Event Management Report: Sector, Roles, Stakeholders and Safety

This report provides a comprehensive overview of event management, covering various aspects of the event industry. It begins with an introduction to the concept of event management and its significance. The report then delves into the different sectors within the event industry, including private, corporate, and charity events, highlighting their unique characteristics and growth trends. It examines the roles and skills required of event managers, such as team leadership, innovation, and communication. The report further explores the importance of management skills in meeting stakeholder needs, emphasizing effective communication and managerial capabilities. It includes a case study on event layout and room settings to meet specific client requirements, as well as additional services like cab services, food, Wi-Fi, and security. Finally, the report outlines essential safety and security measures, such as safety precautions, risk assessment, and medical support, to ensure the success of any event. The report concludes by summarizing the key findings and emphasizing the importance of these elements for successful event planning and execution.

MANAGING EVENTS
SUCCESFULLY

Contents
INTRODUCTION...........................................................................................................................3
ACTIVITY 1...................................................................................................................................3
Event Sector.................................................................................................................................3
Trends of the Event Industry.......................................................................................................4
ACTIVITY 2...................................................................................................................................4
Management Roles in the event industry.....................................................................................4
Management skills for meeting the needs of stakeholders..........................................................5
ACTIVITY 3...................................................................................................................................5
Event layout and setting of room to meet out the specific requirement of client........................5
Examination of additional services available and its importance................................................6
ACTIVITY 4...................................................................................................................................7
Explanation of safety and security measure of event..................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................9

INTRODUCTION
Conference can be defined as the formal meeting of people who have common interest. It
can be held for few hours or for several days. It is the process through which events are planned,
prepared & produced. Like other management forms, it encompasses definition, assessment,
acquisitions, allocations, directions, controlling and analysing time, finance, products, people,
services and sources for achieving its objectives. An event manager is required to observe and
manage every aspects of events, including planning, researching, organising, controlling,
implementing and evaluating the designing, activities and production of events. Event industry is
growing at very fast speed in the present times therefore it is essential for companies to manage
the business. They are required to ensure that they very accurately manage all the events
undertaken by them for growing in the market with good image. Present report will reveal about
the different category of events and features of different events. It will give an understanding
about the role and skills required in event management industry.
ACTIVITY 1
Event Sector
Private Events – Private events are for individuals who could venues like Wedding receptions,
weddings, festival gatherings and birthday parties. Private event industry as events are aimed at
managing the whole events for single individuals. Private event are held by individual that
require only certain specific people to arrive at their venue. There are various private sectors
involved in the commercial activities of event management business. They are for celebrating the
individual's achievement or for any occasion. Private events industry is growing very fast with
new concepts like destination weddings, traditional weddings, festival gatherings and many
more.
Corporate Events – Corporate events are for promoting the business of companies and sales of
products and brands. This sector of the industry is not diversified as focus of the events is on
business. Business and corporate events are for supporting business objectives that includes
corporate communications, management functions and for improving the morals of company and
business procedures for increasing the profitability and income. Corporate are events are held by
business for building the professional relationship among employees which will help in
expanding the productivity of business (Turner and et.al., 2016). As the number of businesses are
increasing every year the corporate events are also increasing ever year. Corporate events sector

is growing with same pace as that of private event sector. Seeing the demand and speed at which
this sector is growing various event management companies have established their business in
the sector.
Charity Events – These event are held for raising money for the charity it includes events like
sports events, society balls, charitable auctions and other like events. These events may be held
by sponsorships and individuals that are raising money for the charity. Charity events are diverse
industry as anyone can go for charity at the venue for making contributions. Charity events may
be held on requirement by single individual or group of individuals.
Trends of the Event Industry
Continuous transformation is the direction of the event industry. Event are becoming
more dynamic and people are requiring to feel like eternity even ion three to four minutes of
presence. Event planners are searching for new places that surprise the audiences with new
experiences that they will remember during their lifetime. Event are required to be properly
planned to be sustainable (Alexander, 2016). Organiser are providing with technical and meeting
environments arranging for the zones that will provide them with interaction to their clients. In
UK alone spending over event were more than GBP 39.1 billions that contributed 35% to visitor
economy of UK. Event industry is highly contributing to the GDP of countries. Every sector of
the industry is growing with an enormous speed, as it has became trend in the society.
ACTIVITY 2
Management Roles in the event industry
Event industry is very broad sector that requires manager to perform various roles. They
are required to perform various roles that are essential to be possessed by the event manager. A
event manager has different roles
Team leader- Manager of the event company is required to manage the teams from different
departments for organising the successful events. They are required to coordinate with all the
members of the team.
Innovation and Creativity – Manager is required to come with new ideas for performing the
events that give the audience new experiences. It is very big industry and has many competitors
that are in the industry therefore managers are required to come with creative ideas every time
(Lee, Shin and Jeong, 2019).

Communication and coordination – For the success of the event it is very essential that all the
tasks and activities are properly communicated to the team members. If manager is not able to
communicate properly than they may face difficulties in proper conduct of event. Similarly there
should be coordination among the team members for the the tasks and events that are being
performed by them.
Management skills for meeting the needs of stakeholders
The are various management skills that are requires for meeting the needs of
stakeholders. They are for creating the effectiveness in event industry and for increasing the
efficiency of the employees.
Effective communication skills
Communication is the most important in event industry. Manager should be effective
communicator to know the needs and demands of it stakeholders as it is essential for meeting
them. Communication will help in eliminating the inefficiencies of the employees by taking
listening to their grievances and issues. This develops trust in the stakeholders towards the
management for the company (Nizam and Kam, 2018).
Managerial Skills
Managerial skills refer to performing several tasks at a time. It involves controlling and
monitoring of ever task and activity necessary or undergoing in an event. The management will
help to perform the task in full planned and organised manner. A manager is required to be a
critical thinker, problem solver and team leader. The event is dependent on its management how
properly all the things are organised. Manager should have the capabilities of understanding the
issues and possible ways for solving them. Manager should be capable of making quick
decisions.
ACTIVITY 3
Event layout and setting of room to meet out the specific requirement of client
Dream sales machine London Ltd. has been engage in preparing the room for conference which
is going to be held in London. It has been analysed that the conference will be attended by 25
executives who are being invited from 7 different countries.

Interior design- Dream sales machine London Ltd. will provide a very sophisticated and
professional theme. Also the conference event will be decorated by solid structure. They can also
make conference room better by designing them with 3D painting.
Table and chair- For holding the conference successful Dream sales machine London
will arrange at least 30 chairs and 5 tables so that all the executives are provided with
comfortable seats. Chair will be rotating so that the executive can easily see each other while
discussing about the topic on which meeting is being held.
Venue- Conference will be held in Eiffel plaza, London. The attendees will be provided
with a mail about the venue of conference and also the date and time on which they need to
attend event. Organizer will set such venue so that it can easily accessible by all the executives
coming from different countries.
Stage- The stage will be set up by the Dream sales machine London Ltd. in centre, so that
the information flows easily to every executive who are attending event. Also projector will be
set on stage so that it will be easy for the executives to understand discussion which will be
going in conference (ouchon, Hussain and Konar, 2017).
Examination of additional services available and its importance
Dream Sales machine London Ltd. company while organizing the conference will also provide
some additional services to the executives who are going to attend event. It includes following:
Cab services: Event organizers will also provide cab services to all 25 executives
attending conferences. It has been analysed that executives are going to attend show Phantom of
the opera at Her Majesty’s theatre in central London. So cab will leave the guest on time over
there. This will support Dream Sales machine London Ltd. in increasing the consumers
experience.
Food service- Conference will be held at 5.00 PM so executives who are going to attend
meeting will also be provided with dinner. It has been analysed that only lunch has been included
in their package, so dinner will be given by Dream sales machine London Ltd. company.
Organizers will make sure that food provided by them is liked by all 25 executives who are from
7 different countries.
Wi-Fi: All the executives who are attending conference will also provide with free Wi-Fi
service, so that the outcome of discussion held in meeting can be improved. This will increase
the experience of clients. It would be beneficial for Dream Sales machine London Ltd. company.

Security: Organizers will make sure that executives who are going to visits conference are
provided with safe and secure environment so that goals and objectives of meeting can be
achieved.
ACTIVITY 4
Explanation of safety and security measure of event
To make the conference successful Dream sales machine London Ltd. needs to take care of all
safety and security measures. This can include following:
Safety measures- organizers must make sure that the floor of conference room is not slippery
and is perfectly clean so that no executive can face problem. Dream sales machine London Ltd.
company must also take care that there are proper fire hazards that are being placed in
conference room (Dosé and Åström, 2017). Also organizers must involve in doing the inspection
of place in order to provide executives with safe and secure condition. Organizers must also
check that the there are no whole in ceilings of wall, as leaked ceilings can hamper the
experience of executives who are attending the meeting.
Conducting risk assessment: This must be done by Dream sales machine London Ltd company
so that they can also engage in identifying external risk. Inspection of venue can also be done by
firm so that executives are being provided with safe and secure meeting place. Company also
must make surer that there are no undamaged and uneven floor surfaces that can hamper
experience of executives who are going to attend the meeting (Andersson, 2016). Also Dream
sales machine London Ltd. must assess that there is no poor lightning so that an even discussion
exists in meeting. This will also support the organizers of event in making conference more
successful.
Having medical support Stationed- Event planners before starting the conference must make
sure that all medical facilities are available to executives who are going to attend the meeting.
The first aid box and ambulance service must be available at door, as their might occur any case
of emergency.
Screening every guest and staff: To make event successful Dream sales machine London Ltd.
company must also involve in checking and monitoring every staff and executives who are
arriving to attend conference. This will support company in providing more secure environment
to executives. This checking will also make sure that there is no threat to people who are going
to attend conference.

CONCLUSION
From the above study, it has been summarised that for conducting a successful event, organizers
have been engaged in providing various services to the executives who are going to attend the
conference. Various type of safety measures has been given to them like for example fire hazard
has been placed in venue where conference is going to be done. It has also been analysed that a
proper monitoring of floor has been done by the organizers who are going to attend event. This
has helped them in increasing the experience of executive’s attending meeting. It has also been
analysed that inspection of venue has also been done. This has provided safe and secure
condition to people attending meeting.

REFERENCES
Books and Journals
Andersson, G., 2016. Sustainability process and certification in the Swedish event tourism
industry. Journal of Environmental and Tourism Analyses.4(1). pp.5-29.
Bouchon, F., Hussain, K. and Konar, R., 2017. Event management education and event industry:
A case of Malaysia. MOJEM: Malaysian Online Journal of Educational
Management.3(1). pp.1-17.
Nizam, I. and Kam, C., 2018. The determinants of work-life balance in the event industry of
Malaysia. Economics.5(3). pp.141-168.
Lee, S., Shin, H.H. and Jeong, M., 2019. Are Students Ready for Their Future Career in the
Event and Meeting Industry? Lessons from a Comparative Study between Students and
Event and Meeting Professionals. Journal of Hospitality & Tourism Education.pp.1-11.
Fatima, M., 2016. Social communication tools in the event industry.
Alexander, K., 2016. Determinants of diffusion and performance of the Internet of things in
event industry.
Turner, C.J. and et.al., 2016. Discrete event simulation and virtual reality use in industry: new
opportunities and future trends. IEEE Transactions on Human-Machine
Systems.46(6).pp.882-894.
Dosé, T. and Åström, A., 2017. The Taco Theory:-A repeated measurement study of the effects
of experiential event marketing on brand relationship quality in the FMCG industry.

1