Comprehensive Report: Managing Conference and Events (HNC, 2018-2019)

This report provides a detailed overview of managing conferences and events, focusing on the essential elements required for successful event planning and execution. It begins by exploring different categories and dimensions of events, including weddings, conferences, seminars, and exhibitions, emphasizing the importance of understanding client requirements and expectations. The report then delves into the management skills necessary to navigate the event environment, highlighting the significance of effective communication, stakeholder relationships, and risk management. Furthermore, it examines the measures required to ensure a secure and safe event environment for both staff and guests, covering aspects like venue selection, emergency preparedness, and security protocols. The report underscores the role of the event manager in coordinating all aspects of the event, from pre-planning to on-site execution, to ensure a memorable and well-managed experience. The importance of innovation and technology is also discussed, with a focus on how to enhance the event through digital tools and sustainable practices.

Running head: MANAGING CONFERENCE AND EVENTS
Managing Conference and Events
Name of the Student:
Name of the University:
Authors note:

1MANAGING CONFERENCE AND EVENTS
Executive Summary
The report is based on the event management and the ways an event
manager looks into the working of the team. The event manager has
various tasks for the proper organizing of the event. The client must be
provided with a pre-plan or brief of the event. The requirement of the
clients, management of guests, catering, and choosing of venue are few
of the important aspects that the manager must look into for the proper
execution of the event. There must be risk strategies as well. The
employees must be well trained and creative. The report is prepared for
the proper understanding of the event management and the ways of
executing it.

2MANAGING CONFERENCE AND EVENTS
Table of Contents
Introduction.................................................................................................3
Discussion...................................................................................................3
Conclusion...................................................................................................7
Reference List.............................................................................................9

3MANAGING CONFERENCE AND EVENTS
Introduction
Managing conference and events require great planning and strategy.
Various diversity and categories of events that an event manager has to
take in charge of the development of their planning and development
skills. The manger must be well known about the rules and regulations
that are required for presenting a successful event and satisfying the
guests. The paper is an elaborate study of the rule and the regulation and
the way the manager will be handling different situations related to the
event (Phillips et al. 2017). The paper is developed for a better
understanding of the strategies and the ways of planning the marriage.
The events should be planned accordingly for providing the customers
with adequate support. Various aspects must be looked into for organizing
an event. The manager who is going to organize the meeting must look
into these aspects. In an event, people meet new people and the entire
family comes together. Different events have different importance that
varies from the type of event that is arranged. The manager must be very
serious about the work in progress and must execute it in the best way.
The paper is an elaborate discussion of the way of working of the manager
and the way the manager plans and decides the right place for the clients
(Jones 2017). The manager makes sure that the client is satisfied and
there should not be any dispute in the execution of the work.
Investigate the different categories and dimensions of events
within the events sector
The event study is the study that helps in the understanding of the
typology and diversity in typology. There are lots of events, for instance,
hallmark, community, special and mega. These typologies have different
categories such as weeding, conference meetings, seminars, promotional
events or award ceremonies. Among these, there are different categories
of exhibitions and fairs (Armstrong and Scott 2016). The exhibitions or
fairs can be carnival, art fair or trade shows. There are a large number of
events such as conferences, seminars, meetings, business dinners, press
conference, special events like marriage, birthday parties. These events

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must be organized accordingly and the manager must be aware of the
techniques and ways of arranging the event. As there are events that
occur based on festivals such as music, sports or any festival.
Arrangement of food and drinks depends on the economic contribution to
the event as well as the type of event it is (Bladeb et al. 2012). The
manager must have a pre-plan and must not get confused with the events
for instance; single events cannot be related to multi-events. The event
selected here is a marriage, which is a special event in a person’s life.
Hence, it must be planned and presented as a special event. The client is
expecting something that is different from the recent trends and expects
worthy planning and proper execution on the day (Sarno et al. 2017).
Growth in the population increases the number of festivals and
community events. The manager must have a good knowledge and
understanding of the events and the ways the client expects it to be.
Events can be of various types and the manager must execute in a very
innovative way. The manager must have the creativity and use creativity
in making the event look more attracting in a venue or mobile venue.
There is diversity in the venue as well, which must be known to the
manager to arrange the event. There are various factors that the
Manager must be aware of before organizing the event. The economic
charges vary from event to event and charging the same may hamper the
reputation of the event management.
Every event has a different list of guests or members attending the events
(Ferdinand and Kitchen 2012). The manager should be aware of the
management of the guests that are going to attend the events. The venue
must be chosen accordingly which will be more convenient for the guests
of the members attending the event. It is the role of the manager to find
out the best suitable venue for the client. The manager can introduce
various innovative ways of increasing the value of the event. Innovations
like invitation through digital techniques and the use of screens for
displaying pictures or videos make the event more worth. Various other
innovations that will make the event more innovative (Field et al. 2017).
The manager has other ideas like creating a digital photo booth; send

5MANAGING CONFERENCE AND EVENTS
digitalized invitations as well as wedding websites. Moreover, the name of
the guests are enrolled digitally and the presence of the guest will be seen
on the list. This will increase the security and safety of the guests. Thus,
the inclusion of technology will help in the increase in the sustainability of
the marriage. It will be a memorable moment for the client as well for the
guests. In an event, the event manager must try to make the event
sustainable. The manager must make an event sustainable. For making an
event sustainable, the manager must ensure that the factors are not
affecting the environment. The products used in the event must not emit
any sort of radioactive rays or hazard for the environment.
Explore the management skills required to work within the events
environment and successfully deal with stakeholders
The event manager has various roles and duties to perform on the day of
the event as well as before that. The event manager must maintain a
healthy relationship with the team. The prime important factor is
communication. The manager must have good communication skills and
must interact with the other teams working for knowing the progress of
the works (Ellert et al. 2015). Effective inter-relationship helps in the
progress of the work as well as the manager will have a clear knowledge
of the progress. This helps in meeting the risk factors by strategizing the
risks beforehand. The manager must look into all the aspects on the day
of the event and must make sure that there are proper working and
coordination among the members. The manager must use his networks
and make sure that on the day of the event, every team is working
properly and the work will be executed at the right time.
In order, to meet the client's brief and specific requirements there must
be an event overview where the client will be portrayed about the theme,
management and the other requirements that the client needs. This will
not only help the client in the understanding of the event planning but will
also help in the proper execution of the event (Preuss 2019). The manager
must have an outline of what the event should be and how it will be
executed. For effective relationship building with vendors and venues, the

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rules and regulations must be clearly explained to both. The manager
must communicate well and establish a friendly relationship for the
productivity of the venue as well as the vendor. They must have a clear
idea about the theme and the way it must be executed. The manager
must provide offers to the vendors for providing better quality. The
manger can promote the vendor as well as a venue that will help in the
relationship development between the vendor and the venue with the
event manager. Several teams are working on an event, thus, it is the
duty of the manager to communicate effectively with the stakeholders
and have the update of the work (Davis et al. 2018). These help in the
managing of the works and case of emergency, there can better solutions
planed before. The increase in the productivity of the staff, development
in new product lines, finding new customers, developing new themes,
helping discounts in the improvement of the profit in the business. The
manager must make sure that regular communication with the
stakeholders occurs for a better arrangement of the event (Liang 2015).
The manager must also help in the development of coordination among
the team members for the proper functioning of the team and reduce
disruption in work.
The manager should have developed a few skills for better functioning
and improvement in working as an event manager. The manager must
develop five key skills, people skills, organization skills, time
management, flexibility management and passion (Lagares et al. 2019).
The manager must be passionate about the work that he/she is doing. He
must be well acquainted with the handling of people. In an event
management industry, the manager has to deal with many people, hence,
he must have people handing skills. The manager must look into the
proper execution of the event. He/ she must have the ethical and cultural
awareness of the event. The manager must plan in a way that the
sentiments of the guests of the members are not hampered. The manager
must also develop ways of handling guests and clients professionally that
will help the manager in the molding of the skills of the manager.

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Explain the measures required to manage a secure and safe
events environment for staff and guests
To organize an event, there are various factors to be noticed before
choosing the venue. Apart from capacity, access, and facilities another
important aspect is the safety and security of the guests. The venue must
be healthy as well. It must be located in a place that can be easily
accessed by the clients and their guests. It must have the basic amenities
and the services that are required for the execution of an event. The
atmosphere must be healthy for children as well as aged people
(Seebaluck et al. 2015). The venue must have a fire emergency that
exists in the time of emergency. There must be an adequate facility for
storage. The manager must also develop a risk management plan before
the event in case of any emergency. Identifying those elements or
activities that may lead to risk, determining the reason for the risk and
trying to solve it as early as possible.
The manger increased the security of the venue by using digital
enrolment of the guests or members visiting the event, this helps in the
prevention of the strangers, which may lead to various other unethical
situations in the event (Ley and Weber 2015). In case of emergencies,
there is a requirement of the proper evacuation of the guests, which is
possible by providing adequate training to the employees who can help in
the management of the guests in times of emergency. The manager must
have a contingency plan in case of emergencies. The manager must have
all the detail information about the venue and the protection for the risks
that might take place. There must be a first aid box in every event for any
sort of emergencies. There can be other situations like the conflict
between the guests or any unpredictable issue (Murrell, Piccard and Mock
2016). The manager must be ready for handling all the situations. For
instance, the conflict between the guests can be solved by calming them
down and coming to a decision.
In organizing an event there are contracts, licenses, and permits required
for the continuation of the event. There has been a contract signed

8MANAGING CONFERENCE AND EVENTS
between the client and the event manager, wherein the rules and
regulations will be mentioned along with the package price. Misusing the
contract or not following it may lead to the criminal offense. The manager
must also have the license of organizing an event, which will be permitted
by the government. Training must be provided to the team for better
working and execution of the event. It helps in enhancing the practice,
increase in the creativity of the trainer and help in developing the skills
requirements for the event management. Various personal protective
equipment is required in the event and these must be taken care of by the
employees (Huang, Hou and Hong 2017). The equipment provided must
be updated and right for the event, as using old equipment will be of no
use. Numerous tasks that the manager must look into for the proper
execution of the event. The manager must make sure that all the team
members are working properly and there is no delay in the delivering of
the work (Pearcy et al. 2017). Times management along with
communication is a very crucial aspect of event management.
Conclusion
There are duties that an event manager has to look into for the proper
execution of the event. To organize an event, a proper understanding of
the event is a very important aspect. The manager must have a good
knowledge of the diversity in events and the ways it must be executed.
For instance, there is a great difference in a conference and a marriage, it
is important to know how to execute the event as well as the difference
between the events. The use of proper equipment, products, and planning
of the event has to be taken care of by the manager. There must be a
great relationship developed with the team for getting every detail of the
working of the event. There are factors like safety and security, which is a
crucial part of organizing an event. Intruding of a stranger may lead to
several problems, which has to be handled by the event management
team; hence, it is better to provide good security beforehand. Hence, the
manager must be always aware of the work in progress. The manager

9MANAGING CONFERENCE AND EVENTS
must control and manage the complete event. Successful execution of the
event will help in the increase in the reputation of the event manager.

10MANAGING CONFERENCE AND EVENTS
Reference List
Armstrong, D. and Scott, J. 2016 The Event Professional's Handbook:
The Secrets of Successful Events. Harriman House Ltd.
Bladeb, C. et al. 2012 Events Management: An Introduction. Oxford:
Routledge.
Bowdin, G., McDonnell, I., Allen, J. and O'Toole, W. 2010 Events
Management. 3rd ed. Oxford: Butterworth Heinemann.
Davis, B., Lockwood, A., Alcott, P. and Pantelidis, I.S., 2018. Food and
beverage management. Routledge.
Di Sarno, C., Garofalo, A., Matteucci, I. and Vallini, M., 2016. A novel
security information and event management system for enhancing
cyber security in a hydroelectric dam. International Journal of Critical
Infrastructure Protection, 13, pp.39-51.
Ellert, G., Schafmeister, G., Wawrzinek, D. and Gassner, H., 2015.
“Expect the unexpected” New perspectives on uncertainty
management and value logics in event management. International
Journal of Event and Festival Management, 6(1), pp.54-72.
Ferdinand, N. and Kitchen, P. 2012 Events Management – An
International Approach. London: Sage Publications Ltd.
Field, J.P., Polansky, R.M., Ganti, V. and Graham, S., EMC IP Holding
Company LLC, 2018. Distributed security information and event
management system with application-injected remote components.
U.S. Patent Application 12/982,288.
Huang, H.C., Hou, C.I. and Hong, Y.S., 2017. ANALYSIS OF IMPORTANCE
OF THE PROFESSIONAL ABILITIES REQUIRED BY PERSONNEL IN
WEDDING PLANNER SERVICES. International Journal of Organizational
Innovation (Online), 9(4), pp.157-170.
Jones, M.L., 2017. Sustainable event management: A practical guide.
Routledge.
Lagares-Greenblatt, H., Li, J.S., Nesbitt, P.A. and Wang, X., International
Business Machines Corp, 2019. Food freshness management. U.S.
Patent Application 10/324,439.

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Ley, A.J. and Weber, E.P., 2015. The adaptive venue shopping
framework: How emergent groups choose environmental policymaking
venues. Environmental Politics, 24(5), pp.703-722.
Liang, D., Fortinet Inc, 2015. Security information and event
management. U.S. Patent Application 14/052,713.
Murrell, A., Piccard, L. and Mock, K., 2016. Alaska Greek Festival Event
Management Plan.
Pearcy, D.P., Heinrich, J.A., Gaskins, J.J. and Phillips, C.A., McAfee LLC,
2017. Integrating security policy and event management. U.S. Patent
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Preuss, H., 2019. Event legacy framework and measurement.
International Journal of Sport Policy and Politics, 11(1), pp.103-118.
Raj, R., Walters, P. and Rashid, T. 2013 Events Management: Principles
and Practice. London: Sage Publications.
Seebaluck, N.V., Munhurrun, P.R., Naidoo, P. and Rughoonauth, P.,
2015. An analysis of the push and pull motives for choosing Mauritius
as “the” wedding destination. Procedia-Social and Behavioral Sciences,
175, pp.201-209.