HNC International Travel and Tourism: Managing Conferences and Events

This report provides a comprehensive overview of managing conferences and events. It begins by defining event management and exploring various event categories like seminars, trade shows, and workshops. The report then delves into the trends shaping the event sector, such as the use of smartphones, event apps, social ambassadors, and live streaming. It outlines the range of management roles within the event industry, including event coordinators, communication assistants, and customer experience managers, and also highlights the essential management skills needed to meet stakeholder needs, like leadership, time management, and interpersonal skills. The report further examines event layout considerations, focusing on factors like attendee numbers, space availability, and health and safety. It also discusses additional services available in an event environment, using the banquet theme as an example. Finally, the report addresses appropriate security and safety measures, emphasizing capacity management, access control, hazard identification, and facility provisions, along with recommendations for improvement. The report concludes by summarizing key aspects of successful event management, emphasizing the application of project management principles to the creation and development of events.

MANAGING CONFERENCES
AND EVENTS

Table of Contents
INTRODUCTION ..........................................................................................................................3
ACTIVITY 1 ...................................................................................................................................3
Different categories and dimension of event..............................................................................3
What are the trends in event sector.............................................................................................4
ACTIVITY 2 ...................................................................................................................................5
Define the range of management roles in event industry............................................................5
What are the management skills needed to meet out the stakeholder needs...............................5
ACTIVITY 3 ...................................................................................................................................6
Design layout for the event. .......................................................................................................6
Examine the additional service avail in event environment........................................................6
ACTIVITY 4....................................................................................................................................6
Explain the appropriate security and safety measures for an event. ..........................................6
Recommendation for bringing improvement in security and safety for event............................7
CONCLUSION ...............................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Event management is defined as application of project management towards to creation
and development of event, conferences and festival (Chamberlain and et.al., 2019). This is
defined as planning process of conducting the event successfully such as meeting, trade-show,
ceremony and team building activities. Conference management for any professional meeting is
also a part of event management.
The present report is based on Managing conference and events. Furthermore, report will
cover the activities as conduct the reporting on event sector and various trends in event sector.
Furthermore, study will cover about the management skill that needed to work in the event
industry. Lastly, study will demonstrate about planning event for room set up.
ACTIVITY 1
Different categories and dimension of event.
Event management involves of planning, organizing and execution of live events. There
are different types of services of event management that can be inclusive of brand, launch and
exhibition etc. Additionally, the entire event management is regarded as one of effective and
significant form of advertising. Henceforth, this defined in following manner as are-
Seminar- It is type of corporate event that is going to organise with targeted audience in mind
and they aims to impart highly relevant information. Therefore, seminar needs to be held at a
venue, entity headquarters or online with right business communication technological
advancement in place (Draper Young, Thomas and Fenich, 2018). Under it, organisation plan
and hold the meeting with selected number of audience and convey them any significant
information.
Trade shows- It is kind of corporate event that provide a chance to showcase latest commodities
and introduce brand or any innovation to general public and businesses. Henceforth, it can be
stated that trade shows presents the wide opportunities to generate sales leads. Therefore, their
primary focus on displaying and exhibiting commodities that usually take place in large venues.
Executive retreats and incentive programmes- Business development and organisation
planning are the two agendas for these retreats. It is where the firm spend more money on
individual basis to put together this type of events. This kind of programme lasts for 3 to 4 days.

At the time of conducting planning the following things are needed to be considered as are
selection, lodging, catering and business meeting etc.
Conference- It is tend to be the much more complicated event as this required to arrange
multiple services. This mainly aims at encouraging conversation and to offer people the platform
that aids to share the expertise and this starts with keynote session before moving towards the
round-tables and panel discussion etc.
Workshops- It is very crucial to consider the value of workshop, training session and seminars
as they assist business to connect with staff and public. It is kind of huge classroom kind of event
in which the more focus is on the learning activities.
What are the trends in event sector.
Event management industry are continually changing and evolving. Henceforth, event
professionals must implements the techniques gradually and constantly within event industry in
order to achieve competitive advancement (Malik and et.al., 2018). Therefore, event
management trends are defined in following manner as are-
Smart phones- With help of this trend, they needs to embrace the various ways in which people
people can interact with each other. Henceforth, smartphone aids to keep more people connected
than ever as there are number of apps that allows every one to network with one another easily
and quickly.
Event apps- With each passing day number of the apps are enhancing at the tremendous rate. It
is key for most of the business. Henceforth, the quality and service that provides by app are
improving over the years. Thus, rise in engagement of interactive mobile event apps has been
emerging as one of the biggest event trends.
Social ambassadors- In the present scenario, the social media has become one of the effective
tool to the business. It is gathering the attention of many individuals. There are number of
entities who willing to pay social ambassador for undertaking positive marketing on the social
media.
Live streaming- The tools as you tube and other streaming sites have the changes the face of
online media industry. Additionally, conversation and general awareness that has made through
social media are assisting businesses to become more successful.

ACTIVITY 2
Define the range of management roles in event industry.
Event managers to the entities performs the various task such as finding and booking
venues, liaising with suppliers and clients and to presenting the post event reports. Therefore,
there are various range of management roles within the event industry as are-
Event coordinator- This is a role that aids to coordinate number of activities to make the event
successful. By proper coordination of all the task within any specific event aids to carry out the
things more effectively.
Communication assistant- The communication is defined as essence to management. It is
crucial to have effective communicator so he can communicate about the whole task effectively.
Thus, effective communication between event team members aids to carry out the things
effectively (Neybert and et.al., 2019).
Digital analytics manager- Career and digital analytics are on the rise. Henceforth, digital
resources are endless and that can also helps to improve productivity and revenue. This is very
helpful as this give better event processes and experience.
Customer experience manager- Customer service is forefront in every event. This is crucial to
cater the needs of attendees and to make them happy and to offer them enjoyable experience with
hopes to future returns. Thus, the role of customer experience manager is to answering emails,
providing in person service and dealing with complaints etc.
What are the management skills needed to meet out the stakeholder needs.
Management skill can be termed out as attributes and abilities that executive needs to
have in terms to fulfils the task requirements specifically. It can be developed with help of
learning and practical experience. Thus, management skills to meet out the stakeholder needs are
defined in following manner as are-
Leadership skill- The good leadership skill helps to lead out the activities effectively and
efficiently. Effective leading style of event manager mainly put their major emphasise on role of
team members. This leads to carry out better and effective management.
Time management skills- It is crucial for manager to conduct each activities in assigned timeline.
Thus, whole the things must be done within the set deadlines so quality result of the event can be
produce.

Creative and innovative skills- In order to attract the large number of audience, this is crucial to
have innovative and creative skill within an individual. Henceforth, the innovation and creation
aids to carry out the task effectively. Innovative result aids to accomplish the desired results.
Interpersonal skills- This is crucial that event manager needs to work with team and other people
in terms to ensure about the success of the event. Energetic, creative and innovative manager can
conduct the event facilities must effectively and this also meets out the needs of stakeholder (Rao
and et.al., 2019).
ACTIVITY 3
Design layout for the event.
The room layout can have huge impact at the event. The one of the foremost thing that
needs to be considered is as number of attendees in the event. Henceforth, choosing the right
layout is crucial to set up effective event activities. At time of deciding the room layout for
corporate event number of things are needed to be considered as-
 Attendee numbers- The number of audience has big impact on the final layout that
chosen. There is need to accommodate the additional seats quickly and easily rather than
turning it.
 Space availability- This is needed to be selected by looking over the number of attendees
to the event. Thus, better place required to be selected so that event can be managed
effectively and efficiently.
 Priorities- At this step, the most crucial factor is need to decide is the best use of each
space. Additionally, it is crucial to know about the engagement and networking. At this
level the them of the event is need to be selected so that all things can be managed
efficiently.
 Decor and furniture- At this, furniture that needs to use in event will be decided. After
considering the room layout, the best store needs to be selected in terms of chairs, tables
and sofas etc.
 Health and safety- Herein, the most crucial aspect is that health and safety guidance to
ensure that layout is safe or not. Under this, the following things are needed to be set as ,
emergency exit routes and any other special considerations to ensure that your layout
doesn’t impede walkways, exits, refuge points etc.

The chosen theme for the layout will be as banquet.
Examine the additional service avail in event environment.
The chosen theme for the corporate event will be like Banquet. It is kind of dinner based
event. This allows to use more of space to fit attendees as tables are used to maximum capacity.
It can be effective for the people who have disabilities.
ACTIVITY 4
Explain the appropriate security and safety measures for an event.
Event organiser has a specific duty to deal with the varied measures of the event. This is
crucial to look over health and safety consideration. Therefore, these are defined in below
contexted manner as are-
Capacity- It is crucial for event manager to have idea about the member who are about to attend
the event. This will helps to select the proper venue and theme for event. Additionally, the type
of event and activities under this must be known so that whole things can be undertaken
effectively.
Access- This is important to known about the event site and venue. Thus, space for pedestrians
and vehicles are needs to managed so that attendees do not have any kind of discomfort. Thus,
better arrangement must be done for any person with disabilities (Stadler, 2019).
Hazards- It must be identified effectively. The ground condition of the event needs to be checked
and things also needs to focus is that the selected area is prone to flooding, high-winds. Thus,
electric conditions and power-lines must be ensured and checked properly.
Facilities- This is crucial that event must be organise near the hospital and fire station. If any
emergency situation occurs the people can rush to hospitals. However, the individual must be
given transport facilities so they can have ease services.
Recommendation for bringing improvement in security and safety for event.
The recommendation to bring out improvement in security and safety for event. This are
defined in following manner as are-
 The event manager should have idea about the crowd, as this is integral components to
running a safe and enjoyable event and this should be look over at the earliest the of the
planning.

 Event manager should have clear line of communication between the team members in
order to manage whole event effectively and efficiently ( Terra and et.al., 2019).
 In order to make successful event, this is crucial to incorporate varied layers of security.
Henceforth, additional measures must be taken to monitor the criminal activity and to get
ready for the response.
CONCLUSION
Hereby, it can be concluded that event management is defined as application of project
management that bring effective creation and development of large scale event such as formal
parties, conferences etc.
The present report is based on Managing conference and events. Henceforth, the
following things are needed to be covered as types and trends of event. Furthermore, design and
layout for the event has also been defined to carry out event successfully.

REFERENCES
Book & Journal
Chamberlain, D.A. and et.al., 2019. Mega event management of formula one grand prix: an
analysis of literature. Facilities.
Draper, J., Young Thomas, L. and Fenich, G.G., 2018, January. Event management research over
the past 12 years: What are the current trends in research methods, data collection, data
analysis procedures, and event types?. In Journal of Convention & Event Tourism (Vol. 19,
No. 1, pp. 3-24). Routledge.
Malik, D.W. and et.al., 2018. Event management system. U.S. Patent 9,998,408.
Neybert, K. And et.al., 2019. Disaster event management. U.S. Patent Application 16/502,600.
Rao, J. And et.al., 2019. Method and system for MTC event management. U.S. Patent
10,171,973.
Stadler, R., 2019. Knowledge management in event and festival organisations: Challenges and
future directions. In A Research Agenda for Event Management. Edward Elgar Publishing.
Terra, E.L. and et.al., 2019. Event Management System. U.S. Patent Application 15/933,294.