Detailed Report: Managing Conference Events and Strategies

This report provides a detailed analysis of conference event management. It begins by defining different categories and dimensions of events, including private, corporate, and charity events, along with the key dimensions of anticipation, appetite, activity, amenities, and arrival. The report then explores current event trends, such as live streaming, social ambassadors, smartphone integration, and event apps, as well as the impact of virtual reality and live event experiences. It also examines the development of the event sector, highlighting the influence of digitalization and changing customer needs. The report further discusses various management roles within the event industry, including event managers, talent managers, decorators, sponsorship heads, hospitality managers, event security officers, food and beverage managers, and marketing heads. It identifies essential skills and personal attributes, such as interpersonal skills, creativity, and problem-solving abilities. The report then assesses the impact of management skills on stakeholder needs and expectations, followed by an examination of safety and security provisions, comparing and contrasting different measures. Finally, the report offers a critical evaluation of the event management process, drawing conclusions based on the analysis and providing references.

Managing Conference Events

TABLE OF CONTENT
INTRODUCTION...........................................................................................................................3
PART 1............................................................................................................................................3
Different Categories and Dimensions of Events..........................................................................3
Features and Trends.....................................................................................................................4
Analysis of current event trends in event management...............................................................4
Development of event sector.......................................................................................................5
PART 2............................................................................................................................................6
Covered in PPT............................................................................................................................6
PART 3............................................................................................................................................6
Different management roles with event industry.........................................................................6
Skill and personal attributes required within event industry.......................................................7
Impact of management skills on stakeholder needs and expectation..........................................8
PART 4............................................................................................................................................9
Safety and Security......................................................................................................................9
Compare and Contrast the Safety and Security Provisions.........................................................9
Critical Evaluation.....................................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Event management is formulation of work plan to manage different projects such as
wedding, festivals, sport events and conference parties and stages show to make events
successful. This report analyses Kuoni destination management that operates its business in UK
and Europe. It covers about different categories and dimension of events within event sector. It
also examines consideration for conference and event room set up and professional standard
required. This report discusses management skill required to work within events environment
and to deal successfully with stakeholder. At last, it explains the various measures required to
manage a secure and safe event's environment for staff and guest.
PART 1
Different Categories and Dimensions of Events
Events are those which are taking place in a public or private gathering. These can
include decorators and event managers to make event a success and guests will feel more
comfortable by doing that. Events can be categorized into three types which are private, public
and charity.
 Private Events
Private events are those events which are taking place for specific people so that there is a
better organized form of gathering. These events include wedding, birthday parties, festival
gathering or wedding receptions (Dhoot, Jadhav and Moyal, 2019).
 Corporate Events
These events are formal gatherings and are funded by social gathering. There is a
business objective which needs to be fulfilled behind these events. These gatherings include
seminars, conferences, networking events, meetings, product launches, etc.
 Charity Events
Charity events take place to gather funds for a purpose for the future. These types of
events are held so that there is a social benefit in the future. These events include society balls,
sports events, charitable auctions, etc.
Dimensions of Events
To make events a success there are six dimensions which they must be considered which
will help to make event take place. Events have six dimensions which are anticipation, appetite,
activity, amenities and arrival. There must be proper communication so that event can be planned

and organized accordingly which is a very important factor for event. Meal is very important in
events therefore best menu and quality of the food has to be managed (Bui and Eguaikhide,
2019). Guests should have activities which they can participate in so that they do not get bored
and have a better look out for events.
Features and Trends
There are a lot of changes which are taking place in the event industry as well because of
the trends which are changing due to the customers demand and needs. The changes which have
come in the industry are as follows.
 Live Streaming
Social media is helping the event management to become a success because there are a
lot of promotions which can be done through that factor (Frawley, 2017). There are ticket selling
and there are live videos which are presented to the people so that they can get more loyal
customers.
 Social Ambassadors
To attract more customers in this industry there are people who talk about this in positive
manner to an audience which has a potential for this industry. Advertisements are made by the
event industry so that they can attract more customers in the event which is a very important
factor for them to generate revenue.
 Smart Phones
Smarts phones are really making a huge difference in the life's of people and businesses
as whole therefore it is very important to understand the importance of them and start using them
in events as well. Lot of the guests in events are smart phone friendly therefore it can be easier
for events to attract more people for organizing more events (Orduna and et.al., 2019).
 Event Apps
To have a quality in service there are apps which are made for the people so that they can
have an easier way of getting in touch with the event management and that is attracting more
customers.
Analysis of current event trends in event management
Virtual Reality Experience: Virtual reality is when people can see closely experience action
performed ans it can be generated using computer. Company by providing virtual reality

experiences in its product range can attract large number of customers and make event
innovative. As due to continuous innovative in technology demanded for virtual reality has
increases as anybody can watch show with minimum amount. Customer can easily watch
product features and quality for close (King, Dowling and Godfrey, 2011). It has complete
change or replaces event attendance in today world. It helps in enhancing effectiveness of event
and provides ease to customers who are not able to attend events. For example: Virtual reality
has potential to enhance various events such as trade show, sport event where any individual by
paying small amount can participate and enjoy show by viewing events through virtual reality
experience. Various company also use it at time of launching new product launch as it is easy
and innovative method to introduce new ideas to customers.
Live events experience: It helps in bringing energy and activation in meeting and events thus
waking up audience and get they engaged in the event. Now audience prefer content to be
exciting and innovative thus it helps in making event successful. Company by using social media
can live telecast its event so anybody in the world can watch it. Content should be exciting
personalized and innovative or by adding elements of games for encouraging engagement of
audience. For example: Live event experience helps in making corporate and private event
innovative and successful by engaging audience to take participate in the event.
Innovative Meeting Environment: This trends is continuously growing in event management
to create memorable and interactive experience. As unconventional events and meetings venue
create unforgettable memories and less interesting (Lockton and Lallemand, 2020). Event
destination is as innovative ideas in making event successful as it offers adventure and
experience of different culture. Seating arrangement, space should also be innovative as they
affect mood and tone of event. For example: Board meeting chair to be aligned and there should
be enough space in order to make event innovative. Many event management company provide
destination wedding to make event innovative as the event is organized in some other location
that have different culture which attract customers.
Development of event sector
Event sector has been growing at fast speed as previously it was just about meeting,
conferences, face to face seminars and product launches but due to digitalisation trends in events
management has completely changed (Manan and et.al, 2019). With more demand and
increasing customized needs event management has become important to make event innovative

and successful. People want everything to be perfect from décor, furniture, lightning, food, music
and ambience. Thus, now events designing are all about adding sparkle and ambience for
successful of event. Now attendees blend world of business and leisure so corporate events
organize Bleisure travel to increase participation of employees. People like to attend such events
that provide personal attention to them it is done by innovative seating arrangement, live polling
and better guest management. Such method are used in board meeting as in it personalized
attention is necessary and it makes events more successful and innovative. Social media has pace
to development of event industry as people can share their memories of events by uploading on
various sites. People can easily get news of upcoming events and buy ticket online such as
companies those organize private events attract large number of customers by marketing it on
Facebook, Twitter or Instagram. Thus, innovation in technology and change in trends helps in
development of event sectors.
PART 2
Covered in PPT
PART 3
Different management roles with event industry
Events industry has lot of job opportunities but its is competitive place as it required lot
of skill such as management, hospitality and security and knowledge to run an event
successfully. This industry is growing at rapid place and more and more people are taking
interest in such industry. Various current job opportunities in event sectors are:
Event manager: It is mainly responsible to manage various activities and function of events to
make it successful. Manager plan, assign work to its team member and also responsible for
supervising them at regular interval (Suryawanshi, and Narkhede,2015). It is also responsible for
resolving conflict and coordinates different department for smooth operation and achievement of
organisational goals. It provides opportunities to individual to take decision quickly and
coordinate work of individual towards organisational goals and increases confidence level.
Talent manager: In order to make event attracting and interesting a particular talent is required
such as dancer, singer and comedian. Talent manager is responsible for hiring people, managing
requirement and issue related to talent. Thus, it enhances knowledge and skills and enhance
creativity and talent of person to perform various function in the future.

Decorator in charge: Decoration also plays an important role in making an event successful as
it attracts attention of audience. Decoration in charge is an individual that look after lighting and
sound system to make event attractive. It helps in enhancing creative and innovative
opportunities for individual as it has ability to visualize and execute.
Head of sponsorship: Most events required sponsorship to meet expense of event so
responsibility of head of sponsorship is to contact potential sponsor and convince then to
sponsorship for event. It helps in developing good communication skill and ability to convince
people which can be used in gaining different career opportunities in the future.
Hospitality manager: It plays an important role as responsible for ensuring excellent guest
experience and also handle complaints and requirement of guest. It develops good
communication skill and increase confidence and able to build good relationship with others.
Event security officer: It is responsible for safety of guest and various person present in the
venue that make it successful. It ensures availability of all security arrangement and sure that
guest and people are safe (Wang, 2019). It develops tactical knowledge and create awareness of
the latest security system and ability to resolve conflict for smooth operation of function.
Food and beverage manager: It deals all issue related to food and beverages that are to be
offered in event be paid or complementary such as snacks and water. It enhances skill and
knowledge such as quantity to be produced to avoid wastage regarding food and beverage which
can be used as career opportunities in hospitality industry.
Head of marketing: It is most important department as it is responsible for marketing of event
through various medium such as social sites, board and hoarding. It is responsible for making
marketing plan and strategies to attract large number of audience. This talent can be used in any
industry as every company is operated to market and sales its product and services.
Skill and personal attributes required within event industry
There are various skill and attributes that are required to manage and operate event
management on large scale.
Great interpersonal skills: Manager in order to lead its team effectively should have ability to
listen and tell about various activities to be performed by individual. Effectively interpersonal
skills helps in coordination of team and make event successful. It benefits to whole team as they
are able to easily coordinate with each other and also benefit to sponsors as they have spent
money for success of event.

Creative and innovative: This skill is required mostly as event is mostly based on creativity and
innovation that is things to be done in different manner. For successful of event the manager
should be able to think out of the box to create it a long-lasting memories and experience. It will
benefit to investor, customers due to creativity and innovative style event has become successful.
Good time management skills: Multi tasking is required in an event management it should be
able to arrange activities, function to be performed at time. Thus, prioritize productive activities
to achieve more in limited time. It will satisfy audience as delay in event cause frustration and
irritation.
Leadership skills: It requires good leadership skills to guide, assign responsibility to various
team member thus helps in achievement of end goals. Leadership play important role as they
motivate and influence team to work effectively for achievement of end goals. It will satisfy
needs of team or people working by motivating them and investor by making event successful.
Impact of management skills on stakeholder needs and expectation
It can be stated that management skill impact adversely on stakeholder needs and
expectation as it contribute in making event successful. If manager has good interpersonal skill
that it would able to effectively assign roles and responsibility and resolve conflict thus promote
smooth functioning of event (Fonarow, 2019). It will benefit to investor or sponsor as they have
invested money in the event and get back large number of return in case of success of event.
Time management provide benefit to audience as they can enjoy it as per the timing without any
delay. Leadership skills motivate and influence team member to work effectively thus promote
success of event . Thus, benefit to team member as they are happy and satisfied, investor and
customers as event has created remarkable memories and experience in minds of audience.
It can be stated that various skills or multiple skill and knowledge are required to make a
event successfully and remarkable. They should have ability to effectively coordinate effort of
different individual for success of event as it satisfy needs of investors and customers that have
planned to organize event (Dashper and Fletcher, 2019). They should also have some technical
knowledge so that in case of some techniques issue it can easily handle and helps in smooth
functioning of event. They should also have ability to resolve conflict as there are many cases
conflict occur between event function that hinder smooth functioning event.

PART 4
Safety and Security
There are a lot of accidents which can take place during an event if there are not proper
measures taken for the event to be a success. There have to be proper measures for health, safety
and security measures which needs to be taken so that the event can take place properly (Suiter
and et.al., 2016). These measures are not just for customers or guests but also for the employees
who are working in the event so that there is a comfort level in the people.
 Safety
OSHA deals with the rights of people but during events there were not right measures
and safety measures which were taken for the employees of the company which is very
important for the employees to work in the company (Wuthnow and et.al., 2017). Employees
must have a safety and healthy privilege and assurance which they must receive so that they can
help in making the event a success. Lot of employees were injured and some lost their lives
because the safety measures were not present for them properly and employees did not have the
right knowledge about safety as well.
 Health Aid
There are health aids which are supposed to be present where there are events taking
place because there is anyone who might need first aid because accidents can happen anywhere
and anytime. Olympics 2012 had this facility for the sportsmen and the audience so that they
could take immediate action regarding this factor and no one's life was at risk.
 Screening
There must be screening of all the guests and staff so that there are no illegal activities
which are taking place during event. There are terrorist attacks which can take place in the events
therefore it is very important to screen everyone who is entering. Example there was screening
done in Chinese New Year, London because they did not want the event to be disturbed and have
any issues in hosting this event.
Compare and Contrast the Safety and Security Provisions
Safety and Security
 Private Events
There have to be security check points in a private event so that there are no other people

than who are expected to be thee which is very important factor for them to have. There has to be
knowledge about all experience of the location so that there are better measures which can be
taken for the benefit of all the others. Private events like wedding there are a lot of uninvited
people which can come in therefore it is very important for the management to make sure that
there are no uninvited people coming in the event.
 Corporate Events
There has to be proper measures for security like matching the identification card with
registration information so that there is a better success in making the event a success. There are
a lot of information which is shared in corporate events therefore it is very important for the right
people to be present in the event who can be trusted and who will not let out information
(Banatwala, Brooks and Russo, 2018). Corporate events like launching of events have to have
limited and trustworthy people so that when they let out the information they can have good
supporters which will give honest review of products.
 Charity Events
There has to be a screening of the guests which are coming in for the charity so that there
is safety in the event which is taking place (Reason and Hobbs, 2017). There has to be medical
support in the charity event so that there are proper measures which can be taken if there are any
emergencies. Charity events like sports have a lot of people coming in therefore security is very
important since there are important people who attend such events.
Measures must be taken for the security and safety purpose so that the event can not get
effected from any possible way. There are a lot of factors which have to be considered for the
safety and security which have to be considered when an event is being planned and taking place
as well.
Critical Evaluation
Measures have to be taken for the safety and security of the customers or guests and the
employees who are involved in the event so that there is no factor which can affect the event in
any possible way (Adderly and et.al., 2017). There are accidents which can take place by mistake
but if there are safety measures taken then there will be no factor which will make the event
come to an end and the event will be successful.
 Emergency Plans

While hosting an event it is very important for the management to have an emergency
and back up plan for everything they are doing so that they do not have any troubles in making
the event a success. In case there is a fire accident which takes place in the event then it is very
important for the management to have an emergency exit for the audience so that they can escape
the place faster and make the people safe.
 Identification Information
All type of events must have a guest list and the guests must show their identification
while entering the event so that the security is sure about the people who are coming in the event
which is a very important factor for them (Stephen and et.al., 2018). Public events can have a lot
of illegal activities which can take place therefore it is very important for the identification of
guests and staff associated with event.
 Screen of Guests and Staff
All the guests must be check when they are entering the event so that there are no illegal
activities which can take place and there are no accidents which may take place in these type of
events. Charity events have a lot of famous people involved and it is very important for the event
management to provide those guests the security which they expect from the event.
CONCLUSION
From the above report it can be concluded there are various categories and dimensions of
events within events sectors. It can also be concluded that conference and event room setup
should be as per professional standard. It can also be stated that various management skill are
required to work within event environment. Management skills provide benefit to various
stakeholder such as investor, customers and audience by making event successful. At last, it can
be concluded that in modern trends various measure are to be taken for health and safety of
people present in the event. Thus, event management should provide safe and secure event
environments for staff and guest.

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