HNC International Travel & Tourism: Unit 7, Managing Conferences

This report provides a comprehensive overview of managing conferences and events, covering various dimensions and categories of events, current industry trends, and the design of event layouts to meet client requirements. It explores additional services within the event environment and evaluates different management roles within the industry, including talent managers, event managers, and public relations officers. The report also examines personal attributes and management skills necessary to meet stakeholder needs and explains appropriate measures to provide a safe working environment for event staff and guests. The report uses a case study of a conference in London to illustrate key concepts and provides insights into security measures, event planning, and stakeholder management within the context of the travel and tourism industry, aligning with the learning outcomes of the HNC International Travel and Tourism Management program.

Unit 7: Managing Conferences
and Events

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
LO 1.................................................................................................................................................1
P 1. Determining different dimensions and categories of event................................................1
P 2. Determining the current trends and features which influence event sector.........................2
LO 2.................................................................................................................................................2
P 3. Designing an event layout for setting up event room in order to meet client requirement..2
P 4. Examining additional services within event environment in order to meet client
requirements................................................................................................................................3
LO 3.................................................................................................................................................3
P 5. Evaluating different management roles within event industry............................................3
P 6. Effectively reviewing personal attributes and management skills in order to meet
stakeholder needs........................................................................................................................4
LO 4.................................................................................................................................................5
P 7. Explaining appropriate measures which is required to provide safe working environment
for event staff..............................................................................................................................5
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................7

INTRODUCTION
Conference management and planning mainly comprises of several key components
which mainly includes several key components like location, staff, venue, food (Getz and Page,
2016). Event management is mainly concerned with the development of large scale events
associated with the wedding, ceremonies, formal parties, conventions, concerts, festivals,
conferences, etc. This study will focus on highlighting various different dimensions and
categories of event. This report will also effectively examine the consideration for event and
conference room set up which in turn helps in defining the professional standards. Furthermore,
this study helps in exploring the management skills which are required to work within specific
event environment. Lastly, this study helps in determining the measures which are required to
manage a safe and secure event environment for guest and staff.
LO 1
P 1. Determining different dimensions and categories of event.
Event management is a growing field because it focuses on combining various creative
skills which leads to higher operational and sustainable growth of the business (Gregory, 2015).
Event management is considered to be the development of large scale events associated with the
wedding, ceremonies, formal parties, meetings, product launches, business dinners, conventions,
concerts, festivals, exhibitions, etc.
Corporate events : This is the event organized by business, stakeholders, etc. with the key
objective to achieve desired goal for carrying out particular event. For example, company wants
to launch particular products and services to the audience (Jones, 2017). This helps management
to introduce the new product to the audience. There are several types of corporate events which
mainly includes conferences, workshops, trade shows, seminars, etc. Seminars: This is conducted to target audience in mind with the key aim to impart
relevant information (The Different Types of Events: A Comprehensive List, 2019). Conferences: This is a session which is conducted at ion or more places with the aim to
encourage conversation on the particular topic.
 Trade shows: It is a great corporate event where the business has great chance to
introduce their latest product to the audience.
Social events: This is considered to be as an informal event where group of people come
together for social occasion according to their personal interest (Kripalani, Tripathi and
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Tanesheri, Microsoft Technology Licensing LLC, 2015). There are several types of corporate
events which mainly includes reunions, parties, galas, music events, sporting events, etc. Galas: This is a type of social event where they tend to raise money for the particular non
profit organization. Attendees tend to give away a generous amount via auction.
 Parties: This is an informal gathering of friends, family, colleagues which is based on
particular theme or occasion (The Different Types of Events: A Comprehensive List,
2019). For example, celebrating achievement of the staff member.
P 2. Determining the current trends and features which influence event sector.
The current trends with much more diverse opinion tends to largely influence the event
sector. People are likely to be more interested towards new and innovative ideas which differ in
some way or another. Nowadays, people are more linked with customization and personalization
of the particular event according to the individual interest. Another major current trend is
sustainability which in turn helps in efficiently utilizing the resources which in turn leads to
higher sustainable growth and development. Sustainability is the key which in turn largely
influences the event sector (Lendvai, 2019). Continuous change in the advanced technology tend
to affect the operations of the business. Use of live data, virtual reality, augmented and
automated technology, etc. helps in informing various real life elements. It helps in reducing long
cue and also attain higher operational goals. Reduction in the carbon footprint and use of green
environmental friendly products mainly influences the event sector.
The key feature of event industry is to effectively understand the key purpose of t he
event. It focuses on effectively knowing the audience and selecting the right venue. It also
focuses on drafting a plan and efficiently follow stipulated timeline in order to achieve set goals
and objectives. Event industry focuses on adapting to new and advanced technology which helps
in staying innovative. Event industry is growing at a very great scale as it helps in generating
higher profit which leads to long term sustainable growth of the business.
LO 2
P 3. Designing an event layout for setting up event room in order to meet client requirement.
The conference is going to be held for 25 executives in London. The executives will be
coming from 7 different countries. The conference event also includes services such as coffee
breaks, hotel room services, lunch and show.
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The event will be carried out at Regent's Conference & Events in London. The
conference hall will be booked for 2 days i.e from 25th November 2019 to 26th November 2019.
The conference meeting will be held between 9: 00 a.m. And 17: 00 p.m. hours. On the first day
of event, i.e., on 25th November 2019, the executives will visit “Phantom of the Opera” at “Her
Majesty’s Theatre” in Central London.
The estimated budget for two days is estimated to be 10,000.00 GBP. This consists of
decoration, food and beverages, staff fees, hotel room charges, transportation charges, show fees,
etc. This in turn helps in effectively carrying out the planned budget which helps in
systematically carrying out a particular event.
P 4. Examining additional services within event environment in order to meet client
requirements.
Providing staff who can speak all the 7 different languages or one common language
which could be understood by all. This in turn helps in assisting executive which in turn is very
useful in effectively meeting client requirements (Raj, Walters and Rashid, 2017). LIVE
broadcast is considered to be as an effective tool which helps in targeting more client audience
who were not able to attend the particular event. This in turn helps in effectively broadening the
reach of clients and also helps in creating quality services. Posting on social media platforms
helps in effectively showcasing the work and target more audience which leads to higher
sustainable growth and efficiency. It tends to focus on providing effective catering services and
table decoration which adds value to meet client requirements. Decor and styling, theme,
coordination, music, etc. are the additional services provided by the event management in order
to effectively meet the client requirements (Rogers and Davidson, 2015). Taking care of
speakers, proper lighting, ventilation services, doctor services, etc. are also the additional
services which are provided by the client. It also focuses on deciding the menu, selecting venue,
booking venue, preparing guest list, calling each guest, confirming guest, etc. in order to provide
effective services to the client.
LO 3
P 5. Evaluating different management roles within event industry.
Talent manager: The talent manager is a person who is responsible for scheduling,
reviewing, briefing a particular event (Ummenhofer and Meehl, 2017). It focuses on guiding
customers towards better opportunities.
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Event manager: The event manager is a person who is responsible for managing the
large events such as parties, trade shows, conference, etc. the key focus is to plan, organize and
execute the events by taking into consideration the requirements of the client in order to attain
the goals and objective of the particular event.
Hospitality manager: The Hospitality manager is a person who is responsible for
overseeing the day to day activities and operations of the hotel (Vance and Paik, 2015). It tends
to focus on ensuring guest satisfaction, managing personnel and effectively ensuring that all the
facilities are maintained.
Public relations officer: The Public relations officer is a person who is responsible for
maintaining and building mutual relationship with the public and event. It focuses on gaining
attention of the customers in order to attract more guest towards particular event.
Event security officer: The Event security officer is a person who is responsible for
controlling emergency crisis. It helps guest to focus on the particular event and do not take ant
stress associated with the security. The person focuses on controlling any hazardous misshapen
and take necessary corrective action for effectively carrying out the event.
P 6. Effectively reviewing personal attributes and management skills in order to meet stakeholder
needs.
The event manager must have effective management skills like excellent organizational
skills, attention to detail, problem solving capability, interpersonal skills, good communication
skills, people skills, multi- tasking skills, good negotiation skills, marketing skills, etc. which
helps in carrying out task in a systematic and efficient manner (Zscheischler and et.al., 2018).
Personal attributes which helps individual become successful in the event industry are being
flexible, energetic, passionate, enthusiastic, time management skills, leadership skills, etc. in
order to meet the needs and requirements of the client.
Stakeholders consists of individual or group of individuals who have direct interest in the
event planning. The key stakeholders who are involved in event industry mainly consist of:
Government: Government of the country focuses on collecting taxes from the profit
collected from particular event.
Investors: They play a crucial role on the growth of the company. If the event company is
performing good then the investors will invest money into the particular company (Raj, Walters
and Rashid, 2017). This in turn helps in gaining better return in the future.
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Customers: They are the one who are responsible for attending particular products and
services. If the company is not performing good then the customers will substitute towards other
company who are offering better quality goods and services (Rogers and Davidson, 2015).
Employees: Employees and staff tend to spend a lot of time in the organization which in
turn are largely influenced by the working of the event company. Employees expect company to
perform good because it will aid to greater career growth opportunities which leads to long term
sustainable growth and efficiency.
LO 4
P 7. Explaining appropriate measures which is required to provide safe working environment for
event staff.
The event management company must firstly focus on assessing the security risk which
could affect the operations and functioning of the business. Use of CCTV cameras, metal
detectors, etc. helps in providing safe and working environment which in turn leads to better
operational efficiency for the particular event (Jones, 2017). The event security officer must
focus on matching Ids to the registration information. In order to create a safe venue, the event
management must focus on keeping fire extinguisher, security guards in order to protect guest
from any misshapenning. The event management team must also focus on developing an
emergency plan which helps in protecting guest at the event (9 Event Security Tips to Keep Your
Guests Safe, 2019). Creating security checkpoints is a point through which every attendee has to
pass through. This is an effective measure to provide safe working environment for event staff.
Keeping security measures visible and screening each staff helps in providing safe working
environment for event staff and guest. It is recommendable to hire outside staff which in turn
helps in maintaining positive working environment (Rogers and Davidson, 2015). The event
management should focus on identifying the risk and hazards which could increase the risk of
any mishappening. This in turn helps in taking corrective action and provide safe and secure
event environment (Getz and Page, 2016).
CONCLUSION
From the above study it has been summarized that, Event management is a growing field
because it focuses on combining creative skills which leads to higher organizational goals. This
study helps in determining various categories of event which includes, wedding, ceremonies,
conferences, workshops, trade shows, seminars, formal parties, meetings, product launches,
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business dinners, conventions, concerts, festivals, reunions, parties, galas, music events, sporting
events, exhibitions, etc. This study also summarizes, sustainability, continuous change in the
advanced technology, customization and personalization are the current trends which influence
event industry. This study also outlines setting up of room event and management roles within
event industry. This study further highlights that, problem solving capability, interpersonal skills,
good communication skills, etc. are management skills required in order to meet the needs and
requirements of the client. Furthermore, this study helps in providing safe working environment
for event staff.
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REFERENCES
Books and Journals
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Gregory, A., 2015. Planning and managing public relations campaigns: A strategic approach.
Kogan Page Publishers.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kripalani, A., Tripathi, A. and Tanesheri, N.S., Microsoft Technology Licensing LLC,
2015. Techniques to remotely manage a multimedia conference event. U.S. Patent
9,201,527.
Lendvai, P., 2019. The bureaucracy of truth: How communist governments manage the news.
Routledge.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences,
conventions and business events. Routledge.
Ummenhofer, C.C. and Meehl, G.A., 2017. Extreme weather and climate events with ecological
relevance: a review. Philosophical Transactions of the Royal Society B: Biological
Sciences. 372(1723), p.20160135.
Vance, C.M. and Paik, Y., 2015. Managing a global workforce. Routledge.
Zscheischler, J and et.al., 2018. Future climate risk from compound events. Nature Climate
Change.8(6). pp.469-477.
Online
9 Event Security Tips to Keep Your Guests Safe. 2019. [ONLINE]. Available
through:<https://superevent.com/blog/9-event-security-tips-keep-guests-safe/>
The Different Types of Events: A Comprehensive List. 2019. [ONLINE]. Available
through:<https://www.eventbrite.co.uk/blog/the-different-types-of-events-ds00/>
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