Managing Conference and Events: Industry Analysis and Safety Measures

This report provides a comprehensive overview of event and conference management. It begins with an introduction to the event sector, categorizing different types of events (personal, corporate, and charity) and exploring key dimensions like cost, location, and capacity. The report then analyzes current trends in the event industry, including technological advancements, cultural focus, and environmental considerations. It also delves into the various management roles within the event sector, such as event managers, social media coordinators, and catering managers, and highlights the essential skills needed to meet stakeholder needs. Furthermore, the report outlines event room setup, including layout design and additional services to enhance the client experience, such as arranging accommodations and providing special offers. Finally, it emphasizes the importance of safety measures in event planning, ensuring the well-being of attendees and the successful execution of the event.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................3
ACTIVITY 1....................................................................................................................................3
Reporting on event sector.......................................................................................................3
ACTIVITY 2....................................................................................................................................4
Skills required in event industry.............................................................................................4
ACTIVITY 3....................................................................................................................................6
Planning event room setup.....................................................................................................6
ACTIVITY 4....................................................................................................................................7
Planning event safety..............................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event or conference is the events organized for many different purposes such as business
purpose, personal events and many other different types of events. It is very necessary for the
people to manage the event in a successful manner because if the event is not successful then it is
a wasteful activity and a loss of money (Farrow, 2017). The following report is based on the
discussion of the different types of categories of event and dimensions of the event.
The report further will discuss the different types of trend going on in the event industry.
Next the discussion will be done on the different roles and management skills which are required
to perform the role. Further in the next segment the outlining of the design and layout of the
event and the additional service to be provided to the client will be discussed. In the end, the
report will highlight some of the safety measures which needs to be followed at time of event.
ACTIVITY 1
Reporting on event sector
Categories of event sector
The event sector is a very large industry and involves many different types of events
which can be organized in accordance with the needs of the clients. The major categories of the
different events are discussed in the following points connected below-
Personal events- these are the events which are organized by the event company for the
personal needs of the client. These events are the ones in which only the guest selected by the
client are invited and the event company organize these events for the satisfaction of the needs of
the client (Chmutina and Bosher, 2016). These events are of type like weddings, birthday parties,
festival gathering, anniversary celebrations and many other different types of event.
Corporate event- another category of event is the corporate or business event. These are
the events which are organized for the public as a whole and for the purpose of increasing the
business. The major types of business events are like, trade shows, conferences, seminars, new
product launch, meeting and many other different types of events.
Charity- another category of the event is the charity or the fundraising activities. These
are the events which are organized for a social cause under which the event aims at raising
money for social purpose like upliftment of the poor segment of society or the society as a whole
(Rogers and Davidson, 2015). These events can be of different types like charitable auctions,
sponsored runs and other events.

Dimensions- the dimensions are the things which the event organizers need to take into
consideration at time of organizing the events. There are different types of dimensions such as
the cost, location of organizing the event, size or capacity and other facilities like parking,
internet connectivity and many other different types (Reason and Hobbs, 2017). All the different
types of events have different dimension like for private event the major dimension is the
location as the location needs to be attractive. On the other hand, for the corporate event the
capacity of the place that is how much people can gather at the place is necessary as the public is
more in corporate events.
Trends in event sector
There are many new changes taking place in every sector and same is with the event
industry. There are many new and advanced trends available within the event sector which are
discussed in the following points-
Technology- this is the latest trend going on in the event industry. This is because of the reason
that there are many different types of advancement taking in technological sector which helps the
working and management of the event (Horne, 2017). Like for instance the use of drone camera
in personal event is the latest trend. Also, in business event the use of virtual reality and
augmented reality is a latest trend.
Focus on culture- this is another latest trend in the event sector under which the event
organizer mainly focuses on the ethnicity and the ancient culture which were earlier used. This is
majorly because of the reason that in now- a- days the culture is not much followed and the
appearance of the event in form of cultural atmosphere attracts much of the guest.
Environment focus- this is another trend in which the event organizer mainly focuses on
the protection and safeguarding of the environment. For this the corporate events are going on
the concept of paperless meetings (Booth and et.al., 2019). This is because of the reason that in
business meeting many papers is wasted and to avoid this the concept of paperless meeting is
used.
ACTIVITY 2
Skills required in event industry
Management role in event
The organizing of the event is very necessary because if the event will not be managed
successfully then the aim of the event will not be achieved. This is majorly because of the reason

that the there are many different activities to be undertaken in order to make the event successful
(Davies and et.al., 2017). Therefore, for this there are many different types of roles played in the
event industry. These various kinds of management role within the event are as follows-
Event manager- this is the most important role in event industry as this manager is
responsible for overseeing every work which is done in order to make the event successful. This
is the most important role because of the fact that if this is not there then no work will be in
coordinated way. For example, if the manager is not there then might be problem for the
operational staff to know their duties as this is defined by the event manager.
Social media coordinator- this is another major role in the event industry because of
modernization. This is mainly because of the fact that because of advancement in technology all
the marketing is generally done with the help of social media and for this an individual person
needs to hired who will look for this requirement (Nicolini and et.al., 2017). This is very
necessary role because of the reason that in this modernised world the advertising is very
necessary. For instance, advertising is very necessary for the charity events because of the reason
that this will attract more of the person who can provide fund for charity.
Catering manager- this is also a main management role within the event industry. This is
majorly because of the reason that in any event whether be it private, business or charity event
the most important thing is the food. Thus, the role of the catering manager is very essential as it
is the one which has all the knowledge of the food management and knows that the food is the
most important thing in the success of the event.
Management skills to meet stakeholder needs
For managing the event all the employees and the staff needs to have inherited different
types of skills to work in the complex environment of the business (Walklate and Evans, 2019).
Thus, the different employees need to posses some skills which will help them in managing the
work of event organizing. The stakeholders are the people for which the event is being
organized. Thus, it is very necessary for the event planner to meet the needs of the stakeholder.
These skills are as follows-
Interpersonal skills- this is the major skill which is required by the person working in the
event industry. This is majorly because of the fact that the organization of the event is full of
interacting with the different types of human beings. And for this the employees need to have
good interpersonal skills so that they can interact with the other people efficiently.

Time management- this is another skill which needs to be possessed by the employees working
in the event industry (Thomas, 2017). This is because of the reason that if the things are not done
on time then the stakeholders will not be happy. Thus, to satisfy the stakeholder all the work
must be communicated on time.
Creativity and innovation- this is also another important skill because the competition is
very high and to face it the most important thing is maintenance of creativity and innovation in
its working. This is done in order to attract more of the consumers and this will increase the
business of the event company.
ACTIVITY 3
Planning event room setup
Layout for the event
Just organizing for the event does not include the managing the food and other related
thing. The layout includes the whole structure of the event from the start till the end. The layout
of the design is very necessary because of the reason that this layout helps the event manager in
outlining the way the event will be structured. This layout includes many things which are as
follows-
The first and foremost thing for the designing the layout of the event is the analysing the type of
clients coming to the place. This is very necessary for the event organizer to beforehand know
the needs of the client and to make sure that they have all those measures (Kassim and et.al.,
2017). Like for instance, in the present case the conference will be held 25 executives coming
from 7 different countries. Also, the meeting will last for two days.
Another part of the layout is the seating arrangement at the place of event. This is very
necessary because how the conference will take place if the seating is not proper. This is because
the number of executives coming for the conference is large so it requires to be managed.
Whether the seating will be in one big circle table or with small tables where three or four
representatives are seated.
Another part of layout is the rooms availability for the clients. This is also necessary
because of the reason that the client can stay at the event place and for that the most essential
thing will be the rooms for living (Huang, Raimo and Humfrey, 2016). The present case has 25
representatives thus, the requirement is of 25 rooms which needs to be clean and tidy.
Additional services

Along with the layout of the structure it is very necessary for the event organizer to
provide for some additional services as well to the clients. This is because of the major reason
that these additional facilities attract the consumers and the clients are also satisfied with the
additional facilities (Lewis and et.al., 2016). The stay of the 25 representatives of the conference
will be provided with the visit of the show of Phantom of the Opera. This will increaser the
interest of the clients. Also, the stay of the representatives will include the coffee breaks and
lunch.
This can also include the different types of offers which can provided to the clients
coming to the place. Such as some special discounts can be provided to the clients or some extra
benefits can be provided like complimentary food and drinks, not charging extra money for the
carrier of luggage, always listening to the client in happy and courteous way, taking into
consideration all the requirements of the client even the small one and many other different ways
and additional facilities can be provided to the staff (McCrory and et.al., 2017).
Also, the hotel staff must provide for the health and safety of the clients and other
consumers so that the stay of the
ACTIVITY 4
Planning event safety
Different security and safety measures
The planning of the layout is not enough rather it is also very necessary for the event
organizer to take some measures for the safety of the event as well as the clients and the other
people connected with the event as well. The security measures are very necessary for the event
management to ensure (Becla, 2018). It is so because of the reason that the security is the top
most priority of for client if the event venue is not safe then the client will not like to go to the
place. The different safety measure for the event of conference is as follows-
Fire safety- this is the most important safety measure which the event organizer needs to
follow. This is majorly because of the reason that this is the very uncertain event which can
occur anytime due to any reason and harms the person and the other venue and people majorly.
Thus, it is very necessary for the event planner to plan for this safety. For this, the measure taken
is the fire exit at every half kilometre of the distance (Hicks, 2016). This is majorly because of
the reason that if the fire occurs and there is large gathering then there will be more doors for the
people to go out. Also, there must be at least three to four fire extinguishers at every floor.

Camera surveillance- also, for the security of the staff and other employees at the event
place this is camera must be established at every corner of the event place. This is majorly
because of the reason that for the safety of the staff it is very necessary for the manager to ensure
that all the employees are safe (Horne, 2017). But this is not possible by the manager alone.
Thus, for this they take help of the camera surveillance. This helps the manager to keep an eye
over all the employees of the event management.
Recommendations
The major recommendation for the event management company to manage the safety and
security of the event is that they must follow all the guidelines and the laws and regulation which
are provided by the government for the organization of the event. This is majorly because of the
reason that this will let the event organizer to know about the different safety measures which are
applicable to the different types of events.
Also, they should use different bodyguards and bouncers to protect the guests and clients
coming to the event. This is very necessary for the reason that these bodyguards help in ensuring
that there is no misbehave of the employees with the clients and guest coming and to ensure that
the safety and security of the clients.
CONCLUSION
From the above study it is analysed and concluded that managing the event and
conference is a very big and tough task. This is majorly because of the reason that the event is a
large task and for its success many things needs to take into consideration. The present report
started by outlining the different types of event within the event industry such as private event,
corporate event, charity and many others. Also, the dimension of different event was discussed
such as location, size, cost and many others.
In the next part different roles within the event industry such as event manager, catering
manger, social media coordinator and others was outlined. Along with this the discussion
highlighting the different skills such as time management, creativity and innovation and many
others was discussed. Next the different layout of the event was discussed such as the detail of
the client, room occupancy by the client and many other details. In the end the discussion
demonstrated the different safety measures such as fire exit, camera surveillance and others was
discussed.

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