Managing Conferences and Events: Roles, Skills, and Safety Report

This report provides a comprehensive overview of event management, covering various categories such as private, corporate, and charity events, and their respective dimensions. It explores current trends influencing the event sector, including safety concerns, technological advancements, and mergers & acquisitions, along with innovative adaptations in event planning. The report specifies various roles within the event sector, such as meeting designers, conference managers, and event security managers, and discusses present job opportunities. It highlights the personal attributes and management skills necessary for success in the event industry, emphasizing the importance of communication and stakeholder engagement. Furthermore, it includes a discussion on designing layouts for events, examining additional services, evaluating layout quality, and justifying layout choices. Finally, the report explains safety measures for specific events, compares safety provisions across different event types, and provides recommendations for enhancing safety.

MANAGING CONFERENCES
AND EVENTS

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
Activity 1.........................................................................................................................................1
1. Different categories and the dimensions of the event.............................................................1
2.a. Some of the attributes and the current trends that influences a event sector .......................1
2.b. Way in which event sector is been developed and the way in which events are adapted for
staying innovative ......................................................................................................................2
ACTIVITY 2....................................................................................................................................2
1.a. Specifying various roles within an event sector...................................................................2
b. Explaining some of present job opportunities in the events ..................................................2
2.a. Type of personal attributes and the management skills required for attaining success in
event industry .............................................................................................................................2
b. Need of the right management skills leading to managing successful event .........................3
c. Stating the stakeholders and the management skills required for meeting the need of them
with appropriate recommendations ............................................................................................3
ACTIVITY 3....................................................................................................................................4
Designing layout for a particular event ......................................................................................4
Examining additional services available in the event environment ...........................................4
Evaluating quality of layout design ...........................................................................................4
Justifying choices for the layout ................................................................................................4
ACTIVITY 4....................................................................................................................................4
Explaining the safety measures for a specific event ..................................................................4
Comparing different events ........................................................................................................5
Making recommendations regarding safety provisions..............................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Activity 1
1. Different categories and the dimensions of the event
Private event Corporate event Charity event
It means the event that are
been used for an individuals
who could book the venues for
their personal purposes. For
example- wedding reception,
festival gathering and birthday
parties.
Such events are used by
business for promoting their
brand and the products. For
instance- conferences,
seminars, meetings, business
dinners and product launches.
These type of events used for
an individual in raising money
for the purpose of charity in
the events of their choice. For
example- sports events,
charitable auctions.
Private events are been used
fro an individual who desire
fro arriving at venue.
Corporate events are useful in
building business or
professional relationship
between the employees.
Charity events are conducted
for supporting a local business
and in gaining goodwill by
making contribution to the
community.
2.a. Some of the attributes and the current trends that influences a event sector
Safety- Due to the natural disasters terrorism acts, risk management provides for a
national security across the globe (Bowman and et.al., 2017). It becomes imperative for an event
industry to concentrate on the efforts for ensuring safety of the attendees. Currently, event
industry council, an international association for the venue managers developed safety
designation in meeting department of the homeland accreditation.
Technological advancement – The businesses are been looking for taking an event
profession to the new level with wide range of the solutions starting from artificial intelligence to
the augmented reality. Technological trends appear to pulling the people away from the personal
connections and the direct interactions.
Mergers and acquisitions- In general business landscape continues for experiencing
heavy M&A activity, trend towards which an event sector does not get immune (Zscheischler
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and et.al., 2018). For instance- M&A activities constantly reducing the membership within the
event industry that leads to influence an event in terms of its planning and implementation.
2.b. Way in which event sector is been developed and the way in which events are adapted for
staying innovative
An event company makes use of different event technology including project mapping,
event diagramming, 5G, multiple used app. Adoption of these techniques helps an event
organization in conducting an event in most appropriate and well versed manner so that people
could experience for new things.
ACTIVITY 2
1.a. Specifying various roles within an event sector
Meeting designer- He is the person who plays an important role in creating best
experience for ensuring that objectives of an event are been achieved effectively and efficiently
(Henderson, 2018). They ensure best results from all participants and ensuring long term change
in behaviour of those who are been involved.
Conference manager- Similar to an event designer, he also plays a crucial role in
focusing on event objectives and return on investment. They look at entire event plan and the
process of delivery in determining the improvement areas in respect of execution.
Event security manager- They takes on role in ensuring safety of all the staff, volunteers and the
guest during an event (Araniti and et.al., 2017). He set up proper security checkpoints and the
process with facilitating additional protection for the high profile visitors.
Event reporter- He act as the online influencer who carves out living from attending for
an events and the blogging by socially interacting and reporting.
b. Explaining some of present job opportunities in the events
Currently there are so many job opportunities in the event management that includes
International tourism manager, project coordinator, promotion manager, communication
specialist and marketing coordinator.
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2.a. Type of personal attributes and the management skills required for attaining success in event
industry
In order to become a successful event manager, an individual must possess appropriate
management skills that are as follows-
 An excellence in gaining organizational skills
 An ability for carrying out several number of tasks at one point of time
 He must be having a good communication and the people skills
 Being able in planning for the contingencies
 Networking ability
 Leadership
 Imagination and an adaptability
 Interpersonal skills
b. Need of the right management skills leading to managing successful event
Use if competitive and the right management skills helps in driving for the growth and
the development of an event organization. It ensures that an event company is equipped for
responding to and in overcoming the challenges by keeping it current and relevant (Morgenthau,
Sweet and Probert, 2018). It creates win-win situations in respect of making an event successful.
It helps in assessing the performance effectively and in building a better professional relationship
at the workplace.
c. Stating the stakeholders and the management skills required for meeting the need of them with
appropriate recommendations
Stakeholders involves the suppliers, investors, media and the customers in the event.
They plays an essential role in planning of an event as they have a keen interest in a particular
event and are affected by type of an evaluation that is been received by stakeholders. For
meeting the need and an expectation of the stakeholders, it is important for the manager to create
open channel of the communication with each of the stakeholders by conducting meetings,
community consultations, questionnaire(Zscheischler and et.al., 2018). Once the desire and need
are been established, they must plan for the an event accordingly. Communicating is the most
useful and beneficial management skill that helps an event organization in attaining growing
success with proper stakeholder engagement. An event organiser should determine the the most
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preferred method of the communication and consult with the stakeholders in a timely manner
within the time frame.
ACTIVITY 3
Designing layout for a particular event
Board room style layout is been seen as the the most suitable layout as a room setup for
conference meeting. This style involves seats on all the sides of table where a rectangular or the
oval table is setup. This meets the need of stakeholders in the sense it helps in developing better
communication between all the members who are present in the meeting.
Examining additional services available in the event environment
It reflects negotiation and site selection, housing management, meeting logistics, budget
planning, timeline coordination, event communication, attendee registration and event
communication.
Evaluating quality of layout design
This style tends to be most appropriate for the board of directors, committee meetings,
interviews and the team briefing. In boardroom style layout, discussion between the members
present or the attendees within the group can be made in an effective way where everyone is
been sharing for the single table space, conducive for completing the tasks (Henderson, 2018).
Seeing everyone sitting at one table implies an equality amongst all the attendance. This reflects
the quality of the layout design.
Justifying choices for the layout
Boardroom style is tend to be seen as the best layout because as in scenarios conference
meeting has to be conducted for which this style is the most suitable. This layout is right because
it comprises of the better professional environment in promoting better learning and enabling
proper iteration for the brainstorming and team building exercises.
ACTIVITY 4
Explaining the safety measures for a specific event
As the event organizer, it is important for an individual to ensure safety of attendants in
respect of safe environment, secured venue. With larger amount of the people gathered at an
event, issues regarding security arises in various forms starting from the terrorist attacks to the
defect in an equipment and the general emergencies. For ensuring safety at an event, an
organizer must perform various steps as follows-
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 Assessing the security risk
 Keeping the security measures appropriate and visible
 Creating several security checkpoints
 Matching the Ids with the registration information
 Developing for emergency plan
 Screening staff
 Considering the cyber threats
 Keeping the private events as private only
Comparing different events
Private event Corporate event Charity event
Security- the challenge with
the guest is who brings own
cars and faces parking
problems (Bowman and et.al.,
2017). Therefore, having
roving guard for entire night
helps in securing grounds and
in keeping everyone safe.
Valet- For avoiding any
arguments over the parking
spaces, it is to ensure that valet
must be present at the
reception who is responsible
for taking care of the cars.
Well-packed exits-
Developing regulations that
needs all the structure in
providing the entrances with
double exist and the fire
At the corporate meetings,
employers are responsible for
informing all the staff about
the safety guidelines and
providing them an appropriate
safety training. Preparing a
program which addresses an
illness and the injury
prevention.
Similarly for such events also
proper fire extinguishers and
proper checking of the people
so that no any other person
could enter into the event.
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escapes.
First aid- The planned venue
must be situated close to the
hospitals with good reputation
level.
Making recommendations regarding safety provisions
An event company must follow all the safety legislations regarding an event such as
health and welfare at the work act 2005 (Araniti and et.al., 2017). Developing effective strategies
for setting up of the proper exit points with fire extinguishers so that in an emergency people
present at the event can be safely get out from it.
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REFERENCES
Books and Journals
Araniti, G. and et.al., 2017. Multicasting over emerging 5G networks: Challenges and
perspectives. Ieee network. 31(2). pp.80-89.
Bowman, D. M. and et.al., 2017. Human exposure and sensitivity to globally extreme wildfire
events. Nature Ecology & Evolution. 1(3). p.0058.
Henderson, E. F., 2018. Academics in two places at once:(Not) managing caring responsibilities
at conferences. In Accessibility, inclusion, and diversity in critical event studies(pp. 218-
229). Routledge.
Morgenthau, J. J., Sweet, B. T. and Probert, G. M., 2018. System and interfaces for managing
workplace events. U.S. Patent Application 15/826,611.
Zscheischler, J. and et.al., 2018. Future climate risk from compound events. Nature Climate
Change. 8(6). pp.469-477.
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