Planning and Delivering an Event: A Detailed Report

This report provides a comprehensive analysis of event planning, focusing on the theoretical and practical considerations essential for successful event execution. It begins with an introduction to the event planning industry and the role of an event planner within the context of Accor Hotels. The main body of the report delves into key aspects of event planning, including the event cycle, event research methodologies, and the importance of feasibility studies. The report also explores event operations, detailing onsite registration, technical elements, agenda management, and vendor services. Furthermore, it examines the crucial relationship between feasibility studies and budgeting, highlighting the significance of financial planning in event management. Finally, the report concludes with an overview of current industry trends, particularly the growing influence of technology in the hospitality sector, emphasizing the importance of adapting to these trends for sustained growth and competitiveness.

Planning and
Delivering an Event -
the theory and
practical
consideration

EXECUTIVE SUMMARY

Table of Contents
EXECUTIVE SUMMARY........................................................................................................2
INTRODUCTION......................................................................................................................4
MAIN BODY.............................................................................................................................4
Role of event planner.............................................................................................................4
Event cycle.............................................................................................................................4
Event research........................................................................................................................5
The Feasibility study..............................................................................................................6
Feasibility study and budget...................................................................................................7
Conclusion................................................................................................................................10
REFERENCES.........................................................................................................................11
Books & Journal:..................................................................................................................11

INTRODUCTION
Event planning industry has been growing and changing at rapid scale with opposite
words new services and planning as well as operations in market. Main purpose of this report
is to particular understanding the importance of event planner and changes taking place in
industry (Aziz, 2017). Accor hotel, and French multinational hospitality company located in
France. It is also the largest hospitality organisation in Europe and six largest worldwide.
This report consists of event cycle, event research, feasibility study in operations feasibility
study and budgets and industry trends.
MAIN BODY
Role of event planner
 Coordinators specialists- It is the main role of event planner in Accor hotel in which
main duty of event planner is to co-ordinate and establish of mutual coordination in
between employees as well as supervisor so that pre and post event reports are
properly prepared and examined.
 Managing and organising activities- It is another crucial role of an event planner in
which they have to manage and organise everything in systematic procedure so that
every activity is being carried out with proper consideration.
Event cycle
Event cycle is described as a process of planning event in a systematic procedure and
accomplishing set objectives. Event industry has been changing with new methodologies and
it is critical essential to focus on different types of trees which are important to be followed
by every organisation (Bryan, 2019. In context of Accor Hotel, they also have many event
planners who properly follows event cycle and accordingly execute their event planning well
defined manner. So, different types of stages in event cycle are explained as follows-
 Determine goals and objectives- It is the first step in event to cycle in which it
focuses towards goals and objectives of event planning whether they are reliable or
not. Event planners make ensure that relevant goals are being set which can be
achieved within a time period.
 Plan working budget & price- It is a second step in which event planner aims
towards preparation of a budget and price of a particular event. It is essential to
implement of budget and price so that further processes can be carried out according
out accordingly.

 Set date & venue- In this aspect, it aims towards setting of a date and venue at what
time and place event is going to be executed. In relation of Accor Hotel, events to be
executed in Europe on 26th June 2021.
 Start search for speakers, sponsors- It pays attention on researching about
researcher, client list and guests. It is necessary for event planner to gather up all the
essential data which helps in analysing and preparing for event.
 Control chaos- It is another stage in which it states about controlling problems or
unexpected issues which can occurred during event planning. Because mistakes are
commonly done by workers and employees who are necessary to be properly
examined (Dashper, 2020).
 Reflect on results- It States regarding the results of event planning weather
everything is going under the client expectations or not. Also, better things can be
done to improve effectiveness of an event.
 Ensure attendance- This reflects about the making ensure that every employee and
workers is present on work and their attendance is being properly maintained on daily
basis so that wages and service can be given accordingly.
 Engage with clients for future opportunities- It is a last aspect in which it states
regarding and giving of event planner with clients and other guest the purpose of
taking feedback send which also provide a path for them to generate more new future
opportunities.
After examining of above matter It is seen that event cycle is important for every event
planner through which ideas and process which can affect project are properly analysed
which are beneficial for completion of project and delivering of positive output to clients and
guest.
Event research
Event research refers to study of statistical method to analyse and examine the impact
of event on basis and organisational structure. It is critically important for the event
planner to properly conduct event study in most efficient manner so that it is easier to
execute event planning activities in well efficient manner. With proper gathering of
information and data it is easier to conduct further processes of an event in well active
manner. For example event is to be conducted within Accor hotel about the impact of
artificial intelligence on hospitality industry. To execute this event it is crucial for event
planner to properly gather up all the relevant and reliable data so that it is convenient to
deliver better results to company.
By appropriate use of strategies within event research it become easy for event
planners carry out event in well-structured manner and also positive output after
completion of project. Therefore from above discussed matter it has been specified

research can be conducted so use of different tools and techniques depending on event
planner access and resources.
The Feasibility study
A feasibility study refers to an analysis of the project or a particular field which
includes different factors connected with economic, technical, legal and systematic schedules
which are focused with aim of examining the completion of a project. In this main role of
event planner is to properly examine the detail concept of artificial intelligence and how it is
emerging in hospitality industry with the new software as well as technologies. Main benefit
of this feasibility studies that it helps in improving project and team focus, identifies new
opportunities, examine the valid reason for undertaking a specific project. In consideration of
Accor Hotel, it is analysed that before handling event project to anyone feasibility is being
done by both the parties which helps them to understand each other’s point of view and set
objectives. There are different types of feasibility studies for example technical feasibility,
financial, online visibility and many more. This study is part of the initial design stage of any
project/plan. It is conducted in order to objectively uncover the strengths and weaknesses of a
proposed project or an existing business. It can assist to analyse and assess opportunities and
threats present in the natural environment, the resources required for the project, and the
prospects for success (Dietrich, 2017).
For example event planner of Accor Hotel uses PESTEL and SWOT analysis on the
basis of it is easier for Hotel as an event planner gather up information and how it can be used
to engage with audience and guest. Feasibility study is being carried out by event planning
organisation and supervisors through which there are capable of accomplishing of goals
within a time interval.
Event operations-
Event Operation known as a department which is responsible for managing, monitoring
and integrating all other operations which are to be occurred within a particular event with its
linked venue. There are different types of duties which are linked with event operations
which are further described as follows-
 Onsite registration- It is the first duty of event operations in which event operations
team is responsible for providing help to people with the registration processes and
procedures on site of event. Accor Hotel has experience event planners and makes
ensure that process of registration in easy and simple (Ferrarese della Rovere, 2017).
 Technical elements- There are many different types of events which include technical
devices like speakers, lights, projectors and sound system. There are two or three
people who are placed to setup all these electronic devices and manage and any kind
of practical issue if arises. For example recent event in Accor hotel is of artificial

intelligence and system boards so technical elements are important to be considered at
priority level
 Agenda management- It is also crucial duty of event operation in which it focuses
towards whether event is been running in smooth and efficient manner or not and it is
on time. Members of event operations carefully ensure that each and every activity as
well as item on agenda is prepared.
 Managing Vendor Services- Some of the vendor services during program may
include catering, delivery, and transportation, to name a few. As a part of the Event
Operations Team, main job will be to ensure that everyone has arrived and has
everything they need to fulfil their responsibilities (de Leoni, 2017).
Therefore it has been examined that it is essential for event planner and Hotel
organisation to be active about event of patients whether they are being properly carried out
and executed in systematic way or not. It is also duty of a manager of Accor Hotel to ensure
that no any internal or external problem occur in event operations.
Feasibility study and budget
When a project is being selected it is important for a specific individual go to through
detailed under study of project so that it is easier for event planner to make effective decision
how operation can be executed as well as satisfy client and customer. Through use of
feasibility study, reliable information relevant resources and many other factors are analysed
in most efficient manner. Budget is also comes under feasibility study within financial
session. It is too stated that budget is prepared at initial stage with proper requirement and
understanding of clients as well as customer attitude or behaviour.
Budget-

 From the above listed picture it is reflected that of everything is to be properly
reflected in budget so that decision and planning can be done accordingly. Cost of
event budget can vary depending upon location client perspective and many other
factors. Thus it is necessary for event planner to present favourable budget to the hotel
so that they are capable of executing activity in systematic manner. There are different
types of free event budget template which are mostly used by clients and event
planners through which a proper budget is being prepared (Gupta, 2019).
Importance of feasibility & budget-
This is essential to realise that both visibility as well as budget are important for project
completion and without them it is not possible for anyone to finish a project. With changing
period of time, where is of tools and technologies have been implemented for preparing
budget for organisation and clients.
Before it is seen that feasibility study it is required to be properly carried out with
simultaneous in hand of budget so that it become easier to make studies and take decisions in
correct way and future problem does not rises. Event is about contemporary themes in
hospitality industry, budget it is around to be prepared reviews of appropriate tools and
techniques (Halim, 2020).
Industry trends
With increasing use of technology among the customers each and every industry
especially the hospitability industry is largely moving towards innovative and creative use of
technology and bringing number of innovative trends in the industry in order to satisfy the
needs and wants of their potential customers and building customers loyalty as well as
enhancing brand image. Some of the growing trends in the hotel industry are the smart
hotels, use of robot staff, unique brand experience also the growing digital experiences,
global tourism are some of the unique and essential trends at present used by the number of

hotel industries in order to attract large number of customers effectively. These on-going
trends enable hotel industry to improve their overall performance in the market and gain
competitive advantage into the market. In order to continue to grow into the market and gain
competitiveness in the marketplace it becomes essential for the industry to flow and keep up
with the on-going trends (Aziz, 2017). Technological trends are the growing trends because
of the increasing use of technology among the user, use of technology allows industries to
directly connect and interact with the potential customers and increase their overall
performance. In context to Accor Hotel, it is effectively using Automation and technology
which enables in reducing the waiting time at the hotel and increase customer’s satisfaction
level, in order to attract potential customers hotel is also using robots, where the menial task
is carried out by the robots reducing the error or any kind of mistakes in the operations and
enhancing productivity and profitability, use of robots helps hotel to carry out their task more
smoothly and easily. In order to differentiate themselves for the competitors and continue to
gain competitiveness in the marketplace hotel is actively using robot facilities and AI
powered Chabot’s which allow them to booking processes and responding to the customers
questions effectively. Use of automation and technology helps hotel to increase their
customer’s base and also increase their profitability and productivity in the marketplace.

Conclusion
From the above discussion it can be concluded that hotel management plays an
essential role in managing and controlling all the operations and activities of the hotel
industry, it is considered to be one of the most essential element of proper evaluation and
management of the hotel industry, for continuous growth and development it is very essential
to properly plan and manage activities effectively. This report highlights the detailed
description of the hostel management or the hospitality industry and the event planning also
the event cycle and the event research is also highlighted in this report. In addition to this
detailed feasibility study is also conducted in this report in order to understand the feasibility
of the hotel industry in the market place and the event operations with the feasibility study
and the budget is also explained. Furthermore the hospitality trends also highlighted which
helps in attracting large number of customers effectively.

REFERENCES
Books & Journal:
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Bryan, 2019. Feasibility Study: Food Cooperative Implementation in Monteverde, Costa
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Dashper, 2020. Mentoring for gender equality: Supporting female leaders in the hospitality
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Automated Planning. In BPM (Demos).
Dietrich, 2017, October. A discrete event simulation and evaluation framework for multi
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Ferrarese della Rovere, N., 2017. A feasibility study for the creation of a luxury hotel in a 11.
century abbey.
Gupta, 2019. Street foods: contemporary preference of tourists and its role as a destination
attraction in India. International Journal of Culture, Tourism and Hospitality
Research.
Halim, 2020. Business feasibility study proposal of Roemah Belitong at Sijuk, Belitung
Regency (Doctoral dissertation, Universitas Pelita Harapan).
Marasco, 2018. Collaborative innovation in tourism and hospitality: a systematic review of
the literature. International Journal of Contemporary Hospitality Management.
Nagurney, 2019. An integrated financial and logistical game theory model for humanitarian
organizations with purchasing costs, multiple freight service providers, and budget,
capacity, and demand constraints. International Journal of Production Economics,
212, pp.212-226.

Park, 2017. Thematic trends in event management research. International Journal of
Contemporary Hospitality Management.
Zhang, 2020. Apple Vitamin D Nutrition and Financial Budget Management in Food
Companies. ARCHIVOS LATINOAMERICANOS DE NUTRICION, 70(3), pp.427-
436.
Zhang, 2021. Budget allocation decisions for project risk response. Kybernetes.