MOD006066 Hospitality and Venue Management: Musical Festival Event

This report provides a comprehensive overview of hospitality and venue management for a musical festival event held at Westfield London. It addresses logistical and technical challenges, audience profiling, health and safety risk assessment, financial management including funding and budget sheets, staff training and outsourcing, supplier relationship management (SRM), frameworks for sustainable practices, balancing stakeholder interests, pricing strategies in a changing economic environment due to COVID-19, and evaluation strategies. The report emphasizes the importance of event planning, risk mitigation, financial prudence, and sustainable approaches to ensure the success and safety of the musical festival.

HOSPITALITY AND
VENEUE MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Logistical and technical challenges.............................................................................................3
Audience profiles and target markets..........................................................................................4
Health and safety/ risk assessment...............................................................................................4
Financial management, funding and budget sheets ...................................................................5
Staff training, outsourcing skills and services ............................................................................6
Supplier Relationship Management (SPR) and managing contractors
......................................................................................................................................................6
Frameworks for sustainable practices
......................................................................................................................................................7
Balancing between stakeholders in relation to the event and the venue still being
able to operate
......................................................................................................................................................8
Detail on managing pricing and meeting changing economic environment (C19)
......................................................................................................................................................8
Evaluation strategy.......................................................................................................................9
CONCLUSION................................................................................................................................9
REFERENCES................................................................................................................................1

INTRODUCTION
Hospitality management is the career path that is associated with the hotels and resorts
and also related to providing services to the guests. The professional also manage the teams that
include the staff, housekeeping and sales. Event management is the application of project
management for the creation and development of events on large scale (Li, and Singal, 2019). It
includes the studying of the brand name, evaluating the target audience, defining the concept of
the event and involves planning and coordinating before organizing the event. The report is
based on the Musical Festival event which is to be held at Westfield , London and reflects the
role of the technical challenges, audience profile , health and safety assessment , funding and
budget sheets , training to the staff, supplier relationship (Ziyadin, and et.al, 2019). The report
also highlights the framework for sustainable practices , details regrading the managing and
pricing In order to meet the environmental changes and evaluation strategy.
MAIN BODY
Logistical and technical challenges
Event management is the unique form of tourist attraction which can be in the festival
events organized at local or international level. While organize any event , the event manager
has to consider various areas when organize the event. The manger have to evaluate every area
and consider each factor when organizing the music festival event. Various challenges is faced
by the organizer while organizing the music event festival In London. Many times it happens
when the huge music systems are carried during the transport which can cause damage to the
products and the organizer suffer losses so it is important that all the equipments should be
insured in case of damage occurs (Bukovska, and et.al, 2021). The event management company
has to comply with the obligations of the contract and follow all the rules and regulations of the
contract in order to avoid any conflict which can arise when organizing the event. The event
management company should ensure that all the rules and regulations are complied in order to
run the music festival successfully. Apart from this there are various technical challenges related
to the IT department which be a problem for the company. The lights and design of the venue
attracts large number of people and also enhance the music festival event(Yung, and Khoo-
Lattimore, 2019). The lights and design should be properly managed by the department In case

of any default which can be repaired immediately without any delay. It is necessary for the event
organizer to manage these challenges in order to run the Music festival event successfully.
Audience profiles and target markets
Target market is defined as the identification of the segment of people interested in
attending the event. The success of the event depend upon the marketing strategies used to target
the audience. The common event marketing features are applied while organizing the Music
festival event at London is the Age, gender , location , ethnic background, religious belief. Target
market aims to attract the number of people attending the event. Key audiences are the people
who are influenced by the event (Wang, and Jin, 2019). Market segmentation is based on the
socio-demographic , economic and geographic. The major target audience are the sponsorship,
endorsement and branded products and also the new marketing strategies that is digital and
social media marketing. It has been observed that there has been increase in the number of
attendees for music festival in 34%.
Before conducting the music festival event it is important to target the audience and
decide the type of people attending the event which is based on age , gender and location. If the
event manager target the audience associated with the age , gender, income level will help the
company to identify and plan their strategies in order to run the event successful and also to
attract large number of audience to attend the music festival event (Madray, 2020). Targeting
the right audience will help in planning the themes and strategies in order to attract the large
number of audience.
By determining the correct target market helps the event management company to plan
accordingly and stand as a tuff competition in the market. The event organized should be
according to the preferences of the audience and also to attract large number of people to the
event. In order to execute the event successfully, the company has to target the right audience in
order to attract large number of people.
Health and safety/ risk assessment
Health and safety of the people and audience is the major concern while planning for the
event. The event management company should ensure that laws and safety laws are followed
strictly. The laws include the Health and Safety at work act and Noise at work regulation act
should be followed. The event management company has to take due consideration for how the
audience will access the entry and exit of the venue (Still, and et.al, 2020). When the audience

arrive to the venue proper parking facilities should be there and includes the facilities for
audience cars and individual vehicle, for artists and the staff members. When planning for the
event it should be noted that the high sound volume level can be risk for the audiences attending
the music event. The event organizer and employers consider the health and safety laws and
protect the audience and workers from loud noise and vibrations . The safety measures and
adjustments has to be done for the protection of the audiences and also the staff members present
in the event. It very important to plan the strategies for crowd management in order to prevent
the overcrowding. Risk assessment that includes the emergency plan and fist aid precaution plan
must be there for the crowd surges, injuries and other accidents that can take place at the
Westfield London.. The organizer should comply with the safety provisions due to covid-19
restriction and ensure that mask and sanitization facility should be there. The venue should be
properly sanitized and clean for the health and safety of the audience and also the staff present at
the event. The regulation regarding the social distancing should be followed in order to avoid the
overcrowding at the venue.
Financial management, funding and budget sheets
Festivals are the important part of the culture and its scope has increased over the decades. An
event cannot organize without the presence of financial funds which is very necessary in order to
organize an event. While planning for the event, the company should have sufficient funds. The
organise of the company should discuss the finance required in order to produce and event . The
company should arrange and mange the cost required in each area of the event and the expenses
which will be required in organising the music festival event. The company should first evaluate
its budget in order to host the music festival event which involves the on-site expenses, the cost
of the venue that will be charged , the rent of music system equipments, cost of third party
vendors ,events rental , décor vendor , the cost incurred in entertainment , marketing and
advertisement for the event, salaries given to the staff members and cost that will be incurred in
emergency and first aid. The company has to make plans which helps the company to get the
approximately cost that is required in order to produce successful music festival event. The event
management company uses various tools in order to analyse the target audience and the cost
incurred while researching on it (Gordon, and et.al, 2019). In order to comply with the
regulations introduced during the covid-19 the event management company has to plan more
safety measures for the protection of safety and health of the people present at the event which

also involve extra cost should be considered. The company has to prepare the data regrading the
estimation of the cost incurred when organize the event and calculate the expenses required for
conducting the event.
Staff training, outsourcing skills and services
It is very necessary for the company to be managed and organized while organize the
event whether it is on small scale or large scale. It is very important for the team members and
staff should be properly trained in order to run the events smoothly. If any staff members is new
training should be provided for better understanding. Proper training sessions should be
conducted so that the staff members are aware about their job roles . The staff members should
be properly updated with the various changes taken place in the events business. The staff
members should be involved in the running events in order to identify their capabilities and then
plan training sessions accordingly (Al Sabbagh, 2019). The trainee should be involved in the
events where they are guided by their mentors which helps in gaining practical experience. The
event staff should have full knowledge and should arrive before the event is started. It helps the
staff members to communicate with the manager and contact when any problem arise and work
according to the instructions given by the superiors. Trained staff will enable the organizers to
serve better to the audience and people arriving in the event.
Supplier Relationship Management (SPR) and managing contractors
It refers to the systematic approach that is help for evaluating the vendors which are
necessary for material, goods and services of the organisation. This is consider the contributions
to the successful strategies which are helps to improve the performance. Also, in the events
managements it is important to determine the value of each supplier which are helps to provide
critical business performance. It also includes the process of procurement and its key differences
because it is mostly focus on purchase made by itself (Hind, Disimulacion and Suroto, 2019).
There are some of the goals of supplier managements in orders to improve the process it improve
the productivity of the company because its helps to develops mores connection that are
important for the event management. It is increases ins order to consider buyers and create the
network at the global as well as it is considers as the framework which are need to identify for
the relationship life cycle. This is also related to the commons practice which are help to enable
for buildings the effective communication for the supplier as well as enterprises. It helps to

improve the performances when the supply chains is good it help to develop more networks
which are important for building the effective communication. Further, to manage the contractor
at the good levels is necessary for increasing the productivity and it will help for Westfield
London to increase the customer satisfaction (Fotiadis and Vassiliadis, 2020.). Some of the
factors that are helps for developing or managing the contractor in order to takings better
advantages of the supplier capabilities and reducing the cost. Also, it is help for ensuring about
the continuity of the supply chain that are necessary for decreasing the risk. The responsibility of
the supplier are also increases due to alls the factors and ons other hand, it can be affecting the
visibility for the future prices that are hedge against price volatility.
Frameworks for sustainable practices
Some of the majors frameworks of the sustainable practices are important to follow for
the events managements such as energy efficiency and conservation it is necessary to manage the
resources that will helps to save the energy as well ass it improve the level of using greenhouses
effect. It wills helps to save money and costs because there are difference types of systems used
for the event such ass solar system, generators, investor, nitrogen gas for balloon it is importance
to decreases the use of all the substitutes which red affect the source of energy. The product used
in event managements should be used for the optimum manner so that it will not affect the
environment also it is necessary to use the sustainable practices which are helps for developing
the recycling of the waste products. It can be possible that land filling is one of the major activity
that are done in order to use optimum resources. It also helps to conserve the natural resource
that are important for the future. It is also importance that alls the sustainable activities are helps
to promote waste reduction (Vassiliadis, Skoulas and Gkarane, 2020). Also, food wasting is very
common in the event but due to poverty there are large number of people who are not able do
eats food of one time. So it is important to distribute the food that will waste. There are many
NGOs or groups which are promoting that kind of activity and impact ins the positive manner.
Also another practice is related to the climate friendly product so that it can not harms the
environment as well as local agencies. Also, it is important to promote used local products so
that it will helps to provides employment. The uses of transportations is need to be efficient so
that because burnings of fuel in order of petrol, diesel, gas et are harm the environment that
affect on human body. To promote the activity it is necessary to use of CNG more so that it helps

to decrees the impacts of burnings fossil fuel. It will reducing the use of fuel that help ins nears
future.
Balancing between stakeholders in relation to the event and the venue still being
able to operate
There are different types of stakeholder are played important role in orders to manage the
event such ass government, owner, customer, visitors, labour, supply chain etc. To balance the
stakeholder it is necessary to take the permission from the government related to conducting the
event and if they permitted the next process will be shift to another stage. The another stages is
related manage the team and talk to the owners of venue. So that everyone is played important
role in order to developing the event (Salmas, 2021). Such as owner has the rights to permitted
or helps to manage the event and they are promote the activities which are helps to promote in
the nears future. Further, the team focus on the category of events so that its cans help to
differentiate the culture, art, traditions, sports etc. For the music event it is necessary to promote
or advertise in the good manner so that it helps to promote to the locals people. Also to promote
on the social media this is important to increase the reach of the customer and it helps to create
big list of the customer so that they can help to participate ins the events. However, its is
necessary to take the helps from local people so that it provides them employment and helps to
operate the venue in the good manner. All the stakeholder are connected to each other because its
helps to create the work in the smooth manner. Some of the major pressure are on the supply
chain that are helps to improve all the activities. The transportation cost are need to consider so
that it will connect more people by providing them insurance (Padron and Stone, 2019). All the
stakeholder are helps to develop the food relations with each other so that it helps to decrease the
conflicts. To control potential its is necessary to manage all the work so that its help to avoid
conflicts.
Detail on managing pricing and meeting changing economic environment (C19)
In order to buildings new pricing discipline, capabilities and flexibilities it will help ins
the events management for creating the long-term competitive advantages. Due to covid-19 there
are major impact on the events management because it has been analysed that due to lockdown
there are very less event were conducted and all the event are conducted after the pandemic are

changed for managing the prices because the need of people are change and demand of events
are decrease because its needs highs investment. There were large number of people who haves
lost their job that are relates to event managements. Ins orders to manage the price after lock
downs all the industries are need to be creative so that it can meeting the customer needs. The
needs of the customers are changed and to follow their needs it is necessary to thinking about the
trend that are help to build customer loyalty. Furthers, it is important to adjusting the terms and
condition so that it will be manufacturer for extends the need of the customer (ROMANO,
2020). To use all the work in the sustaining manner so that its helps to develops the knowledge
as well as it helps to use alls the practices that are necessary to recycle the products and helps to
reducing the price. Ons the basis of survey its is necessary to complete the need of the customer
by knowns about this experiences. The expectation are not highs but creative which are helps to
changing the price money. This is also importance to managing price that are related to legal or
ethical ans can nots affects the places or environment act. For the Westfield kind of events it
helps to create good number of crowd that are helps to build the collaboration. Along with this,s
it is helps to creating the flex ins prices so that the customer has the opinions about to choose the
ticket or not. The music event are little bit high in prices because the celebrities charge high
which affects the cost of the product.
Evaluation strategy
Some of strategies which are necessary for evaluating the event such ass smarty goals are
on important stage that are help to achieve the objective. Then it is necessary to building good
strategies that are not followed by the competitors so that it helps to make the event better from
others so that it can attracts large number of customer. Also, the observation are importance to
creating the event at the good levels because it helps to find loopholes ins the events and taking
notes accordingly so that the other team members cans bes work on it. To ask from the guest
about feedbacks regarding event is helpful to improve the strategy also it can be fun activity ins
order to connected with the customer (Maguire, 2021). The another strategy is related to sending
the feedbacks ons the online survey so that the other people review and helps tos improve the
strategies in more connective manner. Social media is one of the important platform that are
helps to build the good image of the evens bys considerings all the aspect. Further, it is
necessary to actives ons the event related to focus on like, comment, share, followers and
mention that are increasings the reach of the event and improve the image.

CONCLUSION
It has been concluded that events management is one of the important part that are helps
for considerings the operation. There are differences types of activities are involved in it buts it is
important to manage the event in order to success the event. The report discussed about event
management plan that are including different types of stages such as logistical and technical
challenge which are including licensing, insurance and contractual. It is also necessary to
identify the profile of target customer and the market which are also includes the activity tats are
related to health and safety of the customer as well as employees. Finance and findings is also
importance stage ins order to consider frameworks regarding sustainable practice, balancing the
stakeholder etc. Moreover, detailing the impacts of C19 on pricing and economic changes.

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