Managing Conferences and Events

This document provides an in-depth analysis of managing conferences and events. It covers topics such as different categories and dimensions of events, current trends influencing the events sector, design of event's layout, additional services available within the conference or event, management roles within the event industry, management skills and personal attributes required, and measures to provide a secure event venue and environment.

Managing
Conferences and
Events

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Examination of different categories and dimensions of events..............................................1
P2 Current trends influencing the events sector..........................................................................2
TASK 2............................................................................................................................................3
P3 Design of an event's layout to set up a conference or event...................................................3
P4 Examination of additional services available within the conference or event........................4
TASK 3............................................................................................................................................4
P5. Exploration of different management roles within event industry........................................4
P6 Review of management skills and personal attributes required to work within the event
industry and meet expectations and needs of stakeholders..........................................................5
TASK 4............................................................................................................................................6
P7 Measures require to provide a secure, safe event venue and environment to guests and staff
members.......................................................................................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Managing conference and events is the process of making sure that all the activities
which are performed by event industry are managed properly so that long term goals could be
acquired. For all the companies operating business under this sector it is vital to pay attention
towards their efforts to perform all the operational activities appropriately so that growth could
be acquired (Blomgren and Waks, 2015). The organisation which is selected for this report is
Purple Patch Events which is one of the leading event management companies established in
London, United Kingdom. It was founded in year 2002. This assignment covers various topics
such as different categories and dimensions of events, consideration for conference and event
room set ups, exploration of management skills required to work within the events environment.
Additionally, Measure required for the purpose of managing safe and secure events environment
for guests and staff are also covered in this project.
TASK 1
P1 Examination of different categories and dimensions of events
Events and conferences are conducted by individuals as well as organisations for the
purpose of sharing their happiness with others or deliver message to others. Purple Patch Events
is one of the leading company which is operating its business in London, United Kingdom. There
are various categories of events which are as follows:
Cultural: Such types of events are conducted in different communities to share their
happiness with others. With the help of them they try to aware people about their culture.
marriages, festivals etc. are considered as the part of them. These are organised by Purple Patch
according to requirements of customers.
Personal: These events are very small which are conducted by companies to share details
of business with their employees and other stakeholders such as investors, shareholders etc.
Purple Patch also arranges them and focuses upon catering, hall, guest list etc. so that all the
needs of organiser can be fulfilled (Categories of events, 2019).
Organisational: These events are also considered as commercial events which are
conducted by companies to promote or introduce a new product or services in the market. A
designer event for Schneider Electric London was conducted by the Purple Patch which was
highly successful and helped the company to grow.

There are various dimensions of events which are required to be focused by all the event
management companies. Description of all of them is as follows:
Cost: In order to conduct a successful event it is vital to pay attention towards the cost
which is being decided by the organisers so that it could be performed according to their
requirements. For an event manager it is very important to try to reduce the cost for the
customers so that they could be retained for long run (Bratianu, 2015).
Location: While arranging an event companies such as Purple Patch it is very important
to make sure that the location which is selected for event is easy to access for guests. If it is very
difficult to reach then it may create issues for the attendees.
P2 Current trends influencing the events sector
In order to operate all the operational activities in systematic manner it is very important
for organisations such as Purple Patch to make sure that it is paying attention towards all the
trends which are affecting event industry. Some of them are discussed below:
Use of disruptive technologies: Currently different types of disruptive technologies such
as eSports events it is influencing the whole industry because if organisation under the sector are
not able to pay attention towards it then it may affect their ability to reach long term goals. Some
of the guests may get bored when they attend an event so to take them out from this zone eSports
are used by most of the event management companies that helps to enhance profits (de Bakker,
2016).
Multi destination events: In event industry one of the common trend in conducting
multi destinations events in which two or more places are selected by organisers to entertain their
guests. It is affecting the event industry because it results in increased demand of customers from
event companies as they want to attend such events in which they can enjoy and get entertained.
Both the above described trends of event industry are affecting the whole sector because
due to all of them expectations of customers gets increased. In order to reduce the negative
impacts of them it is very important for the companies such as Purple Patch to pay attention
towards all of them.

TASK 2
P3 Design of an event's layout to set up a conference or event
Event designing is the process of conducting an event according to the guidelines of
clients. Purple Patch is an organisation which performs such activities and managers within the
company make sure that they fulfil all the requirements of its customers. One of its client has
asked the enterprise to organise a conference which will be held in London for 25 guests who are
coming from seven different nations (Farmer, Reinke and Brooks, 2014). They are coming for
the purpose of attending a meeting which will lasts for two hours from 9 AM to 5 PM. The date
for it is 27th to 29th December 2019. A is also being organised for all the attendees At Her
Majesty's Theater in central London which is Phantom of the Opera. Hotel room, coffee break
and lunch will be provided to the guests from the side of the organisers. The itenary for the
whole conference is as follows:
Activities Time period
Arrival at Airport 12:00 AM on 26th December
Check in to the hotel 1:00 AM
Meeting on 27th December 2019 9:00 AM to 5:00 PM.
Coffee breaks between the meeting 12:00 PM and 3:00 PM
Lunch 1:30 PM
Visiting the show at Her Majesty's
Theatre
7:00 PM
Back from the Show 9:30 PM
Dinner 10:00 PM
Meeting on 28th December 2019 9:00 AM to 5:00 PM.
Coffee breaks between the meeting 12:00 PM and 3:00 PM
Lunch 1:30 PM
Checking out from hotel 7:00 PM
The budget for two days is 10000 GBP which will be spent as follows:

Expenses Amount
Picking up and droping guests from airport 200
Hotel rent of all the guests 5000
Expenses for coffee breaks 200
Lunch expenses 500
Show's bookings 2000
Conveyance 500
Hall bookings 1500
Miscellaneous expenses 100
P4 Examination of additional services available within the conference or event
The conference will be held in London and the additional services which will be allowed
to the guests are as follows:
Spa at hotel: The organisers have planned to provide the facility of spa to the guests so
that they can relax there after hectic journey. Some of the executives may ask for this services it
is the main reason for which managers in Purple Patch have planned to provide them this
additional service so that they can relax and attend the meeting (George, 2019).
Arrangement of dinner at cost: Dinner is not provided by the organiser but if guests
want a dinner from the event planner then it could also be provided at a specific cost. It will help
the executives to get relief from the tension of ordering food from outside or having it in the
hotel
Free parking for executives visiting with their own vehicle: As most of the executives
are coming from different countries but some of them may come with their own vehicle so the
organiser have planned to provide them facility of free parking.
The above description shows that there are various additional services which could be
provided by the event organisers to the guests who are going to visit the event or conference.
With the help of them the organisations such as Purple Patch will be able to increase the
satisfaction level of its clients by successfully competing the event (Masterman,2014).

TASK 3
P5. Exploration of different management roles within event industry
Event management is considered as application of project management to create and
develop the large scale events such as weddings, festivals, conferences, concerts, ceremonies,
formal parties, convention etc. The event industry consider several management roles which are
required to played by the employees working within the industry so that they can meet the
expectation level of clients. Purple Patch is one of the main organisation in event industry and
some of the roles are performed by its staff members which are described below:
Event Manager: This is one of main role which is required in event industry to manage
all events. This person is responsible for all events planning, organising, directing and
controlling also which helps to organise plans successfully. In other words, this involves all
management functions such as planning, organising, directing and controlling which are used to
attain the business goals effectively. All plans are formulate by event manager who decides what
to do, how and when to do which processes to successfully events (Moran, Abramson and
Moran, 2014).
Event Coordinator: This is another roles which is important to organise the events
successfully. Coordination is needed at every place which helps to maintain all functions and get
success. This person is responsible to coordinate with all members and team at large scale. In
context to respective company, event coordinator coordinate with all members which is consider
as support system to develop and execute new products and events. In this event coordinator,
check each and every department that all functions are properly coordinating or not. Different
plans are formulated by such manager where they understand the issues and resolve properly in
order to manage events (Mourad, 2016).
Hospitality Manager: This roles states that all individuals attend events and enhancing
their experience. This also states that people who have attend the events are happy and getting
good experience. In context to respective company management make sure that all individuals
are treated equally which helps to create a good image of organisation. Moreover, they are in
charge of handling all the lodgings and addressing demand of guests. Such person also able to
understand the requirement of their clients and provide them best answers to make satisfied.

P6 Review of management skills and personal attributes required to work within the event
industry and meet expectations and needs of stakeholders
While working in the event industry it is very important for all the individuals to acquire
different management skills and personal attributes so that they can meet the expectations and
needs of stakeholders (Rigas, Ramchurn and Bassiliades, 2014). All of them which are important
for different roles in the industry are as follows:
Good communication: When working in the event industry it is very important for the
event manager, coordinator etc. to have good communication skills so that they can interact with
the clients appropriately. With the help of it they will be able to provide them information about
all the schemes and arrangements which will be made by them. It will also help to meet the
expectation and needs of stakeholders because proper and effective communication will result in
higher level of satisfaction of customers which will increase profits and revenues.
Creativity: In event industry it is very important for hospitality manager, coordinator etc.
to be creative because the trends in this sector changes with time and to meet them it is vital for
staff members to add creativity in their work. If they are not having this skill then it will be very
difficult for them to manage all the tasks related to the event. It may also help to meet the needs
and expectations of stakeholders by establishing a good image in the market. When an
organisation will have a positive image in the industry then it will help to attract large number of
customers and increase profits (Seidel and O’Mahony, 2014).
Commitment: For event coordinator and managers it is very important to stick to their
commitment so that they can meet the expectations of clients who have asked them to conduct an
event for them. With the help of it, event management companies can acquire growth as
fulfilling all the commitments helps them to retain their clients for long period.
Honesty: When working within an organisation such as Purple Patch it is very important
for the individuals such as event manager, coordinator etc. to be honest with clients and share
accurate information with them.

TASK 4
P7 Measures require to provide a secure, safe event venue and environment to guests and staff
members
For all the event management companies such as Purple Patch it is very important to
provide safe and secure event venue and environment to the staff members and guests. For this
purpose different measures are required to be focused by the management which are discussed
below:
Food hygiene: In order to provide a safe environment and event venue to the guests it is
very important for the organisations that are conducting them to make sure that the food which is
prepared for guests hygienic. For this purpose, they can assure that all the items which are used
to make food are good, any pesticides are not used to prepare the eating items etc.
Security in the hotel room: It is one of the major measure of assuring safety and
security of guests in hotel room because in some hotel the housekeeping staff enter in the room
and then touch the luggage of guests. It may result in theft of their precious things
(Suryanarayana, Samarthyam and Sharma, 2014). In order to save them from such situations the
event organiser can check the reviews of hotels and then select one of them which is highly safe
and secured.
Work place security: For all the event management companies it is very important to
make sure that they are focusing upon the security and safety of staff members because if they
are not safe the it is not possible to conduct an event successfully. For this purpose, they can
assure that organisation is having fire extinguisher in the kitchen. Apart from this, the
management is also required to pay attention towards the hygiene of the work where employees
perform their tasks. It will help to provide them safe and secure working environment.
CONCLUSION
From the above project report it has been concluded that event management is the process
of organising the events successfully by formulating some plans and policies. Events are
consider as cooperative, social and professional events which helps to attracts the people and
manage all functions effectively. Event organising company uses innovative and new technology
in order to deliver the best services and attracts more visitors which helps organisation to
perform business activities effectively. In business environment there are various event

management companies that take initiatives to organise events as per clients perception and
make them happy. Moreover, different roles are plays by management such as event manager,
event coordinator and hospitality manager who performs their roles effectively to organise
events.

REFERENCES
Books and Journals:
Blomgren, M. and Waks, C., 2015. Coping with contradictions: hybrid professionals managing
institutional complexity. Journal of Professions and Organization. 2(1). pp.78-102.
Bratianu, C. ed., 2015. Organizational Knowledge Dynamics: Managing Knowledge Creation,
Acquisition, Sharing, and Transformation: Managing Knowledge Creation, Acquisition,
Sharing, and Transformation. IGI Global.
de Bakker, F., 2016. Managing corporate social responsibility in action: talking, doing and
measuring. CRC Press.
Farmer, T. W., Reinke, W. M. and Brooks, D. S., 2014. Managing classrooms and challenging
behavior: Theoretical considerations and critical issues.
George, A. L., 2019. Managing US-Soviet rivalry: Problems of crisis prevention. Routledge.
Masterman, G., 2014. Strategic sports event management. Routledge.
Moran, R. T., Abramson, N. R. and Moran, S. V., 2014. Managing cultural differences.
Routledge.
Mourad, M., 2016. Recycling, recovering and preventing “food waste”: competing solutions for
food systems sustainability in the United States and France. Journal of Cleaner
Production. 126. pp.461-477.
Rigas, E. S., Ramchurn, S. D. and Bassiliades, N., 2014. Managing electric vehicles in the smart
grid using artificial intelligence: A survey. IEEE Transactions on Intelligent
Transportation Systems. 16(4). pp.1619-1635.
Seidel, V.P. and O’Mahony, S., 2014. Managing the repertoire: Stories, metaphors, prototypes,
and concept coherence in product innovation. Organization Science. 25(3). pp.691-712.
Suryanarayana, G., Samarthyam, G. and Sharma, T., 2014. Refactoring for software design
smells: managing technical debt. Morgan Kaufmann.
Online
Categories of events. 2019. [Online]. Available through:
<https://www.uniqueworldglobal.com/blog/2014/01/event-management-services-the-
four-categories-of-events/>