Event Management: Room Layout, Job Roles, and Security Report

This report provides a comprehensive overview of event management, focusing on various aspects within the event sector. It begins by categorizing different event types and dimensions, highlighting the role of Kuoni Destination Management. The report then delves into the practicalities of event planning, specifically the design of room layouts for product launches, using the example of a multinational product launch in London. It explores the cabaret room layout style, delegate settings, and the importance of space utilization, ventilation, brand experience, and lighting. The report also outlines the necessary audio-visual equipment and IT support required for successful events. Furthermore, the report examines the different job roles within the event industry and the skills needed for each position. Finally, it addresses the crucial aspects of event security and safety provisions. The report concludes with references and an appendix, providing a well-rounded analysis of the event management process.

Managing Conference
and Events

Table of Contents
INTRODUCTION...........................................................................................................................3
PART 1............................................................................................................................................3
Different categories and dimension of events within the event sector........................................3
PART 2 ...........................................................................................................................................6
Designing the room layout for launching the multinational products.........................................6
PART 3 ...........................................................................................................................................9
The different job roles in the event industry and skill required for the job roles........................9
PART 4 .........................................................................................................................................11
The security and safety provisions for the events.....................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13
APPENDIX....................................................................................................................................15
Questioner.................................................................................................................................15

INTRODUCTION
Event management is an application for managing the event to the creations and also
development of the large scale events Such as the conferences, events for product launching etc.
it is a process of coordinating, planing which usually refereed for the event and it involves the
budgeting, transportation, selection, acquiring necessary things, speakers, décor etc. Kuoni
Destination Management company it is a destination event planner with full knowledge and
providing logistic services. It controls and implies the tourism firms and also having the control
over the destinations sources and resources. This report wills study the role of the assistant event
project manager and depth study of the types of event categories and also the designing and
setting up the layout of the room for launching multi- national product in the exhibitions.
Furthermore, this study shows the different job roles and skills required for managing the event
and also the abilities for managing the safe and secure events.
PART 1
Different categories and dimension of events within the event sector.
Diversity of the sector
Event management is an application of various effective project management which leads
to creation and development of various events, conference parties, festivals, hallmarks,
ceremonies, mega events, community events and special events. Event management is an
effective process which focus on managing big events at a large like trade shows, launch
events,n festivals, corporate events and luxury events.
Conference planning needs to be organized which helps in creating vision and business
plan and effective management team which leads to higher operational efficiency and
performance of the event management and conference planning (Baldini and et.al., 2017).
Kuoni Destination Management company is one of the leisure company who conduct
events like Entertainment, AV and event technology, catering and Gala dinners, Decor,
transportation and logistics, concepts and graph designs, public events and roadshows,
accommodation, volunteering, incentive and product launches and sports event are few different
event categories within which it function. Kuoni Destination Management company has expand
their business by launching various other events like music festival, religions festival, sports

events and food and catering events for higher and long term sustainability growth and
development of the business (Draper, Young Thomas, and Fenich, 2018, January).
Kuoni Destination Management company also expand and diverse into various different
categories like exhibitions, fairs, carnivals and trade shows in a more creative and innovative
way to attract more customers and maintain goodwill and reputation of the company. It has new
supply for tourism growth market such as United States, New Zealand, Canada and UAE for
long term sustainable growth and development of the business by moving towards new market.
Kuoni Destination Management company adds value to the economic growth and
development of the company within a specific defined geographical area. It creates mire job and
employment opportunities for higher growth and opportunity for individuals as well as for the
Kuoni Destination Management company (Nelson and Hajcak, 2017). It also leads to increase in
gross domestic product of the company which eventually leads to higher economic growth and
operational efficiency of the business by optimally utilizing the resources.
Use of innovative and advanced technology digital platforms like Facebook, Instagram,
Twitter, LinkedIn, YouTube to attract more customers across the globe for higher operational
standards and efficiency to meet organizational goals and objectives on a timely manner. Tech
savvy planning and use of mobile application helps in attracting large customers from across the
globe in a real time basis. Use of advanced technology like artificial intelligence, chatbots,
automation technology helps in livestreaming from anywhere across the globe and encourage
and attract large customers (Babiceanu and Seker, 2016). These recent trends helps Kuoni
Destination Management company in saving time, better communication, effective networking,
effective cost plan, better planning and marketing automation for more higher operational
efficiency and reach large number of customers in a target market.
Kuoni Destination Management company take into consideration corporate social
responsibility into the business which minimizes the risk and adverse effect on the business.
They are committed with various human rights, child protection, environmental commitment,
Spiti initiative to make people aware about their business and create strong goodwill and
reputation for the company (Turner and et.al., 2016).
Kuoni Destination Management company take into consideration various innovative
event trends into the business to maintain competitive advantage and market position.

Implementation of effective digital technology like artificial intelligence, chatbots, automation
technology, bolster tech management, face recognition, navigate travel bans, safeguarding event
reputation, use of mobile centric technologies to keep employees up-to date (4 Event Technology
Trends Shaping the Future of Events, 2019). Use of internet of things, digital mapping, effective
use of environmental, human and financial resources, event diagramming, project mapping are
few current trends which lead Kuoni Destination Management company to higher sustainable
growth and development. New event trends will help in outlining the demand and supply,
industry performance and also leads to attainment of goals and objectives.
Features of events
There are wide range of events in the market like exhibitions, conference parties,
festivals, hallmarks, ceremonies, mega events, community events, trade shows, launch events,
festivals, corporate events, luxury events and special events (Nelson and Hajcak, 2017) .
Exhibition event
Exhibition event is conducted for presentation and launching of the product. It is usually
conducted in gallery, park, museum, library, exhibition hall. The budget to conduct an event is
based on the relevant show and the number of people attending the exhibition. It is conducted for
educational or professional or entertainment purpose for a small time as per the necessary need
and specification of the customers.
Public events
Public events, festivals and shows conducted for localities. It is usually conducted in
stadium, auditorium, etc. the budget is high to conduct this event. It is conducted for
entertainment purpose by various artist and sponsors.
Product launches and sports event
Product launches and sports event is an event to launch new products into the market and
sports events like cricket, golf, horse riding, football, hockey, etc. It is usually conducted in
stadium, auditorium, etc. and product launch in conference hall, corporate building. The budget
is too high and is conducted by various sponsors and in case of product launch event it is
conducted by director, manufacturer, designer, etc. to launch product in the market.
Current trends within event industry

Use of effective digital technology and various innovative trends like facial recognition,
VirtualBox reality, augmented reality, event data, drones, radio frequency identification (RFID),
mobile app for events, voice search, artificial intelligence, interactive technology, visual
animation walls, event apps and experiential tech leads to higher sustainability growth and
development of the Kuoni Destination Management business (Draper, Young Thomas, and
Fenich, 2018, January). .
Increase safety and security requirements to safeguard and protect all individuals leads to
higher sustainability growth of the business. New and innovative events helps in attracting large
customers from across the globe (Babiceanu and Seker, 2016). Kuoni Destination Management
business focus on conducting green event by minimizing wastage and follow green practice like
recycling and reusing products. They focus on sustainable and green environment practice.
Effective communication between customers using effective gadgets and technology helps in
sustainable growth of the business (Turner and et.al., 2016).
PART 2
Designing the room layout for launching the multinational products.
Destination has been chosen for launching the multinational product is: London
Meeting room configuration:
Space utilisation for comfort and to accommodate the number of guest.
The space has been cover and utilise in the congress hall as the product launch where all
the planing and organising according to the number of guest from 300-400. It utilises the space
according to the audience and also give them comfort and accommodate so the attendees feel
good and also use the proper space according to their setting. Its necessary to give comfort but
also according to the budget (Getz, 2018).
Room layout and design set-up
Cabaret room layout style:- It has been described as similar as the banquet seating which is
always with the round tables with an open end and only focuses a focal point in the room.
Attendees also seated on the large tables instead of being fully closed with others. This is an
open ended style with the presentation area where the product has been launched and audience
facing the stage. It very much attractive for the guest that stage is easily visible and audible for
the attendees and

Delegate place setting and value added consumables
Its important to have the delegation about their work for the peoples who are attending
the product launching event. Its responsibility of the event manager to provide the beast place of
setting ion the event(Jones, 2017). They are using the cabaret room style where all the
individuals has easily faced and see the stage and the presentation. Its important to provide value
added services to the attendees from which they feel comfortable in the event and also at the time
of product launching.
Space is at premium and measure the space which has been used. For providing the best space
in the event firstly calculating the inventory size of the cube and also the volumes of the products
from which the attendees feel comfortable and also for the setting of the attendees. It also covers
the outside space for the dedicated registered area and also have a spacious foyer only for
welcoming the guests and using the space for serving the refreshment and buffet meals.
Ventilation its important to have ventilation there so it can resist the unhygienic air and also the
heating of the room. It required the ventilation in the room for the airflow space and also equal
quantity of the space has been required for supply and transfer of the air.
Brand experience it is a sensation, cognition, feelings and behavioural response which has been
evoked by the brand stimuli and related to the part of the brand identity and design,
communications, packaging and also the environments of the product launching.
Light up it is very much important to give lighting effects with the furnitures and create the
funky LED lounge. It is a part of attraction where attendees not going to miss the lighting and
furniture by the Kuoni Destination management. The combination of lighting and furniture props
helps in transforming the space with minimal décor pieces by Kuoni Destination
management(Savita, Muniandy and Mathiyazhagan, 2018).
Equipments requirements
There are so many equipments has been required for the audio and visual for facilitates the
conferences such as;
Audio and visual requirements It has been offered to the attendees that setting up the vast 130
plasma screen ideal for the branding of the Kuoni Destination management which is visible to all
eh audience and also audible as well. From the huge space at congress hall it has been suites as
the useful exhibition of the launching of the products so it requires acoustics sound which
involves the elevators beeps behind the scenes and also the level of the sound during the

presentation so attendees can easily focus on the and the light mood of the music breaks for the
aid relaxation by Kuoni Destination management. IT teams support for providing the technical
support and advices needed for stage the events.
Multinational projections, web streaming and webcasting.
Kuoni Destination management involves the things for the product launch such as;
 130 vast plasma screen with mounted with the projectors
 Computer and multimedia systematic.
 Sympodium interactive pen display for the automation of the on-screen.
 Proper Wi-Fi connection
 Proper lightning and technical support.
 HD streaming in 5Mbps.
 Ultra sound facility.
Additional services and added values
Catering and specific requirements
Catering is one of the most important thing which has been planing for drink and food at
the event Kuoni Destination management. Whatever the type of food it is necessary for look after
the guest for a high standard food quality with the great value for money and it works with the
budget. From better caterers it provides delicious food time and time again. Its important to
provide the gala dinner in the last of the event and conference(Hamm, Frew and Lade, 2018).
Photography
its important to have a photographer for clicking the pictures of the product launching
which is memorable for all. From providing the best photographer it clicks official photographs
off the award ceremony. Which add value in the event and collect the memories of this event.
Tourist facility
Its important to provide additional facility for tourist such as the adventure trip, luxury,
health and spa so that individuals relax from travelling and also enjoy the destination of the
product launching.
PART 3
The different job roles in the event industry and skill required for the job roles.
Event tech expert:- Its important that event tech expert is gone with the every
technology elements which surrounded to the events. It might be range of the audio visuals and

special effects. It is sometimes a step far for launching the products and so many technologies
has been used whether it is software or hardware. It can be used in launching the product in event
during facilitates the event and event planing process and engage attendees. It also provides the
ROI analytical sponsors and also raise the security for the community hosting the
events(Främling and et.al., 2016).
Social media coordinator:- it is an exciting part to continuing ion the developing of the
business. It is very much helpful for seeing the growth in the future because it has high depth of
different platforms, a flair engagement with the community the job role in the event industry
must be flair for the engagement in the community, quickly learn ability and key skills for
exploring the careers of the events.
Digital concierge:- It might be sound like the opportunity of the career, but also has been
replaced the traditional concierge services which has been offered to so many venues. Behind the
scenes it can serve the digital concierge for providing the traditional services and also doing for
the app or the web by Kuoni Destination management.
Meeting designer:-It mainly focuses on creating and generating the best experience for
ensuring the event objectives which has been achieved and focusing on the experience of so
many individuals. It has good combine knowledge of the cognitive learning and psychology. It
also ensures the learning outcomes for the participants and ideal the long term behaviour changes
which has been involved.
Event videography:- it is one of the job role where video has been taken for new life in
the world of events. Each and everyone has involved the vendors, venues and planner and
attendees which create a video content surrounding every events. It has to find out the interesting
ways for displaying everything their events(Tsou and et.al., 2017, July. ).
Creative director:- large events needs so many investments in complex staff and also
more often the teams which is looking for the creative directions for setting the event apart and
also bring all the elements together in the cohesive ways. Creative director always provide the
solutions for helping and bringing up event for life. It also creates engagement campaigns, focus
on events which is live, develop branding of the event, exhibitions and also the content of
marketing.
Sponsorship manager:- It plays an important role in the revenue and success of the
event. Staff members are dedicating to stewarding and recruiting sponsors which has the

significance impact in the year. A sponsorship manager should be someone who is familiar with
business and align with the invest and it also working hard for ensuring the mutual beneficial
arrangements form both the sides. It can be rewarding and exciting career with the event
management (Michelini, Iasevoli and Theodoraki, 2017).
Reflective report
I being an event manager have knowledge of technology which will I can use in
coordinating by future events. I know how to create audio and special effects with the help of
technologies. Also, I know a little about usage of some software in which I would able to
develop more in future regarding my knowledge related to software.
I use social media for official works like advertisements, attract new customers through
it. I know how to use social media to expand business of event and I will contribute my fullest
for the expansion of business. I am not so good at rendering traditional services in event but I
will improve my knowledge in it. Also, I will learn more about different traditions in order to
manage and success of my future events.
I am good at oral presentation and attract more number of people by my skills. Also, I am
very punctual and knows how to manage my time with my regular tasks. My communication
skills are excellent, people usually get attracted by my skills of communication. This can be
found useful in managing my future events.
Also, I am a good leader. I know how to manage team and work in team. I usually
allocates task so effectively that all the work of event managed properly without overburdened to
my followers. I always act as mentor not as a leader to them, this quality of mine attracts my
followers to work in coordination with my team.
I can very creative person and prefer to manage innovations in my events. I understand
there is risk in handling of innovation in events but I know how to handle and manage those risks
to execute a successful event. I always ask for by followers to contribute their ideas for event so
that they feel belonging and their engagement is always valuable in event. Also, I like to
appreciate ideas which are excellent. I also motivates them to encourage them for the
contribution of better ideas in future.
I am not good at videography at events which I know is my weakness but I am making efforts for
learning skills of videography which I will able to learn in few months. Definitely, my learning
will help my make any event successful.

PART 4
The security and safety provisions for the events
Events access and egress:- its important to know that entry and exit is accessible and clear for
expected attendees and also for staff in the Kuoni Destination management at the time of product
launching. It also adequate the emergency services an exit for all. All the instruction for
emergency exit and emergency equipments are clearly marketed there.
Traffic follow:- its important to think about the safety and security of all where vehicle access is
much more important in the campus ground where it required for set up and also for dismantling.
Provisions for the safe passage at the time of emergency through the pedestrian traffic. Providing
adequate parking supervision.
Event emergency procedures:- its important to have the event emergency procedures where it
provides the emergency response plan which has been documented at the place. Current maps of
the sites has been available for all the staffs for the emergency services and relevant parties.
Fire preventions:- its important to plan about the safety and security of all at the event and fire
preventions is one of them. Event manager has to keep in mind and providing the suitable fire
extinguishers in appropriates areas of the event and all fire extinguishers has been tested before
and also in date. All the staff and management has aware about the evacuation of the fire
procedures which is relevant to the planned event.
Electric power/ generators:- its important to have power access at the time of event because
from proper it accesses it doesn't cause problems but from not proper access it causes so many
problems such as providing the facility of the generator when the power is cut off and also all the
facilities regarding to the electricity and also the power plan has been attached to the safety and
security preventions and maps(Wang and Cole, 2016. ).
Personnel protective equipments and Security:- all the activities has been undertaken by the
volunteers and staff which has been checked for providing the personnel equipments such as
closed toe shoe, aprons, waterproof jackets etc. for separating the risk assessments and required
at the time of high risk alerts and tasks. Security has been provided by arranging the bodyguards
and police (Stern, 2017).
Crowds management:- it is a vital consider for the crowd management that small attendance
become crowd and it also depends on the capacity of the congress hall and area which can hold

the large number of peoples. Its important to manage the crowd and for that entrances and exit
are clearly marked , all the barricade and stage has been designed, also manage the crowd around
the focal points such as the performance management areas. Using of the security guards and
bodyguards for licensed the crowd.
Operational staff:- its important to consider for having the particular and certain expertise for
dealing with the site of the event and also with the situations which has been arises such as only
event manager who is expert in handling the hazardous materials like fireworks, electricians for
the filtering of the gas at the time of event, medical and first aid staffing who is always there for
attendees. It also implemented the effective child- safe practices and policies in the best ways for
protecting the children which has been involved and present at the event of exhibition.
Critically evaluate to improve the provisions of safety and security.
It has been critically evaluated that the safety and security so much more important at the
time of organising the events and conferences. There are so many ways to improve the
provisions of safety and security in the Kuoni Destination management through so many ways
such as by proper planing from addressing the good safety and security at the event which have
been offers the significant opportunity for the benefits such as it reduces risk, lower absence of
the employees and turnover rates, it takes action for the legal threat, make better reputation for
the corporate responsibility among the investors, communities and customers. And on the other
hand the in the terms of the cost of poor safety and security provided by the Kuoni Destination
management such as a thousand of people has been die due to cause of big accidents, workers
are injured, workers fatally injured almost each and every working day of their life in the
events(Lawson, Wolthuis and Cooke, Twilio Inc, 2015).
A suitable title for the article.
“An incident is just the tip of the iceberg, a sign of a much larger problems below the surface”.
CONCLUSION
This report was concluded all about managing conferences and events. This report was
begun with different dimensions and categories of events, some examples were also highlighted
for the same. After that professional standards which were required in conference and events also
discussed in this report. The management skills with successful dealing with stakeholders was
also explored in report. An individual reflection was highlighted in this report along with review