Conference and Event Management: Layout, Services, and Roles Report

This report provides a comprehensive overview of event management, encompassing various categories such as private, corporate, social, and mega events, with specific examples illustrating their distinctions. It further explores current trends influencing the events sector, such as destination weddings and the use of technology. The report delves into the practical aspects of event planning by detailing event layout design for conferences, including room setup, seating arrangements, and technology integration. Additionally, it examines the additional services essential for enhancing the client experience, such as catering, security, and technical support. The report also investigates the management roles within the event industry, including the required skills and personal attributes for effective stakeholder management. Finally, the report addresses the importance of safety and security measures, detailing protocols to ensure a secure environment for guests and staff.

Managing Conference and
Events

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
LO1..................................................................................................................................................3
P1: Examine the different categories and dimensions of events, using specific examples to
illustrate the differences. .............................................................................................................3
P2: Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector.............................................................................................4
LO2..................................................................................................................................................5
P3: Design an event layout to correctly set up a conference or event room to meet specific
client brief requirement................................................................................................................5
P4:Examine additional services available within a conference or event environment and
importance to provide them to meet specific client requirements for added value. ...................7
..........................................................................................................................................8
LO3..................................................................................................................................................8
P5:Explore the different management roles within the event industry, with reference to current
job opportunities in the sector......................................................................................................8
P6: Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations. ..............................................................9
LO4................................................................................................................................................10
P7: Specify and explain the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and safe environment for events staff, providing specific
examples....................................................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES .............................................................................................................................12

INTRODUCTION
Event planning is set of instructions given by the client to event planner to plan a event
according to need. As event organizer plan the event it will gather all the required informations
and details about the event from the client. It helps in execution of successful event. This report
carries out the study about the event planning and management. It has discussion on the
categories of events which types of events occurred and what trend is followed by event planner,
also there will be a discussion of layout of event, their facilities and services they provide. Also
discuss the management skills of the event organizer and how he would use it and at last there is
brief about safety measure to be considered in event.
LO1
P1: Examine the different categories and dimensions of events, using specific examples to
illustrate the differences.
Events are categorized in different ways and it always depends on the type of event.
There mainly three categories of events Private, Corporate, Social, and Mega events which are
further explained as Private events are those events which includes the different parties, wedding
ceremonies, reception, birthday parties, festival get together. It mainly concludes the privacy at
the event venue that they have chosen previously and booked it to celebrate their occasion. They
only want certain guest at venue (Bernard, and et.al., 2016). Celebration is private and the
arrangements are according to the host, it suggests the idea what he wants in decoration, in
menu, in sitting arrangements. All are customized and organized according to the budget. Which
gives a wonderful feeling to the guests and host.
Corporate events are those events, which is used to promote the brand or specific product
for a business, like conferences, business dines, seminars, meeting, product launches etc. Such
events are aimed at business, because supports business objectives which can be management
functions, business communication, increment in business morale and many business processes
which helps in growth and profitability. It helps in expansion of the business, meeting with
clients and treating them good helps to maintain the corporate relationships. Also, it includes
office parties, which helps to make better understanding and cooperation among staff members
bonding in professional relationship, people invited at some specific location or venue they
decided (Jordan, and et.al., 2019). They all come to now each others view and ideas and build the
plan accordingly.

Charity events are those events in which some fundraising activities are included and
donation for poor, uneducated are there. Charitable auctions, sports events, society balls, some
sponsored runs, cycling, walks, etc., events are organized to enhance the moral of people. It
makes them to donate more so that it can be used for further developments of children, poor or
more needed people. The donated amount is used in many social works, like they provide
education to poor children, provide food, clothes etc. and further it creates a sympathy in people
who are unaware of the conditions of slums. Also, these kinds of events related to fitness like
sports, cycling, walk maintains the health. It gives an inspiration to others to be more aware of
their health (Ziakas, and Trendafilova, 2018). Many of the business conferences are held in order
to create good.
Mega Events are organised at large scale, like they use to invest a lot of budget in such
events. It can be a Award show, Sports league like cricket, hockey etc. Olympiad, common
wealth games, international shows for talents are organised. It requires lot of safety measure at
the event's location, as any outsider can't create any disturbance, and it will not be allowed at the
venue without any ticket or invitation cards.
Dimensions of Events
Mobile events- These events are known for its mobility, like they can change their venue
of the event. Place events- Some events are organised at particular place and the place if known
for the particular event.
Some other events like Micro, macro, and mega events- these events are organised according to
their sizes and budget. Also the budget is split in the committee member in large events. Core is
dependent on the sponsors of the committees for the event (Chraibi, and et.al., 2016). Non-core
are not organising committee. Mega events are the government projects in organising events.
Live events- these events are in trend nowadays. Live streaming of the events in terms to
entertainment of the public. It emphasis on the enlargement of audiences and more investors
come ahead.
P2: Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector.
As the events categories are discussed above in which, private, corporate, social events
are included. They can be understood in deeper. Explained with some examples as follows

Private events organized at private venue. These events do not allow the others to enter in
it. Suppose a wedding ceremony is organized at some privately booked venue like it can be
Rosewood hotel of London (Dowson, and Bassett, 2015). The hotel will take all the
responsibilities of the event. They provide arrangements according to the demand of the host. It
includes the features like planning, management, execution of the event. The management team
of the hotel will make a plan according to the demand of the host, that which kind of the wedding
events they want, decorations, menu in lunch, dinners etc. guest list and other preparations. So
the hotel's management staff will take care of the things outsiders are not allowed to get access at
event's place. Some people like management staff, security guards, caterer, waiters and
housekeeping staff are allowed to access and manage the thing of the events (Price, 2018). They
decorate the hotel, like they follow the fashion trend. Inside the venue the management staff will
look out over guests, hosts, they provide facilities to them to enjoy their event, they should
overview the locations, also they guide the waiter, housekeeping staff to take care of the guests.
In trend people like to arrange destination wedding so hotels are more likely to follow the trend,
they prepare accordingly.
Corporate events included conferences, business meetings, dinners, seminars etc.
Suppose Rosewood hotel have to organize a Conference for about twenty people who are big
businessman in their industry. The host needs to organize the event for the growth of his business
and gets collaboration from other people. Like they get to know each other, they get knowledge
about the latest trend in business, technology advancements etc. So the hotel needs to prepare
like that they can plan event, manage and execute it. It includes the facilities they provide to their
guests in conference. Security of the hotel will be more alert and active, they check the guest list,
and restrict others to enter (Henness, and Ball, 2019). They conference room will be under
CCTV surveillance, they dine is properly arranged like the menu given by the host to
management team is served. The waiter are more careful to serve the guests. The hotel provides
the facilities like sitting arrangement, floor and carpet area is cleaned, projections pictures are
more clear use high quality of films, good sound system like mics they used to speak. All these
are handled with care. To be in trend the hotels have to follow the instructions given to them
properly, so they execute it successfully. It brings good reputation in market.

LO2
P3: Design an event layout to correctly set up a conference or event room to meet specific client
brief requirement.
Each and every event needs a planning in order to execute it in proper manner. So the
Host needs to give proper instruction to the management team so that thy can plan according to
their demands (Chraibi, and et.al., 2016). Suppose the Rosewood hotel have to arrange a
conference for 26 people coming from different region of the country in context of business
purpose. Host needs to serve their guest better.
Hotel's management will prepare the plan to execute their event like they arrange a
Conference room for their guest has separate entry and exit gates, on entry gate there will be
some staff members from management team and security guards to check invitation list (Iorio,

and et.al., 2015). After they entered into the room, it will have 30 chairs and the table is in U-
shaped. Each seat has name tag on them for the guest who will seat on which chair. In front of
each seat there is water bottle available on their left side, laptops will be there to see the business
presentation on it, mic are available on their seats, in front of them the host can be seated with
separate chair. There will be a presentation projection is there to give presentation to others.
They have proper lights in the room with fully air-conditioned facility. In between the break they
will serve the snacks to the guests, with hot coffee or tea. After the meeting is over, there will be
lunch arrangement for them, waiter will come and serve to the guest, and then the guest can exit
from the directed gates.
Throughout the conference the outsiders are restricted to entered in it by the security
guards, they will maintain the privacy of the guests so that they don't get disturbed. The Food
preparation is done with hygiene. Crockery and plates are managed in well decorated way. They
will allow the good fragrance to be spread in the area (ElNimr, Fagiar, and Mohamed, 2016).
Decor the hotel entry with flowers, treat each person nicely, host will be there to attend their
guests. They help them to provide direction towards the entry and also there will be attendees to
attend the guest when they need to use restrooms. All the planning is submitted to the host so
that it can be verified by him and event can be accomplished successfully.
P4:Examine additional services available within a conference or event environment and
importance to provide them to meet specific client requirements for added value.
The above discussion of the event plan for the conference managed by the hotel. The
planning, organizing, controlling, staffing by the management team of the hotel is considered as
good event planner. As they provided good services to their clients who want to celebrate their
event in their hotel it posses good and responsible image of the hotel in the market. Facilities,
services they provide to their clients are very nicely planned before the occurrence of the event.
According to the conference event as the hotel plays the role to organize the event with full proof
planning as they give plan to their client about the arrangements in the venue. Management team
gives training to employees who are subjected to attend event to execute it. They are supposed to
have proper communication within team members like they connect via walky talkies, cell
phones. As they have proper guest list in their hands it will not create any confusion. Taking care
of hygiene at venue where the guest is seated (Liu, and et.al., 2016). They provide drinking water

in bottles on each seat, they will tag the guest name on each seat so there may not be any
problem with sitting. They check out the furniture in of conference room before the event. As
they give previous check on mics and sounds, picture quality of the presentation film. They can
ask for any help to their guest in break time. As these kinds of pampering is appreciated by the
guests, and they also like the well-behaved staff at venue. It fascinated the people, and they feel
free to enjoy the event (Dowson, and Bassett, 2015). They work with more energy. It creates
more opportunities for the host and the event planner as they get chance to win the hearts of the
people they have, invited in it.
All the arrangements are done according to the demand of the host of the event it leads to
customer satisfaction. In today's era the event planning is at another level, demands are very
high, needs luxurious touch in everything. These things maintain their prestige in market for
business person. Event planners are demanded to plan the event for them. Just because of the
quality of services they provide to their guests (Liu, and et.al., 2016). It opens more scope the
event planners or the hospitality industry who arranges such kinds of events.
LO3
P5:Explore the different management roles within the event industry, with reference to current
job opportunities in the sector.
Event industry is so vast to handle and proper management is needed. Management roles
within event industry are like event manager, decoration in-charge, event coordinator, head of
sponsorship, talent manager, security in-charge for the event, hospitality manager etc. all these
roles and responsibilities are distributed among the team by event manager. Also he looks out for
the planning, organizing the event in limits, working with clients to ensure the needs of the
clients and also focuses on customer satisfaction. So for executing successful events, organizers
should take care of the facilities and details like decoration, catering, entertainment,
transportation, location, guest list, special guest, promotional materials etc (Raj, Walters, and
Rashid, 2017). Now comes to security head of the security or supervisor should take care of
guests safety, volunteers should be implanted in such a way that they will keep an eye on the

invitees. Catering team should prepare the food according to menu given to them, they will
maintain the hygiene. Waiters serve the guests properly with nice behaviour(.
Although these things there must be tome limit for planning event, pre testing is needed ,
like proper light testing, decoration check, guest list check, sitting arrangement check etc. things
are considered so the authorities give a testing to these things before the event. Proper
coordination between the team is necessary, they have to connect with each other throughout the
event process. Organizer should meet with the clients regularly to discuss planning and ask him
for any modification (Dowson, and Bassett, 2015). As per the instructions given by the client
they should make the changes in the events, like they have to finalise the venue, menu, décor etc.
Following these things it should order management team members like the decorator handles the
décor, lightening should do as per the demand of the client. Food is according to the menu.
In event industry there are lot of scope for the people. As they can find out their
opportunity to work on it as per their interest. It is vast industry so people can choose what they
want to do in this. They can use their talent, like if somebody is creative by mind it can be used
in decoration, lightening and giving new ideas to look the place wonderful. If people like to cook
they use to become chef and serve tasty foods in this industry (Jones, 2017). Security
management team can be bouncers, guards which have good physic, active minds, alertness and
protect others nature can use in the event industry because security is main point to be covered in
events.
P6: Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations.
As per the discussion on above management roles in event industry, people who work
within this have talent to organize the event. Management skills and personal attributes like
interpersonal skills, creative mindset, wizard, flexibility, organizational skills, eye for detail,
leadership skills, enthusiasm and passion, time management skills, impactful persona, good
negotiation, sales and marketing skills, good communication skills.
As the event planner should be aware the things and have every single details about the
clients needs is mentioned. Communication skills (Liu, and et.al., 2016) with client is good
enough, it is able to sort each and every query of client. Organizer of the event should work with
clear mindsets so it can be applied to being creative in planning event. Arise new ideas and
suggest to client. Flexibility in work is important factor, if organizer deny to make changes in

anything it would lead to dissatisfaction of customer (Robertson, 2016). So there is always space
to make some changes and alterations. Time management skills is really necessary at event's
venue because before the event is held they should prepare the thing previously and before
timelines, so there will be no issues with the client. Event manager should posses the leadership
skills within him so that it is able to guide other employees to work and motivates them on time
to time, so they may not let down their morale of work (Chen, and Rybak, 2017). It helps in
maintaining working spirit among the team members. Event planning is occurred within some
limits and depends on others. Organize have to contact with the suppliers, dealers for the raw
material or some products they need at event. So they must have good bargaining power with
them which leads to low cost leadership and should focus on increasing productivity. Also they
must be good enough to negotiate with client as per their requirement in events, and they can
make money(Noe, and et.al., 2017). Manager should keep the balance of profit margins, as they
have to give labour costing, raw material costing, decoration costing, food costing etc.
That's how the manager of event can use their skills to execute events successfully
according to the demands of the customers. And using their persona they get orders in future
which lead them to be a brand name to plan events in event industry. Clients would like to
collaborate with them as they have good knowledge of work.
LO4
P7: Specify and explain the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and safe environment for events staff, providing
specific examples.
Event planning should be done with undertaken of the appropriate measures which are
related to safety, security and hygiene at event's place. Event manager distribute the roles and
responsibilities to the team, like security team, fire and safety team, hospitality management
team (Evans, 2018). Before the event starts security team should analyse the condition of venue,
they should take round of the location so that they can find out everything is right or not or either
situation is under controlled or not.
Safety, Security and
hygiene measures
Event 1- conference
event
Event 2- new year
party event
Recommendations

Safety measures for
workers
Security team should
cross-check the Id's of
employees who are
working at the venue
so no outsider can be
there and disturbs the
arrangements.
At event venue the
worker working in the
area, they should wear
safety belts, helmets
while they are working
on decorations
otherwise it leads be in
major accident for the
labours.
So teams should be
alert and active to
handle any wrong at
event place. They
should provide
training to their staff
before occurrence of
the event.
Safety measures for
guests
It is moreover very
important safety.
When the event is
starts the security and
safety teams should be
more alert or active.
Security team should
check the invitations
of guest at the entry
place. They should
check that either they
are underage or not,
whom they are serving
the alcohol (Bell,
2018).
After entering the
guests into the venue
teams have to be ready
to face anything wrong
like in event anything
related to fire, or any
fire accident happened,
they should have fire
extinguishers so that
nobody gets harm in
the event. If anything
is wrong done by
people in event the
volunteers should stop
them. If there is
alcohol is available in
party and also children
are there,
safety measures like
they have
arrangements of the
doctors, ambulance,
also they have police
previously at the
venue. The high tech
gadgets with them to
handle the checking
and take actions.
Hygiene measures In every event hygiene
should be maintained
Food should be
properly covered.
Food quality and
hygiene measures are

in well manner. The
organizer should take
care of the hygiene,
like food preparation
done in kitchen or
open areas of venue
they should take care
that the vegetables are
washed properly or
not, any insects are not
there.
Crockery and plates
should be clean
(Bernard, and et.al.,
2016). Table clothes
are properly washed,
seats should be clean,
proper dustbins are
arranged to throw the
garbage. Team should
be trained for these
things (Dicke, and
et.al., 2015).
taken correctly, they
should check the
quality of food before
buying the food
articles. During the
food preparation they
should keep an eye on
the preparation.
Data Security Such meetings are
highly confidential so
that management team
should take care the
data security. Like
they have provided
their own ID,
password to access
internet. Staff don't
enter in the event area
so that they can't touch
their any file or
anything which have
informational sources.
In these events
security of the guests
is most important in
terms to secure their
data like, their mobiles
phones, id cards
should be secure, no
other person can
access their guests
information.
Data security gadgets
should be with the
team during the event.
CCTV surveillance As the guests come to
attend the meeting so
that venue should be
under CCTV
It is very necessary at
the event venue, if
anything goes wrong,
like any harassment
CCTV should be
implanted before the
occurrence of events.
Check it properly

surveillance so that
any disturbing element
is appear the security
team can access it at a
time and take
appropriate actions.
with any girl or boy
they can see on the
camera, if anybody
harms to people it
should be caught
easily. If there is any
chance of any kind of
accident it can be
stopped on time.
(Lee, and et.al., 2017).
So all the activities at
the event place is
noticed.
CONCLUSION
Event management is very difficult task to handle. Event planning needs to take care of
lots of things in terms of arrangements. The event planner should have management skills so that
he can use them to perform better. They organize the event with full planning and execution
should be proper. This would lead to customer satisfaction. It is very necessary part of the event
as they take suggestion from the client about everything like venue, menu, décor etc. planning is
according to the budget of client. And then discuss on what services and facilities they would be
providing to their guests at the time of event. Next they should take care of the safety and
security of the staff and guests. They should take safety measures.

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