, Sound and Picture Quality - Inter Continental London Park Lane hotel
need to do all the arrangements regarding lights, sound and audio video quality and picture
quality of the room ans also provide all the equipment which are necessary for the meeting and
also give facility of technical support if there is occur any technical problem.
P4 Examine the additional
services available within a
conference or event
environment and the
importance to provide them
to meet specific client
require.
Event management is doing all the arrangement with additional services. Event
management company satisfy their clients through additional services so that company can get
attention of clients and earn maximum profit. All the additional services are not demanded by the
customer but must be provided by the event manager so that company get customer loyalty. Inter
Continental London Park Lane hotel provide many additional services so that hotel gain more
satisfaction level of customers. Some additional services as per the conference room are
discussed below-
Projectors for Demonstration - With the help of projector, members easily demonstrate
and share company data, tables, charts , and other information which is necessary for the project.
Most of the companies use power point presentation and slide share to convey company
information. Inter Continental London Park Lane hotel give facility of projector in conference

room so that member of the company easily cover all the aspects of the discussion (Nagy and et.
al., 2018 ).
Wi-Fi Facility – The need of Wi-Fi is increasing rapidly now a day. All the work is done
with the help of internet so Wi-Fi is mandatory. Inter Continental London Park Lane is providing
Wi-Fi facility for their customers so that they will not face any problem during meeting.
AC facility – The requirement of AC is increasing very fast. Inter Continental London
Park Lane hotel providing AC facility in additional for their customer. In conference room, AC
facility give advantage to the members to let relax in a very work pressure situation. Moreover,
the conference room must be ventilated so that conference members not feel suffocated.
Video Conference System - Inter Continental London Park Lane hotel providing video
conferencing system for their customers in conference room which help them easily connective
with their other employees and other staff members who are not able to become a part of that
conference.
Quality Audio Equipment- Inter Continental London Park Lane hotel giving good
quality audio equipment to their customers in conference so that audio effect make clear to all
the conference members and every member can easily understand the other members voice.
These additional service provided by the Inter Continental London Park Lane hotel so that
hotel hotel understand the client requirement easily and all the clients and conference members
satisfy with the arrangements and additional services of the hotel and they also give hotel
recommendations to other clients so that Inter Continental London Park Lane hotel goodwill
and market value will increase (Nelson and et. al., 2017).
TASK 3
P5 Explore the different
management roles within the
event industry, with
reference to current job
opportunities in the sector
Event sector demand is on the top in this current time. Every company and department
hiring event management company to organize their events and parties. In present scenario event

sector competition is evolving day by day. Event sector provide lots of job opportunities and
giving employment to each and every individual who is interested in that field. In this report
there are various management roles of event industry which are mentioned below-
Relationship Developer - In Event Industry, maintain relationship with other clients and
customers is necessary. Inter Continental London Park Lane hotel appointed a event
relationship developer so that hotel can easily connected with their clients and other audience.
The relationship developer responsible for the communication with other vendors and clients and
third party members to sponsor and organize events in hotel.
Event Planner – Event planner is important for the event management industry. The role
of event planner in hotel Inter Continental London Park Lane doing planing for initial level and
organize and maintain all the activities of the events. This role is also responsible to share ideas
and thoughts about events and also consider clients preferences (Staniškienė and Stankevičiūtė
2018).
Event Organizer- Event organizer is involved in planning and organizing work
activities. This is one of the valuable key role of the event management. Inter Continental
London Park Lane hotel assign organizing work to a manager and that organizing manager
prepare a team and coordinate with each and every employees of the team member to organize
event in a batter way as per the clients expectations.
Workforce Management – In this context, the main role of event manager to make sure
the involvement of each and every individual staff in arrangements of events. Manager proper
coordinate with staff members so that event organize in a effective way. Manager is paying
concern on that each and every employees doing their work properly. Inter Continental London
Park Lane hotel is more focusing on workforce because with the help of workforce efforts event
will make more successful.

P6 Review the management
skills and personal attributes
required to work within the
events industry and meet
stakeholder needs and
expectations.
Event management requires many management skills and personal qualities to meet the
stakeholder requirements and expectations. There are many requirements of event management
in the field of management and personal skills as discussed below-
Management Skills Working Flexibility- In event industry, flexibility in working is required. Events are
organizing in different locations and its important for the employees to comfortable in
flexible working. Inter Continental London Park Lane hotel demanding flexibility in
their employees so that they can work in every situation so that hotel can get the high and
maximum satisfaction of clients. Keen observation – This managerial role is highly important for the event management
industry. With the help of this particular role employees can observe and understand the
point of view of their customers and provide good facilities. Inter Continental London
Park Lane hotel more focusing on that employees and managers those are good in
observation and easily identify what clients and customers really want (Suarta and et.al.,
2017).
 Team management skills – it is most required and demanding key management role
which event management industry looking for. Inter Continental London Park Lane hotel
assign those manager who have a power of team spirit and well aware of how to do work
in teams collectively.
Personal Attributes
 Interpersonal Ability Skills – This a most required personal role. In event management
industry every employees need to have interpersonal skills. Inter Continental London

Park Lane hotel employees have proper interpersonal qualities and skills so that
employees easily engaged with other employees and understand and listen clients so that
it make easily for clients to communicate and discuss all requirements.
 Creativity - Inter Continental London Park Lane hotel manager and employees are
very creative and all employees provide help in better design and arrangements of all the
conferences, events and parties.
 Innovation – It is very essential personal attributes of the manager. Inter
Continental London Park Lane hotel employees and manager need to be very innovative
so that they can give their contribution in new ideas and plan. Innovative employees is
playing a prominent role for the welfare of the hotel (Webb and Chaffer, 2016).
TASK 4
P7 Specify and explain the
appropriate measures
required to provide a secure
and safe event venue, a safe
environment for guests and
safe environment for events
staff, providing specific
example
In event safety and security develop the plan to guide the operations in event. Event plan
is firstly establish plan procedure for manager, in plan decides the venue or staff. The planner
properly coordinate with public safety partners. The event venue should be measured with regard
to the expected joiners. The event venue is depending on the crowd or event type. After deciding
the event venue then the position of venue is inform to visitors in advance. The planner mange or
develop the appropriate facilities of safety and security for the visitors in event. There is various
safety or security measures. In this the fire safety, sanitation facilities, firefighting equipments,
clean up and waste disposal etc. at the event venue the risk of fire is high. Fire safety is important
for a event safety or security. The fire safety is plays a important role in supporting to public
safety in events. There is also avail the emergency or health services for visitors. The security

plans or safety plans integrated with event plan. In the event the planner makes a emergency
team for manage the emergency situation or condition like illness or injury. At the event venue
there is present the first aiders or other first aid services like ambulance, doctor for primary help.
The safety and security team members are aware for all accidents, incidents. At present time a
proper arrangement of sanitation. Due to the covid19 the sanitation facilities is must be there for
sanitise the things or hands of visitors to reduce the possibility of causing covid19 one to other.
In event mask is a mandatory thing. The planner arrange the proper lighting at event place. And
maintain the distance between tents or stalls. For making easy to control the event divide the
event place into sections with proper safety and security facilities. At the campsite maintain the
cleanliness or waste management. The waste rubbish is a main object for set fires.
At event venue control the crowd. There the crowd management is identify as the
communication with positive outcome to get a crowd act as desired. The event manager manages
the crowd and understand situation. And properly communicate with the crowd.
CONCLUSION
In the above mentioned report there is discuss about different categories or dimensions of
events, features and current trends, layout of conference or event room, roles, and guidelines of
events, requirements to provide a secure and safe event venue , environment for guests and event
staff. This report is done in the relation of inter continent London park lane. It is a five star hotel.
There is the various type of events like private, corporate, ngo's. In this report cover the
guidelines or managing the staff in event. In this explain about requirements of event venue,
reviewing the management skills and personal attributes that requires in event industry. There is
six dimensions of event like anticipation, atmosphere, activity, arrival, appetite, amenities.

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