Managing Conferences and Events

This report discusses the different categories and dimensions of events, designing event layout for conferences, additional services available in conferences, management roles in the event industry, and appropriate safety measures for events. It focuses on the case of Travel lodge Ltd.

MANAGING CONFERENCES AND EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................1
LO1..................................................................................................................................................1
P1 Different categories and dimensions of events.......................................................................1
P2 Different categories of events, its features and trends influencing the event sector...............2
LO2..................................................................................................................................................3
P3 Designing event layout for setting up conference or event room for meeting requirements
of clients.......................................................................................................................................3
P4 Additional services available within the conference and its importance...............................3
LO3..................................................................................................................................................4
P5 Different management roles within the event industry. .........................................................4
P6 Reviewing management skills and attributes required for working in event industry...........5
LO4..................................................................................................................................................6
P7) appropriate measure for safe and secure event environment................................................6
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Managing conference events is an event management services that ensure a professional
and creative approach to next event. Where the event manager, sourcing the correct venue to the
development and creation, through the day of management of event. In this report Travel lodge
ltd. is taken as company. This report highlights the different dimensions and categories of event
and the current and features trends that influence event sector (Reed and et.al., 2016). Also,
design event layout correctly that set for conference environment and essential to meet client
requirement. Additional services are to be provided in event environment and different roles of
management in the event industry and current opportunity of job. It also reveals the management
skill & personal attributes that needs to work with in conference industry and appropriate
measure are taken for safe ans secure event environment for guest and event staff. In this regard
present report has been prepared (Bengtsson-Palme and Larsson, 2015).
LO1
P1 Different categories and dimensions of events.
The growth of event sector has been expanded since past. There are different types of
events which are been organized bt the event management organization. The cate3gories are as
follows-
Seminars: Different types of seminars are organized by the Travel lodge Ltd. Seminars are
organised by many colleges and business organization. The purposes of seminar is to convey the
practices and procedures followed by the organization to their employees. What are the targets
company want to achieve and the current situation of the organization, all these are conveyed
through seminars. For example Business case master class seminar (Brudney, 2016).
Wedding events- Different types of wedding events are organized by Travel lodge Ltd. In
wedding event different activities are designed and planned according to the needs of the clients.
The size o9f event depend upon the preference of the consumers as high class people prefers to
have good wedding event as compare to lower class people. Event manager makes arrangement
for the event food etc. All the decoration and execution of the function is done by the event
manager of Travel lodge Ltd. The size of this event depend upon the need of clients.
Conferences- Conference is generally a meeting of people for a discussion about an particular
topic. The place where the conference is held is called conference hall. In conference the people
of higher authorities discuss the business conditions with their sub ordinates (Tsohou and et.al.,
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2015) . Conference gives opportunity to the speakers to share their thoughts and opinion with
others. All the arrangement of the conference is done by the event manager of Travel lodge Ltd.
The places where most big conferences are held are The war rooms, London and The Eden
Project, Cornwall (Brudney, 2016).
P2 Different categories of events, its features and trends influencing the event sector.
There are various categories if events such as seminars, conferences and wedding event
etc. All the events has its unique features and characteristics and are as follows:
Wedding events- There are various features of wedding events as the main duty of wedding
event planner is to provide high quality food to the guest. Travel lodge Ltd. take care of the guest
very well. In wedding events all the facilities which are required for completing the wedding are
provided in an desire manner. Wedding planner guides the client by showing the available
venues which can be used for holding the function, what types of music they can choose or types
of special food which can be served to guest etc. Current trend influencing the wedding event is
unique design. Their are many competitors and all have different unique design so this make
difficult to face the competition (Espinoza and Ukleja, 2016).
Conferences- There are many ways by which the conference can becomes successful. The venue
where conference is been held impacts the lot. Their are many other event management
industries which are offering better services to their people. So this impacts the business of
Travel lodge Ltd. Many types of conferences are done. A peer to peer conference is small,
structured and more interactive and supportive. The advantage of conference is that the speaker
gets opportunity to share their thoughts with the people. In conference single idea can be reached
to large number of audience present in the conference hall. Technology is the current trend
impacting the conferences as now days people use tablets and other devices to save the details
which are spoken by the leaders (Goddard and et.al., 2015).
Seminars- There are different types of seminars which are been organized by Travel lodge Ltd.
The purpose of the seminars is to convey the objectives of the business to the employees. There
are different types of seminars which are held according to the requirement of the people.
Seminar is similar to the conferences only but the objectives of both are different. The current
marketing trend keeps on changing so according to that Travel lodge Ltd. also have t5o update
their procedures.
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LO2
P3 Designing event layout for setting up conference or event room for meeting requirements of
clients.
The stages involved in designing the layout of the conference are as follows.
Setting the Budget- This is the first step in which budget is set by the Travel lodge Ltd. As
without proper availability of the finance conference can not be organized. The purpose is to
conduct an conference of 25 executives from 7 different countries. The budget estimated is
10,000 GBP.
Develop proper tool for managing the event- Th care various tool which are required sol that
the conference can be held in an desired way. The tools which are used by the executives for
managing the event is the MS excel (Goddard and et.al., 2015). Different software are used to
ensure that all the entry of the guest are entered in the records. Cameras will be used for the
purpose of security. Machines will be used for checking the gusset attending the conference.
Layout and design- In this step proper layout is made so that the conference can be properly
held. Proper paperwork is done so that their is no issue arises while executing the plan. In this
step all the practices are designed ie, what will be the venue, whatever are the ways by which
guest can be welcomed, safety measures etc.
Budget (for 25 executive)
Particular Amount per person Total amount
Stationary 23 460
Food 230 4600
Sitting arrangement 45 1150
Cameras and projectors 46 1265
Rent of the hall 30 690
Decoration 50 1150
Lightning 10 700
TOTAL 434 10000
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P4 Additional services available within the conference and its importance.
There are various types of additional services which are present during the conference
hall. Additional services makes easier for the client to fulfill the objectives of the conference.
There are various interpreters present in the conference hall who's job is to interpret the language
of people into English language so it can be easily understood by all the people. Another
additional services includes proper lightning and air conditioners so that the guest arrived feels
comfortable and happy. As good environment makes easy for the people to stay for longer time
in the confrenece (González-Rodríguez and Rodríguez-Abreu, 2016).
Free WiFi is provided to thye people so that they can connect their devices and performs the
important business task, by the use of internet they can get in touch with other while the
conference in running. Security cameras is also an additional service which is available in the
conference, the purpose for installing the cameras is to provide security to people. With the help
of security cameras any uncertain activity happened can be noticed.
Food and beverages are provided to the people attending the conference. Food is provided so that
the people don't feel hungry and this keeps them energetic throughout the conference. Various
type of drinks are also offered to the people visiting the meeting as this keeps them happy and
energetic. Washroom facilities is available in the conference so that if any person wants to make
use of that can use (González-Rodríguez and Rodríguez-Abreu, 2016). All the additional services
helps the client in making the conference successful. As the event is been planed by Travel lodge
Ltd. so all the practices and measures will made by event manager of the company. Though these
additional services increase the cost of the clients but it assists in fulfilling the objectives of the
conference. As these additional services makes people happy and satisfied. These extra makes
people happy and more satisfied.
LO3
P5 Different management roles within the event industry.
There are different management roles which are present in the event management
industry. All the roles have their own importance and uniqueness.
Meeting planner- The job of the meeting planner is to meet the different clients and makes
arrangements for the meetings. The makes ways and practices to reach the clients and makes
appointments for meeting. These are the people who are responsible for arranging the meetings,
they have full list of the clients and according to that they makes arrangement for meeting.
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Director of event planning- The job role of director is to make arrangement for the event to be
held. Director guides the employee of Travel lodge Ltd. so that they can perform their job role in
an desired way (Huang and Pearce, 2015. Director is responsible for all the activities done at the
event, it is their duty to makes arrangement for the event to be held. Director makes policies and
frameworks so that the Travel lodge Ltd. can perform their operations in an smooth manner
without any issues.
Event co-coordinator- The job of the event co-coordinator is to deal with the clients and assist
them in solving the issues. Event co-coordinators duty is to select the venues, determining the
cost, makes arrangement for the event services and continuous approval from clients. They do
negotiations with the clients for the price's and gives them best prices which makes them
satisfied (Huang and Pearce, 2015.
Event security officer- Event security officer role is to make ensure that that the guest attending
the conference must feel secured. Various measures are taken by the the event security officer
like, installation of security cameras, proper checking of the guest. Security guards are appointed
so if any uncertain activity takes place it can be handled by the them. Security officer guides
their Juniors in performing their job roles. As the people from different countries are visiting the
conference so it its the responsibility of the security officer to take care of them (King, Karoly
and Henley, 2017).
P6 Reviewing management skills and attributes required for working in event industry.
There are some management skills which is must to have so that the event can be properly
organized. The managements skills includes:
Decision making skill- This is the main skills which the event manager must have as by this skill
as by this skill they can take the best decision according to the situation. When the manager has
good decision making skill they can take fruitful decisions without the advice of others. By good
decision making skill best decision are taken which can benefit the organization as well the guest
(Mason, Friesl and Ford, 2017).
Problem solving skill- Problem solving skills assist in solving problems of organisation. As
when the manages have problem solving skill can solve the problems on their own. In event if
any problems arises so the when the manager have good problem solving skill they will solve in
an efficient way. Event manager and planner must have these skills so that they can solve the
issues of guest without any delays.
5

Planning and Organizing skills- The event planner must have planning and organizing skill so
that they can plan the event in an better way. They must look for the needs of the guest and
according to that they can plan the events. As without these skills event can not be planned and
executed in an efficient manner (Mostert, Amazon Technologies Inc, 2016).
LO4
P7) appropriate measure for safe and secure event environment
Travelodge company take an appropriate measure to safeguard the event. As 25 executive
are coming in the event from the 7 different nations and the meeting can run for 2 days and the
timing period will be 9.00 to 17.00 hours & meeting take place in the conference room. By
taking various safety steps such as by providing the safety guards at the each gate of the room
and providing proper security checking on the place to avoid any accident before they visit on
first day evening at “phantom of Opera” show at majesty Theater in the central London, So that
they remain safe and secure in the event (Müller and et.al., 2015). Also provide the health issue
tool kits at the conference room, so that if any health related problem is their than immediately
precaution are to be taken and provide safe environment to the guest by giving the healthy food
to the guest, proper quality are to be checked before serving the food to the guest, so that they
feel good and become healthy. Also, by keeping the workplace neat and clean so to minimize the
injuries such as resulting from slips & trips and also arranging the proper lighting the conference
room so that they can't feel discomfort during the meeting and making the good air quality in the
conference room so that they may get fresh air in the room and not get tired during the meeting
period (Pal and Eltahir, 2016). By providing such security to the guest can feel happy, and they
will get more satisfy by the Travelogue company, because of the good facilities and arrangement
of the security. And also it influences the guest that whenever any meeting is their in the future
they can take help from this company, and they can take help from this company.
CONCLUSION
From the above study it is concluded that event industries has been expanded to great
extent. There are different types of events which are been organized by event management
company. Further, the study concluded that it is the responsibility of the event manager to make
plans and practices so that the event can be executed in an efficient way. Moreover, the report
concluded that it is the duty of meeting planner to meet the clients and makes arrangement for
meeting. There are various skills which event planner must have as decision making skills, when
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the manager don't have good decision making skill effective decision can not leader by the
organization.
REFERENCES
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