Managing Conference and Events

This document discusses the different categories and dimensions of events, considerations for conference and event room, management skills required for successful events, and more.

Managing Conference and Events

Table of Contents
INTRODUCTION...............................................................................................................3
LO 1 : Different categories and dimensions of event........................................................3
Different event categories..............................................................................................3
Difference between event category...............................................................................4
Critical evaluation of development of event...................................................................4
LO 2: Considerations for conference and event room......................................................5
Design and event layout to correctly set up a conference or event room to meet
specific client brief requirement.....................................................................................5
LO3: Management skills required to be work within the event successful........................7
Management roles in the event sector...........................................................................7
Management skills and personal attributes required in the event industry...................7
Impact of management skills for the successful of events............................................8
Critically evaluate with the recommendation of the management skills........................8
LO 4: Measures required to manage events.....................................................................9
Examine the additional services available within conference to meet the client
requirements..................................................................................................................9
Recommendations.........................................................................................................9
CONCLUSION.................................................................................................................10
REFRENCES...................................................................................................................11

INTRODUCTION
Managing conference and events is an essential work because it is related to professional
work and it should be perfect. There should be proper arrangements for event and conference
by event manager (Brunt, Horner and Semley, 2017). Rosewood hotel and resort was founded
in 1979 by Caroline Rose Hunt. It serves in many areas and people like services and food
quality which is provided. It is one of the best hotels in London and they arrange conference and
events very well. In report, different categories and dimensions of event is discussed.
Consideration for conference and room set ups, evaluation of quality of design and layout is
described. Management skills which is required to work within events environment and an
conference can be done successfully. Some measures which are required to manage a secure
and safe event environment for staff members and guests are discussed.
LO 1 : Different categories and dimensions of event
Different event categories
Seminars
A seminar is a form of institution in which all come together so that a particular topic can
be discussed and in this a person who is having experience is sharing their views with other
persons. In this proper arrangement should be made by event manager so that seminar can be
done systematically. In hotels seminar halls are made so that they can attract people by
providing them facilities and it will help in building good image in minds of customers. In
Rosewood hotel this facility is being provided because every company conduct seminars in
hotels so that they can get systematic arrangement (Iwasaki and Noda, 2018).
Conference
Conference refers to a meeting which is organised to discuss some important topics
related to company and necessary decisions are being taken. It is important to arrange
conference at a place where there is no disturbance and work can be done properly. It is the
responsibility of event and conference manager to provide best services by making all
arrangements which is required. in Rosewood hotel there is a conference hall in which meetings
are being conducted and members can discuss issues related to company. Event and
conference manager is responsible for making all arrangements and ensure that good services
are provided to customers.
Trade shows

Trade shows can be defined as an exhibition which is organised by companies to create
brand awareness among people and do marketing of their products so that sales can be
increased. It helps in promotion of products and more people are attracted, it also provides
relevant information to consumers so that there will be no confusion and it will help in generating
more profit. It creates lasting impression on customers if it is implemented in correct way, type
of face-to-face marketing in which seller meets buyer, cost effective advertisement because in
less investment, more people are attracted (Raj, Walters and Rashid, 2017). It is responsibility
of event manager to manage all activities properly so that there will be no issue in between
trade shows. For trade show some garden area or hall will be good because in that people can
come and watch displays which are presented by company.
Dimensions of event category are, anticipation, atmosphere, activity and other services
which is given by hotels. For different events, arrangements are made according to that like for
seminars the design is different and in seminar there must be proper arrangement. Conference
is also a business meeting so design of room should be according to that. Rosewood hotel
provides all type of services and its employees are solving query of customers. In the hotel
different rooms are made to attract more people and it is one of the best services providing
hotel.
Difference between event category
All the event categories are different from each other because purposes of every event
differs and arrangements are made according to that. In seminars decent atmosphere is
required whereas in trade shows area which is open and large so that more people can come is
required (Turner and Kennell, 2018). Managers of hotels should made arrangements as per
orders given by customer because it is essential to satisfy needs of customers so that they can
give good reviews and it will help in building positive image in market (Fletcher and Bostock,
2020). There are many types of events which are organised such as, seminars, conference,
trade shows and other events include birthday parties, marriages etc. So, it should be managed
by event and conference manager because they are having proper knowledge and they get
training for how to treat customers.
Critical evaluation of development of event
Nowadays, more events are being organised by event manager because organisations
are not having time to arrange seminars or conference. So, they give order to hotels, book
seminar hall and date or time is being told to manager so that arrangements can be made
according to that. It has positive impact as members of company do not have to do anything and
everything is ready (Hansen, Pedersen and Foley, 2020). More people are getting employment

because nowadays, it has become a trend to organise trade shows, seminars and conference
meeting in hotels. Many people are involved in event and conference management, a person
can get proper degree, take training and learn skills. Members have to go and attend meetings,
all the facilities are being provided by hotel staff and it saves time. Some negative points of
development of event is that sometimes, proper management is not done and this lead to bad
impact and seminars are not conducted properly. If all the events are being organised in
hotels, then money is wasted, so companies should make a room and they can conduct
their meeting there.
Current trends
In this digital world, all the people are depending on event and conference manager so
that they can get all the work done. In Rosewood hotel all the facility is being provided such as,
seminar hall, conference room and having proper space for trade shows. Now it has become
trend to appoint event manager and give them order to make arrangements for seminars or
conference meeting (Coetzee and Pourfakhimi, 2020). Every organisation is conducting their
meetings in hotels because all things are available to them and they do not have to manage
activities. People have become dependent for everything and this has encouraged event
management course. They are getting proper training for how to make arrangements and
provide good services to customers.
LO 2: Considerations for conference and event room
Design and event layout to correctly set up a conference or event room to meet specific
client brief requirement
Conference room is the room which is available and provided for the singular events in the
company or the business. These rooms helps in conducting the important meetings in which the
members of the company initiate and take some decisions for making the business to be more
successful and how to seek growth by implementation of anything new within the business. All
the professional meetings are being conducted in the conferment rooms. Rosewood Hotel also
takes decisions and conducts conferences and initiates discussions in the conference room.
The design and event layout of how the conference room will conduct the meeting and to
correctly set up the conference room is discussed by having certain important points which are
to be considered in the business (Jinghui, 2020). A well designed conference room set up will
ignite the sharing of ideas and knowledge with the members of the company. Proper conference
room set ups supports the objectives for which the meetings are being conducted so that proper
initiative can take place and conclusions can be drawn for the meeting.

Design of the conference room of what all it should incur –
 The conference room of Rosewood Hotel will be highly technological advanced which
supports the audio and video equipments effectively and workably which will also include
the live streaming to be properly done.
 Personal space of the individuals in the conference room attending the meeting will be
allowed at the Rosewood Hotel. This is the major point as through this, individuals will be
able to keep their ideas and share new information with the other members of the
company.
 Right colours should be used in the conference room which will depict the interior
design of the room. The colours chosen in the interior room design of the conference
room will be – green, yellow, light blue, white (Arguelles Hortelano, 2020). This will make
the room feel larger.
 Movable furniture should be there in the conference room at Rosewood Hotel. The
furniture will be lightweight, easily movable, there will be round table place at the centre
of room and seating arrangement will be done in proper manner.
 Natural lighting will be provided and seen through that it is proper in the conference
room when the meeting is being conducted. Having natural light in the conference room
will create more positivity and the members of the meeting will be able to view
everything clearly.
 There will be less distraction while the meeting in the conference room is going on.
This will be ensured that the doors and windows of the room are properly locked so that
there is no disturbance from the outside.
 The last and most important aspect which is considered is to keep the clients in mind.
This will make sure that their need and requirements are fulfilled accordingly as to what
they are aspiring from Rosewood Hotel’s hospitality services.
By reviewing all these things and the decisions which are taken in the conference room of
Rosewood Hotel the main aim was to fulfil clients’ expectations and needs as what they incur of.
This is the main aspect for which meeting was being scheduled so that the needs and
requirements of the clients from hotel services are being rendered to them appropriately and
they keep they appreciate services which they have in successfully discussing it to accomplish
in the meeting at conference room (Stan and et.al., 2017). This will also enable the hotel to
generate new ideas and work upon them effectively.

The choices of the design and layout in terms of satisfying client expectations and needs are
the most important factors which consider that the prior requirements of the clients are satisfied
and that they trust the business and its operations on large scale. This also helps the Rosewood
Hotel in letting know how profitable their clients are and how they can benefit from them. The
clients have chosen best services which the Hotel is providing them and this ensures that they
have been the most effective and efficient in making available the services which the client
wants to be.
LO3: Management skills required to be work within the event
successful.
Management roles in the event sector.
Coordination with the clients
It’s a role of the manger to coordinate with the client for the requirements and their wants
of the events so that the event can be planned accordingly and get success (Suvorova, 2021).
The details of the events are to be discussed with the client to understand the things that are to
be done in the event of the Rosewood hotel.
Manages the pre event planning
The planning that is to e done for the success of the event is to done by the effective
management. The things that are to be required in the events are to be managed on time like
organising the guests sitting arrangements; decoration items etc all those things that are to be
required during the event.
Coordinate with the suppliers
Manager has to coordinate with the suppliers to supply the products on time with the
right quantity and the right quality so that the clients were get satisfied and there is no problems
can occur in the event of Rosewood hotel.
Managing the team staff
It’s a key role of the manager to manages the teams by clarify their roles that they have
to perform y briefing them about the event. By managing the staff and team the work of the
event will going on effectively and completed on time.
Management skills and personal attributes required in the event industry.
Skills
Communication

To be an efficient event manager the communication skills is to be necessary. To
communicate with the clients, staffs and other persons that are helping in the success of the
events the communication skills are to be required for the effective interaction by listening and
expressing the thoughts, information and ideas.
Creative thinker
For the success of the events the manger is to be creative thinker so that to organize the
event the creativity is also influenced (Muskat, and Deery, 2017). The events are to be
organized with the creativity and for that the manager has an ability to think creative and
different.
Planning skills
To be an event manager the planning skills is an important skill that a manager must
have (Askari, and et.al., 2018). To organize the event the proper execution and planning is to
required so that the event can get succeed in a proper way.
Personal attributes
Organized
To be the event manger the has to be organized so that he can make the event
organized in the proper way which attracts to the people of the event. The manger is to be
organized and the efficient so that the event in the Rosewood hotel get success.
Honest
The manager has to be honest so that all the information is to be flowed in an effective
way and there is no chances of any discrepancies in the events by telling lie to the other
members or the clients.
Impact of management skills for the successful of events
Having the effective management skills helps in the success of the events. The
communication skills required for the interaction with the clients, stakeholders and the staffs so
that the proper execution of the event is to be done with the clarity of the ideas and thoughts
with the staffs and clients. The manager has the organized skills helps to complete the work on
time and with the proper organized of the things that are required in the success of the events in
the Rosewood hotel.
Critically evaluate with the recommendation of the management skills.
To be an efficient manger the communication and the planning skills are should be there
in the event manager. These skills are to be required for the succession of the events in the
Rosewood hotel. The communication skills is required for conveying the ideas and the thoughts
in the effective manner and the work or the role of the staff is to be clear to them with the

effective skill (Padley, and et.al., 2019). For the proper execution of the event the proper and the
effective planning is to be required for the success of the events.
LO 4: Measures required to manage events
Examine the additional services available within conference to meet the client
requirements
The additional services within the conference room or the environment the Rosewood ensures
that all the facilities which are to be provided to the clients are as per their needs and
requirements (Sicurella and et.al., 2017). This is the main thing when the meeting is being done
in the conference room. The additional services which will meet the client requirements will be
conducted by the Rosewood Hotel. Services like pick and drop, lunch and dinner, get together,
playing of games and having activities in the conference will encourage the members to be
more active and take part in such initiatives done by the members in the conference room. The
clients’ expectations can only be met when the conference environment is positive and the
meeting which is being taken gives the results which is helpful for further decisions to be taken
by the members within the conference. This is the main purpose of the meeting which helps the
generation of new ideas and that to be adopted and presented before the client for the approval.
The additional services help in presenting the company and its services which are made
available to the clients as through that or on that basis they judge as how Rosewood will be
providing the services to the customers and will help the business grow on large scale by
meeting the requirements and needs on the upfront.
Therefore, the additional services are the source which supports the whole process as how
to make the clients reach the point of understanding and making business effective and efficient
when they are offered something for collaborating or while combining the business standards of
the Rosewood Hotel (Caldas and et.al., 2018).This also ensures that how and in what ways the
Rosewood Hotel is capable of providing the services and initiating long – term business goals
for the success and development of the business. The additional services provided to the clients
also initiate good communication which is maintained by the members of the Rosewood Hotel.
Recommendations
It is important to provide safe and secure environment to staff and guests because if they
are safe then positive image can be created. Some recommendations for managers are, they
should provide training to every employee so that proper arrangement can be made.
Performance of employees should be evaluated so that necessary steps should be taken to

improve their performance so that good services can be provided. It is important to provide safe
environment to staff members and guests because if customers are satisfied then they will give
good feedback which is beneficial for growth of company. Managers should try to make proper
arrangements according to instructions given so that positive image can be created in minds of
customers and it will help in generating more revenue.
CONCLUSION
From the report it inferred that the conferences and the events are to be managed in the
effectively and the efficiently for the succession of the events. The Rosewood hotel is a luxury
hotel where the events and conferences are to be held. There are various dimensions and the
categories of the events that are organised in the Rosewood hotels. To organise the events
the professional and the personal events are have some of the structure and the layout set for
the event rooms and according to the client requirements. The event manager has to perform
the different roles for the success of the event and for they requires the most effective skills.
The events that are organised are to be safe for the guests, staffs and to the environment.

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