Event and Conference Sector: Management and Safety Report

This report comprehensively examines the event and conference management sector, encompassing its diverse facets, current industry trends, and various job roles within the field. It delves into the key management responsibilities, emphasizing the personal attributes and skills essential for effective event planning and execution. The report highlights the importance of providing safe venues, environments for guests, and secure conditions for staff. It covers competitive events, seminars, conferences, launching and social events, and other types of events. Moreover, the report outlines the significance of resources, equipment, food and beverage quality, and team management for successful events. The report further discusses the role of chatbots, personalization, and wearable technologies as current industry trends. Finally, it presents a thorough overview of the safety measures that event managers and companies must implement to ensure the well-being of all stakeholders.

Managing Conference and
Events — Activity 2

Table of Contents
INTRODUCTION...............................................................................................................1
MAIN BODY.......................................................................................................................1
Diversity of the event and conference sector.................................................................1
Features of events and conference...............................................................................1
Current trends of event and conference industry...........................................................2
Different types of job roles in event and conference management...............................2
Key management responsibilities..................................................................................3
Personal attributes and skills.........................................................................................4
Provide a safe venue.....................................................................................................5
Provide safe environment for guests.............................................................................5
Provide safe environment for staff.................................................................................5
CONCLUSION...................................................................................................................6
REFERENCES..................................................................................................................7

INTRODUCTION
Event refers to the occasion where people gather for some reason which is
important for them. The reason can be social or personal or professional (Event, 2019).
Present report will highlight the diversity and trends of event industry and
features of event. It will tell about the different types of job roles in event industry.
Report will covered the key responsibilities and attributes & skills of management. At
last, it will demonstrate the safety of venue, guests and staffs.
MAIN BODY
Diversity of the event sector
There are various kinds of events under the event and conference sector.
Diversification in events are as follows -
Competitive Events — It is also known as Sports Events. It includes organization of
Olympics, world cup, national & international sports events etc. Scope of these types of
events consists of purpose, number of participation and interest of people towards
sports etc.
Seminars — It is a type of event in which ideas are being exchange with a group of
particular students of the college or university or employees of the organization for the
purpose of creating awareness or giving knowledge about the topic.
Conferences — It is a type of formal meeting in which people of the organization gather
for the purpose of discussing the things in which they have interests (Horswell and
West, 2017).
Launching Events — It is a type of commercial event in which new things are being
introduce to the people. Launching events can be related to the new products or
services or it can be related to the entertainment industry where new films or shows or
web-series are being introduce to the media and audience.
Social Events — It is a type of informal events. It involves birthday parties, marriage
events, anniversary parties. Kitty parties, pool parties and picnic parties. Its main
purpose is to provide enjoyable environment to the people or society in which they live.
Others — There are various types of events which is being organized by the companies
and hotels working under the event and conference industry. These events are such as
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— Appreciation Events, Company Milestones, Meetings, Promotional Events and trade
shows etc. (Theorin and et.al., 2017).
Features of events
There are various features of successful events and conferences which are being
mention below -
Availability of Resources and Equipments — In the event, required resources and
equipments should be available. For example — if speaker don't have mic to speak then
how will interest parties will listen to them. Lack of availability of proper and required
resources and equipments can lead to disappointment in audience which can be result
as non achievement of purpose behind the event. For the successful event
arrangement, resources should be technological advanced and properly maintained.
Amazing Food and Beverages — Everything is good in event but if the taste and
quality of food & beverage is not good, it can ruin the mood of audience who attend the
event. A successful event is the event in which food and beverage should be tasty and
qualitative in order to provide great experience.
Great Team Management — A person cannot organize whole event alone. Thus, event
manager need a team in which people must be qualified, smart and expert in their area.
So that during event organizing, they can fully utilize their skills and knowledge in order
to make event unique and memorable for the audience and client (Getz and Page,
2016).
Current trends of event industry
There are various trends which is currently existing in event and conference
industry. These trends help companies and hotels to organized events properly and in a
better ways. Current trends of event and conference industry are as follows -
Chatbots — Chatbot is a type of artificial intelligence software which is being used by
the company for the purpose of doing conversation with anybody through various
messaging applications or websites or software. It is being used by the event
management companies and hotels to directly connected with the assistances and
employees.
Personalization — This is one of the latest and fastest trend which is not only affect
this industry but also affect all the industries & sectors existing in the United Kingdom.
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Personalization refers to the action being adopted by the event management company
or hotel in order to fulfil the requirement of an individual.
Wearable Technologies — Invention of these technologies lead to become a trend in
event and conference industry. Companies and hotels who involve in event
management are using wearable technology devices in order to make work faster and
efficient. It is easy to carry as well as user-friendly. For example — Smart watch are
being used for the reminder or calling someone etc. (Raj, Walters and Rashid, 2017).
Different types of job roles in event and conference management
There are various types of job roles in event and conference management which
are as follows -
Event Planner — It is also known as convention planner. Event planner refers to the
person who plans about the event from meetings to high end galas. He is the one who
choose location, transportation modes and activities which will be held in the event.
Event Manager — Event manager is a person who look upon the planning,
arrangement and execution of events along with that he is the one who look after the
employees and another executives of the event management companies.
Venue Manager — It is also known as event space manager. Venue manager is the
person who look after the venue and execute the plan of events in the venue room
which is prepared by the event planner.
Catering Service Manager — It can be pronounced as catering manager too. Catering
service manager is the person who manage and look after the operations of catering
related to the event.
Staff Coordinator — It's another name is Volunteer Coordinator. Staff Coordinator is
the one who prepare and assign the tasks related to events to the employees according
to their skills, qualification and expertise (Levi, 2016).
Key management responsibilities
For any event company, Key person is considered to be Event Manager who has
the various key management responsibilities. These key management responsibilities of
event manager are as follows -
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 Maintain contact with the client for the purpose of knowing their taste, standards
and requirements so that event can be organized in that way which can satisfy
the clients.
 Prepare the proposal for event planning in which venues, menus, transportation
facilities, staffing, budgets, resources and equipments etc. must be included.
 Maintain relationship with suppliers, executives and contractors for the supplies
of required resources, equipments and employees.
 Management of employees, provide them proper working environment and
working equipments for the improvement in performance and efficiency.
 Ensure about the transportation facilities, parking facilities, seat arrangement,
security of attendees & staffs, security of data and another hospitality facilities &
services.
 Make decisions regarding time, resources, money, activities and employees in
order to maintain the ethical considerations.
 Proper management of whole team in order to create co-ordination between
various departments for the purpose of give best experiences to the audience
and attendees of the event.
 Be ready for sudden accidents or mistakes and try to solve time on timely
manner in order to reduce the negative impact (Antony and et.al., 2015).
Personal attributes and skills
There are various attributes and skills which must be possessed by Event
Manager. These attributes and skills are as follows -
PERSONAL ATTRIBUTES OF EVENT MANAGER
Flexibility — Event manager must be flexible. There is a lot of changes happen in the
event which might be not good but manager must know how to deal with it. Along with
that they must have to deal with different personalities of clients, so they must be
flexible.
Creative and Innovative — In order to manage event and make it memorable for
clients, Manager must be creative and innovative. The person must think out of box and
make event attractive in order to gain high customer satisfaction.
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Tech Savvy — There are various technological devices which can be used in
management of event. Event manager must know about these technologies and their
usage. So that work can be done easily without any kind of mistakes or pressure. Thus,
manager must be tech savvy.
Patience and Positive — There is always pressure on event manager because he is
the one who look after every aspect of the event whether it's related to the staffs or
budget or catering or parking or expenditures etc. Thus, manager must be patience and
positive so that they can deal with the stress and pressure calmly (Raj, Walters and
Rashid, 2017).
SKILLS OF EVENT MANAGER
Communication Skill — In order to make event successful within the time bound, there
should be proper co-ordination between all the activities and staffs. Thus, event
manager must have effective communication skills so that they can easily communicate
with the staffs and clients properly and make them understand what they want.
Leadership Skill — In order to manage staff and encourage them work in stressful
working environment, Event manager required leadership skills. With the help of
leadership skill, manager can motivate the staffs, fulfil the needs & wants of the
employees and maintain a good relationship with every party who are involves in the
event management business.
Time Management Skill — In order to organize and manage the event on time, Event
manager must have time management skills so that they can prioritize all the activities
according to their importance and conduction of time. Along with that manager must
delegated their some activities to others in order to focus on more important activities
(Theorin and et.al., 2017).
Provide a safe venue
To provide safe venue for the purpose of organizing proper event, there are
various considerations and measurements which must be take care by the event
manager and event management companies. These considerations and measurements
are as follows -
Event manager must provide safety and security training to their employees and
staffs in order to create awareness about the risks which can be happened during the
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event. Manager should provide training about suspicious indicator recognition and
assessment (SIRA) system which is most common system being used in the event.
According to the HCC safety policy, contractors must use appropriate personal
protection equipment and take proper training in order to get to know about the risky
tasks at the venue (Helmreich and Merritt, 2017).
Provide safe environment for guests
To provide safe environment to the guests at the event venue, event
management company are required to take care of various considerations and
measurements which are as follows -
There should be proper toilets for the guests at the venue and those toilets must
be hygienic and clean.
There should be proper equipment for the disable guests so that they can feel
comfortable, safe and enjoy the event fully.
There should be proper first aid box and first aid facilities for the guests in case
any guest get injured during the event.
There should be proper space between cater, sitting arrangement and stages or
table in order to make sure that guests can sit, stand and walk comfortably during the
event (Hollnagel, 2018).
Provide safe environment for staff
To provide safe environment to the staff and employees of the company,
Organization must look after the following considerations and measurements which are
such as -
Event manager must have to make sure that staff is getting adequate training
regarding hazards, risks and emergency procedures in order to make working
environment safe for them.
There should be satisfactory maintenance and décor in order to create
comfortable working environment for the staff so that they can feel comfortable and safe
(Hollnagel, 2016).
CONCLUSION
From the above study, it has been summarized that event industry is one of the
sub-sector of hospitality industry. There is constant change in event industry due to
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variations in event-driven factors and objectives. For the successful event, all the staff of
the company has to take care of the safety, responsibilities and other factors which are
very important during the event.
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REFERENCES
Books and Journals
Antony, J.M. and et.al., Micro Focus Software Inc, 2015. Event management apparatus,
systems, and methods. U.S. Patent 8,966,392.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned
events. Routledge.
Helmreich, R.L. and Merritt, A.C., 2017, November. 11 Safety and error management:
The role of crew resource management. In Aviation Resource Management:
Proceedings of the Fourth Australian Aviation Psychology Symposium: v. 1:
Proceedings of the Fourth Australian Aviation Psychology Symposium. Routledge.
Hollnagel, E., 2018. Safety-I and safety-II: the past and future of safety management.
CRC press.
Hollnagel, L.F.E., 2016. Safety management–looking back or looking forward.
In Resilience Engineering Perspectives, Volume 1 (pp. 77-92). CRC Press.
Horswell, M. and West, H., 2017. Research, industry & the academy: Forging links &
professionalizing graduates through conference assessment events.
Levi, E., Hewlett Packard Development Co LP, 2016. Event management systems. U.S.
Patent Application 14/895,233.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice.
Sage.
Theorin, A. and et.al., 2017. An event-driven manufacturing information system
architecture for Industry 4.0. International Journal of Production Research. 55(5).
pp.1297-1311.
Online
Event. 2019.[Online]. Available through :
<https://www.merriam-webster.com/dictionary/event>.
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