Event Planning: Categories, Layout, Skills, & Safety Analysis

This report provides a comprehensive overview of event planning and implementation, focusing on Dorsett City London hotel as a case study. It examines different categories and dimensions of events, illustrating specific examples and discussing current trends influencing the event sector. The report also delves into event design, management roles, and essential management skills required for successful event execution, including safety and security measures. Furthermore, it analyses event trends and evaluates the quality of event design in meeting client expectations. The report concludes by justifying recommendations to improve security and safety at events, considering the cost implications for the business, staff, and guests.

Planning and
Implementation
1

Table of Contents
Introduction.....................................................................................................................................4
MAIN BODY..................................................................................................................................4
P1. Examine the different categories and dimensions of events and also using specific
examples to illustrate the differences. ...................................................................................4
P2. Illustrate specific examples of different categories of events and discuss their features and
current trends which influence event sector...........................................................................5
M1 Analyse current event trends to explain how events are adapting to stay innovative, using
specific examples for different categories of events..............................................................5
D1 Critique the development of the events sector providing specific examples from a range of
different categories of events..................................................................................................6
Task 2..............................................................................................................................................6
P3. Design a event layout to correctly set up a conference or event room to meet specific
client brief requirement. ........................................................................................................6
P4. Examine the additional services available within a conference or event environment and
importance to provide them to meet specific client requirement. .........................................7
M2 Evaluate the quality of the design and layout in meeting client expectations and needs 7
D2 Justify choices made for the design and layout to set up a conference or event correctly
and exceed specific client expectations and needs.................................................................7
Task 3:.............................................................................................................................................8
P5: Explore the different management roles within the event industry with better references
to current job opportunities in sector......................................................................................8
P6. Review the management skills and personal attributes required to work......................10
M3 Evaluating the impact of management skills on creating a successful event to meet
stakeholders’ needs and expectations ..................................................................................11
D3: Critically evaluate the management skills required in the event industry, making and
justifying recommendations to meet stakeholder requirements...........................................11
P7. Explain the appropriate measures required to provide secure and safe event venue a safe
environment for guest and safe environment for events......................................................11
M4: Compare and contrast the security and safety provision for specific events examples 12
2

D4: Justify recommendations to improve the provision of security and safety at specific
events and cost to the business, staff and guests..................................................................13
Conclusion:....................................................................................................................................13
References ....................................................................................................................................14
3

Introduction
Event planning and implementation is the process which formulate the strategies in order to
conduct the efficient action plan in order to successfully achieve the goals and objectives.
Implementation of the strategic plan is important in order to make an effective strategy for the
event and execution of it. It is essential to plan for the specific event in order to ensure the
resources related with the implementation of the plan and other important elements in order to
achieve the strategic goals for better actionable activities. Implementation of the event is the
necessary step in order to transform the effective planning into the actions in order to achieve the
targets (Aina, McGillivray, Carnicelli and McPherson, 2021). The following report considers the
hotel which is named as Dorsett city London headquartered in the United kingdom and it is a
four star hotel. This is the hotel which provides the premium type of hospitality services. The
report covers the different topics related with the event plan management in order to discuss the
different categories and dimensions of events within the event sector. The following discussion
is also based on the conference event from room setup to the final implementation of the
meeting. Hence management skills in the management of events are also explored in a
successful manner so that the measures to manage the secure and safe event environment can be
highlighted in terms of staff and guests with proper conclusion.
MAIN BODY
P1. Examine the different categories and dimensions of events and also using specific examples
to illustrate the differences.
There are basically 4 types of dimensions of events. Anticipation is one of the
dimensions of events. This is a dimension which is related to the promotion and marketing of
something in order to create awareness of some of the other elements based on which the event
is conducted. This is basically to convince the thing to promote in order to spend time and
money for the specific events. Arrival is another dimension of events. It is designed for
dynamics in terms of safety and security precautions which are concerned with the overall
experience of the customer. It includes accommodating and the attendees travel along with the
proper direction and instruction of the information and warm welcoming of the customers.
Atmosphere is also one of the dimensions of events. It is related to the selection location and
layout along with the audiences of the event. Basically it is associated with the venue atmosphere
4

and the physical evidence of the event. Appetite is also another dimension of events. It fulfils the
guest requirements which include the budget and food requirements along with the demands of
the customers with the help of online surveys so that the requirements can be fulfilled (Delvika
and Mustafa, 2019).
P2. Illustrate specific examples of different categories of events and discuss their features and
current trends which influence event sector.
There are different types of events which have a positive impact on society. A private
event is one of the events which majorly focus on the large conference events and organised by
the individual party. Talking about the examples, the birthday party for kids and the corporate
event for office are the examples of private events. These are the events which influence the
society because it considers the business event and conducts the conferences and seminars along
with the office executive meeting (Dimitrijevska-Markoski, Breen, Nukpezah and Mobley,
2021). Public events is also another event which mainly focuses on the custom based
information which are hidden and created by the users along with the modification of it.
Examples are the common book fair which is one of the public events along with the blood
donation and vaccination camp in order to create awareness by the hotel. There are various
features of all the events such as it provides the uniqueness for each and every event because
there are different participants surrounding and each having the different variables in order to
participate in the particular event. Perishability is also the feature which means that the event
which cannot be repeated in the same manner and the arrangements as done as before. It is
basically the new ideas and creativity to manage the environment in order to motivate the
activities for something new. Ambience and services are all the features which the manager tries
to make the event successful by providing careful attention to the specific details so that the
people can enjoy themselves along with the event participation as well. Labour intensive is also
the feature which means that every event which is complicated in nature is labour intensive in
nature which requires a high level of communication and planning with the entire team efforts.
M1 Analyse current event trends to explain how events are adapting to stay innovative, using
specific examples for different categories of events
There are so many current even trends that are being adopted by the individual so that they can
stay innovative. Some of them are as follow:
5

Catering: With the change in time there is been an increase in the different catering services
after the pandemic. This is innovative trend because the catering is solving various problems of
the consumer and participants. With this trend they are providing more safe and healthy food.
Top prevent for the pandemic Crisis they are using gloves so that spread the virus can be reduce.
They are also preparing and delivering the food to small numbers of consumer so that time can
also be save.
Micro event: The name itself says that the event should be small in nature with limited
gathering. After the hit of the pandemic that is after 2020 people want short celebration with
proper safety. In the recent time this is the most popular trend and events in this must be small
with counted guest.
Music and digital resources event: The most innovative trend and technology in the current
scenario of the event is including the soft music and traditional dances so that they can create an
atmosphere of positivity. Further event planners are also using digital TVs at various palces of
the destination so that people can get a fair presentation of the event in better and quality manner
(Dotsenko, Chumachenko and Chumachenko, 2019).
D1 Critique the development of the events sector providing specific examples from a range of
different categories of events
There are different types of events which highlight the several perspectives in the
classification of private and public along with the sports and fair and festival events. In the
context of the chosen hotel then the services and events which are provided by the hotel are such
that the private events are conducted by the hotel. These are the events which celebrate birthday
parties and corporate official seminars for the employees. It is reserved for the invitation and also
the individuals who conduct different types of private events (Astuti, Ginaya and Susyarini,
2019). The hotel also conducts public events which are open and can be attended by the general
people. Pearls of such events are the non profit organisation conducting some event related to the
covid-19 vaccination and many more. It is organised by the organisation or an individual in
order to raise awareness to celebrate the civil milestones.
6

Task 2
P3. Design a event layout to correctly set up a conference or event room to meet specific client
brief requirement.
There are different types of event layout which can be set up in the conference or an
event room in order to meet the specific client brief requirement.
 Huddle room layout: It is one of the layouts which is designed with a small meeting in
order to create the more impressive impact on the required privacy and is designed for
the personal meetings.
 Executive office layout: The another event layout which is considered as the typical c-
suite of a centred around a large desk which also includes the conference phone and
computer along with the other essential tools required (Gajsek, Marolt, Rupnik, Lerher
and Sternad, 2019).
Assume a client has approached your hotel to organise a specific conference event.
What are the requirements of your client for the event? What is aim of the event? How
many will attend? What type of decore they are looking for? what services they need etc
 Conference room layout: This type of layout is basically for the Cooperative offices
were a boardroom is designed with long tables and lots of chairs. In this microphones
7

are also suited near the chairs so that better communication can be taken place. In this
type of layout, the design of the tables and chairs are in the form of U shaped so that
they can sit in that particular shitting space with the face in the direction of the projector
or the board. The aim of the Conference room layout will be the meeting of the
Cooperative sector for the business ideas or proposal. In this type of layout not more
than 25 clients will be attending the event. The type of decorate in this type will be the
atmosphere full of formal environment with note book and pen and water bottles placing
in front of all the chairs.
P4. Examine the additional services available within a conference or event environment and
importance to provide them to meet specific client requirement.
There are different additional services which are available in the conference and event
environment and theses amenities plays a very vital role in enhancing the brand loyalty of the
event planner. The additional service that will be provided by the Doresett city hotel, which
fulfils the basic requirements of the people participating in the event. Some of them will be:
 Auditorium: This is one of the additional facility in which an auditorium will be
allotted to the client. This will help ingathering the client on a particular location of the
hotel so that seat arrangement can be provided and they get their personal space to
conduct their function in systematic manner.
 Multi-purpose room: These are those rooms which can be used for various purpose
which include panel for hosting, projector for presentation, round table along with VIP
rooms. These all services will make the event more productive and presentable.
(Kayikci, Subramanian, Dora and Bhatia, 2020).
 Exhibition space: It is seen that in recent time the organiser also run an exhibition
along with the conference in the side. This is done so that the clients can easily and
effectively promote their brand and can engage with the other people. Proper amenities
are also given such as table, chair, posters, water bottles and many more.
 Parking: It is seen that the event planner should also provide the parking facility to the
clients so that they cannot the face the problem of parking their automobiles at the hotel.
This thing should be the main priority for the planner because this is something which is
needed by each and every one.
8

M2 Evaluate the quality of the design and layout in meeting client expectations and needs
The conference room layout is an event layout which is considered as the board room
with the help of conferencing spaces which is designed for the long term table and large number
of shells with proper microphones in order to communicate with the people. It is placed in the u
shaped furniture in which the people sit in a particular shape (Hemmonsbey and Tichaawa,
2019).
D2 Justify choices made for the design and layout to set up a conference or event correctly and
exceed specific client expectations and needs
These are the additional services which make the event design and layout more justified.
Exhibition space is an additional service in the conference program which permits the
organisation and companies to display their brand and engage on the executive level with
audiences. Parking is also an additional service in which the guests are provided with the
comfort in their vehicle parking with the safe environment of the parking areas. Importance of
the additional services in order to fulfil the specific client expectations and needs are such that it
helps in executing the sales and event marketing in order to create awareness to understand about
the event execution in the society. It is the marketing and sales practice which plays the essential
role in order to sell the product or services. It also provides refreshments and other resources in
order to get the impressive attractions towards the conference events and also grabs the
opportunities in order to better interact with the brand. There are different social media platforms
which are highly used in order to promote the event branding so that the requirements of the
customers can be fulfilled (LaRochelle, Ruiz, Chapman, Maytin, Hasan and Pogue, 2020).
Task 3:
P5: Explore the different management roles within the event industry with better references to
current job opportunities in sector.
Management is important for all type of businesses whether they are a hospitality industry,
tourism industry, It industry or an event industry. Managing and organising things play an
important role so that each and every work can be done in a smooth manner. There are some
management roles which are also necessary in the event industry so that they can plan all the
activities according to it and work to make any event a successful event which help them to
9

enhance their brand image. So there are certain roles that an event manger plays which help them
to execute their program in best way:
 Designer meeting: Meeting designer is all about focusing and creating the best
experience for the event so that their objective towards arranging that program can be
achieved. They help the individual by combining the knowledge and skills that are of
psychology and cognitive nature. With the help of designer, they can make innovative
idea into reality and can earn long term social behaviour (Losada, Toimil, Munoz, Garcia-
Fletcher and Diaz-Simal, 2019).
 Social media coordinator: in today era social media is a great source to reach the target.
So an event manger also plays the role of social media coordinator. With the evolving of
the year the social media keeps on developing a lot and social media coordinator is
becoming an integral part for every small or large event planner company. So the social
media coordinator creates the content in the form of video, picture or graphics are
innovate in such a way that can be used for posting on various social media platform.
 Tech event expert: in event technology is very important that can be used for the
program. So a tech even expert is a person which handle all the technological part of the
program so that function can be run. A tech expert handles all the audio and video related
devices and apps which are complex and need only It expert which can solve it
(Mohammad, Azman and Anderstone, 2019).
Current jobs opportunity which are there in event industries.
 Event planner: These are those people who are responsible for planning and executing
each and every program. they are the first person to whom the client contacts for doing
any function. Event can be of any nature it can be wedding, client meeting, conference,
office party etc. They make the plan and decide right theme or way, budget etc. for the
program.
 Stage decorator: In recent era stage decorator is recognised as one of the best job
opportunity in the event industry. In such profile these people design the layout of the
stage or a podium, table on which the dignitaries will sit (Otto, Kellermann, Thieken, Costa,
10

Carmona and Bubeck, 2019). They arrange for the pops which is suitable according to the
theme, decorate the corner or the venue etc.
 Wedding planner: this is one of the best career options in an event business. People
who opt for this business are responsible for arranging and planning the entire thing that
will be in the wedding. They help their client to make their wedding function a super
program.
11

P6. Review the management skills and personal attributes required to work.
Management skill for event industry:
 Communication skills: To start the business as an event it is very important to possess a
skill of communication. It is an ability of individual to interact with the other person in
such a way that they can understood what they want to say and understand the person
about what they think. If an event planner has good communication skills then they can
easily coordinate with the C-suite executive, attendees, vendor etc. (Schröder,
Anantharaman, Anggraeni and Foxon, 2019).
 Strong networking savvy: A strong network is very important in an event industry
because this industry is based on relationship. If the event planner has good network
savvy, then it can help the event to become a successful event and even also attract more
clients towards the organisation. They have large networks of vendors, photographers,
Djs, Videographers, caterers and many more.
 Problem solving skill: Problem is the part for every business and it act as barrier. A
problem solving manger can solve any problem that occurs during the program in a very
cool manner. They have the skills and knowledge here they can make any decision for
the unforeseen activity in a very calm manner. This skill keeps on developing with the
evolving of the time in the industry (Uzarski and Broome, 2019).
 Negotiation skills: The manager of the event should have a good bargaining skills. It is
very important in the industry to be a negotiator because if they have this then they can
easily negotiate the contract in favour of them and can earn a good profit on it.
 Multitasking: event organiser should be a multi tasker were they can do multi jobs in
the same event or in the same time. They need to juggle many task like ticket selling,
event advertising, logistic handling any many more.
Personal Attributes for event industry jobs:
 Being a team player: Along with communication they should also has an attitude of
working in a positive manner with the team. This can help them to work productively
12