Managing Conference and Events

This document provides an in-depth analysis of managing conferences and events. It covers different categories and dimensions of events, layout design for conference rooms, and services related to conference environments. The document also discusses current trends influencing the event sector and how events are adopting to stay innovative. It is a valuable resource for event planners and managers.

Managing Conference and
Events

Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Examine of different categories and dimension of events................................................3
P2. Events categories and features & current trends influencing this sector..........................5
TASK 2............................................................................................................................................6
P3 Layout design for set up of conference room....................................................................6
P4 Services related with conference environment..................................................................6
TASK 3............................................................................................................................................7
P5 Management roles in an event industry and its reference with current job opportunities 7
P6 Review of Management skills and personal attributes that are required to work in events
industry...................................................................................................................................8
TASK 4..........................................................................................................................................10
P7 Methods to measure safe and secure venue for staff and guest......................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................13

INTRODUCTION
The term event management can refer to the execution of project management with sole
motive of creating as well as developing diverse set of events such as sport event, trade show,
wedding, parties, meetings and many more. This procedure can also said to implement a
systematic chian of process, planning, managing and monitoring organisational work in an
effective manner. This results event planner is able to generate and manage all work as per
desirable outcomes. NH hotel group is undertaken as a subject for this report which is an
international global chain of hotels which headquarter is situated Madrid. Moreover, the report
highlights on different categories and dimension of events, feature and current trends that
influence event sector will also include in this report that take place at global level specifically in
UK premises. An event layout, for correctly set of conference and event rooms and different
management roles to meet with client requirement are also focused in the upcoming report.
TASK 1
P1 Examine of different categories and dimension of events
The term event mainly refers to the accumulation of different individuals and groups to
accomplish organisational goal for a particular purpose. Like, reunion, sponsorship,
entertainment and so on (Tripathi, Pabbisetty and Roychoudhuri, 2017). For conducting events in
the future with in an effective manner, management must evaluate and analyse various
dimension and categories for a particular event. It helps the respective organisation to keep its
customers more satisfied and also to influence as well as attract more potential clients in the
future. There are mainly three types of events which are mention as below:
Private events- In a private event the number of individuals gathering is limited such as
decided number of members, guest or individuals. Most of the persons who attend a private
event recognise each other and belongs to a similar family, organisation or club. Birthday,
wedding, formal meeting and many more are some example of private events.
Corporate events- A corporate event is an effective form of event, social activity that is
organised for a business entity. Moreover, corporate events are also funded by an business
organisation and the target audience of an event is stakeholders specifically employees and broad
members. Development of positive relationship among all professional individual is the main
motive of a corporate event. Employees and manager are most invited individuals in a corporate

event with a purpose of discussing about organisational strategy for promoting and controlling
the business its products and services.
Charity event- This events are also known as fundraising event. The primary purpose of
charity event is to gather or raise money for a particular purpose that is used for charity or any
non-other profit organisation. Further, the methods used to manage and control charity event is
raffle and charity auction and all collected amount is used for protection as well as welfare of
society. The main event included through charitable and fundraising events leads to gain or
collect more amount of money.
Beside all numerous categories of events, this is also important for management to consider
different dimension of event industry in order to formulate effective planning. This is used by
management for increasing strength and building better relationship with customers or clients.
Some dimensions of events are mention as below:
 Anticipation- According to this dimension the management of NH hotel group must
announce and organise an event in an effective manner that generates higher level of
excitement among individuals for increasing willingness of person to join a particular
event.
 Arrival- According to event manager and team of NH hotel group management must
provide a safe as well as sound arrival place that facilitates better experience and provide
satisfaction to overall audience who arrive to attend the particular event.
 Atmosphere- The event organiser team and management select a venue site that match
with comfort level as well as requirement of targeted audience (Thakkar and et. al.,
2019). So more number of individuals or audience are able to access location.
 Appetite- To fulfil this dimension the management of respective organisation must
provide good and healthy food according to decided budget.
 Activity- With understand of this dimension, selection and choice an organisation regards
recreational options, entertainment related activities as well as other interesting action
which also involve participation of audience.
 Amenities- In the end of an event, organisation is focused towards development of
tangible events that provides various benefits to clients. These ease and develop comfort
zone that support an event entity to generate maximum satisfaction from ongoing
activities.

With the discuss of all above dimension that are helpful for effective planning and ensuring
that guest or client develop positive experience perception from event action to build strong
base of satisfied clients.
P2. Events categories and features & current trends influencing this sector
Event sector is enhancing their business size by adopting different changes that take place
within the organisation and it also confined that management must complete its work according
to need and wants of consumers (Schwebel, 2017). Along with this there are various aspects are
implemented by management to makes a better view for enhancing areas that prefer needs of
customers properly to match with needs of individuals in proper manner. In context of this, some
trend that influence on event sector are mention as follow:
Safety and security issue- One of the most important feature and also trend in the
hospitality industry is related with safety needs of visitor or tourist. This trend is accomplished
by management through completing all work with implement of safety feature. It is also regarded
that organisation is facing challenge to adopt feature that ensure security of individuals and there
commodities in internal premises of hotel. Moreover, it also influence event sector as
organisation must adopt safety aspects to generate long term plans for obtain top position in
hospitality industry.
High turnover of employees- Most of the individual face challenge to manage and
perform their role in hospitality organisation because it requires more time for completion of
organisational work as per time period of workforce (Richardson, 2016). This also leads to
manage and complete work with right techniques as employees face challenge to work in proper
manner. It also refers that the trend of changing employees creates complexity such as raise in
training cost of workforce. Moreover, formal meeting such as business meeting, international
trade show are existing trend related with global level but it is complex to control and manage
them due to low workforce.
Advancing event profession- The trend of improving performance of event also
generate challenge for organisation because now clients are now expecting better and effective
services for satisfying needs and wants of employees properly. It also refers that one of the
emerging trend in event industry relates with completion of organisation work by developing
better client base that satisfies needs and wants in an organised manner (Reason and Hobbs,

2017). Theme design such as blue and white etc. is understand according to advancement of
event profession.
Figure 1 Source(https://eventindustrynews.org/2014/01/22/event-industry-news/)
Analysis of current event trends and explain how event are adopting to stay innovative
With the above analysis it is identified that there are various operations performed by
management that match with current trends of organisation. Example- Private events are
managed with following the trend of safety issue it refers NH hotel group manage activities with
confidential of information that work as positive term to manage event successfully. Moreover,
in each category whether private, corporate or charity event NH event team implement
innovative feature to gain right results. Along with this to manage workforce regular meetings
are conducted which helps to perform work in an innovative through retaining skilled employees.
Last example, relates with conducting training program for workforce through online software
which helps to enhance employee skill with current trend manner for accomplishing better
results in a competitive market.

TASK 2
P3 Layout design for set up of conference room
Layout selection of room generates a major impact on the overall experience of employees
and the client customer experience. This is also related with event management and department
of respective hotel is focused to generate creative and effective layout that approach large
number of customer and manage the requirement for individuals according to demand of client.
Along with this the event layout design also set and develops an effective conference room that
is understand by example. The main role for an accurate layout design relates with obtaining
better position in market through add more services in company functions and operations. NH
Hotel group provide better position by managing all types of layout in organisation. For
satisfying clients needs and wants NH hotel group design layout according to clients
requirements. In context of event layout is holding a formal meeting in which more than 30
individual participate.
Layout design for an event
In the present scenario, there are various operations and functions is performed by
management of NH hotel group and this is used to manage and complete event in an organised
manner. Some aspects for event layout design is mention as follow:
 Sightlines of event- Guest speaker and entertainment perspective is visible by all
individuals so table configuration layout ensure that all participants easily sight view
from different perspective.
 Food and beverage style- This is important to understand and analyse the food is served
to individuals in an appropriate manner. Buffet system is implemented by NH hotel group
for offering food to guest because it is complex to deliver food on table in minimum time
because different participants are involved in event. Planning of headcount- Cost to manage and complete an event is high so NH Hotel
group identify and count the number of individuals who participate in event. This results
management reduce the number of waste by arranging resources as per number of
individuals. Further, it also helps to arrange right number of tables for proper sitting
arrangement.
Table configuration- With the requirement of sitting requirements there are various style
used by management but for the conference of . Event planner is focused to develop a C type

table arrangement. Under this participants are offered space to sit in right manner that also make
better outcomes. Table configuration manage and make emphasis that provides availability of
resources which makes better improvement in company goals by offering good quality services.
Room selection- Under this conference meeting, the room of hotel is focused for selection of
organisation that is capable to make sitting arrangement of around 30 individuals (Posenato,
Zerbato and Combi, 2018). Moreover, to provide additional value management focus that room
must be sound proof and painted with sound colours so presentation also seen in right manner.
Moreover, management also focuses that the quality of picture and sound must be clear and
transparent for transferring all informational in an effective manner. The main role of room
selection is to satisfy customer needs through providing wide service space so it is easy to deliver
better services. In last, with benchmark techniques this is easy to address specific role to each
workforce for completing work in an organised manner.
P4 Services related with conference environment
This is important for each event planner to make better results that provides better additional
services to all of its clients to gain high contentment from clients perspective. In context of
addition services this are not included in the wish-list of customers but they are included by the
event manager for offering better and high quality services to all of its clients. Some additional
services which enhance the event management for Hotel are mention as below:
 Presentations- For ensuring better engagement of individuals and members that are
engaged in meetings must include use of presentation in order to make to meeting
interesting (O'sullivan and et. al., 2016). Moreover, sometimes videos and images are
also included in the meeting to provide right and accurate information. Some of the
additional services which must be considered by event management for enhancing
customer satisfaction level event use project presentation.
 Internet- One of the most important aspect for organisation relates with offering of
better individuals that make improvement relates with Internet and technology. In
making response of Hotel management ensure that effective Wi-Fi services in making
better entity that ensure ease of organisation as per participants to meet with
conference.
 Air-conditioning- To ensure the ease and comfort for individuals that make essential
in making right event management to work with conference environment. In the regard

of this organisational environment is also used in making better participation that
implement a longer period for time. Moreover, the rooms must be ventilated to make
positive atmosphere in meeting room.
Additional services offered by NH Hotel
 Catering services- In the context of NH Hotel group, management is focused to organise
a large event in which large number of customer's, professional and other stakeholder
perform their business. So as per time requirement management arrange a buffet system
in which guest are allowed to enjoy food with a minimum amount.
 Car rental service- From the analysis of event persons like, individual focus on
managing the transport facility for the number of VIP guest and company authorities.
This results it is easy for event planner to remove the problem of parking facility for large
number of guest.
Design quality and layout to meet with client expectations
In the last, with the above scenario it is identified that right table configuration leads
management to gain better results that helps to work in proper manner. This refers according to
choice of individuals C-type configuration is best as it leads employees to work in an effective
manner. With this event manager, individuals and speaker all are easily interact. Example- in C
type it is easy to interact with each other in proper manner for discussing about useful
information. In the last, it is used in making better results which help to match result with client
expectations. Along with the choice for all individuals relates with layout as per customer needs
that support NH hotel group to conduct meeting properly.
TASK 3
P5 Management roles in an event industry and its reference with current job opportunities
Event industry is one of the most evolving and competitive industries that is working at
global level. Almost all industries are performing its work beyond local areas it is also providing
better opportunities that makes enrich in personality to complete task with required skills,
competences and knowledge (Lucey and et. al., 2016). Event planer are the individuals who
arrange and aids an event more specific by managing all activities with a great event team. NH
Hotel group management analysis different roles of event management including director, VP
and head of event as they demonstrate the picture, vision and mission of individuals. Coordinator

is another role and this is used to oversee entire event process. It helps in performing
organisational task according to current job role as it helps to accomplish opportunities in
minimum time period. It also enable professional for gaining better career option. Some roles of
event management are mention as below:
To develop positive relations with stakeholders- The event manager is one of the most
evolving as well as competitive industries that is performing the work at global level. There are
various task are completed by event management team of with engaging right individuals for
completion of organisational work with more competency that enrich personality according to
required skills, competencies and knowledge. Some roles that are related with event planning of
and its stakeholders are third party contractor, promotion team and sponsor. Here, the role of
manager of is to make communicate with each aspect which develops healthy relations for
reducing conflicts in internal organisation premises.
Organising and planning of event activities- One of the major roles that is performed by
event manager is to manage all activities that are related with a specific event. In context of this,
the manager of Hotel is to carry out each activity in a systematic manner (Leinemann and
Baikaltseva, 2017). The main motive to perform each action and activity with a right plan is to
accomplish desired goals and objectives in minimum time period. Moreover, manager of
organisation also focused to complete project by using limited and essential resources that
consists to obtain better position in market.
Management of employees- Human resource or workforce are the most important asset for
organisation that ensure individuals are able to perform company activities by engaging skilled
and capable employees that leads for accomplishing better and effective results. This also leads
organisation to complete each activity with right plans. Moreover, management of also managed
all employees to solve issue that makes better results through generating effective team and
groups. It is also used by management to carry right and effective results by associating each
activity through dividing right role and responsibility for completion of event in proper manner.
Event planner- From the NH hotel group it is identified by management that leads to
manage high-end galas and it is related with event planners. With the big day planners it is used
in making perspective that leads organisation towards making multi-task events. With the role of
event planner NH hotel group attract tourist and organisation. It also relates with current industry
because event planner make better results by exposure of event and venue. The current job which

is achieved by individual is to become a tech expert which is performing work to visit site and to
complete work with management idea.
Event social media coordinator- Social media influence each industry, it also define
that event which are demonstrate on social sites attracts more number of individuals. NH Hotel
group Coordinators perform the role of promoting events with unique hash-tags to design
campaign of events at social media. In current scenario, social media provide chances to gain
opportunity in event and digital strategy both. The job scope for event sector is wide as social
media is a critical part of business which expand business on constant manner as attendees
engaged and informed stakeholders about the actions and activities of event.
P6 Review of Management skills and personal attributes that are required to work in events
industry
In the present scenario, the market conditions of organisation are too dynamic due to which
market trends and customer’s needs are changing with rapid speed. In simple terms it refer the
requirements of capital is changing with rapid speed that confines of each activity as event sector
(Jepson and Clarke, 2016). Stakeholders are one of the most important aspects which are leading
an organisation to complete all work and operations in an appropriate manner. There are various
tends relates as per scope of making substitution according to concerned industry. In order to
deal with this, it is also required by event manager for making specific skills as per personal
attribute that makes in making combatting according to right challenge that associate all needs
and demand of customers properly. Attributes and skills which are important for organisation
are mention as below:
Management skill
Flexibility- There are various events managed by organisation that is leading employees
to make constant growth according to evolve of opportunities and threats. There are various task
performed by individuals which demonstrate important factors for in order to exercise better
flexibility that provides better view to organisation in order to make changes that take place for
completion of work with implement of right activity for each event. Along with this it also helps
organisation to make effective policy as well as plans that formulates longer results for
management through providing high quality services that satisfies needs and wants of customers
in an accurate manner (Harmeling and Palmatier, 2016). With this industry analysis it is easy for
management to gain better results that makes completion of work as per stakeholder results.

Sharp perception- It is exceptionally critical for occasion the executives to keep an eye
over the exercises that are led by the staff individuals so as to oblige the necessities and
prerequisites of customer. This gives help to the administration of Crown plaza in ensuring that
every business practice and movement is planned for satisfying the inclinations of customers and
not leaving an imprint for analysis. By acutely watching the exactness all things considered and
highlights of specific occasion, the occasion the board guarantees the execution of work in a
precise way.
The executives of group- It is critical for occasion the board to direct and control the
way where the occasion group completes its tasks at commercial center. Therefore, the principle
point of InnCrown plaza is to guarantee that the group has appropriate information on the
necessities and prerequisites of customer regarding the occasion, with the goal that they can act
in a community way for satisfying them. Through the organized endeavors of group, the
individual firm can get high fulfillment from customer.
Personal attribute
Relational capacities: It is required by the occasion the executives to work in coordination
and collaboration with the representatives so as to guarantee the fruitful usage of an occasion.
This suggests it is required by the administration of Crown plaza to tune in to the representatives
and give them compelling direction about the way in which they have to work for the satisfaction
of necessities and prerequisites of customer (Emery and et. al., 2016). Correspondence expertise
is viewed as the way to encourage the rational capacity for organisation that leads management
to gain long term results.
Inventiveness and development: This is one more basic individual characteristic that must
be available inside occasion the board in order to achieve high happiness from customers.
Development and inventiveness encourages the administration of Inn Crown Court to think of
special and innovative thoughts for adequately executing an occasion inside the hierarchical
premises. Moreover, incentive and development perform all task and operations in right manner
that leads organisation for achieving longer results in order to make right requirements and
execution of work properly.

TASK 4
P7 Methods to measure safe and secure venue for staff and guest
In order to make an event more successful it is mandatory for event management team to
satisfy needs and wants of employees in proper manner. One of the best methods to enhance
better customer satisfaction level is to ensure safety premises among all aspects. This results all
task and operations are executed by giving priority to safety aspects in an organisation. From the
perspective of Crown plaza, some of the basic measures that are adopted by management are
mention as below:
 To match id with registration data- For ensuing security as well as safety of an event,
this is essential for organisation to ensure that workforce must complete its work in
proper manner. So all individuals who are able to perform organisation must complete
work by registering all persons identification. This also leads to complete all task and
operations in proper manner that refers to make proper guest list. It is also used in making
an event successful by getting entry in an event hall so only better individuals are
engaged in organisation.
 Creation of constant check points- The another way that ensure high level of security
refers to completion of work according to developing an event that makes better results as
per right check points (Brown and et. al., 2019). With the analysis of all visitor aspects it
also makes longer results for checking and ensuring that each activity is safe for all
persons. In this management also ensure with right aspects through which task and
operations are released with right aspects. So by constant check point analyse it is easy
for management to check no weapons or any other harmful weapons are bring by visitors
to destroy the events.
 Maintaining privacy of events- In the present scenario, most of the organisation that are
not included in event industry. This is used by management for completion of each
activity by making regular confidentiality of all individuals. Along with this most of the
organisation are completing their work through obtaining better results and in this
management consider that privacy of events also makes interest of individuals to watch
event at the time of productions. Moreover, Hotel Crown Plaza management also ensure
that privacy of events is maintained to manage all work with right time. This results

organisation also offers to work properly that it not generate harm to lives and property of
individuals.
With the mention of all factors it is also analysed by management for making better enterprise to
make base for longer results (Bokelberg and et. al., 2019). This makes customers areas to
generate and drive work which is leading business to generate each activity in a planned manner.
Moreover, it is also required by management to make effective accounts that satisfy need and
wants of individuals in order to make better accounts that complete work with safety as well as
security measure.
CONCLUSION
On the basis of all above information it is concluded that event organisation and industry
is growing with rapid speed so it work as one of fastest growing sector among all over the world.
Within the context of event industry it is also considered by management that events are
performed into two different methods which are formal and informal. This also consider
management is accomplishing longer results by completion of each task that makes better and
effective dimensions in organisation that undertakes arrival, activity, appetite and atmosphere for
making an event more successful. Moreover, there are various trends exists in event industry that
are followed by event organisation for completion of each task according to trend. Use of
technology is one of the well-known trend that is followed by organisation for completion of task
in an appropriate manner by implementing technology aspect. In the last, Wi-Fi, air-conditioning
and other factors are used for offering additional services to clients to retain them for longer
period.

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