Managing Conferences and Events

This document provides insights into managing conferences and events in the event industry. It covers different categories and dimensions of events, current trends, roles in the event industry, job opportunities, management skills, and event safety provisions. The document also includes recommendations for improving the quality of services and security in conferences and exhibitions.

Unit 7: Managing
Conferences and Events

Table of Contents
INTRODUCTION...........................................................................................................................3
Activity 1 :.......................................................................................................................................3
Different categories and dimension of events - .....................................................................3
Trends in the Events Sectors - ...............................................................................................4
Activity 2 ........................................................................................................................................5
Different roles among the Event industry - ...........................................................................5
Current job opportunities in Events - ....................................................................................5
Management skills and personal attributes - .........................................................................6
Having the right management skills leads to management of the successful event-..............6
Stakeholder in the event -.......................................................................................................6
Activity 3.........................................................................................................................................7
Designing a layout for an event - ..........................................................................................7
Activity 4 ........................................................................................................................................8
Comparing and contrasting the safety provisions for different events -................................8
Recommendations..................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Managing conferences and events must be necessary for the organization and thus all this
is done by the event industry. Event industry plays a major role in managing and organizing the
events and conferences.
The above report includes the reporting on the event sector. The report further carried
forward with the analysation of management skills needed to work in the event industry. Report
further carried forward with the planning an event room setup. Report ends with the planning of
the event safety.
Activity 1 :
Different categories and dimension of events -
There are different types or categories of events which is being rendered by the event
company for several occasions that can be-
Festival events-
This is the events which showcase and contribute to social life and human culture. And
these avenues for host communities for generating incomes as they have strong link with the
business activities. The common world-class festivals are the Rio de Janerio's huge Mardi gras
festivals, New Orleans and Winter Carnivals held in Quebec city etc(Allen, 2018)
Sports events-
Sports events is the fast growing segment of the entire event industry like other segment,
this includes both individual sports and multi-sport events. This is very important for gathering
potential tourist to the country. And generating the media exposures and economic impact on the
nation who is hosting the event.
Business events-
This sector focuses on business and trade rather than tourism and strong public aspects to
many of activities. This event industry has promoted rise to many entrepreneurial and
opportunities and also associations and corporations now appoints the convention managers for
conducting the business get together(Getz and Page, 2016)

Art events-
The art events includes the several classifications of the arts, which had different
categories under that painting, handicraft, visual, performing art that can be music, dance,
cinema, drama etc., which includes performers in front of wide group of public. The major
strength of these events is that the uniqueness which arises from special events, talents or the
festive atmosphere.
Trends in the Events Sectors -
Features and current trends in event sectors-
Current trends :
 The use of the alternative venues is raising. As people want to explore their events at
different place and venues nowadays.
 Today hotels had also become the major place for the event to be held. It is the majorly
preferred place where events are being held.
 For the huge audience engagement technology advancement is importantly managed by
the event companies. So that they can make their event more successful(Getz and Page,
2016) Safety and security at events are the top concerns nowadays and its is being maintained
by each and every event company while hosting an event.
Features:
 The purpose of events must be understood first so that the event can be planned
according to that.
 The appropriate and right venue must be selected according to the event. For example for
the cultural event the venue must be the stadium or big ground where the public can be
gathered in the large amount.
 The creative content must be formed so that it can attract the audience in the large
quantityGregory, 2015)
Event sector is very much developing nowadays more and more events are being
promoted. This attracts the wide range of tourism to the country and more and more peoples are
visited to the country to become the part of the event. Event industry is being preferred by each

and every event organizer they used to appoint the event planner and all the event activities are
being monitored and arranged by them and further it could be taken up for the event success.
More and more youth are to be attracted towards the event.
Events are becoming more innovative new and new ideas are being explored under the
event industry and thus it maintains the competition among the rivals in the market and all used
to work on the innovative ideas as each f them wants to have their own identity in the market.
Innovation is the major theme of their events, as new concepts and themes are being introduced
in each and every events which attracts the huge audience and avails the audience with an
amazing experience of them(Jones, 2017)
Activity 2
Different roles among the Event industry -
 Event Manager–The major role of event manager is to manage the event. Event manager
is the head of each and every event. Assigning of work to each one, monitoring the task
perform by the workers and coordinating with all the departments. For example the
business conference is all to be managed and monitored by the event manager(Myers,
2019)
 Talent Manager-Main role of the talent manager is to make event more interesting and
attractive. Managing the all requirements and issues related to the talent. For example-
live events which is being done by multiple singers is all to be managed by the talent
manager.
 Decorators In-charge- The most attractive part of any event is the decoration. Weeding
is one of the example of such events whereas the primary focus is on the decoration. The
charged person looks on everything from light to the sound system to all the attractive
features(Phillips, Neal and Webb, 2016)
Current job opportunities in Events -
There are various current job opportunities in the event's industry nowadays as this sector
is growing very rapidly and had become more popular among the consumers. The current job
opportunities in the event are described below -

 Event Tech Expert- The event tech expert is the person who had to monitor every
technology related components surrounding an event. This can range from the audio
visual related items and special effects(Raj, Walters and Rashid, 2017)
 Social Media Coordinator-It is emerging and quickly becoming the part of every business
from big to small. As the individual had a full knowledge about the overall social media
platform and can engage in gaining the customer's attraction. Social media is nowadays in
trend and it constantly change and expanding on the huge broad platform.
Management skills and personal attributes -
 Good communication and People Skills – It is very necessary for an individual working
in the event industry for having an management skills and personal attributes. The
individual must be interactive so that easily involve with the other person and could go to
the needs and requirements of the customers. Good people skills is helpful in maintaining
the good relationship with other person.
 Excellent organization skills –The excellent organizational skills are very important for
an individual for becoming successful in the event industry. It is helpful in organizing
and well managing all the task which is being organized in the event(Rogers and
Davidson, 2015)
Personal attributes -
 Flexibility is must be needed in the event industry as there is nothing which is being same
in this industry all thing changes according to the trends.
 An individual must creative and innovative to be in the event industry which is helpful
for them in gaining the huge popularity in this industry.
Having the right management skills leads to management of the successful event-
The right management skills are to be needed in the event for the overall success of the
event. This can be further managed with the right management skill. An event manager of the
weeding must be flexible and reactive & innovative so that the event can be managed and
organized well so that it must be appreciated by the visitors this attracts the overall customer to
the event organizers creativity and innovation. The right management is most as the coordination
and team work must be rendered by each and every employee and then this all further monitored
and managed by the event manager(Van Der Aalst, La Rosa and Santoro, 2016)

Stakeholder in the event -
The major stakeholders in the vent are as follows -
 Sponsors are the individual or companies in the event industry who renders the support
either in terms of services, money or other means in return for particular benefits.
 Media includes the Television and the Internet. The social media play a major role in the
development of the events.
 Co-workers are the another key stakeholder in event industry that involves marketers,
key managers, talents & publicist, crew and event cleaners. For the successful
implementation of the event the all workers had to work as team.
The different management skills which are to be needed by the different stakeholders for meeting
the needs and expectations -
 Team work
 Innovative and creativity
 Flexibility
 Organizational skills
The most important skills is to be team work which is to be considered by each and every
event organization as the team work is to be considered by the organization. The team work is to
be done as it is the collective efforts of each and every individual if the work is not be done by
the coordination of team them the event can be successfully organized.
Activity 3
Designing a layout for an event -
The room layout of the conference is being designed which is to be held in London for 25
executives for 7 various countries. The meeting will be for 2 days from 9.00 and 17.00 hours.
The budget for the event is 10,000.00 GBP for tow days. On the first day evening they will be
visiting the show “Phatom of the Opera” at “her Majesty's Theatre” in the central London. The
room layout will be U- shaped where the one speaker will stand on the stage and speak in the
front of the stage.
 The number of attendee will be 25 executives.
 The space of the conference hall is of 100 members but the members which are gathered
there will be 25 executives we had a more space for utilization.

 The major priorities of the event will be that the appropriate space must be used for the
whole event. High quality services rendered to the visitors so that they enjoy the event.
 There will be two coffee breaks and lunch will be provided in the event and the show
entry will be paid by us. No dinner will be given to the guest.
 The furniture will simply as it is the conference meeting of the company's executives.
The colour theme will be blue and it will be very simple, decent and arrogant in the look.
Motivational quotes will be stick to the wall which is inspiring for the visitors.
 Small stage will be needed as there will be speakers who will be sharing their view in
front of the various executives.
 Some business activities will be rendered among the event which is helpful for the
entrainment and raising the communication among the visitors.
 Health and safety has been considered mostly in the event for the safety of the executives
the fire safety must be rendered and the food is completely hygienic and organic.
 Additional services will be – welcome drink, starters, music and after the end of the event
a simple get together with all the executives(Vance and Paik, 2015)
The quality and design of the event layout must be perfect and high rated nothing is being
compromised at the level of the quality and design.
The layout which is being selected that is U-shaped is very helpful for this conference
meeting as there are only 25 executives and thus all will be listening to the 6 determinants so
there will be a small stage where the speaker can suggest the views and which can listen by each
one.
Activity 4
Comparing and contrasting the safety provisions for different events -
Exhibition Conference
Fire prevention
The threat of fire at an event remains a
challenge for most of the event organizer thus
having the safety measure in order to prevent
this risk is important. Every event should be
Camera surveillance
This is the most important safety provision
which needs to be present at the venue of
conferences. Each and every area of venue site
should be equipped with camera so that there

equipped with fire extinguisher as a safety
measure so that there remains no risk of fire at
the event. Besides this, it will help to overcome
the unnecessary accidents and errors at the
venue.
remains no threat of outsiders or other terrorist.
Having the tight security of camera is
important in the events because lack of it might
damage the reputation of company as well as
that conference.
Security risk
Ensuring the full security of people and thus
maintaining their privacy is significant at the
exhibitions. In the exhibitions, people from
across the world come to attend and thus
maintaining their security is important. The
registration ID of all the people need to be
checked to ensure credibility and well as
genuineness. Besides this, no outsider should
be allowed to enter the venue.
Screening staff
As the conference is the meeting of different
people who comes from across the world and
different organizations thus confirming their
identity is essential for running the successful
conference. The employee id of each and every
employee should be thoroughly checked to
avoid misleading and leakage of information.
Recommendations
In order to have the successful conference and exhibitions, improving the quality of
services and security is important for the company. To avoid the threat of fire at various
exhibitions, the venue should be equipped with a fire extinguisher and there should be strict fire
risk audit. There should be an effective alarming system which will ring whenever there will be
alert of fire. For improving the security risk, there should be presence of efficient security
measures. There should be highly trained guards at the entry gate of venue, and they should have
technology like bio-metrics through which the face and identity of people can be scanned for
ensuring their genuineness. Besides this, for improving the level of camera surveillance,
conferences should have well proof cameras like PTZ IP which can cover the wide area and
space. The cameras should be such that it has high resolution and sans the activities at 360
degree. Lastly for having the effective conferences, the venue should have the highly qualified
staff which can screen the identity and the name of employees through the use of technology like
face recognition. There should be a list of all the employees in iPad or any other device of

employees attending conference and their ID proof should be thoroughly cross-
checked(Zscheischler and et.al.,2018).
These various strategies for improving the safety measure and for running the events
successfully are high cost effective. For example for preventing the fire, fire extinguisher and
audit does not generally incur much cost and are inexpensive. Besides this, for improving the
camera surveillance having high-tech camera like PTZ IP also does not incur much cost and thus
will be cost effective for organizers.
CONCLUSION
From the above study it is concluded that the event management is necessarily required
nowadays for managing and organizing the events. The conference and events can be managed
by the expertise event company who can manage the event successfully. It can be rendered by
the effective management skills which is helpful in managing and organizing the event and
making the event as successful as it can. The team work is necessary required for the successful
implementation of task in the event.

REFRENCES
Books and Journals
Allen, P., 2018. Artist management for the music business. Routledge.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Getz, D. and Page, S.J., 2016. Progress and prospects for event tourism research. Tourism
management.52. pp.593-631.
Gregory, A., 2015. Planning and managing public relations campaigns: A strategic approach.
Kogan Page Publishers.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Myers, M.D., 2019. Qualitative research in business and management. Sage Publications
Limited.
Phillips, B., Neal, D.M. and Webb, G., 2016. Introduction to emergency management. CRC
Press.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Van Der Aalst, W.M., La Rosa, M. and Santoro, F.M., 2016. Business process management.
Vance, C.M. and Paik, Y., 2015. Managing a global workforce. Routledge.
Zscheischler, J and et.al.,2018. Future climate risk from compound events. Nature Climate
Change.8(6). pp.469-477.

REFERENCES
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