Managing Conferences and Events

This document provides an overview of managing conferences and events, including different event categories and dimensions, current trends in the events sector, designing event layouts, and ensuring secure and safe event venues. It also explores different management roles and the skills required to work in the industry.

Managing Conferences
and Events

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Different event categories and dimensions and their differences...........................................1
P2 Features and current trends that are influencing the events sectors........................................3
TASK 2............................................................................................................................................4
P3: Design an event layout to set up the conference...................................................................4
P4: Additional services that will be available within a conference.............................................6
TASK 3............................................................................................................................................6
P5 Exploration of different management roles within the sector................................................6
P6 Management skills and attributes which are require to work.................................................7
TASK 4............................................................................................................................................8
P7 Specification and explanation of appropriate measures required to provide secure and safe
event venue .................................................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................1

INTRODUCTION
Events are conference are consider as meeting where people meets with each and other
and share their thoughts and views. Every organisation arranges the events and conference in
order to aware the people and organise events successfully. There are different types of events
and conferences such as weddings, formal business meeting, ceremonies, festivals, and
conference which helps to meet with others (Bokelberg and et. al., 2019). To understand about
conference and events Dream Sales Machine (London) Ltd. has been selected. This was
incorporated on 16 May 2018 in London. The activities of company are travel agency activity,
activity of conference organiser and educational support services that attracts people to manage
their events. Different topics are covered in this report such as different categories and
dimensions of events in event sector, consideration for events and conference which are require
to work within industry. Moreover, measures which are require to manage safe and secure events
for staff as well as guest.
TASK 1
P1 Different event categories and dimensions and their differences
The Dream Sales Machine (London) is a upscale company which is established in
London in order to deliver best services. It organise the events and conference for others, provide
travelling services etc. which attracts customers and maintain the productivity. Different types of
events and conference are conducted by such organisation as per customer demands (Brown and
et. al., 2019). The categories and dimensions are as defined:
Product launch event: In business environment, there are various company who wants
to promote their products and services so, they conducts promotional events for their new
products and offers which influences people and increases sales. Such events are require high
attention of manager who managers all functions. In context to Dream Sales Machine (London)
Ltd, managers focuses on such kind of events and invites other organisation to conduct the
promotional activities in order to create brand image (Harmeling and Palmatier, 2016).
Commemorative events: This consider as public events which mainly focused on
promotion of civil and non government person. They conducts events sometimes for
entertainment purpose in which celebrity are invited to influence the people. This is managed by
manager which are require to make good planning and proper attention towards events and other

services. They are also require catering services in order to deliver their guest. Dream Sales
Machine (London) Ltd, also organise such events where manager are require to be familiar with
others which helps to provide customer satisfaction.
Bridal events: This is another events and conference where Dream Sales Machine
(London) Ltd. Conduct the events in order to provide information and promote the business
organisation. Herein, managers are require coordinate with other people, make up artists and
venue design which helps to attracts people more (Jepson and Clarke, 2016).
Difference between events
Basis Promotional Bridal Commemorative
Purpose To promote the
products which are
introduced recently.
To organise the
weddings with good
arrangements.
To promote civil and
non government
person.
Required skills Knowledge about
competitors and
market, preference of
visitors, and task
management skills.
Decoration
knowledge,
coordination, making
up skills and proper
communication.
Familiarity skills,
planning and interest
of people knowledge.
Dimension of events
Location: This is important which is required to analysed by manager which select the
location for suitable events. Dream Sales Machine (London) Ltd, management play this role by
selecting the location for conducting events.
Cost: This is other dimensions that is important for Dream Sales Machine (London) Ltd's
manager in which they identify the cost of their organised events and conference.
Amenities: This refers as services and facilities which are required to arrange by
manager of Dream Sales Machine (London) Ltd that helps to run a events successfully.
Difference between dimensions
Location Cost Amenities
The event manager need to
make sure to their clients that
The event organiser make sure
that they are charging
In this manager are require to
make sure that all facilities and

they are providing proper
place for events.
reasonable cost for their
arrangements.
services will help to satisfy
their customers.
P2 Features and current trends that are influencing the events sectors
Event industry focuses on current trends which helps to organise the plans and events
accordingly and attracts more customers in order to increase profitability. Dream Sales Machine
(London) Ltd management focuses on different type of trends and features which influences
whole sector they are as follows:
Amounts contributes in GDP: Event industry organise various programmes and events
which helps to contribute in economic growth of country. Dream Sales Machine (London) Ltd
organise the events and give their contribution in economic development of nation. It helps to
increase the living standard of people and increases high revenues.
Interactive and unique destination: This trend helps to plan the destination according
to events such as wedding, office meeting, seminars etc. all functions are needed unique location.
This trend attracts bridal events and marriage destination by selecting a unique location. Dream
Sales Machine (London) Ltd. Focus on this trend and organise the events accordingly that
attracts people by filling their requirements.
Innovative marketing: This trend are changing according to customer demand which
influences event industry. Dream Sales Machine (London) Ltd uses different types of marketing
activities such as social media, chat bots, you tube etc. which influences people in current era.
TASK 2
P3: Design an event layout to set up the conference
Dream Sales Machine Ltd is the private company that incorporated its business from
2018. The company offer different events, activities as well as conferences to support the
educational as well as business activity. Detail regarding different types of event is presented
below:
Event: The conference of 25 executives will be organised by the Dream Sales Machine
Ltd at the Bulgari Hotel on 27th - 28th November' 2019. This event will go for two days between
the 05:00 and 9:00 p.m. These executive belong to the seven different countries due to which
they speak different languages. So the event will take place at English as the translating
equipments can help the executive to understand the significance of event.

Invitation:
Invitation
We here are glad to announce that the conferences session is gouging
to be held at Bulgari Hotel which is in London. So executives are
invited to be the part of delightful event which is conducted for two
days that is 27-28th November '2019 and discussion is made on the
topics like “Phantom of the Opera” and “Her Majesty's Theatre”.
Diligent speakers and 25 executives will be provided accommodation
that include suitable rooms to stay, coffee break, food and beverages.
Details of the venue is explained below:
Address: 177, WalleyIn Rise, London
Destination: Bulgari Hotel
Contact no: 543-324-010
Event Manager and Assistant Conference
Itenary: Itenary is presented below for all the speakers
Activities Time
Landing time of flight 8:00 a.m. on 27th Nov'2019
Distance from Airport to hotel 20 minutes
Arrival time 8: 20 a.m.
Welcome by serving beverages at
hotel
09:00 a.m.
Refreshments to rejuvenate
energy
11:45 a.m.
Starting time for lunch 2 a.m.
Leave the restaurant area and
hotel for conference
4: 15 p.m.
Attend conference 5 p.m. to 9 p.m.
Coffee break and evening Snacks 6:30 p.m.

Back to Hotel and Dinner 10:00 p.m.
Breakfast 6 - 9 a.m.
Conference timings 10a.m. - 2 p.m.
Lunch 3 p.m.
Departure from Bulgari hotel 6 p.m.
Menu: The different type of cuisines or dishes to be offered to the speaker as well as
executive is explained below (O'sullivan and et. al., 2016):
Dishes Meal
Toast, sprouts, Boiled egg Breakfast
Juice, coffee and tea Breakfast
Chicken, soya coptico and
Baguette Bites
Lunch
Fried fish, cheese grill sandwich,
Peri peri chicken burger
Lunch
Vegges, Broccoli sheet, Vegan
chjicehem along with bread or rice
Dinner
All the dishes will be adequately served to the guest in a systematic manner.
P4: Additional services that will be available within a conference
Services are basically the intangible offering provided by the Dream Sales Machine Ltd
that help to build the suitable experience of customer. The main purpose to deliver services is to
make the customer satisfied and enable them to participate significantly in the event which is
going to be held at Bulgari Hotel. Some of the additional services are explained below:
Pick up and drop facility: For the convenience of customer the representative of Dream
Sales Machine Ltd offer both pick up from airport to hotel and drop back to airport facilities are
provide. This helps to laid the convenience of speaker as well as executive who belong to
different seven countries so it just help to maintain the positive experience (Posenato, Zerbato

and Combi, 2018). Such additional services help the guest to overcome the problem of location
by saving their effort, time as well as cost.
Spa and wok out zone: The availability of the separate corner for spa as well as gym
within the Bulgari Hotel help the guest to explore during their leisure time. Like, the spa helps to
overcome the stress or fatigue while attending the event or after becoming the part of long
journey. Along with that if the guest is fitness freak then they can spend the morning hours in
gym which keep them fit and help to build potential experience.
Hence, these are some of the additional services which are offered by the hotel as well as
Dream Sales Machine Ltd for the convenience of guest. This even help to share the effective
relation that can facilitate the speaker as well as executive to become the part of company even if
it organises the event in future.
TASK 3
P5 Exploration of different management roles within the sector
In current environment, managers are playing important role by performing their job
opportunities which are as described:
Event planners: A person who manages all events and become responsible for all
activities is consider as event planners. In context to Dream Sales Machine (London) Ltd.
Manager are playing this role in order to provide services such as musicians, caterers, meeting
and etc. which can attracts customers properly. This also helps managers to get the opportunity
in achieving career growth and development (Leinemann and Baikaltseva, 2017).
Executive assistant: This is another role which plays by managers as they visits all
clients which helps to reduce the work load by hiring the assistants. Assistants works on the
behalf of executive which helps to maintain the business performance effectively. In Dream
Sales Machine (London) Ltd. Freshers has opportunity to work with their executive by
developing their skills and experience which helps to improve the interactive and coordination
skills.
Programme Coordinator: This role is also for managers who coordinate with all people
who are responsible for events. This helps to organise the event successfully and make future
clients further. This opportunity fits for extrovert people that helps to maintain the high level of
satisfaction by increasing internal and external capabilities.

P6 Management skills and attributes which are require to work
To perform the business activities the event manager are required some skills which helps
to perform all business functions. In event industry people have different job opportunities such
as event planer, executive assistant, coordinator etc. To fill such roles and responsibilities are
require following management skills and attributes such as:
Leadership skills: This means leader should motivate its employees to accept the
challenges and complete task. In context to Dream Sales Machine (London) Ltd. Manager are
require this skills which helps to motivate its assistant and employees to accpet the different
demand of customers and work accordingly.
Communication skills: This means manager of Dream Sales Machine (London) Ltd is
require to communicate with all people which helps to understand the further steps in order to
complete the work and arranging events.
Management skills: This skill is require to manage all functions within business
organisation as it helps to understand the goals and work accordingly. It is very important for
businesses to manage the work according to time and complete it within specified time. In
context to Dream Sales Machine (London) Ltd manager need to have management skills in
which they can manage all event functions and assign the work between employees according
which processed to successful events (Lucey and et. al., 2016).
Decision making skills: This skills is require in every organisation which helps to
complete the work in specified time. In context to Dream Sales Machine (London) Ltd manager
are require such skills which helps to make right decision on right time. The manager of selected
company having such skills which helps to make decision for successful event plan and organise
them effectively.
TASK 4
P7 Specification and explanation of appropriate measures required to provide secure and safe
event venue
Safety or security is the main concern that need to be taken care by the event organised before
inviting any guest and organising meeting. Allocation of safe environment is the priority of both
guest as well as Dream Sales Machine Ltd due to which it take various consideration. Some of
them are explained below:

Food hygiene: It is vital for the Dream Sales Machine Ltd to offer the safe as well as
hygienic food to the customer. All the standard such as using clean equipments, covering the
food and storing them in the right time need to be effectively followed. This can significant help
the guest to reenergise their energy and significantly become the part of an event (Reason and
Hobbs, 2017). Otherwise they may face problems like illness and foot poising that can hamper
the trust of guest over the Dream Sales Machine Ltd.
Keeping all the information confidential: As during the time of stay guest are need to
share their personal details. Similarly, even the event organiser have all the relevant information
as well as documentation of the guest (Schwebel, Alcatel Lucent SAS, 2017). So it is vital for
them that they need to keep all the information confidential in the secured other. As privacy
breach is one of the main concern due to which Dream Sales Machine Ltd need to be extra
caution. Further, even the individual information of the guest need not to be shared within the
internal team member to maintain long term security.
CONCLUSION
From the above project report it has been concluded that events and conferences should
be manage properly which helps to increase the number of clients. If events are conference are
organised properly then organisation can attracts more clients. Different categories of events
such as promotional, corporate and bridal are planned by managers who are require management
skills, leadership skills and communication skills helps to complete the work effectively.
Different dimensions such as cost, amenities and locations are also important for organisation
which are used to organised events well. The layout of events consider structure which states
location, timing, event, marketing and other facilities to attracts the clients properly.

REFERENCES
Books and Journals
Bokelberg, E. H. and et. al., 2019 International Business Machines Corp, 2016. Managing
challenge events. U.S. Patent 9,327,198.
Brown, L. D. and et. al., 2019. Managing the narrative: Investor relations officers and corporate
disclosure✰. Journal of Accounting and Economics, 67(1), pp.58-79.
Emery, P., and et. al., 2016. Managing sport facilities and major events. Routledge.
Harmeling, C. M. and Palmatier, R. W., 2016. Managing Disruptive Change in Channel
Relationships. In Let’s Get Engaged! Crossing the Threshold of Marketing’s
Engagement Era (pp. 527-527). Springer, Cham.
Jepson, A. and Clarke, A., 2016. An introduction to planning and managing communities,
festivals and events. In Managing and Developing Communities, Festivals and
Events (pp. 3-15). Palgrave Macmillan, London.
Leinemann, R. and Baikaltseva, E., 2017. How to manage a successful press conference.
Routledge.
Lucey, C. E. and et. al., 2016. Method and apparatus for managing private moderator codes for
conference calls. U.S. Patent 9,258,338.
O'sullivan, P. J. and et. al., 2016. System and method for managing calendaring events. U.S.
Patent 9,317,838.
Posenato, R., Zerbato, F. and Combi, C., 2018, September. Managing decision tasks and events
in time-aware business process models. In International Conference on Business
Process Management (pp. 102-118). Springer, Cham.
Reason, J. and Hobbs, A., 2017. Managing maintenance error: a practical guide. CRC Press.
Richardson, A. J., 2016. Managing revenue and costs to implement strategy: The conference
organizer's dilemma. Accounting Perspectives, 15(4), pp.331-335.
Schwebel, L., Alcatel Lucent SAS, 2017. Process for managing the connection of users through
their terminals to a multimedia conference session. U.S. Patent Application 15/308,158.

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