Detailed Report: Managing Conferences and Events at Hilton London

This report provides a comprehensive overview of event management, using Hilton London as a case study. It begins by defining event management and then delves into the different categories and dimensions of events, providing examples such as award ceremonies, product launches, meetings, and weddings. The report explores the features and current trends influencing the events sector, including conferences, weddings, and product launches, highlighting the importance of technology, ambiance, and audience requirements. It then discusses the design of event layouts for conference rooms, emphasizing the importance of client requirements, guest numbers, and daily package rates. The report also examines the additional services available within a conference or event environment, such as catering, Wi-Fi, and special services for children and those with disabilities. Finally, it details different management roles within the event industry, like marketing heads and event managers, and the required management skills and attributes, as well as appropriate measures for providing a secure and safe event venue.

Managing
Conference and
Events

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Different categories and the dimension of the events using examples...................................1
P2 Features and the current trends influencing the events sector................................................2
TASK 2............................................................................................................................................3
P3 Designing an event layout set up for event and conference room .........................................3
P4 Additional services available within a conference or event environment and the importance
......................................................................................................................................................4
TASK 3............................................................................................................................................5
P5 Different management roles within the event industry, with reference to current job
opportunities................................................................................................................................5
P6 Management skills and personal attributes required to work within the events and meet
stakeholder needs and expectations.............................................................................................6
TASK 4............................................................................................................................................7
P7 Appropriate measures required to provide a secure and safe event venue.............................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
The process for creative applications of relevant professional skills within organisation of
targeted event for focused audience for the attainment of desired objectives is defined as event
management. Basically, this implies applications associated with management of different
projects for formulation along with expanding large scale events. Managing conference and
event implies process in which organisation will conduct various practices through which
conference along with events can be carried out effectively (Alsaedi, Burnap and Rana, 2016).
In order to accomplish the concept of managing conference and events, Hilton London is taken
into consideration that was opened on April 17th, 1963 that delivers their services to both leisure
travellers and leisures. This report will provide an insight into categories and dimensions of
events, their categories, layout and services that will be provided to their consumers. In addition
to this, distinct management roles will be explored as well as reviewed and different measures
for providing people with secured environment will be specified.
TASK 1
P1 Different categories and the dimension of the events using examples
There are different categories and dimension used in Hilton Hotel which helps in
organising different events properly below are different categories of the events are discussed:
 Award ceremonies: In this awards are distributed to the clients of company so that
clients will get impressed and the proper preparation is to be done in proper manner.
 Product launch: These types of programmes are introduced by company when the
company launches new product and services (Brown, 2019). The programme was
organised to explain features of new product so that interested customers get attracted.
Audiences are depend on size and budget of company.
 Meetings: The meeting are organised by various companies in which there is an
interaction between people in an proper manner and it can be in form of formal or
informal meetings. Sometimes informal meetings are organised to know views of the
people so that they will get motivate.
 Weddings: Different occasions are also celebrated in hotel like ring ceremonies, wedding
and this will be done at the large scale where people can enjoy there eve in an proper
manner and requirement is to be filled by hotel.
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Different types of categories used by Hilton hotel in organising the events are discussed below:
 Single versus multi events: There are different types of events are organised in hotel like
single events and multi events in the single events one event is organised like book
launch but in the multi events various events at single times are organised like carnival,
food, games, music which entertain people in proper manner (Getz and Page, 2016).
These two dimension helps in attracting and approaching hotels to get the desired result
in proper manner.
 Virtual versus live events: There are two different types of events are conducted which
in Hilton hotel which helps in connecting people in an proper manner. The Virtual events
are conducted in which people are joined who share common views and events are
organised in online form events like recruitment fair, trade show, product launch are
organised online. Live events are events in which live performance is done by people in
front of audiences like music events, dance performances these types of events gain the
high attraction of audiences (Di Vita and Wilson, 2020).
P2 Features and the current trends influencing the events sector
There are various types of events are conducted in Hilton hotel on basis of there scales.
All events large scale, medium scale and small scale are organised in the Hilton hotel and every
event has different budget and every event has its own features and are different from each other
some of major trends in Hilton Hotel are discussed below:
 Conference: The conferences are conducted by organisation for sharing views and helps
in conducting meeting. The scale of these corporate meetings are small and medium size.
No huge budget is required in this type of meeting. These types of conferences are
conducted for 2-7 days and not more then 5-7 hrs(Graham, 2018). In these types of
conferences various people are joined and require the less budget as compared to
marriage events. As there are less people in conference. The current trends require during
conferences in Hilton Hotel are Technologies, Ambience, proper spacings, audience
requirement are to be considered in an proper way so that audience do not get
disappointed.
 Weddings: It is an event in which two people are engaged and the wedding ceremony is
organised (Miller, Hauer and Werner, 2015). This is a function which is done on large
scale in which there are many families and large number of people are come together and
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enjoy wedding ceremonies. The budget of these types of functions are high because
function are organised for 2-3 days and staying in the Hilton Hotel, foods and other
services requires high cost which is to be paid by the person organising events. The
people are using online events application for selecting design, location which make it
more attracted. In these types of events safety of the person is major issue faced by
company organising event.
 Product launch: These types of events are organised by Hilton Hotel in which the
products lunches events are organised by company to gain audience attraction. In this
event budget is not so high as meeting is of only 1 day of about 2-3 hours in which
product quality are discussed and its features are also discussed. During COVID if these
types of events are incurred then it requires proper spacing and safety of audience.
TASK 2
P3 Designing an event layout set up for event and conference room
For conducting the events in the Hilton Hotel proper planning is to be done so that the
desired task and objectives in an organisation can be achieved. There are the various factors
which are described below of the Hilton Hotel are:
 Requirement of the client: The proper requirement of the clients are to be fulfilled by
the Hilton hotel as they are the customer and doing the payment for the services they are
taking so the thing to be done according to the requirements (Morris, 2016). Hilton hotel
should conduct the meeting with there staff so that they can fulfil the requirement
according to the demand of the clients and then only they should plan an event.
 Number of guest: The Hilton company should know the members of the guest attending
the event so accordingly the can plan the event more appropriate and implementing
strategies in an proper manner so that they can achieve the task. The decision related to
the room, food and beverages, quantity and the sitting arrangements can be done after
knowing the guest attending the event.
 Daily package rate: The rates of the package have the high impact on the decision of the
clients as the rates are decided in an proper manner so that they can retain the clients for
the long term (Morrison, 2018). The hotel management should decide the proper
package and discuss with the clients related to the budget so that the decision can be
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taken and helps in satisfying the requirement of the people in an proper manner and help
in gaining an client attraction which will benefit it in long run and build good
relationship.
P4 Additional services available within a conference or event environment and the importance
During events organised in Hilton Hotel there are various services which are offered to
clients attending events. By serving additional services to clients it helps in gaining competitive
advantage and helps in fulfilling needs and demands of people in proper manner. Some of
additional services which are offered by the Hilton Hotel are described below:
 Catering services: The catering services are offered to clients and audiences who are
attending events in an Hotel. As catering services are offered in which variety of foods
and drinks are offered to people by he catering services people can enjoy meal properly
without feeling hungry. These services helps in taking food easily according to wish of
the customer what they want to eat and there is no wastage and should have a proper
food space where people can have there meals properly without any disturbance or the
mess.
 Wi-Fi services: The Wi-Fi services are provided by Hilton Hotel in each and every
event as now a days Wi-Fi facilities are essential and various events organize like
conference, weddings, product launches Wi-Fi services is to be provided and make
available of internet facilities and make audience feel comfortable (Parent and Ruetsch,
2020). The internet services helps in fulfilling requirement as if people are in need of
something they can search easily by using the Wi-Fi.
 Special services for children and disables: According to the additional facilities
provided in the Hilton hotel is services offered to children, old age people and disables
as they need extra care so that no problem can be raised like strict security is to be done
by Hilton hotel so that small children's can play and enjoy event and the proper space is
to be provided to disables and old age so that they can enjoy event properly and helps in
gaining audience attraction regarding facilities provided by Hilton Hotel.
There are some other additional factors which influence audience and services provided by the
Hilton hotel are excellent enough which help in gaining customer attraction and successful doing
of an event so that person conducting an event should have a good image and make the long term
relationship with Hilton hotel in future.
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TASK 3
P5 Different management roles within the event industry, with reference to current job
opportunities
In hospitality and the event industry there are various roles and objectives fulfilled by an
organisation which helps in achieving set goals and objectives and also help in gaining the
attraction of the customer in an many way (Pearlson, Saunders and Galletta, 2019). There are
various job profiles which are interconnected to each other and there should be proper co-
ordination in work so that they can achieve task and can do work more effectively and fulfils all
needs and desires of the people. The major roles which are present in Hilton Hotel are discussed
below:
 Marketing Head: The main function of marketing head is to gain the competitive
organisation and helps in creating the good brand image and should also have an market
share in an organisation which helps in developing the skills and helps in gaining the
customer attraction. Various promotional techniques are used like the advertisement,
media, social media, printing, emails so that the customer attraction will gain and helps in
achieving the competitive advantage and helps in building the good relation with
customer in the long term. Using these types of techniques helps in gaining the customer
attraction and will get the future advantages by using these promotional techniques.
 Event manager: There are the various job roles presented in the event which helps in
successful doing of the events so that the task can be accomplished in the proper manner
and on a given time. There are the various types of activities conducted in the Hilton
hotel which help in gaining the advantage and the attraction of the people. Activities
included in the Hilton hotel are planning, resource, proper team work and arrangement of
the material in an proper manner (Quinn, 2016). They also meet with the clients and
know there requirements and fulfilling them in an proper way so that they get satisfied.
Event management helps in fulfilling the needs requirement like booking venue which
helps in completing the objectives in an proper manner.
These are the some major role which are followed in the Hilton hotel and helps in fulfilling the
needs and demands of the people in an proper manner and helps in gaining the competitive
advantage and should do the work in team and with full co-ordination to attain the goals and
achieving the targets properly.
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P6 Management skills and personal attributes required to work within the events and meet
stakeholder needs and expectations
There are ample of management skills along with attributes that are needed while
working within the event and conference industry through which needs of different stakeholders
can be addressed in an affirmative manner (Raj, Walters and Rashid, 2017). The major attributes
and skills that must be considered by management of Hilton London are specified beneath:
Management Skills Problem solving skills: This is risk taking ability of the event industry as different
situation can occur at any instance of time. So through this skill the Hilton London
employees will be able to acknowledge disputes or any other situation in an effectual
manner by taking into consideration associated pros and cons. This will enable them to
handle each prevailing situation in an affirmative way. Analytical Skills: This skill is critical as at any instance of time duration any conflict
might occur which needs quick decision (Parent and Ruetsch, 2020). With the usage of
this capability, employees of Hilton London can analyse the entire situation and respond
to that accordingly in spontaneous manner. If this skill is not possessed by employees
than it might lead to delay within the decisions, improper management of situation, etc.
Personal Attributes Attitude: For having a career within the event industry, it is important that characteristics
such as communication, interpersonal skills, etc. are build (Rogers and Davidson, 2015).
This is essential as it becomes crucial to interact with one other and having a pleasing or
welcoming personality it will lead Hilton London to have better results.
 Professional conduct: This is important that individual have a specific code of conduct
through which they can align their behaviour with the requirements of organisation. With
the conference and event industry the communication skills have critical impact on their
stakeholders that lead them to build up long term relationship (Quick, 2020). This will
also enable Hilton London to complete their liabilities within effectual way.
These are major skills as well as attributes that are being regarded by management of
Hilton London when employees are being hired by them for any specific job role (Schwendicke,
2016). The rationale behind doing so is to accomplish the requirements of their potential
stakeholders
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TASK 4
P7 Appropriate measures required to provide a secure and safe event venue
There are the various measures which are taken by the company in order to provide the
needs like the safe venue, safe environment to the staff and the guest so that the audience get
attracted easily. Some of the major measures are described below which are adopted by the
Hilton hotel while conducting the events and the conference:
Providing safe environment for the guest:
 Ready for conflict resolution: Some of the times the conflict may arise between the
people so the Hilton hotel should provide the proper serviced and managed the staff in an
proper manner so that they can resolve the conflict on the initial stage only so that the
other customers do not get disturbed and should get avoided from the major issues.
 Security and the crowd management: To ensure the proper safety the guest should be
checked in an proper manner and should have there ID proof with them so that there is no
issue and do not harm the environment (Van Der Vegt, 2015). The Hilton hotel should
also have the security scanning machine so that there is an proper safety of the guest who
are joining the events.
Providing a safe venue:
 Ensuring emergency services: During an event there is an chance where the proper
safety is required so the emergency services should be avail by the Hilton hotel. If any
misconduct occur and someone get hurt the proper treatment can be done. The
emergencies service in the Hilton hotel must include the First aid, fire safety etc. which
should be available on the time of requirement.
 Conducting risk management: Factors which are considered to risk and which affect
the health or the life of the customers the proper measures are to be taken. Risk that can
occur during the events or the conference is the unsafe food, crowded guest and many
other. The Hilton hotel should have the proper spacing of the room, proper safety related
to fire and the security of the person entering event so that there is no misconduct in
event (Waechter, 2021).
Providing the safe environment for staff:
 Providing training and development: Proper training should be provided to the staff so
that they can work with full efficiency and the safety of the employees. They should have
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an quality to attend the customer in an proper manner and do not disappoint them and
they should also have an ability to avoid the issues (Zhang, 2015). The proper work can
be done and with in an proper time.
 Consider all legal factors: Different rules and regulations are to be followed apart from
the safety of the employees different acts of the government should be followed in an
proper manner. Different government rules and the regulation includes the taxes, data
protection act, employment acts and many more.
These are the measures which are taken by the Hilton hotel so that the proper safety is to be
provided so that the work can be done in a efficient manner and helps in achieving the task
effectively.
CONCLUSION
From the above report it has been concluded that the there is an high growing of the
conference and the event management in the hotel sector the events are organised which helps in
building the good image. IT helps in providing the job opportunities and helps in improving the
standard of living of the customers. There are the various events like wedding, conferences,
Meetings, carnivals, festivals, exhibitions are organised which helps in gaining the advantage.
Proper security of the customer is to be done and have the id proofs so that no misconduct will
rise in the future. Various facilities like Wi-Fi services, catering services are to be done in an
proper manner so that the people get satisfied with the facilities. Various management and the
attribute skills of the people like the problem solving skills are to be measured in an proper
manner so that the hotel industry can build the strong relationship and which will give the benefit
in the future and helps in building the good brand image. During the conference or the events
proper safety like the healthy food, room capacity, proper spacing is to be done so that the people
do not have any problems.
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REFERENCES
Books and journals
Alsaedi, N., Burnap, P. and Rana, O., 2016, March. Automatic summarization of real world
events using twitter. In Proceedings of the International AAAI Conference on Web and
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Brown, L. D. and et. al., 2019. Managing the narrative: Investor relations officers and corporate
disclosure .✰ Journal of Accounting and Economics. 67(1). pp.58-79.
Getz, D. and Page, S. J., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Graham, A., 2018. Managing airports: An international perspective. Routledge.
Miller, R. W., Hauer, R. J. and Werner, L. P., 2015. Urban forestry: planning and managing
urban greenspaces. Waveland press.
Morris, J. L., 2016. Managing Bark Beetle Impacts on Social-Ecological Systems.
Morrison, A. M., 2018. Marketing and managing tourism destinations. Routledge.
Parent, M. M. and Ruetsch, A., 2020. Managing major sports events: Theory and practice.
Routledge.
Pearlson, K. E., Saunders, C. S. and Galletta, D. F., 2019. Managing and using information
systems: A strategic approach. John Wiley & Sons.
Quinn, P. and et. al., 2016. The role of Natural Flood Management in managing floods in large
scale basins during extreme events. EGUGA, pp.EPSC2016-11976.
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.
Schwendicke, F. and et. al., 2016. Managing carious lesions: consensus recommendations on
carious tissue removal. Advances in dental research. 28(2). pp.58-67.
Van Der Vegt, G. S. and et. al., 2015. Managing risk and resilience.
Zhang, X. and et. al., 2015. Managing nitrogen for sustainable development. Nature. 528(7580).
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Online
Waechter,F. M.,2021. 7 STEPS FOR SUCCESSFUL CONFERENCE MANAGEMENT. [Online].
Available through: <https://congrex.com/blog/successful-conference-management/>
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