Managing Conferences and Events

This document discusses the important factors to consider when hosting an event and the skills required in event management. It explores different types of events such as private events, corporate events, and charity events, as well as the trends in the event industry. The document also covers the roles of management in the event industry and the necessary skills to meet stakeholder needs. Additionally, it provides insights into event layout and setting, as well as the importance of additional services and safety measures in events.

Managing
Conferences and
Events

Table of Contents
INTRODUCTION...........................................................................................................................3
ACTIVITY 1....................................................................................................................................3
Event Sector................................................................................................................................3
Trends of the events....................................................................................................................4
ACTIVITY 2....................................................................................................................................4
Management role in the event industry.......................................................................................4
Management skills needed to meet stakeholder needs................................................................5
ACTIVITY 3....................................................................................................................................6
Event layout and setting of room to meet out the specific requirements o the clients................6
Examination of additional services available and its importance...............................................7
ACTIVITY 4....................................................................................................................................8
Explanation of safety and security measure of event..................................................................8
CONCLUSION................................................................................................................................8
REFERENCES..............................................................................................................................10

INTRODUCTION
The report would be discussing the important factors which have to be kept in mind
before hosting an event and how are the skills which are required from a planner of the event.
Dream Sales Machine London Ltd will be the planners for this conference and this company has
been in this field from a long time therefore they are given such a huge responsibility. There is a
requirement of planning, researching, controlling, monitoring and organizing the event. The
report will discuss the different categories which are present in a event and the feature s and
understanding of the roles and skills of this industry.
ACTIVITY 1
Event Sector
Private Events
These type of events are those events which include birthday party, weddings, receptions
and festival gatherings. This type of event is organized for a single individuals and that is the aim
of this event (Myers, 2019). These events are for celebrating an individual's success,achievement
or occasions. The private events sector is growing very quickly in the present world because
there are concepts which are coming up such as destination weddings, festival gatherings,
traditional weddings, and many more events. These events are for people who are close to the
organizer of the event and limited guests are involved in this type of event. There are various
private sectors involved in the commercial activities of event management business.
Corporate Events
The corporate events are for promoting the products and brands of companies and also
for promoting the companies through this event. These events do not need too much of
organizing of the event because these are formal events which includes conferences, executive
retreats, business dinners, seminars, etc. The events are conducted so that the relationship
between the employees and the business becomes even better and that is very much important for
making the company work efficiently. There are objectives and aims of conducting such events
because this will make the employees communicate, management functions and for improving
the moral of the company so that the company can make a profit overall. It is quite visible that
there is a growth in the business world and with that increase there is a growth in the corporate
events, which is very much visible in today's world (Tonchia, Tonchia and Mahagaonkar, 2018).
The corporate and private events are increasing and developing equally because they both are

increasing in number. Since there is a huge demand which is increasing in this sector therefore a
lot of businesses have opened so that the corporate events can take place themselves very well
and meet up to the standards of the organization. These events are very much important in any
organization because this will get together a lot of people who are working in an organization
and it is very much important in company.
Charity Events
These events are those events which are held so that the event can collect money for
charity because doing charity is also very much important because that will the country to
develop and all the individuals to grow with it (Holst and Grødum, 2019). These charities can be
collected from events like social balls, sports events, charitable auctions, etc. Charity events are
held by companies, sponsorship and individuals whose aim is to collect money for charity
purpose clearly. These events can be held by a large group of people or just one individual of the
society but these events are very important for charity and this is a good way to raise money for
the developments of other individuals or their own country.
Trends of the events
With the growing populations and the events which are being held in the present world
are more than expected therefore the event industry is growing rapidly and it is important for
these event planners to grow because this will make the events in the world more organized and
the people holding these events will have lesser pressure over them. There is a sense of
organized events in the customers nowadays, and they just want to leave the responsibility on the
event planner and it has been noticed that there is a lot of show off in the world. There are a lot
of designed and themed based events which are taking place because these events are meeting
the needs of the customer's (Pike, 2015). Are a lot of technological changes which have taken
place in the trending event planning recently because that is making the event planning even
better and this way the event planners will be able to sell their products even better and this
industry can grow larger.
Coordinator are furnishing with specialized and meeting situations orchestrating the
zones that will furnish them with association to their customers (Raj, Walters and Rashid, 2017).
In UK alone spending over occasion were more than GBP 39.1 billions that contributed 35% to
guest economy of UK. Occasion industry is exceptionally adding to the GDP of nations. Each
area of the business is developing with a huge speed, as it has become pattern in the public.

ACTIVITY 2
Management role in the event industry
The role of the management is very different from a corporate industry and there are a lot of
roles the management has to play in this industry. The management of the event planning team
have to be more on the field work than making decisions in the office. Few different roles which
are played by the management of this industry are as follows.
Communication and coordination
This is a very important factor in this industry if any event needs to be a success. The
event planners have pre-planned the entire wedding according to the individual who has to make
the event be conducted and that plan has to be got into action by the planners of the event (Fayol,
2016). If the team is not having the right communication and coordination then the event will not
be able to be a success. The management of this industry has to make sure that the plans which
have been made have to come into action.
Team Leader
The team leader must make sure that the events work is divided between the people
properly and equally so that the work can take place properly and faster. The team leader has to
make sure that the company is having the right understanding between them and the friendly
environment is present between the employees so that the event can take place properly. Team
leaders have to do the field work as to check all the employees are doing there efficiently and
that is very important for the industry (Rogers and Davidson, 2015).
Creativity and innovation
The event planners must have innovation and creativity in them because that will make
the event more successful because the audience which will be coming for the event will like the
event which was conducted by the management of the industry. It is very important for the event
planners to get creativity and innovation in each event they conduct so that they have a unique
identity of their own so that they can make a market for themselves and make profits in the
market.
Management skills needed to meet stakeholder needs
There are so many management skills which are required in the event industry because
that is what is making the event industry meet the needs of the stakeholders. These skills can

make the event industry more efficient for the employees and can create a lot of effectiveness in
this industry. The following are the skills which are required.
Managerial Skills
These are those skills which will help the event to become a success because they involve
the controlling and monitoring the employees (Kripalani, Tripathi and Tanesheri, 2015). The
management has to control and monitor the employee's is that the event can be a success and this
is possible when the work is equally divided between the employees so that the objectives of the
company can be met. The skills which are required in the manager are team leadership, critical
thinkers and problem solver, these are few skills which are expected out of them and it is very
much important because the event industry has to grow. Managers must understand all there
employees so that they can make the employees work efficiently and make the problems between
the employees get solved.
Effective Communication Skills
It is very important that the manager or the team leader of the event employees much
have the right communication skills because it is very important for them to spread the work in
the employees be clear. Each employee must be sure of the work they are doing because only
then the work will be able to be done better. The trust of the stakeholder is in the hands of the
manager and the manager must make sure that they do a very good job when they are given such
a responsibility.
ACTIVITY 3
Event layout and setting of room to meet out the specific requirements o the clients
Dream sales machine London Ltd. is engaged in preparing a conference room which is
going to hold a conference in which 25 executives are coming from 7 different countries (Turner,
2016). It is going to be a big conference for the business meet because of the executives which
are coming in the country. The layout of the conference room will be as follows.
Stage
There is going to be a stage in the conference room so that whenever any executive is
addressing the gathering can make the gathering more formal by going on the stage and
addressing them. There is going to a projector on the stage so that the executives can use it, if
required and later the organizer will not have to face troubles in adding it on the last minute.

Table and Chair
To organize the event and make it a success the dream sales machine London Ltd will be
setting in 30 chairs with 5 tables (Siegel, Erickson and Mullis, 2018). The chairs they will be
sitting on will be rotating so that the executives can see each other when the conference is going
on and for their comfort. The chair is going to be comfortable because they will have to sit in the
conference for long hours.
Venue
The conference will be taking place at 99 City Road Conference Centre,
Inmarsat, 99 City Road, London EC1Y 1AX. The executives who are attending this event will be
informed through mails and they will be told about the date and time when there attendance will
be required. This venue is chosen so that there is no disturbance while the event is taking place
and this event can come out with a lot of success.
Interior Design
The theme of the event is going to be very simple and sophisticated because that will give
a profession look to the event. The decoration will be of solid structures and there will be 3D
pictures put in the conference room so that the event can be made a little more interesting.
Examination of additional services available and its importance
There are going to be a lot of additional services which will be added in this event so that
it is unique from the other events. The extra service and there importance's are as follows (Foley,
Pearson and Entrekin, 2019).
Food services
The event or the conference is going to be held for long hours and it is very important to
serve the executive with food because they will serve if they are not provided with that. To make
the conference productive there are going to be breaks in between the conference so that the
executives can fill there stomach. The services will be given to the executives on their places
because they are a few people who are invited for the conferences, and they must get the best of
services because they are coming from outside the country.
Wi-Fi
There are going to be Wi-Fi services which is going to be provided to the executives so
that they can have access to the internet whenever they need and can get more results out of the
conference (Tatham and Christopher, 2018). Access to internet is very important in today's world

because these are executives who are coming from outside therefore they will need internet for
the knowledge and other purposes.
Cab services
The executives are coming from outside the city and to make them have a pleasant stay in
the country it is very important for the country people to provide them with basic requirements
and cab services is one basic requirement that dream sales machine London Ltd has analyzed.
They will also be going for the show Phantom of the opera at Her Majesty’s theatre in central
London therefore providing a cab is a good service by the company.
Security
It is very important to provide the executives with security because they are traveling
from one country to another and their security is a very important factor because that will make
them want to come to the country again later (Bommer, Crowley and Pinho, 2015).
ACTIVITY 4
Explanation of safety and security measure of event
Screening every guest and staff
To provide the executives with a secured environment during the event it is very
important that all the guests and the staff who will be present for the conference have to be check
properly (Sicari and et.al., 2015). This is because the country nor the event planners want the
clients/ executives to have a bad experience in United Kingdom. There are going to be many
more events which will be organized by Dream Sales Machines London Ltd throughout the year
and making everyone enjoy the plan of the event is there objective and aim.
Having medical support Stationed
There has to basic requirements which have to be provided to the guest/ executives which
are coming in the country. Medical is just one factor which the people should be aware of
because it is very important (Solomon and Soltes, 2015). There will be a first aid and ambulance
at the door step of the conference room building because in case something happens then the
person can be rushed to the hospital as fast as possible.
Conducting risk assessment
The external risks for the event to be conducted must also be analyzed so that there is no
factor which is not liked by the guests. The manager of the event must check the floors and for

damaged areas in the conference hall so that there is no accident which could take place. This is
a big event, and they would not want that even a small mistake should be made by Dream Sales
Machine London Ltd because they have experience in this field from a long time.
CONCLUSION
Dream Sales Machine London Ltd is a company in London who has been in this field
from a long time, and they are conference they are preparing for is going to be success according
to the report because they are all well planned, and they have given more services than were
expected out of them. The basic needs and services like food and comfort is provided to the
executives which are coming from all over the world and the travelling for them is also all
arranged from the companies side so that they would like to conduct more events in the country.

REFERENCES
Books and Journals
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spatial event map. U.S. Patent 10,304,037.
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virtual meeting. U.S. Patent 10,200,423.
Kripalani, A., Tripathi, A. and Tanesheri, N.S., Microsoft Technology Licensing LLC,
2015. Techniques to remotely manage a multimedia conference event. U.S. Patent
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Pike, S., 2015. Destination marketing: essentials. Routledge.
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Sicari, S and et.al., 2015. Security, privacy and trust in Internet of Things: The road
ahead. Computer networks. 76. pp.146-164.
Siegel, S.A., Erickson, R.R. and Mullis, K., AT&T Intellectual Property I LP, 2018. System and
method of managing meeting invitations. U.S. Patent 10,074,078.
Solomon, D. and Soltes, E., 2015. What are we meeting for? The consequences of private
meetings with investors. The Journal of Law and Economics. 58(2). pp.325-355.
Tatham, P. and Christopher, M. eds., 2018. Humanitarian logistics: Meeting the challenge of
preparing for and responding to disasters. Kogan Page Publishers.
Tonchia, S., Tonchia and Mahagaonkar, 2018. Industrial project management. Springer.
Turner, R., 2016. Gower handbook of project management. Routledge.