Managing Conference and Events

This document provides an in-depth study on managing conferences and events. It examines different categories and dimensions of events, discusses current trends in the industry, designs event layouts, explores management roles, and emphasizes the importance of providing additional services to meet client requirements. The document also highlights the skills and personal attributes required to work in the events industry.

Managing Conference
and Events

Table of Contents
INTRODUCTION......................................................................................................................3
MAIN BODY.............................................................................................................................3
LO 1...........................................................................................................................................3
P1 Examine the different categories and dimensions of the events with the 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...........................................................................4
LO 2...........................................................................................................................................4
P3 Design an event which layout to correctly set up a conference or event room to meet
specific client brief requirement.............................................................................................4
P4 Examine the additional services available within a conference or event environment and
the importance to provide them to meet specific client requirements for added value..........6
LO 3...........................................................................................................................................6
P5 Explore the different management roles within the event industry, with reference to
current job opportunities in the sector....................................................................................6
P6 Review the management skills and personal attributes required to work within the
events industry and meet stakeholder needs and expectations...............................................7
LO4............................................................................................................................................8
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 examples...................................................................................................................8
CONCLUSION..........................................................................................................................8
REFERENCES...........................................................................................................................9

INTRODUCTION
The term event management explain the details of a management team’s activities
related to the organising festivals, conventions and meetings. In the field of tourism and
hospitality management, it is a set of activities related to the travelling, food, exploring new
places and meeting new people.by adding more destination are the just beginning to release
the potential benefits of the events as a strategic management tool (Berman, Evans and
Chatterjee, 2018). Tourism and event management are two different aspects but in recent
time, these two industry are growing just to serve more efficient infrastructure and tourism
capacity of the destination to give a positive destination image in the market. In this
assignment a detailed study is completed on the Hotel Hilton. This assignment includes
different category and dimensions of events include the event sectors, a detailed examination
of conferences and room set-up defining the professional standards. Furthermore it includes
the skills which are required for event environment. And in last the suggestions are provided
for secure and safe environment for the staff and guest of the hotels.
MAIN BODY
LO 1
P1 Examine the different categories and dimensions of the events with the using specific
examples to illustrate the differences
There are mainly three types of event which are categories by the different sectors of
event which are explained further:
Private Events: Private events are those event which are book by an individual
person for their own purpose in any hotel. Private events are more recreational events but it
not diversify the events which have main aim are wedding event as the individual person
wants some privacy in their event so they book their events mainly in the hotel or any
marriage garden which gives them privacy. As the people who are booking that special venue
for special purpose so they make a list of their guest and ensure that no outsiders will come at
their place. They ensure the company that that particular venue is not open for general public,
there are only certain people who can come.
In hotel Hilton there are lots of private events are organised according to the need of
client. Different client have different needs. Specified example of private events are:
Wedding, Wedding reception, Birthdays parties, Festival gathering and small get together etc.
Corporate Events: These type of events are for used for the business industry to
promote their company as well as their products. The audience are actually depend on the
main theme and motive of the event (Campbell, Jardine and McGlynn, 2016). There
corporate events mainly organised within the particular time period. The corporate events
includes: Seminar, Conferences, Trade shows, Workshops, networking events and new
product launching event etc.
These events are actually based on the business objective like corporate function,
improve the company’s morale, and many other business procedures, to expand their business
and also to communicate more with the employees and customers of the business.

Charity Events: These types of events are organised by again individual of the
charity business to raise the funds of their business through charity amount. Some events are
ask for the sponsors for an individual’s events for raising the funds amount. These types of
charity events are diversified in the nature and open for the public to come and charity the
amount whichever they like. It will increase the goodwill of the company and they mainly
support to the schools, business and manufactures.
The main examples of charity events are: Society balls, Social events, reunion,
parties, charitable events and galas etc.
P2 Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector
There are lots of changes occur in event industry which are mainly based on tourism
and hospitality management (Casas‐Cortes, Cobarrubias and Pickles, 2015). As this 2020 is
not good for any industry and it hurt mostly on the tourism industry. So in tourism industry it
is very important for accepting the recent trends running for the event sectors:
Multifunction versatility: Every aspect of the events they are providing the
additional benefit to the business of the company. It is not only trendy but cost- conscious,
eco- conscious and for their customers it is helpful in many ways. Before taking every step it
is very important for the business to make sure that they are providing takeaways that every
client will appreciate the company’s effort and them leaving a long lasting impact on personal
learning, growth and inspiration.
Diversifying opinions: Think outside the box, is the new trend in the event
companies. But always thinking out of the box is not a good idea for the businesses of events.
What they have to do is present the ideas which are feasibly applicable for the companies.
Clients are more interested in listening new ideas which are not used by anyone. So every
employee in the tourism and hospitality industry are important and always be welcomed to
give the new and innovative idea to the company.
From event planner to event strategists: Here the human touch is again important
as tourism and hospitality industry are not that industry which are based on the technology up
gradation they are to human centric so that new and innovative ideas are used. Always
applying design thinking mind set and customers oriented are used by the employees are
shown progression, change and make a client more interactive with the business.
These current trends are adopting by the new business environment with innovative nature as
they want to go with the trends which are running in the environment and accepting by the
clients. The new business of event management and hospitality industry are getting more and
more innovative to fulfil the desired need of the customers and increase the numbers of event
which are innovative and trendy also (Fiori, Bollmann and Rossier, 2015). Also they are now
competing with the live events experience for making more and more memories for the client
by doing creative and personalised impact on the events.

LO 2
P3 Design an event which layout to correctly set up a conference or event room to meet
specific client brief requirement
In the hotel Hilton, a client wants to arrange a corporate event for the specific
announcement related to some business general guidelines. For these they want to arrange a
conference meeting for the people of 50. All are office employees and also they want lunch
facility after the meeting. For this the event management team organised a layout for the
conference.
For this conference meeting the hotel team is choosing the Horseshoe meeting style.it is
mostly related to the broad room meetings and its style is mostly relatable to the debate and
discussion style. As this style is best of the large number of people as the client needed
(Kaseva, Himanen and Kahiluoto, 2019. When it comes to discussion within the employees,
this style is far better than the board room style. As they performed in the middle of the shoe,
so that the participants view can’t be impaired.
Here the employees and the manager can directly make a connection with each of
them and it improve the communication style between them. The below design is the virtual
image of the conference room meeting, for the clients. Here all the employees can seat
properly and implement their plan according to their planning. All the lighting, sound and
environment is checked by the hotel’s event team, so that client can’t face the issues during
the conference meeting.

There are more designs that the company can use for the conference meeting but when it
comes to the particular client needs this is the best approach for the event and conference
meeting. As the clients need an open space, good and warming infrastructure (Kaufmann,
2016). So that employees feel motivated and stay enthusiastic in all over the meeting. The
special expectation from the client is the best and quite environment in the conference room.
And another need is full hygiene and bottle of sanitizers are available in the conference room.
Water bottle are given to the all individual employees in the respect of hygiene precautions
and all employees temperature are checked before entering in the conference room.
All these facilities and arrangement are done by the respected hotel in context of
fulfilment of the clients need and expectations.
P4 Examine the additional services available within a conference or event environment and
the importance to provide them to meet specific client requirements for added value
The company is providing the additional benefit to the client which is beneficial for
the client also. These includes; pre-planned structure, the hotel is provides a planned report of
the conference event to the client before the execution of the plan (Keet, Heavin and
Sparrow, 2017). So that if there are any need of changes it will implement before time and
save the extra expense of the hotel. Another services which are offered to the client is extra
discount by completing some terms and condition. This discount help the hotel to make a
difference form other competitors and also it influence the client to arrange more and more
meetings in their hotel.
All the arrangements are completing under the budget of the client so that they have
no issues in paying the amount of the corporate event. Extra services that are provided to
them like so ambiance song facility, good speaker quality so that the voice of the managers
are reach to the every employee in the conference room and in the middle of meeting all
types of needed equipment are provided which make the smooth meeting and make the client
happy.
To make a client happy and satisfies is very important as a happy client will always
helpful for the growth of the company. If the client is stratified with the hotel services and
their employees than they arrange the more meeting with them and not only corporate but
personal events are also organised by them in the respected hotel and this will improve the
goodwill of the company and make the brand image in the market. The happy client can
make suggest more clients to the hotel for more events organisation and this will make the
more loyal customers of the hotels. After doing all these efforts to make a client happy it is
important to the hotel take a feedback analysis from the client for the future prospects. As
sometimes it happened that client is happy with the services but one or two things are
somehow left which are not satisfied the customers need so knowing that mistakes a feedback
is important for the company.
LO 3
P5 Explore the different management roles within the event industry, with reference to
current job opportunities in the sector
As the technologies changes the role of event management companies is changed
throughout the year. The event and hospitality industry comes up with the new and emerging

job opportunities in the market for the different roles of management. They are explained
below:
Event tech expert: The person who are responsible for the each and every
technology related surrounding in the event. This can be from the little management of audio
to the special personalised effects in the event (Lamb and Ogle, 2016). There works are
mostly on the field where the event is going to be happened. They play a critical role in the
company as they have the ability to solve the issues occurring in the event.
Social media coordinators: Social media play a critical role for the event industry to
become more developed and evolve each year. Social media coordinators are becoming the
essential part of the company either small event based company or a big companies like hotel
Hilton. As this part help the company to make future growth in the industry. They must have
the experience of the depth of the coordination by doing on social media (Langenwalter,
2020). It is the sector in event industry which are growing apart as the customers or clients
are now shifting to the more social media content as because it is less time consuming and
cheap as well as.
Hospitality manager: The person who are playing this role is must have the excellent
guest experience and must be so polite while doing the communication with the clients during
the whole meetings. Every visitors must be experience good and polite so that they wants to
come again and again. The person who are handling the lodging and guest requirement and
also make sure about the quires and complaints of the clients are known as the hospitality
manager. They have the good communication skills, resource full and must have the ability to
work in any circumstances.
Public relation officer: Also known as PRO a person who is responsible for all the
public relation activities in the company. They must ensure the good communication with the
guest, stakeholders and media to make the event in the good light ambience. A person who is
taking the responsibilities of a PRO, must be cool temperament, excellent skills, confident
and creative mind and valuable media connections.
P6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations
To become the successful event manager there are lots of skills and personal attributes
to work with full of efficiency in the event company and fulfil all the stakeholders and clients
need and expectation. The skills are explained below:
Passion for Planning: It is the most appropriate skills and attribute for the successful
event manager. The best event is full with professional’s skills and motivation to do that work
properly. If a person is not feeling pride on what he/she is doing than the job is not for them.
Make attentive nature: For running all the functions smoothly requires a keen
attention on the small to small details of the clients need and expectation. So if you have the
attentive nature than the only you can manage with this type of work.
Interpersonal details: This skill is helpful in growing their own skills means
increasing your skills by your own self. Either you are working with the clients or with the
team members. Even if you an introvert person but still, you have to communicate with the

peers and colleague and must have the ability to share the ideas with them and convince the
client to listen the idea.
Networking with the abilities: Working in the event industry you have the ability to
make more and more networking with the more social networking and increase your personal
ability (Obaidullah, 2018). This is not about the friends and relatives to get the foot in the
door, but it’s all about the ability to get the understanding the importance of valuable network
of event industry for growing the profit of the company.
Organisation and time management: A person must have the ability to work with
the team and according the perfect time management as the time and organisation is
important in the event management industry (Setton and Dawrant, 2016). At least, keeping your
colleague informed about the event, deadlines for any project and all the appointments are
informed with all the important members of the company.
LO4
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
examples
For an event and hospitality industry, a safe and secure environment for the venue,
guests and also the staff of the company. In the hotel Hilton, all the safety measures are the
first priority to the company and they make sure about the happy and healthy environment of
the company’s client and employees as well.
Safe environment for the venue: To provide a safe and secure event venues the
companies have to, site a proper design for the venue regarding every small things like
audience size, type of visitors, activities etc. also they have to ensure about the crowd and
transport management. And also provides basic facilities like toilets, catering and ease of
people with disabilities.
Safe environment for the guest and staff of the company: after providing a safe
and secure event to the client the company must have the safe environment for the clients and
staff of the company. For example: visible security devices, so that they can prevent the
threat to the company. Another safety step can be used is register all the client with the proper
ID’s, so that it will help the company to use the details for future use. And they can also
consider the Cyber threats as well to safeguard the information and personal data of the
client, guest and employees of the company (Paroda, 2016). For the safety of the staff the
company must provide the proper training to them so that in the event venue no one in the
employees get hurt also a proper training for the client handling situation and also they have
the emergency plan for example safety rooms, staff knowledge in the emergency time, how to
respond to the guest and best way to communicate with them.
All these safety measures help the company to safeguard the event so that any
misshaping is being prevented by them, for the clients and guest so that they got the full
satisfaction form the company’s service and they become the loyal customers of the
company. Also the proper training and staff’s health and safety measures chosen by the
company so that staff will give their best for the growth of the company.

CONCLUSION
From the above report it is concluded that for the any event and hospitality industry
proper planning is the most important factor. An event is completed with lots of planning and
with the proper mind-set to work according to the clients. There are various types of event
and conferences meeting which are demanded by the client according to their need and
preferences. Corporate, private and social event are majorly classified on the basis of the size
and nature of the events. And the conference meetings are classified on the siting
arrangement of the clients. A happy customer is very important for the any hotel in the
respect of event and hospitality sector.
REFERENCES
Books and Journals
Berman, B., Evans, J. R. and Chatterjee, P., 2018. Retail management: A strategic approach.
Pearson Education Limited.
Campbell, J. D., Jardine, A. K. and McGlynn, J. eds., 2016. Asset management excellence:
optimizing equipment life-cycle decisions. CRC Press.
Casas‐Cortes, M., Cobarrubias, S. and Pickles, J., 2015. Riding routes and itinerant borders:
Autonomy of migration and border externalization. Antipode. 47(4). pp.894-914.
Fiori, M., Bollmann, G. and Rossier, J., 2015. Exploring the path through which career
adaptability increases job satisfaction and lowers job stress: The role of
affect. Journal of Vocational Behavior. 91. pp.113-121.
Kaseva, J., Himanen, S. J. and Kahiluoto, H., 2019. Managing diversity for food system
resilience. In Advances in Food Security and Sustainability (Vol. 4, pp. 1-32).
Elsevier.
Kaufmann, J., 2016. Conference Diplomacy: an introductory analysis. Springer.
Keet, M., Heavin, H. and Sparrow, S., 2017. Anticipating and managing the psychological
cost of civil litigation. Windsor Yearbook of Access to Justice/Recueil annuel de
Windsor d'accès à la justice. 34(2). pp.73-98.
Lamb, D. and Ogle, A., 2016. The motivations of event volunteers at local community
events. In Managing and developing communities, festivals and events (pp. 50-68).
Palgrave Macmillan, London.
Langenwalter, G. A., 2020. Enterprise resources planning and beyond: integrating your
entire organization (Vol. 12). CRC Press.
Obaidullah, M., 2018. Managing climate change: the role of Islamic finance. IES journal
Article. 26(1).
Setton, R. and Dawrant, A., 2016. Conference Interpreting–A Complete Course (Vol. 120). John
Benjamins Publishing Company.
Paroda, R. S., 2016. Managing Agrobiodiversity through Use: Changing Paradigms. Indian Journal of
Plant Genetic Resources. 29(3). pp.225-229.
Online
The 10 Event Management Skills Event Managers Need. 2020. [Online]. Available through :<
https://www.eventbrite.co.uk/blog/qualities-successful-event-managers-ds00/>.