Conference and Event Management: A Comprehensive Report

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Conference and Event Management
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Table of Contents
Introduction...................................................................................................................... 4
LO1.................................................................................................................................. 5
P1 Examine the different categories and dimensions of events, using specific
examples to illustrate the differences?..........................................................................5
P2 Using specific examples of different categories of events, discuss the features and
current trends influencing the events sector.................................................................6
M1 Analyse current event trends to explain how events are adapting to stay
innovative, using specific examples for different categories of events..........................7
D1 Critique the development of the events sector providing specific examples from a
range of different categories of events..........................................................................8
LO2.................................................................................................................................. 9
P3 Design an event layout to correctly set up a conference or event room to meet
specific client brief requirement....................................................................................9
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........................................................................................................... 11
M2 Evaluate the quality of the design and layout in meeting client expectations and
needs.......................................................................................................................... 12
D2 Justify choices made for the design and layout to set up a conference or event
correctly and exceed specific client expectations and needs......................................13
LO3................................................................................................................................ 14
P5 Explore the different management roles within the event industry, with reference to
current job opportunities in the sector.........................................................................14
P6 Review the management skills and personal attributes required to work within the
events industry and meet stakeholder needs and expectations.................................16
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M3 Evaluate the impact of management skills on creating a successful event to meet
stakeholders’ needs and expectations........................................................................18
D3 Critically evaluate the management skills required in the event industry, making
and justifying recommendations to meet stakeholder requirements...........................19
LO4................................................................................................................................ 20
P7. Specify and explain the appropriate measures required to provide a secure and
safe event venue, a safe environment for guests and safe environment for events
staff, providing specific examples...............................................................................20
M4 Compare and contrast the security and safety provision for specific events
examples.................................................................................................................... 22
D4 Justify recommendations to improve the provision of security and safety at specific
events and cost to the business, staff and guests......................................................23
Conclusion..................................................................................................................... 24
References.....................................................................................................................25
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Introduction
In this report it shows the importance of events, it explains various measurements of
events, and also describes various examples of the event sector. It defines the current
events details and shows the methods that are how events are adapted to a stay in a
unique way. It explains the different features of current trends. In this report, it describes
and makes design event layout for conference/ event room to meet with their clients,
conditions. It describes the optional services available within the conference area as
well as the event area. In the third task, it will describe the various types of management
roles in the event industry, management abilities, personal attributes which is essential
for work in the event industry, in the last task this report describes steps essential to
maintain a secure, safety events atmosphere for the staff and their guests, with the
examples.
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LO1
P1 Examine the different categories and dimensions of events, using specific examples
to illustrate the differences?
Events are basically pre-planned public and personal occasions. In the hotel industry,
there are several kinds of events which easily could be organized in any hotel. Hotel is a
good place to organize different events which are the following:
 Annual general meetings – This could be a large gathering held by public traded
companies. These held for providing the company’s health information to the
stakeholders of the company.
 Conferences – National and international type of conferences could be organized
at hotels. Conferences and conventions often have less duration.
 Board meetings – Any listed company’s board meeting organize to give
information about company progress to the board members of the company.
 Galas – Galas are considered as a very large scale dinner including award
ceremonies and entrainments events (Neikerk, 2017).
 Fundraisers – These types of events often organized by charitable trusts for
fundraising. There they invite their participants and raise funds for any particular
aim.
 Product launch events – Companies are launching consumer products every day
for their uses. Product launch is a big function these days. Companies prefer to
organize large scale events to grab attention from the consumers.
 Trade shows – Trade shows could be organized for one day or more than one
day. Trade shows provide information about the new products of the company.
 Personal weddings or functions – These events are directly related to the hotel
industry. Wedding ceremony functions, birthday parties and personal events
could be organized in hotels.
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P2 Using specific examples of different categories of events, discuss the features and
current trends influencing the events sector
Events sector is influencing from different running trends and features. These are the
following trends and features that cause influence in the industry:
Event safety and security – An event called successful when it becomes more safe
sound. Terrorists’ attacks and firing attacks are more common and one of the biggest
fear of all time. Last year shooting incident in Las Vegas and terrorist attacks in
Ariana Grande live show were few examples of those events which let the industry think
about the safety standards in events.
Virtual Attendees – It is one of the most in-demand trend in the industry. Virtual reality
includes focusing on simulating hearing and vision. Virtual reality gets more love and
attention from visitors. VR trends like Virtual speakers with screens, 3D visualization are
running these days. Virtual meetings and hangouts are way more popular nowadays.
The hotel can use it in seminars, conferences and meetings etc.
Unique decoration layouts – People don’t want to plan their weddings or ceremonies
at any boring looking place. Social media is one of the main factor which influences
people for better arranged, beautiful venues to organize their functions in well-decorated
places. A hotel should take advantages of unique decoration layouts and venue trends.
Decoration plays an important role in attracting people. Selfie corners, tweet walls
should be included in every event.
Customization according to personal choices – Customization gives way to comfort
to the customers. There must always be an option available for customization according
to the customers so the company can provide the best services according to their
needs.
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M1 Analyse current event trends to explain how events are adapting to stay innovative,
using specific examples for different categories of events
The utmost thing for making an event successful is its innovative approach towards the
customers. In particularly the hotel industry, there are several trends which can help
them to organize such innovative events (Mair, 2017).
In Board meetings, conferences, annual meetings and product launching events using
new and innovative smart energy efficient appliances and systems to make it more
innovative. Hotels should use IOT technology (internet of the things) for its events. It
first helps them to save energy but it becomes very trending nowadays.
There is a quite new trend in personal functions like wedding ceremonies, other
functions and corporate events, trade shows are projection mapping. It can transform
the whole events. With projection mapping, planners can stretch their imaginations and
brings new and innovative ideas to the event. It is one of the most flexible trends which
helps to meet new different objectives. This could help them to perform better at the
event and attracts customers.
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D1 Critique the development of the events sector providing specific examples from a
range of different categories of events
Events and conferences are a huge part of the hotel industry. This industry is grooming
and many trends have been running from the last few years. The development rate is
really high in the industry but there are few things which are making a negative impact
on the event sector, which is the following:
Security – Whether talk about terrorist attacks or other internal attacks in the country
and any negative happening in the events, these are very much negative for the
industry. Event planners are trying to provide better security services but it is still a huge
issue to overcome. Safety of the participants should be the biggest concern for the
planners (Todd, et. al., 2017).
Data thefts – In this busy world, data is one of the most important objects for any
company. In Meetings, conferences, annual board meetings everything is very
confidential and they don’t want it to come out and leak to their competitors. In those
types of events, the planner should provide much more safety to data of the company
so that they can enjoy their event.
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LO2
P3 Design an event layout to correctly set up a conference or event room to meet
specific client brief requirement
The layout is a formal paper which provides all the detailed information about the
upcoming event. All specifications are available in that document. In this event, the
hotel is planning a conference about one of their client annual report reading session
(Draper, et. al., 2017). This event will be helpful for them to understand the progress
and identify the issues which the company is facing right now. The following is the event
layout for that conference at the hotel:
EVENT LAYOUT
CONFERENCE FOR ANNUAL REPORTS
Date: 1st April 2019
Time: 10 A.M. to 5 P.M.
Venue : Conference Hall
Invitees: 40 persons
10:00 A.M. Guests arrival
10:15 A.M. Session Start
1:00 P.M. Key Note Speaker
1:30 P.M. Lunch
2:30 P.M. Session resume
4:30 P.M. High Tea
4:45 P.M. Thank You note
5:00 P.M. Windup
This above layout explains about an event that which is going to held at the hotel on
April 1, 2019. It is a conference meeting for discussing one of the hotel’s client's
company’s annual report session. All the board members, committee members and
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upper-level management, secretarial staff and departmental head will be invited in this
conference. The arrival of guests will begin around 10 A.M. in the morning. Report
reading session will take place by 10.15 A.M. Keynote speaker will speak from 1 to
1.30 P.M. Lunch start by 1.30 to 2.30 P.M. Lunch will be arranged in Buffet hall at the
hotel. After lunch, the session will resume by 2.30 P.M. Tea breaks will be from 4.30
P.M. to 4.45 P.M. Thank you speech will take place around 4.45 P.M. At 5 P.M.
conference will be over.
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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
The hotel was organizing a conference event for one of its clients. It is about their
annual report reading session. The conference will take place on April 1, 2019, around
10 A.M. There are many additional services which hotel is able to available with. These
additional services help to add the value to event planning. It helps to create a
reputation and good image of the hotel. It makes the client feel that hotel really helps in
making their event successful (Lopes, 2015). These are the following additional services
which hotel is providing:
 Free Wi-Fi – Internet accessibility is the most important thing to make any
conference event successful. Hotel is providing free unlimited Wi-Fi to them so
that they can access internet without any interruption during the meeting. All
devices in the hotel are connected with internet so it would be difficult for them to
run a meeting without secure and fast internet services.
 Projection screen/ Projector – As like internet, the hotel is providing the client
projection screen and projector for running the meeting more smoothly.
Projection screen and projector will help the client to show different charts, visual
data and company progress chart.
 Powerpoint support – Visual effects are more impactful to humans. Powerpoint
support is the important support which hotel is offering to them. It will be helpful
to them so that they can easily show the analysis, final reports and other
important documents to the rest of the participants of the meeting.
 Facilities for disabled – it is an additional service for disabled persons. It is not for
everybody but some privileged will be given to the disabled invitees.
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M2 Evaluate the quality of the design and layout in meeting client expectations and
needs
The event layout explains the planned schedule for the meeting at the hotel. The design
was formal and appropriate according to business needs. The event was a conference
meeting of one of the client company who was representing their annual reports of that
assessment year. It was not a casual activity of the company, it is one of the most
serious events of the company so it needs that seriousness express from its layout
design. It provides enough accurate information about the event. It has information
about the date, time and venue of the event (Filippova, et. al., 2017). It has a proper
schedule for the conference with timings. Lunch and high tea breaks were mentioned
clearly with timings in that layout. The information was concise, sufficient and required
for the invitees about the conference held at the hotel.
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