Comprehensive Report on Managing Conferences and Events (Module Name)

This report delves into the intricacies of event management, focusing on the practices of Kuoni Destination Management. It begins by classifying various event categories such as conferences, corporate meetings, and charity events, providing specific examples and highlighting their distinct features. The report then progresses to event design, presenting a layout for a multi-destination product launch at a travel exhibition, including venue details, technical specifications, and safety measures. Furthermore, it examines additional services that enhance client satisfaction, such as complimentary offerings and accommodation. The report also explores the range of management roles within the event industry, the required skills, and safety protocols for venues, ensuring a secure environment for both guests and staff.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................1
LO1 .................................................................................................................................................1
P1 Different categories and dimensions of events with specific examples and differences.......1
P2 Specific example of different categories of event with their feature and current in event
sector...........................................................................................................................................2
LO2..................................................................................................................................................3
P3 Design an event or conference to meet specific client requirements.....................................3
P4 Examine the additional services within conference or events to meet the client
requirements................................................................................................................................6
LO3..................................................................................................................................................7
P5 Identify the range of management roles within event industry and current job opportunities
.....................................................................................................................................................7
P6 Review the management skills and personal attributes required to work within event
industry to meet stakeholders needs............................................................................................8
P7 Specify and explain the measures for safe event venue, environment for guests and
working environment staff .........................................................................................................9
CONCLUSION..............................................................................................................................10

INTRODUCTION
Managing a conference or event is a challenging task for the organisations and thus,
requires effective planning. The conferences requires multiple staff to maintain and manage the
event related activities. As the events is a very time and resource extensive task, proper
management and planning is required to be managed and monitored. The assignment covers the
processes and activities which are followed by London based Destination event planner, Kuoni
Destination management. The assessment will cover the details about categories and dimension
of events with example and differences. The classification of events and their features are
discussed. An event design or layout for a conference or event is presented with details of value
added services. Different management role in event industry and reviews of work related to it is
analysed. Besides this, event and related safety approaches are analysed.
LO1
P1 Different categories and dimensions of events with specific examples and differences
There is a significant classification of events as per the program management companies
which will affect the overall establishing of the services and other setups to make the event more
successful (Kaleem, Talha and Babar, 2019). An structured environment is required to be
developed which will help in effective planning of the service measures which is followed by a
event management firm. Some major typology of events are as follows:
Conferences and Seminars: This are the events which are followed for training or knowledge
improvement. This activities takes place on the basis of a particular agenda and may or may not
have fixed number of participants. For example, G20 summit.
Corporate meetings: This events are held by companies to discuss policies or AGM's. It is a
agenda driven event. For instance, AGM of Virgin Group (Peeters, 2019).
Team building events: This event required specific set up that supports the team building within
a group. For example, iRYLA by Rotary Club.
Trade Shows: This are the business related shows that are held to carry out the interaction and
other corporate related activities. Their main motto is to promote one's business and gathering
information about other's. Many times, this events turn out to be a platform for launching new
products or services. For example, AutoExpo.
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Business dinners: This are the dinner parties which are held by a company or a corporate firms
as a medium to interact and network out with people. More emphasis is laid on catering service
in such events.
Press conferences: This events have the presence of reporters and includes the media coverage.
A form of informations are been released in such events related to people, place or situation. For
Example, Press conference after London Bomb blast.
Incentive travels: This are the form of rewards that are provided to employees or customers as a
complimentary gift to retain their trust and loyalty. For example, sending an employee to watch
ICC world cup, 2019.
Award ceremonies: This are the rewarding ceremonies which includes the presence of many
celebrities and dignitaries. The securities and other additional services are ensured by event
planner to make the event successful. For example, Academy Awards (Getz and Page, 2016).
Besides this, the events like birthday's, weddings, anniversaries and other parties are also
classified in the events. The sports events like World cups and Olympics also falls in it. This can
be theme or destination based and specific, suitable setups are required to be made by event
planners in order to turn the event into a success.
P2 Specific example of different categories of event with their feature and current in event sector
There are various classifications and categories of events which will help the event
planners and service providers to develop the services and facilities for an activity. The
classifications also guides the event service providers to make essential modification in their
existing services or products. Basically the events are classified in following categories:
 Private: This includes the functions like birthdays, weddings, school events etc. in such
event a level of privacy and affordability is looked after. The host is required to look after
to maintain the level of privacy and the venue of the event is chosen as per the
affordability, convenience and proximity of the client and other guests. As per the current
trends, theme based events are been observed in this category (Chandra and Pal, 2019).
 Corporate: The majority of functions or events that takes place falls in this categories.
The events like team building activities, conferences, seminars, business dinners,
networking event, AGM's and other meetings, product launches, incentive travellings etc
are certain measures which are taken under corporate events. As they cater a wider and
diverse audience, the event managers are required to make decisions and preparations as
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per the event and improve the contentment level of the the guests. This events are used as
a effective medium to improve the corporate connectivity. Other than this, it may leads to
gather the public awareness and media attention, which is required to be managed. Such
events are necessary for the organisations or corporations as its act as a promotion or
marketing medium for these firms and customers. Besides this, the corporate events have
major role in developing a mutual understanding between employees and employers. As
per the current trends, they are becoming more vivid and managed in advance manner
(Hamilton, Google LLC, 2016).
 Charity: This are the events or activities which are followed to raise the money or
support for a charitable cause. This can be auctions, friendly sports matches,
performances, runs, concerts etc. All these measures will include the functions which are
carried out and organised supports in developing a goodwill within the society (Peeters,
2019). It also includes the developing of effective and innovative business contacts at
work place. Other than this, the charities can be also sponsored and partnered. At present,
they are turning out to be corporate philanthropic events.
 Live: This are the events which gets an active media coverage and are been broadcast on
a wider scale. This are mainly outdoor events like music performances, dance concerts,
festivals and sports events like World cup. The use of latest broadcasting tools and
technologies are used for such events.
LO2
P3 Design an event or conference to meet specific client requirements
Event: Multi destination product launch at Travel mini market exhibition
Duration: Two days
Venue: The Congress Centre, 28 Great Russell Street, London.
Estimated number of Guests/ Headcount: 400
Layout of the destination: The event is going to take place in one of the best conference hall of
London, UK. With the area of about 430 m2 , it is one of the advance and highly specialised
conference hall with digital projection facility. It has a accommodation capacity of 500 sitting
guests. With the registration area which can be used by the exhibition management (Chang,
2015). The Hall also has a spacious foyer which is best to welcome guests. The plasma screen
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that is placed can be utilized for the branding purpose. All these facilities will help in improving
the client specification and handling the events.
The multi destination travel product launch for a tourist destination.
Cruise Adventure Heritage and culture
Duration: 3 days/ 3 nights
(From mid September, 2020,
February, 2021)
Duration: 7 days/ 6 nights
(From January, 2021)
Duration: 4 days/ 3 nights
(From mid June, 2020)
Cost: £2,600 per person (All
facilities included)
Cost: £4,800 per person (All
facilities included)
Cost: £2,000 per person (food
and shopping excluded)
Destination covered:
Barbados, Bahamas and
Caribbean
Destination covered: Amazon
Rainforest, Brazil, Cuba, Chile
Trip includes: Trekking, Wild
Destination covered: Athens,
Greece, Thermophile
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life safari, stay in tribal
hamlets of Amazon rainforest,
rafting, diving, mountain
Climbing
The Exhibition room layout will contain the following attributes and facilities:
Technical and physical facilities: This will include on of the 32 exhibition stands which
are provided by Congress centre for exhibition. The 103” plasma display will help in
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broadcasting and presenting the advertisements and reports related the multinational travel
product launch. The Suites can be used as the dining space for visitors. The natural day lighting
will provide a good ambiance.
Facilities for headcount: The visitors will have the access to free Wi-fi facility with the
outbreak catering facility round the clock on the same floor. The sound deck and intelligent
lighting facility with full black out available (Aiken and Ramoutar, 2017). They can get the
information about a stall from the plasma projection screen. The conference room of the venue is
in close proximity. All these specialisation makes it an ideal place to set up the product
launching activity.
Safety and Security: Suitable fire safety measures are been taken at the venue. Fire
extinguishers and emergency exists are ben set that will help in improving the efficiency of
venue. Besides this, the food safety guidelines and appropriate security services are been hired
during the event (Blount, Bennett and Smith, 2017).
Necessities: Necessary facilities and services like toilets, medical support and catering
are few of the necessities which are offered to the visitors at Congress Centre hall.
So it is very much important the event management company is trying to correctly layout
or meet the specified requirement of client which is of designing the multi-destination product
launch stand for the tourist destination. Each of the destination will be having own colour theme
so it will be important to design the room layout for this product launch. All the additional cost
will be considered so that this could be meeting this requirement.
P4 Examine the additional services within conference or events to meet the client requirements
The value added services are the additional facilities or services which are carried out within the
organisation which will help in improving the facilities and functions offered to a client or
customer in an effective way. The range of facilities which are followed will support a positive
growth and rise in the satisfaction level of visitors at event (Shields, 2016). Almost a range of
services are been offered by the Congress Centre hall to meet the clients requirements. There
will be many of the extra service which company will be giving to the customers or visitors
who are visiting the event like complimentary welcome drink, accommodation and pick or drop
facilities as well. This will be considered to as the adding up the value to event of company for
the clients
However, certain additional All this services and facilities As the variety of stake holders
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facilities can be offered top the
visitors like:
-Complimentary drinks can
be offered by the host firm.
These complementary drinks
are important as it helps the
host to welcome their guest. -
Accommodation within the
suites adjacent to the
conferences and exhibition
area. These accommodations
are important to make guest
comfortable.
-Picking up and dropping
facilities to the dignitaries
visiting the product launch
events. These facilities make
arrival and leaving the venue
more convenient and easy.
-The facility of taking the
visitors or dignitaries to the
local destination of
importance. These facilities
help the guest to manage their
time.
-Value added services like
spa, gym and bar can be
provided. Other than this, a
helps desk will be set up to
handle any sort of query or
doubts.
and functions which are
undertaken by the organisation
to handle the clients’
requirements which are carried
out by the organisation in an
effective way. All these
measures which are followed
by the event organisers. All
this activities which are carried
out and will help in improving
their containment level.
The core facilities which take
place at the events or the
conference exhibition will help
in improving the quality of
services and other growth
measures. As the needs of
stakeholders or clients will be
met, their satisfaction level
will be increased and hence
contributes on the success of
the organisation. These
Facilities will help in meeting
clients requirements
or clients will be arriving
within the event, the firm or
event organisers are required
to cater a range of
requirements which will help
in improving the qualities and
facilities which are carried out
by the organisation.
The conference or the
exhibition facility will help in
improving the quality of
facilities and services that
helps in enhancing the quality
of services which are carried
out within the firm. The event
will support a gathering of
suitable connectivity of
organisation with the clients or
visitors.
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specifically.
LO3
P5 Identify the range of management roles within event industry and current job opportunities
As the event classifications and industry is very wide, the sector will have a range of
management roles operational. These role or designations will look after the planning,
organising, managing and executing of a event in most effective and suitable way. This are based
on the suitable personal skill sets and abilities are analysed (Mounce, Mounce and Boxall, 2016).
The desired role by an individual that are followed by the firm is required to meet the
stakeholders requirements. Some major management role that are a good job opportunities are:
Event manager: He is the responsible person to manage all the operations and activities related
to organising the event. He is the main person to make the plan as per customer or clients
requirements and organise the essential processes and attributes to make the event successful. He
is the answerable person and key individual to take the responsibility regarding the successfully
organising the event.
Communication assistant: He will look after the communication between the various segments
working within an event. This will help in clearing the confusion by smoothing the interaction
and exchange of information from one section to another. They play a very crucial role in
making the event successful (Rogers and Davidson, 2015).
Event coordinator: They are the on floor working person who looks out that every set up and
facility that is been imbibed within the organizing of the event. All this measures supports a good
management of the service measures which supports a good rise in effectiveness and
coordination at the event venue.
Catering manager: He looks after the food and beverage related facilities. He will see through
the accumulation of the raw materials related to preparations of food item within a event and set
the dining facilities. They are required to maintain the food safety measures while organising an
event at venue.
As per my views current job opportunities which are taken in consideration by the
organisation will help in proper assessment of the the job roles and skill sets. As the event
management industry is one of the fastest growing sector, a range of job roles and growth
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opportunities will be developed which will help in meeting and leveraging the job opportunities.
UK, being one of the biggest economies and a popular venue for events, provide the potential
candidates a suitable opportunity to harness their skills and knowledge related to industry.
P6 Review the management skills and personal attributes required to work within event industry
to meet stakeholders needs
As a Event manager, I will look after various obligations to meet the stakeholders
requirements. I will evaluate my skill set using various assessment measures such as the skill
assessment tools or personal assessment (Vendrow, RingCentral Inc, 2017).
These assessment will help me to improve the facilities and my personal skill set or
knowledge to organise the events. The identification of my scope of improvements and carrying
out of the facilities and operations which are carried out will helps in enhancing the quality of
functions and other attributes which will helps in meeting the needs and requirements of
stakeholders in most effective way.
Expectations of all the stakeholders are completely different for example:
Event manager: Expectations of event manager is to fulfil all the requirements that are specified
by the client. For this they need to have management skills like managing their workers and
many more.
Customer: Expectation of customer is that they want all the requirements specified by them to be
fulfilled within the specified budget, in time and with appropriate quality.
Different management skills required in a person for event management are planning
skills, management skills, situation handling skills, problem analytic skills, delegating skills,
motivating behaviour, and communication skills. Above mention skills are classified in different
categories that are soft skills and hard skills. Soft skills are related to the personal behavioural
skills and hard skills are related to the core educational and business skills.
P7 Specify and explain the measures for safe event venue, environment for guests and
working environment staff
Safety and Security measures at venue of an event, saving guests and staff
While carrying out the event organising measures and facilities that are undertaken by project
manager will help in enhancing the quality of services which are carried out and followed. In
order to develop the safe and secure environment which is offered to guests or dignitaries
visiting in an event, proper and skilled labour will work in order to execute the facilities which
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are developed or followed by the organisation in most innovative and effective way.
A range of obligatory and legal measures are meant to be followed by the event planers and
coordinators in order to make the services more safe and secure for the visitors. The legal actors
like Food Safety law and anti theft or harassment laws will be looked after. Besides this, the
contract law will be a key tool which will help in the developing of the effective facility and
meeting of the facilities. The contract or agreement between a event planner and customer or a
service vendor will help in improving the facilities and functions which are carried out by the
organisation.
The event service providers or planners will help in improving the facilities and services to their
customers or visiting dignitaries within the organisation. Safety against hazard and risks are the
attributes which will bind the event planners to develop and offer their services and facilities in
most effective way. This will contribute in developing a positive and safe environment at the
work place or event venue (Chastelet,, Visser and Anslow, 2015).
The organisation is also required to look after the staff that will be working in the event
planning. The health and Safety at the work place Act, 1974, Factories Act, 1948 are the certain
legal factors which will help in improving the performance level of the organisation in most
effective and significant way. All this measures will help in enhancing the performance level of
the event that are organised. Besides this, the staff and other workers should be provided with
proper safety equipments to perform their job roles.
These measures are required to provide a secure and safe event venue, a safe environment for
guests and a safe working environment for events staff are:
Adhering food safety law which helps in maintaining and controlling food safety For venue
lunch or dinner.
Adhering health and safety Act at work place will help in maintaining a positive and healthy
working environment within workplace for both the workers as well as for the guests or
customers.
Different safety and security measures in organization are related to ensure the safety and
security of people who are the part of event. For this organizer can perform various actions.
This measures are more dependent on the different categories of hazards. The possible risks are
security breach, fire hazard and other security issues. For prevention of fire hazard in the
location of function there should be facility of fire extinguisher and other prevention method for
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fire. For the safety and security issues there should be metal detector, bodyguards and security
officials to handle situation of criminal activity at location of function.
CONCLUSION
On the basis of the basis of the operation which are carried out by the organization will
help in improving the facilities which will help in proper planning of the service measures. All
the event related operations which are followed by a a event service provider firm will help in
enhancing the quality of services. The present assignment laid the effective focus upon the types
of events and its classifications. This classification or categorisation assisted in the developing
the understanding about the facilities and operations carried out in different event. A layout of
multiple destination product development is followed with assessment of the additional facilities
which is provided to customer or visitor at Congress Centre. The value added services are also
evaluated. Other than this, range of specific job roles in event industry and management of
personal attributes and meeting the stakeholders needs and expectations. Also, a range of
operations related to development of safe event venue and environment with the management of
staff security is also evaluated.
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REFERENCES
Books and Journals
Aiken, K. and Ramoutar, R., 2017. Managing and Maintaining a Vibrant Summer
Undergraduates Research Experiences Program.
Blount, C., Bennett, R. and Smith, M.L., 2017. Managing sensitive habitats adjacent to the Port
Botany expansion. Australasian Coasts & Ports 2017: Working with Nature. pp.123.
Chandra, P. and Pal, J., 2019, April. Rumors and Collective Sensemaking: Managing Ambiguity
in an Informal Marketplace. In Proceedings of the 2019 CHI Conference on Human
Factors in Computing Systems (p. 333). ACM.
Chang, B., 2015. Managing the Documents of Adult Education–Historical Perspective.
Chastelet, E.V., Visser, E. and Anslow, C., 2015, October. Conf. Researchr. Org: towards a
domain-specific content management system for managing large conference websites.
In Companion Proceedings of the 2015 ACM SIGPLAN International Conference on
Systems, Programming, Languages and Applications: Software for Humanity (pp. 50-51).
ACM.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Hamilton, R.W., Google LLC, 2016. Managing delayed participation in a communication
session. U.S. Patent 9,235,826.
Kaleem, S., Talha, M. and Babar, M., 2019. Managing and Processing Information in the Internet
of Things-Based Smart City Environment Using Big Data Analytics. In Recent Trends
and Advances in Wireless and IoT-enabled Networks (pp. 275-281). Springer, Cham.
Mounce, S.R., Mounce, R.B. and Boxall, J.B., 2016. Case-based reasoning to support decision
making for managing drinking water quality events in distribution systems. Urban Water
Journal. 13(7). pp.727-738.
Peeters, P.M., 2019, February. The impacts and consequences of unsustainable tourism growth in
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Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
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Shields, M., 2016. Stuck Be [Tween] Managing the Magical, Manic, Majestic Middle School
Years: Strategies to Engage Girls of Color.
Vendrow, V., RingCentral Inc, 2017. Systems and methods for managing multimedia conference
calls. U.S. Patent 9,813,560.
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Appendix
Q1. Are you able to manage the stress related to organising an event?
Q2. Do you provide the most precise estimates related to organising an event?
Q3. Are you able to develop good management between different attributes or operating bodies
within an event or program?
Q4. Do you keep a back up plan if the main frame work of any event faces an problem?
Q1. How are your communication skills?
Good
Moderate
poor
Q2 How much do you rate your management skills?
>5
5
<5
Q3 Are your subordinates happy with your guidance?
Yes
No
May be
Q4 How often do you meet stake holders requirements?
All the time
Very often
Very rarely
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