Conference and Event Management: A Comprehensive Report

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Conference and Event Management
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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 Analyze 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.............10
M2 Evaluate the quality of the design and layout in meeting client expectations and needs....11
D2 Justify choices made for the design and layout to set up a conference or event correctly and
exceed specific client expectations and needs...........................................................................12
LO3................................................................................................................................................13
P5 Explore the different management roles within the event industry, with reference to current
job opportunities in the sector....................................................................................................13
P6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations.............................................................14
M3 Evaluate the impact of management skills on creating a successful event to meet
stakeholder’s needs and expectations........................................................................................15
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D3 Critically evaluate the management skills required in the event industry, making and
justifying recommendations to meet stakeholder requirements................................................16
Lo4.................................................................................................................................................17
P7 Specify and explain the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and a safe environment for events staff, providing
specific examples.......................................................................................................................17
M4 Compare and contrast the security and safety provision for specific events examples......18
D4 Justify recommendations to improve the provision of security and safety at specific events
and cost to the business, staff and guests...................................................................................19
Conclusions....................................................................................................................................20
References......................................................................................................................................21
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Introduction
Management is the prime necessary factor needed to be done while conducting the operations and
activities. The conference can be described as a public meeting for the purpose of celebration, education,
marketing and reunion. Managing the event can be exciting as well as hectic because everything is based
on define dateline, before the dateline, all the necessary services have to be organised. The present study
is based on the conduction of event within Travelodge a UK based company that works in the area of the
hotel and hospitality industry, and it's a private company (Travelodge, 2019). This study focuses on the
events which take place in the hotel and also outlines various skills needed to conduct a successful event.
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LO1
P1 Examine the different categories and dimensions of events, using specific examples to
illustrate the differences
Event planning is an activity using your creativity and skill to organise the event /occasion for a specific
reason and celebration, and Travelodge serves its best to provide services and make the event memorable.
There are several categories that fall under the events, but the most important categories are-
 Trade events- Trade events are an event where manufacturers show their products and services in
public to get business. Such an event is for partners, customers, dealers, and distribution. Trade
fair is a popular way of promoting sales because they interact face to face with people. Trade
events are also known as trade show and exhibitions for example conferences, presentations,
seminar, and forums and so on (Plante, et. al., 2017).
 Corporate events- Corporate events are used to promote their services and products to provide
relevant information. It’s an opportunity to bring ideas company ideas directly to the employees.
It helps to build a professional relationship between the company and employees to make the
business expand. Invite business client and partners to promote business and build loyalty in
business. The concept of this event is to educate with new lead, reward employees, launch a new
product motivate and celebration. It is held between employees, client, stakeholders, and board
members. Such an event involves conferences, meeting, product launches, business dinners and
etc (Jones, 2017).
 Private events- This event considers an individual activity; a place is booked for a particular time
and dates such events include a wedding, birthday party or any special occasion. The concept of
this event is to enjoy celebrate the occasion. The target audiences of such events are friends and
family (Pinkerton, et. al., 2017).
 Special events- This style of events include all kinds of festival celebration, concerts, show,
charity function, and road show and many more.
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P2 Using specific examples of different categories of events, discuss the features and
current trends influencing the events sector
Here are the categories of events that consider specialising in Travelodge is-
Categories under trade event are-
 Exhibition- An event in which a particular brand or company is displaying their products and
services to the public. The main aim of this event is to promote business in public.
 Trade fair- Multiple brands come together for promoting their business to the public is considered
as a trade fair. They can showcase their latest product and services.The concept of this event is to
get more business because of its face to face communication with the public.
Categories under corporate events-
 Conference-To discusses a particular topic with the employees, and broad members are defined as
a conference. They discuss a new trend and opportunity of the business. It happens on a large
scale where all the branches come together. New trends and techniques are using in a conference
like led screens, high technology speaker so everyone can hear it.
 Product launches- It is a unique way to present their new product with client and partner, for
increasing sales and business (Thomas, et. al., 2015).
Categories under private events-
 Wedding event- This is a once in a lifetime occasion for them. To organise weddings many things
have to organise and set like to decide the venue, arranging dinners, stall, music and etc. Many
new trends take place in the market such as theme party, a colour code, the entry of the couple
likewise.
 Birthday party or special occasion to celebrate their special movements once again people come
together.
Categories under special event-
 Festival events- People comes together and celebrates the festival in a particular place, a
celebration like Christmas Eve, a new year party and more. This is the latest example of a new
trend in the market. Organisers make passes for the entry.
 Charity function- To build a fund for the needy one. NGO organise such events.
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M1 Analyze current event trends to explain how events are adapting to stay innovative,
using specific examples for different categories of events
Nowadays marketers come with a new trend in the market; people are more creative for their occasion.
New technology is using in events whether talking about trade, corporate, personal and special events.
People can buy online tickets for the events are the example of a new trend organiser using in the event
(Levi, 2016).
New technology plays an important part in events; new technologies are using to get work faster.
Incorporate event led screen and speakers of the latest technology are using in conferences, meeting, and
seminars. New trends replace the old one. Celebrating the memorable day in the wedding ceremony is
becoming more personal. A statement cake, flower décor, lighting, and artwork is using weeding; these
are the example of new techniques using in the wedding event.
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D1 Critique the development of the events sector providing specific examples from a
range of different categories of events
As per the views of Pearcy, et. al. (2017), Event managers are increasingly discovering the new
technology, a new trend to develop the event sector. Live streaming is using that makes allows seeing live
activities in the event such event like a music concert, wedding event and more are also promote the
business to the planners. Taking the case of music festivals, wristbands and other manual modes are using
to identify the member.
It is a new trend using in a special event where the planner gave a band or any mode after buying tickets.
Beacons are small object or device, attendee having a beacon to get the current location in the venue.
Planners are using this technique for effective management. Each category of an event uses this new trend
in its 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
According to the client's requirements Travelodge is planning a multinational company conference event.
 The first step is to start before every planning is to get details of the event ant its purpose.
 Travelodge design a U layout of the event according to the requirements and needs of the clients.
 People in and around U shape can get convince, and it also avoids formal rows that can get a lot
of baggage. Allowing for better networking between guests is useful for this big churning session
or team building.
 U shape layout is the better option in the conference meeting; the screen will be placed in front of
the tables so everyone can interact easily.
 In and Out are close, which allows visual control and management according to the production, a
single person can handle both the cell input feeding and out the patch.
 All work done is within U shape while the material is supplied from outside to prevent from
distraction.
 U shape layout is well suited for multi-machine handling.
 Speakers placed in the four corners of the hall that makes everyone can hear clearly ( Antony, et.
al., 2015).
 The advanced technology will be used in the event.
 Travelodge is a company of reputation is event is planning by them the chances of any
interruption, or inconvenient is less.
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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 additional services Travelodge serve to the client to meet the needs for value added to the company,
Travelodge takes to care for vehicle parking, noise interruption, and power the most critical resources of
any event, they have a contingency plan if something happens. There are several things Travelodge
provide to the clients the additional value added services such as clean toilet, entry and exit details, proper
comfortable seating, taking care of food and beverages, friendly and cooperative staff. For making a
unique conference identity with careful programming, planners manage all audiovisual needs, the
beautiful centrepieces, comfortable linens, stunning floral arrangements, engagement of guest speakers
and much more.
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M2 Evaluate the quality of the design and layout in meeting client expectations and needs
U shaped layout is exactly what it sounds like. Speakers will more comfortable in U shaped layout
because it eliminates the waste of walking back start to end of the line, he/she finish their work in the
same location. When the speaker is passing through various stations, the flow of U shaped cells should be
established to combat the flow. Most people are right-handed, so the counter-clockwise keeps their main
hand working; it makes it more comfortable to the operator. This layout supports communication in a
long straight line, the operator far away from each other. In u shaped cell, they are close to ask a question
and solve. The major advantage of the U shape is the flexibility for line balancing.
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D2 Justify choices made for the design and layout to set up a conference or event
correctly and exceed specific client expectations and needs
The clients want to plan a conference meeting. Travelodge has a great experienced to plan conference
event. According to the experience the U shaped layout is best among all the arrangements for conference
meeting their many advantages of U shaped. By merging the tow line or folding U shape layout will
design, the operator can work on both lines; this makes minimise the amount of time spent on walking
and increase the time spent on working (Granadillo, et. al., 2016,). When the goal is to flow, then U
shaped layout work the best, the flow of operation will be smooth such as material and people. These are
the various benefits of U shaped layout because of them Travelodge made a choice to select U shaped
layout to meet the client's expectation and needs.
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