Event Management Report: Successful Event Planning and Management

This report provides a comprehensive overview of event management, encompassing various event types like private, corporate, and charity events. It delves into the dimensions of event planning, including cost, location, and size, and highlights industry trends such as technological integration and environmental sustainability. The report explores diverse management roles within the event industry, such as catering sales managers and social media coordinators, and emphasizes the essential management skills required to meet stakeholder needs, including effective communication, managerial competence, and financial acumen. Furthermore, it outlines the importance of room layout planning, considering factors like attendee numbers, space availability, and additional facilities, while also addressing critical security and safety measures like fire exits. The report provides a holistic view of event management principles and practices.

Managing events successful.

Table of Contents
INTRODUCTION...........................................................................................................................3
ACTIVITY 1....................................................................................................................................3
Event sector ................................................................................................................................3
Trends in the event sector...........................................................................................................4
ACTIVITY 2....................................................................................................................................4
Range of management roles in event industry............................................................................4
Management skills needed to meet stakeholders needs..............................................................5
ACTIVITY 3....................................................................................................................................6
Layout for an event room.................................................................................................................6
ACTIVITY 4 ...................................................................................................................................7
Security and safety measures for the event.................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Event management is the application of the project management which used to create and
develop the large scale events. This report is based on the case study which specify that the event
will be organized in the country in which people will be coming from the 7 different countries.
This report highlights the different category and the dimension of the event. After that the report
goes on to highlights the feature of different category of the event. After that the report goes on
to explain the event layout to correctly set up the conference and event room. After that the
report goes on to highlights the additional service available with the conference and event
environment. After that the report highlights the different management role and skills which are
required in the event industry of the UK. In the end the report goes on to highlights the
appropriate measure to provide the safe and secure event venue.
ACTIVITY 1
Event sector
Event sector is a large sector and includes many different types of event which are
organized by different event companies (Susca, 2018). The major type of events are as follows-
Private event- these are the events which are organized by some person to involve all the
family members and friends in order to have some get together. These functions can be like
wedding, family get together, birthday parties, festivals and other related activities which are
organized to bring people closer.
Corporate event- these are another type of event which can be organized within the event
industry. These events are organized by different business in order to promote their business and
its products and services. This is done in order to attract more of the consumers to purchase the
products and services. The different types of corporate events are like conferences, new product
launches, seminars, business dinners and many other business- related events.
Charity event- these are another type of event which is organized in order to raise some
funds for some social cause and for the help of some needy people. There are many different
types of charity event being organized such as charitable auctions, sponsored events, society
development event and many other related event.
All these three events are different from one another because all these are organized for
different purpose. The private event are different from the corporate event because private event

are for only the people who are invited. But the corporate event are for the public as a whole and
also the charity event (Engelhardt and Olberding, 2016).
The major dimension of the event are the cost which is incurred in organizing the event,
the location at which the event is organized, the size of which the event is organized and other
requirements like, power, parking, Wi-Fi or internet access, meeting rooms and many other
dimensions.
Trends in the event sector
The world is developing at a larger pace and for this there are many developments in the
world and which impacts the overall event industry. There are some trends which are prevalent
in the event industry (Kasulke and Bensch, 2017). These trends are as follows-
In the latest time the trend is of the use of technology in the event industry. The Artificial
Intelligence is at its peak and the consumers of the event industry are liking it. This is because of
the use of new and advanced technology in the different types of event. For instance, the use of
Drone camera in the wedding and other private event is the latest trend.
The another trend is of going green that is protecting and safeguarding the environment.
This is very necessary because of the reason that the latest trend of the consumers is on the
protection of the environment and in the event there are many harm for the environment like the
wastage that is spread at time of event the packets and wrappers of food left by the consumers.
For example for protecting the environment the business or corporate event is going for paper
less business meeting. This is due to the fact that in these meeting much paper is wasted and this
affects the environment as paper is made from environment. Thus, the business event is adopting
the paperless meeting structure.
ACTIVITY 2
Range of management roles in event industry.
There are different types of event in that have ample numbers of roles in an event
industry. This help to done work in proper and effective manner. The event industry have various
roles which are provides different and various opportunity to people. Range of management roles
in event industry are as follows:
Catering sales manager:

The catering sales manager plays a very important and effective role in event industry
because that had helped to serve proper food services to customers by adding proper trends in
that. This is the main role in event industry which is effectively helps to made effectiveness for
people (Sousa and Rocha, 2019). For example: In the hotel organize a one event and there is
required proper food management in that company take support from catering sales manager
because they have proper facilities to successful event and currently this provides the proper and
highest job opportunity to business.
Social media coordinator:
Social media is critical to any event and is an exciting part of business which is continued
to develop and evolve each year. This is the main and important role which highly important in
event management and its industry in an effective manner. This is quickly becoming a must have
part of every team from big business to small scale event companies you are required for more
growth factors in effective manner (Bourne, 2016). For example: company is organize event
where they required proper coordination with social media in order to address new trends and
work done in proper manner. In the current days this provides best and higher job opportunity to
people in market place.
Management skills needed to meet stakeholders needs.
There are different management skill which are highly needed in order to meet
stakeholders. This creates more effectiveness for event industry and its staff in order to make its
effectiveness. Management skills needed to meet stakeholders are as follows:
Ability to communicate effectively and fluently:
This is very important and effective for event industry staff and employees to
communicate in proper manner with their stakeholders because that is help to attract and meet
needs of stakeholders in proper manner (Greenwell, Danzey-Bussell and Shonk, 2019). This is
very important skill which is highly needed to event industry to meet stakeholders needs because
of communication is help to understand needs and wants of customers in event.
Efficient managerial skills:
This is another skills which is help to manage proper and effective work at event and
during the event in proper manner. This help to manage proper and effective work in event. The
management skills includes critical thinking, problem solving and another skills. With the help

of these skills employees are easily able to meet needs and expectations of stakeholders in
effective manner. This skill is very important and effective for business place.
Accounting and financial management competence:
This creates more effectiveness for business skill with these skills employees are properly
able to make changes as per requirements in proper manner with good senses of work. This help
to calculate proper accounting at workplace which is required for employees. For example:
customers want proper budget formation for event which is organized by company in that if
employees have proper accounting management competences (Pandi-Perumal and et.al., 2015).
Those are the important management skills which are help to employees of event industry
in effective manner.
ACTIVITY 3
Layout for an event room
For an event to be properly organised the manager must do all the things given below in
order to be successful. This is because the layout of the room has a great impact on the event.
Firstly layout the basic which will include how many people are going to attend the event. This
will help in assessing how many chairs and tables should be put so that every one can have a seat
because at the end time it may cause a chaos if all the people who are coming to the event does
not have a seat.
Then the manager should look for the availability of space. A manager must evaluate all
the option available for him and pick the best option which is available at the cheapest rate
available. The event manger must remember that the number of attendants fits the room.
Next the priorities must be set according to the most important being taken into account first.
The event manager. The event manager need to decide the most important factors for your event
and what this means for your attendees to determine the best use of each space.
Then the next thing comes that each and every table must a bottle of water and glasses according
to the number of chairs. Then the manager must think about any snacks or food they are planning
to give before after or during the event. They should also see that if there are any furniture or
fixture which may cause some problems because some places have fixed bar which is not
possible to move.
Additional facilities

These are some additional facilities which will be provided to the attendants.
The manager if require may have to look for the accommodation of the attendants if the event is
of 2 – 3 days. For this again the manager need to allocate the rooms to the attendants and for this
there should be proper counting of the number of attendants and the number of rooms.
The manager also need to decide that the event need a stage or not, this will be dependent upon
the activities that are going to take place. For example if the event is a seminar than there would
definitely be a requirement of stage as the addressee will speak from the stage.
They must remember that if in case of any mishap there are proper health and safety
procedures which must be explained well in advance. This might include keeping a fire
extinguisher, alarms for any uninterrupted entry etc.
They must design the layout which will show how the attendants will be sitting, for example in
the layout of theatre, classrooms, cabaret, banquet, boardroom, U-shape, cocktail,cluster etc., this
would depend upon the type of event that is going to happen.
All these plans is made in advance so that the event can take place smoothly without any
problem, but the manager must always be ready to tackle any problem at the time of the event.
ACTIVITY 4
Security and safety measures for the event
For the organizing of the event it is very necessary for the event to make provision for the
safety and security for all the people attached with the event like the guest, environment and
even the employees who are organizing the event. These safety and security measures for the
event are discussed in the following points-
Fire exit- this is the most important security which need to be ensured by the event. This
is because of the reason that fire is the most uncertain risk which can occur any time and any
where. Therefore, it is very necessary for the event organizer to make provisions for managing
the fire if it occurs at the event place (Iarygina, 2019). This type of safety measure is required in
all the three types of event that is whether be it private, corporate or charity event. For this the
event organizer can make provision for the fire exit at every little distance place so that in case of
emergency there are many fire exits so that the people can leave from the place. Also, there must
be fire extinguisher be placed at every floor so that it can be easily used at time of emergency.
Creating security check point: This is most important and effective way to reduce to
accident at the time of event. This is very important for event industry and for its growth factors

in an effective manner by creating more safety challenges for company. With the help of this,
customers are highly able to manage important framework for business. Through that event
manager able to know about their mistakes which can create issues during the event.
Those are the important and effective security tips for event industry. But here, is
highlight some recommendations for business which are as follows:
To recommended for business to add some safety and security legislations in order to
make proper safety of guest as well as employees. They also have to develop emergency plan for
which is help to handle any situation during the event.
CONCLUSION
After going through the above report it has been summarized that they are many different
categories of event which used to have many features and trend. After that the report summarized
that to design a event layout variety of the aspect of the event has to be looked by the event
planner. After that the report goes on to summarized that there are variety of the additional
service which also need to offer to meet the consumer need and requirement. After that the report
goes on to summarized that variety of the management role used to present in the event industry
with variety of management skill require to operate in this role.

REFERENCES
Books and Journals
Bourne, L., 2016. Stakeholder relationship management: a maturity model for organisational
implementation. Routledge.
Engelhardt, L. and Olberding, J.C., 2016. Managing and Motivating Event Volunteers. In Social
Enterprise and Special Events (pp. 79-100). Routledge.
Greenwell, T. C., Danzey-Bussell, L. A. and Shonk, D., 2019. Managing sport events. Human
Kinetics.
Iarygina, E., 2019. Planning and managing a successful event in Company X.
Kasulke, S. and Bensch, J., 2017. Business Continuity Management: Managing Crises
Successfully. In Zero Outage (pp. 121-124). Springer, Cham.
Pandi-Perumal, S. R. and et.al., 2015. Project stakeholder management in the clinical research
environment: how to do it right. Frontiers in psychiatry, 6, p.71.
Sousa, M. J. and Rocha, Á., 2019. Skills for disruptive digital business. Journal of Business
Research. 94. pp.257-263.
Susca, P.T., 2018. MANAGING SUCCESSFULLY in Firefighting Mode. Professional
Safety. 63(6). pp.34-36.