Managing Conference and Events Solution Assignment

Managing Conference and Events

Table of Contents
INTRODUCTION...........................................................................................................................1
P1 Describing different categories and dimensions of events.....................................................1
P2 Describing features and current trends influencing event sector............................................3
P5 Presenting different management roles in event industry.......................................................4
P6 Reviewing the management skills and personal attributes required for work........................6
P7 Explaining appropriate measures required to provide secure and safe event venue..............6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
In UK, there are many events held and conference and banqueting is all about outgoing
people who want to go out, but managing the same is the biggest responsibility of the manager.
In the same way, present report is based upon the event of Hilton Hotel in Bournemouth which
is the five star hotel in UK and also provide different facilities to their customers. The report
will describe different categories and dimensions of events and further, by using specific
examples, study describe current trends that influence event sector. Then, report will describe
the management skills that is required to work sin the events environment and describe some
measures that neds to be manage a secure and safe event environment for staff as well as
customers.
P1 Describing different categories and dimensions of events
There are three types of events such as:
Private Events: This type of events are used for individual who mainly booked venues
for their personal functions, such as:
 Wedding,
 Birthday parties,
 Festival Gathering
In addition to this, the private events will have a guest list to make sure that the venue is
not for public (Different types of events, 2018). Such that in wedding, the private rooms are
booked for the celebrations and it is so because a host wants privacy for their event.
Corporate Events: This type of events are used for business purpose and generally it is
done for promotional purpose. These type of events are :
 Seminars and Conference: Seminars are of shorter events while conference have
multiple sessions, which are usually held at hotels. In the same way, Hilton also plan and
held these meetings with their targeted audience in order to provide them proper
information.
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 Meeting: Meetings are held for some specific purpose such as Board and shareholder
meeting are held in order to review the performance of a business or to make some
decisions.
 Ensuring team building exercise: This event is done to build upon the company's
strength by boosting employee's confidence, goodwill and morale. Thus, this event
provide an unique opportunity to the employees to spend the time in non- working
environment (Shone, 2009).
 Trade show: Top company chooses trade show for host and sponsor in order to reinforce
own image as an industry leader. Thus, event planning for trade show involves
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Illustration 1: Seminars and Conference
(Source: Seminars and Conference, 2018)
Illustration 2: Meeting
(Source: Meeting, 2018)

negotiating sponsorship that rates for booth space and different advertising, promotion in
which the company can speak (Ferdinand and Kitchin, 2012).
Public event: This type of event are completely different from private and corporate
events because it is open for everyone and there is no invitation. Basically it is the largest event
in which an individual can buy the tickets and it is planned by larger organization or some group
of companies as well. There are some basic types of events such as:
 Convention: It is the public event which is held in private venue whose main aim is to
not geared towards marketing so much and engaged with the direct consumptions and
sales.
 Press Conference: The attendees are media correspondents for different news and it may
be public or private.
 Award ceremony: It is open for general public and if it is done for graduation
ceremonies, then it requires some formal invitations as well.
 Charity Events: In this, the organizer raise the event for generate awareness pertaining
to some specific issue for the charity work and used for thanking contributors.
P2 Describing features and current trends influencing event sector
Different features and current trends of different events are as mention below:
Private Events:
Features: This type of events are done for celebrating some special events and some
specific persons are invited for attending the event. There is no specific limit of guest who attend
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Illustration 3: Trade show
(Source: Trade show, 2018)

the functions. It may be celebrate on large scale or small. Even the themes are also select the by
organizer which easily impress others (Dowson and Bassett, 2015).
Current trends: In private events, mindfulness and wellness are the biggest buzzwords
and even through effective creative thoughts, an individual can easily foster elevated level of
creativity that impress guest. Thus, creativity level is the current trend that affect the private
events.
Corporate Events:
Features: This event are formal events because it held for business purpose. These type
of events mainly support business objectives that includes management functions, corporate
communications and also to improve the company's morale. These type of business are conduct
in simple manner with some formal invitations because corporate level events are conduct for
some specific reasons.
Current trends: The recent trend that affect the event sector is digitalised techniques
such that the invitations are send through smart technology that saves cost as well as time. On the
other side, personalization will also move beyond personas in which different data and tools can
be used to move away from the personas to true personalization.
Public Events:
Features: It is one of the largest event in which most of the public involve and it is also
conducted by large group of people. The event is quite unique and different in which different
themes are used to attract wide range of public (Armstron and Scott, 2016). For example, in
conventions, the arrangements are done in systematic way with proper management, so that large
public can enjoy the event.
Current trends: In this modern era, most of the public events are conduct by analysing
cultural and authenticity and also provide easy transportation as well. So that it will help to make
the destination more viable. Therefore, this will help to conduct the event in better way.
P5 Presenting different management roles in event industry
There are different management roles in the event industry such that:
 Event Manager: These are the people who organize and run the event in systematic
manner. They are also responsible for complete planning, organizing, coordinating and
managing different types of events perform in the company. But basically the event
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manager coordinate meetings with different clients in order to determine details about an
event.
 Event social media Coordinator: The coordinator mainly work to promote the event on
social media so that it help to gain attendees and exposure for the event. They are the
most important person who help to make an event successful (Raj, Walters and Rashid,
2017). The person having a depth experience with different platform will help to make an
event successful.
 Meeting planner: A person figure out the demand and need of clients and then arrange
the meeting to conduct the event and discuss further essential requirements
 Customer experience manager: It is analysed that customer service is forefont for every
event and to conduct the event in better way, it is quite essential to have a manager who
directly provide top tier service to their customers.
 Creative director: He is the person who provide guidance to their team and also provide
creative direction as well. Moreover, the role of creative director is to provide solutions
which assist or bring an event to life (Jones, 2017). They further create internal
engagement campaigns that focus on live events with different marketing content.
 Security manager: They are responsible for providing safety and security to their
customers and also protect them form potential threats as well. This can be done by
setting up security checkpoints , by hiring security staff and providing alarm system for
an emergency to the high profile guest.
 Duty Manager: In an event, the duty manager also plays an important role such that they
handle the security, customer service and different management concerns of the firm. On
the other side, they also manage or maintenance and overall safety procedures of the
event. Thus, for the success of an event, it is quite essential for duty manager to have
different managerial skill as well as good interpersonal skills too.
P6 Reviewing the management skills and personal attributes required for work
 Interpersonal skill: The duty manager of Hilton must have the interpersonal skills that
helps to make sure for an event success. In this, the manager must have the skill to tell
and listen without any issue so that it will help to understand the client needs as well.
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 Creative and innovative: Further, the duty manager should also have creative skills
which help to solve different challenges and through their innovative ideas, the event will
be unique and different.
 Time management skills: As duty manager main role is to manage the work and for that
they must posses effective time management skills so that it will help to conduct the work
in better manner (Bladeb and et.al., 2012). They also have an ability to prioritize the
things at work and as a result, it allows a person to be more productive.
 Passionate and Enthusiastic: It is another skill which helps a person to complete the
work in systematic manner. Thus, it shows that a successful duty manager must have a
passion which allows the person to be more productive and as a result, it also overcome
the obstacles which are faced during an events.
 Leadership skills: To conduct an event is better way, everything is choreographed and
for that the duty manager must have best organizational skills and through their effective
direction, the event is leads towards a success. Through best leadership skills, the person
leads a team towards an end goals and that is why most of the events are roaring success
(Bowdin and et.al., 2010).
 Critical thinking abilities: This skill help a manager to solve many complex problem
and as a result, they can easily work under he pressure as well. Even the manager also
provide proper attention to the detail and provide different strategies that helps to reach
towards success.
 Technological affinity: It is analysed that technology tools are use as a support tool and
to make the event successful, every technology plays an important part. For example,
now a days, most of the event professionals are increasingly shift towards event
management software because it added convenience and extra features as well.
P7 Explaining appropriate measures required to provide secure and safe event venue
When Hilton conduct an event, there are different measures that needs to be consider in
order to provide better safe and secure environment to the guest as well as staff such as:
 Risk assessment: This is one of the most important measure that should be carry out
such that the event planner must perform the risk assessment in order to identify the
possible security issues. In that, the manager should have an attention with number of
guest. It is so because in high profile events with the celebrities, there are many fans and
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at that time, the unauthorized media trying to access the venue, which is a security risk
(Thomas and Weiss, 2015). Therefore, it is quite necessary to have proper risk
assessment with regards to the venues.
 Fire hazard system: While organizing an event, it is quite essential to maintain proper
fire hazard system such that the building should have fire extinguisher system that helps
to provide security and safety to their guest as well as staff.
 Create an emergency plan: It is quite important for the event to make planning for any
situation which require urgent action, because the situation can be anything. That is why,
the manager must develop the emergency plan which needs to be followed and that plan
should be discuss with the venue management as well. For instance, the event must raise
the alarm system that helps to communicate the emergency with staff and volunteers.
Moreover, it must have some essential first aid services and must know how to handle the
causalities as well.
 Create Security checkpoints: The planner must have to provide effective security
checkpoints. The main purpose of security checkpoint is to provide an extra security for
any specific function. With the advance security checkpoint, the user will have to re-
authenticate in order to fulfil the actions (Shone, 2009). It helps to provide secure and
better working environment in an event. Such that, in the private concerts, Ids are match
that helps to check whether the person is invited or not.
 Implementing health and safety: It is the another security measures that helps to
provide safe and secure working environment to their guest. It is so because as a duty
manager, they are responsible for managing the staff and suppliers, even attendees are
also make sure that they are not exposed to risk at all different phases of an event. For
that, the catering service should be hygienic and provide all necessary information to
their staff or customer such as toilets, wash facilities and emergency arrangements. Even,
clear and competently implemented paper trial is one of the best way that help to mitigate
risk. Thus, by implementing health and safety, duty manager can easily provide safe and
secure environment to the customers and staff (Ferdinand and Kitchin, 2012).
CONCLUSION
By summing up above report it has been concluded that managing conference and
banqueting is quite important and through a report, it is concluded that there are different types
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of events such as Private, corporate and Public events and each have their own features and
dimensions. Further, report also concluded recent trends that also influence the event sector in
negative as well as positive manner. Moreover, the report also concluded that duty manager has
their own roles and responsibilities such as good interpersonal skills, management skills and
critical thinking abilities. Lastly, report also concluded different measures that provide secure
and sage event venue such as,
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REFERENCES
Books and Journals
Armstron, D. and Scott, J., 2016. The Event Professional's Handbook: The Secret of successful
Events. Harriman House Ltd.
Bladeb, C. and et.al., 2012. Events Management: An Introduction . Oxford: Routledge.
Bowdin, G. and et.al., 2010. Event Management. 3rd ed. Oxford: Butterworth Heinemann.
Dowson, R. and Bassett, D., 2015. Event planning and management: A practical handbook for
PR and events professionals. Kogan Page Publishers.
Ferdinand, N. and Kitchin, P., 2012. Events management: an international approach. Sage.
Jones, M. L., 2017. Sustainable event management: A practical guide. Routledge.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Shone, A., 2009. The business of conferences. Routledge.
Thomas, J. D. and Weiss, J. L., Hewlett-Packard Development Co LP, 2015. Automated event
management. U.S. Patent Application 14/373,780.
Online
Different types of events. 2018. [Online]. Available though:
<http://eventmanagement.com/events/types-of-events/>.
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