Pearson BTEC HND Unit 7: Event Planning and Implementation Report

This report delves into the intricacies of event planning and implementation, focusing on the diverse categories and dimensions of events, including corporate and social events, and analyzing current trends influencing the event sector. It examines the design of event layouts, specifically for co...Read More

Unit 7 Event Planning
and Implementation

Table of Contents
INTRODUCTION......................................................................................................................3
MAIN BODY.............................................................................................................................3
TASK 1......................................................................................................................................3
P1 Examine the different categories and dimensions of events.............................................3
P2 Discuss the features and current trends influencing the events sector..............................5
TASK 2......................................................................................................................................6
P3 Design an event layout to correctly set up a conference or event room to meet specific
client brief requirement..........................................................................................................6
P4 Examine the additional services in conference or event environment and importance to
provide for meet client requirements.....................................................................................9
TASK 3....................................................................................................................................10
P5 Explore the different management roles for current job opportunities in the sector......10
P6 Review the management skills and personal attributes required in events industry and
meet stakeholder needs and expectations.............................................................................11
TASK 4....................................................................................................................................12
P7 Explain the appropriate measures for provide a secure and safe event venue, a safe
environment for guests and safe environment for events staff............................................12
CONCLUSION........................................................................................................................13
REFERENCES.........................................................................................................................14
Books and Journals:.............................................................................................................14

INTRODUCTION
In today's business environment, event management companies are growing very fast.
The development and growth rate is very high as compared to other organisations. This is the
reason that now every company is focusing on opening a best event management company
(Leopkey and Parent, 2019). Event management companies usually plans and manages
business events and other social events. It is the process which uses organisation and business
management skills to plan and execute an event. In this context, Beyond Certainty is
undertaken which is the most innovative event management company in UK. It was found in
2001 that provides event management all over the world. Their success and growth shows
that how well they organise their business in the market. They are providing events for
corporate as well as private purpose. The innovation is the key of their success and growth
which use in the event. This report provides the analysis of different categories and
dimensions of event. It also covers the important consideration for room or conference setup.
All those skills which are required to run event management companies are also cover in this
report.
MAIN BODY
TASK 1
P1 Examine the different categories and dimensions of events
In the new modern era, event management companies are growing very well as they
are not only focusing on one event but it also providing many types of events to corporate as
well as society. There are many types of events which organised by a Beyond Certainty in all
over the world. Event management company is performing many types of events that all are
mentioned below:
Corporate events
Corporate events are activities that organised by event management companies for a
business purpose which includes employees, stakeholders, clients, public, etc. It is very
obvious that the aim of event decide the intended audience (Ndzoyiya, 2019). For example
event for celebrating achievement of employees, to launch a new product, etc. This kind of

aims is usually meet in corporate events. Corporate events generally conduct on a quarterly or
annual basis for important announcement or an award show. It includes some important
events which are mentioned below:
 Trade shows: Trade shows are take place for introducing their new products. For
example, an organisation introduces their cars with the help of trade shows which
require spacious place that include lots of vendors. It includes both general public as
well as organisations.
 Conferences: It is the most effective way for sharing good experiences of employees
in the organisation (Dowson and Bassett, 2018). Conferences are most complex
events which are organised by event management companies that have a large size of
event. For example, when large organisations conduct an event for their employees
then they choose conferences.
 Workshops: Workshops are the fruitful events that organisation require for explaining
their business products to the customers or target audience.
 Seminar: Seminars are undertaken for specific audience when organisation wants to
convey a specific message to the target audience. These types of events of very well
organised by organisation but it requires lots of skills in speakers because there is
small in numbers which need to be communicate with a large number of population.
Social events
Social events are considering personal events which are on the basis of their
happiness. It is the reason to conduct a meeting for get together between people (Piau, 2018).
These also further categorised into many parts which are clearly defined below:
 Reunion: It is the type of event which has an aim of get together of old classmates.
For example, when a school organised anniversary party of their institution which
invites all their students in the event.
 Themedparty: These types of events are generally organised for the purpose of
enjoying with a specific dress code. For example, Halloween parties, farewell party,
etc. These are generally organised in hotels which can provided by Beyond Certainty.
 Virtualparties: After pandemic situation, it becomes more popular as compared to
other parties. Virtual parties are taking place on online platform. For example, online
classes, interactive performance, etc. are come under virtual party.

P2 Discuss the features and current trends influencing the events sector
Beyond Certainty is organisation that provides event management services which
serve to both private as well as corporate purpose. There are certain features of event which
are mention in the following points.
Features of events
 The success of event is depending on the company that should effectively understand
the purpose of event (Connelly and et. al., 2018). For example, when companies want
to establish an event in which include customers as well as other organisations in
order to launch new products. So it is necessary for Beyond Certainty that should
understand the purpose of event which helps them to successfully launch an event.
 Another thing that should be considered by Beyond Certainty that they should
understand their customer’s tastes and preferences (Bogdalski, 2018). It can be done
with the help of reaching to the customers using social media platforms, email
marketing, etc.
 Beyond Certainty should choose the suitable face which can be easily access by
customers or audience.
 The timing of event should be right as it plays a very important role in organising a
successful event.
Current trends in event industry
It becomes very necessary for beyond certainty that they should understand the
importance of current trends. Following current trends our helping to event management
companies for attracting customers:
 Impact of digital technology: It becomes the future of organisation that they should
use digital technologies in order to take a competitive advantage. For example, when
Beyond Certainty invite their audience for attending the event (Sitaker and et. al.,
2020). Then they have opportunities to use digital technologies for giving them
invitation. For that purpose, they can be use email, social media invitation cards, etc.
Digital Technology plays a very important role in virtual events as it plays online.
Technology give some direct impact on events as event management companies can
send their employees to create an event with the help of interaction through audio

video calls, live projector, etc. With the use of Technology they can arrange an online
meeting.
 Increasing safety and security requirements: This is an issue of every event
management companies that should be considered in their events. For example, in a
social event, event management companies provide food and beverage to their
audience. So it becomes a duty for Beyond Certainty that should make sure about
safety and security measures of audience health.
 New and innovative types of events: Beyond Certainty is the most innovative event
management companies that always focus on innovative ways to launch their events
(Aseyedesmaeili, Taghaddos and Karimi, 2021). They serve services in an innovative
way so that it attracts customers. For examples, they use different kinds of events such
as seminars, workshops, wedding parties, etc. that all are conducted in an innovative
way.
 Niche events and sustainability: It is necessary for event management companies that
they should sure about sustainability and economical way of conducting events. For
example, they need to conduct an event of birthday party in a most economical and
innovative way so that customer can not feel that they paid extra charges.
TASK 2
P3 Design an event layout to correctly set up a conference or event room to meet specific
client brief requirement
In this report the requirement of clients is to set up a meeting of the business so they
give their order to Beyond Certainty in order to complete their requirements. The client
requirement is with event manager so that they can talk about launching of an event. Events
such as meetings are the requirement of clients. Clients are customers of event management
companies such as business man, an individual who wants to throw a birthday party, etc. In
this scenario clients of business person who want to conduct a meeting. They are inviting
approximate 150 employees which include board of directors so that they can announce some
important changes in the organisation with the help of meeting. So that’s why they need a
conference room in which day can interact with their employees. It becomes very necessary
for Beyond Certainty that they need to consider all important requirements when they set up a
conference room (Steins, 2017). Conference room is very necessary for an event management
companies because they need to discuss with their clients. For that purpose, they have to set

up a room which give some positive environment to the clients. In the layout of a conference
room some important things that are very necessary should be include are mentioned below:
 First of all, company need to understand the customer’s requirements that what they
want to do in the conference room (e Naturali and et. al., 2020). The style of
conference room is based on the client requirement. There are many types of layout
which can be considered by a company according to the client's requirement. For
example, boardroom style, u shapes style, theatre style, cabaret style, banquet layout,
classroom style, etc.
 For choosing a best layout, it is very important that company need to understand the
purpose of meeting. For example if a client wants to conduct a board meeting, then
Beyond Certainty should choose boardroom style. It is the best style for board
meetings as all board members can equally chance to take a participation in the
meeting.
 After selecting a layout, now company have to set a budget for launching event.
Budget plays a very important role for event management companies. It decides their
profit or loss that's why Beyond Certainty always set a budget in which they expected
the cost of conducting an event.
 The next step of setting up a conference room is to build a team which ready for set
up a room as per the client's requirement (Carter, 2020). Now team needs to identify
the tables of chairs which needs in a conference room. They also need to identify the
best place for conference room which have beautiful sight lines.
 They also make sure that every chair is joining and have an enough space to sit on the
chair.
 To set up a conference room the most important thing that Beyond Certainty should
considered the goal and objective of set up a conference. They required to setup of
conference which includes all person and everyone can easily see the activities.
 They also make sure that in a conference room all equipments are available such as
Wi-Fi connectivity, audio visual electronic devices, etc.
After analysing all the important points that need to be consider in order to complete
the requirements of clients, Beyond Certainty design a layout for meeting the demands of
clients. For the purpose of business meeting, Beyond Certainty chose a layout of boardroom
style so that they can effectively arrange a meeting. In the meeting they are invited family of

their employees so that’s why the layout is designed for two purposes that are why they need
to use two style of room. One is boardroom style and other one is banquet style.

P4 Examine the additional services in conference or event environment and importance to
provide for meet client requirements
In a conference room there are some additional services which help to meet the
client's requirement. It is identified that client need also some additional services because
they also invited the family also. Beyond Certainty always focus on the additional services
because they thought that it adds values in their organisation (DAVIES, 2017). For that
reason, they provide some additional services in conference or event environment.
Catering and specific requirements
According to the purpose of meeting, Beyond Certainty decides that what is the item
should be provided in the conference room. For example, if the conference room is preparing
for a business meeting then they will make sure that every each table have certain snacks with
mineral water. For that purpose, they provide a team of caterers which are ready to serve food
and beverages.
Special requirements for different client groups
If the conference room include children, elder people, people with disabilities then
Beyond Certainty provides special things. It just depends on the clients group are their
requirements. In their initiation children may be attend party so that’s why Beyond Certainty
also give some additional services for children. For example, if a conference is for students or
children then they provide special treatment so that children can enjoy the meeting. On the
other hand, conferences for elder people then them always make sure for comfortable chairs
and tables.
Specific requirements and services for international guests
Beyond certainty give special care to international guest such as celebrities, VIP
guest, high profile people, etc. They give special treatment to them so that they can attract
with their services and enjoy customer experience. For that purpose, Beyond Certainty throws
parties. In their parties they invite all VIP guest and provides services of hospitality.

TASK 3
P5 Explore the different management roles for current job opportunities in the sector
In the event management companies, theyrequire event managers who have a great
experience in this field. They also require some important skills and knowledge which place
different management roles in the event sector (Sahlakari, 2017). There are many types of job
opportunities available in the event sector which requires different roles and responsibilities
that are all mentioned below:
Event planner
Event planner is the job role which place by a person who can effectively plan about
the event which is take place in the future. Those persons who are playing a job role of event
planner are accountable for each activity which can be taken place in the event. They have to
decide the theme, budget, venue, etc. These peoples play a very important role in event
management companies. They are the key elements of success and growth of event
management companies. Their planning decides the successful event.
Event manager
Event manager is the job role of management in the event management companies
which requires support who manages all the activities before, during, and after the event.
That means they are responsible for the pre event things which should be managed properly
such as requirement of raw materials should be properly managed by event manager. They
have a job role of managing all the activities related to an event that decide the success of
event. They have to pay attention in the event because there is possible for hassle-free
activities. That means they need to manage all activity in such a manner so that everything is
possible in a hassle free manner.
Stage decorators
It is the job role of state decorators who are the person which are responsible for
decoration. The decoration of event is the key element of success. So the responsibility of
state decorator is very important to play in a very well manner (Yosoenarto, Handayani and
Pinem, 2018). They are responsible for designing a layout which includes a podium and
tables organise properly way. They are responsible for everything that means no client can

face any problem regarding there is stage decoration. Stage decoration should be in such way
which meets the client requirement.
Exhibition organizers
Exhibition organisers are same as event planner as the design or plan exhibition. That
means they are responsible for planning of exhibition or workshops. They are also
responsible for execute fairs which include a large number of population. So to organise a
exhibition is not a easy task for them.
P6 Review the management skills and personal attributes required in events industry and
meet stakeholder needs and expectations.
It is very obvious that event management companies such as Beyond Certainty
required some personal attributes and management skills in their employees so that they can
meet stakeholder’s expectations and needs.
Technical skills
Technical skills are very important in the digital environment because Beyond
Certainty is the most innovative event management company that always focus on digital
technology (Macháč and et. al., 2018). They require some important technological skills in
their employees because it helps to execute the plan easily.
People management skills
Management skills are very necessary for successfully allocation of resources and
effectively supervision of people who are working in the event. Management skills play a
crucial role for the success of event. Event should be successfully managed by event manager
so that they cannot create any complexity and difficulties during the process of event.
Logistics and resource management skills
For event management companies, they require many materials to conduct the event.
To shift important material which is required in event decoration and other activities needs of
proper logistics and resource management skills in a person (Long and et. al., 2020). For
example, a person should have enough analytical skills, fast thinking, record everything, etc.
These skills help to effectively manage resources and logistics.
Project management skills

Project management skills are very important as it helps to manage a project
effectively and efficiently and achieve the organisational goals and objectives.
Cultural awareness and sensitivity
For a best event management company, it becomes very necessary for all employees
in the organisation that they should have a cultural awareness and sensitivity. It makes the
reason of their success and growth because if the company have a good knowledge of cultural
awareness then they can easily attract the consumers and meet their requirements.
Personal attitude
All above skills are same as important as personal attitude of a person who serve
services to the customer. It includes their physical appearances and professional attitudes in
the front of customers.
TASK 4
P7 Explain the appropriate measures for provide a secure and safe event venue, a safe
environment for guests and safe environment for events staff
Company such as Beyond Certainity should think about appropriate measures as it is
the responsibility of company that they provide secure and safe event venues. They also take
appropriate measures for providing safe environment to guest as well as event staff as it
makes their event successful. There are some important measures which should be considered
by company that are mentioned below:
To provide save venue for guests
 Measure: It becomes necessary for a company that they have to analyse the event
venue which should be safe for their guest as well as for their employees. Companies
need to make the safety first. It helps in attracting their customers by providing safe
environment to clients. For that reason they required to ensure sure about safety of a
place. For the purpose of providing safe and secure event venue, they should provide
fire safety equipment, health and safety equipment, etc. In addition to this, the make
sure about contingency plan which helps them to come out safe from problems. So
that's why they should identify and analyse risks.

 Measure: They should create security checkpoints which allow only those people
who are invited in the events. It makes sure the safety of people who are invited in the
event. For crowd management; they would stop unnecessary persons with the help of
security check points which cannot create any problems or issues. If any issues can
occur then they should use their contingency plan.
 Measure: A company should be considered by a company which needs to be
critically analysed by a company. They will make sure that assess all security risk.
They have to take a security measures such as cameras in every place.
To provide save venue for staff
 Measure: They also required considering cyber threats because day-to-day it
increases which effects on the event securities. So they build high security which
include only those person are allowed who have invitation cards.
 Measure: It is the duty of an organisation that issued make sure about emergency
plan. That means it is suggested to the company to develop emergency plan if any
problem occurs.
 Measure: Moreover to this, an event management company should provide training
development programs to their employees so that they can manage problems. In
addition to this, due to pandemic situation in the entire world Beyond Certainty gives
PPE kits with thermometer guns so that they cannot be infected by virus. They also
measure temperature of an individual and also give instructions on invitation card that
everyone need to wear mask with clear guidelines that without mask no entry.
CONCLUSION
It can be concluded from the above discussion that there are many types or categories
of events. Event management companies needs to consider some important things when they
design layout of their conference or event room. For set up a conference room, it is very
necessary for a event management company that they have to take care about management
skills because it required to run the business successfully. This report also analyse the
measures which are required to manage a secure and safe events for guest.

REFERENCES
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