HNC/HND Hospitality Unit 8: Managing Conferences and Events Report

This report delves into the multifaceted world of event management, focusing on the key elements required to successfully plan and execute conferences and events. It begins by exploring the diverse categories and dimensions of events, providing real-world examples to illustrate the differences and nuances within the sector. The report then examines the practical aspects of event organization, including event layout design, specifically focusing on conference room setups and the provision of additional services within the conference environment. Further, the report assesses the essential management skills and personal attributes necessary for success in the events industry, outlining the various roles and responsibilities involved. Finally, the report concludes by addressing the crucial measures needed to ensure a safe and secure environment for both guests and staff, highlighting the importance of risk management and safety protocols.

Managing Conferences and
Events

Table of Contents
INTRODUCTION...........................................................................................................................3
LO1..................................................................................................................................................3
P1. Examine the different categories and dimensions of events using specific examples to
illustrate the differences...............................................................................................................3
P2. Events categories and features & current trends influencing this sector...............................5
LO2..................................................................................................................................................5
P3 Event layout design to set up conference room......................................................................5
P4. Additional services within conference environment.............................................................6
LO3..................................................................................................................................................7
P5. Management roles within event industry..............................................................................7
P6. Review Management skills and personal attributes that are required to work in events
industry........................................................................................................................................8
LO4..................................................................................................................................................9
P7. Measures to provide safe and secure venue for guests and staff...........................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Event Management can be explained as the process of systematic arrangement within the
program for the purpose of executing all of the work for attaining the goals. Event can be
conducted in any of the sector whether it is in sports, trade exhibition, parties, conferences and
many more. Whenever any of the event is required to be conducted, it is necessary to follow
proper procedure which includes, planning, organising, managing, controlling and many more.
this particular report is based on Hotel Holiday in multinational hotel chain industry(Emery and
et. al., 2016). In present company is dealing in around 150 different nations for attaining their
goals and target.
In this project report, there will be detail discussion where first part will majorly focus
upon different categories and dimensions of any event which is within the specific sector. Along
with it, consideration will be done upon set up of room event and conferences. There will also be
the discussion about management skills required within the event environment and finally in last
section, measures will be discussed which can allow to conduct event safely.
LO1
P1. Examine the different categories and dimensions of events using specific examples to
illustrate the differences
It is necessary to understand that Event can be explained as the program where different
people can come together with a common objective. Here, time and location are required to be
pre-decided so that any of the people don’t suffer. In context of Holiday Inn, should be able to
evaluate and analyse the activity which are going to include within the event so that target can be
accomplished. In present scenario, event is mainly divided into three different categories and
they are:
Private events- These are those types of event where specific people are included for the
purpose of managing the event. In this types of event, number of guest are limited and those can
be easily assumed as well. Private event includes, wedding, birthday parties and friends reunite
and many more(Harmeling and Palmatier, 2016).
Corporate events- These are the event which is conducted by the commercial sector for
the purpose of developing healthy relationship among the members. This types of event are

mainly conducted by business organization for the purpose of expanding their business so that
goals can be accomplished with effective promotion.
Fundraising or charity event- The form of event which are mainly conducted for the
purpose of raising fund for the specific work. This types of events are mainly conducted by
NGOs as well as social worker.
Above mentioned event are different categories but along within this, it is necessary for
the hotel industry like Holiday Inn that they should be able to do effective planning for the
purpose of expanding their business at a greater platform. It will directly allow to meet out the
requirement of each and every customer. The different types of dimension within the event is
explained below:
 Anticipation- Whenever hotel like Holiday Inn conducts the program, they should be
able to create buzz so that curiosity can be developed among the people for attaining the
programs.
 Arrival- The event management of Holiday Inn should be able to deliver appropriate
place for conducting the event so that audience can enjoy the event(Jepson and Clarke,
2016).
 Atmosphere- There is an event management team of Hotel Holiday Inn and it is their
responsibility that they should be able to select the suitable atmosphere so that event can
be conducted successfully.
 Appetite- Looking at the budget of client, it is necessary for the event management team
of Holiday Inn to suggest the meal and other food related item.
 Activity- At the time of conducting the event, recreational option, entertainment
activities as well as other interesting dimensions are includes within the event.
 Amenities- This is the final stage where hotel like Holiday Inn should be able to provide
maximum number of benefit to its customers so that goodwill can be developed and even
goals can be accomplished.
This are the steps which can be helpful for doing effective planning and that could have even
allowed to accomplish the goals on specific time period.

P2. Events categories and features & current trends influencing this sector
In present scenario, event management industry is also growing at a faster rate where
technologies and style of performing any of the business activity are changing day by day. On a
daily basis, Hotel like Holiday Inn conducts number of event where their major preference is to
provide the services to customers as per their needs and demand. Below, some of the feature and
trends has been discussed which can easily influence this respective sector:
Security concern:In present scenario, conducting any of the event is one of the major
challenge because safety and security of each and every individual plays the essential role in it.
Safety and security is one of the fastest growing trend within the industry so it is necessary for
the event management team that at the time of conducting event they should be able to manage
each and every in a systematic manner so that any of the person do not get affected from
it(Lucey and et. al., 2016). For example: There is an event within the hotel, then it is necessary
for the management to ensure that all of the people who will enter will not have any of those
things with them through which other people can be harmed.
Ethical concern: it is current trend in event sector and hospitality sector as well. in present
scenario it become major issues for the event and hospitality sector because they have to follows
all rules and regulation as per the ethical norms which consumes more time and cost as well. for
example, there is a event in the hotel then event manager must ensure to people that no
discrimination and unethical behaviour does not take place in the event within anyone.
Digital technology concern in hospitality sector: It is another emerging trend that
becomes challenge for the hospitality sector because they have to change technology again and
again accordingly customer trend which improves their satisfaction level but improves cost of
technology.
Workforce issues:If an organisation is not able to solve any of the workforce issues then
it becomes difficult for them to survive within the market. In context of Holiday Inn, it is
necessary to understand that on a daily basis new talent is invited within the hotel industry. It is
necessary for the event management team to ensure that they are able to develop the effective
team who is capable of resolving any of the issue which they face while performing their task. It
will simply improve the relation between company and customers.

LO2
P3 Event layout design to set up conference room
It is crucial to take some of those decision related to layout and designs which has a
significant role within any of event. In the same manner, while talking about hotel like Hotel
Holiday Inn, they should be able to focus towards creating those layout and design for event
which can attract more number of people towards the event(O'sullivan and et. al., 2016).
Different theme of meeting should have different types of design and arrangement. Below,
design for conference room layout of relatable event has been mentioned below:
Table configurations:It is one of the most important thing within the event because
effective planning within table configuration allow every person to enjoy the event. In context of
Holiday Inn, they have adopted V shape configuration and this will allow all of the people to see
the event effectively. In addition, it is said that it will help to satisfy the candidates for having
effective face to face discussion with members who are available within the meeting.
Selection of room:Section of suitable room is very essential because it directly or
indirectly allow to reduce unnecessary expenses which is very much important in current
scenario. Talking about Holiday Inn, they are conducting the conference event where limited
number of people are allowed. It means that event management of hotel will look for those
essential services which do not allow to transfer the news i.e., they have included sound proof
room which will not allow to create any sort of disturbance. Also, room is full of professional
colour which allows the people to be activity.
Adjusting lights, sound and picture quality:The use of light should be done as per the
requirement of situation(Richardson, 2016). It means that light should not trouble any of the
person and secondly, people must feel comfortable with sound effect and high quality of
projector should be used so that quality of image and video can be maintained.
Event layout design to set up product launched meeting
Projector presentation: It is important for the product launched meeting hall because
manager of MNC’s will demonstrate their product through projector and express products
features and quality to other people. So, it is highly important for this event.

Selection of hall: It is another important factor because in current scenario allows large
number of people like reputed organization’s manager, press media and others, in that state it is
required to have enough space to walk in hall so that no one feel suffocated due to limited space.
Holiday Inn conducts product launched meeting whereas limited number of people allows but on
large scale then it major responsibility of event manager does not allows to disclose essential
information.
Stage configuration: To express qualities of new products requires to set effective stage
whereas event manger can call each participant effectively to represent their research in front of
press media and other peoples. Holiday inn must pay attention on the stage configuration for the
present scenario.
Chairs configuration: It is another important thing in event planning because it allows
individuals to be had fun in the event effectively. Proper chair configuration allows people to
have sit comfortably.
Mouth Speakers, adjustment of lights and 3D picture quality: Th use of mouth
speakers and lights are essential for the event because it allows individuals to keep their
viewpoint associated with product launching event. Thus, Holiday’s event manager must take
care all things while organizing product launched event within hotel.
P4. Additional services within conference environment
In present scenario, conferences and other relatable event have huge importance for hotel
because it directly or indirectly allow to generate profit. In the same manner, Holiday Inn is also
benefitted whenever they use any of those services within the hotel through which customers can
be attract. Below, there is a discussion about some of the additional services which are required
within the conference event.
Projector presentations:The current world is based on technology as skills so that
interest can be maintained. In the same manner, nowadays meeting is being conducted within the
help of power points, videos, pictures and many more because it certainly allows them to
accomplish the goals on specific time period(Leinemann and Baikaltseva, 2017). In context of

Holiday Inn, their management should be able to ensure that they have managed projector for
conducting conference and meeting in an effective manner.
Wi-Fi:In order to collect some of the crucial information through web search, hotel like
Holiday should be able to provide free internet facilities at the time of conducting the event
successfully.
AC facility:In present scenario, meeting or conferences are being conducted at a bigger
platform where number of people have increased who participate in it. In the similar way, it is
necessary to understand that whenever there more number of people at a same place then in order
to maintain the temperature there is a requirement of AC. Also, it will allow to provide higher
level of comfort to the one who joins meeting.
Additional services
Venues: it is another important service that offers by hotel in it’s conference room because it
attracts individuals to give high attention in conference and leads stability in their mind. If venue
is large then it helps control expected crowd in effective manner and does not make individuals
suffocate in conference within small conferences room. Holiday Inc hotel must be enabled to
give flexible seating arrangement in it’s conference room whenever large number of people
available in it’s conference room.
Video conference system: It is a technology that permits users in different locations to keep face
to face meeting without requiring to move to a single place to another place. Holiday Inn must
provide this additional service in the conference room because it will reduce extensive travel for
face to face communication in the conference room.
Speaker phones: It is also another additional service that is highly required for the conferences
and events. In present scenario meeting, conferences and events are generally organized at large
platform so that wide number of people can give extensive involvement. In that state speakers’
phones services supports individuals to keep their viewpoints in front of other parties. So,
Holiday should provide speaker phones services in conference and meeting room to major
people.

LO3
P5. Management roles within event industry
The world is speaking about event sector which has been growing at a faster speed due to
which number of people are there who has been able to accomplish their goals and target. It is
among one of those industry, which is simply getting better and better which is helpful for
professionals available in the field(Reason and Hobbs, 2017). Below, some of the roles of event
manager and event coordinator within event sector has been discussed.
Development of positive relations with parties: The current requirement of market says
that relations should be developed between company and the parties for performing business
activity for the longer time period. In the same manner, it is necessary to understand for the event
manager of Hotel Holiday Inn that they are able to communicate with their stakeholders on a
regular basis for maintaining the relationship. While event coordinator coordinates with external
parties to understand their needs and requirements for the event which maintains their well-
being. To builds good relationship between employer and parties is that major roles of event
coordinator.
Planning and Organising event activities: Event manager have number of role and
responsibility which they are needed to perform and that is always as per the requirement of
situation. Talking about event manager of Hotel Holiday Inn, they are required to do effective
planning, and according to that they should be able to distribute their work among different
members so that goals can be accomplished(Posenato, Zerbato and Combi, 2018).
Optimal usage and management of workforce:It is necessary to understand that
whenever any of the event is being conducted all of the resources should be conducted
effectively so that unnecessary expenses can be saved. In context of Hotel Holiday Inn, event
coordinator, event manager and hotel manager are needed to understand that whenever they
conduct any of the event, they should be able to distribute roles and responsibility and even all of
the work must be monitored on time basis because they have designated positioning within
service sector.

P6. Review Management skills and personal attributes that are required to work in events
industry
The market of event management is enhancing on a daily basis but the main thing which is
needed to be considered is that the requirement of customers is changing on a daily basis which
must be fulfilled in order to accomplish the goals. It is essential to have some of the skill within
as well as attributes which can easily allow to deal with different types of situation. Those skills
and attributes and skills has been discussed below:
Management Skills
Flexibility:On a daily basis changes occurs within event sector and looking at this, it is
necessary for the organisation like Holiday Inn to ensure that there is a flexibility with the
workplace. It is required because employee working in it will be able to change its plans and
policies as per the requirement through which goals can be accomplished easily. Even this will
allow to provide effective services to the customers(Bokelberg and et. al., 2019).
Keen observation:It is necessary for the event manager of Holiday Inn to keep eye on the
project and understand the situation so that chances of errors will reduce automatically. It will
allow to reduce the percentage of errors and even it will give better opportunity to perform any
of the work in a systematic manner.
Personal Attributes
Interpersonal abilities: It is essential for the event manager to cooperate and even
coordinate with employees that how they are required to perform any of the work in a systematic
manner. In context of Holiday Inn, it will certainly allow to provide effective guidance to the
employees while performing their work. It is said that communication skill is the most essential
thing in it.
Creativity and innovation:The management of Holiday Inn should be able to come up
with some of the effective ideas and plans to deal with situation because it will simply allow to
perform better at the time of conducting any of the event.

LO4
P7. Measures to provide safe and secure venue for guests and staff
It is mandatory to provide safe and secure venue to guest if work is required to be done
for longer time period. Below, some of the points have been mentioned which will all to ensure
about the safety of guest.
Matching IDs with Registration data:Whenever any of the event is being organised, it is
necessary for the event manager of Holiday Inn to ensure that entry will be given to only limited
number of people. Also, list must be obtained where it must be mentioned that who are those
people who will attain the event. It will simply allow to improve the level of safety for each and
every person who will attain the event. Outsider will not get the entry because of this respective
system.
Creation of Security check points:Nowadays, there are number of technologies has been
introduced through which automatic checking can be done. In context of Holiday Inn, they can
introduce those technologies within their event which will increase the security level. Also, any
of the person will not allow to take any of the harmful equipment within the event hall(Brown
and et. al., 2019). This will simply allow the guest to attain the event with more comfort level.
Eco-friendly venue: Whenever any event is conducted it is very essential for the event
manager of Holiday hotel to choose sustainable venue to ensure all people that all materials are
used in event that are sustainable and it will reduce high wastage of material in event as well.
These are some of the ways through which better security and safety can be provided to
each and every person who will attain the program.
CONCLUSION
From the above discussion, it can be understood that managing event in a successful manner
is very important for attaining the success for event organising company. It is crucial for the
company to introduce some of the unique ideas and concept which can simply attract more
number of people within the event. There is also a requirement of providing additional services
within the event which has become essential for conducting event in a successful manner. In
addition, better and effective security system should be there to provide safety to guest

REFERENCES
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