The Savoy Hotel: Managing Conferences and Events Report Analysis

This report provides a detailed analysis of managing conferences and events, focusing on various aspects within the event industry. It begins with an introduction to the importance of conferences and the role of event managers, particularly within the context of The Savoy Hotel. The report then delves into different categories and dimensions of events, including private and corporate events, as well as mega and sports events. It examines current trends influencing the event sector, such as safety, security, publicity, and venue selection. The report further discusses event layouts, specifically for conference rooms, emphasizing room selection, lighting, sound quality, and table arrangements. It then explores different management roles and the required skills within the event industry, evaluating the impact of these skills on creating successful events that meet stakeholder needs and expectations. Finally, the report addresses measures for providing customers with a secure and safe environment at venues, comparing and contrasting security and safety provisions for specific event examples. The report concludes with a summary of key findings and references.

MANAGING
CONFERENCE AND
EVENTS

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1. Different categories and dimensions of events................................................................3
P2. Features and current trends which influence the event sector..........................................5
M1. Analyse the current event trends which explain how events are adapting to stay
innovative...............................................................................................................................6
TASK 2............................................................................................................................................6
P3. An event layout in order to set up conference room........................................................6
P4. Additional services available in the conference environment and its importance...........7
M2. Evaluation of the quality of the design and layout in order to meet the expectations....8
TASK 3............................................................................................................................................8
P5. Different management roles within the event industry with reference to current job
opportunity in sector...............................................................................................................8
P6. The management skills and personal attributes which are required to work with in event
industry.................................................................................................................................10
M3. Evaluate the impact of management skills on creating a successful event to meet
stakeholders’ needs and expectations...................................................................................11
TASK 4..........................................................................................................................................11
P7. Measures to provide Customers with Secure and Safe Environment at Venue.............11
M4. Compare and contrast the security and safety provision for specific events examples 12
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Conferences are the most important events that professional event managers organise. It
refers to the collection of people in order to discuss the specific objectives or outcome and it is
the duty of event manager to organise it. There are many types of events such as festivals,
concerts, formal parties and many more. Events which are organised at at large scale are termed
as international events. Moreover, the event manager need to aware about the risk factor which is
associated with it and they need to make sure to analyse the risk factor in order to organise safe
events (Bartos and Chester, 2015). Companies who are sponsored with events are classified on
the basis of type, size, funding, resources etc. This report is in the context of The Savoy hotel
which is a luxury hotel located in the Westminster, London. Hotel organise many events in order
to promote itself or expand its business across London. Company develop a good brand image in
serving the quality service and providing excellent designs which helps in running their business
smoothly and effortlessly. This report is going to focus on the various categories and dimensions
of events which discuss the current trends and features who influences this sector. In addition to
this, an event layout is designed and also describe the importance of conference and event
services. It also analyse the various roles and skills which are required in order to meet the needs
of stakeholders.
TASK 1
P1. Different categories and dimensions of events
In order to organise the events and manage them, society plays an important role in order
to achieve the success and growth of event. The savoy held events where size and scope does not
matter for them and organise many events in order to enhance the profitability and sustainability
and sponsored companies. Different categories and dimensions are discussed as under:

Private events: These are the type of events where an individual have their own objective
in order to organise the event. In this event, few guests are arrive at hotel and have a guest list
which include certain number of guest. In these events, general public is not invited and takes
more time to organise these events as they need to consider various factors such as catering,
types of menus, guest list and many more (Bratianu, 2015). Normally, these events are
considered as indoor events but nowadays hotel organise it at the outside area like in its garden
area. In the savoy, they also held private events which is profitable for them and helps in
developing their image.
Corporate events: These are the events which include commercial events in it such as
product launch, conference events, sales and many more. Usually, these events are organised at
small level and limited number of guests are arrived in these events and to organise it a budget
plan is prepared. The event of savoy hotel, need to understand the various factors of events such
as creative and technical and many more which makes event successful. The purpose of these
events are functions of management, corporate communication etc. which helps the organisation
in order to improve the morale of their employees and increase productivity of hotel. These
events are develop in order to build the relationship with suppliers and customers.
Cultural events: These are the events which are organise in order to spread awareness
among people which is related with the culture, religion and society (Cairncross, 2016)(de
Bakker, 2016). In the savoy, these events are organise on the basis of teams such as teams are
created who manages the various factors of events. These are organised and authorised by local
government and location is also decided by them and they are also known as fund raising events.
While organising these events, managers have limited amount of budget and they are depend on
the freelancers.
Dimensions of events
Mega events: These are the events which are organised for the very short time period
with the purpose of earning huge profit. These are organised for the business purpose and to
encourage and inspire other people. To organise these events it require huge amount of
investment and their purpose is to earn more and more profit and to boost the morale of
employees which helps in increasing the productivity.
Sports events: It includes various types of sports activities such as Olympics, athletics
etc. In order to organise these events, it requires lot of knowledge of sports such as how to

organise it, what are the requirements and which factors impact the events (González-Rodríguez
and Rodríguez-Abreu, 2016). In these events, government made various rules and regulations
which abide the event manager and they should follow the various rules and regulations in order
to achieve the success for event.
P2. Features and current trends which influence the event sector
Events are the tools which helps in developing the image of company and helpful in
making profits for the company. They make changes in the trends and designs in order to plan a
great event easily. These are the trends which influences the features of events industry which
are discussed as under:
 Hotels organise events and ensure that they provide proper facility in their events.
Therefore, the main duty of event manager is to consider the safety factor as they adopt
artificial intelligence (AI) as it helps in recognising the name and face of an individual
and allow those who matches with their guest list.
 Hotels mostly consider private events despite of cultural events as they consider
weddings, birthday parties, festival gatherings and many more. For instance, wedding
events which are organised for maximum 4 to 5 days in order to perform rituals.
Various trends which influence event sector
Safety and security: It is an essential factor which need to be consider by event industry
as it impacts the reputation of company and increase the customer base. Moreover, events are
associated with risk management and natural calamities (Gundem and et. al., 2015). Events are
influenced by various security and privacy issues which can become threat for them. Event
manager of The savoy hotel should ensure that they provide proper safety measures in order to
provide security to their attendees and participants.
Event publicity: It become the trend as it helps in promoting it and developing the public
faces in the events which is important in order to achieve success for an event. Involvement of
public is important in the events because it helps in increasing their knowledge and education
about various aspects such as culture, language and religion and many more. Usually, culture
events are promoted with the purpose to attract general public in the event. Therefore, the event
manager of The savoy, need to promote about the event by mentioning their qualities and
benefits because publicity is the only factor which helps in increasing their reputation.

Venues: It is the significant factor which impact the promotion and advertisement of
event and important for The savoy in order to increase their market position. Location is the
element which helps in attracting people in order to attend their event (Hempel and et. al., 2015).
For instance, if event is organised at very good place then large number of people gather in order
to attend it. Like hotels and halls become the trends in order to attract the public and luxury
hotels are in the demand as it helps the company in taking an innovative steps by which their
profitability and productivity increases.
M1. Analyse the current event trends which explain how events are adapting to stay innovative
Event sector is continuously improving and helps in reducing the work load while
organising the events. This sector is developed by organising the mega events which are
organised at international level as it is profitable for the company. It is useful for the society in
order to develop the connection and communication among people of various community which
is helpful in the succession of an event. Memorable events are those which is useful in
developing the event industry which helps in increasing their sector and image. By considering
the trends The savoy achieve success in the market and become the top management company.
In order to be innovative various trends need to be consider while planning an events such as
safety and security, publicity and location as it helps in developing an event in order to achieve
success for it.
TASK 2
P3. An event layout in order to set up conference room
Involvement and participation is important as it helps in organising the events and by this
they set their goals for training sessions and conferences. Conference rooms are design in order
to minimise the invisible barriers in order to encourage the involvement. Choosing an
appropriate room for the conference room is important because it put get impact on the mind of
client while making a deal. In this context, the event management department of The savoy hotel
need to focus on the creation of an effective layout which is useful in appealing to the number of
people and fulfil the need of client (Joesten and et. al., 2015). This event layout is set up for the
conference room which is understood by the specific example, in which client is asking to
arrange a conference room for the formal meeting in order to discuss about their business
progress and launching of product. For this purpose, projector, lights, sound and seating

arrangement are consider for the presentation which is suitable for the members of the
conference. The design for the conference room layout is given as:
Choosing the room: Room or hall is a place which is depends on the number of people
who are attending the conference meeting. In the context of The savoy hotel, they have few
rooms for the conference and for this they provide according to the people and capacity of the
attendees. For instance, if 20 people are going to attend the conference then approximately space
is given by the hotel is 800 sq. ft. Despite from this, room should be sound proof which does not
bother the visitors of hotel as disturbance can distract the people.
Quality of lights and sound: In the chosen room, proper lights and sound must be ensure
as it is used in the manner of client's comfortable. As the lights and sound must be of good
quality which does not irritate the eyes and ears of attendees. For instance, dim light is used for
the projector for which the brightness the adjustable and speakers for the purpose of sound will
fit on the each wall of conference room as it is easy for each individual to properly hear the
sound.
Arrangement of table: There are various ways by which tables can be arranged in the
conference room of The savoy hotel and this arrangement is depends on the capacity of people
and requirement of the client. The tables should be in the presentable manner which helps in
attracting the clients and also helpful for the discussion of clients (Kuter, 2015). While arranging
the table it is always consider that the every individual can seen each other face and various ways
of arranging the table in the conference are boardroom, hollow square, U-shape, auditorium,
classroom and banquet style. By considering the above scenario, banquet style conference is
used by the client.

P4. Additional services available in the conference environment and its importance
It is important for the event manager to provide additional services to their clients in
order to develop their trust on them. These services are not compulsory but are provided by the
event manager in order to develop relationship with people by offering excellent services which
are providing those arrangements which are beyond their expectations. There are many services
which is provided by The savoy hotel in order to gain the satisfaction level of their clients.
Various services are discussed as under:
Food and drinks: In order to achieve the trust and faith of client it is important for them
to provide additional services in order to attract them (Lesk, Rowhani and Ramankutty, 2016).
These are the services which is provided by the hotel when the conference meeting is runs for the
long period of time. Here, they provide little bit snacks and drinks to the attendees by which they
feel relaxed.
Presentation of report: In order to make sure the involvement of employees in the
meeting then it is important for the organisation to provide power point presentation, slides,
videos or images as these are the factors by which anyone can easily understand the matter. For
the better experience which can be provided by The savoy hotel it is important for them to
provide proper arrangement for their projector presentation at the time of conference meetings.

AC facilities: This service provide the comfort zone to those people who have blood
pressure issue and it is important for the event management department of The savoy hotel
because it is ease for their clients (Martin and Siebert, 2016). In this context, the presence of heat
in the room would make the client uncomfortable and unease as sitting over there become worse
for them. Here, it is important for the event manager of The savoy hotel to make sure that their
conference halls and rooms have appropriate AC service as it is also suitable for the
environment. Moreover, the rooms are properly ventilated in order to make sure that attendees
does not feel suffocated at any time.
M2. Evaluation of the quality of the design and layout in order to meet the expectations
Design and layout of the event is describe the two most critical aspects of the event. From
this, it is significant for organisation to operate its activities in the event sector like the savoy
hotel in order to make sure about the quality of standards which need to be taken into
consideration during the designing or planning of an event. While deciding about the effective
design about the event then the organisation need to consider the various aspects which can fulfil
the various requirement of client and because of this, organisations ensure that they fulfil the
needs of customers and provide them high level of satisfaction on time.
TASK 3
P5. Different management roles within the event industry with reference to current job
opportunity in sector
The event industry is the most innovative industry as they have many opportunities for
each and every skill such as management, hospitality and many more. There are various
management roles which are performed in the event industry such as event manager, event
security officer, event coordinator, talent manager, meeting planner, activities and events
planner, meeting planner and many more. The event project manager of The savoy plays a
different role in order to conduct and manage their events which focuses on the various aspects
of events. Various roles in the event industry are discussed as under:
Event manager: It is an individual who perform various roles and responsibilities in
order to manage and coordinate the events in an effective manner. They are known as head of
event and project head for their particular events (Matthews, 2015). In the regard of The savoy
hotel, its event manager focuses on making and developing the plans and strategies for the whole

event in order to assign task to their subordinates or every individual who are working as a team.
Additionally, their role is to observe and monitor their work on the frequent basis and if they find
any deviation in it then take correct action in its operating activities.
Talent manager: It is an individual who is also known as artist or music manager who
guides the professional artist in order to entertain the people. Their role is to monitor the daily
business affairs of an artist, counsel their talent and advise them for their career which affect
their professional career and there are also different talent managers. These are referred as talent
which are assigned to manage the overall requirement and issues which is related to the talent. In
the context of The savoy hotel, their event manager should ensure that they manage the talent of
their artists which helps in entertaining their customers.
Public relationship officer: These are those individuals who develop healthy relationship
with customers and general public. They are responsible for creating and maintaining the public
image in front of their customers and also coordinating the teams with their professionals in
order to promote their image (McDowell and Allen, 2015). In the context of The savoy hotel,
they are responsible for the following the external trends which influences their image in front of
their customers, directing and overseeing the social media of company and many more.
Head of marketing: It is the most significant management role in the event industry. The
marketing in-charge of The savoy hotel, put emphasis on covering the media platforms and
various promotional tools. Therefore, the role of marketing manager of the hotel is to make
effective strategies and plans for the event in order to get the desired outcome which helps in
gaining the popularity for it.
P6. The management skills and personal attributes which are required to work with in event
industry
Their various kinds of skills and attributes and skills which should be present in an
individual in order to work in the event industry. These skills and events plays an important role
in increasing the productivity of an individual. Various skills and traits are leadership skills,
proper communication, interpersonal skills, creative, flexibility and many more. These are
discussed as under:
Management skills Communication skills: It is the primary skill which is required in every event manager in
order to communicate with their subordinates in an effective manner. Communication

helps in increasing the productivity and production of the hotel and also useful for the
overall staff members (Morris, 2016). Event coordinator is the mediator or key who
communicate the details about task from event manager to the subordinates. Interpersonal skills: The event manager need to coordinate with their team in order to
ensure the success and growth of the event. Hence, the event manager should have the
skill in order to interact with other people as it helps in dealing with their issues. In the
context of The savoy hotel, their event manager has effective interpersonal skill which
helps in building their focus and understanding the requirement of customers.
 Critical thinking skills: It is an important skill as it helps in the decision making of an
organisation. It is useful because managers face various situations which is depends on
the environment and for this, they need proper solution for their problem in order to take
best decision for the growth and betterment of hotel.
Personal attributes Creative: In order to achieve the success and growth of an event, it is important for an
event manager to be more creative and innovative and should focus on the enacting the
unique ways to organise the event (Mostert, 2018). In the context of The savoy hotel, it is
determined that they are very innovative and creative and organise event in a very unique
manner and in order to sustain the market they think out-of-the-box.
 Energetic: Due to the help of personal attributes, it is possible for their employees to
create good working environment in the organisation as it helps them to perform their
task in an appropriate manner. It is important for the hotel and its employees to efficiently
work in an organisation.
M3. Evaluate the impact of management skills on creating a successful event to meet
stakeholders’ needs and expectations
Management skills and personal attributes are the basic key which helps in effective
implementation and execution of an event which is concerned with the sector. Whereas the event
management team of the hotel should exercise their skills and attributes like flexibility,
managing people, creativity and many more for the effective designing and creation of the
successful events which is able to meet the needs and expectations of their respective clients. As
it helps the event organising enterprise in order to achieve the high level of satisfaction of their
customers which helps in retaining them for longer period of time.

TASK 4
P7. Measures to provide Customers with Secure and Safe Environment at Venue
Safety and security is an important factor which needs to consider by the hotel in order to
organise the events and also essential for their customers because they are the primary element
for the success for their event (Planning a Safe Event, 2019). The quality which is provided in
their service will help the hotel in their future growth and success. In modern world, retention of
employees is important and it is hard to make new and potential customers. Therefore, safety and
security of their respective clients are important and also considered by the hotel and its
measures are discussed as under:
Fire and electricity: In the events there is always a chance of fire and electricity which is
present and considered as the risk factor. It can happen because because of many issues such as
electric circuit, leakage of gas and many more. In those events where large number of events are
involved then the event manager need to make sure to adopt the proper safety measures (Mourad,
2016). For this many measures are taken into consideration such as fire fighter van, fire
extinguisher and many more. For this, the event manager need to do proper planning for this and
overcome the various barriers of it. Here, the risk factor is associated with this is fire on the
platform, stage and many more which become danger of the human life.
Collapse of the platform: It i_1574231783 (2)s the factor which is considered as the
safety for the performers or participants as broken stage is included in it. It is done because of the
poor quality resources used in the making of platform and bad material is used in order to
establish it (Prasad, 2016). Usually, it is happen in the live concerts such as music show, dance
concerts and many more where stage plays an important role and using the bad quality material
affect its surface. This element is necessary in order to undertake and use of good quality
resources. The risk factor is associated with it is mainly consist to the injury of the human being,
loss of cost and wastage of time and many more.
Recommendations: From the above discussion it is recommended that to prevent from the fire
and electricity loss of the event it is important to take proper measures which help in order to
prevent from them. Moreover, also put fire extinguisher at various places and CCTV cameras
which help in preventing and protecting from these losses.