Report on Managing Conferences and Events for Dream Sales Machine

This report examines the key aspects of managing conferences and events, focusing on various categories like seminars, workshops, and conferences, and their respective features and trends. It delves into event management roles, highlighting the skills needed for success, such as time management, creativity, and communication. The report also explores event layout considerations, including theatre-style and U-shape setups, and the importance of additional services like videography and venue sourcing. Furthermore, it emphasizes the significance of safety measures, including emergency plans and ID checks, to ensure a secure environment for both employees and attendees. The report is based on a scenario involving Dream Sales Machine LTD, a personal development event platform, and aims to provide a comprehensive understanding of event management principles.

Managing Conferences and
Events

Table of Contents
INTRODUCTION...........................................................................................................................1
ACTIVITY 1 (LO 1).......................................................................................................................1
P1 Different categories of events with examples........................................................................1
P2 Features and trends of different events that influence event sector........................................2
ACTIVITY 2 (LO 3).......................................................................................................................3
P5 Different management roles within event industry and job opportunities.............................3
P6 Management skills required to work in an event industry.....................................................4
ACTIVITY 3 (LO 2).......................................................................................................................4
P3 An event layout to set up a conference or event room to meet requirements........................4
P4 Additional services for event environment and their importance..........................................6
ACTIVITY 4 (LO 4).......................................................................................................................6
P7 Appropriate measures require to provide a safe event venue and working environment to
employees....................................................................................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
An event refers an occasion and public assembly which has different purpose like
awareness of people about education, fun and team building (Raj, Walters and Rashid, 2017).
This present study is based on Dreams Sales Machine LTD who is an personal development
event platform whose main aim is to provide several attractive facilities to participants and link
English and Turkish communities.
This report will show different categories of events that are being developed and launched
for different purpose. Different categories of events have different and some common features
like food, attractive venue, presence of celebrities etc. Further , this study will show some
functions of an event manager that makes an event successful and memorable. For making an
event successful there is a requirement of having some skills and knowledge for working in an
event manager such as: innovation, having knowledge to access technology and internet,
communication etc. Lastly, this report will show importance of using safety tools in an event as it
allows an event manger to measure effectiveness and security of all participants.
ACTIVITY 1 (LO 1)
P1 Different categories of events with examples
An event refers a planned public, private or may be social occasion which have different aims
and purpose. Some private and public events have the main purpose of increasing awareness
about health, education and products of an organization. Some have the purpose of having fun,
reunion and enjoyment. All types of events are divided into 3 categories like private, public and
charity. Different categories of events are described as follows:
Seminars: Seminars are mainly known as educational events. The main aim or developing
seminars is to make all students aware about the importance of education as well as providing
them a proper training. Academic and corporate topics are discussed in seminars (Sonesson and
et.al., 2016).
Workshops: Workshops is all about increasing skills of all limited participants. Limited
and target people are invited in workshops and a particular topic is being discussed. All
participants get training in hands by an expert related to the topic and a particular field.
Conferences: Conference is a formal event that is mainly held in annual basis or may be
in 6 months. It may be for educational purpose, business purpose like to aware people about
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products and political purpose. Target people are those who have common interest and take
interest in the topic which is discussed in conference.
Product launch: With the name it can be said that it is a type of corporate event that
several companies are now using. If an organization wants to enter in the new and foreign market
than products launch corporate event is the best way of introducing products to people. There is a
lot of buzz because creative themes are being used.
Team building meetings: For motivating and uplifting employees and team members spirit, this
type of event is being help and developed. It allows participants and employees to increase
relationship of them. The main purpose of companies of launching this type of events is to retain
skilled workforce and reduce labour turnover (Hanzal, Svátek and Vacura, 2016).
P2 Features and trends of different events that influence event sector
Different types of events have different trends and features that allows education institutes
and organizations to launch events. Different categories of private events like: festivals,
birthday’s parties and have described features:
Food: It is already stated that private events are held for enjoyment and fun and the main
feature that attract people for involving in event is excellent and delicious food. This trend and
feature allow an event manager to attract wider range of participants.
Business dinners, conferences, seminars in corporate type have several features that are
described as follows:
Ambiance: The main feature and trend that attract people to attain these types of events is
venue and the location. By focusing on this trend, an event manager make all participants and
attendees valued (Chen and et.al., 2015.
Foundations and charity type of events like: society balls, sports event have several features
such as:
Celebrity: In the global and charitable events, the main feature and attractive things which
attract several people to attain event is presence of celebrities and artists,. The main aim of
charity events is to get funds in an efficient manner and celebrities want publicity so, an event
manager invites celebrities.
Except above discussed features, there are some common features and trends such as:
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Safety: Safety in events is the main concern that all participants in different types of
events seek. For avoiding and preventing themselves against any accidents, people want to go in
events that have special security and safety.
Innovation with technology: Innovation and creativity in events is other main feature
which is the trend. Making all things and infrastructure with advanced technology, an event
manager can achieve its goals (Morgeson, Mitchell and Liu, 2015)
ACTIVITY 2 (LO 3)
P5 Different management roles within event industry and job opportunities
There are several opportunities in an event industry for performing activities. An event
industry is becoming more interesting field and most of the people want to go in this industry as
there are a lot of job opportunities (Davis and et.al., 2018). Some job roles and opportunities in
an event industry are described as follows:
Event manager: Event manager job role is the top role in an event industry. There are
some functions and roles played by event manager are: to manage all activities of event, to make
a plan, a lot projects and tasks to other employees. The main responsibility of an event manager
in an event industry is to make all people feel valued an make the event memorable. For this
purpose, he/she tries to solve problems of guests in quick manner and manage all activities as
well.
Decorated in charge: It is other main opportunities for people who want to go in this
industry. The main role of decorated in charge is to make the event attractive and innovative.
There are several types of event whose main feature is decoration as it is stated above like
private events. For performing this job role, decorated in charge need to focus on decoration,
lighting system, DJ, sound etc.
Talent manager: Except decorated in charge, there is a job role of talent manager whose
preliminary work is to perform several activities and show talent to participants by dancing,
music and other arts. It is called the important task as failure, success and enjoyment of
participants is depend upon this talent manager (Giannakis and Papadopoulos, 2016).
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P6 Management skills required to work in an event industry
There are several job roles like event manger, talent manager, event co-operator and for getting
job in this industry there is a requirement to have several skills and knowledge. Some
management skills are described as follows:
Time management skills: There are several roles which are being played by an event manager
at a limited time. For managing all activities in an effective manner, time management skills are
required (Padron and Stone, 2019).
Creativity: Creativity is the main concern which are being considered by participants. For taking
a competitive advantages and attracting several people, an event manager should posses this
creativity skills for making the event unique.
Communication: Communication skills plays an important role in any type of industry. An
event manager interact with many people and for giving an effective impression, they need to
have communications skills. The way of talking, receiving guest are included in communication
skills.
Adaptability or flexibility: Adaptability means to adapt changing situations in an effective
manner. People’s demands in this industry gets changes (Robinson and et.al., 2016). So making
them feel satisfied, adaptability skills plays a vital role. It includes making changes in policies,
strategies etc.
ACTIVITY 3 (LO 2)
P3 An event layout to set up a conference or event room to meet requirements
Room layout and the way of managing and setting up an event room have great impact on
participants of event. There are several types of room layout that are being used in different
categories of events (Lawson, Wolthuis and Cooke, Twilio Inc, 2015).
. There are several common factors which affect the selection of the best room layout are:
The total number of participants, furniture, available space, decoration etc. Some room layout are
described below:
Theatre style: In this style and room setup, all chairs are setup in equal distance and equal size.
All chairs face the front of the room with a centre aisle. 2 sides are for easy access for delegates.
Boardroom: In this type of room set up for events, a large table and chairs are arranged.
It is being used when the main aim of event is group discussion.
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U shape: U shape event room layout can be defined in which series of tables are arranged
in the shape of U alphabet which faces the front of the room. Chairs are arranged around the
outside perimeter of the U or table.
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P4 Additional services for event environment and their importance
For making an event memorable and successful there is a requirement to focus on some
additional services by event manager o Dream sales Machine Ltd. By providing all described
services, an event manager can attract wider range of people and also accomplish its goals. Some
additional services are:
Videography: This is the modern era in which people want to make relationship on social media
and make updated to all people about their activities. Giving videography services at event
venue, an event manager makes its event environment more important. It is not only beneficial
for people but also for event manager and the company because with the help of video it can
make others people aware about its products and activities by displaying things. It is the best way
of promoting brand (Getz and Page, 2016).
Venue souring services: Additional services and factors which participants and people consider
while making decision to go in an event such as parking facilities, distance of venue,
transportation facility etc. By providing all these facilities like Uber and other transportation
facilities to people come from remote areas, parking facilities and setting a venue at popular
place, an event manager of Dream Sales Machine Ltd, can attract people.
Creativity at venue: Making an event creative by focusing on decoration, florists,
accommodation, event caterer also plays an important role in making all participants feel valued
and pleased. There is a requirement to hire a creative director who can manage all these activities
and guests queries (Jones, 2017).
ACTIVITY 4 (LO 4)
P7 Appropriate measures require to provide a safe event venue and working environment to
employees
Safety and security is the common factor which needs to be considered by different
categories of events. In the context of Dream Sales Machine London, it can be said that by
focusing on this factor and using effective measurements it can make its working environment
safe.
Making an emergency plan: Before deciding venue, checking all equipments and developing
an emergency plan, an event manager and security staff can measure the effectiveness of
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security. Having safe location, skills of security staff which can take quick decision at emergency
situation are some things which can make an event environment safe.
Checking participants ID: There is a chances of entering of un invited people or thieves.
Checking ID of all people is other best way of measuring safety’s effectiveness and making
people feel secured. By not allowing to person who forget to bring their personal ID and by
doing this safety can be measured (Kluetz and et.al., 2016).
CCTV: CCTV and applying cameras in every corner in event is the best way of protecting an
event from any type of accidents. It is beneficial for attendees and event manager as well.
CONCLUSION
From the above study it has been summarized that event management played a vital role as
it attract several participants and people to get knowledge and increase their awareness. Different
types of events have different purposes that are beneficial for participants as well as event
manager as it made them feel valued and pleased. This study has also shown that functions and
roles of an event manager play an important role as they performed several activities which make
an event successful. Innovation, creativity and some skills are required to perform a job in an
event industry which has also been shown in this study. Lastly, this study of event management
has shown importance of security tools that provides safety and security to all participants of
event which makes an event successful.
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REFERENCES
Books and Journals
Chen, Y. and et.al., 2015, July. Event extraction via dynamic multi-pooling convolutional neural
networks. In Proceedings of the 53rd Annual Meeting of the Association for
Computational Linguistics and the 7th International Joint Conference on Natural
Language Processing (Volume 1: Long Papers) (pp. 167-176).
Davis, B. and et.al., 2018. Food and beverage management. Routledge.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Giannakis, M. and Papadopoulos, T., 2016. Supply chain sustainability: A risk management
approach. International Journal of Production Economics. 171. pp.455-470.
Hanzal, T., Svátek, V. and Vacura, M., 2016, July. Event Categories on the Semantic Web and
Their Relationship/Object Distinction. In FOIS (pp. 183-196).
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kluetz, P.G. and et.al., 2016. Focusing on core patient-reported outcomes in cancer clinical
trials: symptomatic adverse events, physical function, and disease-related symptoms.
Clinical Cancer Research. 22(7). pp.1553-1558.
Lawson, J., Wolthuis, J. and Cooke, E., Twilio Inc, 2015. Telephony web event system and
method. U.S. Patent 8,964,726.
Morgeson, F.P., Mitchell, T.R. and Liu, D., 2015. Event system theory: An event-oriented
approach to the organizational sciences. Academy of Management Review. 40(4).
pp.515-537.
Padron, T.C. and Stone, M.J., 2019. LEADERSHIP SKILLS IN EVENT MANAGEMENT
COURSES. Event Management.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Robinson, P. and et.al., 2016. Operations management in the travel industry. Cabi.
Sonesson, C. and et.al., 2016. Cardiovascular effects of dapagliflozin in patients with type 2
diabetes and different risk categories: a meta-analysis. Cardiovascular diabetology.
15(1). p.37.
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