Managing Conference and Events- Assignment

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
LO 2.................................................................................................................................................3
P3 Design of an event layout..................................................................................................4
Layout of Ballroom................................................................................................................7
P4 Examining additional services available and its importance in meeting specific client
requirements for added value.................................................................................................7
M2 Evaluating quality and layout of the design.....................................................................8
D2 Justification of choices made for event layout and design...............................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Wedding is a very important part of a person's life and everyone wants his or her
wedding to be perfect and memorable one. There should be no confusion in a wedding so
nowadays people hire a wedding planner who arranges the wedding. Wedding planner is a
professional who is expert in arranging wedding and he knows everything which is needed to
make the wedding perfect. They can arrange various wedding as well as events on the basis of
requirement. Weddings are arranged on the basis of budget and requirements. A wedding planner
arranges everything starting from the venue of wedding, arranging place for stay if the wedding
is out of station, arranging transportation and all the services. He charge a fees for his services
and the work becomes free as the responsibilities goes on the planner. The report includes the
design which is followed by the planner to make the event successful and there are various
services which are given additional to the client. Going in a wedding is easy but arranging a
wedding is a difficult task and need a lot of experience and supervision(Horowitz, 2018).
MAIN BODY
LO 2
Source- Wedding Photographer – Storyteller, 2019
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P3 Design of an event layout.
A wedding is the most memorable day for the bride and groom as well as their respective
family and friends. On the big day, it is the most desired wish of any bride to have a perfect and
flawless wedding where all the dreams that she has created for her special day gets fulfilled.
While the couple can enjoy the bliss of the sweet interval between engagement and wedding day,
it can be quite stressful for the wedding planner to accommodate everything and conduct the
wedding successfully(Graban and Swartz, 2018).
Being an event planner at Rosewood Hotel, London, it is extremely important to maintain
the pride and image that the hotel has for conducting events successfully. The planner can adopt
a series of steps which will help him in determining al the aspects related to designing a layout
for the wedding:-
Setting up a Budget:- Wedding is an extremely expensive process and as the day approaches, the
customer might intend to add more and more items. This can lead to formation of an extravagant
budget and therefore, the manger should formulate a budget after ascertaining all the
requirements of the customer and stick to it adding only relevant items. This will help the
manager in identifying what is the priority of the customer and plan accordingly. In the present
case, the client intends to use Summer Solstice as his daughter's wedding theme and various
other requirements which are detailed below:-
PARTICULARS AMOUNT PER PERSON(IN £) AMOUNT(IN £)
Stationery 8 1200
The service 10 1500
Reception décor and Flowers 20 3000
Rent of Ballroom 30 4500
Photography 11 1650
Videography 18 2700
Food and Drinks including Three 55 8250
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course meal, wine, champagne and
canapés
Wedding Cake 10 1500
Live entertainment 25 4200
TOTAL 190 28500
Develop a Timeline:- After the budget is formulated, developing and categorizing activities into
various segments helps in developing a timeline which further helps in planning a proper
schedule of activities. At present, the time available is for one year and there are numerous tasks
to be performed(Huang, 2015) A checklist can be prepared by the manager containing all the
activities like selection of flowers, flavour of cake, selection of food items, time of the wedding,
finalizing the process etc. which will help in finalizing various details related to hosting the
event. There should also be a scope of introduction of newer and urgent tasks in the planning
process.
Develop proper tools for Managing the wedding:- There are many tools that can be used by the
event manager that will assist him in planning the wedding successfully. Tools and software can
be used and all the decisions regarding wedding should be properly documented in folders and
files. Tools like Dropbox etc. are available freely which will help the manager in assessing the
information whenever he requires. Similarly there are many other tools like Microsoft excel
sheets, applications, online event checklists etc. and these can be used to successfully implement
and monitor different activities simultaneously.
Layout and design:- After planning the budget and timeline, the manger formulates a basic idea
regarding the expectations of the customer. The customer has specified that 150 guests will be
attending the wedding and therefore the grand ballroom of Rosewood Hotel will be adequate.
Since it is attached to a wide patio, it will be nice summer wedding. There will be 1 main table
and 14 guests table decorated with white cloth and a bunch of wild flowers coupled with other
seasonal flower will be used to tie at the top. These flowers will also be used to decorate the
tables and chairs(Landau, and et.al., 2017). This will be in proper sync with the wedding theme
of Summer Solstice. As the guests arrive, welcome drinks i.e. Gin and Tonic along with Whiskey
Ginger Ale will be served and the service will begin at 1'O clock. After the 1 hour of wedding
service, there will be live band performance of Mister X and will be followed by the dance
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performance of Ryan Gosling Daniel Radcliffe who will be invited as per the wish of Bride.
During the performance and service, Hot and Cold Canapés will be served and after that, the
toasting to the newly wedded bride and groom will take place along with champagne. This will
be followed by three course meal and finally the wedding cake will arrive. After this, the dance
of couple along with other family members will take place and it will be concluded with bride
and groom leaving for their honeymoon.
Source-A Guide to Civil Wedding Ceremonies in the UK, 2019
Quality aspect in designing:- The vendors and suppliers that will be hired by the manager need
to be of premium class and since many weddings take place on Summer Solstice, it needs to be
ensured that quality in the supply is not compromised with. The discipline and timeliness of the
workers also needs to be considered before finalizing them(Reiblich, Wedding, and Hartge,
2017).
Service Level Agreements and Customer Satisfaction:- Service level agreements that are
made between the service provided and the customer are in trend and in the present case also, the
manager should intend to serve more than promised by hiring security guards, giving an
additional treat to the newly married couple etc. This will enhance the customer satisfaction
levels and therefore increase the reputation of the Hotel as well as the event manager.
Anticipating Challenges:- Despite every bit of planning and precautions, some risks cannot be
avoided like technical faults, wiring risks etc. The manger needs to account before hand all such
probable risks and check and recheck all the planning and management done so that chances of
crisis are minimized.
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Layout of Ballroom
P4 Examining additional services available and its importance in meeting specific client
requirements for added value.
 Security Guards: For the security of the clients, guards are appointed by the wedding
planner. They are also appointed so that conflicts between people can be avoided which
are very normal in parties and weddings in which there is alcohol. Guards are also there
so as to protect people from any outsider or any danger. They are now very common in
weddings as people want be safe during their weddings(Additional services provided by
Wedding-Planner, 2016). These will cost £50– 80 per hour per guard.
 Fireworks: Fireworks are very common and these are some things which are provided by
wedding companies. Fireworks are very entertaining for people in the weddings and
people enjoy seeing it. Different fireworks are shown to people attending the event for
some minutes(Spradley, 2016). Having fireworks can add cost by £1500- 3000 for the
entire event.
 Transportation facility: Wedding planners sometime provide transportation services to
people are going to attend the wedding. These services are generally provided when the
guest are living near the reception hall. Wedding planner provides services to the close
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ones of picking and dropping people from the hotel to the reception hall. The cost of
transportation depends on luxury vehicles hired. Hiring a Bentley for bride and groom
can be £700- 1000 per day and other simpler vehicles for carrying other family members
can cost £45-145 depending on car type.
 Live music : Live music sounds very good and it can be provided by a wedding planner
as an additional service to client. Good and slow music can be sung by musicians on the
stage and good dancing stage can be arranged for people to dance. However, this can add
up the cost by £3500-4000 whereas hiring a DJ will reduce this cost by £1000.
 Bridal make up and hair styling: wedding planners also provide services like make up
artist of bride and hair stylist so that bride does not have to go to another place for it. This
service is provided by less planners as it is generally expensive. It is usually done of the
bride only but many times include the whole family. This will cost up-to £300- 500
depending on the type of package. Spa packages are also available for bride.
 Projection of video: A full video is projected of the whole wedding event. It is generally
additional and is given by the wedding planner. A screen is put in the wedding hall in
which many memories are shown(Steiner, 2019). This is a costly affair which will
increase cost by £1000 for the client.
M2 Evaluating quality and layout of the design.
The quality of the goods used should be appropriate and the services offered to the guests
should be best at quality. Quality of not only food but everything used in the wedding are to be
specific according to the client demand. The services should be high class. The location choosed
should be convenient for the guests that are arriving at the wedding-ceremony. The location can
be near airports. The services offered to the couple and the guests are to be special and unique.
The event manager should look after the quantity of the food and the other items it must be
sufficient for the guests. Every area needed to be cleaned once used. Proper hygiene should
maintained. The ambience should be sweet and warming.
However, there are many things can be taken care of the choices of the guests can be
improved. There are certain aspects that can be take into consideration about the quality of the
food that will ruin the image of the wedding planner and the overall expectations and experience
will be a failure. The cost can be higher then it is expected and possibly does not suit the client.
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The amenities offered in the wedding can be insufficient for the guests(Zhou, Qiao and Ryan,
2017).
D2 Justification of choices made for event layout and design.
Everything at the wedding-ceremony will be according to the needs and demands of the
client. The client wants a Summer Solstice wedding theme that will be main focus of the
wedding planner. The guests and most importantly the couple will love the overall decorations
and presentation of the theme. They will be inspired by the theme and get influenced by it. The
overall wedding will be an understanding one for the view of the guests. The guests then will
recommend it to other people around and some will be influenced by it themselves. So this will
help in promoting the business of the event company. The budget of the wedding was 190 euros
pound and it will be completed in the given amount. The wedding will be a royal one as wanted
by the father and their family. All the things that are mentioned by the client that are needed to
make the wedding a beautiful one will be properly arranged by the event company. From the
food, decorations, services to flowers everything was as per the wish of the family and the
couple. The day will be amazing for the couple and in the coming years the events for the
company is going to increase.
CONCLUSION
Wedding planners are very important nowadays as because of them people are able to enjoy the
marriage properly unlike old times when the person who was arranging the marriage was the
most busiest one. Wedding planner does most of the work now and the person whose marriage is
going enjoys. There are various designs and functions developed to ease the marriage and all are
given in the report. There are also many services like security, live music and all provided by
wedding planners from their side. The wedding was a successful one. Summer Solstice wedding
theme was demanded by the guests and they are overwhelmed to see the decorations done for
them.
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REFERENCES
Anderson, D. and et.al., 2017. Design control considerations for biologic-device combination
products. Advanced drug delivery reviews. 112. pp.101-105.
Bertella, G., 2017. The emergence of Tuscany as a wedding destination: The role of local
wedding planners. Tourism Planning & Development. 14(1). pp.1-14.
Elsden, C. and et.al., 2017, June. Designing documentary informatics. In Proceedings of the
2017 Conference on Designing Interactive Systems (pp. 649-661). ACM.
Graban, M. and Swartz, J. E., 2018. Healthcare kaizen: engaging front-line staff in sustainable
continuous improvements. Productivity Press.
Horowitz, M. J., 2018. Formulation as a basis for planning psychotherapy treatment. American
Psychiatric Pub.
Huang, H. C., 2015. Applying fuzzy analytic hierarchy process to construct a festival planner
selection model. Advances in Information Sciences and Service Sciences. 7(1). p.52.
Landau, A., and et.al., 2017. System and method for incremental replication. U.S. Patent
9,785,694.
Reiblich, J., Wedding, L. M. and Hartge, E. H., 2017. Enabling and Limiting Conditions of
Coastal Adaptation: Local Governments, Land Uses, and Legal Challenges. Ocean &
Coastal LJ. 22. p.156.
Spradley, J. P., 2016. Participant observation. Waveland Press.
Steiner, I., 2019. Settlement or mobility? Immigrants’ re-migration decision-making process in a
high-income country setting. Journal of International Migration and Integration. 20(1).
pp.223-245.
Zhou, C. N., Qiao, G. and Ryan, C., 2017. How Might Chinese Medium Sized Cities Improve
Competitive Advantage in the Event Tourism Market?. Event Management. 21(1). pp.109-
118.
Books and Journals
Online
A Guide to Civil Wedding Ceremonies in the UK,2019[online] Available through
<https://bijouweddingvenues.co.uk/make-it-happen/wedding-ceremony/civil-wedding-
ceremonies-uk>
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Wedding Photographer – Storyteller, 2019 [online] Available through
<https://www.leemeekphotography.co.uk/>
Additional services provided by Wedding-Planner. 2016. [Online]. Available
Through.<https://www.vilavivari.com/index.php/weddings/additional-services.html>.
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