Managing Conferences and Events

This document provides insights into managing conferences and events, including different dimensions and categories of events, designing event layout, management roles in the event industry, and measures for a safe and secure event venue. It also discusses the additional services available within a conference and their importance.

MANAGING CONFERENCES AND
EVENTS

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
LO1..................................................................................................................................................1
P1) Different dimensions and categories of the event.................................................................1
P2) Different types of events and the current and features trends that influence event sector....2
LO2..................................................................................................................................................3
P3 Designing an event layout for setting up conference or event room for meeting the
requirement of clients. ................................................................................................................3
P4 Additional services available within conference and its importance......................................5
LO3..................................................................................................................................................6
P5) Different management roles in the event industry that reference to current opportunity.....6
P6) Management skills and personal attributes that require working in event industry, meet
stakeholders need........................................................................................................................6
LO4..................................................................................................................................................7
P7) Appropriate measures are require to provide safe & secure event venue and safe
environment for staff and guest...................................................................................................7
CONCLUSTION.............................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Conference management & the planning that includes the various key elements:
Location. Conference held around the whole world in large and small cities. Cost. Approximate
to meet most medical, academic, business conference. In this report Hilton company is taken.
Hilton Hotel is a global brand hotel and flagship of American MNC of hospitality industry. This
report highlights the difference dimension and various categories of event & current and features
that trends that influence the events (Rogers and Davidson, 2015). Also, reveal the event layout
that correctly set a conference to meet particular client requirement and the additional services
available in conference environment. Different management responsibility within the industry
and the management personal attributes and skill that require for work within the industry. Also,
the appropriate measures are required to give safe and secure environment for guest. In this
regard present report has been prepared.
LO1
P1) Different dimensions and categories of the event
There are various categories and dimensions of the events that includes.
Categories of event
Seminar- It is a usually events for the shorter period, and can lasting it anywhere for the
couple of time to few workdays. Main purpose of the seminar is to plan & hold the meeting with
the targeted guests and give them with the relevant information. Seminar has the multiple and the
single speaker & generally maintain all participants together in same place (Raj, Walters and
Rashid, 2017). For example- It is to gather focus on the marketing with the help of social media
to learn best practices for to promote the business.
Conference- It is typically have a multiple sessions. Conference are usually held at
hotels, which beginning with keynote secession and offering the breakout sessions and the main
purpose is to target the audience and give relevant information.
Trade show- Event planning regarding the trade show that involves the negotiating the
sponsorship rates that are for both advertising, space, speaking and promotion opportunity,
where the organization leadership has to speak. The purpose of the organization that attend the
trade show as which lead generation an activity also the company host trade shows to increase
the image of industry among those are attended (Palen and et.al., 2015). Such trade shows
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generally held in the large space, showcasing the services and products of often in hundreds of
the vendors. For example- Auctions, book fair etc.
Dimensions of event
Mobile events- In this event it takes place in various cities & mobile in the nature where
normally standardized and regulates the event format through the owner of the event property
and leave the certain amount of money to local organizing event. For example- place event that
are happened in same venue on continuous basis & become raising associated to the place (Getz
and Page, 2016).
Macro, micro and mega events
It is according to size of organizing committees a budget
Micro- Budget of the large event has to split within the core event and wider budget event. For
example- Birth day parties.
Macro- It is typically organizing event, where all budget items are centralized to hastening the
operations and are strictly that are associated with event. For example- Awards functions.
Mega events- It is often stimulus to an advance city or regional government of projects that are
without event that happened at large stage or never. For example- Olympics games.
P2) Different types of events and the current and features trends that influence event sector
Various kinds of event that are influence by the new trend that are.
Categories of events
Conferences- There are various trends that are influence the conference that are.
Experiential meetings- It is a design to stay because not only more and more event
organizer realize impact by using sensory channels that deliver the information & make
immersive & hyper-relevant conference (O'Leary, 2019). Also, soon like lt to see boom in use of
the virtual reality- enhanced of experience. For example- scavenger hunts.
Catering and sustainability- As food sustainability is opportunity for Hilton industry to
differentiate the event. B&G choices can increasingly which made to minimize the impact &
maximize the enjoyment. Some of the trends are.
-Choosing the suppliers that Cavour locally way and seasonal ingredients.
-Experiential dinning through an on-site preparation & pop-up restaurants at event venue.
Trade shows-
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focus on the consumer oriented design- The current trends towards the consumer
oriented of booth design. Instead of moving all-out by an trade show that commands attention,
about subtlety. Where the industry has to think huge about the particular requirements of the
buyers and visitors and source to use the booth design to meet their requirements (Reed and
et.al., 2016). It is effective because it evoke emotional response, than the bombarding them
through over the apex branding, which make remember the colors, but not encourage to feel.
Provide relaxed, comfortable environment- In recent years there has been many
emphasis on the flashy, attention and garbing the booth design. From the past till now the trade
show is the eye catching, but as the emphasis on human-eccentric design which give more
relaxed experience that effect the trade show event.
Seminar-
Technology-There has been various technology that has been adopted by the event
industries in the seminar. If the industry want to grow and want to sustain in the market. Such as
software and hardware, During the seminar it has to adopt the Hardware and software technology
in the seminar so that it provide more comfortable and convenient during the presentation and
communication such as projector, Bluetooth facilities etc (Edgell Sr, 2016). Such new trends
influence the seminar events.
LO2
P3 Designing an event layout for setting up conference or event room for meeting the
requirement of clients.
The stages involved in designing the event layout are as follows.
Setting up a 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 a timeline- The client has make booking for the event before one year before and hence
the work will begin immediately after finalizing the basic details.
Develop proper tool for managing the event- There can be various tool which are required so
that the conference can be held in an desired way (Yolal and et.al., 2016). The tools which are
used by the executives for managing the event is the MS excel. Different software are used to
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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 (Rogers and Davidson, 2015).
Budget plan (for 25 executive)
Particular Amount per person Total amount
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Stationary 18 460
Sitting arrangement 46 1150
Cameras and projectors 50 1265
Rent of the hall 23 590
Food 184 4600
Lightning 32 800
Decoration 46 1150
TOTAL 399 10000
P4 Additional services available within conference and its importance.
There are different 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.
Free WiFi is provided to the 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 (Raj, Walters and Rashid, 2017). 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. 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 (Palen and et.al., 2015).
Though these additional services increase the cost of the clients but it assists in fulfilling the
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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 in the event industry that reference to current opportunity.
There are various job opportunities in event industry and some of the importance opportunities
are mention below.
Event manager- It help the organization in hosting the events that can enhance the
company image, improve loyalty of client and enhance the brand to client experience. Event
manager can be tasked with securing and researching venues, managing, and planning the events
and also negotiating agreement and quotes by the vendors, helping with monitoring time frame,
marketing and budgets. Also the Firm skills & vision that help the organization for brand
visibility and enhance the client relation and improve the organization growth through effectively
communication.
Event planner- Ii is also one of the job opportunities in the event organization. Event
manager roles and responsibility in the event industry is to plan the event (Getz and Page, 2016).
It does various various plan in the industry such as, wedding, concerts, birthday, corporate event,
Family events, sports and musical events, road shows, cultural events etc.
Corporate event manager- This event manager also plays a vital role in the industry as
it operate the all event program in the event sector. It role is to make arrangement according to
the demand and requirement of the client and taking care of all operation events. For arranging
and the production of the event it deals with the various parties or vendors and take help to fulfill
the requirements. And also auditing the various ongoing activities such as by providing the
various facilities such as car parking, pick and drop facilities etc. for more convenient of the
client.
P6) Management skills and personal attributes that require working in event industry, meet
stakeholders need
Management skills are to be require in the event industry to meet the needs of the stakeholders
and their expectation (O'Leary, 2019). Management should posses.
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Good communication skill- Management should have good communication, so that it
can help the client and stakeholder for the better communication among the stakeholders and
vendors, so that there is no misunderstanding among the information.
Organizational skill- manager of the event organization need to have the complete
knowledge of the Hilton industry and know all the skill so that to help the stakeholder needs,
because whenever the vendors and client have any queries related to event industry than manager
can solve out the queries of the stakeholders, so organizational skill are to be required.
Creative & flexible skill- Management should be creative and flexible in planning, so
that it can help the stakeholders needs by providing the various alternative and flexible solution
to them, which is beneficial for both organization and the clientv (Reed and et.al., 2016).
Technical skill- It is very essential skill that are to be require, as all the functions are
today done by the technically way so it is very important skill that are needs for the smoothing
the activities in the event organization.
LO4
P7) Appropriate measures are require to provide safe & secure event venue and safe environment
for staff and guest.
There are various appropriate measures are to be taken for the safe and secure
environment for the executive which are coming from the seven different nations and the
meeting can be run for last two days. Hilton's organization should provide the safety guards at
each door of the conference room so that proper security are to be placed which help the guest
and staff to meet an accident. Also, providing the well checked quality food to the guest so that
they became healthy, before hiring the food to the guest food are to be well checked. Staff
members are to be well-trained, so that they can serve food like a professional way which can
make the guest happy (Edgell Sr, 2016). Also, keeping the clean environment by keeping the
floor and washroom clean to prevent from any incident during the train. As by providing the
good safe and security to the guest and staff. Guest can feel good about the event organization
and its safety towards the client, they can hire next time also the same event industry in future.
CONCLUSTION
From the above study it is concluded that Conference management is the process where it
take care of the event industry and various categories & dimension for the promotion of the
business in event sector. Also conclude the various management skill are to be require for to
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fulfill the requirement of the stakeholders and guest taking the safety measure for the guest and
staff for their betterment.
REFERENCES
Books & journals
Edgell Sr, D. L., 2016. Managing sustainable tourism: A legacy for the future. Routledge.
Getz, D. and Page, S. J., 2016. Progress and prospects for event tourism research. Tourism
management. 52. pp.593-631.
O'Leary, R., 2019. The ethics of dissent: Managing guerrilla government. Cq Press.
Palen, L and et.al., 2015, April. Success & scale in a data-producing organization: The socio-
technical evolution of OpenStreetMap in response to humanitarian events. In Proceedings
of the 33rd annual ACM conference on human factors in computing systems. (pp. 4113-
4122). ACM.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Reed, J and et.al., 2016. Integrated landscape approaches to managing social and environmental
issues in the tropics: learning from the past to guide the future. Global change biology.
22(7). pp.2540-2554.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Yolal, M and et.al., 2016. Impacts of festivals and events on residents’ well-being. Annals of
Tourism Research. 61. pp.1-18.
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