Ergonomic and Aesthetic Considerations in Conference Banqueting and Events Management at Grand Connaught Rooms

This report covers ergonomic and aesthetic considerations within the conference, banqueting and event industry in the Grand Connaught Rooms. It also covers legal and statutory requirements within the industry. The report discusses suitability of the theme, conceptualisation and design, effectiveness of the venue, site and crowd management, suitability of organization, logistics, safety and security and finally food & beverage provision.

Conference Banqueting
and Events Management

Table of Contents
INTRODUCTION...........................................................................................................................3
Main body........................................................................................................................................3
Critically analyse the ergonomic and aesthetic considerations within the conference,
banqueting and event industry in the Grand Connaught Rooms...........................................3
Legal and statutory requirements within the conference, banquet and event industry..........6
Evaluation report on event management................................................................................9
CONCLUSION .............................................................................................................................12
REFERENCE.................................................................................................................................13
ONLINE.........................................................................................................................................14

INTRODUCTION
Conference events are more related to formal activities and banquet events are those
events which are handled by organiser to focus on those activities of clients which they wish to
celebrate an occasion (Park and Park, 2017). Hospitality sector have various opportunities in this
sector where they can organise events and gain huge amount of audience to gain more profit.
Grand Connaught rooms are founded in 1909 by Alexander Brown and Ernest Barrow. It is
headquartered in London, UK. This hotel is famous for its large hall to organise events like
wedding, business meetings and many others. This hall has the capacity of 1000 attendees. It has
all variety and sizes of rooms from small rooms to big rooms. The following report covers
ergonomic and aesthetic considerations within the conference, banqueting and event industry in
the Grand Connaught Rooms. Legal and statutory requirements within the conference,
banqueting and event industry. This report also covers suitability of the theme, conceptualisation
and design, effectiveness of the venue, site and crowd management, suitability of organization,
logistics, safety and security and finally food & beverage provision.
Main body
Critically analyse the ergonomic and aesthetic considerations within the conference,
banqueting and event industry in the Grand Connaught Rooms.
Ergonomics are those scientific discipline which analyse social interaction and their
impacts on various kind of elements in event industry. It include human factors while designing
the product. Here, various factors are identified for employees or staff members to complete the
task effectively. Some of the examples of ergonomics are safety, comfort, productivity and many
others.
Ergonomic considerations for conferences within Grand Connaught hotel-
 Space utilization- It is important to measure the space where business meetings are
going to held (Draper, Young Thomas and Fenich, 2018). In context of Grand Connaught
hotel, their managers focuses on their rooms and halls to analyse whether they are having
appropriate space of not for the particular number of attendees which was fixed. They
focus that their guests will utilize the space properly and do not get disturb while the

movement of another guest. For example, Grand Connaught hotel is told to manage the
business meeting event for a organisation where total number of attendees are 10 then
they will manage a small room for them and in case they were told to manage a business
meeting event for 350-400 attendees then they will manage a big room.
 Site management- It consist of all those factors which impact effectiveness of a
conference meeting like good lightening, proper chairs and tables, appropriate technical
measures and many others. In context of Grand Connaught hotel, they organise business
meetings in such a way where they mainly focus that their sitting chairs must provide full
comfort to their guests and there should be good lightening condition so that they will not
face any issue. They also make sure that their projector will work properly during
meetings.
Ergonomic considerations for banqueting within Grand Connaught hotel-
 Time management- It is essential for managing time appropriately at any banqueting
event at hotels (González-Granadillo, González-Zarzosa and Diaz, 2021). In context of
Grand Connaught hotel, their kitchen department is responsible to manage their prepared
food on time and serve their customers a good and timely services. They will get high
customer experience when their customers will get all food items on time which they are
expecting from the event.
 Focusing on hygienic factor- Secondly, it is also essential that the hotel will focus on the
hygienic procedure of preparing their food items. In context of Grand Connaught hotel,
they make sure that the employees at kitchen department will prepare their food items
with full hygienic way like wearing gloves, using clean utensils and many others. This
will help to maintain the health of guests and keep improving brand image of hotel for
longer period of time.
Ergonomic considerations for events within Grand Connaught hotel-
 Security consideration- Events are well known by their crowded invitees. More crowd
means the possibility of more conflicts or conduction of unlawful activities at event
(Chamberlain and et. al., 2019). Hence, to avoid such threats hotels focuses on their
securities factors. In context of Grand Connaught hotel, they ask their security guards to
manage all type of conflicts and any unlawful activity during event so that event will be
performed smoothly.

 Theme and décor consideration- It is also essential to focus on theme of event to make
it more attractive. For example if the theme of event is a birthday party then the interior
décor of hotel must be decorated according to birthday party and the music should be
related to it. In context of Grand Connaught hotel, they know that their customers will get
attracted with proper theme and music according to the event aim. They also focuses
upon their lightening system to gain more customer satisfaction.
On the other hand, aesthetic considerations of a hospitality industry includes various
ways of response and reaction of customers toward a particular product or services (Arapostathis,
2021). It will describe how targeted audience will react on knowing or using the product or
services offered by specific organisation. Focusing on this factor will help the company to make
their product more attractive. It includes to design the product or serve the service in such a way
which will be more attractive for customers.
Aesthetic considerations for conferences within Grand Connaught hotel-
 Audio visual facilities- The audio visual facilities of conferences room of Grand
Connaught hotel is well established and maintain so that their customers will conduct
their business meetings smoothly. This will help hotel to gain high satisfactory reaction
of customers and help them to gain positive feedback. They are having updated software,
projectors, big LCD screens and many other facilities for the clients of business
conferences.
 Comfort of environment- The businessman explains that they are having comfortable
environment while conducting their business meetings in Grand Connaught hotel. They
are having clean floor, no external voice disturbance, comfortable chairs and appropriate
space for the movement of people from one chair to another without disturbing the other.
Hence, this will help to gain high customer expectation for Grand Connaught hotel which
is beneficial for them (Venske, 2021).
Aesthetic considerations for banqueting within Grand Connaught hotel-
 Quality of food- Grand Connaught hotel provide large food menu and the quality and
taste of their food dishes are good and satisfactory for their clients. This will help them to
gain high customer expectation and their customers will react positive upon the quality of
their food which is tasty and hygienic.

 Area according to number of guests- They ask with the person who is organising
banqueting event about the total number of invitees in the event and then they select
which kind of hall is beneficial for them to manage their attendees effectively. They also
focus to maintain sitting area for their invitees and appropriate services like serving food
by waiters and many others. This kind of facilities and services help to gain positive
feedback from their customers side and help to attract more customers.
Aesthetic considerations for event within Grand Connaught hotel-
 Technical error- Most of the time Grand Connaught hotel faces technical errors in their
lightening and music system during events which distract their customers. This will
impact bad upon customers gained value and they will react negatively and aggressively
upon event manager (Barron and Ali-Knight, 2017).
 Security and other services- Grand Connaught hotel is well known by their effective
security factors and they maintain good security to monitor the audience activities while
event management to avoid conflicts and unlawful activities. Staff members also work to
provide best services to their clients. Hence, this will help to gain positive attitude of
event crowd toward the hotel and they help the hotel to maintain their brand image.
Legal and statutory requirements within the conference, banquet and event industry
Statutory and legal requirements are considered to be those which has to be complied by
the businesses as these are made by the government which are compulsory to be met. Legal
requirements means anything which is related with the law, ordinance and the order. On the
other hand, statutory requirements are those requirements which has been passed by the state and
the federal government(MUSGRAVE, 2020). These laws are made for the benefit of the people
so that wherever they go they can ensure safety but with this the owner of the business is
responsible to provide the safety to the people who are working under them. Grand Connaught
Rooms have complied all the necessary requirements which are important to be met by them as it
ensures the goodwill and also the good revenue which will help them to gain competitive
advantage in the market. There are certain legal and statutory requirements which has to be
followed within conference, banquet and event industry and those are discussed below in context
with Grand Connaught Rooms-
Conference- A conference room is considered to be the large room in a hotel where many people
can come and can attend meeting.

 Security- In the conference room of a Grand Connaught Rooms it is important that there
is high level of security given to people. It is because in this hotel big meeting are
planned in which most important clients and people come to attend the meeting. So it is
very important that they are provided with the security which is the biggest duty of Grand
Connaught Rooms. Their are many aspect which has to be handled in the security which
covers the private security. The main aim because of which this law is considered to be
important is because that it will avoid any type of risk which might happen during the
time of meeting.
 Insurance- Insurance is considered to be most liable and important factor in which
people will be conducting the meeting. It is because the head who wants to conduct the
meeting will be coming with the confidence that they are secured and with that security
they will ensure the other factors also(Karagianni, 2021). It is the responsibility of hotels
like Grand Connaught Rooms that they have taken the insurance of the place which they
have developed so that they can provide safety and security and not just to the people
who are sitting in conference but also to others. In which Grand Connaught Rooms have
always considered the most important step to take the Insurance. Cleanliness- It is also the another law which is considered to be most important and with
that the most essential one because with that only people will make the booking of
conducting a meeting in the conference rooms(Yasur-Landau and Cline, 2020).
Cleanliness have become the most essential because of the pandemic where people will
come at those place where they will be provided with the safe and hygiene place. Every
hotel have the health and safety policy in which Grand Connaught Rooms have also
created their one which is for the entire area in their hotel including the conference
rooms.
Banquet- It is also a large room in a hotel in which mostly the meals are presented for the people
who attend any of the functions.
 Pricing- The banquets have the responsibility to set the prices which has been designed
in their industry and has to be certified with the department of government for the food
which they are making (van den Eijnde, 2018). Providing food is not a easy task and for
that the hotels need to take the certificate of ensuring that the food which they are
providing is hygiene. It depends on the owner and the management of a hotel that at

which price they have to set the food prices because if low price will be provided then the
other hotels have to decrease it.
 Contracts and payments- The other law which is important to be followed in a banquet
is that of developing and making the contracts which covers different parties and those
cover the caterers and also for the payment it is necessary that the head of the banquet
hall has been developed a contract for providing the payment (Hassan and Xie, 2020). It
covers that if Grand Connaught Rooms will make the booking for any function which
has to be held in their banquet then at that time they must make the contract with the
party which will be giving them the payment and to conduct a function on a following
date. Hygiene and sanitation- It is the another law and standard which is to be followed in the
banquet as in the banquet halls people comes up for any of the function which has to be
taken place but with that they must provide the people who will be coming to attend the
function the hygiene factor so that goof image can be developed. Grand Connaught
Rooms have always tried to develop the hygiene factor so that people can enjoy the
function and the food which will be served to them can be placed to them in a hygiene
way.
Event industry- The event industry will cover all the events which has to be conducted which
can be either a small function or big party.
 Risk management- In the big events where the gathering of people is more then the
event manager have to work under the regulation of risk management. It is because the
person who will be giving the payment to the event manager will give the responsibility
to work according to the regulations and laws(Makai, 2019). The safety is in the hands of
the person who will be organising the event so for that risk management becomes the
most important criteria in it.
 Event cancellation policy- The event cancellation policy has to be prepared in the
beginning when the event owner will be starting this business because at times there are
problems which just arises that any of the client have cancelled the event due to some or
the other events. The manager of the event organiser is required to take such futuristic
steps so that they do not get trapped into such pitfalls. The government provides such
rules and regulation in which the owner of event do not have to face any problems.

 Permission and emergency procedures- This is the another law which has to be tackled
by the event organiser and for it the permission in context with market trader, alcohol
trader is being required so that it does not considered to be as illegal (Osgood, 2018). At
times, there are some of the emergency situation which arises out of nowhere so their
must be some facility for this so that if any of the mis-happening happens they are
prepared to act accordingly.
 Child protection policy- The event manager is responsible to provide the safety to the
child because they are small in age and they are present in the big events which makes it
very important to provide them the security in full way. This will cover to make the away
from any kind of drinks and to provide them the facility of entertainment.
Evaluation report on event management
Here, a business conferencing event is organised by Grand Connaught hotel on the order
of a multinational company. There are various kind of factors which impacts upon effectiveness
of event of business conferencing event which are mentioned below-
Suitability of the theme- It is essential for every hotel to manage their theme according
to event to attract more customers toward the event. This will also help them to gain attendees
interest for a event management (Perez, Lagman and Adao, 2017). In context of Grand
Connaught hotel, they can arrange the theme of their hall in such a way which will look
attractive for businessman. It should be formal and attractive like wallpaper of hall should be
designed with motivational quotes. The environment should be formal like good lightening,
appropriate size of LCD screen for presenting business presentations, appropriate chairs
according to attendees.
Conceptualization and design- It include to make a plan to make a event managed
effectively and properly. In context of Grand Connaught hotel, their event manager must make a
appropriate plan after analysing the needs, wants and expectations of their attendees. This will
help them to plan appropriate about the menu, security, all additional arrangements according to
audience expectation. For example, in case Grand Connaught hotel is organising a conferencing
event for a business then they must analyse what are their needs and how many attendees will
attend this meeting so that they will arrange chairs and other equipments appropriately. Hence,
planning and designing the event before its conduction will help to manage event activities
effectively by reducing many obstacles at the time of planning only.

Effectiveness of the venue and site- Venue and site also plays an important role in
gaining high customer satisfaction during event management (Khew, 2021). Everyone try to
conduct their event at that hotel which is well furnished and well established so that they will not
face any issue. Secondly, the location of hotel should be between the town so that attendees
should not face any issue to travel to attend the event. Hence, in context of Grand Connaught
hotel, they are well known by their event management activities. Hence, most of the events are
organised here because of their well conditioned interior and exterior environment. Secondly, it
is situated in London. Hence, its easily for conference attendees to attend meeting while
travelling to Grand Connaught hotel easily with appropriate transportation facilities.
Crowd management- Events are well known by their crowd hence, it is essential for
every event organisation to manage their crowd effectively (Jeon, Chun and Kim, 2019). In
context of Grand Connaught hotel, they are having appropriate security guards at their hotels to
manage any conflict or unlawful activity while any event in their hotel. In context of business
conferencing meeting event, Grand Connaught hotel can manage their crowd by deciding the
sitting area for their attendees by keeping the batch of their names and designation on the table
so that when the employees will arrive at venue they can easily get to know that where they are
supposed to sit by seeing their name on table. Secondly, they can also mention the area of rest
room and exit and entry of hall so that their attendees will not get confused.
Logistics management- It is also essential for hotels to manage their logistics effectively
so that they will not face the issue of lack of resources (King, McGettigan and Seery, 2019). In
context of Grand Connaught hotel, if they are organising conference meeting at their hotel the
they make sure that they will have extra lights, LED screen, projector, chairs and tables so that in
case any of this elements did not work at the time of event they will be replaced as soon as
possible without wasting time. In case there is a lack of logistic and during business conferencing
event the projector did not work well then the business conferencing will not be conducted
effectively and this will impact bad upon Grand Connaught hotel image about their event
management. Secondly, it is also essential for them to keep their logistics in such a arranged way
that will help them to find any product easily from their logistic room.
Safety and security- It is also one of the most important factor in event management
which include to provide safety and security measures for the crowded invitees (Ermakov,
Makarenko and Sokolov, 2017). In context of Grand Connaught hotel, they are having security

guards at every floor of hotel to avoid any conflict or unlawful activity of during event.
Secondly, they also have fire extinguishers at every floor to avoid damage to human life during
any accident like fire. In context of conferencing event at Grand Connaught hotel, they can
monitor the activity of their attendees by setting cameras in their conference hall where the
meeting is going to conduct. Secondly, they can also allow at least two security guards to stand
at the door of conference hall where the meeting is conducting so that in case of any emergency
they can quickly enter the hall and handle the case. It is also compulsory for event manager to
have medical kit at the room so that in case of any minor injury to any attendee can be managed
in hotel itself.
Food and beverage provision- It is also essential for hotels to focus on the condition of
their food and beverages quality and procedure to make them satisfactory for their audience
(Abdullah and Fediushyn, 2019). In context of Grand Connaught hotel, they can prepare tees and
coffees for the attendees of business conferencing meetings at their hotel. During any official
meetings, employees are supposed to sit for longer period of time until their seniors did not
conclude the meeting. Hence, tees and coffees will make them refresh during their official
meetings. Secondly, they can also keep a bottle of water on every desk of attendees so that they
can avoid their movement for small things such as drinking water. In is essential that the tea and
coffee which is going to serve in conference room will be made appropriately and satisfactory to
make their clients refresh.

CONCLUSION
From the above report it can be concluded that the conference, banquet and the event
management are the most essential part of any of the hotel because mainly with that the booking
in a hotel has been made. It is because when any of the meeting will be going to help in a
conference room of a hotel then with that the booking for rooms will also be made where people
can stay if they have come for longer period of time. So, with this the promotion of hotel also get
made and if good facilities will be provided then they can conduct the meeting again. The factors
such as ergonomics makes the checking of potential which is their in the employees who are
their in a hotel which is an important factor on the other side aesthetic considerations is related
with the designs which is being checked by every consumer. The other is the compliance of laws
and statutory considerations which are important to be complied by the hotels. It is because the
compliance of such laws are related will be helpful to ensure the safety of employees.
Furthermore, the evaluation of theme, the site and the factors which are related with conducting
of any event is important to be analysed before the event is organised so that if any of problem
arises the managers have the other solution for it.

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