Park Plaza Case Study: Conference Room Design and Security

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CONFERENCE AND EVENT MANAGEMENT

Executive Summary
The report consists of the different categories of event management and its influence on the
event sector. Current trends of event management in the country of the UK have been
identified. It has also been discussed about the management roles and required skills in the
event management sector. A proper lay out of business conference room of the hotel of Park
Plaza, the UK has been designed. Various safety and security provisions have been measured
for managing a successful event.
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Table of Contents
Introduction....................................................................................................................................3
Learning Outcome 1......................................................................................................................4
Examine the different categories and dimensions of events, using specific examples to illustrate
the differences (P1).......................................................................................................................4
Using specific examples of different categories of events, discuss the features and current
trends influencing the events sector (P2)......................................................................................5
Analyse current event trends to explain how events are adapting to stay innovative, using
specific examples for different categories of events (M1, D1).......................................................6
Learning Outcome 2......................................................................................................................7
Design an event layout to correctly set up a conference or event room to meet specific client
brief requirement (P3)....................................................................................................................7
Examine the additional services available within a conference or event environment and the
importance to provide them to meet specific client requirements for added value (P4)................7
Evaluate the quality of the design and layout in meeting client expectations and needs (M2, D2)
.......................................................................................................................................................8
Learning Outcome 3......................................................................................................................9
Explore the different management roles within the event industry, with reference to current job
opportunities in the sector (P5)......................................................................................................9
Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations (P6)......................................................10
Evaluate the impact of management skills on creating a successful event to meet stakeholders’
needs and expectations (M3)......................................................................................................11
Critically evaluate the management skills required in the event industry, making and justifying
recommendations to meet stakeholder requirements (D3).........................................................11
Learning Outcome 4....................................................................................................................13
Specify and explain the appropriate measures required to provide a secure and safe event
venue, a safe environment for guests and safe environment for events staff, providing specific
examples (P7)..............................................................................................................................13
Compare and contrast the security and safety provision for specific events examples (M4)......14
Justify recommendations to improve the provision of security and safety at specific events and
cost to the business, staff and guests (D4).................................................................................15
Conclusion...................................................................................................................................16
References..................................................................................................................................17
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Introduction
The event management industry has now become the emerging sector in the country of the UK.
All the meetings, conferences, social events and others are arranged by the plenty of hotels and
event organisations (Jones, 2017). As the country is one of the most visited countries, the
engagement of people from different religions and cultures in the events can be experienced
over the years.
The hotel Park Plaza is located in London of the UK. It was formed in the year 2010 and
renovated in 2016. It has 1019 guest rooms in which there are 444 superior rooms, 63 suites
and 512 studio rooms. It also offers food and drink with its own two restaurants and one bar.
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Learning Outcome 1
Examine the different categories and dimensions of events, using specific examples to
illustrate the differences (P1)
Several events are classified into different categories as the different categories have different
goals and structures. It is classified into two different categories like internal and external
events. In these categories, there are few sub categories as well. These are private, corporate
and charity events. All these events have different scenario as per the variable requirements of
clients and guests.
Private Corporate Charity
● Private events are
mainly based on the
social events like
weddings, birthday
parties, and festival
gatherings.
● It is the type of
programs which are
conducted for making
fun and managing of
lifestyles.
● Corporate events are
based on the
organisational
programs like
business conferences,
networking events,
seminars, educational
programs, product
launches, and many
more.
● These are arranged
for achieving the
goals of various
business
organisations and
getting proper
educational
knowledge.
● Charity events are
totally based on the
programs like charity
fitness events, golf
marathon, and gala
parties and so on.
● Fundraising is the
main focus of
organising these
events.
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Using specific examples of different categories of events, discuss the features and
current trends influencing the events sector (P2)
Private event
There are various kinds of features in private events.
● Private events are mainly focused on the people who participate in the programs.
● The management takes the responsibility to provide best quality food and services to the
guests (Park and Park, 2017).
● It is a kind of social events in which all the social rituals are done.
● It can be organised in the community hall room or in open places as well.
● Decorations are managed by them efficiently as they use flowers, light effects,
firecrackers to maintain the lavishness of the event.
● Security level is managed by the team effectively.
Corporate event
● It is mainly the event in which all the business meetings and other conferences are
organised (Yang and Tan, 2017).
● The focus is always more on the activities than the people.
● In these events, management are responsible for welcoming all the guests with
corporate manner.
● These are mainly held in the conference rooms of the hotels and other organisations.
● The management introduces strong security systems to provide a safe environment to
the people.
Charity event
● These events are organised for raising the funds for social causes (Hyde et al., 2016).
● The management generally chooses suitable places for conducting various events.
● Suitable themes are also selected by the event managers.
● These types of events are mainly promoted in the social media platforms.
● The management creates a safe and healthy environment for arranging the events.
In the UK, now a day, various corporate events are trending more than the private and charity
events. The business organisations are arranging their business meetings and important
conferences in various hotels and other community halls. However, it can be said that the
country has also experienced various sport events as well over the years.
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Analyse current event trends to explain how events are adapting to stay innovative,
using specific examples for different categories of events (M1, D1)
The country of the UK has been experiencing the trends of various sports and cultural events.
One of the most famous events in the country is the parade of New Year's Day which is held in
London. Several tourists and residential people participate in the event with colourful costumes
and firecracker show. The river of Thames is also well-decorated for the celebration.
The main example of sport event is London Marathon. The management set up the tracks in
three locations such as St. John’s Park, Shooter’s Hill and Greenwich Park (Bramley and
Bramwell, 2016). It is an event in which long running event are conducted. Huge amount of
people participate in the programme.
There are other examples like the book fair of London, Chelsea flower show and many more
which are arranged efficiently.
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Learning Outcome 2
Design an event layout to correctly set up a conference or event room to meet specific
client brief requirement (P3)
Figure 1: Event room for business meeting
Source: (Created by the learner)
Examine the additional services available within a conference or event environment and
the importance to provide them to meet specific client requirements for added value (P4)
The hotel of Park plaza has different additional services within the environment of the event. All
their services are managed by them as per the requirements of the clients and guests. Apart
from the big business lounge, the hotel has provided other services like accommodation, food
and other services, security, and others.
The organisation has the huge number of hotel rooms. The numbers are 1019. So, the hotel has
been providing the best quality accommodation to the people. So, for arranging the business
conference, they also manage the rooms for the guests so that they can take rest whenever
they want. Most of the rooms offer majestic view of London like London Eye, Big Ben and other
important architectures. The hotel offers different rooms like suites, deluxe rooms, studio rooms,
penthouses and others and various room amenities (Parkplaza.com, 2019).
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The hotel has its own restaurants and bars. The people provide the best service to the people
by offering foods from time to time like breakfast, lunch and dinner and timely snacks as well. All
the areas are covered with CCTV monitor systems for the protection of the guests. The hotel
also has offered Wi-Fi internet accessibility in entire hotel zones.
Evaluate the quality of the design and layout in meeting client expectations and needs
(M2, D2)
The hotel has offered a big conference room for arranging the business conference. The
management has arranged all the necessary things for the conference. A projector has been
installed in which all the information, statistics would be shown. In front of that, a table has been
arranged for the CEO or the director of the organisation. There are plenty of seats for the other
board members of the company which are positioned in such a way that the members can be
able to communicate with each other. At the right corner of the room, there is Food court from
which, the food services would be available for the guests at timely basis. The entire room is air
conditioned as well.
The design has been made as per the needs of the administrative committee of the
organisation. The management has kept their focus in providing enough space and services to
the people so that the business conference can be successfully held.
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Learning Outcome 3
Explore the different management roles within the event industry, with reference to
current job opportunities in the sector (P5)
In the industry of event management, various job positions are there that needs to be managed
by qualified people. All these positions are required for making successful event management
and all the event planning are effectively designed by the people (Getz and Page, 2016). Few
essential positions can be identified in this sector.
● Event Director
● Conference Manager
● Event Coordinator
● Communication Specialist
● Marketing Manager
● Catering Manager
● Service Manager
● Hosts
● Cleaning Crew
Management needs to look after various things for maintaining the successful events and
conferences. There are various other roles apart from just planning an event. Upgraded
management roles create opportunities with the changing scenario in the event sector. Advance
technology has been affecting the sector in a large scale.
Managing event technology
This management role is totally based on the technology related to the events. The people, who
are given the responsibility to manage all the technical activities in the event management, are
technically skilled (Islam, 2016). The range of activities might be related to the items of audio
visual and special effects. They are also responsible for troubleshooting any technical issues
which can be raised in any times of event.
Designing events and meetings
Event managers are mainly focused on designing the event structure for providing the best
environmental experience to all the participants (Fotiadis and Sigala, 2015). It is the main
objective which they should keep on fulfilling by good level of coordination with other members
of the groups.
Taking photography and videos of events
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Photos and videos are the essential parts of an event which are needed for promoting events in
a larger scale and also keeping all the event records for the future. Everything including the
venues, event structures, participants, various programs must be the contents for the
photography and video. Photographers and videographers have full of passion in their fields and
they produce creativity to make successful events.
Providing service and security
The participants should be provided enough attention by the event organisers. They always
seek for better experience from the events and this can be achieved by the event experts
through best quality catering and services. The management people should focus on keeping
the tight security for the guests so that they can enjoy the events without any unnecessary
tensions (Steinberger et al., 2015).
Review the management skills and personal attributes required to work within the events
industry and meet stakeholder needs and expectations (P6)
In the context of the hotel of Park Plaza, various events are conducted in its huge conference
rooms. The management have several effective skills for designing all the activities in making
such successful event programs.
Good interpersonal skill
The managers have good interpersonal skills which have helped to build several effective
events. They have the abilities in listening and sharing their views to others (Hargie, 2016).
They also have clear ideas of the needs of the clients. They make effective communication with
their subordinated and the clients as well for further requirements and suggestions.
Flexibility
The event programs cannot be run towards fixed direction all the time. In order to make efforts
in event programs, the managers have built effective flexibility skills. They are always ready to
face the challenges and unpredictable changes. It helps them in making successful event plans.
Creativity
All the issues and sudden mishaps are sorted out by the management as they have good
creativity skills. They can think in different ways and create innovative ideas for conducting an
event.
Effective time management
The managers have the multitasking abilities which they can do by managing the allocated time.
They always make their efforts by prioritising their works as per time. It has made them more
productive.
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Leadership skills
Managers are also considered as leaders as well. In designing the events, they have managed
to produce leadership qualities. They lead other people by giving the right ideas and thoughts
(Herman, 2016). They have set up clear guidelines or rules of the works for the subordinates
and also supervise their activities on a timely basis.
All these skills and attributes of the management have been providing the benefits for the
company as they are meeting the expectations and requirements of the stakeholders.
Evaluate the impact of management skills on creating a successful event to meet
stakeholders’ needs and expectations (M3)
All the management skills have produced certain amounts of positive things for Park Plaza as
this hotel has become the effective choice for big meetings and events. The management has
been building a good team work for managing the events and it has helped them to get the best
feedback from the people. They have always managed to put up good infrastructures like food,
different services, car parking spaces, internet accessibility, VIP seats and other refreshment
elements in this hotel. Another important activity is keeping the tight security which they have
been managing successfully through effective security management. So, all the corporate
personalities have shown their interests in conducting their event programs in this hotel.
All these good efforts have benefitted the hotel as they have got few awards in recent years.
They have achieved the golden award of AIM. They also have got the venueverdict gold
standard in the year 2018.
Critically evaluate the management skills required in the event industry, making and
justifying recommendations to meet stakeholder requirements (D3)
The respective organisation has got enough popularity in the country for their successful
management of events and conferences. The management has been making valiant
performances over the years to create such an environment in the events. However, they need
to have more management skills so that the event management can be done in more effective
ways.
Budgeting capability skills
They should be more responsible in their works, especially in making the budgets for holding
the programs. They should have the prediction skills of how much money could be required for
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