Conference Banqueting and Events Management

This report discusses the ergonomic and aesthetic in Grand Connaught Rooms, legal and statutory requirements for conference, banqueting and event industry, and more. It also covers the suitability of theme, conceptualization and design, site and crowd management from Deloitte's perspective.

Conference Banqueting and
Events Management

TABLE OF CONTENT
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
The Ergonomic and Aesthetic in Grand Connaught Rooms........................................................3
Legal and statutory requirements for conference, banqueting and event industry......................6
Analysation of the suitability theme conceptualization and design, effectiveness of venue, site
and crowd management...............................................................................................................9
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Conference is formal meeting conducted for the people who share similar interests to
discuss particular subject's issues and ideas. Conferences bring people from different places
together who have same concerns and interests, it is great opportunity for network building with
many leaders of that field, improve presentation and communication skills. In those conferences
most of the time banqueting is organized. Banquet is formal ceremonious feast or dinner for
large number of people, like, for a conference dinner. Banquet brings people together at the
events like conference and give them space to build network and connect and enjoy the feast.
Event management is a process in which an event is planned, organized, implemented and
followed up. Event management helps in detailed planning of an event, from deciding theme to
the ending and organize it accordingly to make an event success. Event management also helps
in determining the budget and taking care of promotional activities.
In the following report, a critical analysation of ergonomic and aesthetic within the
conference, banqueting and event industry in the Grand Connaught rooms would be done. As
well as, legal and statutory requirements within the same would be discussed. And event
analysation on the basis of suitability of theme, conceptualization and design, site and crowd
management and many more would be done from Deloitte's perspective.
MAIN BODY
The Ergonomic and Aesthetic in Grand Connaught Rooms
Ergonomics is a study and application of psychological, physiological and anatomical
principles to solve relationship between man and machine (Pheasant, and Haslegrave, 2018).
Aesthetic is used to refer beauty and art. The two words are losing its difference in work areas as
ergonomics are using the responsibilities of aesthetic and combining it to the scientific practices
and applying it to the products. In conferences, banquets and event industry, the guests' comfort
and physiology is very important to take in consideration as well as the interior or exterior is the
first thing that catches their eyes and if its not pleasing it could be off-putting for them
(Lamarque, and Olsen, 2018). There are many factors that are being considered at The Grand
Connaught rooms, discussed below:-
Space:

The space where event is being held should be chosen considering the number of people
coming, the availability of resources, appropriate according to the event, timing of event, and
availability of rooms of the chose date. The space utilization should be determined and be able to
seek the best match between the needed space and provision (Murray, and et.al, 2019).
Organizers should be able to determine where to allocate resources and monitor efficiency on the
main event day or consider planning new location. By measuring space utilization the over and
under used space would be identified, management of the space could be easier and efficient.
Through this identifying difference in timetabled usage of space and actual use can be identified
and could be managed accordingly and any future changes in the plan can be tracked.
The Grand Connaught rooms are one of the most known and prestigious venues for
wedding and conferences in London. As the name suggest it is a grand and elegant location for
any event offering so much from space for holding events to banquet services (Kirillova, Fu, and
Kucukusta, 2020). As the induction program is conducted, followed by lunch, afternoon tea and
dinner dance at the end, plenty space would be required. The place offers variety of meeting
rooms for different capacity, from mini, small to large. The space capacity starting from 12 to
exceeding more than 500, they offer it for various formal and informal events. Also, the art
decoration of beautiful chandeliers, ornate wood panels and arched ceiling and the space
availability of more than 500, both are suitable for the conducted event.
Site Management:
Choosing a venue that fits appropriately according to event helps the coordinators to plan
the event. The chosen site gives an idea about, what kind of event could be organized in the
event, what resource are required to be allocated and what are already there could be determined.
The technical situation of the room can be assessed and if any equipment required it could be
fixed and checked beforehand. It could also be decided if the site is outdoor then what
arrangements would be needed to make, if any resource is not available in the venue then it could
be brought in by the organizers and in the case of indoor conference then what arrangements are
to be made (Berners, 2018). The site management helps most in communication tool present for
everyone in the room during the live event. If the venue is already existing then the tool would
already be there but in case of outdoor event the plan for arrangements would be required to be
made.

The venue of the Grand Connaught rooms is well-established for events built in the 18th
century. It is a poplar venue for all the social and business meeting and conferences among the
nation's population and first choice for many. The services and assistance is also provided from
the side of staff. It only offers indoor rooms with one roof top; penthouse bar adding to its
beauty. They offer training suite and inspirational spaces like Grand Hall for huge conferences
and meeting for space up-to 1000 people. Since they offer only indoor spaces the induction
would be indoor with required resources and planning.
Quality Environment:
The quality environment in events is based on the quality of health and safety policies.
No one can predict any mishap and especially in big events there is always risk of health and
safety, the organizers are supposed to be prepared for any such situation so that the people can
focus on the main event rather than worry about their own safety. A quality environment is not
only about the physical as well as visual aspect. The presence of discipline and quietness is also
important to maintain the decorum. The conference should be flexible as every meeting is unique
and could require changes or other resources (Quick, 2020). Availability of other services like air
conditioning facility in summers and good ventilation facility at the venue, heater facility in
winters are also some examples of quality environment. Better lights in the conference room,
better aesthetics like flower arrangements and the whole ambience of the meeting room and the
venue. Also, availability of natural air purifier and noise reduction rooms adds to the quality
environment.
Quality environment is the best the Grand Connaught rooms are known for in the market.
The policy for security is managed with great concern as well as risk management is also taken
in care. Fire extinguisher is always available without any fail to prevent any mishap in the
system and environment. The management is trained to face any of the risks and prevent it from
harming anyone. Although the venue was constructed in the 18th century, the well-thought-out
architecture allows perfect ventilation and sun rays to get inside the rooms and venue, making
the environment bright and grow its quality. The rooms are well-equipped and have controllable
lights as well as string Wi-Fi connections.
Audio-Visual Facilities:
In any program or conference, need of quality audio-visual system technology is always
the first priority without which conducting those events is not possible. Those requirements are

the power of events. Audio-Visual system incorporation makes the meeting room smarter with
the technology like, wireless presentation system, AV control system, interactive displays,
together which can create a captivating experience for the present members (Akhtar, and Falk,
2017). To enhance the event reliable technology is vital, from use of virtual components like
webcast, social media tool to video streaming. The digital world has affected every part of
business/institution to every person and changes in the way of event conduction is also not far
off. The access of electricity without any risk of power cut-off, good Wi-Fi network connection
is vital to those events. For the audio side of the room, availability of good quality microphones
and speakers are necessary. It should be built in to have a reach for hundreds of people present in
the event room. As for the visual part, cameras, displays and projector makes the experience
even more memorable and interactive. To have even more technological advanced system they
can install AR and VR for out of the world experience.
The Grand Connaught rooms has been adapting itself to the changing technology to meet
the expectations of their guest and customers. They provide assistance for their in-house installed
audio-visual system with complimentary high speed Wi-Fi access, ceiling mounted and free-
standing projector, plasma screen. They also provide DVD player and have built-in microphones,
speakers and music players, auxiliary audio equipment or laptop. All the rooms from small to
large are well-equipped and ready to assisted as claimed by them.
Legal and statutory requirements for conference, banqueting and event industry
The legal and statutory requirements is for the conference, banqueting and event industry
are considered to be the requirement which are specified by an authority for mandating the
legislative body which can be essential for the requirements that come from laws which are
passed by state or Federal Government towards these industries. For an organization it is very
important to have the legal back up plans which might not cover up to something which is
essential for the consideration. For this wedding venue Grand Connaught Rooms the legal and
statutory requirements which are essential are as follows:
Getting a Liquor Licence :
In most of the events which are held at this venue there are inclusion of alcohol which
makes it important for the individual to cover the plan that are helpful for guests planning. A
liquor licence in permit, registration or qualification and approval which is granted by the state

for an organization to be able to get itself involved in the operation of the liquor (Andrews and
et.al., 2018). The reason why it is important for this organization to have such a licence is due to
the fact that booking a venue for the client's wedding reception is considered to be very helpful
for informing the state authority that the organization is indulged in the operation which have
liquor involved. This is helpful for avoiding unnecessary trouble. For an event holding
organization it is very important that its has such as licence so that it can successfully provide its
guests. It can be said that with the help of having such licence the organization of the venue is
able to purchase liquor and can also avail the liquor liability insurance which is also very
important for the organization with such operations (Ramesh and et.al., 2017). For the events
held by this organization selling liquor is very essential for the business effecting the
accommodation of the open bars. It can be also said that such venues are known to provide the
organization better bartenders which are helpful for the business to provide quality services to its
guests.
Establishment and commission of Events, conference and banquets :
It can be said that there are many laws which govern the hotel industry that includes the
laws regarding commissioning and construction of events, banquets, conferences and other
establishments of such kinds (Leonard and et.al., 2020). This also includes the laws of Foreign
Exchange Management Act which is essential for the Hotel insurance policies which helps in
customized one essential for the hotel industry in covering all the establishments ranging from
spa to guests houses. This commission would be the body which will be responsible for
managing all the legal issues which are essential for the organization in the management of the
organizational polices. The second most organizational operation are considered to be very
helpful for the business to provide the organization effectiveness in the management of the
organization. It can be said that this helps in the management. Legal metrology act which
regulates for the standards of weights and measurements. The copy right act is also mandatory to
be managed which deals with rights creating to the expression in the form of literature, drama
music art or architectural works (Ashraf and Prentice, 2019). These hotels are required for taking
such copy rights licence before the organization of any events which are can play an important
role towards the different kinds of events.
Get Event Insurance:

Organizing an event is more than just audio-visual facility, food and beverages, music
and dance. There is no one that can avoid an unfortunate mishap in an event where several
people are participating, to do the least for potential damage control getting an event insurance to
compensate it. An event insurance is a general coverage for liability for the organizer or any
party involved in that particular event like the owner of event location, General liability covers
every party involved in any kind of mishap that could happen and eligible for the compensation.
After getting the general liability insurance the next part is to get more specific with those
insurances to cover other liability (Savitt, 2017). There are endless possibility of damage that can
happen during an event, from injuries like falling on the floor or emergencies like someone gets
a panic attack, the list could add an endless possibility that can't be prevented by anyone, even
with location for an instance like construction restricted the event to happen at last minute can
happen and with an insurance, a certain amount can do damage control.
There are many types of insurance that an event planner can get for damage control. In
case of accident or damage caused by any third party the Waiver of Subrogation can recover the
amount by claiming that party's insurance as stated in the insurance. Cancellation insurance is
very important for an event to protect any unforeseeable unfortunate happening that can prevent
any event to be conducted like bad weather, venue issues like construction or anything that can
cancel an event. If there is any damage made during the event like broken chairs, dishes, any
spills or stains or any other damage to the property, the Third-Party Damage insurance can cover
it. Worker Compensation insurance covers any injuries or health issues caused to the hired
workers or employee during the event. There is a lesser known insurance that could be very
unfortunate but helpful; Terrorism Insurance covers the event if any act of terrorism ever happen.
Whether to get this insurance or not depends upon what type of event is being held. Special
Event coverage is a one-day event insurance to protect and cover any potential claims near
future.
Legal Obligations around Safety:
The insurances surely covers the damage and compensate it but to get people's trust and
insure the safety, insurance can not be the only solution (Kunreuther, and Pauly, 2018). It is an
organizer's obligations to look out for such occurrence and react accordingly. They are
responsible for every potential threat an event has and it is their duty to take preventive
measures. They owe a duty of care to everyone involved in the event and must take preventional

steps for foreseeable risks, after that court will decide if those mishaps could be prevented by
them or if they did take the measures and it did not work or those events could not be avoided by
them as it were unforeseeable.
According to the nature of event/conference, the organizers may need to be well-
equipped by the safety resources, goods and personal that could protect it. Also in some
exceptional cases where security is much-needed they might need to appoint, special force,
police officers or private security. They can also appoint ambulance in advance if there are
chances of someone getting hurt during the event.
Analysation of the suitability theme conceptualization and design, effectiveness of venue, site
and crowd management
Suitability of the Theme :
The theme at this wedding venue is very elegant. This is due to the Covent garden which
it provides for the purpose of wedding that is perfect choice for the establishment of the events it
organizes. This place has wide acclaimed luxury wedding space which is considered to be very
well suitable for more than 1000 attendees. It is also considered to be very popular for the
business events which is the main service that this organization provides. This makes the theme
of this venue very suitable for the impress its guests (Thurston, 2021). It has a marble lined lobby
that is a very luxurious features with striking monochrome which is checker-board floor to the
majestic staircase which presents the perfect kind of opportunity for ascending the ballrooms.
This venue has a theme which suits the grand ceremonies at the Asian weddings.
Conceptualization and design :
The concept at Grand Connaught Rooms is to provide the best quality of services to its
guest with the help of its luxurious conference room. This event venue has spectacular
chandeliers, amazing staging and AV technology and it also provides grand spaces for all kinds
of events. There are 13 room at this place which are refurbished with original décor to create
light, fresh rooms that are ideal for meetings, training, exams and corporation of away days. The
AV projections in the grand halls of this venue provide a preliminary design which are
exceptional for providing luxurious experiences (Matas and Hughes, 2019). The design of this
venue can be considered as a little authentic which helps it in the development of brand name for

its guests. Design at this venue offers 37 exceptional spaces which is considered to be very
helpful for conferences, exhibitions, meetings and trainings.
Effectiveness of the Venue :
The venue of Grand Connaught Rooms is very effective for the Asian weddings due to
the type of facilities it provides. The marble chequerboard floor of reception has made this venue
very famous for and known for the organizational operations. Other ways in which this venue
has been so effective is due to the fact that it have arched ceilings, ornate wood panelling and
beautiful chandeliers which have been the reason for success of this venue. At this venue there
are room of different sizes which have the potential of managing guests of different frequency.
This venue has suits which are breathed taking in their own rights as they ornate the domed
ceiling and contemporary furnishing which has been made with decadent colours (Bryant, 2020).
The versatility of this venue is the reason why it has become so effective in the exhibitions for
breaking out in the area that is considered to be impressive towards the intricate design perfect
for performing wedding conferences.
Site and Crowd management :
Crowd management is the organized and sustainable planning which is in the direction of
the given orderly progress of events which is a part of large groups of people for gathering
together. The crowd management helps in the measuring of the taken direct or limited behaviour
of the group of people which are called for crowd controlling. All these things are involving
attained public safety which is considered to have more than just events. This organization has
managed the crowd with the help of management of its site. At this venue there are different
types of room which helps the hotel in the management of the large crowds which are to be
present in event like conferences (Hoyles, 2017). The site management or the venue management
is the organization of a plan or event with tool for the calculation of the capacity as well as the
maximization of the effectiveness of the site.
Suitability of organization :
This venue of De Vere Grand Connaught Rooms is very suitable for the organization of
events that include,
 Party of any magnitude it possible with this venue.
 It is also suitable for a glamorous penthouse and rooftop terrace.
 There are 37 different types of event spaces with different variety of sizes.

 This venue is located at convenient west London location which makes it easy to access.
 It also has the option of using in-house catering or dry hire and bringing in for your
caterer.
These are the features which make this venue suitable to different types of wedding that
are featured with different catering sites. It can be said that this Grand Connaught Rooms are
also very suitable for local fare served in an elegant atmosphere which are considered to be the
very effective in breakout lunch and meetings.
Logistics :
For a well-established logistics and supply chain management system which can provide
the hotel industry very suitable competitive advantages. It can be considered as the right logistics
and supply chain which are helpful for strategic and helpful yet not considerable in the
improvement of quality of services in the hospitality organization. For this organization its staff
are the very crucial for its logistics that has allowed it to build a stead relationship with its
suppliers and work with an ordering system. This has been very effective for the improving the
level of services of the customers. It can be said that even though the logistics and supply chain
is considered to be the operations of the management strategy in the hotel and all its other
services. It can be said that these strategies are helpful for adding value to the properties which
are helpful for the organization towards the important elements which are considered to be
effective in the hotel and the catering industry.
Safety and security :
This organization has different measures which are taken for safety and security that
allows the organization in protection of crimes such as murder, abduction and health hazards
from the outsiders, hotel staff, pests, food poisoning etc. For the physical aspect of the security at
this venue there are two section internal and externals. Internal security is the one which deals
with against the theft, fire safety, proper lighting and safeguarding assets. The external security
manages the proper lighting outside the premise. Proper fencing and fixing the CCTV cameras.
The hotel has different units which are responsible for the security of both the staff and guests.
Baggage scanning of guests, checking of the hotel property after the guests have left the area and
providing security to the rooms. Security aspects of systems is laying down of operations and
policies which are essential for following in order to fix the duties and responsibilities of the
security staff.

Food and Beverage Provision :
The provision which these hospitality organizations have regarding the food and
beverages which is defined as the process of preparing, presenting and serving of food and
beverages to the customers. The guest of Grand Connaught Rooms mostly visit it for attending
some sort of event or conference. However, the quality of food and beverage is highly
underestimated for this organization (Relaxed dining and catering options, 2021). It can be said
that second floor of the venue which works lunches for delivering the event suit for breakout
area. At this venue the major highlight of the 1775 restaurant & bar which is helpful delivering
food and services in the organization. The menus and dishes are designed for keeping the guests
energized and refreshed for helping the individuals avoid energy drop.
CONCLUSION
With the help of this project it can be concluded that Grand Connaught Rooms in London
provide the best quality of hospitality services to its guests with the help of the different qualities
it has in the organization. In this project the critical analysation of the ergonomic and aesthetic
considerations within the conference banqueting and event industry in the Grand Connaught
Rooms. In this project the legal and statutory requirements within the conference, banqueting an
event industry has been discussed. This project has also provided the business an evaluation on
the basis of this event organization for how suitable this organization has been in effectively
managing its events. It helps in understanding the site and crowd management of the
organization which helps the business in creation of organizational values. This project discusses
the safety and security and also the provision of this hospitality organization related to the
operations of food and beverages.

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Online
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<https://www.devere.co.uk/grand-connaught-rooms/dining/1775-restaurant-bar/>