Managing Conference and Events: A Comprehensive Overview Report

This report provides a comprehensive overview of event management, encompassing diverse event categories such as private, corporate, and charity events. It delves into the features of each category and explores current trends influencing event organization. The report also examines various management roles within the event industry, highlighting job opportunities and the required skills and attributes for effective stakeholder management. Furthermore, it outlines essential measures for creating a secure and safe environment for both staff and guests during events, emphasizing the importance of ventilation, health and safety protocols, and food safety. The report offers insights into the evolving landscape of event management and provides practical guidance for professionals in the field.

Managing Conference and
Events

Table of Contents
INTRODUCTION...........................................................................................................................3
Task-1..............................................................................................................................................3
P-1. Provide different categories and dimensions of events with several examples..............3
P-2. Different events and their Features with current trends influencing event organisation.4
Task-3..............................................................................................................................................5
P-5 Explore the different management roles within the event industry with reference to
current job opportunities in the sector....................................................................................5
P-6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations..........................................................6
Task-4..............................................................................................................................................7
P7 Provide measures required to manage a secure and safe events environment for staff
................................................................................................................................................7
and guests...............................................................................................................................7
CONCLUSION ...............................................................................................................................8
REFERENCES ...............................................................................................................................9
.........................................................................................................................................................9

INTRODUCTION
Task-1
P-1. Provide different categories and dimensions of events with several examples.
Any event is a celebration of culture, reunion, environment awareness or education event
in which all have a different size shape and meaning. The development and collaboration of a
large or small group of people gathered for either a wedding, meeting, news panel's and many
more. Any event is organised after checking audience environment and importance of such
celebrations. There are several tasks which are to be accomplished to create a successful
planning of events like coordination between all departments like food, transportation, music and
sitting arrangements electricity and most importantly security for the place (Tripathi, Pabbisetty
and Roychoudhuri, Microsoft Technology Licensing LLC, 2017).
In generalised way there are three basic bifurcations of events which are categorised as z
 Private: In such events generally people book places and organisation are done by other
party for celebrations of wedding, festival celebration, parties of birthdays and
anniversaries. This section is not that broad since its only for specific functions or
gatherings and generally people have a place and things already pre-planned in such
matters. Such events are kept in private as it’s a family event and not for a public. People
who are members of such want to keep it personal and within limited people. Such places
have lists of all guests invited and accordingly are allowed into such area. This sector is
very popular as people seek such privacy in their events and these days each of such
function is organised by event planners and management people. It is expensive in nature
as compared to events at home but it’s much disciplined, coordinated and presentable in
society perspective (Mechler et. al., 2014).
 Corporate: In this type of event like conference meeting in organisations one has to
promote and participate in certain events to promote and enhance their products or
services to general or target market. Such places are done is most of the corporation and
provide help in several stages of any organisation. Some specific examples of such events
are team unity exercises, dinners of office parties, conferences, seminars, launch of some
product or service in market. This sector of event management is not that diverse in
nature as its very limited to certain specific people in the company (Conrado et. al.,

2016). Such events are organised to create proper communication among the organisation
and maintain the unity among all departments. It’s very important for all levels to work
properly in organisations. Such events create bonds between people and its always
successful in motivating an employee. For example company like Microsoft held several
meetings to gather all its employees and discuss major policies and additional changes
which are important for the company (Barkley et. al., 2014)
 Fundraising for charity: In such events a person organises such gatherings to raise
money either for a society issue or for a particular reason. Such events are organised by
non-profit organisation which use this money for the betterment of society and help ones
who need it most. Specific examples of such events are charity balls, championships in
sports, auctions for charity. In some events here special who are public figures also make
appearance to generate awareness and being such idols people do follow such events.
This is to support the society and provide welfare in the environment. People donate
generous amount of money in such charity events which is used to help people. For
example Charity Commission For England and Wales, which is preparing an auction of
paintings and all the money generated after selling them its given to a charity cause for
cleaning oceans.
P-2. Different events and their Features with current trends influencing event organisation.
Generally, events are categorised in three elements which are explained above private,
charity event and corporation. All these three are very distinct from each other and have specific
features to differentiate between all. The features of all three are mentioned below with new
trends in particular event:
Private: this sector has always been the most influenced and popular of all other two. Here, the
latest trends and styles are performed by people (Kim and Le, Soongsil University Foundation of
University-Industry Cooperation, 2014).Event management organisations provide several new
things such as new trends these days is to organise a social gathering with several people getting
involved like a private wedding. These days people like to celebrate only with their friends and
family. The latest trend in private sector is this, it has all things pre planned and decisions from
them to food and everything is made in planned by the event planners. such things are very close
to people’s heart which means that they want everything according to their wish.

Charity event: These events have increased throughout the decades and people have started to get
affected and protesting for supporting a cause. The new trend these days in this type is to
influence people with showing them the results of future if the cause will not be solved and
especially involving their idols from cinema or other fields like sports to support them and give
basic illustrations(Jones, Guthrie and Owens, American Teleconferencing Services, 2015). This
way is very effective which will induce the workings and promote the cause and fan following of
such idols provide several people to help in such field.
corporation: this area is always known for its sophistication and elegance of the event. Several
people have to provide a proper way of presentation and well beings of everything in the party.
The basic purpose of such place is to give several things and guide the performance of the
employees in the organisation. These parties are made to give several rewards and awards in the
firm and appraise the people in the company. The new trend in this firm is to launch and provide
benefits at such events to motivate and encourage their people in work field.
Task-3
P-5 Explore the different management roles within the event industry with reference to current
job opportunities in the sector
The Events sector is an highly competitive place but is entire of fruitful chances that can
elevate an individual lifestyle notably (Herrin and et. al., 2019). Along with this, it is the most
creative and effective space because there are possibilities for every ability; be it management,
hospitality, singing or security. There are different management roles in event industry such as
event manager, talent manager, Decorator In-charge, Event Coordinator, Head of Sponsorship,
Hospitality Manager, Public Relations Officer and Event Security Officer. All these are main
roles within in Hot-Point. As these roles helps an organisation to achieve better outcomes or
results within given time duration. As a role of event manager, different number of skills must be
required which is leadership qualities, management skills, people- skills, team player, a knack for
problem-solving, admirable communication skills and confident. All these are most essential
skills which will support an event manager to follow and achieve better outcomes within given
time duration. Role of talent manager within event industry is also essential for an enterprise to
accomplish better outcomes.

There are several new roles in the market which have always been influential and promotional in
such field some of them are provided below with proper understandings of them:
 exhibition organiser: here people who are in the field of art or expression of music
portray their work in public. Such people seek the help of an exhibition organiser to
arrange and attain the ultimate goal of people buying their art and praise the work. Such
people are well known to provide a show of paintings of exquisite artwork which is done
for public of a particular target audience. After such events are over each sale of the
artwork has a proportion of work for organiser (Cooke, Stratton and Conroy, Twilio Inc,
2016)
 Wedding planners: this is the most important and currently trending field in event
management. Here people are paid to provide a perfect wedding for people either a
destination wedding or a proper cultural gathering, however the customer seeks. Such
organisers are experts in all areas which are needed for the work and they are expertise in
such field.
 Event coordinator: such person is always the one to take all decisions and play important
roles in the event. All the things are to be arranged and performed by such manager.
 Digital content media manager: There are several bifurcations of an event manager and it
has members on the term which have several different roles such as marketing the proper
digital market and it should be performed by a professional in digital market. Person here
watches the presentation of event and how to advert on media market.
P-6 Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations
There are some specific qualities of event planners which need to be maintained to gain
benefits of every zone and give the best results in the end. The shareholders have to be attached
to certain from where they think the things are working well and is a profitable environment
which needs event planner to have the following qualities:
 Flexibility: such people should be flexible in nature so that there is a zone of comfort and
understanding in the vent. These should be properly workable in every type of situation
and face several things while the vent is running. In case of any emergency or any
situation the person should be quiet, quick and efficient in doing it to avoid any harsh or
bad confrontation from the customers.

 Good listeners: such people should be good in accepting criticism and understanding the
fact what the customer actually needs. They should work on such professional manners in
front of people so that things are well managed, and every person gathered for the event
can enjoy it.
 Digital skills: these people should be updated with all new technologies which help in
providing better event plaining. This will help the event planner to explore more things
and techniques in the gathering.
 Creativity: event planners are supposed to be very imaginative and creative in their
working skills. They should provide different ways to present things in diverse ways
which attracts people towards such event planning.
Task-4
P7 Provide measures required to manage a secure and safe events environment for staff
and guests
In any event measures are very important to properly secure and create a healthy
environment for all members including all staff & guests present in event. In a wedding where
mostly all guests have gathered becomes a huge crowd to mange. In which proper ventilation of
air is the most important thing to look upon the destination of venue should have cross
ventilation of air so that people do not suffocate in crowd.
The basic thing which needs to be looked upon is health and safety of every person which
includes keeping proper equipments in case of fire the smoke detectors should be provided in
room. In case any such thing happens they will control the fire and no person shall be harmed.
Food and all its ingredients should be kept in proper preservation to avoid bad food and people
getting sick after eating it. All things required in this event should be kept in proper storage and
extra things like sheets and utensils should be present in case of any emergency related to
dinning and serving in wedding.
This could be understood with a good example, where maintaining a safe environment for all
guests and staff is very crucial in such events in case of a fire or earthquake or any other natural
calamities there should be a safe passage to exit venue. All staff members should be trained for
such events and be prepared to help and execute exit task in case of need. The children and

elderly should be evacuated before and members should guide all members in safe place to avoid
any tension or fear among them. In such environment disputes are very common to appear, staff
members should handle it with elegance and resolve it without ruining the mood of crowd.
CONCLUSION
The report mentioned above revolves around providing the proper ways and tricks of
event management. This field has gained interests in peoples head and is one of the most
influential industry currently. Also, the various other elements which are connected here such as
the basic three section in event management known as private, corporate and charitable events.
These are the primary elements and all such events are divided among these only.

REFERENCES
Books and journals
Barkley, W. V and et. al., 2014. Techniques for managing visual compositions for a multimedia
conference call. U.S. Patent 8,773,494.
Conrado, S. P and et. al.,., 2016. Managing social media uncertainty to support the decision
making process during emergencies. Journal of Decision Systems. 25(sup1). pp.171-
181.
Cooke, E., Stratton, F. and Conroy, K., Twilio Inc, 2016. System and method for managing
concurrent events. U.S. Patent 9,495,227.
Herrin, B. C and et. al., 2019. Managing, monitoring and transcribing concurrent meetings
and/or conference calls. U.S. Patent Application 10/334,110.
Jones, B. T., Guthrie, D. M. and Owens, D., American Teleconferencing Services, 2015. Sharing
social networking content in a conference user interface. U.S. Patent. 9.189,143.
Kim, Y. H. and Le, H. H .T., Soongsil University. Foundation of University-Industry
Cooperation, 2014. Conference server in a system for providing a conference service in
rtcweb. U.S. Patent Application 14/065,121.
Mechler, R and et. al., 2014. Managing unnatural disaster risk from climate extremes. Nature
Climate Change. 4(4). p.235.
Tripathi, A., Pabbisetty, N. and Roychoudhuri, S., Microsoft Technology Licensing LLC,
2017. Techniques to manage recordings for multimedia conference events. U.S. Patent
9,705,691.