BTEC Level 5: Managing Conference and Events Report Analysis

This report provides a comprehensive overview of conference and event management, focusing on the practical aspects of organizing and executing successful events. The report begins by examining the different categories and dimensions of events, including private, corporate, charity, and live events, along with their respective features and current trends. It then delves into the crucial process of designing an event layout to meet client needs, including theme selection, team assembly, budget preparation, and venue selection. The report further explores additional services available within a conference or event environment, such as audio-visual equipment and catering. It also examines the various management roles within the event industry and the required skills and attitudes to meet stakeholder needs. Finally, the report emphasizes the importance of providing a secure and safe event venue, including the necessary requirements and measures to ensure event safety.

Managing
conference and
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Table of Contents
INTRODUCTION...........................................................................................................................1
LO 1.................................................................................................................................................1
P1 Examining the different categories and dimensions of events...............................................1
P2 Explaining the different categories of events discuss the features and current trends
influencing the event sector........................................................................................................2
LO 2.................................................................................................................................................4
P3 Designing an event layout to correctly set up the conference or event room to meet out the
client needs..................................................................................................................................4
P4 Examining the additional services available within a conference or event environment......7
LO 3 ................................................................................................................................................8
P5 Exploring the different management roles within the event industry and job opportunities
in this sector................................................................................................................................8
P6 Reviewing the management skills and personal attitudes required to work within the events
industry and meet stakeholder needs and expectations...............................................................9
LO 4...............................................................................................................................................10
P7 Providing the requirements and measure to provide the secure and safe event venue, event
staff etc......................................................................................................................................10
CONCLUSION .............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Event and management conferences are among the most important events that
professional event managers organize. In other words, conference management planning is the
best way to produce or launch the different aspects of working task in an unique manner. Present
study has been based on launching the new event to launch the product in different places. For
which study has been chosen Kuoni Meetings & Events. Furthermore, the study will explains the
different categories and dimensions of events by the help of using tools and techniques. Along
with that, report also explains the different categories of events discuss the features and current
trends which influence the events sector. In order to set up the event and conference how event
company set up the whole scenario and design the layout to correctly to meet out the client
needs.
LO 1
P1 Examining the different categories and dimensions of events.
There has been the countless events out of them some are demanded frequently by
customers and others. Such as private events are used for individuals who can look venues such
as wedding, wedding receptions, birthday parties and festival gatherings. Another type of events
are corporate events which build up by the companies for conferences, seminar, product launch,
meetings etc (Bahr, 2018). all such events are belongs for such a particular purpose. There are
different categories and dimensions of events given below: basically there are four categories of
events private, corporate, charity and Live events.
Private Events
Private events are used for individuals who can book venues for some personal reasons
wedding, receptions, birthday parties, festival gatherings etc. private events are generally booked
a place for such particular events such as wedding. Under which people booked places for some
business places as well such as business and schools and manufacturers. On the other side, there
are some private sector organisations which involved in commercial activities in the events
management business (Event Management, 2018). So such private organizations organizes
events such as school events, business meetings etc. Such private events held by either business,
schools or manufacturers.
Corporate Events
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Corporate events generally held by the big organizations for product launch to gain the
public attention or to make the inventors satisfied. In other words, corporate events promote the
company brands and products also spread the business awareness among the market. Such
corporate events are ensuring team building exercises, business dinners, conferences,
networking events, seminars, product launches, meetings etc. Such event aims is to promote the
big brands in international level (Benckendorff, Xiang and Sheldon, 2019). A business events
can be used by businesses of all sizes to solicit new business, create a corporate or brand image
and also retained the build loyalty with suppliers and stakeholders.
Charity/Fundraising Events
One another category of events of charitable trust for fund raising, generally this kinds of
events held for non profit purpose. The aim of this events is to fulfil the needs of vulnerable
peoples who are not able to fulfil his basic needs. Such of the examples of this events are society
balls, sports events, charitable auctions etc. Charity events are sponsored by other companies or
big brands just to promote the social welfare. It helps raise the money for needy people.
However, charity events industry is the diverse industry in which any person can go and
contribute his small part to that that event. All such events are open for everyone (Rinallo, ed.,
2019).
Live Events
Live Events are mostly conducted by the celebrities such as artist, singers, dancers who
belongs to the film industry (Event Management, 2018). In other words, Live events are those
events which is going live and telecast directly to the other public as well by the help of TV,
Internet etc. example : Live events are Music Concert, Sporting Events, Festivals etc.
P2 Explaining the different categories of events discuss the features and current trends
influencing the event sector.
Private Events (Features)
 Private events are generally very expensive and huge which mentioned rich presence and
attractive for the public.
 Private events are generally have a good communication process before the date of event
to invite the public (Blomberg and et.al., 2017). The venue must be easily accessible and
convenient for the guest.
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 Private events consists proper amenities such as proper tables, chairs and lines to
maintained the high quality audio or visual equipments that attract people or guest.
 Private events are having unique theme and guest attire which can be fancy or unique.
 Private events can be small, medium or large as per the requirements or the need of event
holder.
Corporate Events (Features)
 Corporate events must be look like a formal meetings along with some systematic form.
Such as all the guest should dressed up with formal attire. Theme of the event has to be
formal and simple.
 Business conduct seminars with the aim to hold these meetings with targeted audiences
and provide them with relevant information (Rowe, 2017).
 Corporate events such as business trade show where multiple organizations attend the
event to sell their own product or services.
 Corporate events are generally held on on the large basis under which businesses earn
and promote its brand at international level.
Charity/Fundraising Events (Features)
 Charity events are basically open for the public who wants to invest or donates one
amount of contribution.
 Event is sponsored by different people, organizations just to support the cause.
 Such events are very simple and held by small level.
 Such events are not for profit making (Burns and Hajdukiewicz, 2017).
Live Events (Features)
 Such events are held by some big celebrities to promotion and to gain the popularity.
 Live events also podcast by the TV, radio station, Internet, YouTube etc.
 All such events are held by huge level.
Current Trend Influencing the event sector
Venue pricing will be more transparent
Venue pricing is the biggest factor which might affect the event sector. Before we get
excited about the potential of AI and VR for events, the technology industry should be getting
excited about is dynamic pricing. All such technologies can promote the different pricing offers
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as per the availability. It benefited to increase the transparency and reduce the cost for budget
organisers.
By the help of new advanced technologies, it will help to save the time and saving the
cost of event management sector. For that, Kuoni event destination management should used the
AI and new technologies to set the event pricing (Stott and et.al., 2016).
Play up group tech experiences
this is the most trendy factor that Kuoni event destination management could adopt to
generate the more lead (Cox, 2017). Create a social experiences for the guest who does not able
to join the events through social connectivity with home. This some fantastic and unique process
helps to generate the event attendees. This new trendy way must adopted by the event industry to
gain the positive results from the public. For example : Kuoni event destination management can
use 360 degree video to connect remote audience. This helps to gathered number of audience for
the event.
Build the data from the different source
By the help of smart mats and other unnoticeable technologies to gathered the different
data from the critical areas. In other words, smart mats is the helpful way to get the sponsorship
with known traffic members. (Teimourikia and Fugini, 2017) On the other hand, to get the
sponsorship for the next year, event management team can also also collect floor traffic data to
analyse the information.
Build Trust
This is the most trend and uncommon trend which always gives the huge impact on the
members is to build up a trust among their audience. Otherwise, the event will not getting the
success on its way (Croft, 2017). For this event company required to build a reputation in front
of their clients. Create transparency among with investors or dealers etc.
LO 2
P3 Designing an event layout to correctly set up the conference or event room to meet out the
client needs.
The room layout can have a huge impact on the overall event goals and the needs of
clients. In order to set up the conference room or meeting to launch the product in different
destination. Event company has to develop a good outline and developing the best ideas and
growth.
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Step 1: Decide on a theme
To get the success for event the most important thing is to look up for the great theme.
Event theme plays the most important thing which must be very unique and attractive. Themes
of the events must be relatable to the topic, having some emotional touch and catchy. For an
example : “Stronger as a team” is far better than “improving the productivity or efficiency level
by increasing the cross functional collaboration”. All such planning helps to launch the a product
for multi destinations.
Step 2: Assemble the Team members
Assemble the team members that are enough to attend the audience and fulfil their needs.
Teams further divided into many different categories such as planning team, administrative team,
Marketing team, Sponsorship team, Volunteers etc. planning team is must responsible to set
conference venue, accommodation, activities, catering. On the other hand, administrating team is
responsible for budgeting, attendee registration, ticket sales etc. Sponsorship team is responsible
for applying for grants.
Step 3: Prepare a budget & business plan
Next step towards the conference setup is prepare business plan for the overall event
management team. Budget is the most essential thing to bring the most important Such as to
organize the different budget for venue, marketing, team members, catering, transportation. In
other words, next step is to develop a budget for the conference for the product launching.
Step 4: Find sponsors & grants
next step is to gathered the information of good sponsors that helps to invest in the
conference or meeting to promote the event into more higher manner. To attract the sponsors ,
there must be a good event thought or objective that makes the good outcomes for the higher
opportunity.
Step 5: Settle on a date
this step where the date will decides by the team members for conference. As discussed
that the date should be anywhere from six months to a year ahead,. Before launching the
conference there must be some rules which need to keep in mind such as date of the conference
has be not matched with other events like festivals. On the other sides, event manager must be
avoid summer and winter periods when people tend to go on vacations.
Step 6: Book the Venue
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Venue is the main concern for the event management team which has to be according to
the guest comfort. After deciding the date of the event next process is to explore the different
context and make the best developing goals. On the other side, it also helps to develop the
attention level of the customers and audience which are looking for the great event site. Besides
that it makes the good opportunity and goals that creates the best outcome goals. Moreover,
university campuses helps to determine the main formulation goals which helps to bring the main
advantage goals. The most attractive place to place the conference meeting is hotels, independent
venues. Etc. such as present multi destination product launch at the congress Centre, 28 Great
Russell street London.
Before looking for venues event manager required to look out for the venue size,
location, atmosphere, accommodation, catering transportation and technical aspects. In other
words, technical aspects.
Step 7: Arrange catering & other vendors
After deciding the venue or the destination place, the next step is to arrange the catering
& other vendors. Decide on what type of refreshments and things is required to make the best
event planning. Catering is the best way through gives the huge impact on the event. In other
words, caters must be very good who knows final headcount, the menu, and any special dietary
requirements. Along with that, such as Event team also need to arrange the proper facilities for
the 300-400 guest members.
Step 8 : Line up the event speakers
Event speakers are the most essential thing for the event in order to attract the attendees
and guarantee a professional experience. The speakers must be know and well knowledge person
within the filed. So this will help to boost up the credibility in the eyes of the potential speakers
and make them more likely to sign up.
Step 9: Put together an agenda
This is the another step towards the great achievement and fulfil the aim of the project. In
this step take the all activities together 4 months before the conference starts. For example the
event will be organizing the event fro three days.
Day 1
 Set up the theme or keynotes by an influential speaker.
 Speaker presentation
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 Dinner
Day 2
 Session for questioning or workshops
 Networking or team building session activities
Final day
 Motivational speaker session held by a leader
Step 10: Start checking and registering attendees
Besides that, The another method or process which requires to be more effective and
authenticated where the team members is checking and registering the attendees with aim of the
following goals and objectives.
Step 11: Promote the conference
In this stage what exactly needs to be done is promoting the conference by different
channels. In order to promote the conference event manager can upload this event through
websites, social media sites, etc. promoting the event is helpful to attract number of audience in
order to achieve the overall objectives and goals.
Step 12: Take care of on site planning
In this step event term ensure the rooms, checking the main door entrance, refreshments,
what locale is going to be used for the event. Etc. all such steps and ensuring the checklist will
help to achieve the final aim and objective.
Step 13 Host the conference
This would help to take care the new things that helps to keep the event successful. This
is the day when the event is going to be held in which team is responsible to take care of calling
backup speakers in case of any last minute cancellations etc.
Step 14 : Follow up
In this last stage where the event manager takes follow up of the whole event. In this step
manager also take feedbacks for the audience about the event that weather like the event of
product launch or not.
P4 Examining the additional services available within a conference or event environment.
Kuoni Destination Management is the leading event organising company with also
providing the DMC services to their clients. German destination specialist subsidiary, that helps
to fulfilling the better task oriented process and goals. Kuoni Destination Management provides
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the extra benefits to their clients such as accommodation, transportation, catering, feedback
query session, 24 hours helpline etc. All such facilities would help to describe the new working
styles that affect the overall targets and brings the new management goals. It also helps to meet
out the best following results and goals. Besides, that it also helps to bring out the effective
management task that keeps the environment safe and secure. All over the most following the
results and brings the new effective management task.
Kuoni Destination Management also try to understand the customer perspective to see
the business through the eyes of their customers. In this presentation, it creates the customer
personas which helps to provides insights about the current and future customers. Kuoni
Destination Management also provides different offers to their clients which generates the better
service of the event manager team. Kuoni Destination Management also offer unique services
for their clients such as they given extra benefits to their clients in terms of managing the whole
responsibility and taking care of the urgency situations. Event company also needs to ensure
their clients about safety precautions. For example: Kuoni Destination management focusing on
multi-destination product launch at the congress centre, 28 great Russell street London.
LO 3
P5 Exploring the different management roles within the event industry and job opportunities in
this sector.
In event industry there are different job roles such as Project Co-ordinator,
Communication s specialist, Public Relations Specialist, Assistant Manager. My aim is to
become a Public Relation manager as I am good at handling the public issues and try to make
them all happy and satisfied (Dowson and Bassett, 2015). Event industry also having some
effective job roles that helps person to meet out the best following result and aims. Along with
that, it helps to meet the effective management goals along with different opportunity. There are
different job role such as meeting planner. Meeting planer needs to ensure or conduct the
meeting with investors, clients, sponsors or with other parties which is related to the event
management team. Moreover, activities and event planner is the another job role in event
industry which responsible to handle the different opportunity and task along with different
targets. Activity planner should be very sharp minded who well understand the situations and
handle the all activities of the event. Along with that, another job role is event operations
manager. Event operation manager is responsible for managing the day to day activities and
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handle the back office work. So overall, all the role is equally important in event industry that
makes the event successful. On the basis of that my future aim is to become the public relation
manager. Also, to become a PR manager I also need to enhance my communication skills to
make clear communication which established the clear way of communication. To work in under
pressure situation is the foremost situation which people needs to work. Successful event
manager stay level headed and continue to treat with respect no matter what. This skill also need
to be learn to make the good impact on the future development. They are creative problem
solvers, whether its tracking does some emergency duct tape or reworking keynote presentations
at the last minute. They are also very creative and effective to meet out the customer or client
needs and wants. Such as manager also required to prepare some emergency key notes at the last
moment (Fugard and Potts, 2015). This process creates some innovative situations which helps
to be more creative and productive.
Example : Planning, it is the foremost function in which manager needs to plan for new
product or services. Planning is the most essential management task that must be prepared in
systematic manner. Kuoni Destination management is more focused on the new events and plan
what actually it going to be happened.
Example : Another role of management is staffing in which manager evaluate the
requirement of new employees which is the another most important work within the
organisation.
Example : Event manager also responsible to control or monitoring the overall process
or activity which implemented within the management. Controlling activity can help to remove
the wrong activities from the management.
P6 Reviewing the management skills and personal attitudes required to work within the events
industry and meet stakeholder needs and expectations.
I have a good communication skill that helps me to deal with clients and also look up the
best choices and goals. I also have a good quality to coordinate the event activities into more
effective manner. In order to full fill my aims and objectives towards my goal. I need to conduct
my own personal audit to explains the best and effective learning task. On the same side, In order
to meet out the needs I need to improve my interpersonal skills and critical thinking skills to
know what is right and what is wrong in the overall system growth. For event industry there is a
need for talented employees who can easily understand the needs and wants of the clients. It
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helps to bring the management accounting system to deal with the leading challenging task. In
order to achieve my aims and objectives I need to develop my skills and knowledge accordingly.
Besides, the aim and objectives it helps to clean the most advantage and effective learning
outcomes (Getz and Page, 2016). To become the public relation manager I need to learn
different skills and knowledge as per the project concept and roles. Public relation manager must
be a passionate towards their work and towards their clients to deal with different situations and
goals. Genuine passion helps to overcome bumps in the road and stay cool when all seems lost.
So overall, it has been concluded that skills and personal attributes required to work within the
events and meet stakeholder needs and expectations.
To work in the event industry it requires different potential attributes to meet out the
stakeholders needs and wants. In an individual person interpersonal skills, good behaviour,
innovative, creative, critical thinker all such attributes and skills is required to fulfil the clients
needs. As per that, I need to adopt all such skills to become a Public relation manager.
LO 4
P7 Providing the requirements and measure to provide the secure and safe event venue, event
staff etc.
“Measure to provides a secure and safe event venue”
Event management industry is the most creative and responsible sector who take care of their
clients and their safety as well. Such as Kuoni Destination Management entails about the
different approach and manage the whole working environment as per the requirement of client
needs and wants. For example Kuoni Destination Management organised a event for launching
the product at multiple places. For which company has put the most attractive planning through
which event get good success to deal with the leading challenges. This event is responsible for
security measures (Noe and et.al., 2017). Such as control the crowd which is the main concern
of the event team to handle the crowd. For which Kuoni Destination Management appoint a
personal team to handle the peoples at the place. Some other areas for which Kuoni Destination
Management needs to be aware such as fire incidents. Company needs to make sure about the
fire proofed event by acquiring the different measures as possible. On the other sides, another
major concern is to control the public who creates disturbances such as liquor. For that, Kuoni
Destination Management has to make sure to informed team to take care about this major
concern to just protect the event from this all uncertain happenings. Apart from that there are
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some more major concerns that should need to be know by the organizations.
Case Study 1: The first case study reflects the security issues and guide that event management
company has always needs to focus on the level of security measures. An event happened in the
city that got disturbed and ruined by one person who got into the event due to lack of security.
A person gave wrong statement to other people due to which company suffered from heavy
loss.
Case Study 2: The another case based on Heath and Safety which happened due technical
issues. Kuoni Destination management should always need to check on the electrical areas
weather it involves any improvement or not. Because sometimes it might cause heavy loss to
the company.
On the basis of above two cases Kuoni Destination management needs to be considered
some of the given areas:
Power Outage : This is the another major concern area that should need to be safe and secure
by the event company such as event manager need to sure that electricity should be proper at
the venue. This is the good way to have the power backups sources like generations in case of a
mass blackout.
Equipment failure : Kuoni Destination Management also need to select the high equipments
from reputable brands to prevent event failure chances and possibilities it also helps to deal with
the long lasting goals (Pomerantz, 2017).
Threats : Besides the above attacks are not preceded by warnings. Apart from that, there are
some other happenings which involves high risk uncertain situation and goals.
Medical : Medical is the major concern for the event management team which has to be more
secure and effective for the organization. Event management team also needs to be more secure
and effective management task. Along with that, medical should be very much necessary for the
event management team to secure the safety of staff members, employees or audiences.
Access control : this is the another area of concern which is about to keep the situation arising
within the event in order to control who is allowed to enter in the event. For a guest listed for
event must have some invitation card or passes for entrance else those who does not have any
participation tickets those are not allow to be the part of event. This overall measures can help
to prevent the access people (Reason, 2016).
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CONCLUSION
As per the above report it has been concluded that what are the skills and mindset is
required to be in the event industry. In other words, event management involves various
activities for which people are responsible as per the requirements. The whole study has been
based on the event management that how event will need to plan or how it is going to be
implemented as per the plan. Also study explained the different categories of events has involves
such as corporate event, Live event, social events and private events. Also study explained about
the different job roles in this industry has involved. Overall, study explained the importance and
the elements of event industry as per the overall requirements.
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REFERENCES
Books & Journals
Bahr, N. J., 2018. System safety engineering and risk assessment: a practical approach. CRC
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Benckendorff, P. J., Xiang, Z. and Sheldon, P. J., 2019. Tourism information technology. Cabi.
Blomberg, J. and et.al., 2017. Ethnographic field methods and their relation to design.
In Participatory Design (pp. 123-155). CRC Press.
Burns, C. M. and Hajdukiewicz, J., 2017. Ecological interface design. CRC Press.
Cox, D. R., 2017. The theory of stochastic processes. Routledge.
Croft, W., 2017. The structure of events and the structure of language. In The new psychology of
language (pp. 67-92). Routledge.
Dowson, R. and Bassett, D., 2015. Event planning and management: A practical handbook for
PR and events professionals. Kogan Page Publishers.
Fugard, A. J. and Potts, H. W., 2015. Supporting thinking on sample sizes for thematic analyses:
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684.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Noe, R. A. and et.al., 2017. Human resource management: Gaining a competitive advantage.
New York, NY: McGraw-Hill Education.
Pomerantz, J. R., 2017. Perceptual organization in information processing. In Perceptual
organization (pp. 141-180). Routledge.
Reason, J., 2016. Managing the risks of organizational accidents. Routledge.
Rinallo, D. ed., 2019. Event marketing. EGEA spa.
Rowe, N., 2017. Poster design and the viewer perspective. In Academic & Scientific Poster
Presentation (pp. 61-77). Springer, Cham.
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Stott, P. A. and et.al., 2016. Attribution of extreme weather and climate‐related events. Wiley
Interdisciplinary Reviews: Climate Change. 7(1). pp.23-41.
Teimourikia, M. and Fugini, M., 2017. Ontology development for run-time safety management
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Online
Event Management. 2018. [Online]. Available
through :<http://hndeventmanagement.weebly.com/classification--types-of-events.html>.
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