Event Management Report: Rosewood Hotel Case Study Analysis

This report delves into the multifaceted world of event and conference management, using the Rosewood Hotel as a case study. It begins by defining event management and exploring the different categories of events: private, corporate, and charity. The report then discusses the dimensions of events, including anticipation, arrival, atmosphere, appetite, amusement, and appreciation. It examines event layouts, focusing on conference room setups and design, including arrangements for VIP guests and the use of technology. Additional services offered by the Rosewood Hotel, such as powerpoint support, conference coordination, and stationery services, are also detailed. Furthermore, the report outlines various management roles within the event industry, including event managers, event coordinators, and hospitality managers. It then explores the management skills and personal attributes required for success in the field, as well as the necessary measures to ensure a secure and safe environment for events, staff, and guests. The report concludes with a summary of key findings and insights into effective event management practices.

MANAGING CONFERENCE AND EVENT

Table of Contents
INTRODUCTION................................................................................................................................3
MAINBODY........................................................................................................................................3
(P1) The different categories and dimensions of the event .............................................................3
(P2) Examples of the different categories of event .........................................................................4
(P3) design an event layout to correctly set up a event or conference room...................................4
(P4) Additional services available within a conference or event of the rosewood hotel. ...............5
(P5) Different management role in the event industry.....................................................................6
(P6) Management skills and the personal attributes require to work in the event industry.............7
(P7) The appropriate measures required to provide secure and safe venue , environment,for
events staffs and guest. ...................................................................................................................8
CONCLUSION ...................................................................................................................................9
REFRENCES ....................................................................................................................................10

INTRODUCTION
Managing event and conference may be termed as the overall management of the events
and conference, it is the process of the planning, analysing, producing , marketing and evaluating of
conference and events (Ezumah, 2016). Event management is the instrument for the communication
and marketing, event management is the another way of advertising a service and product of the
specific business enterprises. Managing event and the conference consist of the devising the event
concept , determining targets audience, coordinating the technical aspects prior launching the event.
Under this report the Rosewood hotel is a chosen company. It is an international luxury hotel and
resort company operating 27 hotels in 15 countries. It is worldwide chain of the hotels, it was
founded in 1979Dallas, Texas by the Caroline rose hunt. Rosewood head quarter are based in New
world tower 1, 18 Queens Road , Hong Kong. This report will cover the different categories and
dimensions of the event, event layout to set up a conference, different additional services mentioned
under this, different management roles in the event industry, review of the management skills and
personal attributes needed to work in the event industry and explanation of the appropriate measures
required to provide a safe event venue and environment.
LO 1
(P1) The different categories and dimensions of the event
Before discussing about the different categories of the event we would be clear about the
word event. what is event or event management? Basically event is the request of the project
management to the conception and evolution of the big scale events for instance conference ,
ceremonies, festival etc. or event may be define as the public forum for the design of reunion or
celebration. Generally there are the three main categories of the event such as private , corporate
and charity (Hoeve and et.al., 2019). Private event may be refers as the celebration with the family
members and the friends. Private events are generally those events which are conducted for the
purpose of the family function, company function etc. private events have a members list to assure
that the venue is not for the public gathering this is only for the specific members. Private event
members come only on the invitation and private event are organised by the individual or company
particularly in the house. Wedding, birthday parties , kitty parties, freshers parties , festival
gathering are the most common example of the private event(Suman and Anand., 2018). Corporate
event refers to the any kind of event such as social or hospitality, corporate event is the organised by
the business enterprises for the promotion or advertising of their organisation services or
merchandise, for the capturing the market share, for increasing goodwill and the brand name.
Conference, press conference, seminars and award ceremony or gift ceremony are the main

examples of the corporate events (Kleiner and et.al, 2019). Charity events generally define as the
event organised for the purpose of the raise money. Charity event is commonly also known as the
fundraising event, generally charity events are organised by the specific government or charitable
foundation. The main aim of the charity event is fundraising from organised events. Charity events
consist of charity banquet, fitness, auctions and golf tournament (Kramar and Maley, 2016).
Dimensions of the events the dimensions of the events is the combination of the 6As.
Anticipation, arrival, atmosphere, appetite, amusement or entertainment and appreciation are the
common six dimensions of the events. Above all dimension are used to create flawlessness in the
event management. The 6As is an important part of the event management(Wurth., Howick and
MacKenzie., 2017).
(P2) Examples of the different categories of event
Wedding, birthday parties , kitty parties, freshers parties , festival gathering are the most
common example of the private event. Conference, press conference, seminars and award
ceremony or gift ceremony are the main examples of the corporate events (Kripalani and et.al.,
2015)
features of the private events are the private events are the solid objective the most successful
private events starts with the clear objective in place, private event is the right resources events are
an expensive way to raise the funds, private events is the voluntary involvement while staffs of the
private events can carry the ball in many forms of fundraising(Schoellhammer and Gibb., 2017).
Features of the corporate events
Corporate event is the virtual reality, corporate event is the interactive art, ideation towers including
tailored ideation towers,hosts offer attendees a place ton share their thoughts about the corporate
event. A business enterprises use the corporate events helps to build or extend the professional
relationship between the employees which will benefit staff communication to make a business
expand (Ezumah, 2016).
LO 2
(P3) design an event layout to correctly set up an event or conference room.
The event layout of the correctly set up an event or conference rooms depends on the
purpose of the meeting design of the conference room are setup up in many styles, in many situation
or times the furniture may even move easily before a meeting to accommodate the specific
requirements of the of particular meeting. the chairs and tables of the event or conference room
under rosewood hotel are arrange into a different unique shape which resemble the rosewood hotel

logo apart from the common guest chairs and table in the event or conference rooms the chairs and
the tables for the VIP guest in the conference or event rooms are highly disclose with a floor risers
seating, optically divided area in the event or conference room with a mix of the chairs and table
height(Poveda and Marth., 2017). Interesting chairs are set up under the conference or event
meeting room, under the conference room of the rosewood hotel seating arrangements are in the
form of the U shaped. Area of the conference room in the rosewood hotel is separate with the
lighting. Conference room plat form is covered with the carpet. Under the conference room there is
no window present in the particular area of the conference in the hotel rose wood. This is because of
the security purpose. Conference room are consist of the well furnishes infrastructure like tables ,
chairs , sofa , overhead projectors , stage lighting and the sound systems or speakers(Moreno and
et.al., 2018).
Auditorium style , hollow square style , cinema style , U shape style , banquet style and conference
style are the commonly examples of the styles.
Conference room event
It is designed for the 40 people as 40 people will join in this conference room event. Event
manager will make arrangement of accommodation for all these guests. Layout of this event is
simple and highly professional. There is facility of air conditioner. There will be connectivity of
WIFI.
(Figure 1: Selection of Conference Room Layouts, 2019)
Board meeting layout

Whenever meeting occur inside the organisation then generally it happens in boardroom.
There is availability of 10 people. People will have water facility. There are rectangle tables and
chairs.
(Figure 2: Meeting Rooms, 2019)
The arrangement of boardroom meeting layout is great because people can interact with each
other easily. As people sit very closely hence communication becomes easily and clear.
(P4) Additional services available within a conference or event of the rosewood hotel.
Some of the basic additional services of the Rosewood hotel conference are mentioned
below
 Power point support service available to the members of the conference event in the
rosewood hotels from the preparation of slides in beforehand to on site resource during the
conference all to the highest professional level. Sometimes members under the conference
don't need full AV support or power particularly when they are using small conference room
alternatively have right presentation is helpful for them (Hoeve and et.al., 2019).
 Conference Coordination service is the additional service under the conference event this
service helps under the conference event to create coordination amongst the different
members or the guest presence in the event.
 Conference and venue sourcing service the rosewood hotels provides this additional service
under the conference event the hotel work with their client to create an exceptional
conference identity with their attentive programming of content and detailed planning which
consist of venue sourcing accommodation for attendees, partner activities , ground
transportations , arrangements of all audio visual equipment (Kleiner and et.al, 2019).
 Under the conference event the rose wood hotel provide the stationery service to all the
members under the conference event allot pen , notepad and other stationery tools to all the
member including the VIP guest under the conference event for the purpose of written down
the some important terms and topic discussed under the conference room. And it also

provide the booklet regarding the conference meeting which helps the attender to identify
and analysis the key essential of the events. Stationery services is the part of the additional
services in the conference or event(Lawson., Wolthuis and Cooke., 2015).
 Refreshment services is the one of the part of the conference event in the Rosewood hotel,
conference event offers the conference guest and other members under the conference event
the facility of the refreshment (Kramar and Maley, 2016). Food , beverages, snacks, water ,
tea coffee are the common examples of the refreshment services during the conference
event. Tea and coffee are offers under the middle of the conference event to each and every
members in the event.
 Under the conference or event allot the member or attenders of the event with digital
instruments like mic, headphones and speakers to them this is also a part of the additional
service of the conference(Kripalani., Tripathi and Tanesheri., 2015).
LO 3
(P5) Different management role in the event industry.
There are the many management roles in the event industry, the role of the management is
playing important role in the event industry. Event industry is an highly competitive place. Many
peoples in the society are attracted toward the event industry and the opinion about the supply of the
recruiters are rapidly increasing with it, the different management role in the event industry are
briefly discussed below
 The event managers management role in the event industry are define as the event managers
are the generally superior among all in the event industry, event manager manage all the
works of the event in the industry event manager is also known as the head of the project.
The event manager control all the managerial activity in the event industry, manager control
and communicate with the all department of the industry and assure that the event will run
smooth, event managers is the only individual who is responsible for the whole team and
entire event activity(Kleiner and Klug., 2019).
 Role of event coordinator in the event industry as per this role in the event industry the
event coordinator is the person who helps and support the event managers in testing on
different department, making contingency plans, preparing pre plan for the event or
preparing plan for the event and in solving the issue in the event industry. Event coordinator
also creates a final brief report of each and every department of the event industry for the
reason of betterment (Kripalani and et.al., 2015).

 Hospitality manager role in the event industry, hospitality manager is the person who is
responsible and answerable for check good customers experience. The hospitality manager
in the event industry are in lieu for managing living accommodations and guest wants &
complaints or grievances(Kramar and Maley., 2016).
 Heal of marketing role in the event industry this role may be define as the it is the most
famous department of the event, under this role the individual or person who is the head of
the marketing manage or control the media reporting around all boundaries of the event
industry that is above the line and below the line necessitate.
 Technical event manager role in the event industry this role of the management in the event
industry is refers as the person who is the technical mangers of the event industry control
and manage the all the technical necessity and issues or problems of the industry, technical
head is a responsible for the event technical glitch and running smoothly (Ezumah, 2016).
 Public relation managers role of the management in the event industry as per the this role a
individual who is the public relation officers is responsible for organising and commanding
all the public relation activities, he is the person in the event industry who assure good
communication with the stakeholders and guest and media to keep the event in the positve
light(Kleiner and et.al, 2019).
Above all the describe management roles in the event industry determine that every department
needed to be skilled and the experienced all the role of the management event industry are in
positive coordination with the each other(Hu and et.al., 2016).
(P6) Management skills and the personal attributes require to work in the event industry.
Working in the event industry requires a specific set of skills, some skills are learned
naturally while others are simple to pick and develop. Some of the best mangement skills and
personal attributes needed to work win the event industry and meet stake holders needs and
expectation, some of the basic skills are described below which are need to work in the event
industry ,
 Leaderships skills are needed to work in the event industry due to the presence of the
leadership skills the individual is able to take the the effective decision and guide or lead
the department of the event industry in the absence of the event manger.
 Networking skills are required for the work in the event industry, working in event industry
apart from the personal ability or skills , technical skills are also required or its also related
to the making connection between the various department of the industry, without the

presence of the technical skills in the individual person is not able to work in the event
industry for example he or she is not able to make or create connection between among the
various department of the event industry (Hoeve and et.al., 2019).
 Development skills is playing crucial role in the management skills and personal attributes
required to work within the events industry and meet stakeholder needs and expectations,
development skills are require for the event industry, effective planning abilities are
important for the industry which use of the effective planning ability individual can make a
effective plan regarding the event and make a procedure of the invent, being presence of the
effective plan individual can make the plan for the contingencies(Hoeve and et.al., 2019).
 Time management skills of the management skills and personal attributes required to work
within the events industry and meet stakeholder needs and expectations with the help of the
time management ability event planner or individual are able to complete the event in the
given time period or with the presence of the time management skills under the event
planner they achieve there desired goal effectively and efficiently details are union will creat
planning an event easier and more efficient(Foley., Pearson and Entrekin., 2019).
 Good communication or listen skills are required in working under the event industry with
the help of the these skills event planner can communicate with every department of the
industry and make them understand easily regarding there task. Some examples are
mentioned below of the good communication that how these event planning skills are used
when planning events like creating material to market your firm, writing contracts for
client(Ezumah., 2016).
LO 4
(P7) The appropriate measures required to provide secure and safe venue , environment, for events
staffs and guest.
While organising events in the Rosewood hotel, it is the important part of the Rosewood
hotel responsibility in making sure that every guest or the event staffs in the attendance at hotel
event is in a safe environment and the event venue is secured with a large amount of peoples
gathered event in the Rosewood hotel, Rosewood hotel always provide the good and healthy foods
for the guest and staff's and keep the environment of the Rosewood hotel clean and safe. For the
security of the event staffs and guest the Rosewood hotel keep the security guards for the security of
the guest during the event organised in the Rosewood hotel apart from the security guards there are
many security is done by the Rosewood hotel for the secure and safe environment during the event
(Kleiner and et.al, 2019). Arrangements of the security of the hotel , staffs and guest are done for

instance there are the enough security camera around the whole property of the Rosewood hotel
during the event going on , gates and the doors are secured of the Rosewood hotel, safety and
security of the staffs and guest arrangements include crowd management facility , present of the
first aid , good and healthy catering services(Bangor, Brandt and Reynolds., 2016).
Creating an emergency plan it is important for the hotel to plan for any situation which will require
urgent action, this is anything from a fore to a stage collapsing or a terrorist incident(Bader-Natal
and et.al., 2019).
CONCLUSION
Above report provide a information, guidelines and brief knowledge related to the managing
conference and event, briefly discussed about the event management and the conference
management, briefly discussed about the different event categories including private and corporate
event. On the basis of the above report it has been concluded that the information relevant to the
design an event layout to correctly set up a conference and event room, detailed information of the
additional services of the Rosewood hotel while conducting the event, different management role in
the event industry, review of the management skills and attributes needed to work in the event
industry and meet the stake holders expectation and explanation of the appropriate measures to
provide safe and secure environment to the event staffs and guest.

REFRENCES
Books and journal
Bader-Natal, A and et.al., 2019. Apparatus, user interface, and method for authoring and managing
lesson plans and course design for virtual conference learning environments. U.S. Patent
Application 15/709,364.
Bangor, A., Brandt, J. and Reynolds, D.F., 2016. Methods and apparatus to manage conference call
activity with internet protocol (IP) networks. U.S. Patent 9,325,749.
Ezumah, B., 2016. Bottom-Up Approach: Student Perspectives on Effective Teaching and
Managing Classes with International Students.
Foley, D.M., Pearson, A. and Entrekin, D., 2019. Collaboration system including a spatial event
map. U.S. Patent 10,304,037.
Hoeve, M and et.al., 2019. Managing OT cyber security risks using BowTies and Risk &
Opportunity Based Asset Management at Dutch DSO Enexis.
Hu, W.C and et.al., 2016, December. Reactive Programming Collaborative Agents for Self-
Managing Software Teams. In 2016 International Computer Symposium (ICS) (pp. 589-
594). IEEE.
Kleiner, P and et.al, 2019. Method and device for managing a conference. U.S. Patent 10,389,768.
Kleiner, P. and Klug, K, 2019. Method and Device for Managing a Conference. U.S. Patent
Application 16/452,795.
Kramar, R. and Maley, J., 2016. Managing Global Performance Management in Turbulent Times: A
Sustainable HRM Approach. In BAM 2016: British Academy of Management Conference.
British Academy of Management.
Kripalani, A., Tripathi, A. and Tanesheri, N.S., Microsoft Technology Licensing LLC, 2015.
Techniques to remotely manage a multimedia conference event. U.S. Patent 9,201,527.
Lawson, J., Wolthuis, J. and Cooke, E., Twilio Inc, 2015. Telephony web event system and method.
U.S. Patent 8,964,726.
Moreno, N and et.al., 2018, June. Managing uncertain complex events in web of things applications.
In International Conference on Web Engineering (pp. 349-357). Springer, Cham.
Poveda, A. and Marth, C., 2017. Managing relapsed ovarian cancer in a rapidly evolving landscape.
Future Oncology. 13(23). p.1.
Schoellhammer, S. and Gibb, S., 2017, November. Enabling rather than managing innovation. In
RENT XXXI: Relevance in Entrepreneurship Research.
Suman, H. and Anand, A., 2018. Conference Review: National Marketing Conference 2018 on
Managing Customer’s Experience across Contemporary and Diverse Touchpoints. FIIB
Business Review. 7(4). pp.277-279.
Wurth, B., Howick, S. and MacKenzie, N., 2017, November. Fostering collaborations by managing
different proximity dimensions: a hybrid system dynamics/agent-based model for
academic entrepreneurship in innovation ecosystems. In Technology Transfer Society
Conference.
Online
Meeting Rooms. 2019. [Online]. Available through <
http://www.ajaxhotel.com/wp-content/uploads/2017/03/layouts-conferences.pdf>

Selection of Conference Room Layouts. 2019. [Online]. Available through <
https://www.midlandsparkhotel.com/conference-layout.html>