Managing Conference and Events

Managing Conference
and Events

Table of Contents
INTRODUCTION...........................................................................................................................1
MAINBODY ...................................................................................................................................1
LO1..................................................................................................................................................1
P1).The different categories and dimensions of events, using specific examples to illustrate
the differences:............................................................................................................................1
P2).Different categories of events, discuss the features and current trends influencing the
events sector................................................................................................................................4
LO2..................................................................................................................................................5
P3).Design an event layout to correctly set up a conference or event room...............................5
P4).The additional services available within a conference or event environment......................6
LO3..................................................................................................................................................6
P5).Different management roles within the event industry reference to current job
opportunities:...............................................................................................................................6
P6).Review the management skills and personal attributes required to work within the events
industry........................................................................................................................................7
LO4..................................................................................................................................................8
P7).Explain the appropriate measures required to provide a secure and safe event venue.........8
CONCLUSION ...............................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Conference relates with the meeting of number of peoples on a particular topic.
Conference management defines the value of overseeing the overall activities execution of the
events, by monitoring the performance and progress of the team member(Boella and Goss-
Turner, 2019). Providing with Particular assigned task and resolving the situation arises during
any event activities. Event managers works on the basis of requirement by the particular event
party through plan of organise promotional, business and social events related to some charities.
They are having with responsibility of running a continuous range of events. The motive of the
event is to target right audience and whatever the message in event activity will convey to their
people properly. Events play an important part in making the business and brands successful
through attaining the value of providing them popularity and aware people if particular sponsors
this event. As conference relates with gathering of peoples having with a common interest and
background. By adopting the approach of providing them a platform to discuss issues and
express one another perceptions.
The below report is based on Hilton worldwide by considering one of the hotel is that London
Hilton on park Lane overlooking by Hyde park in the Mayfair district of London. The report
considered the topic different categories and dimensions of events, feature and current trends,
measure to provide safe secure event.
MAINBODY
LO1
P1).The different categories and dimensions of events, using specific examples to illustrate the
differences:
London Hilton on park Lane is a hotel which is situated in Park Lane, in exclusive
Mayfair district of London. Having approx 28 storeys and 453 rooms includes 56 suites. They
are hotel type industry, having their official site(Walters, 2018). Numbers of location is approx
6215. Hilton worldwide having aspects of serving in area worldwide due to their large operations
in hospitality they are serving across the countries through attaining the value of external forces.
Number of employees working in this hotel chain is approx 1,69000 and dealing their customers
by both channel online and offline through official website is that www.Hilton.com.
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The different categories of events when planning for this activities event planner needs to
set budget, sponsorship, venue and accessibility in the formation of any activities which concerns
with event planning.
Conferences: These are the events which is considered with large activities of inducing with
peoples who will interact with each other on some particular topic. Focused well on a central
theme or industry (Kandampully, Zhang and Jaakkola, 2018). This type of event activities are
considered with exhibitions, speakers, contests and opportunities related with networking and
through more recreational get together any business related activities and pre-and post related
conferences. In the context of London they are having the approach of conducting conferences
related events in their hotel in regular base which includes with business meets.
Trade shows: These are those event activity which concerns with large number of brilliant
minds brands under the major theme or event. This type of event basically depends upon
showcasing of the product and services through promoting them in trade shows by connecting
with large audiences face to face. Platform to perform this activity is that conferences and
convention Centers, auditoriums and universities. In the context of London hotel they will
introduce their new services in trade shows through attaining the value of aware the audiences by
interaction.
Seminars: This event are relatively similar to the conferences activities. The difference between
seminar and conference is that seminars are dedicated to training and instruction. Because this
activities value refers to academic in approach. In the context Hilton they are likely to provide
with businesses to conduct seminars related with business deals and training policies to the
employees.
Executive meetings: These events relates with executive meetings that are generally face to face
events that involves with high level approach of business partners and employees who are
engaging with high designation. This event will assist the business in generating the ideas,
complete a particular task, relates with important decisions and develop the partnership. As
London Hilton deals in meeting of business executive in large through giving 5 star standards
services to them.
Company parties: These types of event are generally plans for showing appreciation for
employees and relates with improving company culture through improving morale of the
employees. This event activity are having venues like restaurants, on-site event facilities,
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wedding venues and unique venues. In hotel like Hilton they are highly induce with company
parties events and celebration.
Dimensions of events
Schedule: In any event planning there is a need of proper dimensions which are required in
completion of any event activity on time. Is the event venue available? Event venues are
typically related with priority schedule model. In the context of London hotel they are relatively
doing organise the events activities by taking proper schedule by checking onto their other
upcoming events that will going to be organise (Morrison, 2018)(Draper, Young Thomas and
Fenich, 2018).
Cost: This dimension relates with proper budgeting of the cost which will be induce in making
any event activities, through adapting value of pay for event support services like crowd
management, special event permits, law enforcement etc. This dimension relates with preparing
and maintaining the aspect of budget. In the context of Hilton hotel they are more likely to
induce in the activities of preparing the budget through proper estimation value.
Location: This approach while preparing any event plan is that event promoter should know
about the where their audiences is and how will they come for the event. Is the location is bit far
away from the reach of their audiences they have to prepare the event model to initiate properly
for the location setup.
Size: Different venues type represents different size and capacity in context of handling their
audiences and managing the event activities. As this London hotel relates with outdoor events
that will concerns with event size which will be planned in the formation of appropriate budget.
Amenities:In every event there is a proper planning for take care of the audiences by providing
with services of amenities. Some of the amenities are important in events such as power, internet
connectivity, concessions, hospitality space, parking , locker rooms, having with T.V broadcast
infrastructure. Hilton hotel provides this amenities in large in every event outsides and inside.
Staff: The last dimension in the planning of event is to provide with skilled manager and team
members will going to manage the whole event. The staff will represent both the value of event
venue and event(Gibson and Parkman, 2018).
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P2).Different categories of events, discuss the features and current trends influencing the events
sector
Event activities are having with features like providing wide range of events, every event
should be goal oriented in performing the particular activity which relates with effective
promotion and communication(Dewnarain, Ramkissoon and Mavondo, 2019). In the context of
hospitality industry like Hilton they are more focused on the target and motive of creating any
event by handling and managing in quite effective manner. As this industry are depends upon the
feedback from their clients regarding the particular event hospitality so they are quite focus on
their event activities value. Feature which are necessary in attaining the activities is that event
registration approach like promo codes and registration workflow. Promotion feature like email
marketing with website builders, operation feature like sponsorships tools etc.
In making any event plan there is a need to adopt the trends which are more likely to influence
the event activity in large through making certain changes according to the current trend by event
planner is that:
Live streaming:
This current trend in the market influence the event more effectively through indulging
large audience by making them feel of their events. And by get the talk going online about the
particular event . This approach will influence the audience online if they see the event more
impactful they will going to participate in future events too.
Artificial intelligence
By the help of AI platform, event planner will going to attain more value for their event
activities is that through AI process handling of audiences will be quite easy. Event chatbots,
voice translation and interpretation during the panels, having with event newsletter
personalization, facial recognition in during event registration. So to attain these aspects AI
provides growth in making event successful(Ali, Park, Kwon and Chae, 2019).
Recognition technology
This relates with process which indicates facial recognition software that deals in
recording, tracking and stores the particular individual facial features,. As this aspect will not
attain value of accurate all the time, but they can functions lots more is that by clearing and
approve them for entering into the event activity.
Live translation
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This current trend will be more impactful for the event activity as this relates with
providing with proper understanding of the event through broadcasting into other countries by
adopting live translation process. In which different cultural people and audiences will get to
understand what this event wants to convey through proper translation software like Interactio
which offers with live interpretation on user smartphones through broadcast on it.
LO2
P3).Design an event layout to correctly set up a conference or event room
The room layout plays an important role in making of any event and conferences
successful through proper structure of event planning in the format of appropriate layout (Pino,
Peluso, Del Vecchio and Guido, 2019). This layout considered with providing with best seating
layout to attend the people joining in the event. Choosing with right layout is mandatory to
change the experiences of guests of entire event. In the context of London Hilton on park lane,
they are continuously involve in planning an event due to their hospitality nature they consider
several factors before dealing in any event layout. Hospitality industry like London Hilton before
starts any event they handles the factors like:
 What will be the attendee numbers: This approach have play an important role in
preparing or designing any layout, planner will check on number of peoples or guest who
will join this event room. By providing everyone with seats without any
problem(Edelheim, Thomas, Åberg and Phi, 2018).
 Available space: The room dimension is considered under preparing any event or
conference room through determine if room space is enough or having needed to change
in respect of their space according to the guests size.
 Priorities: Event planner has to make sure about the objective of the event, what has to
be done or convey in the event are motive of any event.
 Practicalities:Its about how the event will perform in respect of serving facilities like
food and refreshment, where they are going to eat are clearly mention in the event layout.
 Furniture and décor: Event is considered with lots of resources and facilities which are
considered in the form of proper seating aspect of having chairs and with better décor.
 Proper stage: In event stage will take a bit extra stage which should be properly manage
by the event planner to convey the messages and learning in appropriate manner.
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 Activities: In every event there are some appropriate activities to be happen, so by this
employees are more so that they can perform more effectively in the event.
P4).The additional services available within a conference or event environment
Event planner before starting any event must ensure about their additional services which
are quite mandatory in maintaining the decorum of the event and conferences. By avoiding the
any obstacles in organising any event through building the value related with meeting specific
clients requirement. In the context of Hilton worldwide, they are providing with decent ambience
and environment in dealing with their quests through formulate additional services in making the
event successful is that:
Location: The additional service that event manager will adopt is to provide with appropriate
location before start any event activity with a view to attain the objective of approaching easily
to their guests and attendee. By organising the event in reachable approach to their
guests(Centobelli and Ndou, 2019).
Parking: By adopting the aspect of reserves the nearby parking lots for attendees., by including
the price in tickets and having the system of pay at the time of parking. By providing with the
sharing facility of cab with each other.
Amenities: Does the venue having with the facilities of foods and refreshments, this services are
mandatory in today's scenario cause in hospitality industry they have to put something extra in
making their event successful.
Ambience: Pay special focus on the event ambience through adding something unique into the
venue , this will provide with extra services to the guests. The more decorating is the event the
more effectiveness it will generate in achieving the motive of event activity.
Accessibility: It refers to possibility that relates with everyone, especially those with
requirement will access the building and its related amenities.
LO3
P5).Different management roles within the event industry reference to current job opportunities:
In event there are various activities to be performed by the event planner with a motive to
attain the value of achieving event activities in more effective manner by proper setting up of
specific roles during preparing the activities, in order to conduct a outstanding event, there are
many peoples who worked with same passion behind the stage . This approach by event team
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members will showcase the hard work in making the event more standardised and professional.
So here are the management role in the context of event industry is that:
Event Planner: Peoples working on this job profile are fully responsible of making the plan in
respect of each and every detail of an event activities which are going to generate by them. Event
planner are engaged in the activities of planning with proper layout of the event in respect of
theme, logistics to the budget etc(Vives, Jacob and Payeras, 2018).
Event Manager: This job profile related when any clients want to organise the event, here the
manager are responsible of dealing with event activities by properly managing the event .if any
shortage during event activity then they have to make sure about it.
Exhibition organiser: This job profile of an exhibition organiser relates with organising of
planning event dealing in fairs and exhibitions. They are having the speciality and role of
managing and organising the event in more effective manner.
Stage Decorator: People who are dealing in this job profile are more responsible of doing the
stage layout which will be related with podium and managing of décor. They are basically deals
in the functions like weddings, birthday parties and celebrations so they generally attain the
value of decorator.
Current job opportunities in event industry are:
Wedding Planner: This job opportunity having the aspect of adopting to work in such a
portfolio where the planner need to think about each and every small detailing of the event is that
a wedding,. They are dealing in activities of providing their clients with services of managing
and plans a successful wedding event.
Logistics manager: This job profile relates with responsibility of managing the transportation of
equipment, guests and the things which is required in the event.
P6).Review the management skills and personal attributes required to work within the events
industry
In dealing of any event management, event planner has to ensure about the proper
formulation of activities to caters the guests in most effective manner(Al-Ghossein, Abdessalem
and Barré, 2018). Event planner has develop their managerial skills through which they can
perform better and by personality attributes. They will attain the event related activities in more
effective manner by enhancing the approach of doing the events by proper formulation of their
layout. In the context of hospitality industry like Hilton worldwide event manager working in
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this industry has to compete with their competitors through generating the effective event
concept so here are some of the management skills and personal attributes are as follows:
Great communication skills: In the event planning the major role has to be rely on making
effective communication with team members and clients to properly understand their part and
operates the event accordingly by properly inculcate to their event team members (Finkel, Sharp
and Sweeney, 2018).
Being a team player: By effective communication event manager will achieve the targets
through properly executed the layout plan of budgeting by being approachable to their team
members. Provides them necessary guidance in respect of particular event activities.
High organised and efficient: The event industry relates with more organisational skills that are
needed in the success of the event through proper formulation of activities in organise form.
Personal attributes:
Determination to Work hard: The ability to be determine for the work in respect of the event
activities should be the prior most ability of the personal, by which they will easily tackle the
large event project.
Attention to detail and pride in work: This personal trait of the event planner will going to
attain the value of being successful in handling each objectives in completion of event through
paying attention to each and every detailing of the activities.
LO4
P7).Explain the appropriate measures required to provide a secure and safe event venue
In every event activities the major concern is the safety and security reason which are
impact the overall event either in positive manner or in negative manner(Korstanje, Raj and
Griffin, 2018). The event planner has to ensure about the safety and security aspects of their
attendees by making them feel secure towards the particular activities are concern. While
preparing and planning for the particular event activities here the event planner decides about
various safety factors which has to be considered under developing the event in effective manner
is that:
Assess security risks: By adopting the approach of preparing the budget the very next process is
to determine and analysis the loophole in event and uncertainty that can happen while dealing
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with event activities . By checking through thinking about what can be the security issues that
event planner has to handle.
Creating security checkpoints: By making the event more safe for their attendee, the event
manager will attain the value of providing with security checkpoints by checking particular
people by having tickets with them. Through avoiding the risk of uninvited or any bad elements
in event. By conducting face recognition and barcodes on tickets.
Develop with emergency plan:By adopting the approach of emergency plan, event manger will
able to take quick and smart responses towards any misshapen in event activities, this process
will be considered with plan B approach of conducting this safety measure.
CONCLUSION
It has been concluded from the above study is that hospitality and tourism industry has to
manage the event in most appropriate and effective manner by including the value of proper
layout of their event activities. By adopting the aspect of current trends in the events, the event
manager will attain the objective of making proper utilization of required things and funds which
is needed in the trend. Events involves with lots of other additional services which are the need
of today's event industry by considering appropriate locations,proper amenities and ambience
facility in event activity. Event has to be properly executed by event planner by dealing in
excellent safety and security measures.
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REFERENCES
Books and Journals
Al-Ghossein, M., Abdessalem, T. and Barré, A., 2018. Open data in the hotel industry:
leveraging forthcoming events for hotel recommendation. Information Technology &
Tourism. 20(1). pp.191-216.
Ali, F., Park, E.O., Kwon, J. and Chae, B.K., 2019. 30 years of contemporary hospitality
management. International Journal of Contemporary Hospitality Management.
Boella, M.J. and Goss-Turner, S., 2019. Human resource management in the hospitality
industry: A guide to best practice. Routledge.
Centobelli, P. and Ndou, V., 2019. Managing customer knowledge through the use of big data
analytics in tourism research. Current Issues in Tourism. 22(15). pp.1862-1882.
Dewnarain, S., Ramkissoon, H. and Mavondo, F., 2019. Social customer relationship
management: An integrated conceptual framework. Journal of Hospitality Marketing &
Management. 28(2). pp.172-188.
Draper, J., Young Thomas, L. and Fenich, G.G., 2018, January. Event management research over
the past 12 years: What are the current trends in research methods, data collection, data
analysis procedures, and event types?. In Journal of Convention & Event Tourism (Vol.
19, No. 1, pp. 3-24). Routledge.
Edelheim, J.R., Thomas, K., Åberg, K.G. and Phi, G., 2018. What do conferences do? What is
academics’ intangible return on investment (ROI) from attending an academic tourism
conference?. Journal of Teaching in Travel & Tourism. 18(1). pp.94-107.
Finkel, R., Sharp, B. and Sweeney, M. eds., 2018. Accessibility, inclusion, and diversity in
critical event studies. Taylor & Francis.
Gibson, P. and Parkman, R., 2018. Cruise operations management: Hospitality perspectives.
Routledge.
Kandampully, J., Zhang, T.C. and Jaakkola, E., 2018. Customer experience management in
hospitality. International Journal of Contemporary Hospitality Management.
Korstanje, M.E., Raj, R. and Griffin, K. eds., 2018. Risk and safety challenges for religious
tourism and Events. CABI.
Morrison, A.M., 2018. Marketing and managing tourism destinations. Routledge.
Pino, G., Peluso, A.M., Del Vecchio, P. and Guido, G., 2019. A methodological framework to
assess social media strategies of event and destination management
organizations. Journal of Hospitality Marketing & Management. 28(2). pp.189-216.
Vives, A., Jacob, M. and Payeras, M., 2018. Revenue management and price optimization
techniques in the hotel sector: A critical literature review. Tourism economics. 24(6).
pp.720-752.
Walters, T., 2018. Gender equality in academic tourism, hospitality, leisure and events
conferences. Journal of Policy Research in Tourism, Leisure and Events. 10(1). pp.17-
32.
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