Assignment Task 1

Assignment Brief

The submission is in the format of a Report. The report should be written concisely to summarise and highlight key information and data. You are required to make use of headings, paragraphs and sub- sections as appropriate. All work must be supported with research and referenced correctly using the Harvard referencing system. The recommended word count for the report is 1500-2000 words. You will not be penalised for exceeding the word limit.

Unit Learning Outcomes

LO1 Investigate the different categories and dimensions of events within the events sector

LO2 Examine the considerations for conference and event room set ups defining the professional standards required

Vocational Scenario

You have been hired as an Event Coordinator at Hilton Wembley; a hotel renowned for its expertise in hosting various events. Your role includes a broad spectrum of responsibilities, from understanding the different categories of events to ensuring professional room setups and stakeholder management. You are tasked with planning a high-profile 2-day business conference that will include international guests. Given the high-profile nature of the event and the inclusion of international guests, extra attention should be given to cultural sensitivities, language barriers, and VIP guest handling.

Your Report should include the following:

Investigate and compare different categories and dimensions of events within the sector, and how they are applicable to Hilton Wembley.

Provide specific examples from different categories of events discuss the features and current trends influencing the events sector.

Create a manual outlining the considerations and professional standards for different conference and event room setups at Hilton Wembley.

Examine the additional services available within a conference or event environment and the importance to provide them to meet specific client requirements for added value.

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Assignment Activity and Guidance

The report in which you discuss and analyse the following areas:

Diversity of the sector: Event typologies and examples, hallmark, mega, community and special Different categories of events within the leisure, travel and tourism sector e.g. weddings, private parties versus the corporate sector that includes conferences, meetings, product launches, seminars, promotional events, award ceremonies Different categories of exhibitions and fairs e.g. carnivals, art fairs and trade show.

Features of events: The different considerations of an event depending on the type of event How the purpose, type of client, type of guest, size, influences the choice of location, venues, budgets, and duration.

Current trends within the event industry: The impact of digital technology in the events sector e.g., use of events apps, live streaming, visual animation walls, interactive technology Increasing safety and security requirements

Meeting room configurations: Space utilisation for comfort and to accommodate the number of guests Room layout and design set up e.g., theatre style, U–shape and boardroom Delegate place setting and value-added consumable.

Equipment requirements: Audio-visual requirements.

Additional services and added value: Catering and specific requirements Business Centre facilities

Assignment Task 2

Assignment Brief

The assignment is to be submitted as a Presentation of a group discussion. There should not be more than four people in one group. Each group member should clearly indicate their contribution to the group discussion. This is a group assignment. Collaboration within the group is essential for its successful completion. Each member is expected to contribute equally to both parts of the assignment. The recommended word limit for the presentation is 1000–1250 words, although you will not be penalised for going under or exceeding the total word limit.

Unit Learning Outcomes

LO3 Explore the management skills required to work within the events environment and successfully deal with stakeholders

LO4 Explain the measures required to manage a secure and safe events environment for staff and guests.

Vocational Scenario

After successfully coordinating the event at Hilton, Wembley one of your key roles of your group is to Explore the management skills required to work within the events environment and successfully deal with stakeholders; Explore the different management roles within the event industry with reference to current job opportunities in the sector to successfully deal with stake holders. For this you have to consider personal attributes and management skills required within events business. 

Also, your group is to discuss a comprehensive list of measures for ensuring a secure and safe event environment for staff and guests. i.e., Safety protocol

Specify and explain the appropriate measures required to provide a secure and safe event venue, a safe environment for guests and a safe working environment for events staff, providing specific examples

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Assignment Activity and Guidance

Your group discussion should include the following:

Different job roles and responsibilities within the events business and importance of effective inter- relationships with other departments involved in the process.

Key management responsibilities:

Team management to communicate effectively with all stakeholders.

How to create appropriate event proposals to meet the client brief and specific requirements. Co-ordination of different functions to minimise disruption.

Personal attributes and skills:

Project management skills Cultural awareness and sensitivity

Trade-specific technical skills appropriate to role People management skills and allocation of responsibilities, briefing and supervision.

Providing a safe venue:

Venue site visit and appraisal Risk assessments, Health and Safety, food safety, room capacity, fire safety, equipment and required facilities, storage Risk management and contingency planning, provisions of emergency services, first aid the importance of signage and orientation.

Providing a safe environment for guests: Security and crowd management strategies Evacuation procedures the use of contingency plans Conflict resolution in dealing with disruptive guests, predicting issues, problems and situations

Safe environment for staff:

Legal responsibilities and requirements Training and development

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