Event Management: Roles, Safety, and Industry Analysis Report

This report offers a comprehensive overview of event management, exploring various categories such as seminars, conferences, trade shows, appreciation events, mega events, business events, social events, religious events, and theme parties. It examines current trends influencing the event sector, including immersive conference designs, attendee engagement, and the use of technology. The report also details event layout designs, focusing on factors like attendee numbers, space availability, and décor. Furthermore, it discusses additional services within a conference or event environment and emphasizes the importance of providing them to meet client requirements. The report also delves into the different management roles within the event industry, referencing current job opportunities and highlighting the skills and personal attributes required, using the Four Seasons Hotel as a case study. Finally, the report outlines measures necessary to ensure a safe and secure event venue for guests.

Conference and Event
Management

Table of Contents
INTRODUCTION...........................................................................................................................3
Main Body.......................................................................................................................................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...............................................................................................................6
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...............7
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector ....................................................................................................8
P6. Skills and personal attribute require to work within Four seasons hotel .............................9
P7. Measures required to provide a safe and secure event venue for guests.............................10
Conclusion.....................................................................................................................................11
References......................................................................................................................................12

INTRODUCTION
Event Management itself means to manage the events, it organises the large scale events
such as weddings, conferences, birthday parties, formal parties etc., they will execute the plan
from start to end (Antonio Botín, Nicholas Campbell and Guzmán, 2015). Four Season is the
International Luxury Hotels and Resorts having 100 hotels worldwide. This report contains
different categories of events and their current trends influencing this sector. This report also
explains the lay out plan for the correct set up of conferences or event and explains the different
management roles of the event industry. Four seasons will provide all their facility for the
smooth run of an event. This report defines the appropriate measures taken for the safety for
everyone.
Main Body
P1 Examine the different categories and dimensions of events, using specific examples to
illustrate the differences
Now a days hospitality industry plays an important role in the life of individual as everyone is
having stressful life and this industry Four Seasons Hotels and Resorts gives an international
luxury hospitality.
Example from international travel and tourism
Olympic is one of the example of highly classified event that took place in various countries. It
has increased number of tourist in country in which the event has been organized. This also helps
country in increasing their gross domestic income and also help in economic growth (Dowson
and Bassett, 2015).
Different categories of events
Seminars and Conferences
Seminars and Conferences are very important and popular for the corporates as they have
to conduct the seminars for the employees for various times. They hold the meeting for the
targeted audiences and gives them relevant information through this(Pernecky, 2015). Seminars
are usually for the short time while the conferences have multiple sessions. These are usually
organised in the hotels like Four Seasons who gives the various amenities for conducting these
Seminars and conferences.
Trade Shows
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These days upscale hotels are the first choice for the companies who has to demonstrate
their new products. Organisation attends the shows to generate the leads and negotiates the
sponsorship rates for booth space, promotion of their company etc (Brown and et.al., 2015). Four
Seasons provides these amenities to the corporates as they have ample of space to conduct the
trade shows smoothly. For example different types of exhibitions can also be held in the Four
seasons.
Appreciation Events
Four Seasons allows hosting the event to spend informal time with their team in a non-
traditional environment. They give the opportunity to learn more about the business priorities.
This gives the platform to do employees appreciation by giving them reward in different ways
like Dinner, theatre, racetrack, evening cruises holiday party etc (Dowson and Bassett, 2015).
For Example organization can host the events in Four Seasons as they need the space for to
gather all the employees and Four Seasons have the ample of space where the whole team can
manage and enjoy.
Mega events
It can be defined as big event which is organised at international level which has
exclusive media coverage. Such kinds of events impact on economic development of country and
boost tourism in the nation significantly. For example: Olympic is the mega event which was
organised by special authorities and it had high level of media coverage (Jones, 2017).
Business events
This is the type of event which is organised to achieve the specific target of corporation.
Companies bring people together and develop relationship between them so that achievement of
the firm can be shared among all. For example, Travelodge has organised event to introduce new
product of company in front of consumers and other shareholders. This has helped the enterprise
in making people aware with feature of new cosmetic product and has helped in raising interest
of its investors (Kashef, 2015).
Social events
It is the type of event which is organised to influence the lives of people and improve
their wellbeing. For example: Thomas Cook has organised many health events in which
organiser made people aware with the causes of disease and its symptoms. This helps in
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enhancing awareness of people in society and improving their wellbeing as well. Social events
generally focuses on social interaction (Dowson and Bassett, 2015).
Religion events
It is almost one-day event which is organised within the region, In such kind of events
organisers targets particular geographical areas. FATE regional event is the great example of
such kinds of events (Jones, 2017).
Board Meetings and Shareholder Meetings
Board meeting and shareholder meeting both are very important. Board meeting gives the
opportunity to the board members as they meet the executives of the company and discuss about
the important decisions. This meeting needs the place where they can discuss and having all the
arrangements so they cannot interrupt by anything(Brown and et.al, 2015). Four seasons provide
this service and do all the care for not having any disturbance. At the same time shareholder
meeting means meeting of all the shareholders who has invested in the company. This requires
large place so all the investors can gather their and listen the upcoming objectives of the
company. Examples Tesco can do their shareholders meeting in Four seasons (Ożadowicz and
Grela, 2016).
Theme Parties
Parties, theme parties, can be organised in the Four Season like casino nights, Halloween
parties, wedding, birthday parties etc.
P2 Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector
Features of current trends influencing the event sector
Business events such as Conference and seminars
Now a days the arrangement of conferences and seminars are completely changed. It
starts from the venue, in new millennium, now the planners were getting more creative and
hosting the conferences in unique venue. Four season gives the Two spaces in one hotel to style
it in a great way ensures that they are giving the best environment to their guest (Kashef, 2015).
Once the formality is over the guest can goes to other part so they can enjoy their gala dinner and
cocktails (Ożadowicz and Grela, 2016)
other various trends are
Conferences are design immersive
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Encourage the attendee engagement
Event Community is being build
Encourage green event
Provide encore event technology
Designing, budget, use of technologies are some trends which influence the event to great
extent. If designing or layout is not appropriate, then it might destroy the event (Kashef, 2015).
Social event such as Trade Shows
Current trend for trade shows are that they are being hosted as nostalgic Engagement, As
technology has transformed everything even our lifestyle but the chance to win is remain
constant. For example Throwback games like plinko are click on the wheel can capture the
attention even without digital component. This will entertain the children at the same it will be
affordable for exhibitors. The trade shows hosted in Four seasons will helps in doing this
arrangements considering the customer focus. Authentic booth staff is in the latest trend as it will
build the lasting relationship. It also gives the live demonstration (Pernecky, 2015).
Current Trends for Appreciation Events in event sector
For appreciation Event the management must have to organize professional workshop.
The events must be organised by considering their families specially childrens in this they have
to organise this in the upscale places like Four seasons as they have ample of things and facility
to entertain the families and can arrange the event. In appreciation event the organiser will speak
about the event. The organisers must have to give a beer and food pairing to the clients. Host the
event with full planning and try to sponsor literature, poetry, live music show etc. try to give the
local art painting as a gift to the families as will last with them. At last there must be the fun
activity for the clients so they can enjoy their time (Antonio Botín, Nicholas Campbell and
Guzmán, 2015).
Theme Parties
Theme parties are itself in the latest trend and have great influence for any type of parties.
Pantone colours are recently in trend especially in weddings as it will make the wedding more
amazing. Metallic tones are cool element earlier that were used for home decoration but now
they are trending in parties. Parties are themed with geometric shapes in crafts and décor it. By
keeping the environment in mind organiser use greenery backdrops in the parties this all will be
possible if they get the luxury hotel, Four Seasons have organised many theme parties. In recent
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there are so many innovative ideas which will make the party memorable (Brown and et.al.,
2015).
P3 Design an event layout to correctly set up a conference or event room to meet specific client
brief requirement
Figure 1 Layout Design
Source: (Layout design of four seasons hotel, 2016)
This layout design has been chosen by the organization as it provides hotel with efficient space
utilization. It is also one of the most economical design that has been selected by firm. The
layout design chosen by four seasons hotel is also economical. Manufacturing operations are
dynamic in nature. There is continuous innovation in types of products manufactured as well as
in equipment, techniques and processes of production. Therefore, the layout should be designed
in such a way that the layout is flexible enough to adapt to changes (Dowson and Bassett, 2015).
Layout for the event has been design on this basis:
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Number of attendees- The number of attendees for the conference will be 100. Company needs
to assure that everyone gets seated in the meeting (Jones, 2017).
Availability of space- The room dimensions will also determine whether a specific setup is
possible or not. The venue will often have valuable guidance and hopefully even layout plans
and capacities for the different setups. It has been known however for the numbers given by
venues to be incorrect and based more on wishful thinking than practical usage. Capacity of the
determined room is for 150 people (Kashef, 2015).
Décor and furniture- 25 table will be needed by Four seasons for having a seating of 100 people.
Also 4 people will seat on one table. Company will require 100 chairs so that all people can be
seated comfortably.
Conference planning to meet specific client requirement. To organise the conference, it
requires lot of planning and data gathering. This required thaw lot of time to plan depends upon
the size of the organisation(Yach, BlackBerry Ltd, 2015). Here is the layout how the conference
and even room is being planned by keeping their requirement in mind. Four seasons is planning
to organise a business event for making its staff aware with the growth of company and overall
revenue generated over a period of time. Designing of layout needs to be done properly so that it
can meet the needs of clients. Main attenders would be employees of firm and its investors. Key
room layout are described as below:
Headcount: Four Seasons has to ensure that how many people will attend this event. Attendance
of people will impact greatly on layout designing, if space of event room is not adequate as per
the number of attendees then it would defiantly impact on presentation and company will not be
able to create proper environment (Dowson and Bassett, 2015).
Safety and security: It is another key aspect that need to be considered, as business event must
be organised by considering security measures, there will be adequate facilities so that accidents
can be avoided.
Space dimensions: It is another major layout element, in this business event of Four seasons
there would be adequate space so that all individuals or guest can get proper space. This will help
in arranging table chairs in proper manner which will make the guest feel comfortable (Kashef,
2015).
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Necessities: There will be proper arrangement of décor, furniture and other such as food,
entertainment etc. All these things will give positive results and will help in resenting results to
the employees and investors in adequate manner (Jones, 2017).
Craft the Vision
Everything starts from the vision, and need to transform this vision into words and make the
decision for planning. Firstly we need to start the planning basics.
Create the Business Plan
In Business plan first thing is to analyse from where the fund will flow, where the money
is coming from and how it will be used. In this we need to have an idea what will be the plan for
attendants (Dowson and Bassett, 2015).
Compare the Venue and Services
Once we have the specific idea about the conference and when it will take place and how
many members will come. Selection of venue also determine the catering as many hotels gives
this service in-house for any on-site events. Conferences are also taken care of accommodation
of guest travelling from outside.
Recruiting and Managing Registrants
Popular events do effective marketing to fill every seat. Attendance is the important
factor which makes the event successful, as they bring the revenue and sponsorship opportunity.
Managing registration is difficult if the event is big in size, in this online registration system will
help in tracking the number (Ożadowicz and Grela, 2016).
Planned On-site details
In this they need to prepare on-site plan how the attendees will navigate the place of
conference and the layout of each room and also the distribution of food and beverage. The best
way for this is to prepare the itinerary for the guest (Pernecky, 20150.
Exhibition Management tips
Conferences generally feature the exhibition area where the sponsors and vendors rent
their place to do the promotion of their products. One needs to be sure for the needs of vendors
before making and preparing the format (Antonio Botín, Nicholas Campbell and Guzmán, 2015).
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
Additional service available ion conference are
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Wi-Fi
This is the additional service is being given by the Four Seasons it helps the attendees to
communicate to the world by sitting their and can do their work by attending the conference. As
it also fulfil the requirement of client (Dowson and Bassett, 2015).
Conference games
Four seasons also arrange the games for the attendees of conference so they will entertain
also in between the work. It will build the repertoire of contacts and from associates.
After Dinner Speaker
If any one wants to share the things regarding the conference, and can inspire the guest.
One can do the direct contacts with speakers and also skilled the peoples in presenting and
moderating. Sometimes this is being demanded by the client to fulfil this requirement
arrangement is being done (Ożadowicz and Grela, 2016).
Team building fun
Four Seasons also arrange the fun activities for the attendees like wine tasting with the
top or chocolate making activity. There are so many things or the programmes are their to
arrange for them.
Pick-up and Drops
Many of the attendees of conference are coming from outside the city so they need the
transportation facility to pick up them from the airports, stations or any other pick-up point. This
facility is also provided by the hotel if it was communicated by the organiser. At the same time
they need the drop facility while they were over from the conference (Pernecky, 2015).
Photography
Four seasons also arrange the professional photographer if it was demanded by the
organiser of conference. Even they arrange the professional photo booth, reportage style
photography etc. Even they provide this service if any award ceremony is being hosted.This were
the additional services provided in the conference (Antonio Botín, Nicholas Campbell and
Guzmán, 2015).
Other requirements required by the clients are
LCD projectors
Overhead projectors
Sound Equipment
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Wireless and Wired microphones
White boards and charts
Wireless computer acess.
Fax, copier and Scanner
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector
Event industries are one of the most growing industries in this era it has been categorised in
many sectors like event planner, wedding planner, sponsorship coordinator, catering manager,
Social media organiser, staff and volunteer coordinator and many more (Pernecky, 2015).
Different management roles within the event industry are
Wedding Planner
Wedding Planner is the professional who guide us regarding the design, management and
planning of their client wedding. Weddings are signifiant part of one's life for these the couples
are ready to spend the considerable amount to make sure that their weddings were being well
organised(Jones, 2017). Their role is to successfully plan the weddings and ensures that every
thing will goes smoothly which includes understand the demand of bride and groom, all
estrangement of reception, music, food etc. Venue like Four Seasons will make the work of
wedding planner very easy.
Event Planner
Their roles are very wide from conferences to big events they will plan everything, they
are the multitaskers. They'll plan for the big day arrange all the things from logistic, food décor
and put all the technology to pull the event flawless. In this there is a wide scope in job
opportunity in job as now every event needs the event planner to make the event success
(Antonio Botín, Nicholas Campbell and Guzmán, 2015).
Catering Service Manager
In every event food is their weather it is conference, wedding or any other event. Need to
fed the people and make the five-course menu for the dinner or lunch. They must posses the
good skill in food preparation(Thakkar, Jain and Bhattacharjee, A Microsoft Corp 2009). Job
opportunity is highest in this category as food is essential for every event.
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P6. Skills and personal attribute require to work within Four seasons hotel
The various skills and personal attributes required by the employee to work within the event
industry are following:
Management skills
Resilience and adaptability: In order to organize the successful events and meet the
objectives of various stakeholders, the employee of Four seasons hotel needs to be adaptable in
the changing situation. The workers need to have the go with the flow attitude, which can
support them in overcoming the challenges faced in the event. The best event planners have a
cool, calm and collected front for the clients and, behind the scenes, the ability to think quick on
their feet to fix whatever curve ball has been thrown in their way (Brown and et.al., 2015).
Organizational skills- The most important skill which is required by workers working in
Four Seasons hotel, engaged in conducting an event is organization skills. Without this skill the
event won’t be successful. It is required by the hospitality industry so that the needs and
objectives of stakeholders are been fulfilled. The event planners are required to schedule the
meetings on time and keep the check list prepared. Employees in Four seasons hotel must be able
to recall the details of client, schedule delivery and set up so that everything can be on time.
Organizing the activities on timely basis can support the employees in meeting out the objectives
of the stakeholders (Dowson and Bassett, 2015).
Networking Savvy- Savvy networked is one of the skill that the best event planners
have. The events industry is one that is heavily people-driven and relationship-based. So, Four
Seasons hotel will require great network of diverse of event professionals, such as caterers,
photographers, DJs, bands, lighting and A/V, décor, video, and beyond. This is the network that
can support hospitality industry in making the event more successful (Ożadowicz and Grela,
2016).
Personal attributes
Creativity- The event planner of Four Seasons hotel needs to be creative enough while
organizing the conference. Bringing creativity and innovation in conducting the conferences can
assist the organization in meeting out the objectives of stakeholders. Event planner has to be
creative, as the consumer will look to them for cutting edge ideas(Dowson and Bassett 2015).
For having new ideas, employees can also brain storm or get thoughts from Twitter and Linked-
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In. Like for example the event props can be designed in different forms, like themed inflatables
set outside the venue entrance or room of Four Seasons (Dowson and Bassett, 2015).
Time management- For hosting a successful event and meeting out the objectives of
consumers and stakeholders. The employees of Four Seasons hotel need to have great time
management skills. Time can be effectively managed by them through prioritising the most
important task and working towards achievement of their objectives (Antonio Botín, Nicholas
Campbell and Guzmán, 2015).
Passionate and Enthusiastic- Four seasons hotel hires those employees who are passionate
and enthusiastic in organizing the event. The enthusiasm will also assist the company in meeting
out the needs and requirements set up by the consumers or the stakeholders. Passion will help the
workers to overcome the challenges which can come in between while organizing the events.
P7. Measures required to provide a safe and secure event venue for guests
Various measures are required to provide safe and secure event environment and venue to
the guests (Brown and et.al., 2015). This includes the following:
Assessing the suitability of venue: For carrying out the safe event, Four Seasons hotel needs to
measure the suitability of the venue. Company needs to write down all the activities that will be
placed inside the venue and the estimated audience size and demographics must also be noted.
Firm also needs to checkout that if the event site has the sufficient access for pedestrians and
vehicles(Ożadowicz and Grela 2016). This is very important for the firm to check it out, so that
the accidents can be avoided and the guests is provided with the safe environment.
Four seasons hotel also needs to check out the hazardous conditions. Like for example
they need to access the overhead electrical power lines, also the ground conditions and
topography needs to be checked when arranging any temporary structures. Hospitality industry
must also access the facilities. Like for instance they should organize the event nearest to the fire
station and hospitals. They need to also held event nearest to the place where public transport is
easily available (Dowson and Bassett, 2015).
Carrying out risk assessment- To carry out the risk assessment, Four Seasons hotel needs to
consider the various hazards that includes the following-
Trip or equipment hazards- Company must make sure that the event venue do not have any
cable or rope wires that can trip over people(Müller 2015). They must also focus that the guests
do not come in contact with electrical wires or generators. For example Catering Hazards-
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Four Seasons hotel must make sure that the guests do not come in contact with the hot oven and
hot water. All these utensils must have kept away from the common people. So that the accidents
can be avoided (Dowson and Bassett, 2015).
Crowd management hazards- Four Seasons hotel needs to make plan on crowed crushing.
They must have proper bouncers that can handle if overcrowding occurs in the event venue. Also
firm also needs to have plan for how drunken behaviour can be managed (Ożadowicz and Grela,
2016). For example Fire Hazards- When planning an event, the safety of guests is in the hand of
Four seasons hotel. To remove the risk of fire and provide safe environment to client, fire
extinguishers must be placed in the event venue. This measurement can help the company in
keeping people safe during the time of conference (Pernecky, 2015).
CONCLUSION
From the above report it has been summarised that what are the management roles in the
event industry and the job opportunities in this sector. It explains how the plan has been made
before the conference is being arranged and also have the additional services which an organiser
can gives while hosting the conference. Four Seasons also provides the various service in
arranging the events and take care of all the safety norms so the event can goes flawlessly.
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