Managing Conference and Events

This document provides an introduction to event management and discusses the various dimensions and categories of events. It also covers event layout for conferences, additional services available in event management, and current trends in the industry. The document is suitable for students studying event management or related courses.

Managing Conference and
Events

Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Various dimensions and categories of events...................................................................3
P2 Different categories of events, features and current trends influencing this sector..........5
TASK 2............................................................................................................................................6
P3 Event layout to set up a conference or event to meet client brief.....................................6
P4 Additional services available with conference or event management to meet client’s
requirements...........................................................................................................................7
TASK 3............................................................................................................................................9
P5 Different management roles in event industry with reference to event industry..............9
P6 Management skills and personal attributes required to work within the event industry and
meeting the needs of stakeholders........................................................................................10
TASK 4..........................................................................................................................................11
P7 Appropriate measures to provide safe and secure events for environment, staff and
customers..............................................................................................................................11
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Event management can be defined as administration of different activities done in order to
conduct different events like ceremony, conference, wedding and many more other functions or
festivals that takes place. It is the responsibility of event manager to take into consideration of
every single activity in a managed way so that different categories like conference,
conversations, concerts, parties, formal conferences and so can easily be conducted based on the
requirements of client (Cooke, Stratton and Conroy, 2016). Every year, if it is analysed then it
can be said event industry generates revenue approximately in the amount of 32 billion pounds in
United Kingdom. In present context, the organisation it has been taken into consideration is
Company Shop Ltd., which has been dealing as a local grocery store but now it is looking
forward to diversify its business through entering into event management industry.
On the other hand, if it is talk about this report then there are various measurements included
in regards to Event the executives. The task is likewise putting light upon an evaluation which
says that by what method improvement of events inside various classifications can and structure
format should be possible. It is essential to compose and execute all the elements of the board in
a business so as to develop and endure. The organizations remembered for this report offer
various types of assistance including Events, for example, weddings, parties, gatherings, meeting
and others. A portrayal of the board manages just as aptitudes required for Event industry is
likewise referenced in report. Finally it makes reference to about different security arrangements
so as to improve security and wellbeing in different range of events that takes place.
TASK 1
P1 Various dimensions and categories of events
Events are usually plant managed and maintained by individuals or a group of individuals
in any particular location. These are considered under the MIC industry. This stands for
meetings, incentives conferences and exhibitions. It is necessary for an event management
company to efficiently use their public relation in order to meet new clients and develop their
business. There are different types of events planned by these companies which can be divided
into a number of categories. Below mentioned are some of such categories and dimensions of
events:

Hallmark events: Hallmark events referred to various fears, expositions, sporting events
and cultural events which are held on international basis regularly. The major function of a
hallmark event is to provide the host with an approach unity to gain prominence in the market of
tourism for example Olympic Games can be said to be a globalised hallmark event. It is a
celebration and competition of athletes from a number of countries (Brandt and Reynolds, 2016).
Mega events: Mega events refer to all those events which are held once on a large scale or
international scale and has a special authority which is also covered with a large number of
media. It impacts the tourism, economy and infrastructure of the nation where it is held. The
event is very significant and large in size. Various sports events such as FIFA World Cup can be
considered to be one of the Mega events.
Major events: Major refer to those functions or events in which the number of guests are
exceeding 200 people. There can be various examples of major events such as dance parties,
concerts, large exhibitions et cetera. There are particular guidelines apply to such event when
there is a gathering of large number of people. Launch of new products by various companies
such as Apple or Microsoft can be considered to be a major event. This event are usually a
boutique style event and the subject of this event is restricted to particular objective.
Minor events: minor events are those events which are taking place in a private property
and has minimum number of guests which can be lasting for less than 24 hours (Brown and et.
al., 2019). These are either small family functions such as wedding, birthday parties and so on.
Various events which are managed by local government for cultural and social entertainment of
people in a region can also be considered to be a minor event.
Some other dimensions of events can be corporate events which are conducted by mice
industries. Some of them are mentioned below:
Meetings: This is a corporate event which is conducted in order to take a particular
decision in a company including all the stakeholders and directors of the company. Information
is communicated through this event and all the members included in meeting are required to
come to a final decision through the end of it.
Exhibitions: Divisions are usually promotional events which are hosted by a number of
organisations in order to promote their products and services. The usual guest who are invited in
such events are the stakeholders for the organisation or industry who can help the company
hosting exhibitions to increase their profits and revenues.

P2 Different categories of events, features and current trends influencing this sector
There are a number of categories of events that my journey takes place in United Kingdom
and these are presented underneath:
Conferences: This is considered to be one of the crucial category of event where multi
speakers specifically delivers the information to public or to the attendees. This specifically
consists of different features like it can be performed in front of both people and public
considering telecast and so on (Geppert and Roessler, 2018).
Trade shows: Another crucial category that comes under events where different range of
companies takes part and delivers the information to the potential buyers that visited the event in
order to purchase different range of products and services based on their needs and requirements.
It also consists of a special feature where business that belongs to any sector can easily promote
themselves within trade shows.
Taking in the current condition, it is fundamental by each association to get persistent
development in event industry as it is legitimately helping associations to perform well. There
are a scope of elements which these associations need to center upon. They can utilize different
innovations so as to use reuse and create plans at the scene. Still there are various individuals
who will take an interest in making these stores of waste. Realize that what is significant and
what isn't significant for organization. It is additionally observed that carbon emanation have a
significant impact in anticipating any event. In the course of recent years, numerous progressions
and patterns have affected the tasks in events division and industry as for its various kinds (Getz
and Page, 2016). A portion of the significant trends which ought to be considered by the
administration of events are as follows:
Use of technology: Utilization of innovation and development in the event division has been
a pattern which has impacted the business. For instance, events applications are being utilized by
the private has in wedding, ceremony, and many more events like birthday celebrations to
oversee and plan the total design of the events. The administration give by such applications is of
great which has been one of the significant patterns in the events part. Live gushing of numerous
events, for example, item dispatches by versatile organizations like OnePlus is another
significant pattern in the events business.
Decorative themes: Each event nowadays whether it is a private or a corporate event is
impacted by the topic which is utilized for enhancement. As for this, utilizing reasonable

enlivening subjects according to the need of customers is one of the greatest pattern affecting the
events business. For instance, in the event like wedding, a perfectly theme based subject is
picked which shapes the base for whole enhancement of the event like white and purple and
some sort of other combinations (Sánchez-Arcilla and et. al., 2016).
Location and venues: Another most significant trend in the event business has absolutely
been the expanding utilization of various areas and elective settings which helps in drawing in
and pulling in the crowd. For instance, the greater part of the wedding event nowadays are
typically occurring as goal weddings with a wonderful area. Significance of area has absolutely
expanded in the event business as another pattern.
Safety and security: Wellbeing and security is one of the significant concerns and each
occasion (event) as a basic necessity needs to have legitimate course of action of security and
security during the occasion (event). Medical problems, cybersecurity, travel disturbances
etcetera are a portion of the issues identified with the security of occasion (events) which should
be dealt with.
TASK 2
P3 Event layout to set up a conference or event to meet client brief
Company Shop Ltd. which was earlier performing in the market as a grocery local business
store of United Kingdom has started performing its operations in in events industry. Recently,
organization has got an opportunity of setting up an event. In present context, it will be needed to
build up a layout design based on the different it needs of the client which includes various
administrations that may eat in arriving at all the necessities for an occasion (event) for instance
there are 50 visitor going to an occasion (event). Additionally in the event that it is structured
appropriately occasion (event) the event manager of Company Shop Ltd. can go to a specific
topic for the occasion (event), for example, white and purple blend of gathering which will reach
to each visitor welcomed in occasion (event). The occasion (event) the executives organization
have additionally chosen to send a few chocolates with the greeting. Other than this visitor are
welcome with two beverages one hot and cold (each visitor with 3 drinks). Based on the above
information all the requirements can easily be fulfilled considering the minimum square feet
layout which has been presented underneath in order to perform the event in rightful manner
(Morrison, 2018).

Room Size (Minimum Square
Footage)
Sit-Down Dinner (8 guests at a
60” table)
Sit-Dow Dinner (10 guests at
a 72” table)
1,000 Square Feet 80 Wedding Guests 80 Wedding Guests
1,200 Square Feet 96 Wedding Guests 100 Wedding Guests
1,400 Square Feet 112 Wedding Guests 110 Wedding Guests
1,600 Square Feet 128 Wedding Guests 130 Wedding Guests
2,000 Square Feet 160 Wedding Guests 160 Wedding Guests
2,200 Square Feet 176 Wedding Guests 180 Wedding Guests
2,500 Square Feet 208 Wedding Guests 200 Wedding Guests
3,000 Square Feet 248 Wedding Guests 250 Wedding Guests
3,100 Square Feet 256 Wedding Guests 250 Wedding Guests
3,500 Square Feet 288 Wedding Guests 290 Wedding Guests
3,700 Square Feet 304 Wedding Guests 300 Wedding Guests
Excluding the above requirements, there are a number of places that are also required to
be developed and for that also it will be needed to have properly out of the square feet
arrangements where number of small events like meetings, conferences company, and many
more other can easily be performed.
Space for head table: Extra venue of approximately 400 ft.² is needed so that there can
be a raised head table which is for the most part for lady of the hour and man of the hour in the
wedding or ceremony event.
Space for dance floor: It is basic to make a space for parties also. So as to satisfy these
reason association make a space as indicated by the visitor so as to compose a fruitful occasion.
Space for band: Typically a four bit of band is needed and this would be of 12 x 20 phase.
The correspondence with Disc Jockey is additionally fundamental while the program is going on
so an extraordinary space on the phase for the equivalent is to be made. There is likewise a
prerequisite for 10 x 10 space to oblige all the speakers, gear's and a table (Rice, 2018).
P4 Additional services available with conference or event management to meet client’s
requirements
Client satisfaction is considered as a crucial element which imparts positively on overall
brand image of an event company. In present context, it has been analysed that value added

services or additional services are considered to be some of the effective ways specifically event
company to meet client requirements in much effective and in efficient manner. It very well may
be seen that even area is quickly developing and furthermore the greater part of the individuals
want to higher effective event administrative organizations, for little occasions so as to
encourage them in sorting out things in a compelling way (Chan and Ding, 2018).
In the same way, in order to improve satisfaction level of the clients, it is pretty much
needed by Company Shop Ltd. to consider different strategies and implement them as additional
services. With the help of this, it can be said that Company Shop Ltd. would easily grab good
position in the market of event industry and also improve customer loyalty through delivering
them quality and extra services. In present context, it has been analysed that there are various
organisations that belongs to event industry gave number of value added services for the
additional services based on the customary capacities are underneath: High speed internet & Wi-Fi: In a corporate event, it can be said that providing high
speed internet along with Wi-Fi, Company Shop Ltd. may easily become able to improve
the satisfactory level of client. On the other hand, it can also be said that with the help of
high speed internet a meeting easily be conducted. Because, it has been analysed to that
most of the time a company would require to stay connected with other offices as well
and with the help of video conferencing considering high speed internet would help event
Management Company to enhance satisfaction level (Graham, 2018). Effective sound and lightening equipment: Providing extra light in the specific area of a
wedding and also the help of mild music given to client can be peaceful. Basically, event
management is a show business where delivering this type of additional services to the
client effectively enhance the chances of improvising customer loyalty. Therefore, it is
needed for Company Shop Ltd. To put some extra efforts in a wedding or ceremony
event because it will impact positively on brand image of the event organisation. Projector Screen: Providing a projector screen within conferences and corporate
meetings without any cost will effectively grab the attention of client and this may
effectively help and organisation which is dealing within event management industry to
build up relations with them. In present context, if the same will be given by Company
Shop Ltd. Then it will be effective for the company to sustain in the industry for a longer
period of time (Walsh, Duignan and Down, 2020).

TASK 3
P5 Different management roles in event industry with reference to event industry
It is significant for people to keep up great connections between all the offices so as to pick
up progress and development in associations dealing within event management industry. While
innovation and web carry various chances to such organizations. Beneath notice all
administration jobs for different personals:
 To deal with all the activities and comprehended the capacities which will help in
productive conveyance of errand.
 To help upkeep of assignments and getting ready spending plans utilizing revaluation
ideas just as announcing work alongside expected opportunity to oversee provider
relationships (Raj, Walters and Rashid, 2017).
 Maintain time required and all the needs inside an association. In the same way, it is
pretty much required for Company Shop Ltd. to assemble each task. It is vital that
officials keep up correspondence and from viable relationship with their customers no
structure to hold the current customers and furthermore grow new open doors in future.
Below mentioned are job opportunities present for event management:
 Conference Architect: Their major spotlights on destinations of occasions just as pace of
interests. They take care of by and large occasion arranging so as to convey process
through which they will look at different territories so as to upgrade the procedures. They
are likewise answerable for building and fitting of structure of an occasion (Karnalkar
and et. al., 2017).
 Digital Analytics Manager: Computerized examination require high aptitudes and
vocation rising is additionally high in occasion industry. There is various information and
data accessible in advertise which can be examined through advanced assets so as to
accomplish profitability and income. This may help Company Shop Ltd. to accomplish a
superior encounter for their customers.
These are all administration jobs just as openings for work in an occasion industry which will
help in upgrading execution for each activity in a viable and proficient way.

P6 Management skills and personal attributes required to work within the event industry and
meeting the needs of stakeholders
Event management industry is vast industry where there are various kinds of skills and
personal attributes required within the managers and the person of the organisation for managing
the business as well as meeting the needs of the stakeholders. There are various kinds of
stakeholders within the event managing organisation which have to be fulfilled by the firm and
identified clearly fulfil their needs. This will help the organisation din running for a long period
as well as attracting investment within it (Victor, 2018). There are some skills and personalities
attributes which are required and are mentioned below:
Proper interpersonal skills: Working as an event manager a person has to work with the
team and other people is in the organisation to successfully manage the event. It directly means
that a manager should have a valid to listen without any issue and also important to manage
different events by understanding the needs of client and fulfilling the needs in complete manner.
Flexibility: event manager within the organisation also need a personal traits and quality
related to the flexibility because there is nothing fix within the organisation because of the
dynamic environment there is continuous changes within the tools and technology which can
impact negatively on the person who is not flexible according to the environment. This will help
the manager of shop limited to face different challenges within the changing situations in the
environment.
Energetic: events are extremely demanding and if a person want to put one of the
successful event then he has to be energetic as per is passionate for that. Is that skill which
requires full energy and concentration of the individual on the work which is assigned within the
event management
Creative and innovative: to be a successful event manager the manager shop limited
have to be creative and innovative within the market where they are trading. These things are
required within an individual because it is continuously changing demand and trends within the
market.
Good Time Management Skills: multitasking abilities are an indication that person is
tailor-made to be an event manager. Manger has the ability to prioritize things at work and this
allows you to be more productive and achieve more within a limited time period.

Passionate and Enthusiastic: This is an inherent quality and people are often born with
this quality. It is only then they can excel in their chosen line of work. As a successful event
manager, individual have to have passion and this is what allows individual to be productive and
overcome obstacles that you face while organizing events (NA, 2019).
Leadership Skills: Leaders are born and not made. This is an old saying and it is true for
event managers as well. Individual have an innate quality for leading people and this is what
shows that individual were born to be an event manager. Individual outstanding leadership skills
help guide manger team towards the end goal and that is why they events are a roaring success.
TASK 4
P7 Appropriate measures to provide safe and secure events for environment, staff and customers
The managers of company Shop limited needs to be aware about the safety and security
requirements that they need to focus on while organising an event. As it is known that the
primary objective of although event organisation is to provide a safe and secure venue and
environment for the guest hello Google which 8 they need to be concerned about their staff as
well. Company Shop limited is necessary needs to adopt required measures that are beneficial
and helpful in attaining their objectives. Few important measures in respect of safety and security
provisions are discussed below in relation with Company Shop limited.
Providing a safe and secure venue:
Creating multiple security checkpoints: Security checkpoints at an event are extremely
important for making sure about the safety and security of the entire event. Thus, it is
recommended to Company Shop limited as a crucial and essential safety measure that is needed
to be installed and implemented. It is crucial in determining the safety of the complete event,
multiple security checkpoints should be implemented along the route of the main entrance in the
event and also where the event is primarily taking place. This measure ensure that no individual
or any other external factor can breach the safety and security system maintaining the proper
resources for safety of visitors, also the event remains and identified and directly escapes from
the security check. It also ensures that if any potential threats and defaulting elements are left
undetected on one step but it cannot pass the next level of security and it is likely to detect it
easily.

Provision of emergency services: The Company Shop limited should ensure the safety and
security of the surrounded environment of the venue and therefore it is suggested to the
management that they maintain adequate provisions for emergency services such as water,
healthcare, first aid kits, fire extinguishers etc. Each and every dimension of these services
should be properly arrange and divided attention making sure that complete safety and security
procedure is conducted over the value in case of any emergency situation. People and others can
argue and build questions that most of the emergency services which are required in case of any
mega event that is happening on a large scale is the responsibility of medical representatives and
teams of doctors who are available in a minute whenever required and if any medical problem
occurs to any visitors for staff members.
Providing a safe environment for guests:
Keeping the security measures visible: The managers of Company shop limited who is
the responsibility and requirement to understand the primary objective of security and safety
measures need to know the main reason due to which they are not responding to any respective
threat in efficient and effective manner but to keep the threat away entirely and prevent any such
consequences. Thus, it is considered as an important and essential measure of securing the venue
and promises of event that all the security measures that are being adopted by the company are
appropriately visible and out in open. It is not a connect practice to hide any security measures
and arrangements. It can lead people to think and develop a mind said that there is no security
and safety measures and the event is not at all protected and it can easily lead towards any
breaches of security. Therefore it is recommended and suggested that the security measures are
properly visible and informative providing every detail which are essential to deliver to the
management of Company Shop limited and also show anyone the company to manage the guest
and make them feel secured.
Matching the IDs: The private events that are being conducted and where there are
several restrictions on the entry of guests in the event venue and from premises, requirement for
matching the ID's of guest with the appropriate registration details are few specific steps that are
proven to be efficient and helpful ensuring and maintaining safety and security of the guests that
are attending the event and all the parties that are present on event venue. These measures are
beneficial and helpful in keeping appropriate check on all the people that are visiting and
entering the event. Along with it there details are also provided which helps in keeping all

unwanted visitors and unauthorised guest away from the event as well. Moreover it is suggested
that a copy of guest ID's should be collected and secured that can be helpful in in maintaining a
database by appropriately identifying each and every visitor for future purposes and the
references (Reason and Hobbs, 2017).
CONCLUSION
From the above report it tends to be presumed that occasion the board assumes a basic job as
it helps in examining brand, recognizable proof of target crowd so as to adequately oversee and
occasion. There is a procedure of coordination just as arranging which is should be done so as to
direct an occasion emphatically. There are different occasions like sports, weddings, gatherings
just as meetings on which these techniques can be applied. It is significant for an association to
think of most recent innovations which can help them in serious market so as to draw in the vast
majority of their clients. There are various guidelines and goals which are to be accomplished in
various sort of occasions. Each administration requires certain arrangement of aptitudes and
ascribes so as to effectively direct an occasion and remain in this industry. It is fundamental for
these characteristics to be adaptable with the goal that any future issues can be handled
effectively while directing an occasion.

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