Managing Conferences and Events: HNC International Travel, Unit 7

This report delves into the multifaceted world of conference and event management, exploring the various categories and dimensions of events, including conferences, seminars, and personal events, as well as mobile, micro/macro/mega, and live event formats. It examines current trends influencing the events sector, such as the integration of technology and innovative strategies in business, cultural, and leisure events. The report outlines crucial aspects of event layout, including budgeting, tool selection, and design considerations, with a practical example of a conference layout. Furthermore, it details additional services like concierge services and interpreters. It also discusses various management roles within the event industry, such as event/program managers, supervisors, and development directors, and highlights essential management skills and personal attributes. Finally, the report emphasizes the importance of security and safety measures for staff and guests, ensuring a secure event environment. This report is designed to assist Freeman Company, a conference and event management business, in developing its event management capabilities.

Managing Conferences and
Events

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
LO1..................................................................................................................................................3
P1: Different categories and dimensions of events......................................................................3
P2: Categories and current trends in events sectors.....................................................................4
LO2..................................................................................................................................................5
P3: Event Layout..........................................................................................................................5
P4: Additional Services................................................................................................................6
LO3..................................................................................................................................................7
P5: Management Roles................................................................................................................7
P6: Management Skills and Personal Attributes..........................................................................7
LO4..................................................................................................................................................8
P7: Security and Safety Measures................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Conferences are the most important and productive events that mainly organize for the
professional purposes. Businesses are organizing that type of events in the work environment for
the presentation of the any new ideology. There are many factors run together, like; the purpose
of the conference, location of the conference, budget of the conference, invitations for the
conference etc. Businesses are give these conference responsibilities to the event manager. The
event manager work is to analyse all factors of the conference, because these are the one task for
the manager in which manager need to put their all efforts in event management and try to
achieve final goal of the event. These are the way for the event manager to show their innovative
event management skills by organize an attractive and productive event for the professional
purposes. There are many purposes of the conferences and events, but in the business sector it
includes; build hard business relationships, raise productivity of the business, celebrate the
business achievements, discuss new ideology with business relatives etc. Almost all successful
business in the world are organize these type of conferences and events in the business
environment for achieve their business goals. These report included outline of the events sector
in systematic manner which are helpful for the Freeman Company (a conference and event
management business) to develop their capability in event management.
LO1
P1: Different categories and dimensions of events
 Categories of events : There are various categories of events.
1. Conference : Conferences are the most popular events which are mainly organized by
the businesses (Ohly and Schmitt, 2015). The purpose behind these conferences are to
achieve business goal by discussing business ideology with the business relatives. For
example : Business meetings, Business success discussions, etc.
2. Seminars : Seminar events are basically organizing for the purpose of give training to the
business managers and employees, motivate students for their career, gain cultural
objectives etc. For example : Motivational seminars, Devotional seminars, Business
improvement seminars etc.
3. Personal Events : Personal events are generally organizing by the particular person or
team for achieve their personal objectives (Carr, 2016). These type of events are useful in

the build good interaction values with relatives. For example : Birthday party, Wedding
dinner, Anniversary party etc.
 Dimensions of Events : There are some important events dimensions mentioned below;
1. Mobile Events : Mobile events indicates events in different host cities or places, which
are summarized as when any event management company cover all scheduled events step
by step in the decided places (Steinmo and Rasmussen, 2016). For example : Blood
donation event, charity events, environment care events.
2. Micro, Macro, Mega Events : These dimension of the events are indicates the size and
budget of the events. For example ; Micro events includes small type of the events
(Business meetings, School functions, charity functions), Macro events includes medium
type of the events (Singing concerts, Film festival, Cultural fairs), and the last Mega
events includes large size of the events (Olympic games, political speeches).
3. Live Events : Live events means those events which are streaming live on the televisions
and internet platforms. For example : Cricket matches, Football matches, President
speeches etc.
P2: Categories and current trends in events sectors
There are many categories of the events and current trends which are completely
influencing the events sector. Current time many new trends come into event management
industry. There are lots of innovative ideas and strategies are currently influencing the event
management industry. Like online conferences, business meetings through internet etc. These all
new trends are influencing the events sector.
1. Business conferences : Business conferences are organizing for the purpose of achieving
business goals. There are many new trends comes into these type of conferences, like; use
the latest technical gadgets in the conference for better presentation. In that case these
new trend influencing the event sector (Altieri and Nicholls, 2018). Freeman company
need to be up to date with the latest technology in the market, because all businesses are
demand for the effective conference management. These are the responsibility of the
event manager to arrange a attractive conference.
2. Cultural Events : Cultural events are generally organizing for gain cultural objectives in
the society. In current time the organizer of the cultural events are demand event manager
to use some innovative strategies in the event which make these events more effective

Leisure and productive. So, these are influence the events sector to use some innovative
tricks and strategies in the event management for make events more attractive.
3. Leisure Events : In the leisure events, the event management company are proving
facilities, like; arranging entertainment venue, festival celebration place etc. Current
trends of leisure events are also influencing the events sector because the people are need
some VIP experience during these type of events. So, these are the responsibility of the
event management company to arrange some VIP type places in a limited budget to
organizing leisure events.
LO2
P3: Event Layout
There are the stages involved in designing the layout of the conference are as follows;
 Setting the Budget- Before the organization of the event Freeman co. need to set an
effective budget for the implementation of event activities. Budget are very necessary for
the any event to run all major task of the event (Addo-Tenkorang and Helo, 2016). It is
providing required fund to the event management which are responsible for the
arrangement of the events.
 Arrange proper tool for managing the event- Freeman co. need to arrange proper tool
for the managing the event. There are a business conference in that case management
company need to arrange some useful tools for the conference, like; Laptops, Screen
sharing, Web cams, Video recorder, mike, etc. These are some important tools for any
business conference.
 Layout and design-
Illustration 1: Conference Layout

This layout and design is good for the any conference, because there are all necessary
items and tools are available which are generally useful for a conference, like; Projector,
projector screen, tables, chairs, notepads, water bottles etc.
Budget (for 25 executive)
Particular Amount per person Total amount
Stationeries 18 450
Food 180 4500
Sitting arrangement 48 1200
Cameras and projectors 52 1300
Rent of the hall 30 750
Decoration 40 1000
Lightning 32 800
TOTAL 400 10000
P4: Additional Services
There are Freeman co. need to provide some additional services to the clients within the
conference.

1. Concierge Services : In the additional services of the event management company,
Freeman need to provide concierge services to their clients which are come from the
different countries. This service includes send vehicles or cars to pickup guests from
airports for the conference venue.
2. Interpreters : In this service event manager need to provide interpret facility at the
conference place, because there are many clients comes form the different countries, and
they don't know the local language like; English. So, interpret help them to translate the
delivered dialogue of english in their language for better understanding.
3. Food & Beverages : Food & Beverages service are also necessary service for the
conference (Ma, 2017). In this service event manager need to arrange food item for that
all people which are come for the conference purposes.
LO3
P5: Management Roles
In the event management industry there are different management roles which refers to
current job opportunities in the sector.
1. Event/Programme Manager : Event manager is the person which manage the whole
event from the top-level management. Manager provide their guidelines to the employees
which are implement the all activities of the event. So, this is a good job opportunity to
those which are interested in the managing the programmes or events.
2. Event Supervisor : Event supervisor's responsibility is to supervise the all events
activities. Supervisor also responsible for the give work task to the employees to cover all
event activities (Wahed, 2018). Event supervisor position comes after the event manager,
in that case supervisor take orders from manger and then implement them in the event
activities. This is also a great opportunity in the event sector for those people which are
looking for the supervisor job in the event management industry.
3. Development Director : The role of the development director is to develop the new
strategies in the event management which are decrease the negative elements in this event
management activities. This management role is also a good job opportunity to those
people which are interested in the development of management skills.

P6: Management Skills and Personal Attributes
There are many management skills and personal attributes required to work within the
events industry and meet stakeholders needs and expectations.
1. Energetic Form : This is a great skill of the management, in which the management are
work with full energy in the event management to complete their task (Delacruz, 2018). It
is helps to cover all event activities in the fast mode, and it really impresses the
stakeholders because no one want delay in the work. So, this skill or attribute are fully
meet stakeholders needs and their expectations.
2. Skill of Creativity : When the management is creative at their work, in that case their
work also become too much clean and effective, because during event activities,
management put their additional creativity in the work. So, at final result it is help to
impress the stakeholders and also meet to their needs and expectations.
3. Leadership Skill : This skill is the most required thing in the event management
industry, because there management need to give direction to their employees. In this
situation the management need to use their leadership skill to handle their employees at
event activities. These are also helps to meet stakeholders needs and expectations,
because with the good leadership skill Freeman able to give their good work in the all
event process.
Management skills are really helpful for in creating a successful event to meet
stakeholders needs and expectations. Management skills includes those skills which are too
much productive for the event management. These skills providing some specific ideas to cover
all management activities in minimum efforts. When manager use these skills in their work, then
manager completely able to get positive result of their work. These are also creating a successful
event which fulfil all stakeholders needs and expectations, and also make them satisfied.
LO4
P7: Security and Safety Measures
Security and safety are the main terms for the protection of guests and staff in the event
management industry. There are various measures of the security and safety in the event
environment (JACKSON, 2018). Event manager need to provide security service at the event
venue, because these are very necessary for the events activities to avoid unnecessary and
disturbing elements from the events.

In other side the safety objective is also too much necessary in the event management, in
this case manager of the event need to hire some special guards for the event venue which are
protecting to all staff and guests in the event venue from the bad ideology. In the current time
every event management company maintaining safety and security aspect in their work system.
Both security and safety are very useful for maintain a safe zone in the events industry.
CONCLUSION
It can be concluded that in the event management industry there are various categories
and dimensions of the events. Many current trends of the event categories are influencing the
events sector. It also included an event layout to perfectly set up a conference or event room to
meet specific client brief and requirements. There are another responsibility of the Freeman co. is
to provide additional services to the clients during conference. Management company need to
use some important skills in the events activities to get appreciation for the good work. At the
last stage Security and safety factor are also too much necessary in the event management
industry. This factor is some complicated and also requires effective coordination and
communication at the event venue, but manager of Freeman co. need to maintain secure and safe
zone in the events.

REFERENCES
Books and Journals
Ohly, S. and Schmitt, A., 2015. What makes us enthusiastic, angry, feeling at rest or worried?
Development and validation of an affective work events taxonomy using concept
mapping methodology. Journal of Business and Psychology. 30(1). pp.15-35.
Carr, E. S. ed., 2016. Scale: Discourse and dimensions of social life. Univ of California Press.
Steinmo, M. and Rasmussen, E., 2016. How firms collaborate with public research
organizations: The evolution of proximity dimensions in successful innovation projects.
Journal of Business Research. 69(3). pp.1250-1259.
Altieri, M. and Nicholls, C., 2018. Biodiversity and pest management in agroecosystems. CRC
Press.
Addo-Tenkorang, R. and Helo, P. T., 2016. Big data applications in operations/supply-chain
management: A literature review. Computers & Industrial Engineering. 101. pp.528-
543.
Ma, P. C., 2017. Management responding strategy to customer online reviews: a case study of
hotels in Taiwan (Doctoral dissertation, Massachusetts Institute of Technology).
Wahed, T. A., 2018. Impact of Facility Management on Fire Safety Crisis in Bangladesh's AEC
Industry.
Delacruz, V. A., 2018. 2017 ADEM SSIP Safety Culture 2 (No. LA-UR-18-22042). Los Alamos
National Lab.(LANL), Los Alamos, NM (United States).
Online
JACKSON K. 2018. How The Event Industry Will Evolve in the Next 20 Years. [Online].
Available Through: <https://www.eventmanagerblog.com/how-the-event-industry-will-evolve>