Report on Managing Conferences and Events: A Comprehensive Analysis

This report delves into the multifaceted world of event management, exploring diverse categories such as bridal events, educational conferences, and commemorative events. It examines current industry trends, including the importance of specialized expertise, the shift away from traditional venues, the impact of improved transportation, the need for creativity, and the paramount importance of safety and security. The report outlines the crucial steps in setting up a conference room to meet client requirements, encompassing guest numbers, event purpose, budget considerations, and logistical arrangements. It further highlights the additional services offered in event environments, like event coordination, decor services, and venue sourcing. The report also identifies key management roles within the event industry, from customer experience managers to creative directors, emphasizing the essential management skills of communication, consultation, planning, and relationship-building. Finally, it addresses the critical measures necessary to ensure a safe and secure event, including venue analysis, crowd control, effective communication, security checkpoints, and maintaining privacy. This report provides a comprehensive overview of event management principles and practices.

Managing conferences and
events

Table of Contents
Introduction......................................................................................................................................3
LO1 .................................................................................................................................................3
P1 Different categories and dimensions of events. ....................................................................3
P2 Current trends influencing event sector ................................................................................4
LO2..................................................................................................................................................5
P3 Set up a conference room to meet specific client requirement. ............................................5
P4 Additional services available in an event environment ........................................................5
LO3..................................................................................................................................................6
P5 Different management roles in an event industry. ................................................................6
P6 Management skills required to work in an event industry.....................................................7
LO4 .................................................................................................................................................7
P7 Measures to provide safe and secure event. ..........................................................................7
Conclusion ......................................................................................................................................9

Introduction
Event management is one of the tough task for each and every company. They need to
develop a plan for the success of an event and needs to minimize all the wastage in an
organization. Company needs to make an effective marketing of their event to engage guests.
Report is going to show different categories and current trends that effect categories of an event.
Needs to set up an conference room and additional services to the clients. Role of management
for development of an event and required skills. Report shows event company needs to take care
of safety and security
LO1
P1 Different categories and dimensions of events.
Dream sales machine Ltd. Going to organize an events for their company,. Meeting is
held in London for 2 days in an conference room. 25 executives are going to become a part of an
meeting. Events are of different types company needs to know what type of event they are going
to organize. Proper planning for an event require to develop business. Event is organized on the
basis of demand.
Bridal events
Events are organized for wedding and like arrangement of dinners, launch and
refreshment, gift and to deal with all the guest in an event.
Educational conferencing
Conferences like seminars, online education platforms, debates are organized. Company
needs to know the skills required to organize such event like need to invite guest speakers on the
basis of size of an event(Vincent, Dropbox Inc, 2018.)
Natarajan, NetApp Inc, 2017. . Need to know all the materials required for development of event.
Commemorative events
Company needs abilities to plan a theme party, how they will organize entertainment in
an organization for their guests. Need to know customers and values of their clients to organize
an event.
Example (Product launch event)

When Dream sales machine Ltd is going to organize an event for a new product launch
for a company they need to get information about the products and services of company for
whom they are organizing an event. Need an effective marketing skills to engage customers with
an event. Need to technology that are used in development of product and develop plan for their
event according to services provided by new product to their customers.
P2 Current trends influencing event sector
Speciality
Company needs to know their strength in which department they are good and able to
prepare an effective plan for events. Organizing good events helps company to develop at a large
scale.
Goodbye to typical venues
Venue is most important when planning a event(Natarajan, NetApp Inc, 2017. ).
Company needs to plan for an venue that company is able to cope and change easily and have an
ability to satisfy the wants of their customers.
Improved transportations
Engaging people with an event is largely depends on the venue and people are able to
reach venue when the place have improved transportation and customers are able reach easily
without any problem.
Bring creativity
Company needs to bring innovation and creativity in their working that have ability to
influence their customers to engage with an event.
Safety and security
It is one of the most important factors that company needs to know to develop
effectiveness of their event. Needs to organize effective fire exists and strategies for worse
situations. Safety to the people available in an event.
Innovation effect current trends in event sector
`Event companies are trying to become innovative nowadays to develop their business at
a large scale. For example use of new technology for arranging an wedding event or product
launch help company to attract large number of customer with their products and services.

Innovation in working is one of the most important current trends that helps companies to work
in a long run and develop their business at a large scale.
LO2
P3 Set up a conference room to meet specific client requirement.
Number of guests are attending
Company needs to analyse the number of guests that are attending an event. It helps them
to analyse the cost that are going to incurred in organizing an event. Proper information about
guest helps them to prepare effective facilities for their clients.
Reason for conference
Event companies need to know the reason behind a meeting and conference and develop
plan according to the requirement of their conference.
Analyse topic discussed
Company needs to know the topic or subjects of a company that are discussed in an event
to make it more appropriate to influence clients towards their products and services. If they
organize conference for product launch then make arrangement according to the new product.
Budget per person
When dream sales machine organize an conference they need to know the budget for
each and every individual in a meeting(Hakura and Duluk Jr, Nvidia Corp, 2017. ). Because they
have top organize lunch and dinner for per person and need to book rooms for them and budget
needs to be cleared for success of an event and to save money.
Organize things that are required for an event
Dream sales need to know the requirement of their clients. If they are organizing an event
for new product launch then need to gather information about product and arrange required
materials for development of their business.
Need to know the date and location
Company needs to know the suitable date for their clients to organize an event and needs
to analyse the availability of location for an event on that date. Event company needs to help
their clients to choose the venue for their event.

P4 Additional services available in an event environment
Event coordination
Dream sales need to provide effective team who have skills and abilities to organize an
event effectively to satisfy needs and wants of their clients. Effective team helps to bring
innovation in their work towards the success of an event. Coordination helps to minimize
wastage in an event. Effective coordination helps event company to meet customers want
effectively and one time and help them to satisfy their customers.
Decor services
Company provide decoration on the basis of the theme for an event. Effective decoration
make guest remember the event for years(Hakura and Duluk Jr, Nvidia Corp, 2019. ). Unique
and creative ideas are provided by company for success of an event. Décor services help to
engage guest towards new product or services of clients and help company to meet clients
requirement.
Conference and venue sourcing
Dream sales need to provide different audio visual equipments and much more for
development of their business. Different equipments helps them to organize an effective event
for their development. Venue is most important for development if a client hire event company
for planning a wedding then company needs to source venue according to the requirement of
their clients to make their event effective and attractive to their guests.
LO3
P5 Different management roles in an event industry.
Customer experience managers
Customers needs to be satisfied effectively and for that company needs an effective
manager who have an ability to satisfy the wants of their customers and work to make their
customers happy. The customers managers plays an important role in satisfying guest by
providing them effective facilities. Customer manager helps to engage guest with company
services that help them to satisfy their clients and help them to gain future projects to develop job
opportunities in near future.
Manager of security

Security is one of the most important factor to be taken care properly when organizing an
event. The manager of security needs to know that all the employees guest and participators are
safe during an event and have no harm from any threat. If proper security is provided to the
customers then they feel safe and satisfy with the services provided by event company and help
them to develop opportunities in future.
Creative director
Creative directors helps to bring innovation for development of an organization(Du,
Jordan, and Funk, 2015. ). They helps to bring new innovation that helps company to achieve
their goals and objectives. Creativity helps to attract customers and engage them effectively.
Creativity in work build a large number of opportunities in event sector.
Live feedback manager
When an event organizes at a large scale the marketing over social media also required
for development of an event. Organizers need to have an manager who have an ability to answer
all the feedback of their guest and people available in an event whether feedback is negative or
positive.
Coordinators
Organizing an event needs an effective coordinator who have an ability to cope up with
all other peoples in a team and have an ability to manage workforce in an organization.
P6 Management skills required to work in an event industry
Communicate
Managers in dream sales need to influence stakeholders for effective working in their
organization. Managers needs to gather information about stakeholders. Needs to share the
important information with the share holders for success of an event. Communication helps
stakeholders to understand their job and if any problem arises then they can communicate with
their managers that help company to fulfil expectation of their stakeholders.
Consult
Managers needs to consult with their stakeholders to familiarize them with organizations
working so that are able to work with their full efficiency. Consultation help stakeholders to
understand importance of job and they work according to the requirement of job.
Plan

Before engaging stakeholders with work or share plan with them managers needs to
prepare a plan to engage stakeholders that helps them in their profitability. Planning helps to
work effectively by employees and company plan their services according to the skills and
abilities of their employees to develop their organization. Employees get jobs according their
skills then their able to meet their needs and requirements.
Relationships are key
Developing relationships results in increasing trust in the stakeholders(Asher and Miller,
Cantor Index LLC, 2019.). Building relationship helps organization to get effective work from
their employees. Relations helps to solve problems in an organization and develop guidelines for
business.
LO4
P7 Measures to provide safe and secure event.
Analyse the venue inside and out
Dream sales need to analyse the venue effectively to ensure about the security of their
guests. Company needs to develop an effective strategy for both inside and outside to develop
their business at a large scale. For example dream sales organizing an wedding event then they
needs to know crimes in area capacity of venue analysis helps them in success of an event
Control the crowd
When company is going to concert and event they need to know about that large number
of crowd will become the part of an event and they need to control all those people. Crowd
controlling helps them for smooth working of an event.
Keep effective communication
Managers needs to develop effective communication with their employees that helps
them to gather all information about an event and reduces the chance of any damage. For
example communication help to analyse environment of overall working of event and can make
necessary changes if required.
Create security checkpoints
When a company organizes an event in which chances of any damage is high they need
to develop checkpoints and in each checkpoints the staff needs to check all guests or the
suspects.

Keep private events
When a company organizes a private event with only some of their executives then they
need to know that outside people have no idea about an event. Confidentiality helps event
company for success of an event.
Registration information
Company needs to analyse each and every guest by their registered information that is
given to an organization. Information helps their staff to analyse each and every guest.
Consider cyber threats
Dream sales needs to know cyber threats that effects overall success of their event. Cyber
threats make an large impact on the success of an event(Black, 2017. ). Company needs to know
their abilities to explore their business.
Develop an emergency plan
Company needs to develop an emergency plan to solve their problems if required.
Emergency plan helps them when something wrong is done on an event they can change their
working and invent new technologies for their business. For example If over crowding in an
music event block exit gates for artist then managers need to prepare with their emergency plan
to get artist safely from an event.
Screen your staff
Dream sales needs to analyse their staff so that they are able to know if any
ineffectiveness is done from the employees in their staff.
Conclusion
Report shows the effectiveness of plan for an event. Company needs to know the
different categories for an event because each and every has different style to handle. Recent
trends and technologies changes working of an event industry. Companies needs to use
additional services to satisfy their clients. Management roles and skills helps company to engage
stakeholders effectively with the organizational work environment. Safety is required for smooth
functioning of each and every event.

Refereces
Books and Journal
Vincent, J., Dropbox Inc, 2018. System for managing event notifications to client devices. U.S.
Patent 10,110,536.
Natarajan, S., NetApp Inc, 2017. System and method for managing event tracking. U.S. Patent
9,565,243.
Hakura, Z.S. and Duluk Jr, J.F., Nvidia Corp, 2017. Managing event count reports in a tile-based
architecture. U.S. Patent 9,639,367.
Hakura, Z.S. and Duluk Jr, J.F., Nvidia Corp, 2019. Managing event count reports in a tile-based
architecture. U.S. Patent Application 10/223,122.
Du, J., Jordan, J.S. and Funk, D.C., 2015. Managing mass sport participation: Adding a personal
performance perspective to remodel antecedents and consequences of participant sport
event satisfaction. Journal of Sport Management. 29(6). pp.688-704.
Asher, J.M. and Miller, K.L., Cantor Index LLC, 2019. Managing bets that select events and
participants. U.S. Patent Application 16/272,021.
Black, D.R., 2017. Managing the mega-event ‘habit’: Canada as serial user. International
Journal of Sport Policy and Politics. 9(2). pp.219-235.
Greenwell, T.C., Danzey-Bussell, L.A. and Shonk, D., 2019. Managing sport events. Human
Kinetics.