Event Planning and Implementation | Desklib

This document provides an overview of event planning and implementation, including different categories and dimensions of events, current trends in the event sector, designing event layouts, and additional services available within conference environments. It also discusses the importance of meeting client requirements and ensuring a safe and secure venue for guests and staff.

EVENT PLANING
AND
IMPLEMENTATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK1.............................................................................................................................................1
P1 Explain different categories and dimensions of events using specific examples..............1
P2 Using specific examples of various types of events explain features and current trends that
influence event sector.............................................................................................................3
M1. Analysation of recent trends of event ............................................................................5
TASK2 ............................................................................................................................................5
P3 Design event layout to set up conference room to meet client requirements....................5
P4 Determine additional services available within conference environment and explain
importance to meet clients requirements................................................................................6
M2. Evaluation of layout and design's quality.......................................................................7
TASK3.............................................................................................................................................8
P5 Examine different management roles for event industry..................................................8
P6 Review Management skills and personal attributes that are required to work in events
industry...................................................................................................................................9
M3. Evaluation regarding management skills impact .........................................................10
TASK4 ..........................................................................................................................................11
P7 Explain suitable measures to provide safe and secure venue for guests and staff..........11
M4. Comparison and contrasting ........................................................................................12
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Event Planning is the process of managing different projects like meetings, tradeshow,
ceremony, convention, activity or party. It includes planning, budgeting, selecting event venue,
establishing timelines, transport planning, coordinating food, arranging different activities,
arrangements of facilities and equipments and developing emergency plans (Advani and
Gueritte, Dialogloop Inc, 2018). Rosewood hotel is one of finest luxury hotel in London, which
has ambience of stylish English heritage. In this report different categories and dimensions of
events with the help of specific examples will be explained. It will discuss features and current
trends which influences event sector using relevant examples. Layout will be design to set up
conference and additional services to meet clients expectations. Explanation of different
management roles in context of event sector and review management skills and personal
attributes that are required to work in event industry. At last, it will include appropriate measures
that are taken to ensure safe and secure venue for guests and staff members.
TASK1
P1 Explain different categories and dimensions of events using specific examples
The event is group of individuals gather together to celebrate any occasion or for the
purpose of business, marketing, education, etc. An examination of various dimensions and
categories of various kinds of events are specified as follows-
Business: These events are organised for corporate clients so that business meetings,
conferences, dinners, seminars, etc. can be organised in Rosewood hotel. Such events are
objective oriented and are held to launch new product, building relationships, recruitments,
marketing, social gathering, etc.
Charity: These types of events are organised to raise funds for non-profit organisation
and for those who works for increasing living standards of individuals in society. In Rosewood
hotel events like exhibition, guest speaker, handicrafts displaying, etc. can be planned and
executed (Md and et. al., 2019).
Private: These type of events are of personal level and certain guests are invited and it is
not open up for general public. In Rosewood hotel, it can plan events like weddings, receptions,
birthday parties, family dinner, reunions, etc. successfully.
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Differences Private Public Charity
Purpose The main purpose of
private events is to
celebrate personal
occasions, dinner, get-
to-gather, parties,
reunion, etc.
Public events are
organised for new
product launch,
business events,
corporate conferences
and meetings, dinners,
etc.
Main purpose of
charity events is to
raise funds for
betterment of society.
There are certain dimensions which acts as guidelines in managing events effectively and so that
expectations of clients can be achieved (El Zoghbi, 2016). Such dimensions are broadly
classified into 6 broad headings, explained below:
 First dimension event is Anticipating, which states that material used in marketing and
communicating to inform and invite guests or public should build excitement in
individual.
 There is need that dimension of Arrival is followed accordingly so that related factors of
events are safe, secure and efficient.
 Third dimension of event is Atmosphere, it is necessary that venue is selecting keeping
guests comfort and accessibility in mind.
 Fulfilling Appetite, is selecting meal which is healthy, according to specifications and
should not be made from rotten raw material.
 It is important that event is planned according to Activity which achieves guests
expectations from event.
 Last one is Amenities which refers to all those tangible evidence of memories which
guests experience while event and celebrations.
Each dimensions ensures that planning is according to guest specifications and expectations so
that customer loyalty is enhanced and Rosewood hotel is proves out to be effective in planning
and executing successful events (Scacco and Wiemer, 2019).
Differences Anticipating Arrival Atmosphere Appetite Activity Amenities
Meaning It refers to
that
This
dimension
In this it is
ensures that
In this
dimension
Each and
every
It is
needed
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resources
that are used
in informing
about public
must be
attractive.
ensures
that
selected
venue is
safe and
secure.
venue of
event is
accessible
and
comfortable
for guests.
it is stated
that food
provided
in events
should be
healthy
and
harmless
for guests.
activity
should be
design in
such a way
that it
contributes
towards
achieving
client’s
expectations.
that
memories
of events
are stored
in physical
evidence.
P2 Using specific examples of various types of events explain features and current trends that
influence event sector
The changing nature of business environment is allowing emergence of new factors and
elements in current state of event industry. All such factors are examined on different aspects so
that their impacts on event sector is identified, some of them are as follows:
Advancing the Event Profession: Due to changes in technological aspects in business it
is affecting event industry as well, some event professional wants to take event sector to
technological advanced level. For this different solutions are identified like artificial intelligence.
While technology these days are disconnecting individuals from personal connections and face-
to-face interactions, these tools will help in changing clients expectations and demand. There is
demand by clients that corporate events are advanced in technological terms so that business
objectives are achieved and satisfaction of clients is improved (Rogers and Davidson, 2015).
Mergers & Acquisitions: The recent trend in business environment is merger and
acquisition which is also influencing events industry upto great extend. There are major mergers
and acquisition activities which are increasing competition and limiting ownership in businesses.
This will also influence the way events are planned and executed for corporate events and well
increase demand for events will also be increased.
Safety and Security: There are chances of terrorist attacks, natural disaster and increase
in national security around the world. It is crucial that events management focuses their efforts to
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ensure that guests and staff are safe and secure in every terms of security. This is important to
manage events because groups of individual come at one place which requires security measures,
safety equipments and proactive actions in case of emergency (Walters, 2018). Most important
factor that should keep in mind while choosing location for different events, accommodation for
clients and main event area is security so that chances of any mishappening are less. For example
while organising corporate events it is important that proper security measures are followed so
that there is no interference of outside parties.
Workforce Issues: One of the biggest challenge of finding employee with required set
skills and abilities to work with clients is still continuing. There is requirement of personnel who
is excellence in interpersonal and professional skills to ensure that events, guests and activities
are managed effectively. For example, corporate conferences demands highly skilled event staff
so that client objectives are achieved effectively and relationships are build.
The changes in industry are frequent and have impacts which brings influence on event
sector and challenges for company to sustainably survive in sector. Identifying all such factors
will help businesses to be well equipped and predict future trends to have competitive advantage
in industry (Raj, Walters and Rashid, 2017).
Basis Medium events Mega events
Meaning These are basically personal and business
events that invites particular guests. They
are mostly closed for general public and
celebrate events like wedding, family get
to gather, official dinners, etc.
These are business and charitable
events that are open up for general
public. Marathon race, product launch,
sports events, etc. are some of the
examples.
Media There is no interferences from media and
general public even after the event is
announce publicly. These are kept
private so that privacy is maintained.
Such events are opened up for media
personnel so that more and more
guests or audiences are engaged in
event to make it successful.
Decoration There are professional team that does
decorations for personal events so that it
remains attractive for guests. In case of
business events the environment is kept
These events kept huge amount of
budget for decorations and other
attractive things so that it creates
impact on audience behaviour.
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more formal and simple.
Security As these are kept private there are certain
security measures like checking
information of guests and controlling
actions so that there is no trespassing
from any agitator.
Events which invites general public
requires high security measures as
there are threat of terrorism, natural
calamity, fire, etc. This arise need for
strict actions for safety and security.
Budget There is certain amount of budget that
are kept aside by business so that
medium corporate events are host on
regular basis.
For such events huge amount of
budget is estimated first and then
events are planned so that objectives
are achieved effectively.
M1. Analysation of recent trends of event
Due to a lot of changes in business environment and external and internal forces, there
are a lot of changes in the event industry and in order to stay in market for a long period of time,
event industry must adopt these recent trends. As technology is changing on rapid basis, event
organisations is adapting to these latest innovative ideas by advancing the event profession.
Event industries can also merge itself with other industries which will help it to face the
competition such as charity enterprises can merge with other industries. Due to enhancement in
technology and innovation, many even management firm can make its security more strong.
TASK2
P3 Design event layout to set up conference room to meet client requirements
Client requirement is to held a corporate meeting to launch new product with stakeholders
and management team. Conference room can have strong impact on clients as it helps them
in brainstorming with creative ideas or it can distract them as well. It is important that
layout is according to specifications. Firstly, it should be safe and comfortable premises
where business team can gather, brainstorm and effectively held meeting. Here are steps
that will design layout successfully for conference room so that meeting can be held
effectively and according to expectations of client:
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Identify suitable venue: First and foremost expectations of client is comfort and
accessibility which implies decisions related to location and space. This will be ensured by hotel
by planning about floor and movements related space so that there is enough for members to get
up and walk around freely. At the same time it should be small enough so that projector is visible
to every guests. It is important to identify number of individual who are attending meeting so
that room size and tables are planned accordingly. All should be plan in respective to comfort
and expectations so that guests manage to sit for hours in meetings (Notina and et. al., 2016).
Choose Table Style: There are various styles available for planning sitting arrangements
effectively for conference room for business meetings. Certain factors like everyone are visible,
comfortable and equally engage in meeting so that they can participate in conference. The Oval-
Style of table will be selected so that every member participates with speaker and
communication flows in two-way direction.
Select Right Room: Ideal room for conference should be where noises are kept as less as
possible. It is necessary that room should be soundproof and not near to construction site so that
there are lesser distractions. Colour of walls and ceilings should be pleasant, floor space have to
be enough for movement and table configurations should be taken into considerations while
selecting room for conference.
Adjust Lighting and Screen: It is equally important that lights and screen should be
appropriate so that there are no distractions for members. To ensure this use bulbs that do not
give too much heat, wall colours should complement lights, adequate distance from screen and
using projector system to make audio and video effective (Konkol, 2019).
Provide Basic Amenities: As discussed before, guests should be comfortable enough to
attend meetings for hours. Invest in tables with mini-cabinets so that members can stash their
belongings while participating in meeting with ease. Put a bin or two in corner of the room so
guests can dispose of their trash properly.
P4 Determine additional services available within conference environment and explain
importance to meet clients requirements
It is important that with planning best and suitable design for conference rooms,
additional services are also provided to clients and members. These services are provided to
fulfil client’s requirements and increase their satisfaction level which is well understood by
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Rosewood hotel so that meetings are held effectively. Here is list of some of those additional
amenities:
Fully Air-Conditioned: If meetings members are experiencing heat or sweat during
session, this will reduce their participation and productivity. So Rosewood hotel will make sure
that conference room is properly air-conditioned and ventilated to meet client expectations. In
addition to this electricity supply backup shall also arrange in case of power cut and other
mishap.
Projector Presentation: In order to engage members in meetings and make it effective
corporate employees these days use PowerPoint Presentations to discuss objectives for which
project screen system is needed. This is one of services provided by Rosewood hotel to client so
that their expectations can be achieved (Dunsmoor and et. al., 2015).
Quality Audio Equipments: While hosting a meeting or conference which includes
groups of employees it is crucial that there are audio equipments which are well organised and
effective. This is one of the most important services provided to client so that meetings are
successful and expectations are attained effectively by Rosewood hotel.
Video Conferencing System: In business conferences and meetings there may be need
to make international calls or to engage employees who are not physically present in conference
room. Thus there is need of video conferencing so that they can participate in the meeting as
well. These are services provided by Rosewood hotel team to client so that meetings are
successful and client expectations are meet effectively (Zscheischler and et. al., 2018).
Wi-Fi: These days network connection is necessary requirements for conferences or
meetings and there is important need that Rosewood hotel arrange strong and speed connectivity
in the conference room so that multiple members can work on it. This is one of those services
provided so that net surfing expectations of clients for searching information in meeting are met.
M2. Evaluation of layout and design's quality
In order to make an effective layout and design for an event, there are various factors
which must be considered. First of all, the most suitable venue should be selected which must be
adequate in all aspects. Secondly, the table style must be considered by event manager and it
should be comfortable to sit. For this purpose oval table style is most appropriate as it would help
to communicate in a better manner. Also, the room should be appropriate and sound proof and
free of outside distractions. The room lightening must be appropriate and it should consists of
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basic amenities. The room temperature should be adequate as per the outside climatic conditions
an it should have appropriate electricity supply. It should have proper audio and video
conferencing system and it should have proper internet facility.
TASK3
P5 Examine different management roles for event industry
The event industry is competitive sector with many opportunities to become creative and
enhance skills, management and personal attributes. There are different job positions that have
various roles to perform in event sector, some of them are as follows:
Event Manager: As the name suggests such individuals are concern with managing events as
head and also known as project head also. They have roles like planning entire event, assigning
duties, monitoring and taking corrective actions as well. They are responsibilities to work
collectively with other functional unit of business and make sure that all activities are in flow
according to plan.
Talent Manager: This individual is concern with making event attractive and engaging as they
manages all requirements and complications related to event decorations. Their basic role is to
manage engagement of audience throughout the whole event and control all actions in such a
way that it adds talent to the occasions. For example, concerts are talent – driven events that
requires activities related to talent and need to manage effectively.
Decorator In-charge: This is personnel who manages and control over every activity which is
related to lighting, audio and visual sounds systems and attractive features or themes. The
attractive elements that are included in events are called décor of venue and Wedding events are
best examples which needs role of decorator In – charge.
Event Coordinator: This is individual who coordinates small events and in larger events they
help event manager to control activities of different functional department. They have role of
planning, framing contingency plans, resolve complications and frame report to improve process.
They are also liable to create checklists so that each and every activity is working as per plan.
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Hospitality Manager: This personnel has role of ensuring maximum experience of guests
invited in events. They are responsible for training staff to treat visitors with positive and polite
behaviour so that their experience can be enhanced. Individual who handles lodgings, guests
requirements and complaints are called hospitality manager.
Food And Beverage Manager: Such personnel are engage with handling food and beverages
related process. It is one of basic necessity that some type of snacks and water should be present
in event to enhance customer satisfaction. Their activity depends on size, number of guests,
requirements of events.
P6 Review Management skills and personal attributes that are required to work in events industry
Management Skills:
People skills: The one quality shared by successful event managers is People skills. They
need to be comfortable in connecting with high-level executives, government officials, vendors,
co-workers, sponsor, customers, supervisors, staff, and event attendees. To successfully work
with this wide range of people, there is need that event manager of Rosewood hotel is able to
solve conflicts, be confident and maintain sense of humour.
Flexibility: Event managers must double up as janitors one minute and fearless leaders
the next. Cleaning up messes and making tough decisions effectively and efficiently is part of job
in Rosewood hotel. Staying calm, getting work done, then get back to running show shows
flexibility of event manager (Millar and et. al., 2019).
Organised: To successfully conduct event in Rosewood hotel, there is need that event
manager is able to manage many activities at once. This multi-tasking process is required for
both smooth planning and flawless execution of event so that client expectations can be
achieved. The best planners have foolproof systems, step-by-step checklists, and tech tools with
controlling techniques.
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Communication: Clear, firm, and kind communication establishes leader of team, keeps
activities on track, and ensures that goals of event and client requirements are clear to every staff
involved. It also allows event manager of Rosewood hotel to be effectively share vision and get
others excited about it, too. This ensures relationships building and equal participation of
employees in managing event.
Personal Attributes:
Great Interpersonal Skills: An event manager has to work with team and other people in
order to ensure the event is success and clients expectations are met. This means that the
manager should have ability to guide and listen without any issues. It is important that event
manager understands what client needs and then find ways to fulfil those needs or come up with
different options and make events in Rosewood hotel successful (Ayala and et. al., 2019).
Energetic: Events are extremely demanding and if event team want to execute successful
event in Rosewood hotel, they should be full of energy and passion. There is need that event
manager is full of energy so that other team members gets motivated and work towards making
event successful. This is one of the major personal attributes that are needed in event sector to be
effective.
Passionate and Enthusiastic: This is inherent quality and individuals are often born with
this quality. It is only then they can excel in chosen line of work which makes them effective in
event sector. As successful event manager in Rosewood hotel, they have to have passion and this
is what allows them to be productive and overcome obstacles that are faced while organizing
successful events (Camp and Jones, 2017).
M3. Evaluation regarding management skills impact
Management skills have large impact upon an organisation which helps in conducting an
event in more appropriate manner. Managers must have appropriate skills to coordinate people in
an appropriate manner. Moreover they should have effective people skills that will help them in
feeling comfortable around people. The multi tasking quality of managers will help them in
coordinating each activity in an effective manner. Moreover, managers effective communication
skills will help them in exchanging their views and opinions in front of team members which will
help in formulating the event in an effective manner.
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TASK4
P7 Explain suitable measures to provide safe and secure venue for guests and staff
It is critically important that safety and security should be first priority of Rosewood hotel
for guests and their staff so that there is no mis - happenings. Here are some measures that event
manager can adopt so that business event, guests and staff is safe from any accidents or intruders.
For visitors:
Keep Events Private: Some organizations like to announce their events publicly, even if
events aren’t open to public. They mention their events on websites, in newsletters, in press
releases, and on social media, but informing public about event is security risk for both guests
and event team. For instance, dinner for company’s upper management isn’t open to everyone,
so there’s no need to tell everyone. If agitators don’t know about event, they can’t disrupt it or
cause anyone harm (Kripalani, Tripathi and Taneshe, 2015). This will helps in keeping event
safe both guests and visitors so that venue is safe for them.
Keep Security Measures Visible: The main goal of security isn’t to respond to threats but
the goal is to prevent threats. It is best if potential agitator sees security measures and moves on
rather than entering to venue and tries to attend meeting. This is why hiding security team or
putting them undercover throughout business event does bring more threats. Agitators think
event is unprotected and may decide to start trouble.
For event staff:
Match IDs to Registration Information: To make sure individuals who attend event are
actually invited, it’s important to collect identifying information in advance when they register
for business event. Collect multiple data like name, date of birth, and address to make it harder
for intruder to interpret. This can be also be done for staff members so that there is no outsiders
involve in team. This ensures that invited guests and selected employees are there only to attend
the event.
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For venue:
Create Security Checkpoints: One of the ways to protect venue from security threats is to
set up checkpoints away from gathering and on the entrance of venue site so that all attendees
must pass through to get inside. This forces agitators to confront security personnel long before
they can cause any damage to venue location and thus safety will be ensure
M4. Comparison and contrasting
For making sure that the event is conducted in an appropriate manner, it is important for
the event planner and manager to provide appropriate safety to the people. They should not
announce their private events at public and must ensure that the people who are invited in an
event must be registered in the list. Moreover, they should regularly check up that appropriate
security is provided and adopt innovative security measures.
CONCLUSION
From report it can be concluded that event management is process of planning,
organising and executing event which meets demand and expectations of client. It lays emphasis
on planning different events like personal occasions, corporates meetings and conferences,
charity runs or other activities. Event industry environment is affected by safe and security,
advancing profession with technology, mergers and acquisitions and skilled workforce
requirements influences this sector. Proper steps has been followed in designing conference
room so that clients expectations can be meet effectively. There are Wi-Fi, video conferencing
system, efficient audible equipments and other services are available in conference room. There
are different management roles, skills and personal attributes that are important to work within
event industry so that client expectations are attained effectively. There are various methods
adopted by event company so that their guests and staff's safety and security is strong which are
included in this project.
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REFERENCES
Books and Journals
Advani, D. and Gueritte, E., Dialogloop Inc, 2018. Integration of internet-based tools for
transforming in-person conferences into seamless conversations. U.S. Patent
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Ayala, D. and et. al., 2019. An approach to less climate-impactful conferences. London
Mathematical Society Newsletter. 480.
Camp, B., Upcoming Conferences and Events.
Dunsmoor, J. E. and et. al., 2015. Emotional learning selectively and retroactively strengthens
memories for related events. Nature. 520(7547). p.345.
El Zoghbi, M. B., 2016. Conferences as Learning Spaces on Climate Change and Sustainability.
Evans, N., 2015. Strategic management for tourism, hospitality and events. Routledge.
Jones, M. L., 2017. Sustainable event management: A practical guide. Routledge.
Konkol, A., 2019. Developing a geoinformation application for supporting conferences
management on the example on Warsaw University of Technology (Doctoral
dissertation, Zakład Kartografii).
Kripalani, A., Tripathi, A. and Tanesheri, N.S., Microsoft Technology Licensing LLC,
2015. Techniques to remotely manage a multimedia conference event. U.S. Patent
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Md, H. and et. al., 2019. Development and operational experience of the web based application
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Notina, E. and et. al., 2016. Improving Employability Skills through Students’ Conferences in
Foreign Languages. In Conference proceedings. ICT for language learning (p. 298).
libreriauniversitaria. it Edizioni.
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.
Scacco, J. M. and Wiemer, E. C., 2019. Press Conferences. The International Encyclopedia of
Journalism Studies, pp.1-7.
Wallwork, A., 2016. Networking: Preparation for Social Events. In English for Presentations at
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Walters, T., 2018. Gender equality in academic tourism, hospitality, leisure and events
conferences. Journal of Policy Research in Tourism, Leisure and Events. 10(1). pp.17-
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Zscheischler, J. and et. al., 2018. Future climate risk from compound events. Nature Climate
Change. 8(6). p.469.
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