Managing Conference and Events

This document provides an overview of managing conferences and events, including the different dimensions and categories of events, features and current trends in the events sector, effective design for event layout, and additional services available in a conference and event environment. It also discusses the management skills and personal attributes required to work in the event industry and ensure stakeholder expectations are met.

Managing
Conference and
Events

Table of Contents
INTRODUCTION...............................................................................................................................3
MAIN BODY.......................................................................................................................................3
P1 The different dimensions and categories of events....................................................................3
P2 Features and current trends that influencing the events sector..................................................4
P3 Effective design for an event layout to correctly set up a conference or event room to meet
client requirement............................................................................................................................5
P4 The additional services available within a conference and event environment and their
importance for fulfilling client requirements for added value........................................................6
P5 Different management roles within the event industry and current job opportunities in the
event sector......................................................................................................................................7
P6 The management skills and personal attributes required to work within the event industry and
fulfil stakeholder expectations and needs........................................................................................7
P7 Explanation of the appropriate measures required to provide a secure and safe event venue, a
safe environment for guests and events staff...................................................................................8
CONCLUSION....................................................................................................................................9
REFERENCES..................................................................................................................................10

INTRODUCTION
Conference and events management is a great process of project management to
the development and creation of effective events such as conferences, weddings,
festivals, concerts, parties, conventions or ceremonies. It includes the identification of
brands, understanding its target audience, coordinating with the effective technologies and
fulfilling the event concept. The events and conference management also include the
event planning i.e. scheduling, coordinating, budgeting, site selection, arranging for
entertainers or speakers, event security, managing transportation and emergency plans,
arranging décor. The event execution and planning process differs according to different
or types of events. The Langham, London hotel is the best known and largest traditional
style hotel in London. This hotel was build in 1865 and designed by John Giles. This report
will include the different types and categories of events with specific examples and the
features and current trends that can influence the event sector. This report will also
highlight the particular design of an event layout for setting up a conference or event room
to meet client requirement and the additional services available in a event or conference
environment to fulfil clients requirements for added value. This report will also state about
the different management roles in the event industry and management skills or personal
attributes needs to work within event industry and meet stakeholder expectations and
needs. The report also highlight the appropriate measures needed to provide a safe or
secure event venue or environment for guests and event staffs.
MAIN BODY
P1 The different dimensions and categories of events
In The Langham, London hotel, a event manager can organize various types of
events including conferences, seminars, meetings, trade shows, team building events,
business dinners, press conferences, opening ceremonies, networking events, product
launching, shareholder meetings, trade fairs, award ceremonies, weddings, board
meetings, appreciation events, incentive and Retreats programs, workshops, conventions
etc. Exhibitions and conferences plays an integral part in the hospitality and tourism
industries (Bangor, Brandt and Reynolds., AT&T Intellectual Property I LP, 2016).
Conferences
A conference is a formal types of events and organizes on a annual basis. It gather
people with similar interests and arranged for academic, political or business purpose. It is
important and popular business event that can organized by event manager in The
Langham, London hotel.
Seminars
It is known as a educational events and organized by experts or specialist in the
company. A seminars usually organized for the training of employees or managers. In this
event, participants can discuss with other and ask questions on the subject matter.
Meetings or board meetings
Board meetings are especially organized for publicly listed companies. Meetings
will conducted by gathering members of company to review their business performances
and take necessary decisions for changes. Meetings provides the opportunities to make
effective business strategies and share updates regarding company's future goals,
performance or targets with members (Berners., 2018). For example, if a public limited
company approaches the Langham, London hotel for conducting their board meeting than

its a responsibility or duty of a event manager to fulfil client requirement in a very effective
manner.
Trade shows and Exhibitions
Trade shows and exhibitions are large scale events organized for establishing
brands, promoting products or services, promoting small and medium enterprises and
enhance the business relationships. Trade shows and exhibitions are involved workshops,
sessions and talks. For the effectiveness of the company, a professional presentation is
important.
Conventions
It is a large scale event organized for different purposes at different attractive
locations. This event is based on the profession, fandom or a industry (Chastelet, Visser
and Anslow., 2015).
Forum
Forum is also a big event where experts or participants debates on certain issues
or topics. The issues usually depends on important current news, academic, scientific
advancements, politics etc.
Workshops
This event is small type of event with a limited numbers of participants. Workshop
organized for improving techniques or skills. The Langham, London hotel can organize
workshop in their organisation by inviting expert.
Incentive and Retreats programs
The incentive and retreats programs are organize to discuss organisational
planning and business development.
Team building events
The team building events are organized to encourage team work and improve their
morale and spirit. The event offers an opportunity to employees or team members to
spend time together and discussing informal activities.
Personal events
This Type of events includes wedding events, birthday parties, anniversary party or
any other ceremonies. For example, a event manager of the Langham, London hotel
takes a order from particular family to organize special anniversary event with a specific
theme.
Dimension of event
On basis of theme
The events are based on themes such as Christmas, Halloween party, cooking
event, etc. the event planning and organising is done on theme basis. These types of
events are usually organize on specific occasion. So, in this overall design is based on
theme. The size of event is large.
On basis of audience
Here event is based on audience. It means event for VIP audience and normal
people or on number of attending audience. Basically, the event is based on some topic or
subject. It is can be promotion or for some charity purpose. The audience invited is
decided after event purpose.
On basis of budget-

There are some events that are organised on basis of budget. The budget can vary
from low to high. However, in small budget size of event is small and vice versa. Usually,
budget is allocated on theme and size of event.
P2 Features and current trends that influencing the events sector
There are various features and current trends that influencing the events sector
deeply. Now a days, people are very inspired towards the organizing great events so that,
the event industry experiencing a immense growth (Cooke, Stratton and Conroy., Twilio
Inc, 2016). Public sector spending huge money on the events. The competitions between
the events organisers are enhancing day by day. The attractiveness of the people towards
the events will influencing the event sectors.
Uses of alternative venue is enhancing – Now a days, organisation major focus on the
event venue to attract attendees. By this, organiser can develop more engaging
experiences of attendees. They wants to explore unique destinations and meeting venue.
The attractive and trending locations for events such as historic buildings, museums and
sports venues create events more interesting.
Technology expansion – In the event sectors, various types of technologies will be
adopted to fulfil the expectation of attendees. New technologies like augmented reality,
virtual reality, internet of things and artificial intelligence are creating a new level of
experience to the attendees of event. These technologies will assist the event organizer to
meet attendees requirements and enhancing more event experiences. For example, In the
trade show and exhibition various technologies are used such as projector or live
screening for promoting products or services.
Security and safety – Security and safety are the main concern for event organize
because events can be impacted by security and safety threats. Event planner take
necessary concern regarding the safety of attendees. Cyber security is a great concern
nowadays, for example- when attendee attain meetings by connecting with the unsecured
event Wi-Fi networks than cyber security threat may be generated (Endoh., Ricoh Co Ltd,
2018). Traffic accidents and travel disruptions can cause many threats for attendees.
Demand for good location – The attendees demand of good location for conducting
events, which will enhance the demand of hotels and their rates. So that, the event sector
have to face high rates of hotels.
Event industry and meeting expansion – The growth in the event industry and meeting
is increasing across the whole world. This can indirectly expected enhances in duration,
budget and size of meetings. Effective events and meetings are very important for
increasing a company brand and revenue. The expansion of digital communication with
the social media helps in face to face conversations, networking and meetings, which will
deeply influencing the event sector. For example, in the corporate meeting, the digital
communication facility used for the outsider shareholders or members.
P3 Effective design for an event layout to correctly set up a conference or event room to
meet client requirement
Floor plan of event
The floor plan is as follows :
Venue size – the venue will be the conference hall of hotel. It will be a square shape
design of venue.
Venue design- the hall will be decorated with curtain and flowers. It will reflect a peaceful

theme based. Also, different types of flowers will be used for decoration.
Stage- the stage will be in centre of hall and include a podium and presentation screen.
Table and chairs- they will be placed in circle area so that it allows everyone to get a 360
degree view of entire event.
Buffet counter- the counter of food will be in side corner of hall. Moreover, there will be a
small bar counter as well.
Event and conference room arrangement plays an important role to meet client or
attendees requirements. The room layout create a huge impact on the client engagement.
The event manager of the Langham, London hotel will use best seating layouts for various
conferences or events. When organizing an event or conference, it is a hardest decision to
provide a effective accommodation to the attendees in a very engaging way. Selecting the
accurate layout is crucial because it can enhance the guests experience of the whole
event. The right layout promote networking opportunities, encourage better learning, offer
a best performance experience, develop perfect interaction with each other and create
effective team building exercises (Getz and Page., 2016). The several factors should be
considered when deciding conference or event room layout-
Attendee numbers – In the selection of layout, attendee numbers create main impact.
The event manager should have to know the attendee numbers or expected registrants.
Identify how many attendees fit in the selected layout. Its important to ensure that every
attendee can find a comfortable seat and accommodation.
Availability of space – A event manager also identify that the available space is
appropriate for the numbers attendee. The venue has a valuable guidelines and capacities
and effective layout plans for the various set-ups.
Safety and security – A event manager should give their full concern on the attendees
safety and security at the event room layout. They should have to design room layout
accordingly. It is most important aspect for the event room layout. They should have to
ensure that the room layout is appropriate and safe for attendees and in case of
emergency the venue can be quickly evacuated. The venue has emergency exit routes,
sufficient capacity limit and other facilities to fulfilling the attendees requirements.

Activities – If the activities involved in the event, then the consideration on the layout and
space availability is necessary.
Stage requirement – If the specific event requires big stage, than the event manager
should have to choose the event venue or layout accordingly.
Separate area for refreshments – The event venue has separate area for refreshments
or food and beverages facilities, which can improve the capacity of area and minimize
disruption.
Amenities and services- The event venue have AV capabilities, sufficient table, chairs,
catering services and a proper ambiance (Jain and Shahidi., 2019).
P4 The additional services available within a conference and event environment and their
importance for fulfilling client requirements for added value
There are various services that plays a vital role in adding value of client
requirements.
Additional services
Pick and drop facility
The guest will be given pick and drop service facility. For this cabs and other
vehicles will be used. It will be easy for them to arrive at event
Snacks and dessert-
The guest will be served some delicious snacks and dessert during event. it will
enable in attending event by eating those.
Beverages-
They will also be served some beverages along with snacks. It includes both
alcoholic and non alcoholic.
Projection screen or smart board
While selecting a venue for the event or conference, it is essential that the room is
properly installed with a projection screen and a smart board that has a mouse hover
functionality, multi touch feature etc. This create a more interaction during a event or
conference and attendees could done their operations effectively.
Best quality audio equipment
Best quality microphone, sound speaker are main equipments for organizing an
event or conference. It helps in creating a smooth communication between the organizer
and attendees. If the number of attendees are high that a best audio system is useful to
reach every member (Martin and Reznicek., 2015).
Wi-Fi
Wi-Fi is a essential requirement for effectiveness of event or conference. The high speed
bandwidth and connection will assist the multiple users or event attendees to work
alongside during the conference or event. During the meeting, browsing the net or surfing
will be done by Wi-Fi facility.
Video conferencing system
An effective Video conferencing system is must in the situations where online
conversation is needed during the meeting. This is the most preferred way of
communication of a many companies who desire to reduce unnecessary travel cost or
expenditures. This system will create a huge flexibility during the conference.

Seating arrangement
The seating arrangement will be set up according to different events or
conferences. It includes class room style arrangement, hollow square, U-shape set-up or
board room style seating, its totally depend on nature of event or conference. According to
the type of meeting, A event manager will select a chair table seating plan.
Air conditioned area
The meeting room or venue that are selected is properly or fully air conditioned.
The event room must be well lit and well ventilated. The event location must be capable to
develop a bright atmosphere.
Accessible location
The choose event location must be accessible for every member or attendees. The
location must be near by station or airport that the member could be easily access it and
the Langham, London hotel should have other quality also such as accommodation
facilities, recognisable and reachable (Master., 2018).
Outside catering
The event venue such as the Langham, London hotel are linked with the creative
caterers who serves their best food services to the event attendees or members.
Gifts and other attractive ideas
The Langham, London hotel should have to offers a unique gifts or voucher to the
event members or organizer to encourage them towards their organisation.
P5 Different management roles within the event industry and current job opportunities in
the event sector
The event industry is a highly growing industry in the current market scenario. This
sector is full of job opportunities and advantages. The event sector has various
opportunities for various skills like management, hospitality, tourism, singing etc. The
event industry has different management roles such as -
Event manager
The role of an event managers is to manage the event of conference. They are the
head of the project or event. In the Langham, London hotel, the event manager plan the
whole event on paper and allocates event tasks to everyone. They coordinate with other
departments and take necessary concern on resolving related issues (Mester., 2017).
Event manager is very essential in any event industry and it create a big opportunity for
people.
Event coordinator
Event coordinator is the person who assist the event manager in planning the
event, checking up on various departments, developing contingency plans to solving
issues and create a report of all department.
Logistics executive
The person is responsible for ensuring supply of materials and maintaining logistics
of event. Here, overall role is related to supply chain and transportation.
Quality manager
Here, the role is to check and inspect quality of event. in this all things are included
like food quality, materials, etc.

Interior designer
The role is related to designing of event and decorating it. However, person
coordinate with manager to plan design of event.
Food and beverage manager
Food and beverage manager is responsible to handle all the food and beverage
related activities. They ensure the quality of food and beverage and take necessary
actions to protect them (Raj, Walters and Rashid., 2017). They also arrange the water and
snacks at event venue.
All the different management role in the event industry creates a huge job
opportunities for the people.
P6 The management skills and personal attributes required to work within the event
industry and fulfil stakeholder expectations and needs
For organizing a successful event, event manager must have a specific skills and
personal attributes to ensure their meetings run smoothly and effectively as planned.
There are many skills and personal attributes needed to work within event industry and
fulfil the stakeholder needs and expectations such as:
Communication skills
The person must possess an effective communication skill. So, it is very necessary
that they have a good communication skill and have an ability to listen team member's
concerns or ideas to remove communication breakdowns (Miller., 2018). They must have
an enthusiastic and positive attitude to meet the stakeholders needs.
Creativity skills
The person should possess Creativity skills, if he want to work in event industry.
They must have ability to handle unanticipated issues and capable to think creative ideas
to resolve any problems during the event.
Time management skills
Time management skill is must for any management process. In the event industry,
time management and multitasking skill plays an effective role in successful event. It
improve the experience of event attendees (Reason and Hobbs., 2017).
Leadership skills
A great leader plays a vital role in organizing event. They provide effective guideline
and give their useful assistance in event planning. Leadership skill is very necessary for
every person in event industry.
Organisational skills
Event organizer must have ability to manager all the operations and functions of
event is a very proper way. An organisational skill is must in any person who wants to join
event industry.
P7 Explanation of the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and events staff
The venue
Risk assessment
In the Langham, London hotel, a event manager will conduct a risk assessment of

venue before organizing a event. They reviewing the emergency procedures of venue,
determining if venue have training for emergency procedures (Rogers and Davidson.,
2015). They identifying any hazardous sustain available at the event area and their impact
on the attendees.
Emergency plan – For the venue emergency plan will be developed in case of any
natural disaster occurs. In that several measures and actions will be included. This will
enable in minimising risk and impact of critical situation.
For Guests
Control the crowd
For providing a safe and secure venue to the event attendee, event organizer takes
essential actions to control the unnecessary crowd. They will develop appropriate system
to managing large groups. They ensure that the number of attendees does not go beyond
the capacity limit of event area.
Include a security representative in event
The security representatives in events or meetings provides updated details
regarding the number of attendees entrances or exits, size of venue, ensures VIP entries
of special guests etc.
Hygiene environment
The event venue must be a hygiene place (Walker, Dalgliesh and Robertson.,
N'8KD DECISION PTY LTD, 2016). The event organizer should have to take effective
actions for protecting the guests or attendees from unhygienic situations or area.
For staff
Health and safe environment- the security measures will be taken to provide proper
working environment to staff.
Safety equipment’s- On venue site appropriate safety equipment’s will be implemented. it
will help in taking quick measures in case of emergency.
CONCLUSION
From the above report, it is concluded that, in the present scenario, people are very
inspiring and attractive towards the events. Today, Event industry growing their business in
a effective way. Event industry also generate various job opportunities to the people
because it requires more skilled people to conducting an event. It includes many
management role such as event manager, coordinator, event planner etc. For organizing
an effective event requires several skills like effective communication, leadership quality,
quick decision making ability, risk management skill etc.

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