Managing Conferences and Events

This document provides insights into managing conferences and events in the event sector. It covers topics such as different types of events, event measurement, event sector trends, conference setup, facilities, and the skills required for event management. Find study material and solved assignments on Desklib.

Managing Conferences
and Events

INTRODUCTION
Events are gatherings that are known as gathering where people talk to express their
opinions to views with each other. Through association arranges events and conventions to make
people informed and effectively coordinate activities (Supernaw, 2019). There are various types
of gatherings and conventions that can connect with others, such as celebrations, structured
corporate activities, rituals, festivals, and conventions. D.S.M. limited (D.S.M. limited) is the
company on which project report is based. This was integrated in London on 16 May 2018.The
company's operations are travel agent operation, conference organizer operation and academic
support services which attract managers to control their activities. This report includes various
topics like various divisions and aspects of events in the event sector, concern of workshops and
meetings that are needed to word in sector. In addition, measures needing to manage stable and
sound events for both staff and guests.
MAIN BODY
TASK 1
The D.S.M. limited is an upmarket corporation that is set up in London to provide best
service. It organizes for others events and conferences, provides travel services etc. that attract
needs and client’s efficiency. These association holds various styles of activities and conventions
as per consumer demands. Dimensions and divisions are as described.
Product launch event: There are different companies in the corporate environment that want to
endorse goods and facilities in order to deportment advertising occasions for their latest deals
and brands that influence customers and gain sales (Aditya, 2019). Such events require a high
degree of attention from management team who manages all operations. Within the framework
of D.S.M. limited, management focused on such activities and keep inviting other organizations
to carry out marketing strategies to promote a brand.
Commemorative events: This is defined as civic activities that concentrated mainly on
supporting political and non-governmental persons. They sometimes comportment events for
performing purposes in which celebrities are requested to affect the public. This is handled by
administrators who need to prepare ahead and take good charge of activities and other resources.

Also, they need supplying facilities to carry their guest. Often, D.S.M. limited organizes these
activities where executives need to be acquainted with others, which allows to please their
clients.
Bridal events: It is yet another meeting and case in which D.S.M. limited Perform the events to
give knowledge and encourage the organization of the company. Executives need to synchronize
with other individuals, make-up artists and architecture venues that help draw more customers.
Comparison between events
Basis Promotional Bridal Commemorative
Purpose To do promotion of
those commodities that
are launched earlier.
To manage different
weddings with better
management and
coordination.
To make promotion of
government and non-
government
individuals.
Required skills Awareness of
competition and the
business, user
expectations and skills
in work management.
Information
decoration, teamwork,
professional creation
and good contact.
Information
consistency, making
plans and interest of
people.
Measurement of events
Location: It is essential, which is needed to be analysed by the manager who selects the
destination for the appropriate events. The leadership of D.S.M. limited. plays this role by
identifying the material for the venue.
Cost: These are other aspects that are essential to the management team of D.S.M. limited, in
which they find the costs of their organized events and conferences.
Amenities: This includes the amenities and conveniences providing by D.S.M. limited managing
director to organise that tends to help to actually run a conference.
Location Cost Amenities

The event planner require to
make sure that they provide
the perfect method for
incidents for their customers.
The event organizer ensures
that reasonable costs are
charged for their provisions.
Through this management is
expected to insure that both
equipment and resources are
able to please their clients.
Event sector emphasis on present trends that help organize the proposals and happenings
correctly, and attracts more business to improve profit margins. Vision Sales Machine (London)
Ltd Administration works on various forms of patterns and technologies that affect the whole
industry they are:
Amounts contributes in GDP:Event industry organizes different programs and events that
make a significant contribution to the nation's economic development. Basically, level of
contribution depends on number of visitors who come in a particular of event (Edrisi and Askari,
2019). As well as another key factor that contributes in a huge manner is the area or scope of an
event or conference. This is so because if event is larger than people from different location will
come to attend that will lead to effective contribution in GDP % of a nation. D.S.M. limited. is
organizing events and contributing to the country's economic growth. It helps raise living
standards of people and raises high incomes.
Interactive and unique destination: This pattern needs to schedule the location as per events
such as ceremony, office conferences, workshops, etc. By choosing a distinctive appearance this
pattern tends to attract bridal events and marital location. In addition, selection of location of a
particular event depends on nature of event. Such as if event is related to education then location
should be with full of piece. As well as if there are event regards to marriage ceremony then
location should be on a popular place so that guests can come easily D.S.M. limited. Focus on
this pattern and accordingly organize events which attract customers by fulfilling their needs.
Innovative marketing: This trend changes according to the demands of customers which
impacts the event industry (Norwawi, 2020). The marketing of events can be done by help of
different kinds of innovative ideas like use of social media platforms. Along with using
pamphlets for promoting an event can also be an effective idea. D.S.M. limited uses various

aspects of advertising actions such as social mainstream press, virtual assistants; you tube, etc.
that influence public opinion in the present era.
The layout for setting up the conference is as follows:
Space for the venue: The location is area wherein the actual event would take place. The space
which is finalized by the organisation should be very much spacious that it could fit the
particular number of people in it. The venue should be clean, spacious and does not get
suffocated with the increase in crowd. The venue also should be very well ventilated that the
fresh air can pass through it. It should be have the proper availability for facilities or amenities.
The seats into the room should be well placed or designed according to the accommodation the
party has invited. For sitting purpose the organisation can go for banquet style, or the U shaped
sitting, board room sittings for the so on. The sitting arrangement should be properly done by the
company as they should in advance get specify the places for the attendees. The decor of the
room should be with accordance to the theme. The venue is the major point for focus as the
further arrangement would be in accordance with that (Situmorang, 2019). The venue is also
very important because if the venue is very spacious the event can organise their activities
accordingly and there would be proper ventilation in the room. But if the room is not enough for
the accommodation for the invited attendees then it might be able to result into crowed and
suffocated place.
Logistics: The event should have the proper arrangements for logistics like proper working mice,
proper speakers, clear screens for showing of the presentations and all. All these things do play a
major role in delivering a good and perfect event for conference. To address to such a huge
attendees the mice is must which needs to work very properly. To address the audience properly
the events should have the proper systems for sound. It also should have the proper space for
stage and podium. It also should have the screen where the host person can give the presentation
through the help of PPT also.
Food and decor: In the event the food should also be served to the attendees. There should be a
separate space for food where the people can go and have the food. The food should be well

served by the waiters or staff people to serve that. By creating a separate space for food, the
venue or the premises would look organised and very much clean to the people. The decor which
the event would have will be according to the theme for the event. The organisation should make
the arrangements for decor accordingly.
Facilities are essentially the unquantifiable contribution providing by D.S.M. limited
which helps to build the appropriate customer satisfaction. The primary function of service
delivery is to satisfy the buyer and permit them to considerably attend the occasion that will be
detained at the Bulgari Hotel. About of the service quality are stated elsewhere here:
Pick up and drop facility- The member of D.S.M limited provides for the suitability of the user
both select up from work to the hotel and come down to the international airports. This helps to
lay the comfort of both speaker and CEO who come from different 7 states, so it just helps keep
the good attitude going. Those very extra services help the visitor to surmount the routing
problems by saving both their effort, time and cost (Almutairi,Salonitis and Al-Ashaab, 2019).
Spa and wok out zone- The presence of the different spa corner and workout inside the Bulgari
Hotel can allow the visitor to discover throughout the free time. Like this, the spa supports
overcome tension or exhaustion when visiting the function or being an aware of the larger trip. If
the visitor is health fanatic, then they should invest the morning time in the bathroom to keep
their fit and help develop future encounters.
Hence, these are among the extra services that the hotel offers, and also D.S.M. limited
for guest suitability. This even helps to portion the excellent partnership that can make it easier
for both the participant and the client in becoming part of the organization even if the experience
is being planned in the long term.
Directors play a crucial role in the present climate by carrying out their employment
opportunities which are as stated:
Event planners- As event architects an individual who continues all events and becomes
accountable for all the actions is considered (Larasati and Andayani, 2019). D.S.M limited.

Director plays this position to provide facilities such as singers, caterers, meeting and so on that
can better draw clients. It also lets executives have the ability to expand and improve their
careers.
Executive assistant- That is another function that managers perform as they meet all clients and
through recruiting the assistants allows to growing the work load. Work better on the official's
behalf that also helps to steps starting the operational efficiency. In the D.S.M limited, freshers
provides the ability to collaborate alongside their client while improving their knowledge and
experience to further enhance communication abilities and teamwork (Lindenschmidt, Guo,
2019).
Programme Coordinator: This role also applies to management teams who organize the events
with all the persons responsible. This tends to help to successfully organize the event and make
even more future customers. This chance fits introverted person people who help keep the proper
satisfaction level by expanding internally and externally functionality.
The event management is supposed some competence to accomplish the commercial
operations, which aids to make all the occupational processes. Individuals in the event
management trade have employment chances like event manager, administrative assistant,
organizer, etc. The following leadership skills are required to fill such tasks and functions like:
Leadership skills: This implies that the manager should inspire his staff to take on the tasks and
the job. D.S.M limited. Managers require an expertise that can inspire their supervisor and staff
to embrace the various client needs and function appropriately.
Communication skills: Communication skills are the tools that individuals use when they give
and receive various types of information. Such definitions involve sharing the project with fresh
thoughts, emotions or just an update. Communication abilities include hearing, communicating,
perception, and empathy. It is also important to consider the variations between how to connect
via face-to - face encounters, telephone calls and internet technology such as email and social
networking (Eubank, 2020). In the context of effective management of an event, this is essential
for manager to do proper communication so that obstacles can be removed. In this regard, event
manager should establish good communication with the coordinators of event. They should ask

about requirement for success of project. This ensures that D.S.M. Limited’s boss is expected to
connect with certain stakeholders in order to accomplish the job and plan activities.
Management skills: Management competence can be described as other characteristics or
capabilities a board member should acquire to perform tasks within an institution. They include
the ability to perform specific functions within an organization while trying to avoid difficult
situations and resolving issues immediately when they happen. Learning and realistic practice as
a manager will improve managerial skills. The skill sets allow the employer relate to ones’
colleagues and learn how to control their superiors well, which allows for flexibility flow of
activities in an organization. This skill requires all operations to be managed within the business
firm, as it seeks to analyse the needs and goals correctly. It is very crucial that employers handle
the work on time and finish it within a given time frame. In the absence of proper management
skills, this can become difficult for manager of an event to perform activities in a proper way.
This is so because if all tasks of an event are not organized in an effective manner then this may
lead to various kinds of obstacles. Within the sense of D.S.M. limited management team need
leadership skills in that they can maintain all operations of events and designate the work among
staff whereby effective events were handled.
Decision making skills: Decision-making in its most generic context is the way of selecting
among two or more alternatives of action. Decision-making involves selecting among possible
choices in the larger problem-solving process (Situmorang, 2019). Decisions will be made via an
adaptive or rational procedure, or via a mixture of both. In every organization that helps finish
the report in a prescribed period, this skill is required. Such skills are required in connection with
D.S.M. limited manager, that also enables to make the correct choice on time. The management
team of the business organization has such skills that helps make choices and organize them
efficiently for effective plan made.
Safety or safety is the prime issue that the organization created prior to encouraging any visitor
and organizing meetings needs to take care of. Safe situation distribution is a primary concern for

both guests along with D.S.M limited because it takes various considerations. Which as
discussed below:
Food hygiene- This is dynamic that the D.S.M limited offers the consumer both the clean and
healthful food (Fetterman, 2019). All the specification like using sterile glassware, covering the
fresh produce and retrieving it in the right moment have to be accompanied efficiently. It will
allow the visitor to re-energize their energies and be the participant of an experience
substantially. Otherwise they could encounter issues such as sickness and shin poise that may
hinder host confidence and over D.S.M limited.
Observance of information confidential: As guests are obliged to submit their personal
information and during moment of visit. Likewise, only the leader of the case provides all the
necessary documents as well as participant details. So it's essential for them all to maintain all
the data secret within the other secure environment (Faih and Nafiah, 2019). As an infringement
of confidentiality is one of the main concerns that Dream Sales Machine Ltd needs to be
particularly careful about. However, to preserve lengthy-term confidentiality, only the guest's
specific knowledge may not need to be exchanged within the external team leader.
CONCLUSION
It can be indicated from the above project report that incidents and conferences must be
managed properly which aims to enhance customer numbers. If convention events are planners
then organization can attract more customers. Managers that need organizational skills ,
interpersonal skills and communications skills support to accomplish the job successfully are
organizing various types of activities such as sales, business and bridal activities. Often critical
for companies are various measurements such as prices, facilities and places that are used well
enough for planning activities. The design of events takes into account the framework of area,
positioning, incident, advertising and other facilities
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