Managing Conference and Events

Managing Conference and Events SECTION 1.2 INTRODUCTION .3 Different categories and dimensions of events .3 Features and current trends influencing the events sector4 Analyse current event trends to explain how events are adapting to stay innovative4 Development of the events sector providing specific examples from a range of different categories of events 5 To design a room layout for the wedding party taking into consideration of additional services 5 CONCLUSION 7 SECTION 2.8 INTRODUCTION .8 Management roles and current job opportunities within the events sector 8

Managing Conference
and Events

Table of Contents
SECTION 1.....................................................................................................................................2
INTRODUCTION...........................................................................................................................3
Different categories and dimensions of events.......................................................................3
Features and current trends influencing the events sector......................................................4
Analyse current event trends to explain how events are adapting to stay innovative............4
Development of the events sector providing specific examples from a range of different
categories of events................................................................................................................5
To design a room layout for the wedding party taking into consideration of additional services
................................................................................................................................................5
CONCLUSION................................................................................................................................7
SECTION 2.....................................................................................................................................8
INTRODUCTION...........................................................................................................................8
Management roles and current job opportunities within the events sector............................8
Management skills and personal attributes required to work in the events industry and meet
stakeholder needs and expectations........................................................................................8
The impact of management skills on creating a successful event making and recommendations
to meet stakeholder requirements...........................................................................................9
Measures required to provide a secure and safe event venue and environment for all involved
..............................................................................................................................................10
Comparison and contrast of the security and safety provisions for specific........................10
CONCLUSION..............................................................................................................................11
REFERENCE.................................................................................................................................12

SECTION 1
INTRODUCTION
A conference is a formal gathering of individuals who get together for a particular function
whereas event is a function that is planned for a certain public or social gathering. It is necessary
for hotels to successfully organise events in order to generate revenue and retain their image.
Event management is a means of carrying out a number of duties so that various types of events
may be carried out. The event might take the shape of a conference, concerts, trade fairs, or
ceremonies. The Event Company is taken as base company. The Event Company is known as
multi service innovative organisation which organises various types of events. This organisation
was established in 2006 by Tony Carey in the United Kingdom. This report covers the different
categories and dimensions of events within the events sector and room set ups defining the
professional standards required for conference and event.
Different categories and dimensions of events
The event indicates to a planned activity that allows members of the public to gather and
exchange ideas. Event planners may organise a wide range of various kinds of events.
The primary kinds of events that are organised are mentioned below:
Private: This is a sort of event that is planned by a people in order to fulfil its own wishes
and needs. These private events are primarily attended by all those contacted by the event
organisers and their family. These functions often include weddings, family gatherings, birthday
parties, festival gatherings, anniversary celebrations, reunion and so on (Pearce and Zare, 2017).
These activities are created in order to build great lifelong mementos with its adored family
members and friends through the organisation of various kinds of events. Several private events
are small sized since they only feature the organizer's relatives and the person's individual
acquaintances.
Corporate: Corporate events are also referred to as business events which are held by
various sorts of businesses and enterprises for a variety of purposes. These kind of events are
organised by any firm in order to strengthen their company rank boost recognition, and enhance
productivity. Furthermore, business events are held to establish professional relationships among
workers and the public that benefits firms in advertising their products in the market, hence
increasing profits and income. Conferences, latest product launching events, workshops,
corporate meetings and other kind of events are examples of corporate events. The dimensions in
the corporate event arrangement involve reviewing the seating layout for the meeting or
conference, ensuring that all equipment such as projectors, computer systems, and many other
equipment are in working order, and making sure that all visitors are relaxed and that all required
services are available to them.
Leisure: These are events that are planned with the purpose of entertaining and refreshing
persons who engage such gatherings. Sports events, musical concerts, and entertainment events
are examples of leisure activities (Ziemba, 2019). They vary from adventurous tourism in that
they emphasize on calming the head and achieving mental calm.
Dimensions of the events
Mega events: These are events that are created for a small period of time in order to
maximise profits and are executed at an international degree. Furthermore, it is designed for
commercial purposes in order to encourage persons. Organizing these events takes a significant

cost. Its goals are to increase earnings and boost employee morale, which will contribute in
increasing productivity.
Hallmark events: Hallmark events are cultural, exhibitions, and organizational events of
worldwide reputation that are conducted for a single time or on a continual premise. The
primary goal of these events is to assist businesses in achieving a strong position in the market.
Features and current trends influencing the events sector
The trends in the event are always shifting, which has a significant influence on a person's
style and choice such as consumers increasingly wanting live streaming and more customized
services. As a result of the outbreak, various firms have changed their event style and today after
the pandemic crisis organisations are using digital events (Liu and et. al., 2018). Streaming
provides a number of advantages. The organisation extend the event to people that are unable to
attend, engage foreign consumers, and get the information out all about the event online.
Furthermore, when individuals see how influential the event is online presently they will be more
inclined to purchase a pass for every later in-person editions. Streaming events on screens around
the event is another excellent approach to engage diverse people, particularly if the location is
huge and they are unable to witness the program in person. The usage of artificial intelligence is
increasing due to its potential to personalise interactions for people while also pulling the
community together at this challenging duration. AI assists in associating specific attendees with
their sector of activity and preferences, ensuring that the greatest, most useful material meets the
correct individuals when they require it. This has the ability to improve the experience. It
provides much-needed clarity for event visitors that have already had to deal to a plethora of
other alterations in recent times. Face recognition software monitors, stores, and saves a person's
facial traits. As contacts less event check-in are expected to become a necessity in the coming
years, this technology will be important. In the recent years, augmented reality and virtual reality
are used in the sector. So now as the most of the population is limited to their houses, these are
offering a valuable service to individuals looking for a new secure mental retreat for both work
and pleasure that does not threaten anyone's wellbeing. Audiences may explore the worlds of
augmented reality by scanning a QR code. Firm can thrill their audience in a variety of ways,
including full-wall projections to 360-degree interior art displays (Bienvenido-Huertas and et. al.,
2019). Evaluating their target and design an environment which not only captivates them but also
provides them things to share with their colleagues. Live translation will be used this year as
viewers sense an increased urge to interact with the external environment across all of this large-
scale common identity. If business can expand the event to include guests who do not speak their
native language, firm will notice an increase in worldwide engagement. In the event industry,
accessibility has to be a major objective. The more ideas that are shared across language
boundaries, the more diverse the sector could grow.
Analyse current event trends to explain how events are adapting to stay innovative
The current trends in the event industry are emerging day by day and also people are
getting benefit for the same. As COVID 19 has impacted the worst and taken place in everyone’s
life, people were not allowed to go outsides as government has imposed lockdown across the
globe which leads in shutting down of many industries (Plichta, 2019). With the help of live
streaming, people have the opportunity to listen or watch live telecast or streaming of their
favourites online. This enables them to access the concert or show without leaving their houses.

Development of the events sector providing specific examples from a range of different
categories of events
Private: Weddings, parties, and business gatherings are examples of private events. The
wedding celebration has a variety of aspects because the individuals who attend these events are
primarily family members and relatives. The event has stationery that reflects the individual's
style of life. The wedding celebrations are held in a pleasant and ideal location so that the guests
who have travelled there may cherish the event (Nydell, 2018).
Corporate: Product launching event is a type of corporate event that could also include a
business summit, conferences, workshops, or a product launching. The product launching event
has several elements, such as the invited guests being clients of the items. It will also take place
at a certain location. The product release mainly includes significant information delivered by
key members of the firm. The crowd is also recognized while organising this event and the firm
can create an inspiring theme connected to brand recognition.
Charity: A sports event is a form of event that falls under the category of a charity event.
There are several benefits to holding a sports event, one of which is that it shows that individuals
are involved in a community. The event is held in a safe environment so that those who come
may enjoy themselves to the fullest. This activity enables individuals to have a taste of
achievement in their lives.
Public: Festivals are commonly influential in terms of culture. The most common of them
are music and film festivals. The celebration is intended to be sociable and cheerful, with
perhaps a non-profit goal. Putting on a festival needs a lot of planning ahead of time, including a
course of interaction that is vital to attracting the largest possible crowd (Tontini and et. al.,
2017). Trade fair or exhibition usually occurs over many days. The goal of this kind of event is
to represent an industry. Trade fairs are a great play area for businesses or freelancers, but they
might be available to the public in certain situations. This style of fair is frequently highly
popular, attracting thousands of people. Furthermore, trade shows are an excellent place for
businesses to interact because it is a great opportunity to fill their contact directory and locate
new consumers. This is also a wonderful method to boost company credibility and exposure as
an exhibitor. The idea is to feature on a program that has a similar topic to the company.
To design a room layout for the wedding party taking into consideration of additional services
Screenshot of poster

ADDITIONAL SERVICES
Transportation: The event will be attended by a variety of people. They must supply this
service because otherwise, many individuals would use this as a reason to avoid the event.
Technical setup: The wedding event will also include several types of setup to ensure
that the event is organized in an appealing manner.
Free Wi-Fi: This service is also offered for those that will join the wedding, since people
are more familiar with it these days, and if this supplementary service is supplied to them, they
will be happy with the wedding's services.
Parking: Because some attendees will be using their own vehicles, The Event
Company has made it a priority to arrange parking at the event.
Water supply: When the wedding is in session, it is important to supply water to
everyone in attendance. The water should always be clear of microorganisms, viruses, and other
chemicals that might harm the health of those attending the event (Laney, 2017). As a result, the
water supply is always in good working order and at the right time, allowing attendees to
enjoying the wedding event.
DESIGN
Space availability: Dimensions also have a significant effect in if or not the arrangement
is workable. The arrangement must be precise so that The Event Company event organizer can
ensure that the guests can simply set up in the hall
Priorities: The event's aims must be prioritized, since everything would be carefully
managed when arranging the wedding event. The tasks that must be completed as soon as
possible must be prioritized.
Decor and furniture: The wedding hall decorations must be done in such a way that those
present are drawn to the occasion. The chairs and tables are arranged in such a way that people
have no difficulty sitting themselves (Hopkins and Hawking, 2018). White table linen, chair
covers and colored sash are the request to mention in the wedding event.

CONCLUSION
From the above discussion, it can be concluded that event management is the method of
imaginatively utilising relevant professional abilities in creating a targeted event for a specific
demographic in order to accomplish the intended goal. It is significant because it specifies how
all of the event's unique variables involved and different features will function together to make
the event secure and pleasant. In this report, it includes the various and distinct categories and
dimensions of the events and the current trends influencing event industry and how events are
adopting these trends to stay innovative. It also includes the development of event industry and
screenshot of poster that represents the design, layout and additional services required in the
wedding party.

SECTION 2
INTRODUCTION
Event management include supervising the logistics proceeding up to and throughout an
event, be it a seminar, wedding, or any other scheduled occasion. It includes managing the
event's overall logistics, collaborating with workers, and project managing the event itself.
Further responsibilities could comprise directing the budget and the groups of individuals
engaged with each function, and also supervising the event's implementation. Event organisers
are also in charge of overseeing the services of all outside suppliers and professions, such as
event planners. This section of report covers the management skills required to work within the
events environment and successfully deal with stakeholders and also the measures required to
manage a secure and safe events environment for staff and guests.
Management roles and current job opportunities within the events sector
Event coordinator: The most significant managerial roles in the framework of existing
employment options in the event industry is event coordinator. An event coordinator is assigned
the task to responsible for overseeing each element of the event as well as trying to ensure that
each and every element is flawless (Chen, 2021). Venue coordinator is assigned with attaining
event particulars from clients and having conversations this relevant data to heads of departments
within the venue. An event organiser ensures that the company's plan is performed properly and
with respect to details. The primary managerial abilities necessary for this position are
communicating and people capabilities.
Customer service manager: Another key function in event management is consumer
service manager, who ensures that the event runs well. A customer satisfaction manager's
primary responsibilities involve collecting client feedback, delivering in-person assistance, and
managing customers' concerns at the event's location (Webb, 2017). Problem-solving abilities
and communication skills are essential for this profession.
Manager of Sponsorship: Sponsorships are vital to an event's performance and
profitability. Having a staff person focused to sponsor recruitment and management may have a
major influence on any event.
Sponsorship manager: A sponsorship manager must be aware with firms that connect well
with event specialty, as well as anyone that is convenient approaching potential sponsors to
contribute and working hard to make sure that it is a mutually advantageous relationship for both
parties (Negi and Negi, 2020).
Manager of live feedback: Throughout each event, companies receive constant feedback
using social media and face-to-face conversation. The event manager can make adjustments in
real time since someone is committed to tracking this facts and information. They can utilise
geo-location information to track problems or gather feedback in the form of concerns, and then
make live and immediate improvements as a consequence.
Management skills and personal attributes required to work in the events industry and meet
stakeholder needs and expectations
Communication skill: This capability is required for all event management roles, but it is
especially important for event coordinators. In the context to the selected firm, the event planner

use this talent to guarantee that the many personnel involved in the process of arranging an event
keep in touch with one another and work together. This talent assists event coordinators in
understanding customer expectations and communicating such needs to upper management but
also subordinate staff members in a specific manner. As event coordinators and other
management recognize customer wants, the organisation is capable to exceed customer
aspirations (Portera and Grant, 2017). This skill is used by managers and coordinators to tell
others of customer wants, resulting in great customer fulfilment.
Passion: Passion will enable people confront roadblocks and keep ones calm when
everything seems lost. It can also result in flashes of inspiration and the motivation to create
something amazing rather than merely getting through the day.
Networking savvy: As the events business is focused on connections and is primarily
people-driven, networking is a vital event planning skill. It necessitates a large network of
vendors, such as photographers, lighting as well as a décor, DJs, musicians, videographers, and
so on. This is a group of individuals on whom you will rely to make the events unforgettable.
Negotiation and Budgeting: It is critical for event planners to be willing to negotiate a
contract with a sponsor or obtain the greatest bargain available when reserving a location.
Negotiating is an art that involves a combination of planning, skill, and confidence. Budgeting
necessitates anticipating and tracking spending while managing bills, projects, and costs (Jones,
2017).
Tech savvy: Technologies serve as an extension of the event planning team. While the
major shift in event planning technique does not need planners knowing the solution through and
out, it is essential to be curious to adapt how to use digital solutions and keep update on market
trends.
Leader: To be a leader is a necessary ability for every event organiser. It all comes down to
trust, collaboration, and making it happen. If someone is not a natural leader, then
they could learn to be one over time. This inherent personality, as well as their interest in event
organising, can assists in developing leadership qualities.
Interpersonal skills: This capability enables event managers, organisers, coordinators, and
customer's interaction supervisors to produce pleasant encounters with clients while also
managing relationships with staff members. The customer experience manager use its abilities to
resolve customer concerns, build strong relations with clients, and ensure that every guest has a
great time. In regard to the chosen firm, this ability enables managers hired for various event
management roles to communicate with each visitor in terms of understanding their needs and
wants. They are capable of building deep ties by assuring that each visitor has a positive
experience (Tung and Stahl, 2018). This has a favourable impact on the business's customer
keeping.
The impact of management skills on creating a successful event making and recommendations to
meet stakeholder requirements
Interpersonal skills are an essential event management ability that allows managers in
multiple roles to effectively supervise everybody attending at the event. This involves assuring
customer satisfaction and collaborating with colleagues and external vendors. In reference to The
Event Company, such capability facilitates great events by optimizing customer experience and
collaboration among event participants. Communication skill is required for every event to be
completed in an organised way. Through the use of this skill, managers at the company are able
to properly satisfy consumer demands and standards. As a result, the company is able to serve

their customers with outstanding service (Wognum and et. al., 2018). The key benefit of
communication skills is that managers can immediately identify customer expectations. The
biggest negative of this skill is that it may occasionally lead to micro managing, which can
destroy an event. Firms must develop this talent in its managers because every element of the
event is in accordance with the customer's specifications. This may be accomplished by
providing communication training to all managers. The key advantage of interpersonal skill is
that it allows the management to build good ties with customers which results in committed
customers for the specific company. This ability increases the manager's obligations, diverting
their attention away from its event's successful execution. The company need to improve
interpersonal skills in its managers by having them play roles that require them to understand and
sympathize. This will assist managers to grasp diverse points of view and will assist in the
formation of strong and stable ties (Dernbecher and Beck, 2017).
Measures required to provide a secure and safe event venue and environment for all involved
Set up security checkpoints: Setting up checkpoints out from event that participants need
pass over to enter inside is amongst the most important strategies to safeguard people from
potential problems. Agitators are forced to approach security officers so that they can cause
serious trouble. For illustration, rather than placing the registrations booth directly in front of an
auditorium's entryway, move it just few feet away in the firm lobby.
Match IDs to registration data: To ensure that individuals that join the event clearly
represent it as it is significant to ensure identifiable details from them when they registered.
Collecting many data pieces, such as a person's name, date of birth, and address, to make it more
difficult for an outsider to claim their identification (Kim and et. al., 2021). Preferably, company
should request that each visitor email them a photo of their ID so that they may verify it to the ID
at the entrance. That is the most accurate approach to authenticate identities.
Emergency plan: The plan's goal is to create a protocol that everyone should follow in the
case of a crisis. The plan must contain several methods for mass evacuation, what to do if there is
an active shooter, the placement of safe rooms or places, and many other details.
Comparison and contrast of the security and safety provisions for specific
The event company conducts various events which require different security and safety
provisions. Products Launch of business firms is an example of en event which requires
implementation of security and safety measures. In this event the security measures which are
taken include crowd management and creation of contingency plans (Sharma and et. al., 2018).
Crowd management involves taking crowd control measures and determining plan of action for
the attendees to ensure safety of attendees in case of a crisis. In case of the event company, the
implementation of effective crowd management strategy helps the company ensure that the large
number of people entering product launch events are safely handled.
Virtual art exhibition is another example of event which requires high level of security in
order to provide the guests a safe experience virtually visiting the event. The primary safety
precautions considered for this event are controlling access to the event and strengthening
network security. The event company takes these measures so that personal data of any attendee
or the company is not compromised to cyber-criminals (Wen and et. al., 2017).
The comparison between product launch event and virtual art exhibition event depicts
that in case of product launch event the focus is on developing physical security provisions
which ensure safety of the large crowd including media representatives, employees of the event

company and the business enterprise whose product is being launched while in case of virtual
events the primary focus is on reducing cyber threats faced by the attendees or the company.
Both of these security provisions are effective for different events and showcase that different
events require different types of security measures.
Recommendations with justifications for security provisions at the events
 The event company needs to develop an evacuation management strategy in order to
ensure the safety of guests and other member present at the event.
The justification for this recommendation is that evacuation strategy ensures that individuals
attending the event are able to effectively exit from the event in case of an emergency situation
(Lindell and et. al., 2018). The event company will be able to handle emergency situations by
construction an effective evacuation strategy. This recommendation is cost effective which is
beneficial for the company guests and other attendees.
 The event company needs to update their digital programmes regularly and monitor
events in order to identify cyber intrusion during virtual events such as virtual art
exhibition.
This recommendation is justified as it is a cost effective and easy method to enhance security and
safety at virtual events of the respective company. It is beneficial for the future of the company
as it assists in developing capabilities to manage virtual events effectively which is advantageous
in a digital world.
CONCLUSION
From the above report it is determined that there are different management roles in the event
industry which accomplish various responsibilities for event organisations. Communication skills
is a part of skills and attributes needed to work in the event industry and gain success in various
operations. Management skills are essential for successful completion of an event and assist in
meting stakeholder requirements. It is important for business firms to take preventive measures
which provide safe environment at event and ensure security of everyone present at the event.

REFERENCE
Book & journals
Bienvenido-Huertas and et. al., 2019. Implementing artificial intelligence in H-BIM using the
J48 algorithm to manage historic buildings. International Journal of Architectural
Heritage.
Chen, C. P., 2021. Friendships through the style choice of virtual stickers: Young adults manage
aesthetic identity and emotion on a social messaging line app. International Journal of
Market Research, 63(2), pp.236-250.
Dernbecher, S. and Beck, R., 2017. The concept of mindfulness in information systems research:
a multi-dimensional analysis. European Journal of Information Systems, 26(2), pp.121-
142.
Hopkins, J. and Hawking, P., 2018. Big Data Analytics and IoT in logistics: a case study. The
International Journal of Logistics Management.
Jones, S., 2017. Disrupting the narrative: immersive journalism in virtual reality. Journal of
Media Practice, 18(2-3), pp.171-185.
Kelly, S. N., 2018. Teaching music in American society: A social and cultural understanding of
teaching music. Routledge.
Kim and et. al., 2021. Preference for robot service or human service in hotels? Impacts of the
COVID-19 pandemic. International Journal of Hospitality Management, 93, p.102795.
Laney, D.B., 2017. Infonomics: how to monetize, manage, and measure information as an asset
for competitive advantage. Routledge.
Lindell and et. al., 2018. Large-scale evacuation: The analysis, modeling, and management of
emergency relocation from hazardous areas. CRC Press.
Liu and et. al., 2018. Drought evolution and its impact on the crop yield in the North China
Plain. Journal of hydrology, 564, pp.984-996.
Negi, S. and Negi, G., 2020. Framework to manage humanitarian logistics in disaster relief
supply chain management in India. International Journal of Emergency Services.
Nydell, M. K., 2018. Understanding Arabs: A guide for modern times. Hachette UK.
Pearce, P. L. and Zare, S., 2017. The orchestra model as the basis for teaching tourism
experience design. Journal of Hospitality and Tourism Management, 30, pp.55-64.
Plichta, J., 2019. The co-management and stakeholders theory as a useful approach to manage
the problem of overtourism in historical cities–illustrated with an example of
Krakow. International Journal of Tourism Cities.
Portera, A. and Grant, C. eds., 2017. Intercultural education and competences: Challenges and
answers for the global world. Cambridge Scholars Publishing.
Sharma and et. al., 2018. A review on technological advancements in crowd
management. Journal of Ambient Intelligence and Humanized Computing, 9(3).
pp.485-495.
Tontini and et. al., 2017. Exploring the nonlinear impact of critical incidents on customers’
general evaluation of hospitality services. International Journal of Hospitality
Management, 66, pp.106-116.
Tung, R. L. and Stahl, G. K., 2018. The tortuous evolution of the role of culture in IB research:
What we know, what we don’t know, and where we are headed. Journal of
International Business Studies, 49(9), pp.1167-1189.
Webb, S. P., 2017. Knowledge management: Linchpin of change. Routledge.

Wen and et. al., 2017. Complex cyber-physical networks: From cybersecurity to security
control. Journal of Systems Science and Complexity, 30(1). pp.46-67.
Wognum and et. al., 2019. Transdisciplinary systems engineering: implications, challenges and
research agenda. International Journal of Agile Systems and Management, 12(1), pp.58-
89.
Ziemba, E., 2019. The contribution of ICT adoption to the sustainable information
society. Journal of Computer Information Systems, 59(2), pp.116-126.