Conference and Event Management Report: Hilton Hotel Case Study

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CONFERENCE AND EVENT MANAGEMENT
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Table of Contents
Introduction......................................................................................................................................4
LO1: Different Categories and Dimensions of Event within the Event Sector...............................5
Different Categories and Dimensions of Events.........................................................................5
Features and Current Trends Influencing Events Sector.............................................................6
Development of the Events Sector..............................................................................................7
LO2: Examine the considerations for conference and event room set-ups defining the
professional standards required.......................................................................................................9
Designing an event layout for correctly setting up the conference or the event layout...................9
Additional services within a conference hall or the event environment and the need for
maintaining a safety among the client requirements.....................................................................10
LO3: Exploring Management Skills to Work within the Events Environment.............................12
Different management roles within the event industry..............................................................12
Management skills and personal attributes required to work within the event industry...........14
LO4: Explaining the Measures Required to Manage Secured and Safe Events Environment for
Staff and Guests.............................................................................................................................16
Measures to Provide Safe and Secured Event Venue................................................................16
Comparison of Security and Safety Provisions.........................................................................17
Recommendations......................................................................................................................17
Conclusion.....................................................................................................................................18
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References......................................................................................................................................19
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Introduction
Event management is organizing various large-scale events such as conferences, weddings,
festivals and many more. It is a part of project management. it involves processes like studying
brands, identifying the target market and coordinating various technical aspects before the
launching of the event (Getz, 2018).
In this report, the concept of event management will be discussed. The hotel chosen for the
report is Hotel Hilton. The different categories and dimensions of event within the sector will be
discussed. The various skills of management necessary to work within the events environment
will be explored. It will also highlight and explain the measures required to manage secured and
safe events environment for both the guests and the staffs. Lastly, a conclusion will be drawn.
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LO1: Different Categories and Dimensions of Event within the Event Sector
Different Categories and Dimensions of Events
From the research works of Hurd et al., (2019), it has been found that there are four major
categories of events, which are:
 Private: Private events are the events where a party is able to book an entire venue for
their own event such as birthday parties, wedding receptions, festival gatherings, and
many more. The main idea behind the private events is the fact that the hosts want
complete privacy for either themselves or their companions and the event is not open to
others except for a list of certain people. Hotel Hilton is famous for its option for private
events where the customers can book the entire venue for birthday parties, wedding
receptions, festival gatherings, and many more.
 Corporate: Corporate events are the events where any business entity or corporate
organisation promotes their brand, products, and services. These events can include team
building exercises, conferences, seminars, meetings, product launches, and many more.
Corporate events are used to develop professional relationship as well as creating
corporate image, discussing and meeting up with suppliers, shareholders, and board of
directors, and many more. In the context of Hotel Hilton, many organisations have held
corporate events such as Tesco, Marks & Spencer, Royal Dutch Shell, and many more
due to their flexibility in holding a corporate event (Hurd et al., 2019).
 Charity: Charity events are the events where any organisation, individual, or groups
raise money for any charity through their choices including charitable auctions, society
balls, sports events, and many more. The charity events are diversified in nature and are
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open to everyone who is invited as well as those who wish to contribute to the event.
Many organisations partner with schools, businesses, manufacturing companies, and
many more in order to gain sponsorship as well as fundraise for the charity. In the context
of Hotel Hilton, many charities have taken place in the venues due to flexibility and
versatility of the management and the staff members.
 Live: Live events are those event whose sole aim is to bring entertainment to the
audience and everyone is invited to the event. Like charity events, live events are also
very much diversified with a party or an organisation hiring the venue to put forth
entertaining events such as music events, festive events, sporting events, and many more.
In the context of Hotel Hilton, many live events have taken place in the venues due to
flexibility and versatility of the management and the staff members (Langdon and
Marsden-Heathcote, 2018).
Features and Current Trends Influencing Events Sector
There are two major current trends within the events sectors, which has helped then to adapt to
stay innovative. These trends are:
 Inviting the Public: From the research works of Langdon and Marsden-Heathcote
(2018), it has been found that inviting the public is one of the newest key trends of the
events which is done in order to increase the publicity of the events as well as enhance
the reputation of the host’s brand image. Hotel Hilton hosts events where the public are
invited even if the events are corporate or charity events.
 Integrating Cyber Security: Integration of the cyber security is another current trend
that helps the events to not only adapt to the stay innovative. Integration of PCI DSS,
compliance with Data Protection Act, and many more helps to keep the information of
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the attendants safe and secured. Hotel Hilton uses cyber security experience to digitalize
themselves in events as well as protect the customers’ privacy
Development of the Events Sector
From the research works of Jones (2017), it has been found that through the years, the
events sector has flourished due to the fact that with the growth of globalisation, a need to set up
gatherings for relevant people and parties have been ordained heavily. These events were
specifically designed with some sole purpose in mind and to accomplish the objectives of the
hosts. As a result of this, the events have started to become successful with many affiliated
businesses such as the hospitality and food and business industries have benefitting from them.
This led to the development as well as the success of events sector.
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LO2: Examine the considerations for conference and event room set-ups defining the
professional standards required
Designing an event layout for correctly setting up the conference or the event layout
To decide a proper layout of the international conference, it is of extreme importance for the
organization, which can be useful for the organization for gaining proper professional standards.
The name for which the event is organized is the Universal Touring and the conventions on
tourism expansion.
Lounge- The chosen organization is the Hilton hotel that has recently renovated some of the
significant halls, corridors, has renovated, and decorated the corridors of the organization. The
overall renovation has been done keeping in mind that the old British culture, have been restored
and maintained and the customers are able to relax and enjoy. Along with these, this has also
been provided with an executive lounge and it provides the customers with Wi-Fi and have been
able to order beverage and food. The executive lounge has been decided in such a way that it can
accommodate 150 individuals and all of them can get an effective view of the city.
Lighting and decoration- the event that has been mentioned will be conducted in the evening
time and hence lighting is essential in this regard. It has been decided that effective lightening
will be provided in the halls such that the place may look more beautiful than it actually is. The
decoration of the hall as well as all of the relevant places will be done with the natural flowers
only to enhance the beauty and serenity of the place (Clayton 2016). Emphasis will be given to
white orchids and there will also be fragrances of fresh lavender all throughout the place.
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Banquet- the banquet is the actual place where the individuals will gather to enjoy some quality
time and hence special emphasis needs to be given to the banquets as well. The theme of the
banquet will be highlighting the history of UK and emphasizing on the key significant factors
that indeed makes the history glorifying. There will be a proper documentary related as to how
UK has evolved in the passing years. The important events in the fields of tourism will be
discussed. After this conferences and the discussion forums will also be conducted regarding the
different places of tourist interests that are present in the country (Camilleri, 2017).
Stage- In the entire event, the stage indeed has an important role to play. The stage will be kept
in a proper height such that the listeners as well as the speakers from all corners of the place
actually see the stage. There will also be special microphones and proper speakers allotted at the
different sides of the stages so that whatever is spoken is audible from all parts of the hall. A
proper management will also be ascertained for ensuring that all of the activities are moving as
planned and there is no chaos or confusions of any type (Chang et al., 2016).
Additional services within a conference hall or the event environment and the need for
maintaining a safety among the client requirements
There needs to be a number of additional services that needs to be implemented for ensuring the
safety and the security of the hall during the event.
Some of them may include
 It has been decided that the participants will be provided with 24 hours Wi-Fi facility so that
they can use them effectively for the time. Special care needs to be taken for ensuring that
the speed is good and there is actually no loss of connectivity at any point of time.
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 The organization also provides customers with effective conference rooms as well a banquet
services that can be used by the customers at any instance of time. The rooms have been
made just perfect for the corporate meetings. The halls are available at a cost of $ 10,000 for
3 hours and is a perfect amalgamation of what the customer wants
 Apart from these, there are also the parking services that are provided to the customers for
free of cost. The cost is actually adjusted with the banquet charges and hence no additional
charges are actually needed for this. It is obvious that whenever a meeting or a conference is
organized, then there are large numbers of visitors from outside and finding a suitable
parking place often becomes hectic. Hence, the parking services have been provided so that
the customers can find all things under one roof (Gautam and Pan, 2016).
 Apart from these, the Hilton hotel is also equipped with effective emergency services. The
staff of the organization is effective enough in dealing with the fire and the water
emergencies as and when they arise. All these services are provide free of cost.
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LO3: Exploring Management Skills to Work within the Events Environment
Different management roles within the event industry
The different roles are:
Event manager
The main role of the event manger is to manage the event and is termed as the head of the
project. The manager is responsible for making plans and assigns work to everyone. For this, the
manager co-ordinates with every department so that everything goes as per plan (Jones, 2017).
Talent manager
The talent manager is a specific person who is entitled to manage all the requirements and issues
related to talent. This is one of the critical jobs, which is the primary requirement of any event.
Decorator jobs
The decorator is one of the people in charge of the event who are responsible for decorating the
venue of the event in an effective manner. The person looks after the lighting, sound and various
other things that make the event more attractive in nature (June et al., 2015).
Event coordinator
The coordinator is the individual who helps the manager to check up the works of the various
departments that are associated with the event. The coordinator is responsible for solving all the
issues that may arise (Getz, 2018).
Hospitality manager
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