Managing Conference and Events Report

This report explores the key aspects of managing conferences and events, including event categories, current trends, layout design, additional services, management roles, required skills, and safety measures. It provides a comprehensive guide for event professionals seeking to enhance their knowledge and skills in this dynamic industry.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
P1 Different categories and dimensions of events using specific example. ..........................3
P2 Discuss the features and the current trends influencing the events sector. ......................3
P3 Design an event layout to correctly set up a event room or a conference room to meet
specific requirements. ............................................................................................................5
P4 Examine the additional services available within a conference or a event environment to
meet specific clients requirement ..........................................................................................5
P5 Explore the different management roles with reference to the event industry and in
reference to the current job opportunities in the sector. ........................................................6
P6 Review management skills and personal attributes required to work within the event
industry and meet stakeholder’s needs and expectations. .....................................................7
P7 Specify and explain the appropriate measures required to provide a safe and a secure
working environment. ............................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES................................................................................................................................1

INTRODUCTION
Event management is an application of the project management for the creation and
development of large scale events such as the creation and development of large scale events
such as festivals (Aram and Sher, 2013). Conferences, ceremonies and weddings. The report is
based on the Seven Events Ltd. It is an event management company located in London. Report
will throw lights on dimensions of events and elaborates the features and current trends
influencing the events sector. It also examines the consideration for the conference and event
rooms and explores the management skills required to work within the events. At last it explains
the measure to manage a secure and safe events environment for staff and guests.
P1 Different categories and dimensions of events using specific example.
There are different categories of events related to leisure, travel and tourism sector,
exhibitions and fairs and include corporate events such as conferences, meetings and seminars.
These are described as follows-
 Leisure and travel and tourism sector- Weddings, private parties.
 Exhibitions and fairs- It includes carnival, art fair and trade shows.
 Corporate events- It includes conferences, meetings, product launches, seminars,
promotional events and award ceremonies.
Different dimensions of events
There are different dimensions of events such as multi versus single event, live versus
virtual event. It is described as follows-
 Under the multi versus single event. Event manager at Seven eleven Ltd will have to
organise multiple events for the customers within a short duration of time.
 Under live versus virtual event live event is the one in which event manager at respective
company will organise events and individuals will be present there. Under virtual events
individuals are interacted on the web, rather than meeting at a physical location (Bowdin
and et.al. 2012).
P2 Discuss the features and the current trends influencing the events sector.
As for the leisure purpose it includes the private parties in which it consist of huge
number of individuals and the relatives. These types of events are normally organised in big
banquet halls or in big gardens. This type of events normally require high budget of around 30-
40 lacs and includes various entertainment provisions such as music and dance facilities.

Under corporate events it includes it includes meetings and seminars in which it involves
small number of individuals and are normally organised in offices and factories. It incurs a small
budget and normally this event is for time duration of 3- hours (Zoghbi, 2016).
These are the different types of events that our company organises. These includes wedding and
private parties, carnival, art fair and trade shows. It also organises corporate events. Wedding
events are very important part of any individual. This company takes special care for planning
the items, choosing the food items and organising various events that take place during a
wedding. For organising the different events this organisation takes care of the following points-
Set a budget- A budget is set by the organising company to handle the activities of events in a
perfect manner.
Create a timeline- Time is a key factor to mange all activities of the event. Organising company
has several design resources to use in planning the events.
Design with quality – Designs are made for events for decorating the events and making places
more beautiful.
Current trend within the event industry
There are different trends that are to be focused by organisers like Value added, multifunction
versatility ,Celebrate diverse voices ,Mindfulness ,Customised personalisation and Thoughtful
sustainability.
Event industry is growing at a large extent and provides maximum satisfaction to the
customer. With the increase trend of internet respective event management company has
adopted to the recent technology and providing services accordingly.
 It has led to the increase in the use of events app which makes the customers easily avail
the service and take the benefits out of it.
 It has increased the safety and security requirements which makes the customer easily
enjoy the service without the risk of exposure.
 Company has adopted to new and innovative types of events with the use of modern
technology including visual animation walls and live streaming which have improved
their service and led to more attraction of customers towards its services.

P3 Design an event layout to correctly set up a event room or a conference room to meet
specific requirements.
In order to set up a proper conference and event room event management company
should meet up the professional standards required for the proper set up.
 There should be enough space utilisation for the comfort of the members so that
individuals can accommodate easily.
 For the proper set up of the conference room manager at the respective company should
set up the proper style of the room such as the boardroom. It is room in which board of
directors of a company ad meet regularly on a regular basis.
 There should be proper space to move freely and should take into account proper heating,
ventilation and lightning considerations to ensure the right ambience and the brand
experience, so that it can properly satisfy human needs and meet up the specific
requirement standards (McWhorter, Roberts and Mancuso, 2013).
 Well established conference room should be equipped with all the modern facilities such
as audio visual requirements such as proper telephone devices needed for conference call
as well as the Wi-Fi connectivity should be proper to access the net and the facilities for
video calling.
 It should have the facilities of multiple projections, web streaming, event recording and
webcasting. This would allow the meeting take place successfully without any problems
and confusions (Rogers and Davidson, 2015).
 In order to make the event room attractive manager from the respective event
management company should meet all the business centre facilities and along with this
should meet up the services for international guests, speakers and high profile VIP guests.
P4 Examine the additional services available within a conference or a event environment to
meet specific clients requirement
In order to make the event environment more attractive it is necessary for the manager at
the respective event management company to provide various value added services to its clients
which includes the facility of Wi-Fi connectively which enables the board of director and the
team to properly access the video call facilities and helps in proper interaction with the clients. It
could also include the facilities of web streaming and event recording which assist the clients to
take proper advantage of the the conference room set up. Under the specific event programme it

should also take care of old age peoples and the disabled people to take extra care of themselves
by making arrangement of certain specific facilities for them. This would encourage the clients
to avail the service of the event management company again and again. This additional service
requirements would meet the need of every type of clients and would provide maximum
satisfaction to them (Rogers, 2013).
If the seven eleven event management company can provide or arrange specific
requirements for the international guest and the high profile VIP guest such as facilities for
catering and food requirements as well in the conference room includes all other facilities which
are according to their requirements and necessities. It would greatly satisfies the needs of its
clients and will motivate them to avail the service of the event management company.
P5 Explore the different management roles with reference to the event industry and in
reference to the current job opportunities in the sector.
Illustration 1: Layout of seminar
In this seminar the selected setup is of theatre type. The reason behind selecting this form
of setup is to provide flexibility. It will be helpful to conduct the seminar with p[rojecter where
theatre is the best option. As 55 attendees are going to take part so it will be important to provide

all the facilities which includes hospitality and all other relevant material which will be helpful
during the seminar.
In order to have effective inter relationships with all other departments it is necessary for
the individuals to effectively coordinate with each other and allows success for the event
management company. Hence roles within the specific event industry just not only includes
planning events. With increasing role of technology and internet respective event Management
Company is providing a series of career choices and therefore providing various opportunities to
the outside individuals. Different management roles within the event industry are as follows-
Event Tech Expert- These are the individuals who have the responsibility of doing
every technology related element. It might start from audio visual related items and many
include setting up of an event app which might be complex in nature. As with the
increase in technology, companies should become techno savvy in nature. This would
include getting the work on time and reduce labour cost to perform activities (Serr and
et.al.2014).
Social Media Coordinator- These are the informed, enthusiastic and engaged employees
within the company, Employees are responsible for collecting prior information from the
various social media tools and are responsible for advertising and promoting its
companies as well as there are opportunities for paid social ads to attract and engage
customers towards the respective company.
These are the specific job opportunities and the management roles within the specific industry
which allows performance of every activity in a proper manner.
P6 Review management skills and personal attributes required to work within the event
industry and meet stakeholder’s needs and expectations.
In order to work effectively within the business operations it is necessary for the
employees to have sufficient skills and capabilities to perform the work effectively. This will
help them to do work in efficient manner. Different management skills required to perform in the
event management industry are as follows-\
 Employee within the respective department should work effectively within the teams to
achieve goals within a short period of time.
 Employee should have proper management skills regarding to handling of human
resource, proper supervision to its employees as well as resource management skills to

effective utilise resource for each and every activity and doesn't lead to wastage of
resources.
 It is essential for the employees to have proper project management skills regarding
proper problem solving and taking effective decisions against them. It also requires
analytical skills which involves the ability to collect and analyse information, results in
problem solving and leads to make effective decisions. It also involves the skill to apply
logical thinking to break complex issues into components parts.
 Employees within the respective event management company should be well aware about
their cultural sensitiveness and awareness about the culture of the employees. This made
the employees work effectively according to the values and beliefs of the company.
 Employees working within the respective event management company should carry a
professional attitude towards their work and follow all the practices professionally by
following ethical code of conduct (Terzi, Sakas and Seimenis, 2013).
These are the personal attributes and skills required for the effective functioning of business
activities at the respective event management company and allows to maintain profitability of the
business.
P7 Specify and explain the appropriate measures required to provide a safe and a secure
working environment.
Seven Eleven ltd event Management Company should provide a safe and a secure
working environment to its clients to provide maximum satisfaction to them. When employees
work together it is inevitable that conflicts arises in every business. It is the responsibility of the
managers at the respective company to predict issues which can arise and therefore find the
ultimate solutions to the problem. It is their responsibility to find the problems and avoids
business in overcoming those issues. Respective company should adopt to certain measures to
provide safe environment for its staff such as provides training and development facilities to its
employees regarding proper handling of equipment’s so as to avoid risk of exposure (Walters,
2018). It is also require for the seven eleven ltd to concern duties related to personal protective
equipment at work. It will protect the user against the health or the safety risks at the work. It
includes items such as safety helmets, gloves, eye protection, and safety footwear to provide
safety precautions to its employees. Respective event Management Company should work
according to the legal responsibilities ad requirement of work and meet all its specific standards

in doing work. Adopting all such measures requires a safe and a secure working environment and
avoids risk exposure of health to its employees. If these safety equipments can be provided to
each and every employee's then it will be easy for organisation to manage all safety and security
measure. It is important for company to not allow take any kind of such instrument inside the
organisation through which level of security measure can be questioned. The security of seminar
are required to be more strict as many of the VIPs need to attain and in order to provide safety
and security will required additional number of manpower who need to take the responsibility of
seminar. Where as wedding does requires much and more security as it is one of the function
where gathering is of family member. The security measure that can be added in working
environment are: appointing the special team who will take the responsibility of security,
allowing special weapons to be used as a security purpose.
CONCLUSION
From the above report it has been concluded that it is necessary for the companies to
arrange proper meetings and conferences for the employees to carry out the work in an effective
manner. Therefore event Management Company should address all the customers’ requirements
and effectively determines event for the company. It is also necessary for the company to provide
a safe and a secure working environment by doing work according to the professional and the
legal standards.

REFERENCES
Books and Journals
Aram, E. and Sher, M., 2013. Group relations conferences. Socioanalytic Methods, Discovering
the Hidden in Organisations and Social Systems. pp.257-277.
Bowdin and et.al., 2012. Events management. Routledge.
El Zoghbi, M.B., 2016. Conferences as Learning Spaces on Climate Change and Sustainability:
Insights from University Students' Experiences. In Promoting Climate Change
Awareness through Environmental Education (pp. 37-59). IGI Global.
McWhorter, R.R., Roberts, P.B. and Mancuso, D.S., 2013. Exploring professional online
conferences for the adult learner. Developing and sustaining adult learners, p.267.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Rogers, T., 2013. Conferences and conventions 3rd edition: A Global Industry. Routledge.
Serr and et.al., 2014. Managing unified communications conferences via categories. U.S. Patent
8,886,720.
Terzi, M.C., Sakas, D.P. and Seimenis, I., 2013. The contribution of the Scientific Committee in
the development of Conferences. Procedia-Social and Behavioral Sciences. 73. pp.373-
382.
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.
Yeoman and et.al., , 2012. Festival and events management. Routledge.
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