Event Management Report: Ritz London, Trends, and Safety Measures

This report provides a comprehensive overview of event management, focusing on the Ritz London hotel as a case study. It begins by categorizing different event types, such as product launches, meetings, and weddings, and explores the dimensions of events, including location and cost. The report then delves into current trends in the event industry, such as the use of technology, decorative themes, and safety and security measures. It also examines innovative approaches in conferences and wedding events. Furthermore, the report discusses the layout of event spaces, considering room sizes and guest accommodations, and emphasizes the importance of meeting client expectations through quality design. Additional services, like high-speed internet and effective audio-visual equipment, are highlighted as crucial for adding value and meeting client requirements. The report concludes by examining management roles, skills, and attributes required in the event industry, along with safety and security measures for events.

Managing Conference and
Events

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1) Categories and dimensions of events with specific examples.........................................3
P2) Categories of events along with features and current trends...........................................4
M1) Current trends in event industry for innovation along with specific examples..............5
TASK 2............................................................................................................................................6
P3) layout of event for conference and event room ..............................................................6
M2) layout and quality of design to meet with client expectations and requirements...........6
TASK 3............................................................................................................................................8
P5 Examine management roles within event industry...........................................................8
P6 Management skills & personal attributes required to work within events industry and meet
stakeholder needs/ expectations............................................................................................9
M3 impact of management skills on creating a successful event to meet stakeholders’ needs
and expectations.....................................................................................................................9
TASK 4..........................................................................................................................................10
P7 measures to provide safe and secure events for environment, staff and customers ......10
M4 Compare and contrast the security and safety provision for specific events ...............10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Event management refers to organise as well as manage different king of conferences,
events such wedding, seminars, workshops and many more. Different events are conducted with
different and purpose (Schlee, 2017). There are several recent trends have been adopted by event
industry that will lead the sector towards higher growth and success. For current report Ritz
London has been taken into consideration that is a well known hotel of London. It was founded
in the year of 1906 by Cesar Ritz and provides several luxury facilities to guest within UK.
Different events that are conducted by hospitality organisation are discussed in the report. In
addition, it also comprises detailed layout of events along with role and responsibility of event
managers also discussed in current report. Further, it also includes the safety and security
measures which need to be follow in order to organise effective events.
TASK 1
P1) Categories and dimensions of events with specific examples
There are different events are organised to meet with predefined purpose and goals. In
context of Ritz London various events conducted by hotel are given as under:
Product launch event: It is organised for business purpose while a company is going to
introduce a new product and service at market place (Chen, 2016). Here main purpose of
managers is to launch a new product and spread awareness among customers regarding brand.
For this, Ritz London provide facilities to business owners to conduct such kind of event by
making necessary arrangements.
Meetings: It is an event which is organised with corporate objectives. Board members,
managers, executives take part in business meetings to take effective decisions. Here, all
business personnels communicate with each other in order to prepare appropriate strategies for
the betterment of company. There are large meeting halls in Ritz London where meetings can be
done without any interruption. For this, managers of hotel make necessary arrangements of food
and beverages as per the requirement of clients.
Wedding events: Wedding events are also a crucial part of event industry. There is huge
amount invested to conduct a large and lavish wedding. Here, arrangements such as decoration,
food & beverages and other need to be done as per clients requirement. In context of Ritz

London, it organises highly lavish and attractive wedding events in order to satisfy guest and get
competitive advantage.
Dimensions of events:
Location: It is most crucial dimension to organise an event. Here, managers of Ritz
London select best suitable venue for to meet with different purpose of events.
Cost: This is another main aspect that includes several cost and expenses to conduct a
successful event. Here managers of Ritz London prepare proper budget in order to organise event
in best possible manner (Rice, 2018).
P2) Categories of events along with features and current trends
Categories of events:
Conferences: It is one of the most significant category of event in which speakers
deliver valuable information to attendants. Here, Ritz London provide facility to arrange
conferences to meet with predefined business purpose.
Trade shows: In this, different companies take part in order to interact with potential
buyers and deliver them necessary information. These events are organised with an aim to aware
customers and enhance the existing brand image of company at market place. Ritz London, make
proper arrangements to conduct various trade shows successfully.
Recent trends in event industry
Use of technology: There are several recent techniques and tools are being used by event
managers. There are applications has been developed which provide ease to customers to get
detailed information at right time (Wolfe, 2020) . In addition, automation is also being used in
hospitality industry in order to provide better experience to customers. In context of Ritz
London, uses efficient software that are helpful to get valuable information about the needs and
wants of customers and provide them services accordingly. In addition, it has efficient website
which provide all the necessary information to clients and provide them ease to make bookings
in time effective manner. As per the recent trend, managers also use robotics, automation and
advance software with an aim to provide better services to customers.
Decorative themes: It is also a recent trend that affect the performance of event industry.
There are several themes are used for different events which is based on purpose of event.
Nowadays, individuals prefers theme based weddings to get better experience. For this,

managers of Ritz London, have event planners who take specification from clients and organise
events accordingly in order to make it s great success.
Safety and Security: Safety is the measure concern for both parties client as well as event
managers. As per the recent pandemic people are more conscious towards health and prefers to
get hygienic & clean environment (Funk, Pizzo and Baker, 2018). For this, it is essential to
ensure the security and safety of customers throughout the event. Here, administration of Ritz
London, take proper precautions and measures by providing clean and hygienic environment to
guest. They keep the safety & security of guest on priority and work accordingly. As per the
current pandemic condition, individuals are more concern about safety thus event managers
make appropriate arrangements for sanitisation and cleaning in order to ensure security of guest.
Location and venue: In context of events, location and venue play a major role. In this
regard, managers of Ritz London determine appropriate location and venue to organise different
events such as wedding, conferences, trade shows, meetings and more. Nowadays, people wish
to select an attractive destination for functions. Specially for wedding purpose attractive
destination has been selected by individuals to make it memorable.
Personalization: With the use of technology now event managers emphasis to provide more
personalized services to customers. For this, they first analyse the needs and requirements of
guest & provide them services accordingly.
M1) Current trends in event industry for innovation along with specific examples
As per the current trend, there are several innovation as well as advanced approaches are used
by event managers for the purpose of different events hat are listed below:
Conferences: Here, several soft wares are used by managers for the ease of customers. In
reference of Ritz London, managers has been developed a mobile app which provide all the
necessary information to clients at one place. It also provides them facilities to make online
booking and make effective payments.
Wedding events: As per the recent trend in event industry, managers use decorative
theme to conduct weeding events. For this, event planners of Ritz London study about current
market trend in order to organise wedding events effectively (Sheridan, 2016).

TASK 2
P3) layout of event for conference and event room
Ritz London is a well known hotel of UK which is efficient to arrange different king of
events to meet with the needs and requirements of customers. They got several opportunities to
conduct an effective event. Recently, hotel has got an opportunity to conduct an event in which it
needs to prepare an effective layout to meet with the clients specifications and requirements. For
instance, there are 50 visitors who are going to attend an event. For this, managers of company
are also need to design a proper structure. For this, event manager can select a specific topic such
as white and purple blend to welcome each and every guest who will attend the event. Here,
managers have decided to render chocolates as greeting at the time of entry. In addition, they
will also serve two beverages to clients one of them will be hot and other one will be cold. It is
analysed that hotel has proper space to conduct this event in an efficient manner. It has the
minimum square feet layout that is discussed below to conduct whole event in best possible
manner.
Room Size (Minimum Square
Footage)
Sit-Down Dinner (8 guests at a
60” table)
Sit-Dow Dinner (10 guests at
a 72” table)
1,000 Square Feet 80 Guests 80 Guests
1,200 Square Feet 96 Guests 100 Guests
1,400 Square Feet 112 Guests 110 Guests
1,600 Square Feet 128 Guests 130 Guests
2,000 Square Feet 160 Guests 160 Guests
2,200 Square Feet 176 Guests 180 Guests
2,500 Square Feet 208 Guests 200 Guests
3,000 Square Feet 248 Guests 250 Guests
3,100 Square Feet 256 Guests 250 Guests
3,500 Square Feet 288 Guests 290 Guests
3,700 Square Feet 304 Guests 300 Guest
It is analyzed that event layout is important in order to organized a better event. Here,
several factors are consider while preparing an event layout. In the above layout space that will

be required to conduct event is discussed in detail. In addition, the way in which guest will be
treated & welcome is also included in above stated layout.
M2) layout and quality of design to meet with client expectations and requirements
As the event will be a conference that is going to organise for business purpose. So, it is
essential to meet with the client specification significantly (Zen and Yeh, 2018). In this regards,
there are various arrangements have been made such as space, quality food and beverages and
many more. In order to meet with the needs of business client, there are spacious meting hall and
room are arranged. Here, individuals can communicate with each other in an effective manner
without any disruption. So, the selected layout is appropriate and will be helpful to provide
quality services to clients.
P4 Additional services available within a conference or event environment & importance to
provide them to meet specific client requirements for added value
In hospitality sector, customers are main asset of firm who provide benefits to company
by using their products as well as services. In event environment & conference, guests &
audience always look for additional services. It is essential for The Ritz London to deliver
appropriate client requirements for added value (AV, 2018). Main reason for providing of
additional value is that it increases goodwill of firm at higher scale. Through properly meeting of
client requirements in events & conference it is easy to achieve image of brand at higher scale.
The chosen sector is developing at rapid scale & which also enhances the needs and demand of a
particular individual.
So, it has been examined that selected hotel need to provide value added services to their
clients & which are further explained below-
High speed internet & Wi-Fi
In event conference, it has been seen that most of events are related to corporates &
business meetings. Whenever event occur, first thing which is provided to clients is a high speed
internet & WI-Fi. In relevance of selected hotel, they provide high speed internet with free WI-
facilities (Kelly, 2018).
Effective sound and lightening equipment

This is another value added services which is needed to be provided by hotel industry in
event conference. This is because putting effective lights at special spots increases value of
event. Through delivering of this service, it is easy to improve positive relationship.
Project screen-
In this, it focuses on providing of projector screen within event & conferences. This is
an important value added services as it is mostly used by business people & event management
conferences. In context of chosen hotel, they provide this service to their customers & clients
whenever such need arise.
Therefore, above discussed matter shows that it is essential to provide additional
services to customers so that image of brand increases & loyalty of customers is also gained for
longer period of time (Mehrotra, 2020).
TASK 3
P5 Examine management roles within event industry
In service & hospitality sector, there are wide range of management roles which are
available. This field is broader & require large number of skilled people who can deliver positive
output. So, basically there are many different administrative jobs which are explained as follows-
 To complete assignments & keep records of every guests & customer who visits to hotel
sector. In this, personnel has to keep high level of confidentiality of files privately.
 Maintaining & managing of every requirements of customer & enterprise to achieve
overall satisfaction (Raza, 2017).
Job opportunities present for event management: Conference Architect- Main role of this job is to re-developing overlook &
infrastructure of firm. They are responsible for improving external & internal look of
brand physically. They too make plans & strategies on basis of which they are able to
alter & build s new structure.
 Digital Analytics Manager- This is another job role which is available in this sector as
main responsibility is to monitor, track & analyse all digital driven data of marketing.
This job requires ICT skills & other technical knowledge.
Thus, stated matter shows that in hotel & service sector individual has wide range of
opportunity available which can be used by them depending upon their level of skills &

knowledge. Further, it is also stated that these opportunities in event management & hotel
sector is flexible so continuous learning is needed to be adopted (Rowe, 2017).
P6 Management skills & personal attributes required to work within events industry and meet
stakeholder needs/ expectations
The event management industry is wider & broader &b individual can find ample
number of opportunities. To get employment or work with event management different types of
skills & attributes are required by individual. So, several types of management skills are
attributes are discussed as follows-
 Interpersonal skills- This is an important management skill which is needed by
individual to work with hospitality & event management industry. It includes of listening
of others issues problems & communicating with them properly.
 Enthusiasm- It is essential personal attribute of person which is required as in it shows
that a person who is apply for job in this industry need to be enthusiastic. It is because
person has to perform many tasks which require high level of energy & focus.
M3 impact of management skills on creating a successful event to meet stakeholders’ needs and
expectations
Impact of Interpersonal skills-
Through using this management skills, it is easy to meet up with stakeholders needs &
expectations which also leads to creating of successful event (Schlee, 2017). This is because this
help in managing of issues & problems of every individual in proper manner which leads to
successful event. Whereas it also assist in meeting needs of stakeholder needs because
communication is being properly communicated by manager which makes it easy for
stakeholders to make decisions effectively.
Impact of time management skills
This management skills also has impact on both success of event & stakeholder
demands. It is because when activities & procedures are managed within a give time period,
event become more successful. Whereas by using of time management skills, it is easy to meet
up with stakeholder demands & wants as because through this stakeholders get reports of
management & event prior to deadline which fulfil their demand at higher level.

TASK 4
P7 measures to provide safe and secure events for environment, staff and customers
In hotel & service industry, it is necessary to have appropriate measures of safety &
security in events to customers, environment & staff so that objectives are achieved properly.
Using of safety measures is essential as it help in reducing of risks & problems. In reference of
selected hotel, manager of firm need to be aware about such measures for event of wedding
event and for their U.S. Client. So, there are various types of safety processes & measures
which are described as follows-
Providing a safe and secure venue:
 Creating multiple checkpoints- When organising of events, it is necessary to have
security checkpoints in which metal detectors are use to check individual person. In
reference of chosen hotel, they have high end security checkpoints system which are used
by them at time of such situations (Song, 2019). Through this, assurance is maintained
that no other person can breach security of hotel or event.
 Provision of emergency services- Emergency services are also necessary to be
provided as in case of The Ritz London they provide various types of services such as
first aid kits, fire extinguishers etc. These emergency services also assures the safety of
environment at all aspects.
Providing a safe environment for guest
 Keeping the security measures visible- In this, safe environment can be provided to
guest by providing them a visible checking of security points. It relive them from stress
of events uncertainties of situations which can harm them at a specific event.
Therefore, it has been seen that it is crucial to provide safe environment to guest audience
so that it is easier to make communication within events (Kelly, 2018).
M4 Compare and contrast the security and safety provision for specific events
Different types of safety & security provisions are adopted at specific events which are
explained below-
Match Id's Security checkpoints
 These are type of safety &
security provision in which Id's are
 These are also mostly used safety & security
measures in which person is checked with

being matched or not to guest or
individual is examined.
security scanner & metal detectors.
 Such type of measures are adopted
on private events such as
weddings, auctions, etc. (AV,
2018).

 These types of measure is used at time of
public events such as conference, government
events like health & care, etc.
Therefore, it is analyse that there are various types of events in event industry which
requires these security provision at every aspects. Moreover, it is also seen that proper focus is
maintained within these such procedure.
CONCLUSION
After a brief analysis of above report, it has been examined that it is crucial manage
conference & events so that goals are accomplished appropriately. Here, different kind of eve ts
such as conferences, meetings ,weddings are organized for different purpose. Discussion has
been carried out regarding most recent trends such as automations, safety and security measures
that is essential to organise an event in best possible manner. This report gives brief information
about managing events in services & hotel industry. So, discussions has been made about
different categories of events, features & trends of event sector, event layouts. Further,
importance of value added services, management roles, management skills & personal
attributes and measures of providing security & safety in event has been discussed briefly. It has
been analysed that proper administration of companies are required to make proper arrangements
in order to conduct an effective event. Thus, it has been evaluated that managing events requires
proper focus & deep level of knowledge in relevant sector. Moreover, it renders an overall
prospective to conduct and manage an event in best possible manner.

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