Balincourt Hotel Event Management: A Comprehensive Report

This report provides a detailed analysis of event management, focusing on the context of a 5-star hotel, Balincourt. It begins by defining and comparing different event categories, including private, corporate, and leisure events, highlighting their unique dimensions. The report then explores current trends influencing the event sector, such as increased interest in sports, corporate social responsibility, digitalization, and waste management, and analyzes their impact. It identifies various management roles within the event industry, along with the necessary skills and personal attributes for success, and evaluates their impact on creating successful events. Finally, the report outlines essential measures for ensuring safety and security at event venues, including specific provisions. The report covers different aspects of event management from different perspectives and is a good source for someone who wants to learn about event management.

MANAGING CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................1
P 1 Different categories and dimensions of events......................................................................1
P 2 Trends and features of influencing the event sector..............................................................3
M 1 Analysing the event trends...................................................................................................5
P 5 Different management roles within the event industry..........................................................6
P 6 Management skills and personal attributes to work within the event industry......................7
M 3 Impact of management skills on creating successful event..................................................9
P 7 Measures in order to provide safe and secure event venue.................................................10
M 4 Security and safety provisions............................................................................................11
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................13

INTRODUCTION
Conference refers to as a formal meeting of people where the individuals meet for
specific purpose. On the other hand, event refers to a function which is organized for specific
public and social occasion (Carnimeo, Foti and Ivorra, 2015). It is very important for hoteliers to
manage event in a successful way to earn profit and maintain reputation. The present report is
based on a 5-star hotel in Bournemouth. The present study is based on 5-star hotel Balincourt
(The Balincourt Hotel and Guest house, 2019). The hotel provides for high interior rooms and
suites including free Wi- Fi, dining area, 24- hour room service, private balconies and many
more other features.
The objective of Balincourt hotel is to diversify its activities like introduction of banquet
hall, restaurant, catering and event management. The present report will outline the different
categories and dimensions of events and their comparison. Further, report will outline features
and different trends which influences the event sector with the help of examples. Next, the
assignment will discuss different types of management roles which are important within the
event industry. The study will identify different skills and attributes which are required by the
person working in the event industry. Also, it will evaluate the impact of these skills on creating
a successful event. At last the report will derive some measures which are required for
providing safe and secure event.
P 1 Different categories and dimensions of events
The event refers to as an organized activity that is arranged for the public to meet and
share their views with one another. There are many different types of events which can be
organized by event planners. The major types of event organized are as follows-
Private events- These are a type of event which is organized by an individual to satisfy
their personal wants and desires. These private events include only those guests which are
invited by the event organizer and the relatives of the organizers. These events generally
include function like weddings, family get together, birthday parties, festival gathering,
anniversary parties, reunions, etc.
These events are organized in order to create some lifetime memories with their
beloved family and friends by way of organizing different types of events. Most of the private
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events are small in size because it includes only the family members of the organizer and the
friends of the individual (Walker and Lloyd - Walker, 2016). Therefore, it is easy to handle such
event without the event company because these events are organized at small scale and can
managed by the individual who is planning the event. The private events which after
diversification be held at Balincourt hotel in Bournemouth are weddings, receptions and
birthday parties.
Corporate events- These are also known as business events which are organized by
different types of business and companies because of many reasons (Raj, Walters and Rashid,
2017). Any business organizes these types of events in order to improve their business position,
to create awareness and to increase the profitability. Also, the business events are for the
purpose of building some professional relationship with the employees and the general public
which helps the companies in promoting their goods within the market which will increase its
sales and revenues. The different types of corporate events are like conferences, new product
launch event, seminars, business meetings, awards ceremonies, meetings with shareholders,
trade and business fairs, press conferences and many more different types of events.
The dimensions included in the arrangement of the corporate events are like checking the
seating arrangement for the meeting or the conference, checking all the equipment like
projectors, computers and other equipments are in order or not, checking that all the guests
are comfortable and necessary services are provided to them.
Leisure events- These are a type of events which are organized in order for the
entertainment and relaxation of the individuals by attending such type of events. The different
types of leisure events are like sports events, musical concerts and entertainment events. They
are different from adventure tourism as they focus relaxing the brain and to achieve mental
peace of mind.
From the above report it can be concluded that these events are different from each
other because in private event it is only for the invitees of the person who is organizing the
event whereas the corporate events are for all the business person. On the other hand the
leisure events are for the individuals who wish to relax and enjoy their alone time.
Dimensions
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There are many different dimensions for different categories of the events. Some of the
dimensions are like size, cost, seating facility, stage decoration, lightnings and many other
different types of dimensions. In private event the major dimensions is the stage decoration
which is essential within the private event like arranging for wedding. This dimension is not to
be followed in other event like corporate event or leisure event.
For example in business meeting under corporate event the dimension to be considered
is the cost and the seating facility or the size. It is because of the reason that in business
meeting by knowing the size only the seating will be planned and the cost will be estimated.
This is not necessary in other event categories.
P 2 Trends and features of influencing the event sector
The environment is very dynamic and ever changing so there are many changes taking
place within the event industry. These changes refer to as the current trends going on in the
market and the industry which are to be followed by the companies who are dealing in
organizing these events. Some of the latest trends prevailing in event industry are discussed in
the adjoining points-
Increase of interest in sports
this is the latest trend wherein more emphasis and interest of the youth is developed
towards the sports sector. With this increase in this sector there is increase in events like golf
matches, horse races, cricket matches. These have a great impact on the event industry.
Because of the reason that this is a latest trend and many youth is attracted towards it which
increases the revenue for the event sector.
Corporate social responsibility
the is the latest trend within the corporate event sector which the company needs to
focus on. The main objective of corporate events like seminars and workshops is to teach new
skills to its employees and improve their efficiency. Sometimes seminars are also conducted to
communicate the goals and objectives of company to its staff members (Vasconcelos,
Vasconcelos and Endler, 2014). Current trends in seminar includes educating the employees
through practical presentation via projector. Also, the employees are provided laptops with pre
installed software so that they can learn the following topics more efficiently. Also many papers
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are wasted in these corporate events and meetings which harms the trees and environment.
For this the company has provided for the laptops. This trend has a great impact over the event
industry as this increases the concern of the event towards the society (26 Event Trends
Prediction for 2019, 2018). Therefore, the goodwill of the event increases as it lay focus on
more environment protection and safeguarding.
Digitalization
The different private events are such as birthday parties and weddings. Currently in
private event there is a trend of using digital technology. For instance for inviting the guests to
the parties there have been a trend digital invitation cards which are sent to the guest via
messages and e- mails or going live on different social media platforms of wedding or parties.
Another trend is of using drone camera to capture the perfect Ariel shots. These are some of
the currents trends that have enhanced the event experience around the world. This trends
impacts the event sector to a great extent as as these trends provide for more satisfaction to
the client for whom the events are prepared. There is a positive impact on the event industry as
it increases the popularity of the private events.
Waste management
Another trend is to reduce the wastage of food within the event. In UK and Bournemouth this is
a major problem that there is a great wastage of food at the private event like weddings and
parties. So, it is the responsibility of the catering team of the event companies must take care
and pay more attention to the food distribution and the redistribution of the leftover food. If
the event industry takes into consideration this trend then it will have a good impact of private
events in the event industry as more people will be attracted towards the private events and
hence the goodwill of the private event within the market will increase.
Features
For instance organizing birthday party under private event there are many options
available like balloon decoration, theme party like cartoon party, fancy dress party and many
other option. There are many features of this event like preparing for different themes like
different cartoon characters, funny decorations relating to children and for their fun and many
other.
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Like in business meeting under corporate event there needs to be discipline and
decorum in the working, there need to be everting to be placed at correct position and many
other.
M 1 Analysing the event trends
Innovation in event planning has led to tremendous changes in event management
trends for every category that is festival gathering, exhibition, trade show, business,
conferences, networking events, etc. are very helpful because of the reason that these trends
simplifies the work of the event planners and the organizers. Also, these trends ensure that the
work is being done in accordance with the planned work in an effective, efficient and
productive manner (Lakhno, Petrov and Petrov, 2017).
For Innovative ideas that transforms enterprises business, a research and development
is essential.
Leisure event
The latest trend in the leisure event is laying more emphasis on health conscious food at
time of event. It is because of the reason that now- a- days people are becoming more health
conscious and for meeting their needs the event organizer are focusing on more healthier and
oil free food.
Private event
Another innovation is balloon trip in wedding is the service which can be provided by
event organizers to the guests to make their stay more happening and comfortable which can
be organized at the evening time after the event which will make them feel more relaxing and
energetic for the next ceremony.
Business event
Innovative ideas can include use of human Spectrogram, this format essentially involve
voting with your feet. In this the presenter asks the group a small number of key questions and
individuals move to an area of the room to indicate their answer. Highly visual, this technique
can be used to quickly and enjoyably explore all kinds of useful information. It makes an ideal
ice breaker at the start of the session and can be repeated at the end to measure shifts in
opinion.
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Another trend is use of technologies like artificial intelligence and the virtual reality is at
boom. It is because of the reason that these technologies simplify the work of event organizer
teams. The use of these technologies helps the venues to automate and customize different
offers for the clients. For example in these days robots are being used to perform many tasks
like cleaning, delivering food to the table and many other things.
P 5 Different management roles within the event industry
In organizing any type of event, it is of utmost importance to have proper management
of the event. It is because of the reason that if the event will not be managed properly then the
event will not be successful. The different types of management roles within the event industry
which are as follows-
Customer experience manager- The event industry works for the satisfaction of the
consumers. If the consumers are not satisfied then the event is a failure. Therefore, to avoid
this comes the role of customer experience manager. The manager is responsible for analysing
the customer expectation from particular event. This helps in successful management and
planning and execution of event. Further, the manger is responsible for taking feedback form
the guest coming to the place to understand and identify the areas of improvements.
Catering manager- This is also an important role within the event organization. It is
because of the reason that food is the major factor behind the success or the failure of the
event. If the food will not be liked by the client and the visitors in the event then it will be a
failure. Therefore, it is the responsibility of the catering manager to ensure quality of the food.
Catering management job role is an opportunity which it aim at controlling and monitoring
quality of food services in particular event. Innovation and quality of food are the essential
aspect for every event and therefore the job role can never limit growth of an individual.
Event manager- This is an individual who is responsible for the management of the
whole event. It is because of the reason that event manager is a person who is responsible for
everything since the starting of the event till the event ends. This is the major reason behind
the importance of this role. They are responsible understanding the needs of the client and the
expectation of the client from the event organizers. Another role is to plan for the way the
event will be organized, what resources and money will be required, estimating all the cost
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involved and providing for a budget to the client and many more related things. If the guest
will be satisfied then it will come again and again to the place.
P 6 Management skills and personal attributes to work within the event industry
For managing an event company, it is very necessary for the managers and the
employees of the event company to possess some management and skills and personal
attributes. Some of the skills and attributes which needs to be inherited within the employees
of the event company are as follows-
Communication skills- It is the most important skills to be inherited within the
employees because no work can be done without communication. In an event industry every
work is based on communication, if the communication will be good then the event will be
successful. The need of stakeholder is that the work of the hotel goes with a flow. This skill
helps in meeting the stakeholder needs and expectation because with good communication all
the work will be accomplished with a consistency and fluency.
Interpersonal skills- It is very necessary for an event manager to have good
interpersonal skills. The event company has to work within a team to be successful. Therefore,
for managing the team it is crucial to have interpersonal skills that is the manager must have
the ability to tell, listen and explain the work to the team members so that the work can be
managed successfully. This skill is required to meet the stakeholders need and expectation
because this help the manager in politely interact with the guests so that they will be much
satisfied. And the event will be a success because the guest will be much satisfied. With help of
this skill the requirement of stakeholder that is managing the guest in polite manner is satisfied.
With good interpersonal skills the manager will deal with the guest in polite and friendly
manner so this will satisfy the stakeholder as the gusts will be happy so they will spread good
things and reviews about the event.
Innovation and creativity- It is also necessary for the manager to have innovation and
creativity in their working. The manager needs to think indifferently from other because of the
reason that for event being successful the manager needs to think out of the box and different
from the other event companies. This skill helps in meeting the needs and expectation of the
stakeholders as with more innovation the guests are much satisfied and this increases the
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popularity of the event. This will further help in meeting the needs of stakeholder as with new
and innovative ideas the guest coming to the event will increase resulting in increase in the
profits for the event organizer. Therefore it will satisfy the needs of the stakeholders.
Personal attributes
with these skills the manager must have some personal attributes such as being honest with the
guest and other employees and stakeholders, working by keeping ethical behaviour that is the
manager must know that what is right and what is wrong in respect to organizing the event.
Also the person must have persistence and determination that what work the individual has
though is accomplished in the expected manner only.
These attributes help in meeting the expectations of the stakeholders need as with firm
determination the person will work up to its fullest potential and this will satisfy the need of the
stakeholder as work will be achieved effectively and efficiently.
M 3 Impact of management skills on creating successful event
These management skills and attributes have a great impact on the creation of
successful event because of the reason that if the person is not able to handle the event in
proper way that it will be a failure which will lead to losses and decrease in the goodwill of the
business (Mounce, Mounce and Boxall, 2015). So, it is necessary for the employees within the
event company to possess good management skills. For instance, if a leisure event is organized
which is a golf event but the manager of event company forgot to coordinate with the drinks
and beverages department and the drinks were not organized. Therefore, because of manager
lacking the communication skills forget to order drinks (Mahela, Shaik and Gupta, 2015). So in
this situation the communication skill is not good within the manager and because of this the
guest needs are not met. In this situation if the manger was having good communication skill
then he would have coordinated and communicated the requirement of beverages with the
drinks department and would have met the requirements of the guests and stakeholders.
Therefore, this will led to successful accomplishment of the event with fulfilment of needs of
guest and stakeholders
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P 7 Measures in order to provide safe and secure event venue
For organizing an event it is very necessary for the company to keep the event safe and
secure from any type of risk or danger. The safety needs to be in respect of guest coming to the
event and the employees working at the hotel or the site of event. The security is of utmost
importance because if the environment is not safe then no guests will visit for the event. Some
security measures are as follows-
Install advance surveillance technology- In this technological advance era it is the most
trusted way of keeping the event area more secured. The latest technologies provides for many
options like motion detectors, face recognition devices, CCTV cameras connected with phones,
anti- tempering system and many other different types of technologies which can be installed
at the venue to keep the guests and employees safe and secure. For instance for managing the
security of the guests the hotel have implemented CCTV cameras in every corner of the hotel.
In relation to the employees safety it is providing for some guards and for managing their
belongings safe at the hotel premises they are provided with the locker facilities. The CCTV
surveillance helps the hotel in keeping the guests and employees safe as with help of cameras
the hotel operators can keep a watch on every activity running within the hotel. And if they find
any happening then they can take corrective measures on time and rectify the problem. These
cameras also keeps an eye on the working of the employees so that they do not practice any
wrongful activity within the hotel.
Plan for worst case scenario- It is also a measure which can be taken by event
organizers within which the event organizer by thinking in advance what can be the worst
situation in the event. After analysing the worst situation the manager of the event must be
prepared in advance to deal with this type of situation if it happens in actual (Kalra, Chugh and
Bansal, 2014). For example there is a situation of unexpected fire then the hotel must have a
pre plan for this situation. It is because of the reason that this situation can happen anytime so
there will be a plan of rescue if this. Like for instance there must be fire extinguisher at every
corner of the place and there must be fire exit at every end of the floor and in the hotel. Also
there must be instructions written at every floor so that the guest can read and do the same.
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This will keep the employees and guest safe as they will know how to operate the fire
extinguishers and where the fire exists are.
Cyber security- In this modern era almost all the work is done in online mode. Therefore
it is very necessary for the event manager and planner to keep the data secured with the help
of some measure of data protection tools. For this the hotel has installed cloud computing
which is a tool of cyber security which protects the personal data of both the employees and
the guest and keep them safe from any harm.
M 4 Security and safety provisions
The security is a great requirement for any type of event to protect the guests as well as
employees of the hotel. There are different types of safety provisions for different types of
events. The two major safety provision in event industry are CCTV surveillance and cyber
security. These safety provision are both similar and also different in respect to different types
of events (Mokhtar, Said and Saad, 2014). For example in personal event there is no need of
cyber security but this is of utmost importance in corporate event where the data of others can
be stolen. Similarly in leisure event there is no need of CCTV surveillance because the guest
have came to enjoy their vacation.
But contrast to this the similarity between these two safety provision is that both of
these safety provision are necessary for the security of the guest and the employees from any
mishap or uncertain event regardless of the type of event whether be it leisure, private or
corporate event.
CONCLUSION
By the analysis of the above report it was interpreted that it is very necessary for the
event companies to properly manage and control the conferences and events organised by
them. With the help of the study it was outlined that there are many different types of events
which can be like leisure events, private events, corporate events and many other different
types of events. Further the report discussed about different trends going on in the event
industry that is in private, corporate and leisure event. The different trends are like artificial
intelligence, balloon trip and many others.
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