Managing Conferences and Events

This document discusses various topics related to managing conferences and events. It covers different event categories and dimensions, features and current trends in the events sector, designing an attractive event layout, additional services available in a conference, management roles and skills, and measures for a safe and secure event venue.

Managing Conferences
and Events

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Various event categories & dimensions aswell as their differences.......................................3
P2 Features & current trends which highlyinfluence the events sectors.....................................5
TASK 2............................................................................................................................................5
P3: Design an attractive event layout in order to set up the conference......................................5
P4: Additional services that will be available within a conference.............................................7
TASK 3............................................................................................................................................8
P5 Exploration of various management roles within the sector..................................................8
P6 Management skills & attributes..............................................................................................8
TASK 4............................................................................................................................................9
P7 Specification & explanation of appropriate measures needed to provide safeas well as
secure event venue.......................................................................................................................9
CONCLUSION................................................................................................................................9
REFERENCES................................................................................................................................1

INTRODUCTION
Events & conference refersto a meeting point where large number of people meetand
greet with each other and share their own views, thoughts and ideas. It has been identified that
thereare different types of events which includes formal meetings, weddings, ceremonies and
conference. In order to enhance the understanding about events & conference Dream Sales
Machine (London) Ltd. are going to be selected. It is an organization which was established in
the year 2018 in London. The major activities in which the company indulge includes activity of
conference organiser, travel agency as well as educational support services whichhighly attracts
individuals in order to manage their events and conferences (Bokelbergand et. al., 2019). In the
present report, various topics are going to be included like different categories & dimensions in
event sector, features as well as current trends which might influence the event sector. In
addition to this, consideration for conferences & events needed within the industry are going to
be discussed in this report. Furthermore, some measures which are essential to conduct safe and
secure meetings.
TASK 1
P1 Various event categories & dimensions aswell as their differences
In order to provide high quality service, the Dream Sales Machine (London) is consideredas one
of the most upscale company within London. Each and every organisation conduct meetings,
events and conferences on a regular basis so that they can aware individuals andorganized them
in a successful manner. Theymainly organise differenttypes of events & conference for large
number of customers according to their requirements. Some of the most regular events &
conference whichare conducted by these types of organisation on the basis of consumers
demands and needs. These categories as well as dimensions are as follows:
Product launch event: In the current business situation, there are differentorganizations
who wants to creatively promote their goods and services at the market place. For this, they
mainly organise promotional events so that there products andservices influence large number of
people. In the present context of Dream Sales Machine (London) Ltd, managers of the company
highly emphasize on these kind of events aswell as invites different organisation so that they will
be able to develop effective brand image at the market place (Brown and et. al., 2019).

Commemorative events: Itis considered as a public eventwhich generallyemphasize on
promoting non government as well as civil individuals. They generally conduct events for the
purpose of entertainment where celebrities were invited in order to influence large number of
people. In the present context of Dream Sales Machine (London) Ltd, conductsuch kind of
events wheremanager need tobe more familiar with other people which assistthem in order to
satisfy their customers.
Difference between events
Basis Promotional Commemorative
Purpose Mainpurpose is to promote new
products or services which is
recently introduced by the
company (Emery and et. al.,
2016).
Primarypurpose is to promote
civil aswell as non government
individuals.
Required skills Sufficientknowledge about
competitors & market
conditions, preference of
customers, task
managementand time
management skills.
Familiarity skills, effective
planning aboutthe interest and
requirements of people
knowledge.
Dimension of events
Location:It is very essential for a manager to examine best suitable location for
organizing the event. Inreference to Dream Sales Machine (London) Ltd, managementteamof the
company select locations according to the type of events as well as requirements of customers.
Cost: Itis considered as another essential dimensions for Dream Sales Machine (London)
Ltd, where manager examine and identify the overall cost associated with the organised
conference and events (Harmeling and Palmatier, 2016).
Difference between dimensions
Location Cost

Itis very essential for a event manager to ensure
that the location they provide to client satisfy
their need for aparticular event.
Onthe other hand, event managercharge
reasonable and required cost for theoverall
arrangements.
P2 Features & current trends which highlyinfluence the events sectors
Event industry emphasize on current andlatest trends which assistin conducting overall
plans aswell as events accordingly. Inreference to Dream Sales Machine (London) Ltd
managerslargely focuses on variouskind of trends & features which highly influences the whole
sector.
Amounts contributes in GDP:It has been identified that there are large number of
programs and events which are conducted by event industry in order to contribute for the
development of economic condition of the country. In the present context of Dream Sales
Machine (London) Ltd, managers conduct various events &contribute there amountin the
economic development of the country. It willassist in increasing the standard of living of people
(Jepson and Clarke, 2016).
Interactive & unique destination:It is a trend whichassist in planning events according
to the destination. Such events includes seminars, wedding, office meeting, and many more. All
these events requires some specific location. Managers of Dream Sales Machine (London) Ltd.
emphasis on this trend & thenorganise events accordingly so that they can influence large
number of customers towards them.
TASK 2
P3: Design an attractive event layout in order to set up the conference
In the present context of Dream Sales Machine Ltd which isa private company establish
in the year 2018 provide various activities, events and conferences in order to support business as
well as educational activity. Different types of details associationwith various events are as
follows:
Event:Thereis an event or a conference meeting of 25 executives aregoing to be
conducted by the Dream Sales Machine Ltd on 27th - 28th November' 2019 atBulgari Hotel. This
conference will be conducted for 2 days between 09:00 and 05:00 p.m. all these 25 executives

are from various countries who speaks in different types of language. Therefore, whole event is
conducted in English language (Leinemann and Baikaltseva, 2017).
Invitation:
Invitation
We are very much glad to announce that there is a conferences session
conducted at Bulgari Hotel in London. So large number of executives
are invited in this event which is mainly organized for 2 days that is
27-28th November '2019. On this meetingdiscussionswere made on
some topics suchas “Phantom of the Opera” & “Her Majesty's
Theatre”. 25 executives and speakers provide accommodation services
includingaccommodation along with coffee break, rooms to stay as
well as food & beverages. Detail information about the venue are as
follows:
Address: 17,WalleyIn Rise, London
Destination:Bulgari Hotel& Resorts
Contact no: 014-951-101
Event Manager & Assistant Conference
Itenary:
Activities Time
Lighting of lamp 8:30 a.m. 27th Nov
Distance Between hotel and
Airport
10 min
Timing of arrival 8: 00 a.m.
WelcomingOf guest 09:00 a.m.
Refreshments 11:30 a.m.
Lunch time 2 a.m.
Sessions 3.00 p.m. to 5 p.m.

Coffee break & evening Snacks 4.30 p.m.
Dinner 8:00 p.m.
Menu:Thereare 25 executives mainly belong to 7 differentcountries. Therefore, hotel managers
provide various kinds of cuisines which are as follows.
Dishes Meal
Tea, coffee, juice, boiled egg,
sprouts, butter toast
Breakfast
Chicken, salad, grilled fish, soya
coptico, chicken burger, grill
sandwich& Baguette Bites
Lunch
Vegges,bread, salad, Broccoli
sheet, rice
Dinner
P4: Additional services that will be available within a conference
Services are having intangible nature and they are always experienced they can never be
seen or touched. Major purpose which is used to deliver services in Dream Sales Machine Ltd is
to increase satisfaction level of their target customers. This will help in increasing their overall
level of satisfaction (Lucey and et. al., 2016). Some of services have been discussed below which
will be provided in event which will held at Bulgari Hotel:
Spa and wok out zone: There must be availability of a separate section for gym and spa in
the hotel. Spa will help in overcoming stress and fatigue of people who are attending this event.
Gym will help those guests who are fitness freaks. This will help in increasing facilities and
overall experience of guests.
Pick up and drop facility: For enhancing he convenience level of customers it is
important that there is a pick up facility and dropping back facility which is provided to people.
This service will be offered by representatives of Dream Sales Machine Ltd. This will also help
in increasing convenience of various speakers and executives which are belonging to various
seven countries and will help in maintenance of a positive experience.

Hence, these are various additional services if they will be offered by the hotel then it
will help Dream Sales Machine Lt in increasing convenience of guest.
TASK 3
P5 Exploration of various management roles within the sector
In present environment, managers play a very important role by performance of job
opportunities which have been described:
Event planners: These are those who can manage various events and are responsible for
different activities which are being conducted in a particular event. Dream Sales Machine Ltd.
Managers are playing a effective role in providing services such as caters, meetings, music,
lightning and many more (O'sullivan and et. al., 2016).
Executive assistant: this is also a role which is played by managers that they have to
attend all guests and visit them personally. For this assistants can also be hired so as to reduce
load of managers. In Dream Sales Machine (London) Ltd various opportunities are provided to
freshers to have internships and paid jobs.
P6 Management skills & attributes
To ensure performance of various business activities event managers require specific skills
which will help in performance of business functions in a effective manner (Posenato,
Zerbatoand Combi, 2018). To fulfil all roles and responsibilities Following skills are required:
Leadership skills: This is related to how a employee can be motivated and encouraged so
that various challenges can be faced by in In Dream Sales Machine (London) Ltd. Mangers
should have adequate skills of leadership to manage teams and motivates their subordinates.
Communication skills: Manager in In Dream Sales Machine (London) Ltd. Has to make
proper and timely communication so that work can be completed within specified time frame
and in manner which is desired by concerned authorities.
Decision making skills: These skills refer to those so that no opportunity can be mossed which
means all decisions have to be made quickly which will help in saving of tome. Manager has
made efforts to acquire skills which will help in timely decision making.

TASK 4
P7 Specification & explanation of appropriate measures needed to provide safeas well as secure
event venue
There are some effective measures adopted by management team of Dream Sales Machine Ltd
are going to be discussed as follows.
Food hygiene: It is veryessential for the managersof Dream Sales Machine Ltd.
thattheymust provide safe, secure, healthy and hygienic environment and food to their For this,
they must use clean and hygienicequipment’s, store raw food at right place and so on. Therefore,
Dream Sales Machine Ltd. Will be able to retain their guest for a longer period of time as they
get fresh and high quality food products (Richardson, 2016).
Keeping each information ofcustomers confidential:Atthe time of staying at hotel,
management need personal information of their guest. Similarly at the time of conducting event
or conference, managers required to gather all the information of their guest. In the present
context of Dream Sales Machine Ltd. Gather all the details and keep them confidential and
secure.It is very essential for the organization to keep all the information, dataand details of their
guest confidential so that they feel safe at the time of sharing there information.
CONCLUSION
Withtheassistance of above report it has been clearly concluded that events &
conferences need tobeeffectively managed as it will help in attractinglarge number of customers.
There are different types of events which requires leadership, management as well as
management skillso that they can perform their activities effectively. Along with this various
dimensions like cost and locations playsvery essential role in order to organize events and
conference in an effective manner.

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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