Conference and Event Management: Roles, Safety, and Services

This report delves into the multifaceted world of conference and event management, using the Hilton Hotel as a case study. It explores diverse event categories such as weddings, meetings, and product launches, examining their features and the current trends shaping the industry. The report emphasizes the importance of event layout design to meet client briefs, offering insights into creating effective and appealing event spaces. It also analyzes additional services, like after-dinner speakers and team-building activities, that enhance the client experience. Furthermore, the report outlines various management roles within the event industry, discussing required skills and attributes, while also emphasizing the importance of safety and security measures to ensure a secure environment for guests and staff.

Managing
Conference and
Events

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Examine the different categories and dimensions of events, using specific examples to
illustrate the differences.........................................................................................................3
P2 Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector.......................................................................................4
P3 Design an event layout to correctly set up a conference or event room to meet specific
client brief requirement..........................................................................................................5
P4 Examine the additional services available within a conference or event environment and
the importance to provide them to meet specific client requirements for added value..........6
TASK 3............................................................................................................................................7
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector................................................................................................7
P6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations..........................................................8
TASK 4............................................................................................................................................9
P7 Explain the appropriate measures required to provide a secure and safe event venue, a safe
environment for guests and safe environment for events staff, providing specific examples9
CONCLUSION..............................................................................................................................10
REFRENCES.................................................................................................................................11

INTRODUCTION
Hospitality industry is one of the leading sectors around world form which conference and
event industry is expanding them rapidly. Respective industry is also growing opportunities for
society in the form of increase job opportunities, improving leaving standard and many more.
Managing conference and event is define as a term at which organization is operating in
respective sector conduct several activities to conduct events as well as conference in effective
manner according to their customers (Missaoui and et. al., 2014). Organization selected for this
assignment is Hilton hotel which is developed by Conrad Hilton in the year 1919. It is a private
limited company which operating its business at hospitality industry. They are operating their
business at worldwide level. Topics which are going to explain this report are diverse kind of
events that are conducting their business at respective sector as well as it will also include
standard requirement which is required for event room set ups. Along with this, report will also
include other topics like description about the management skills that are required to develop
career at hospitality industry. It will also include analysis about the measures which is essential
to consider for conducting event in secure and safe manner.
TASK 1
P1 Examine the different categories and dimensions of events, using specific examples to
illustrate the differences.
There are numbers of categories as well as dimensions are consider in event and
conference industry that are developed on the basis of event types, from that some are given
below which are organized by Hilton:-
 Wedding: The respective event is organized at the huge level where large numbers of
guests come at one place in order to enjoy eve. This event includes number of functions
in it.
 Meeting: This is considering as that event which is done among the two or more peoples
on a specific topic (Parent, 2013). This can be formal or informal meeting it will totally
depend on the purpose of meeting. It is not consider as huge event like weeding because
here number of guests are low.

 Product launch: This is defined as that event at which a company launch as well as
promote their products and services. In this they will also describe about its features and
in this event number of guests are totally depend on their budget.
 Promotional event: It is defined as an event in which a company or firm will conduct
promotional activities of any product, service, music video, film and many more (Reding
and et. al., 2013). The budget of this type of event is generally high.
 Award ceremonies: It is consider as that event at which company conduct award
distribution ceremony. In this type of event number of customers is large as well as their
budget is also high.
These are some of the major types of events which are conducted at Hilton. There are
also several dimensions of events that are organized at respective hotel, from that some are
mentioned below:-
 Live versus virtual event: There are generally conducted in two ways i.e. live where all
events are conducted in front of audiences without any cuts. Whereas virtual event is
consider as that event in which interaction among the peoples are included.
 Multi versus single event: Multi event are those event at which numbers of sub events
are conducted in one event such as huge carnival which include food section, game
section, pictures sections and so on (Rogers and Davidson, 2015). On the other hand
single event is that which include only single event such as book launch program.
Above mentioned are the major types and dimensions of event which are organized at the
Hilton hotel by considering need, requirement and expectation of customers in effective manner.
P2 Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector.
Around the world there are various events are conducted which have its specific features
that make them differ from each other. Along with this there are several features as well as
current trends which impact on the event industry. Some of the major industry events are given
below:
 Wedding: It is consider as that event in which two peoples (male and female/ female and
female/ male and male) engaged with each other for the life time. It is generally
organized at the huge level at which all family, friends and relative came together to bless
those peoples. The budget of respective event is generally huge because in this large

number come at event. It is also conducted for near about 3 days, so in this respective
hotel need to consider features and current trends related to dress, hall decoration,
makeup, foods, drinks and many more.
 Carnivals or fair: This is considering as that event which is organized at huge level and
here numbers of peoples or audiences are also huge (Thamhain, 2013). This even wills
consider several other small events in it such as food section, game section and other
products. Audiences of this kind of event are of all age group people starting form
children to old age peoples. This event is organized with huge budget and in this it is
essential for respective hotel to take adopts new trends and features so that they can
attract more and more audiences.
 Corporate Conference: It is defined as that event at which two or more than two
corporate peoples come together in order to conduct meeting or conference. It is
generally done at small or medium level where no huge budget is required. Respective
event may continue for 2 to 8 days but only for 5 to 10 hours a day (Tran and et. al.,
2012). In this current trends which are essential for respective company to consider are
ambiance, technological tools, conference theme and topics and many others.
These are some of the major events which are conducted by Hilton Hotel according to their
guest requirement and need. Along with this they also need to consider current feature while
organizing event because it will help tin fulfilling customer’s requirement as well as
expectations in effective manner.
These are main events which are organized by Holiday Inn by consider their features as well as
current trends. This is so because it will help respective hotel to conduct their function in
effective and successful manner.
P3 Design an event layout to correctly set up a conference or event room to meet specific client
brief requirement
It is essential to business for designing unique and creative layout according to requirement
of events and influence their consumers to visit and book hotel respectively (Balia, 2012). This is
important for Hilton Hotel to layout proper design for their events and conferences. This leads in
making events to be more successful that facilitates satisfaction to users. They can add more
services such as health, spa, gaming and others. The event theme should be different that is
understandable with help of following points such as:

Corporate Events- For corporate events, them should be formal and not very colourful
which reflect in eyes of meeting holders or clients. For instance, if there is arrangement of
corporate events at Hilton Hotel then event and conference manager has to decorate their place
with use of white, black colours.
Cultural Events- For cultural events, theme should be very attractive, colourful and eye
catching according to culture (Bladen and et. al., 2012). As each and every people has different
culture and tradition which impact their decision making. For example, If Hilton Hotel is
arranging cultural events for American people then they have to arrange everything accordingly.
From the above mentioned theme, it is important for them to provide them with breakfast
or lunch according to timing, facilities of water, snacks and so on. These assist in grabbing
attention of consumers in an effective manner towards event industry and enhance their profit
margins and sales revenue.
P4 Examine the additional services available within a conference or event environment and the
importance to provide them to meet specific client requirements for added value
It is very important for event planner to take ideas of their clients in order to provide them
with something unique and memorable things (Boje, 2014). In respect of Hilton Hotel, they have
started providing conference game to their clients on demand and aimed for adding new
additional services to enhance memorable experience and make them satisfied with provided
services. The various types of additional services which are provided during conference for
remaining competitive at marketplace by Hilton Hotel are described below:
After Dinner Speaker- This is the type of entertaining, inspirational emblem which is
brought in order to share overall experience gained during event by the clients. This is provided
by event planner in which they head towards delivering or turning speech which is full of
humour, lesson of life in order to engage their guests and anecdotes. It is under category of
additional services that are given by event planner for bringing twist in event or conference for
providing clientele with memorable experiences. Hilton Hotel provides such additional services
to their guest for gaining better experience and increase customer loyalty.
Team Building Fun- It is the most important game which is included in additional services
that are given through event planner at end of event or conference to create memories for their
clientele (Boyer and et. al., 2012). This is gentle as well fun activities which are organised for
testing physical and mental capabilities of delegates or participation. The example of team

building is gamed types activities such as spy, driving off road, race track and so on for giving
best experience. The client of Hilton Hotel ask for exciting and new things at conference in order
to learn something new and back with some memories along with them. Therefore, respective
hotel focus on providing amusing and entertaining games for building team spirit within them.
After Dinner Services- It is the kind of additional services which is provide to client by
event planner after they had their dinner during event or conference in forms of party band, DJs
as per specified event and according to location. The respective hotel provide additional services
in terms of live band according to event for entertaining and amusing spectators in order to build
relationship with consumer and provide them with best memory and experience.
Contract Negotiation- This is long procedure that includes compromise and discussion of
two parties on basis of terms and condition of contract for reaching final agreement of
transaction. Hilton Hotel includes each and every member to participate in decision making
procedure for remaining competitive at market and achieve their set goal and objectives in
effective and efficient manner.
TASK 3
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector
In order to work in event industry, various roles has to be played by manager for
accomplishing their set goal and objectives in effectual manner (Chen and et. al., 2012). The
assistant manager of Hilton Hotel has to perform different management roles in order to conduct
and manage events during launching of products at marketplace. The management roles of
Hilton Hotel manager are described below:
Customer Experience Manager- It is the management role of event industry in order to
fulfils need and demand of client and attendees for making them happy and provide them with
memorable and enjoyable experience. If client like services and arrangement then it will helps in
future time period as they will come for further event and conference arrangement with
respective planner. In Hilton Hotel, the customer manager has to play role of taking feedback,
answering emails and so on to deal with their customers in an effective and efficient manner.
Sponsorship Manager- This plays an effective role in revenue, growth and success of an
event and conference. If event planner possesses dedicated and skilled employees then they can

have impact of each and every events and conference. The sponsorship manager working in
Hilton Hotel can be familiar with business and align with need and demand of consumers in
effective and efficient manner for achievement of aim and objectives of event.
Head of Marketing- This is regarded as important management role in event industry
(Cooke, Stratton and Conroy, 2016). The marketing in charge of Hilton Hotel focus on managing
different tools, platforms, media and others. Role of marketing manager is developing proper
plans and strategies in order to launch events and cover media to achieve success and growth at
marketplace in effective and efficient manner.
Event Manager- They are the person who focus on performing role of coordinating and
managing events in an effective and efficient manner. Hilton Hotel possess event manager who
focus on formulating plans and strategies for events and delegating roles and responsibility to
each and every members working under particular events. They have to monitor on regular basis
for ensuring that other problems would not arise while organising events.
P6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations
It is very essential for event planner to possess management skills and personal attributes for
working in event industry in order to serve their clients and guest (Fried, 2015). If working staff
are not well groomed then they cannot attract consumers for availing services. Some of
management skills and personal attributes which are required to work within events industry and
meeting stakeholder needs and expectation are described below:
Management Skills
Critical Communication Skills- It is regarded as important skills that are required
within enterprise. There are several circumstances that are arise during organising events so with
use of such skills, manager can provide solution to arise issues in an effective and efficient
manner. The respective organisation manager uses such skills to get better problem for critical
problems.
Communication Skills- It is the most important skills which is required in each and
every field for achievement of business goal and objectives (Jain and et. al., 2012). In context of
event industry, communication took place among various people so event planner or manage
should possess effective communication skills to deal with their clients. The staff and manager

working in Hilton Hotel should have appropriate skills for meeting need and demand of
stakeholders through communication.
Personal Attributes
Creative- For making event successful, it is essential for manager to focus on performing
things in unique and attractive way. The manager of Hilton Hotel has to be creative so that they
can create events in different ways and manner. Each and every people working under event
sector has to be creative thinker for meeting requirements of their stakeholders in appropriate
manner.
Energetic- With energetic attributes, it is possible for working staff and manager to
develop positive atmosphere within organisation. This assists them in working with more active
and efficient manner. The Hilton Hotel should have all energetic employees for better work
performance and meeting need and demand of their stakeholders.
TASK 4
P7 Explain the appropriate measures required to provide a secure and safe event venue, a safe
environment for guests and safe environment for events staff, providing specific examples
An event is defined as program and events which initiate in fulfilment of particular aim and
objectives in order to launch, information and entertainment of goods and services (Lavell and et.
al., 2012). The events are conducted at large scale with more number of people. This is the
responsibility of Hilton Hotel to provide clients with security and safety in proper manner. In
event industry, organisation has to act professionally to identify pre requirement of safety and
security. In events, there is chance of happening accident or damage in terms of fire, safety of
stage, electrical accident and so on. It is important to make improvement in proper manner for
better outcomes so that clients can enjoy events without any issues or problems. In context to
event, safety or security such as electricity breakdown, crime and fire are considered. They are as
follows:
Fire and Electricity- There is chances of fire incident and threats in all types of events due
to gas leakage, short circuit and so on which should be proper managed so that none get harm.
As large number of people are busy or engaged in events so it is important to make proper plan
in order to avoid facing of such problems by individual. This leads them to enjoy party and gain
better consumer experience. Hilton Hotel focus on providing fire and electricity safety to their

clients and people by developing plans in proper manner through considering safety and health
standards. The risk related with electricity and fire are harm to health of people, burning stage
and danger life to individuals.
Collapse of Platform- This is the phase where stages gets broken because of using weak
resources and materials (Mair and Whitford, 2013). Stage is mainly formed for music and
dancing concert where sizes of platform are big and cover more space for performer. It is
necessary for making strong and flat stage in order to avoid happening of any misconduct and let
the performer to perform well. The Hilton Hotel has to make proper stage by using high quality
materials and resources in order to avoid collapse of platform. The risk can be in terms of injury
to people, loss, rise in cost and so on.
Protection of Crime or Theft- It is the problem which arises in any event that happens
because of lack of security measures and others. It leads to impair in loss of money and essential
items from events. Therefore, in context of Hilton Hotel they should keep proper safety and
security of their clients while checking them at entrance.
Therefore, all these are important to be considered for providing safety and security to
clients and users. Event planner has to use proper resources in order to avoid or overcome risk
during events.
CONCLUSION
The report concluded that, it is very important to manager events as well as conference
which are organised under hospitality industry. Event management is regarded as coordinating,
planning and implementing of different teams, individuals for managing event or conferences.
The dimensions and sections like appreciation events, building events are used for productivity
and morale of firm. The event industry has some features and current trends like security and
safety that influence respective sector for achievement of better outcomes. It is very important to
provide high quality services, better experience and satisfaction to clients. The success and
growth of event industry depends upon satisfaction level of client and guests after availing their
services. Therefore, it is the fastest growing sector that assists business to earn maximum profit
margin, sales revenues and so on.

REFRENCES
Books and journals
Balia, H.K., Verizon Patent and Licensing Inc, 2012. Systems and methods for managing and
monitoring mobile data, content, access, and usage. U.S. Patent 8.095.124.
Bladen, C. and et. al., 2012. Events management: An introduction. Routledge.
Boje, D.M., 2014. Storytelling organizational practices: Managing in the quantum age.
Routledge.
Boyer, D.G. and et. al., Avaya Inc, 2012. Method and apparatus for launching a conference
based on presence of invitees. U.S. Patent 8.270.320.
Chen, A.P. and et. al., 2012. Grading dermatologic adverse events of cancer treatments: the
Common Terminology Criteria for Adverse Events Version 4.0. Journal of the
American Academy of Dermatology. 67(5). pp.1025-1039.
Cooke, E., Stratton, F. and Conroy, K., Twilio Inc, 2016. System and method for managing
concurrent events. U.S. Patent 9.495.227.
Fried, G., 2015. Managing Sport Facilities, 3E. Human Kinetics.
Jain, M. and et. al., Cisco Technology Inc, 2012. Call priority based on audio stream analysis.
U.S. Patent 8.175.007.
Lavell, A. and et. al., 2012. Climate change: new dimensions in disaster risk, exposure,
vulnerability, and resilience. In Managing the Risks of Extreme Events and Disasters to
Advance Climate Change Adaptation: Special Report of the Intergovernmental Panel on
Climate Change (pp. 25-64). Cambridge University Press.
Mair, J. and Whitford, M., 2013. An exploration of events research: event topics, themes and
emerging trends. International Journal of Event and Festival Management. 4(1). pp.6-
30.
Missaoui, R. and et. al., 2014. Managing energy smart homes according to energy prices:
analysis of a building energy management system. Energy and Buildings. 71. pp.155-
167.
Parent, M.M., 2013. Managing major sports events: Theory and practice. Routledge.
Reding, C.L. and et. al., Verizon Data Services LLC and Verizon Services Group Inc,
2013. Methods and systems for configuring and providing conference calls. U.S. Patent
8.503.650.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Thamhain, H., 2013. Managing risks in complex projects. Project management journal. 44(2).
pp.20-35.
Tran, A.P. and et. al., Microsoft Corp, 2012. Managing data delivery based on device state. U.S.
Patent 8.112.475.