Conference and Event Management Report for Rosewood Hotels Analysis

This report provides a comprehensive analysis of conference and event management practices at Rosewood Hotels. It begins with an introduction to event categories, including leisure, cultural, personal, and organizational events, and explores current trends influencing the event sector such as technology and unique destinations. The report then delves into the practical aspects of event planning, detailing event layouts for conference rooms, and the additional services offered, such as spa, transportation, and site seeing. Furthermore, it examines different management roles within the event industry, including event managers, talent managers, event coordinators, and hospitality managers. Finally, the report addresses measures required to provide a secure and safe event venue. The report concludes with a discussion of the key findings and recommendations for effective event management.

Managing Conference
and Events

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Different categories and dimensions of events......................................................................1
P2 Features and current trends influencing the event sector.......................................................2
TASK 2............................................................................................................................................3
P3 Event layout to set up a conference or event room................................................................3
P4 Additional services provided with the event..........................................................................6
TASK 3............................................................................................................................................7
P5 Different management roles in the event industry.................................................................7
P6 Review of management skills and personal attributes required to work in event industry. . .8
TASK 4............................................................................................................................................9
P7 Specification and explanation of appropriate measures required to provide a secure and
safe event venue..........................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Managing events and conferences is a long process that involves series of activities that
are performed to conduct an program at large scale. Events are organised for ceremonies,
festivals, concerts, parties, weddings, convocations and seminars. In the current time events that
are totally organised for some sports or party is high in trend and these brings more and more
opportunity to make one event different from the other. The organisation which is selected for
this project is Rosewood Hotels and Resorts which is established in London United Kingdom.
This organisation is founded in the year 1979 by Caroline Rose Hunt.
The report is prepared to enhance understanding in hospitality management through
investigating different categories and dimensions of event within the event sector. Consideration
for conference and event room set up defining professional management and skills for the event
is mentioned (Alves, Freire and Vazquez, 2016). Together with this management skills and
measures required to manage a secure and safe event management is discussed in the report.
TASK 1
P1 Different categories and dimensions of events
Events organised by Rosewood hotels belongs to different categories these events
requires specific management based on the theme of the occasion for which event is conducted.
Different categories of events that are trending in the present time and also adopted from history
is mentioned below as-
Events are mainly grouped into four categories such as Leisure events, cultural events,
personal events and organisational events.
Leisure Events: This form of event management is an interesting and diverse field.
Events that are involved in this category provides services related to sports ground, recreation
centre, parks and entertainment venues (De Franchis, 2015). To manage these types of events
enthusiastic workforce is hired and professional in the field necessary administration and
planning. Managers of the event take all the measures to add value to their service for enhancing
consumers experience. For managing these type of events Rosewood hotels consider all the
details regarding the guests attending the events to provide them with the best they could get. A
blueprint of the event is designed to define role of staff and motivating them to perform best.
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Cultural Events: These events are meant to enrich the cultural standing of the city in
which they are held. Cultural events creates unique festivals, memorable outdoor spectacles,
accessible entertainment and unexpected arts. Innovations in organisational events are very
important as they are organised every year and some thing new must be provided to maintain
attraction. Rosewood hotel perform all the hard work to deliver an artistic and cultural
programme (Evans, 2015). For this small details related to culture is recorded and used in
decorations to make the event full of joy and belongingness to the culture.
Personal Events: It takes a lot of time and efforts to design a personal events that meets
all the expectations of sponsors to the event. Personal events management starts with collecting
all the information related to arrangement of food, decorations, guest lists, venue, schedule all
the small and big details must be required to manage guests. Personal events managed by
Rosewood hotels event management segment brings party to life with colours, patterns, lightning
that will enchant all the guests present. Rosewood organisation is specialist in organising unique
s events and tailor the event in line with customers budget.
Organisational Events: Political, charitable and commercial events are categorised as
organisational events. Rosewood hotels while hosting a cultural event will serve thousand of
people by catering, entertainment and arrangement of accommodation facilities. Organisational
events arranged in the manner which accomplishes the requirement for which event is organised.
Proper communication facilities, video screens that make all the guests connected all the time
must be arranged properly (Category Of Events, 2019). Manager of the event must consider
colour and theme sense, coordination, marketing strategies that will make an event successful.
Conference and event sector has grown and developed so far that implication of
technologies and innovative ideas are demanded to satisfy large consumer group with the
services of a event management team.
P2 Features and current trends influencing the event sector
Number of events that are organised and arranged has increased to a great level and to
manage these events organisations such as Rosewood hotels conducts several operations. Events
such as product launch, promotions for a brand name, educational and cultural ceremonies are
organised and managed by Rosewood organisations by focusing on the current trends in the
event industry. Certain current trends are as follows-
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Technology: With the passage of time technology is introduced in all the sectors and
event and management sector is one of them. For event and management technologies like
artificial intelligence, recording through drones, LED screens, Livestreaming has created a great
impact (Forsgren, 2015). Rosewood hotels while providing services related to different will used
most of the new technologies so that activities can be performed in better manner and guests are
served well. Technology is also used to maintain security at the event through CCTV cameras
and scan machines so that a event can be completed without any hurdle.
Unique Destinations: In the present time events for arranging weddings are in trend and
clients who hire event managers requires a totally different theme for the wedding specially
destination where all the ceremonies will take place. Management of Rosewood hotels will
provide their clients with fabulous options that suits the required wedding theme. Rosewood is
available with beautiful wedding destinations added new in the list as lake side wedding is in
trend. These destinations are situated around the world and choose by the client as per their
preference.
Marketing Trends: In today's word marketing has completely changed and modified
and major of its portion lies with online sector. In present time social networking sites has
become one of the important source through which marketing is performed. Event management
team of Rosewood hotel will focus on new marketing tools for several events that belongs to
various segments. Publicity of events using innovative marketing tools will results in high
amount of recognition and profits.
TASK 2
P3 Event layout to set up a conference or event room
Event manager of Rosewood organisation is designing a event for MAC cosmetics in
which a new product will be launched at number of destinations (Helfat and Peteraf, 2015). First
destination selected for the launch is England and venue for the event is The National Exhibition
Centre. All the arrangement for the event will be made by event management team of Rosewood
hotels as per requirements of MAC cosmetics. Guest list consist 400 people and all the event will
be based on pink theme that will suits the new product.
Invitation
MAC cosmetics invites you to a product launch event which is an addition to the MAC family.
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This launch is organised at The National Exhibition Centre in England. Tour of this event
consist 2 days programs. Details for the event is as-
Destination: The National Exhibition Centre
Date of event: 15 November 2019
Address: North Ave, Marston Green , United Kingdom
Bookings for the event will start on 25th October 2019.
Contact No: 2541285
[Assistant event manager – Rosewoods Hotels]
Itenary
Activities Time period
Arrival at Port 11:00 AM on 15th November 2019
Cruise will leave at 11:40 PM
Lunch 02:00 PM
Arrival in England 03:00 PM
Welcome Drinks at hotel 3.30 PM
Visiting the National Exhibition centre 5:00 PM
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Return to Hotel 8:00 PM
Dinner 10:00 PM
Morning snacks 8:00 AM on 16th November 2019
Going out for adventure 9:00 AM
Lunch 2:00 AM
Visiting the product launch 3:00 AM
Return to Cruise 6:00 AM
Menu
Dishes Meal
Bread Omelette Breakfast
Coffee or tea With breakfast
Boiled egg Breakfast
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Orange juice With breakfast
Fried rice with fish Lunch
Chicken & Sundried Tomato Baguette Bites Lunch
Peri peri chicken burger Lunch
Reuben Sandwich Lunch
Bowties and Broccoli Dinner
Sheet pan sausages and veggies Dinner
Vegan Chickpea Shakshuka Dinner
P4 Additional services provided with the event
Additional services provided in an event is spa, transportation, site seen of city,
swimming pool etc. All these additional facilities will make the event more attractive and guest
in the event will get satisfied with the services of Rosewood hotels.
Spa: It is one of the additional services that is demanded by client by paying some extra
amount (Kales, Gitlin and Lyketsos, 2015). Through spa guests of the event will feel relaxed and
when these types of services needs to be added with the event client must inform to event
manager on prior basis to make all the arrangement in advance.
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Transportation: For attending various events guest visits form one city to other city and
transportation to location is one of the issue considered by interested guested. Manager of
Rosewood will make all the arrangement for transaction so that guests can be attended on time
without any inconvenience.
Site seen of the City: Events takes place for number of days and meanwhile free time
lies with guests and in that time they really wants to visit places in the new city. Event manager
on demand of MAC cosmetics will all the preparations to facilitate its guests.
Swimming Pool: Together with the main services offered in the package amount of
additional services also becomes a tool that attracts large number of consumers to book for the
package (Kanki, 2019). Events organised by Rosewood hotels must be available with this
additional service as large number of consumers enjoy spending time in pool. Providing this
service can bring extra money for the event organisers.
TASK 3
P5 Different management roles in the event industry
In the present time event management industry is facing high amount of competition and
to work more effectively and bring competitive advantage in the company Rosewood hotel will
execute its operations through effective management. Different managerial roles in the industry
are as-
Event Manager: As the name suggest all the activities performed in an event are
managed by event manager. Event manager head the event and guide all the workforce to
perform their activities in most effective manner. Event manager is responsible for planning the
entire event and to manage smooth functioning as all the event is designed by the event manager.
Talent Manager: In every event management organisation there is always a talent to
make it attractive and interesting. Team managers are assigned with a job to manage all the
activities that enhances talent required for effective work performance. This is a critical job and
manager must possess ability to build valuable long-term connections and manage high-end
celebrities and keep the talent happy (Management Roles In The Event Industry, 2019).
Event Coordinator: A coordinator is an individual who helps the manager in checking
up on different departments, planning the event and creating contingency plans for resolving
issues and even makes a report for each department for improvement. Event coordinator must
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posses excellent management skills and ability to coordinate with other departments for
outstanding performance.
Hospitality Manager: This manager is responsible for ensuring excellent guest
experience. Visitors to a event and conference needs to be treated with polite way to make their
experience perfect. Hospitality manager of Rosewood must possess confidence, resourceful,
good communication skills and able to built connections where required.
Head of Sponsorship: Events required sponsorship to make sure that all the elements of
the event can be paid for. This manager meets with the potential sponsors to convince them to
pay sponsorship for the event (Leveson, 2015). Manager hired in Rosewood management team
has exceptional convincing and communication skills. Together with this manager must have
ability to establish fruitful connections and perfect negotiation skills.
Public Relations Officer: This officer is responsible for overlooking and organising all
PR activities for the business. PRO ensures effective communication with guests, stakeholders
and media to put the event in a positive light. Qualities that must be available in a PRO is cool
temperament, effective communication skills and public speaking, corrective mind and valuable
media connections.
P6 Review of management skills and personal attributes required to work in event industry
To establish as one of the recognised event management company in the event industry
quality of work that is performed by organisation is much more attractive then expected. To
perform such type of work skills and personal attributes that must be possessed are as follows-
Organisational skills: A event planner must be a well organised person so that all the
activities can be performed effectively and an eye can be kept at organisational performance. A
well organised planner keep client timelines on schedule, budgets in check and details regarding
machinery used in the management at full.
Adaptability: Even if the events are well planned and managed effectively uncertainties
can not be avoided. A manager must possess adaptability skills to handle issues that arises in
performance of event. This skill encapsulates the “go with the flow” attitude that needs to
overcome challenges at an event (Mäntymäki and Riemer, 2016).
Communication: Communication skills is required at each stage of event management
by all the managers performing work to make an event successful. Good communication skills
helps to deal with client by conveying all the required information in most appropriate manager.
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This skill will help managers to interact among the business and discuss all the related issues and
a team is motivate towards hard work by communicating all the goals and strategy to achieve
them in simple manner.
Decision making: In event time is very important and manager must possess quality of
good decision making which is quick and effective at the same time. As working with Rosewood
hotels it is identified that decision making skills of manager is average and needs improvement
to enhance productivity in future. Quick decisions will help organisation to grab opportunities on
time and work will be performed on time (Parisio, Rikos and Glielmo, 2016).
TASK 4
P7 Specification and explanation of appropriate measures required to provide a secure and safe
event venue
In the event industry safety is initiated with selecting a event venue which is safe and
secure for for staff members and guests. Due to more and more innovative ideas and adaptation
of technology risk is enhancing in the industry. Health and safety issues in an organisations are
seen as red tape bureaucracy that restricts employees in performing work in most productive
manner. In the current scenario all the event management organisations are concerned with
safety issues for workforce and guests. In order to study health and safety issues in the event
industry two cases needs to be analysed that are as-
Case 1- An event of live music concert is arranged by Rosewood and to focus on health
and safety government regulations must be considered. Health and Safety at workplace Act,
1974 and Noise at Work regulation act 2005 must be considered to manage health and safety at
workplace. To manage safety of employees Rosewood organisation must introduce all the safety
measures that will help in minimising risk of uncertainty at workplace. As it is a music concert
more concern will be provided to volume of the music. Volume must be kept at such level that it
do not harm guests, employees and general public who resides near to venue. Together with this
to maintain safety proper security must be present at venue through CCTV, scanning machines
and guards to look around any suspects. Proper arrangement needs to be made for entry and exit
and food must be of good quality and prepared with all hygienes to avoid any health issue to
guests.
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Case 2: This case is related to an educational event which is organised in London school
of Economics. In this event health and safety of students are required to be considered with
employees. Operational department of school is directing event manager regarding health and
safety concern of students. When event planner is hired by school various responsibilities to
consider safety at first place lies with Rosewood. In these type of events for proper health and
safety arrangements related to food and water must be priorities as proper hygiene must be
maintained while serving event services. Sanitation facilities must be provided when events are
organised at places where these services are not available. Facility for entry and exit of students
needs to be proper so that no issue among children is created (Takahashi, Tandoc and
Carmichael, 2015).
To improve safety and security at music events security services needs to be effective as
attendance of individuals in the event in thousands and any mistake will provide effect on life of
large number of public. Rosewood hotels needs to enhance budgets for security services in event
to ensure that events are performed with all the safety concerns.
CONCLUSION
From the above project report it has been concluded that event management organisation
conducts various operations so that different types of events can be organised successfully.
Current trends that are heading event industry and influencing all businesses needs to be adopted
by event management organisations to provide services as per clients requirements. New and
additional services needs to be provided by event management organisation ton enhance
consume experience. To serve more and more consumers with best services roles played by
managers in event industry must be considered as a key to improve quality and productivity. A
manager in event industry needs to review skills and take all the corrective actions to enhance
productivity.
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