Conference Banqueting and Events Management

This article discusses the ergonomic and aesthetic considerations in conferencing, banqueting and event industry in Grand Connaught rooms. It also identifies legal and statutory requirements in the banqueting, conferencing and event industry. The article provides insights on space utilization, site management, quality of event environment, and audio-visual facilities. It also explains the importance of security, insurance policies, and health & safety measures in the event industry.

Conference
Banqueting and Events
Management

Table of Contents
Introduction.................................................................................................................................................3
Analyze the ergonomic and aesthetic considerations in conferencing, banqueting and event industry in
Grand Connaught rooms..........................................................................................................................4
Identify legal and statutory requirements in the banqueting, conferencing and event industry................6
Evaluation Report....................................................................................................................................9
Conclusion.................................................................................................................................................12
References.................................................................................................................................................13

Introduction
Conference, banqueting and events management is a creative field. It includes ample of
creative and unique activities that are undertaken for the growth of the industry. To manage
diversify events, there is requirement of ample of physical and human resources. In addition, it is
also imperative to follow legislative and financial requirements while working to organize an
event. Conferencing is an activity of constructing meetings, conventions and more (de Bruyn and
Chibili, 2019). The main aim of conferences is to facilitate communication between internal and
external employees. Here, the conferences can be organized in the form of trade shows, sales
meetings, training sessions and more. It is about gathering of several people at a single place so
that they can exchange the ideas, thoughts with each-other efficiently.
Event management has become a crucial part of the economy. It contributes toward the
growth and success of the global economy in an efficient manner. For effective event
management, it is required to maintain the presence of qualified professionals who can plan and
arrange effective events. In addition, event can be understand as the gathering of people for a
specific purpose.
Banquet refers to a large catering activity where services related to food & beverages are
offered to the guests based on the pre-determined menu and price. In hotel industry, banquet is
considered as the crucial part as it fascinate ample of people to enjoy food. Banquets are
generally arranges at large venues due to huge gathering (Bharwani, Mathews and Ghura, 2019).
The present study is based on the event that is being organized by the Delottie for the induction
of its newly hired candidates. The venue of the event is the hall of Grand Connaught rooms,
London. The main aim of the event is to provide induction to newly hired 500 management
graduates. The report will include ergonomic & aesthetic consideration in banqueting,
conferencing & event industry. In addition, it will also cover the legal and statutory requirements
in the respective industry. At end, the study will also comprise an evaluation report in order to
analyze suitability of theme, conceptualization & design, crowd management, effectiveness of
the venue, logistics safety & security and more. Moreover, the study is based on the practices
followed in the conferencing, banqueting and event industry.

Analyze the ergonomic and aesthetic considerations in conferencing, banqueting and event
industry in Grand Connaught rooms.
Ergonomic considerations are about maintaining an appropriate environment wherein by
considering the comfort zone of each and every person. In conferencing and event industry, it is
crucial to consider ergonomic considerations in order to minimize the probability of injury to
employees and guest. It is about designing a proper environment that is suitable for the
stakeholders.
Aesthesis consideration is about considering the art and beauty aspects. In the field of
event, conference management creativity, innovation plays an important role. Here, it is
imperative to consider the beauty, creativity and art in order to create difference and attract more
and more people. In context of Grand Connaught rooms, they also maintain attractive interior by
the use of arched ceilings, beautiful chandeliers and more (Li, Jin and Shi, 2018). It makes the
premises really attractive and enhances the number of visitors in an efficient manner. In addition,
they also maintain venue in an appropriate way that is imperative to enhance the competitive
edge of the organization. In this context, major ergonomic and aesthesis considerations are
mentioned below:
Space utilization: Space utilization is a measure of utilizing the available space. It is a
measure of whether and how the space is being utilized. Main aim of space utilization is to
identify match between need of space and allocation of space. In hotels and restaurants, huge
space is available but utilizing the available space efficiently is crucial for betterment of the
entity. Additionally, space utilization also provides a basis for allocating space appropriately. If
hotel uses suitable allocation, it makes them enable to do proper planning. By the space
utilization practice, hotel administration can easily make efficient use of underutilized space
(Chu and King, 2019). In context of Grand Connaught rooms, they have grand space with the
facility of arranging function for 1500 people. In order to make efficient use of space, they have
different size of halls, banquets and more. Hence, they can organize different functions in the
Hotel at the same time. There is a grand hall in the hotel that is popular for organizing the
business events. For organizing conferences, there is huge meeting rooms in the hotel premises.
Hence, the entity has ample of space that is being utilized in an appropriate way. It will
contribute in the success of the organization.

Site management: It is also an important consideration that needs to consider during
conference, banquet and event management. Site management is helpful in planning an event. It
can be used as an effective tool of calculating the capacity and maximizing the effectiveness of
venue. In addition, it also helps in maintaining proper communication among all the relevant
people who are involved in the venue management. While designing the venue, it is imperative
to arrange pathway and routes so that the guests do not face any issue while searching for the
venue. In addition, the organizers also need to define the audience areas and different areas for
other activities (Boddy, McCalman and Buchanan, 2018). In context of Grand Connaught rooms,
they consider the venue before organizing an event. They suggest appropriate venue to the
individuals in order to organize event appropriately. In addition, they offer a large variety of
meeting rooms of different shapes and size so that the meetings can be organized properly. They
have different range of rooms having capacity of accumulating 12 people to 500 people. Hence,
the hotel can easily organize conferences, banqueting and events that are attractive and secure to
meet with the requirements of guests efficiently.
Quality of event environment: While organizing an event, it is important to consider is
quality in terms of maintaining health & safe environment. According to this consideration, the
event should be safe and healthy for the audiences. It signifies health and safety of the people
who are attending the event along with the contractor, employees and other people who are
working to make the event successful. For event managers are required to consider safety and
health considerations as quality measure while organizing an event. Quality is crucial for the
success of event (Scalisi and Portuese, 2021). In context of Grand Connaught rooms, they
maintain appropriate quality standards in order to ensure safety of the guest and the employees as
well. In addition, they make sure that guests receive the best possible services. For this purpose,
they arrange heating facilities in winters and also has adequate ventilations in the meetings
rooms, halls and banquets. It makes their services attractive and also offers competitive edge to
the organization.
Audio-Visual Facilities: This is an important consideration in conferencing, banqueting
and event industry. During conferences, audio and video visuals are used to provide insights to
the audiences. In addition, audio visuals are also helpful in making an event attractive. During
the wedding and other such events, audio visuals are used so that the guests get attracted. In the

audio facilities different resources such as wireless, Lan operating, high definition plasma
screens, LCD projections and more are included. In current time, use of internet has been
increased hence hotels are likely to arrange broadband internet access, superior quality sound
systems etc. To make the conference successful, it is important to arrange desktop floor podium,
wireless microphones, powered speaker systems and more (Rittichainuwat, 2018). Without the
presence of audio-visual elements, it is not possible to organize an event successfully. In context
of Grand Connaught rooms, they have facility audio-visual elements that help the entity in
organizing an event in an efficient manner. The hotel has wide space to organize conferences,
seminars, meetings and more. In this context, they also have an in-house team of efficient project
managers who assist organizers during presentations. In addition, the hotel also has proper WI-FI
connectivity that is considered as a complementary service for the guest. These all facilities are
effective and help in attracting more and more people in an efficient manner.
Through the above discussion, it is analyzed that the Grand Connaught rooms is
considering ample of ergonomic and aesthesis considerations in terms of making the event,
conference and banquet services more attractive and effective. In context of ergonomic
considerations, they are putting efforts for site management, space utilization. In addition,
managing quality of events and adding audio & visual facilities are the crucial aesthesis related
considerations. These considerations will help the entity in attracting more and more customers
in the future period of time. In addition, it will also help in providing a safe and secure
environment to all the relevant people.
Identify legal and statutory requirements in the banqueting, conferencing and event industry
In event industry, there is requirement to follow ample of legal and statutory
requirements. By following the legal requirements, it is easy to maintain the operations of the
entity in a systematic way. In addition, it also helps in managing the business activities in an
efficient manner. If a company follows legal requirements, there is high probability of success.
In context of grand Connaught rooms, necessary legal requirements are explained below:
Security: Security is an important component that needs to consider while conducting an
event. For small events, organizer needs to consider vigilance of staff. If the event is organizing
at wide level, need of security will be also high (Christakopoulou, 2018). It is the responsibility

of event planner to arrange proper security so that event can be conducted successfully. In this
context, security is divided in two parts that are mentioned below:
Police presence: Police has the duty to prevent the crimes and also analyze the events
such as thefts, fights and more. Presence of police at the venue enhances the security and gives
the sense to guests that they are safe and secure at the respective venue (Tomašević, 2018). In
context of the Grand Connaught rooms, they arrange necessary police security for the large
events. For this purpose, they also need to pay the police force which sometimes enhances the
overall expense.
Private Security: Private security practices are regularized by the security industry
authority. Here, SIA offers license to the professionals who have necessary skills to work in the
respective field (Hassan and Xie, 2020). The major responsibility of private security is protection
of equipments and facility, management of traffic, overnight security etc. In the grand Connaught
rooms, they also make arrangements of private security for success of events and conferences.
Insurance: While organizing an event, different equipments and tools are used. It is
imperative to have insurance of all the necessary equipments, resources, property and more. For
this purpose, an event planner can take different type of policies in order to keep the property and
equipments safe and secure. In this context, policies followed by the Grand Connaught rooms are
mentioned below:
Public liability: Under this policy, the event against public claims are covered. Here, the
premium paid for such events is based on the size of event, type of audience, profile of the event
and other such factors (Mohsin and Ryan, 2018).
Employer’s liability: In this, employees and event planner is covered during their office
time. However, it does not include take down or build up of live events. In addition, the policy
also excludes temporally employees, crew and volunteers.
Equipment and property cover: In this policy, the entity can cover the equipments and
tools they are using in the event planning. It helps in protecting the resources and tools in an
efficient manner. However, the equipments which are hired cannot be protected through this
policy.

Health and Safety: In the event organization, health and safety is a crucial element.
Therefore, it is important to plan, manage and control health & safety effectively (Makai, 2019).
For this purpose, the event manager is required to ensure the safety and security of every person
who is working in the organization, attending the event and might get affected by the event.
Health and safe environment is helpful in minimizing the number of accidents and
mishappenings at workplace. Through this, it is ensued that guests get a safe and secure
environment. In this regard, the administration of the grand Connaught hotel adopts ample of
safety measures. They appoint safety officer and also structure health & safety policy. In
addition, there is a complete procedure which can be adopted by the individuals to register the
complaint against any unprecedented and harmful event. In this context, practices followed by
the entity are mentioned below:
Safety Officer: Based on the size of the event, it is crucial to appoint a safety officer.
This person needs to be an expert who has knowledge of health and safety measures in the event
industry.
Health and safety policy: Event organization is required to set clear policies of health
and safety. While following the event specific policy, it is imperative to consider some crucial
factors such as who is responsible for health and safety who is responsible to monitor health and
safety in events and more (York, 2019). In context of the respective hotel, they follow suitable
hotel and safety polices for future betterment.
Event safety memo: All the people who are working in the event needs to be given an
event safety memo. The memo needs to be specific and easy which can be follow by the staff,
volunteers and other people. In addition, it also includes the way how individuals will manage
themselves during the event. Additionally, it will also cover the aspects such as emergency
exists, fire controls and more.
Reporting procedure: During the event, there is high probability of occurrence of any
unprecedented incident. Hence, there is requirement of an appropriate procedure to report
incidents (Ignjatović, 2019). In the memo, this procedure needs to mention clearly. The memo
needs to include the name of the reporting person. Additionally, volunteers and employees need
to be well-familiar to the reporting procedure of the entity.

Risk management: Regardless the size of event, managing risk is crucial. Risk
management is about anticipating about future circumstances and preparing suitable strategies
accordingly. The main aim of risk management plan is to ensure safety of event employees and
crew, audience, performers and other people. For this purpose, risk assessment is performed in
an efficient manner (Chu and King, 2019). In context of the Grand Connaught rooms, they also
adopt efficient ways to assess the risk. Here, the risk assessment helps the entity in anticipating
the future incidents and preparing the appropriate strategies accordingly.
Evaluation Report
Suitability of Theme: The current event is based on theme of induction and training. It is
being organized by Deloitte in order to provide induction to their newly appointed management
trainee. The event will take place in the Grand Connaught Rooms that is a well-known hotel of
London. Here, the theme of event is based on the purpose of the company. In the given scenario,
organization is looking forward to arrange an event for nearly 500 candidates. For this purpose,
they have been selected the respective hotel. In the hotel, the event will be organized in the
Grand hall which has the capacity of accumulating such a large crowd. Hence, the theme of the
event is completely suitable which shows the reason of organizing such a grand event. The theme
will also aid event planners to make appropriate arrangements in an efficient manner.
Conceptualization and design: In event, conceptualization refers development of event
menu, mapping the guest flow and determining the need for guest services based on the budget.
It is a crucial component of event planning that need to consider for conducting an event
successfully (Boddy, McCalman and Buchanan, 2018). In the current scenario, the event is being
organized in the Grand Connaught rooms. It is one of the prestigious venues in London. The
event is planned by the efficient planners of the hotel. They design the menu in such a way that
can meet with the requirements of client. During the induction event of Deloitte, there is
arrangement of breakfast, lunch, dinner and more. Apart from this, they also have attractive
interior that help the entity in making the event successful.
Effectiveness of the venue: In event management, venue plays an imperative role. For
organizing an effective event, it is crucial to select a suitable venue. The venue can be large or
small based on the size of event. If the event will be organized at small level, venue will be also
small (Yasur-Landau and Cline, 2020). On other side, there is requirement of wide space for

large events. The current event is a medium size event. In the event, 500 people will participate.
Here , the Grand Connaught rooms has been selected as a hotel for the event. It is a suitable
venue for organizing different type of events. There is capacity of organizing large events of
1500 people. In the hotel, they manage different place for different type of events. Therefore, the
suitable venue will put positive influence on the event success.
Site and crowd management: Each and every event differs in terms of size, scope, aim
and more. Effective site and crowd management is a crucial part of event industry. It is the
responsibility of event planner to manage the venue and the crowd efficiently. People who visit
in the event have different needs and requirements (Borsellino and et. al., 2020). In context of the
existing event, the administration of the grand Connaught rooms, arrange suitable venue for the
client. They also ensure to arrange the crowd properly. For this purpose, a complete procedure is
followed. Here, they manage the crowd in such a way that guests do not feel suffocated and
congested throughout the event.
Suitability of organization: There are ample of companies working in the event
planning industry. However, each and every event planner does not have the capability to deliver
same level of effectiveness. For organizing an event efficiently, it is imperative to select a
suitable event planner that has the capability of delivering better services (Barrigón, 2019). For
current event, Deloitte has selected the grand Connaught rooms. It is a well-known venue and
planner across the London. Here, potential and competent individuals are associated with the
entity. They offer best possible services to the clients that further help in success of the event.
Choosing suitable organization also helped Deloitte in attaining the objective of event.
Logistics: In event, logistics plays an important role. Logistics are required to manage
the supply of necessary resources, equipments and tools. In addition, it also helps the event
planner to get the required resources so that they can organize the event in an appropriate way
(Hinson and e. al., 2019). In context of the current event, it is being organized by one of the
well-known planner of London. They maintain effective relationship with the vendors in order to
get timely supply of all necessary resources and equipments. In addition, they place the order to
the vendor and ensue to receive timely supply of the equipments and tools for the success of
event.

Safety and security: In current time, safety and security has become the priority for the
clients and organizers as well. Before organizing an event, it is imperative to consider the safety
and security aspect. For this purpose, there is requirement to arrange police and private security,
follow the health and safety measures and conduct risk assessment in timely manner. In the given
scenario, the event is being organized by the grand Connaught rooms, they are highly concern
regarding safety and security measures (Snyders, 2019). In this context, they arrange private
security and also arrange police force to avoid any disruption. During the event, health & safety
measures are also followed to avoid any future incidents in the premises. To ensure security,
identity of each and every guest is being recorded by the entity.
Food & beverage provision: Food and beverage is a crucial part of event, banqueting
industry. During the event, food and beverages are also arranges by the event planner. Here, it is
imperative to follow all necessary provisions of food and beverage industry to ensure success of
the event (Chibili, 2019). In context of the given scenario, the event is organized to provide
induction to the new management graduates of Deloitte. The venue of event is the Grand
Connaught rooms. There is arrangement of food and beverage during the event. The organizers
follow all the necessary measures related to food & beverage to organize an effective event.

Conclusion
Out of the above-stated report, it is summarized that banqueting, conferencing, events is
an industry that required creativity. This industry contributes towards the success of the economy
in an efficient manner. It is imperative to follow unique and creative approaches in order to grow
in the respective industry. In order to manage diversify events, there is requirement of ample of
physical and human resources. In addition, it is also imperative to follow legislative and financial
requirements while working to organize an event. In hotel industry, banquet is considered as the
crucial part as it fascinate ample of people to enjoy food. The above scenario is based on the
Deloitte that is undertaking an event for induction of new management graduates. This event will
be organized in the Grand Connaught rooms that is one of the prestigious venues of London.
Here, the event is being organized for the orientation of nearly 500 individuals. Additionally, it is
analyzed that several ergonomic and aesthesis related factors are taken into considerations while
organizing an event. It is imperative to consider these elements in order to bring creativity and
uniqueness in the event. It is concluded that site management, space utilization, managing quality
of the event is crucial to make an event successful. While organizing an event, it is required to
follow ample of legal and statutory requirements. Following necessary rules and regulation help
the event managers in attaining the pre-defined objectives efficiently. There is discussion
regarding legal requirements such as health and safety, insurance, risk analysis, security and
more. It is concluded that the event planner follow all necessary legal requirements for the
success of event. Furthermore, it is monitored that the theme, design, venue of the event is
effective. In addition, proper logistics, security, food and beverage provisions are followed by
the respective event organization in an efficient manner.

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