Kuoni Destination Management: Conference and Event Management Report

This report provides a comprehensive overview of managing conferences and events, focusing on the practices of Kuoni Destination Management. It begins by exploring different event categories such as educational conferencing, product launches, bridal events, and commemorative events, highlighting their unique characteristics and requirements. The report then delves into current trends influencing the event sector, including the adoption of new technologies, security measures, interactive destinations, marketing strategies, and the rise of bleisure travel. Furthermore, it outlines various management roles within the event industry, such as communication assistants, community relationship managers, program coordinators, and program managers, with reference to current job opportunities. The report also examines the necessary management skills and personal attributes required to meet stakeholder needs and expectations. Finally, it addresses the importance of providing a secure and safe event venue, detailing appropriate measures for ensuring guest safety and security. The report concludes with a summary of the key findings and recommendations for effective event management.

Managing conference
and Events

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Different categories and dimensions of events, using specific examples to illustrate the
differences....................................................................................................................................1
P2 Features and current trends influencing the events sector......................................................3
TASK 2............................................................................................................................................4
Covered in PPT............................................................................................................................4
TASK 3............................................................................................................................................4
P5 Different management roles within the event industry with reference to current job
opportunities in the sector............................................................................................................4
P6 Reviewing on management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectation.................................................................6
TASK 4............................................................................................................................................7
P7 Specification and explanation of appropriate measures required to provide a secure and
safe event venue, a safe environment for guests..........................................................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10
APPENDIX....................................................................................................................................12

INTRODUCTION
Managing conference and events is the process of creating and developing large scale
events which includes ceremonies, festivals, formal parties, weddings, conventions, concerts,
conferences etc. Currently different types of sport events and business meetings are also
conducted under this procedure. In and out house get together are also part of it which are
arranged by a third party for two parties (Bujak and Topolski, 2015). Main aim of this project
report is to develop understanding regarding management of events and conferences. The
organisation which is selected for this assignment is Kuoni Destination Management which is
mainly established in London, United Kingdom and delivering its services all around the world.
It was founded in year 1906 by Alfred Kuoni.
This report covers various topics such as different categories and dimensions of events
within the events sector, considerations for conference and event room set ups defining the
professional standards required and management skills which are need to work within events.
Apart from this, all the measures which are required to manage a secure and safe event
environment for staff and guests is also covered under this assignment.
TASK 1
P1 Different categories and dimensions of events, using specific examples to illustrate the
differences
Assistant Events Project Manager of Kuoni Destination Management is being asked to
prepare a report which is based upon in depth study of different types of events and profiling of
real events from categories. This report will also include current event trends which are adopted
by organisations to be innovative. For this purpose, various aspects are analysed and assessed by
the manager (Categories of event, 2018). All the categories and dimensions of events are as
follows:
Educational conferencing: All the events which are related to arrangement of seminars,
debates, forums and online webinars are known as educational conferencing. All of them are
highly specialised events as it may involve international speakers to deliver their lecture and
delegates or attendees which depends upon size of seminar. In order to conduct such type of get
together, it is vital for event management companies such as Kuoni to gather information
regarding arranging presentation material and the way in which higher ranking officials are
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handled. It is also very important for the organisation which is arranging the event to determine
requirement of guests that could be related to accommodation arrangements, transportation and
par services for spouse of delegates. An architecture event for 100 guests is also conducted by
Kuoni which was an annual event.
Product launch event: Various companies conduct product launching events in which
new items are introduced to the customers. Organisations such as Kuoni Destination
Management conduct product launching events and for them it is vital to focus on some elements
such as information regarding guests who are going to attend the event. In order to create a
lunching event for an entity, project managers should have exceptional task management skills,
colour and theme sense, effective marketing knowledge, coordination etc. The manager who is
responsible to manage such type of launch, have to be calm and supportive to direct all the
people. For example, large companies such as L'Oreal conduct product launch event in order to
aware customers regarding new products which are going to be launch in market for sale. Kuoni
has conducted an event for L'Oreal in which Essie was launched with team Milano (L'Oreal's
event conducted by Kuoni, 2019).
Bridal events: All the occasions which are part of weddings and bridal showers are
considered as the part of such types of events. The people who are involved in these have to
acquire different skills such as arranging dinners for guests, refreshments for them, gifts, venue
set up and taking care of all the visitors. It is vital for the event management companies such as
Kuoni to be innovative in designing the venue, coordinating colour according to theme of
functions, arranging flowers according to decoration etc. In these events, music is also an
elements which is required to be focus on because without music, guests will not be able to enjoy
the function. It is main responsibility of the company which is managing the occasion to make it
memorable because these are conducted for once in life (Cheng, Zhong and Chen, 2016).
Various wedding events are being conducted by Kuoni and now it is offering various new
locations to clients such as Sri Lanka, Mal Dives, Europe etc.
Commemorative events: Public events which are conducted for the promotion of non
government or civil people are known as commemorative events. These are mainly conducted
for celebration and managers in event management companies such as Kuoni are required to
acquire skills related to catering, planning and entertainment. Memorial events are also
conducted in them in which managers have to be familiar with the guests and should also have
2

skills of sympathy to lessen the burden of loss for the bereaved. An event is being conducted for
Telecom Italia which is related to its annual employee conference and location for this event was
Amsterdam.
All the above described events are different from each other because purpose of all of
them are separate. Some of them are conducted for formal meetings and others are created for
informal meeting or get together.
P2 Features and current trends influencing the events sector
There are various types of events which are conducted by event management companies
such as Kuoni. These are bridal, educational, product launch and commemorative events. There
are various new trends taking place in this sector which are required to be focused by business
entities such as Kuoni Destination Management in order to meet requirements of clients and
satisfy them with its services (Clayton, 2015). All these trends are described below:
New and innovative technologies: In event sector, various new technologies are
launching which helps to attract large number of clients. For example, Drones, Artificial
intelligence, Livestreaming etc. are some of the new techniques which are used by Kuoni in
order to provide new experience to the guests. These are used in educational and bridal events
for the purpose of recording each and every moment for the clients. It helps the organisation to
retain its existing customers and attract new one by offering them innovative services.
Technology for security: Currently all the people are concerned with the security of
event because sometimes confidential events are conducted and the information which is shared
in them is not for all the outsider parties. For the purpose, Kuoni is focusing on cyber security
and GDPR. With the help of these technologies, event management companies assure security of
events such as new product launch of L'Oreal so that clients can share appropriate information
with the attendees. Considering them can help to support defence against cyber threat (Getz and
Page, 2016).
Interactive and unique destinations: Client who go to event management companies
for wedding occasions want unique destinations. In order to fulfil their demand, various
interactive locations are offered to customers by Kuoni. Main aim of it is to retain its clients and
attract prospects and to achieve this objective, the company has decided to offer new destinations
to patronages which are Sri Lanka, Mal Dives etc. This trend influences Kuoni Destination
Management because it helps to fulfil requirements of customers and enhance profits.
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Trends related to marketing: As time changes, trends regarding marketing gets
modified with time. Currently the major source for it is Instagram where people make page of
their business and promote it. Kuoni is also focusing on this element and trying to market it self
so that its revenues and profits could be enhanced. It influences the organisation positively
because it is highly involved in social media marketing which results in high recognition (Islam,
2016).
Bleisure travel: It is a new trend in the event industry which can influence different
types of events which are conducted by Kuoni. Bleaisure is made from two different words
which are business and leisure. People who are going on business trips sometime want to spend
more time at the destination where they are visiting. Currently main focus of client is on such
types of travelling in which they move out for business event and stay their for some more time
to enjoy leisure. Kuoni is also focused with it and provide this facility to clients where they can
stay for extra time at the destination. With the help of it, the company is establishing good
market image which is very beneficial for it (Li and Wang, 2014).
All the above described trends are related to event industry which are influencing Kuoni
Destination management. These are focused by the managers of organisation in order to ignore
negative impact of them. With the help of them, entity tries to meet expectations of clients and
attain organisational goals such as profit and revenues maximisation and customer satisfaction.
TASK 2
Covered in PPT
TASK 3
P5 Different management roles within the event industry with reference to current job
opportunities in the sector
In event industry, there are various types of management roles which are played by
individuals in order to execute operations of their organisation. All of them that are related to
Kuoni Destination Management which are as follows:
Communication assistants: The person who is responsible for the communication with
all the staff members and clients is called communication assistant. Main function of them is to
make sure that all the things related to events get cleared and arrangements are made according
to requirement of clients. It is a great job opportunity in event industry where individuals can
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enhance their power of communicating with others. In Kuoni, these assistants assures that all the
queries of customers gets resolved and they get satisfied from the event.
Community relationship managers: The person who is responsible to manage
relationship with all the community is known as community relation manager. They are liable to
make sure that healthy relationship should be established by the company with the society so that
business can be operated appropriately. It is also a good job opportunity for individuals in current
era because with the help of it, the skills which are requires to maintain good relations can be
developed. In Kuoni Destination Management, the community relationship manager work as a
mediator between organisation and society and make sure that operations does not harm the
people (Li and Wang, 2016).
Program coordinators: The individual who is working in an organisation for the
purpose of coordinating different elements regarding the event with all the departments of event
management company is known as program coordinator. It is a good job opportunity for the
individuals because it helps to learn management and coordination. In Kuoni they try to make
sure that all the activities are performed by them are appropriate. For this purpose, they
coordinate with all the functional divisions in order to make sure that clients get satisfied.
Program manager: All the operations are required by managed by event organisers and
for this purpose program manager is hired who make sure that all the activities are performed in
effective manner. Job opportunity related to this management role is very good because it can
help people to attain their career goals. In Kuoni all the managers try to perform tasks of
organisation in proper manner so that event can be conducted appropriately.
Executive assistant: In large companies it is not possible for executives to meet clients
again and again. In order to communicate information with customers on the behalf of top
management staff executive assistants are hired. They make sure that accurate information is
delivered to clients regarding event which is going to be conducted in future. This job
opportunity is beneficial for individuals because it can guide them to enhance interactive skills
and reach to peak of career. In Kuoni executive assistants are responsible to handle tasks at
workplace on behalf of executives (Morse, 2014).
Event planners: The person who is responsible to make a plan for event is known as
event planner. They visit the site, meet caterers, musicians and other external parties according to
requirements of clients and event. This job opportunity in event sector is a great option for
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extrovert people because it helps them to explore more and attain growth in their career. In
Kuoni Destination Management event planners organise each and every thing in a proper manner
according to demand of customers and try to satisfy them with good services of organisation.
Meeting planner: In most of the companies meeting planners are hired for the purpose
of arranging and scheduling meeting with clients, caterers, florists etc. in order to conduct the
event. Time management skills are major requirements of this job opportunity which helps to
fulfil requirement of this management role. In Kuoni they schedule gatherings between
executives, managers and other parties so that the event can be conducted according to
preferences of customers.
P6 Reviewing on management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectation
In order to meet stakeholders needs and expectations it is very important for all the
employees in event industry to have some specific skills and personal attributes. Which are as
follows:
Communication: It is a skill which is very important to fulfil requirements of the job
role in management of events. Without communication it is not possible to interact with clients
and guests to make the event successful. As an Assistant Events Project Manager I am average in
communication so it is very important for me to develop this skill by interacting with others.
With the help of it I will be able to attain my career goals and reach to the peak of my career.
Without this skills it is not possible to fulfil requirements of the job role (Olson, and Brown,
2018).
Coordination: In event industry coordination is also a major skill which should be
acquired by all the people who are working in this sector. As an Assistant Events Project
Manager in Kuoni Destination management I am good in coordination which will helps me to
analyse detailed information of all the events which are going to be conducted by us in future.
With the help of this skill I gather data from all the functional departments and make sure that
event is organised in a proper manner.
Time management: The skills which is required to complete all the tasks on time is time
management. It helps to complete all the activities for event in pre decided period and also helps
to make sure that the event will be completed successfully. As an Assistant Events Project
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Manager in Kuoni I am good in time management which helps me to fulfil requirements of my
job and achieve long term career goals.
Decision making: In event industry it is very important for event managers to have
effective decision making skills so that best suitable judgement could be passed for betterment of
company. I am an assistant events project manager in Kuoni and my decision making skills are
average. For the purpose of making sure to attain all the career goals it is very important fro me
to enhance this skill. With the help of it will be able to formulate effective judgements for my
organisation in future (Phillips, 2014).
Critical thinking: For the purpose of resolving problems at work place quickly it is very
important skill as it helps to find easiest ways to respond issues. My critical thinking qualities are
weak and in order to ignore negative influences in future it is very important for me to develop
this characteristic. With the help of it I will be able to find various ways to deal with a challenge
which may affect my work while organising an event (Renugadevi, Swaminathan and Kumar,
2014).
TASK 4
P7 Specification and explanation of appropriate measures required to provide a secure and safe
event venue, a safe environment for guests
In event industry perception of health, safety and risk issues is changing fast. In past there
has been a tendency to see health and safety issues as red tape bureaucracy that merely ticks
regulatory boxes whilst creating extra work for the already stresses event manager. Assistant
Events Project Manager of Kuoni Destination management which is an event organisation
company agrees to the statement. Currently, they are all the events managers are stressing out
due to health and safety issues. For all the event management entities it is very important to make
sure that clients are getting all the things which are required by them. Other things which should
also be focused by event planners are health and safety of all the guests who are going to be the
part of event. In order to analyse health and safety issues in event industry two different case
studies are taken. Both of them are as follows:
Case study 1: It is mainly based upon health and safety in music event where appropriate
planning is required. While organising such types of events it is vital for companies such as
Kuoni to focus on different health and safety legislation. These are health and safety at work act
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1974 and the noise at wok regulation act 2005 (Prakash, Uthariaraj and Elizabeth, 2016). First
act is required to make sure that all the staff members are are safe at workplace and second one is
focused with visitors of event and clients. If music events are organised by enterprise then it is
essential for the m to look out that the sound is not too loud because it can harm guests and other
people. While conducting events the managers have to look out at various factors such as
contractors for food, decoration and other arrangements, bookings of guests, entry and exits
options for visitors, crowd management, communication etc. All of them are required to make an
event successful. The main concern of health is related to food so the planner and other managers
have to assure that the caterer which is being booked by the organisation is supplying hygienic
eating items. In order to manage crowd at the event it is very important for planners to provide
appropriate information to guests regarding entry and exit option so that they can enter and leave
the destination in appropriate manner. In music events the main thing which should be focused
by organisations such as Kuoni Destination Management as loud volume can create problems for
guests and as well as the people who are around the destination. For this purpose sound and
vibration level should be measure and monitored properly. Before selecting a music to play in
the event it is very important to check it before playing it so that it can be assured that it will be
suitable for guests or not (Health and safety in music events, 2019).
Case study 2: Monash University in a collage which is responsible for the care of
students, employees and visitors who are attending educational conference at the college. For
this purpose event planner is directed by the top executives of university to make sure that health
and safety of all of them is focused which planning for the event. Various events are conducted
in the college including meetings and conferences. In order to organise them in proper manner
companies such as Kuoni Destination Management are contacted. With the help of such
organisations clients get free from different responsibilities and leave them on the event planner.
In such types of events the organisers focus on different aspects such as food for the delegates
and attendees, arrangement of water at their tables, hygiene at wash rooms etc. By taking all of
them in to consideration issues related to health and safety could be resolved (Health and safety
consideration for event planning, 2019).
Article: Health Safety and Risk issues in event industry
In event industry one of the main thing which is required to be focused by event organisers is
health and safety of staff members, guests and other people. For this purpose, various factors
8

including food, water, wash rooms etc. are needed to be taken in to consideration. Event
manager has a main responsibility of analysing that the food and beverages which are going to
be served to guests are hygienic. For safety of staff members they have to analyse that healthy
environment is provided to them for work. Health and safety at work regulations of government
should be focused by companies such as Kuoni Destination Management which is a large event
organiser company. For example, in music events the act of Noise at work regulation 2005
should be followed by organisation. On the other hand in educational conferences Health and
safety at work act 1974 and food hygiene regulation 2006 should be focused. Security of guests
is also very important and for this purpose event organiser companies can arrange appropriate
entry and exit options. Focusing on these aspects can also reduce cost which could be spent by
organisation for health and safety concerns of staff and guests (Schipke, 2016).
CONCLUSION
From the above project report it has been concluded that event and conferencing
management is the process of organising and managing different types of events such as
educational, product launch, wedding etc. There are various types of current trends which are
influencing event industry. These are new and innovative technologies, technology for security,
interactive and unique destinations, trends related to marketing, and bleisure travel. In order to
attract more and more customers it is very important for event management companies it is very
important to take all of them in to consideration. There are various additional services available
within the event industry which should be provided to clients to meet their expectations. There
are various management job roles in event industry which are communication assistants,
community relationship managers, program coordinators, program manager, executive assistant,
event planners and meeting planner. In order to fulfil requirements of all these roles various
skills are required by individuals which are time management, communication, coordination
relationship building etc. In order to provide healthy working environment to the staff members
it is very important for companies to comply with different acts such as health and safety at
work.
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REFERENCES
Books and Journals:
Bujak, A. and Topolski, M., 2015, April. Concept of a Telematics System Model in Crisis
Management. In International Conference on Transport Systems Telematics(pp. 180-
187). Springer, Cham.
Cheng, B., Zhong, S. and Chen, J., 2016. Context ontology-based reasoning service for
multimedia conferencing process intelligence. IEEE Transactions on Systems, Man, and
Cybernetics: Systems. 47(12). pp.3219-3232.
Clayton, J., 2015. Customised, user generated, research spaces and learning management
systems.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Islam, T., 2016. Performance of event management operation of ingenious group.
Li, G. L. and Wang, Y., 2014. H. 264 Video Compression Coding in Emergency Management.
In Applied Mechanics and Materials (Vol. 484. pp. 866-870). Trans Tech Publications.
Li, Y. and Wang, Z., 2016, October. Intelligent multimedia communications platform based on
IMS. In 2016 IEEE Advanced Information Management, Communicates, Electronic and
Automation Control Conference (IMCEC) (pp. 185-188). IEEE.
Morse, K. O., 2014, March. International management virtual teamwork: A simulation.
In Developments in Business Simulation and Experiential Learning: Proceedings of the
Annual ABSEL conference (Vol. 29).
Olson, E. D. and Brown, E., 2018. Perceptions of students in an event management program of
annotation systems and their influence on student learning. Journal of Hospitality &
Tourism Education. 30(2). pp.118-126.
Phillips, L. D., 2014. Decision conferencing/facilitated workshops. Wiley StatsRef: Statistics
Reference Online.
Prakash, A. J., Uthariaraj, V. R. and Elizabeth, B. L., 2016, February. Efficient Key
Management Protocol with Predictive Rekeying for Dynamic Networks. In 2016 2nd
International Conference on Green High Performance Computing (ICGHPC) (pp. 1-6).
IEEE.
Renugadevi, N., Swaminathan, G. and Kumar, A.S., 2014, November. Key management
schemes for secure group communication in wireless networks-a survey. In 2014
International Conference on Contemporary Computing and Informatics (IC3I) (pp. 446-
450). IEEE.
Schipke, R., 2016, March. Recasting the Student-Teacher Online Synchronous Conference: A
Process Protocol for Macro and Micro Management and Facilitation. In Society for
Information Technology & Teacher Education International Conference (pp. 3362-
3367). Association for the Advancement of Computing in Education (AACE).
Online
Categories of event. 2018. [Online]. Available through:
<https://www.evenesis.com/blog/different-categories-of-events/>
L'Oreal's event conducted by Kuoni. 2019. [Online]. Available through:
<https://www.kuoni-meetings-events.com/case_studies/loreal-launch-new-beauty-
product-range-with-team-milano/>
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Health and safety in music events. 2019. [Online]. Available through:
<https://www.airsweb.com/blog/health-and-safety-in-the-music-events-industry-2>
Health and safety consideration for event planning. 2019. [Online]. Available through:
<https://www.monash.edu/ohs/info-docs/safety-topics/events-and-people/health-and-
safety-considerations-for-event-planning>
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APPENDIX
Personal Audit:
S. No I am capable of Good Average Bad
1. Time
management
✓
2. Communication
skill
✓
3. Coordination ✓
4. Critical thinking ✓
5. Decision making ✓
Development plan
Objectives What will I do
to achieve
Hurdles to
achieving goals
Ways to
monitor
progress
Target date
Time
management
Build
punctuality to
become
punctual
Lack of
Punctuality
Seminars and
workshops
Approx 3 months
Communicati
on skill
Participate in
company events
Not Fully able to
deliver thoughts
Feedback from
colleagues
Approx 2 months
Coordination Develop
empathetic
skills
Not being
expressive
enough
Reactions of
others.
Around 2 months
Critical Project delivery Insecurity Consequences Approx 3 months
12

thinking of solution
Decision
making skills
Take risks Indecisive in
nature
Comparing
present situation
with past
Approx 4 months
13