Event Planning and Implementation Report - Business Development Module

This report provides a comprehensive overview of event planning and implementation, exploring different categories of events such as private, corporate, and charity events, along with their specific characteristics and examples. It delves into the current trends influencing the event sector, including technological advancements and marketing strategies. The report then focuses on designing effective event layouts, particularly for product launches, and highlights the importance of additional services like lighting, décor, and catering. Furthermore, it examines the management roles within event management, including required skills and attributes, as well as current job market trends. Finally, the report emphasizes the appropriate measures needed to ensure a secure and safe environment for event attendees. The report aims to equip readers with a thorough understanding of the multifaceted aspects of event planning, making it a valuable resource for students and professionals alike.

Event Planning and
Implementation

Table of Contents
INTRODUCTION...........................................................................................................................3
LO1..................................................................................................................................................3
Different categories and dimension of events with specific examples........................................3
Discuss the feature and current trends influencing events sector with proper examples............4
LO2..................................................................................................................................................6
Design an event layout.................................................................................................................6
Additional services available with events environment and its importance................................8
LO3..................................................................................................................................................9
Management role in event management and current trends in job opportunities........................9
Management skills and personal attributes for event industry..................................................10
LO4................................................................................................................................................12
Explain the appropriate measures to provide a secure and safe event venue and environment to
guest...........................................................................................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................16

INTRODUCTION
Event planning and implementation is an oversight for various administrative events with
creation of small/ large personal or corporate ones. This process involves studying different
brands, identifying target audiences, devising the new concepts with technical aspects before
actually launching the events (Park and Park, 2017). Hence, event management process of
business management & organizational skill in manner to have specific vision, plan and execute
social & business events.
Hotel Hilton need creative and competitive strategy for establishing exiting and inspiring
environments around the audiences with cutting edge art direction of every visual elements.
In this report there will be discussion on different dimension and categories of events along with
recent trends involved in event sector. In addition, evaluating different consideration for
conferences events with management skills required to become successful. In the end, report will
pay clear emphasis on the different measure required to manage safe and secure for audiences.
LO1
Different categories and dimension of events with specific examples.
An event has been stated as describing as public assembly with the purpose of celebration,
education, marketing & reunion. Event planning is basically usage of creativity and
interpersonal skills to organize different occasions for any special reason or celebration with
efficient and effective resources. Events have been classified into classified into size, type and
context. These events are private, corporate and charity one
Private events
Private events are used by individuals who can book up the venues such as for wedding,
reception, birthday and festival gathering. The private events are not diverse as host always want
privacy for their respective events (Lancaster and et.al., 2017). There are certain guests to be
arrived to at venues. There were private organization in larger number with major involvement
commercial activities for the business of event management .
Corporate events
Corporate events helpful in business promoting brand and product such as team building
exercises, dinners, Conferences, events of Networking, Seminars Product launches and
Meetings. The corporate events are not diverse as one being aimed at business including differ
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management functions with having proper corporate communications for the improvement of
business morals and procedures.
These events help on building professional relationship between employee and benefit proper
staff communication and business expansion. The corporate events are offered to all sizes to
solicit new business, and creation of corporate brand image among the existing supplier and
customer. The corporate bars have been raised dramatically to help out business to create public
awareness as well as media and industry buzz (Kubler and et.al., 2017).
In this process, the event management companies have to pursue proper information to
member who are carry out planning, progress review, discussion on important issues, circulate
new information with selection of committee personnel. there will be examining of different firm
position as to have new knowledge impartation.
Charity/Fundraising
Charity events is way for individuals for raising the money. The events can be such as
Society balls, Sports events and Charitable auctions. There events were asked by different
sponsors to individual partaking more to raise money. These events are range from Sponsored
runs, cycling, skydiving and walks. The charity event industry in term of one supporting the
important cause or local business. This will have addition in goodwill and benefit the sponsored
business with building the strong networking and healthy relationship in public. These events
are not limited to audience as have requirements of more people to contribute in charity events.
Discuss the feature and current trends influencing events sector with proper examples.
Private events
Trend 1
As important private venue is weeding looking out to have venues in term of
collaborative technologies with bandwidth capacity. There is need to have next lave
engagement session and venue to achieve the grade of sustainability.
Trend 2
Events planner should look to have speciality liquor bars such as Blanco, Amero,
reposado, and mezcal
Corporate events
As in the corporate event of business have involvement of various gathering such as Ensuring
team building exercises, Business dinners, Conferences, Networking events, Seminars Product
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launches and Meetings (Getz, 2018). In this conference is major level of corporate event looking
to have series level of informative trends needed to be understood.
Trends 1
Hosting of event with fewer resources
Despite increase in competition, companies want to have reduction in budget. As per the
2019, companies have face greatest level of challenges is insufficient budget. This have been
turning out to be the reason for unnecessary worries. In year 2020, the major challenges will be
reaching attendees, securing sponsors, securing speaker, reaching out past attendees and
increased competition.
Trend 2
Marketing and promotion efficient tactics
Marketing and promotion will take lion share of events budget again. The marketers are
looking to implement effective marketing and promotion tactics reach new attendees. Tactic
look at as email marketing, new letter and content marketing looking encourage valuables share
insight.
Trend 3
Argument and virtual reality on mainstream.
For years, many have predicted that augmented and virtual reality (AR and VR) will be
the next big things for conferences and corporate events. AR and VR are poised with mass
adoption in year 2020. AR and VR are also becoming a popular choice for sponsorship
activation.
Charity events
Trends 1
The charity events are turning out to be redefining as human need in the idea community
for powerful emotional instinct (Goel and et.al., 2019). Large charities are able to scales their
operation to retain local’s connection despite of being the loyal and committed brand of
traditional supporter.
Value and trust are new currency
Trend 2
Donor remoteness in UK with lack of understanding regarding modern charity have create a
level of barriers in successful organizing of charity events. There is need to gain trust with
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development of new currencies and ways to scale. This will be helpful in gaining reconnection
with supporters and public to show tangible value to donor.
LO2
Design an event layout
Event planning professionals taking up diagramming floor and room layout to get better
reoperation client’s vendors & internal staff. This will have visual flow as well as where guests,
tables, furniture, equipment and other items will be arranged in an event.
In the hotel Hilton, Apple company have asked to organise the product launch event (Liang,
Fortinet Inc, 2020). The firm have specified the need and preferences for layout of the event in
such a manner so that major focus lies on the presentation of product to its respective
stakeholder. The product launch will take place in hotel Hilton resort of London. The events
have the prime invitation of 30 member and special cameras will be there to have major video
conferencing to maintain standard of social distancing due to the COVID-19. The launch will be
take 2 days between 9a to pm. The product launch events are considered as opportunity to show
case new products to investor, customer and influencers. Successful brand launching creates a
serious hype around new products to boost initial sales and build brand reputation.
Understanding the specific purpose of the clients, hotel Hilton have decided to have Theatre
style set up in which seat or chairs are places in row facing as stage area, head table or speaker.
Set up hints will be such as-
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This design is used that helps to protect the people from any infection and also maintain
social distancing. Also the layout of the eent is specifically help to let people concentrate about
the offere product and also meet the define aim.
 There will be flexible room setup as rows can be setup in circular, semi-circular, straight
or angles towards the focal point.
 Due to COVID 2020, there is need to maintain social distancing so offset of each row
will be done. as the result attendee don’t have the look over person in front of them.
 Event management will be using banquet type of chairs which have space them 3” to 6”
apart as these chairs are normally narrower. There will be proper availability of option to
allow the setting arrangement for 24” between rows will help out the attendees easy
movement in and out.
Hence, this seating arrangement will work for the organization such as Apple and
many more which doesn’t have requirements of reading and writing of anything. This
will be result in less interaction among the members and proper focus of all the audiences
will be present on successful Apple product launching.
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Additional services available with events environment and its importance.
Event management needs to bring all of small and large elements together for recreating a
memorable impact to successful product launching. Event management have to encompasses
with wide range of elements from decoration of activities to all important elements need to
present in event.
Lightening
All the setup of the event will be done as per the pre-defined theme of the company.
Lightening is the powerful tool as it tends to draw a clear attention on product display. There
will be used of colourful focus lights and creative lightening fixture to create amazing photo
opportunities (Thomas and Weiss, EntIT Software LLC, 2019). Management will take care of
natural light sources, so it does not distort any electronic displays of product demonstrations or
activities.
Décor
Décor is essential element which will make the product launch successful. Event décor
will be done cohesive theme decided by Apple company with event management. There will be
availability of podium for speaker or presenters. Hotel Hilton will avoid the traditional podium,
instead of that unique lecterns will be decorated with eye catching graphics. Furniture will be
banquet chairs as decided in event layout. Backdrop will be having the floral display
coordination with theme.
Music
After the competition of visual elements, there is need to choose background soothing
music. It is very important to understand tone of product launch events. This will be keeping the
all stakeholder relaxed and focuses during presentation of product launch.
Displays
There will be presence of large-scale display availability for getting the closer view of
the product launched to each and every stakeholder present at particular moment of time. There
will be availability of internet facility and all digital elements required to have proper conduction
of product event launch.
Catering
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Hotel Hilton will provide the catering facility to all the stakeholder after completion of
successful launching of the product (Adam and Ping, 2018). The catering team of hotel Hilton
will be dedicated, professional and hardworking servers will set everyone at ease. Hilton will be
put spotlight ion the Apple while treating guest to a spectacular five-star experience that
compliments company’s vision.
Parking
It is additional service that help to manage the facilities. As due to COVID-19, event
manager has to comply the rules and that is why, parking facilities should be properly provided.
For that, a signboard should be designed that helps to provide proper guideline to the customers,
so that they will find a way.
Layout
As the layout of the event is properly mentioned above and event manager has to
determine the comply the guideline. For the same entire space needs to be sanitized and this in
turn help to attract the customers.
LO3
Management role in event management and current trends in job opportunities.
Event management is the creation of events based on the motives and objectives. The
process of events has requirements of the various aspect such as logistic, schedule, budgeting
which is needed to be addressed from manager of events and its respective implementation.
So, the important management roles with event industry are such as
Event planner
Event planner have vital role dealing with major responsibility of various important task
such as choosing out location, organising transportation. Catering is deal to major responsibility
creating interdependence on finance department ensuring team stick to budget. This role has
need of good communication skills both in written and verbal manner.
Client service manager
This role has huge level of hierarchal responsibility for dealing with public on behalf of
event manages company. There is need to be very much professionals, polite with good
communication skills in order to complete out the job role in perfect manner.
Event manager
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This role has major responsibility to ensure that event run in smooth manners. The role
has need to active and practical’s doing regular paperwork such as planning details or change in
different schedules
Catering manager
The manager will be responsible for hospitality ensuring guest treated well during event. The
primary job to provide service, organising the food and beverage items meeting out customer
expectation, food hygiene with standard and financial target (Maguire and McLoughlin, 2019).
Administration
They will be in charge for expenditure and responsible for employee rights and pays.
This role will have proper coordination in distribution of budget. The manger will check with
administrator for making purchase in control.
Event social media coordinators
Social media is influencing every industry as work to promote events on social media.
This will be helpful in gaining attendee and exposure for events and venue. Coordinators will be
creating unique hashtags, do live feeds, design digital and campaign. During event execution, the
coordinator should have proper chance to interact with technology.
Event planner
From conferences and high end event planer have to manage all. this role is defined as
perfect multitasker. Planners will arrange all the logistics for food, décor, personnel, presenters,
and technology. The one should have ability to hand large servant like trade shows and
coordinate complex conference schedules for thousands of people
Donor or sponsorship coordinators
Donor coordinators will be raising the funds through lunches, dinners another fundraising
events. These professionals gave chance of catering to needs with well-off business people and
community leader.
Management skills and personal attributes for event industry.
A successful event career has the requirement of wealth skills from knack for detailed
planning to high level of multitasking during execution of different events. It is important as not
everyone have capacity to sniff out the details or problem-solving during chaos.
Skills Are Such As
Interpersonal Skills
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Successful event manager should be always comfortable dealing large level of
community. The one has need to be very confident but pleasant negotiators, resolving
conflicts and always maintain a sense of humour.
 Presentation Skills
The event manger should be very presentable making customer have visual ideas of event
they are dreaming off. In addition, they have need to be a high level of multitasker to can
juggle up 50 things at ounces. This will lead to have smooth planning and flawless execution
of an event.
 Communication Skills
Clear, firm and kind of communication will turn out manger into leader keeping everyone
on track as per planned at starting of event. This will also allow to effectively share the
vision and accept criticism. This will result in opening up to new ideas.
 Flexibility
Events manager should double up one minute & fearless leaders the next. cleaning up
with messes a taking up continuous call in quick, quiet and efficient manner. It is important
for event manager to stay calls, get the thing done and return back to show as perfect
gentlemen.
 Problem Solving Skills
Event manager should be able to take several levels of decision at different point of time
tracking down emergency duct tape or reworking with key note presentation. Manager have
to understand nothing will go as per plan but it will be going easier wit problem solving
approach.
Attributes required in event management industry
 Prioritize Relationship
The manger should possess good communication skills resulting in positive, memorable
experiences. This will b make clint feel the proper prioritising done by the event manager. this
will result in strengthening the relationship in perfect manner (Ebert, J.M and et.al., 2016).
 Establish Standard System Process
The business od event management have the major level of competition which can be
meet with differential and establishing the standard process system. The high level of
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standard will make business flourish with major profitability. Manger should standardize
system of event staff familiar and proficient with event procedure.
 Embrace Adaptability
Both action and adapting working side by side creating opportunity for business, manager
should plan everything to meet multiple deadlines and manager responsibility of different
member of team.
LO4
Explain the appropriate measures to provide a secure and safe event venue and environment to
guest.
The chosen event is to launch a new product of Apple in Hilton Hotel, for that specific event is
organized that helps to attract the customers. The event creator should have proper consideration
over health ad safety risk of any event. The larger event, the more important health and safety in
needed to be consider. This earns to take reasonable step to prevent harm to anyone who is
involved in meeting along with planning in case of emergency situation.
factors needed to be considered including al activities are such as-
 Capacity access
How attendee will be safely accommodated in the venue and what are pinch point where
overcrowding can occur.
 Hazards
This will be ground condition and topography wen positioning temporary success.
 Facilities
How far are the nearest hospital and fire station?
The link of public transports and consideration of infrastructure required.
Carry out the risk assessment
 Trip and equipment hazards needed to take care off. All the electrical equipment
should be checked and balanced with substitute option.
 Crown management hazards so that’s the risk of crushing and overcrowding can b
balance. there is need to handle aggressive and drunken behaviours (Sancho and et.al.
2020).
 Crew hazards – the manager have to look after the team members who can have injuries
from lifting a carrying injuries. There is need to comply PUWER and LOLER regulation.
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 Catering hazard – There should be maintains of risk relation to cooking a serving of
food. this have major involvement of fire and accident from hot substance.
Creation of the emergency plan
It is important for planning to any situation which will require urgent action. Aspect needed to
be managed are such as –
 Raising the alarm to communicate with staff and volunteer at time of emergency.
 Informing the public regarding the present situation which can be such as stopping and
restarting of events.
 Onsite emergency response as fire extinguisher or security staff.
 Crowd management and evacuation of people to the place of safety.
 Providing first aid which will be sufficient at certain point of medical provision.
 Handling the possible causalities.
Recommendations:
 To launch an event, it is recommended to the firm to hire a security manager who take
care of all the essential things in order to meet the define aim.
 Further, it is also recommended to the firm to set the benchmark that helps to determine
the progress of an event and also effective resources should be used that helps to meet the
requirements.
 Proper marketing strategies such as social media, billboards may be used in order to let
people know about the event happen in Hilton.
CONCLUSION
From the above file, it can be concluded as Event planning is basically usage of creativity
and interpersonal skills to organize different occasions for specific purpose or celebration. These
events are private, corporate and charity one. In year 2020, major challenges Marketing and
promotion There is need to gain trust with development of new currencies and ways to scale.
Event management is the creation of events based on the motives and objectives. Coordinators
will be creating unique hashtags, do live feeds, design digital and campaign. It is important for
event manager to stay calls, get the thing done and return back to show.
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REFERENCES
Books and Journals
Adam, I. and Ping, J., 2018, August. Framework for security event management in 5G. In
Proceedings of the 13th International Conference on Availability, Reliability and Security (pp. 1-
7).
Ebert, J.M and et.al., 2016. Real-time event management. U.S. Patent Application 15/133,101.
Getz, D., 2018. Event evaluation: theory and methods for event management and tourism.
Goodfellow Publishers Limited.
Goel, P and et.al., 2019. A data-driven alarm and event management framework. Journal of Loss
Prevention in the Process Industries, 62, p.103959.
Kubler, S and et.al., 2017. Open IoT ecosystem for sporting event management. IEEE Access, 5,
pp.7064-7079.
Lancaster, L.H and et.al., 2017. Pirfenidone safety and adverse event management in idiopathic
pulmonary fibrosis. European respiratory review. 26(146).
Liang, D., Fortinet Inc, 2020. Security information and event management. U.S. Patent
10,616,258.
Maguire, K. and McLoughlin, E., 2019. An evidence informed approach to planning for event
management in Ireland. Journal of Place Management and Development.
Park, S.B. and Park, K., 2017. Thematic trends in event management research. International
Journal of Contemporary Hospitality Management.
Sancho, J.C and et.al. 2020. New approach for threat classification and security risk estimations
based on security event management. Future Generation Computer Systems, 113, pp.488-505.
Thomas, J.D. and Weiss, J.L., EntIT Software LLC, 2019. Automated event management. U.S.
Patent 10,404,551.
Online
Corporate Event and Conference Trends You Need to Know in 2020. 2020. [ONLINE].
Available through < https://www.eventbrite.com/blog/2018-conference-corporate-event-trends-
ds00/>
Conference Coordinator.2019. [ONLINE]. Available
through<conference-coordinator.com/room-layouts.htm>
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