ICON College - Managing Conference and Events at The Ritz Hotel Report

This report, submitted by a student at ICON College of Technology and Management, examines event management at The Ritz Hotel in London. It explores various event categories, including private, corporate, and charity events, and investigates current trends such as facial recognition and the use of chat boxes. The report delves into considerations for conference and event room setups, emphasizing the importance of room layout, attendee numbers, space, and practicalities like food service and decor. It also covers different room layout types, including U-shape and theater layouts. Furthermore, the report highlights the management skills necessary for success in the events environment and discusses safety measures to ensure secure events for staff and guests. The report aims to provide a comprehensive overview of event management practices within a luxury hotel setting, focusing on the tourism and hospitality industries.

ICON College of Technology and Management
Department of Travel & Tourism Management
BTEC HND in Travel and Tourism Management
Coursework
Managing Conference and Events
Tutor: David Boyd
Submitted by Mihaela Cucos
ID No: 16441
Session: September 2019
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Table of Contents
INTRODUCTION...........................................................................................................................3
LO1..................................................................................................................................................4
Investigate the different categories and dimensions of the events in the event sector....................4
LO2..................................................................................................................................................6
Examine the considerations for the conference and event rooms set ups .......................................6
LO3..................................................................................................................................................9
Explore the management skills required for the work within the events environment successfully
..........................................................................................................................................................9
LO4................................................................................................................................................12
The measures which are required to manage the secure and safe events for the environment for
staff and guest ...............................................................................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14
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INTRODUCTION
The Ritz hotel London is a five star hotel which is the providing the luxury services in the
hotel. The hotel is organizing the events of every type which include the corporate events and
private events as well. Hotel is providing the services in the form of the rooms and the restaurant
for the customers. The hotel is owned by the Ellerman group which it is developed by the Cesar
Ritz. Report consist of the categories and the types of the event organized in the hotel. It includes
the trends and the safety measures which are followed by the hotels. It is focusing on the
management roles in event industry which would also include the services which are provided in
the hotel. The report is focusing on the managing the events and the conferences at the ritz hotel.
The report includes the categories and the dimension of the event and it is concentrating on the
tourism and the hospitality industry.
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LO1
Investigate the different categories and dimensions of the events in the event
sector
P1) Different categories and dimension of the event sector
Ritz hotel is doing many events and conferences in the hotel which consists of the
private, corporate, charity. Private events include the weddings, birthdays while corporate events
include the conferences and seminars. Charity events include the charitable auctions.
Private events are hired by the individual which want the guest to arrive at the certain
venue and also these events have the guest list which would not let enter the other public in the
event. There are various private sectors companies in the event industry but the hotels have to
look after the customers need. Clients which want to organize the function are searching for the
suitable venue to organize the function. These private events are organized for the family
together as well (Chan, and et.al., 2016). The private events include the weddings and the
birthday parties which are arranged in the Ritz hotel. These events include the can also be
business events and the school events as well.
Corporate events are the events which are organized by the companies for the
employees. These events include the conferences, seminars and business meetings as well. These
corporate events are helping the company to build the professional relationships. Conferences
include the conferences of the employees and the stake holders while the seminars are organized
for the employees to provide the training and provide knowledge to the employees. The business
events are improving the relation between the employees and the also improve the business
relations and also form the new business relations as well. Corporate events generally have the
business events and conferences as well. The conferences are arranged by the Ritz hotel and it
also includes the meetings. Separate place is provided to the guest of the business meetings (Yen
and Tang, 2015).
Charity events are organized by the individuals for collecting the donation and charity.
These events need sponsors for financing the events. These events include the charitable events
which are organized for the fund-raising from the public. The charity can be done in various
places which would include the schools and orphanages as well. Charity events include the
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charitable actions and the exhibition s which are arranged for the charity purpose as well. These
types of the events are arranged by the hotel. Charity events include the events and the sponsored
charity exhibitions which are sponsored by the sponsors as well (Mendes, Leal and Thomé
2016).
Live events are also the type of the events, it includes the music events, the concerts and
sport events as well. These events are organized by the companies which would handle and
organize the event. These events include the music shows of the musicians and live festivals are
celebrated on the event area as well. Live events need to be promoted and also need media and
marketing as well.
The hotel is organizing the exhibition event for selling the paintings for the charity
purpose. The exhibitions would include the paintings and the guest which are invited would be
visiting the event for charity. Exhibitions are arranged by the sponsors and the profit generated
form the event would be given in the charity.
Ritz hotel is organizing all the types of the events in the company, it is providing the
customers with the effective services in the event. Hotel is following the current trends in the
public which will increase the growth of the hotel.
P2) Features and current trends influencing the event sector
There are various trends set up in the event industry which is influencing the event
industry.
Private events which are organized in the hotel would be following the trends of the
facial recognition and guest management as well. Nowadays the facial recognition is used for
more security in the events. Hotel are using the new technologies for the welcoming the guest in
the events and also use the latest technology for security and safety of the people in the event.
The private event include the event weddings and the birthdays parties, these types of the events
are organized for the entertainment of the organizers and the guest.
Corporate events are the events which includes the conferences and the meetings of the
business in the hotels. Hotel is using the chat boxes for the work which is improving the guest
experiences in the hotels. Chat boxes are used for the exit surveys and for answering the
questions like where is the rooms, in which direction is the rest rooms etc. Customers could ask
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simple questions and the chat box would be answering the questions. It is easy for employees
and also employees would be relaxed (Sprigg, and et.al., 2015). Corporate events include the
business meetings and the conferences, in the conferences and meetings the deals are signed by
the business man for the business.
Charity events are organized by the charitable organization, these events include the
charitable auctions which would also follow the trends of the increasing the event publicity.
Inviting the public on the large scale in the events which would also raise large number of funds
in the event. Charity events are also connecting the people through the mobile application which
would increase the guest at the event and also raise the funds on the large scale. Charity events
are organized for the charity purpose for raising the funds for the social welfare. It includes the
auctions and the exhibitions which are organized for the charity purpose.
Live events is following the trends of the promoting the event on the large scale through
the use of the social media and using the promotional techniques as well. It is also following the
trend of connecting the large number of people with the apps, which would save money sand
also reduce the Cost of the investing on the employees which need to be trained for connecting
with the people (Lanciano Curci, Matera and Sartori 2018).
hallmark is the vents which are sporting and cultural events which include the events like
the sporting events and the events which are organized on the national basis. Mega events are the
vents which include the service like the events include the concerts which are hired on the
international basis. The Private events and the live events are organizing these vents such as
hallmark and mega events.
These trends are followed in the different types of the events which are helping the hotels
for organizing the event. Use of the latest technology is reducing the cost of the hotel and man
power as well.
LO2
Examine the considerations for the conference and event rooms set ups
P3) Event layout to set up the conference
Room layout is important for the setting up the conference in effective way. The layouts
of the room are must because it is creating the impression if the hotel in the front of the
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attendants and the customers. The procedure must be followed for room layout and the procedure
is described below.
Number of attendees
Room layout is finalized by the number of the attendants in the conference. The
attendants must find the seat for sitting and attending and the conference so the layout must be
according to the guest. The seats must not be far from the speaker and every attendant must be
able to see the conference easily (Rolfe 2019).
Space of the room
space of the room is also important because the room must for with all the attendants
which are visiting the conference. The space must be enough and no crowd must be there in the
room.
Priorities
The objectives of the event must be specified and all the attendants in the event must
have the proper space and the facilities for concentrating on the event objectives (Kasakow,
Menck and Aurich, 2016).
Practicalities
The food services must be good and the refreshment must be served from time to time.
The room must have the facilities of the refreshment and the food because attendant need
refreshment and food in short intervals.
Decor and furniture
The room must be decorated and furnished according to the event. Chairs and tables must
be arranged in the proper layout form which includes the sofas as well. The event must be
arranged according to the customers. It also includes the stage, customers must inform the hotel
about the need of the stage in the room because stage need space and the if the room is already
facing the problem of space. Stage need the different type of the layouts (Prajapat, Waller,
Young and Tiwari 2016).
Activities
The room must the facilities of the activities in the room because if the customers has
planned the activity in the room. So the room must be prepared according to the activities.
Health and safety
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The room must have the precautionary measures for the health and the safety of the
attendants. Room layout must be safe and made according to the emergency. Ritz hotel must
have the facilities regarding the emergency exits and fire extinguisher as well (Teraa, and et.al.,
2016).
The room layout of the events of the company includes the u shape layout and theater
layouts as well. Board room type layout includes the sitting arrangement for the employees
which are attending the board meetings as well. Banquet type layout includes then layout for the
banquet types and also include the siting arrangement for the guest which are invited in the
meetings (Dzhandzhugazova, and et.al., 2016).
U shape room layout is for the conferences and the business meetings. In the setup
the rectangular tables are set up for the guest which would be visiting the event. It gives the
openness and the give the freedom to the trainees. It is promoting the equality among all
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Illustration 1: U SHAPE LAYOUT
Sources: (meeting room setup layout configuration)

the members of the which are visiting the event. The layout would promote the interaction
between the group and the also for audio visual activities are been done easily in the
presentations. It requires more space and the only it could accommodate the few guest as
well. It requires mire space than the layouts. The layout of the u style would include the
members upto the 15 members in the conferences. In these type of layout the company
would Invite the members up to the 15 members and the members would be satisfied by
the layout.
Event venue design trends
The modern event industry has some original insights into how to design an event venue
that will engage the audience and meet the event’s objectives. Examples of the those insights are
sensation, virtual reality, unique platform, personal activities, artificial intelligence etc.
Venue designs
Seven elements of a perfect event venue design are space, lines, forms, light, color, texture and
pattern(Park, and et.al., 2017).
P4) Additional services available within the event
Customer service is must in the event industry because event managers have the
responsibility of the event and the manager must also provide the services with the efficient
services. Additional services provided by the event managers is attracting the customers towards
the company.
Flexibility
Customers are changing their minds eventually, event manager should be flexible enough
to change the things and prepare according to the customers. Work must be done so flexible so
that it can be changed according to the customers needs. The flexibility among the event
managers is making the strong relation between the customers and the managers. The flexibility
in the work is giving the confidence to the customers and the managers think of how to manage
the work (Kolodziej and Hjelm, 2017). Due to the flexibility the employees would complete the
work before time and the event would be great success which would impress the customers and
the guest as well. Due to the flexibility the things would be changed immediately according to
the customers.
Availability
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The event managers must be available any time which would create the good relation
between the customers and the event manager. Manager must receive the phone calls, and they
must check the emails frequently, if the customers would not be able to contact the manager it
would create the bad impression on the clients. In some case mangers are not available at the
time of the need. But in these case mangers are available at any time.
Management
Effective management among the team members is making the event a huge success.
Effective management is increasing the confidence among themselves and also reduce the stress
of the clients. The managers must be flexible and manage the changed work according to the
customers (van Niekerk and Getz, 2019). The management in the event must be flexible and the
effective management is changing as per time and the events.
Facilities
Transportation facilities and parking facilities are must for the customers because they are
searching for these facilities. These facilities would improve the image of the hotel in front of the
customers. These facilities are provided to the customers and also to the guest which are visiting
the event. Due to the transportation facilities the employees are working effectively and the
customers would visit the events and would be impressed by the event.
Person disability services
The hotel is providing the person disability as services like the special service would be
provided to them and the hotel is consisted of the ramps for the hotel industry and the hotel
would sue the latest techniques for attracting the customers.
Allergic services
In the allergic services the hotel providing the doctor facilities which would encourage
the customer to visit the hotel in the efficient way. Doctors would be available any time which
would attract the customer towards the hotel.
The Ritz hotel London is managing the work through the event planners and the
additional services are provided to the customers in the hotel. The hotel is flexible for the
customers and also available at the time of need of the customers. Transportation facilities and
parking facility is attracting the customers and the guest of the customers as well.
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LO3
Explore the management skills required for the work within the events
environment successfully
P5) Management roles within event industry
Event tech expert which is handling the surrounding in the event which includes the
audio visual items in the events. It also includes the special effects which are to be placed in the
events. These have to deal with the latest technology and also spend the days in trouble shooting
the problems in the event (Davis, and et.al., 2018). Venue must be perfectly for the ideas which
the customers want to implement in the event. Event tech expert need the skills like the which
has done masters in the technology and the also must be accurate with the latest technology as
well.
Social media coordinator is playing the role in informing the people on the social media
by informing them about the events in the hotel. Social media is changing according to the time
and also the technology as well. So the media coordinator must be able to communicate
effectively on the social media and also post the photos of the events. Social media coordinators
need to commence the courses of the social media coordinator and also must be aware about the
strategies for coordinating with the customers through the social media (Rothaermel 2017).
Meeting designer is concentrating on the designing the meeting of the customers and also
focus on the objectives of the meeting. Through the help of the meeting designer the meetings
are successfully completed. Meeting designers are generally hired for the business meetings
which are essential for the business growth. Meeting designer are designers which are arranging
the meeting for the companies and these designer mus have pursued the education of the masters
in commerce and must be able to mange the work effectively.
Event videographer is hired for taking the videos in the events which includes the events
on the venues. Videographer must be creative and bring new ideas of making the videos which
would attract the customer. High quality camera for videos and also the passion in the
videographer is must for the event. These videos would be uploaded on the social media websites
for attracting the customers towards the hotel. The event videographer is the must have pursued
the course of videography and mus have the knowledge of the computers as well.
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Customer experience manager is managing the work of the providing the services to the
customers. All the facilities like transportation and parking facilities must be managed. Catering
services must be accurate the food quality must not be compromised in the event. Refreshment
would be provided time to time for satisfying the customers. The customer service manager is
looking after the customers that any customers are satisfied with the services or not. Customer
service managers must have completed the management degree and also have the experiences
which would provide the services to the customers effectively (Noe Hollenbeck Gerhart and
Wright, 2017).
Security manager is the managing the safety and the security at the event without
disturbing the guest at the event. The manager must look after the security at the event which
includes that the public might not enter the event and spoil the event. The safety of the guest,
hotel, and the staff is upon the security manager (Friedrich-Baasner, and et.al., 2017). Security
managers is looking after the security in the hotel premises and the event. Managers must be
trained and efficient.
P6) Review the skills and personal attributes in the event industry
The skills and the attributes are satisfying the customers according to the needs and
satisfy the stake holders as well. Event industry had the stake holders like the event organizer,
sponsor and investors as well. These stake holders are working for the successful events .
Communication skills
Communication skills are must for the event manager because the event manager need to
communicate effectively within the organization while planning for the event. Effective
communication would solve all the problems in the events. Every member managing the event
must have the walkies talkie for communicating. Effective communication is meeting the needs
of the stake holders. Through these skills the event organizer would be able to mange the work
effectively and also event would be organized in the successful way.
Flexibility
Flexibility is must in managing the event because customers would demand new things
from the event manager. Event manager must be flexible enough for managing the work and
fulfilling the demand of the customers. Flexibility is maintaining the strong relation between the
customers and the managers. Flexibility among the event managers is satisfying the stakeholders
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