Conference and Event Management: A Report on The Ritz London

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Conference and Event Management
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Lecture’s Name

Conference and Event Management.
Table of Contents
Introduction......................................................................................................................................3
Learning Outcome 1: Investigate the different categories and dimensions of event within the
event sector......................................................................................................................................4
P1 Examination of different categories and dimensions of events with examples......................4
P2 Discussion about the features and current trends influencing the events sector....................4
M1 Analysis of current event trends to explain the adaptation to stay innovative in different
categories of events......................................................................................................................5
D1 The development of the event sector within different categories of events..........................5
Learning Outcome 2: Examination of considerations for conference and event room set-ups as
per professional standards................................................................................................................6
P3 An event layout to correctly set up a conference or event room to meet specific client brief
requirement..................................................................................................................................6
P4 examination of additional services available within a conference or event environment to
meet specific client requirements for added value......................................................................7
M2 Evaluation of design quality and layout in meeting client expectations and needs..............7
D2 justification of choices made for the design and layout to set up a conference or event
correctly as per the client expectations and needs.......................................................................7
LO3: Exploration of the management skills required for working successfully within the events
environment.....................................................................................................................................9
P5 Different roles of managers..................................................................................................10
P6Managerial skills and attributes.............................................................................................11
M3 Evaluation of results of the management skills on creating successful events...................12
D3 Critical evaluation of the managerial skills in terms of the event industry requirement.....13
LO4Explain the measures required to manage a secure and safe events environment for staff and
guests.............................................................................................................................................14
P7 Explanation of the appropriate measures requires for providing a secure and safe
environment...............................................................................................................................14
M4 Comparison of the security and safety provision................................................................14
D4 Recommendations................................................................................................................14
Conclusion.....................................................................................................................................15
References......................................................................................................................................16
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Conference and Event Management.
Introduction
Conference and Event Management are playing an important role in the tourism industry of UK.
The newly appointed Conference and Event Manager of The Ritz London has evaluated a wide
range analysis to identify different aspects of Conference and Event Management. This report
will investigate different categories and dimensions of event within the hotel. In addition, The
Ritz London is an ultimate venue for wedding events, private dining, marriage proposals and
business meetings. This report aims to discuss the features and current trends that influence the
event sector including an adaptation of business environment through innovation. On the basis of
professional standards, this report will examine the considerations for conference and event room
setups. This business report also aims to explore the management skills for successfully organize
events environment. Moreover, this business report will suggest effective measurement
techniques by which The Ritz London can manage a safe and secure events environment not
only for staffs but also for the guests (Emori, 2014).
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Conference and Event Management.
Learning Outcome 1: Investigate the different categories and dimensions of event within
the event sector
P1 Examination of different categories and dimensions of events with examples
People are enjoying events for different purposes, for example, wedding, conferences and
charitable auctions. Along with that, The Ritz London offers a wide range of options for
arranging events based on the requirements of the guests. The purposes of different events
include individual budget and decoration to increase the attractiveness of the event. Wedding
event is one of the big events that include different dimensions, for example, drinks,
accommodation, food, sitting arrangement for guest (Jones, 2017). Wedding events can be
considered as private event arranged by an individual. Just like wedding, birthday parties and
festival gatherings are also part of private events. The Ritz London offers reliable space for these
types of private events. On the other hand, corporate events include different requirements and
dimensions, for example, business dinners, conferences, seminars, meetings, product launch and
networking events. In this manner, the corporate events include beverages and adequate sitting
arrangement within a single room. However, The Ritz London offers deluxe rooms with
adequate facilities for the corporate events. Apart from that, charity/fundraising is another types
of event which mainly arranged by spongers regarding social development. Charity events
mainly involve minimum accommodation and food services because they have big intention to
raise funds for social development.
P2 Discussion about the features and current trends influencing the events sector
In the event management system, the management has to offer trending and exciting features to
increase the level of customer satisfaction. In the event of private parties, for example, wedding,
birthday and wedding reception, the event management must focus on ‘theme wedding concept’
as current trend (Mair and Whitford, 2013). In other words, the events sector must offer a
destination wedding instead of normal event for successful implication of new business
environment. With the help of this trend, the event sectors can increase the level of customer
satisfaction. On the other hand, events sector needs to focus on advanced technology to satisfy its
corporate people. In other words, free high speed internet and projector are trending features that
must be offered by events sector to satisfy corporate people. The events sector needs to follow
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Conference and Event Management.
current trend as free WI-Fi facility as an innovative approach for attracting the corporate people.
Moreover, business meetings, seminars and conferences are typical examples of corporate events
where the contribution of free internet cannot be negligible. In order to increase the level of guest
satisfaction, the events sector should apply innovative business environment. Aside from that,
charity related events are another important segment which requires adequate features and
trending innovation to improve guest’s experience, for example, wireless microphones (Capell,
2013).
M1 Analysis of current event trends to explain the adaptation to stay innovative in
different categories of events
Current trend of private events are destination or theme wedding to make more precious memory
of any festive occasion. The clients always prefer separate and unique style for celebrating
private events (Masterman, 2014). Besides that, current trends of corporate events are interactive
accommodation with artificial lighting, projector and sound system to enhance the value of
conference or meetings. Lastly, current trend of charity event includes financial consideration
from the hotel authority because they are working for social growth and development. Corporate
social responsibility includes certain liabilities for society that must be obtained by the hotel and
event sectors.
D1 The development of the event sector within different categories of events
As early mentioned, three major categories are identified in the events for example, private
events, corporate events and charity/fundraising event.
Private events Corporate events Charity/Fundraising
events
Wedding Meetings Society balls
Birthday Conference Sports event
Festival gathering Seminars Charitable auctions
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Conference and Event Management.
Learning Outcome 2: Examination of considerations for conference and event room set-ups
as per professional standards
P3 An event layout to correctly set up a conference or event room to meet specific client
brief requirement
In order to meet specific client brief requirement, the event management of The Ritz London
needs to focus on the basic needs of the customers (Novikova and Kotenko, 2013). In this
manner, the layout of an effective conference or event room must include following elements:
 Consideration of client’s needs
 Selection of table configuration
 Selection of right room
 Lighting adjustment
 Selection of right screen
 Provide amenities
 Keep the design consistent
According to above mentioned design layout, the event management of The Ritz London must
consider the requirements of the clients for offering the best conference or event room to achieve
client satisfaction, for example, number of chairs and table, water bottles and food arrangements
(Ożadowicz and Grela, 2016). In this manner, table selection is another important part of an
effective layout of event or conference room that can increase the value of meeting or seminar.
In addition, round table or rectangular shaped table both have individual advantages and
disadvantages which completely depends on the numbers of heads involved in the meeting or
conference. Similarly, size of the conference or event room is another part of layout design that
depends on the invited guest’s quantity. Light is the most important issue that should be
considered by The Ritz London to design a perfect layout of conference or event room. In
summary, the management of The Ritz London needs to focus on the specific needs and
requirements of the clients in order to meet their expectations regarding a conference or event
room (Mallen and Adams, 2013).
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Conference and Event Management.
P4 examination of additional services available within a conference or event environment
to meet specific client requirements for added value
The event management of The Ritz London needs to offer few additional services within a
conference or event environment in order to meet the requirements of the clients for adding
value. In this manner, additional services like free internet and wireless communication system
(microphones and speakers) can increase the level of customer satisfaction (Feldman et al. 2013).
In the most cases, the corporate people requires connectivity tool to communicate with each from
a certain distance. Normal communication can be replaced with Bluetooth enabled microphones
and speakers offered by The Ritz London as additional services within a conference or event
environment to meet communication related requirements of the clients. Moreover, The Ritz
London can increase the level of client satisfaction by introducing invocative facilities like free
internet and wireless communication system within a conference or event environment.
M2 Evaluation of design quality and layout in meeting client expectations and needs
Quality of design and layout includes core competencies of an event sector. Besides that, the
event management of The Ritz London needs to focus on the consistency of meeting room’s
design and layout in order to meet the expectations and needs of the clients. Similarly, the event
management must consult with the client regarding the approval of design and layout of
conference or event room to meet the expectations and needs. However, it is responsibility of the
event management to provide high quality products and services to the clients in order to
increase the level of customer satisfaction and expectation (Hernández-Mogollón et al. 2014). On
the other hand, the client’s expectation must be followed by the decoration and technical team
appointed by the event sector. In addition to that, the quality of additional services must be
supreme in order to meet the needs and expectations of the clients, for example, High Definition
(HD) Picture quality (Projector), High Speed Internet (100MBps) and HD stereo sound
(Speakers and Microphones).
D2 justification of choices made for the design and layout to set up a conference or event
correctly as per the client expectations and needs
As per client’s expectations and needs, the events sector should provide free internet services
along with HD projector and wireless sound system. Moreover, corporate people requires a
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Conference and Event Management.
digital screen to present business proposals and other information along with other members of
the meeting (Masterman, 2014).
Additional service Required equipment Impact on client’s
expectation
Free Internet Broadband connection and
Router
High speed data transfer
process
HD video Projector and giant screen Smart visualization of projects
Wireless sound system Bluetooth speakers and
microphones
Uninterrupted connectivity
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Conference and Event Management.
LO3: Exploration of the management skills required for working successfully within the
events environment
The event industry needs different managerial skills to grow and improve. An event manager has
different roles to perform. The roles are subject to observe, maintain and control the whole
scenario and plan. In an event there are many aspects that has to be performed perfectly because
the event is always revolves around someone’s reputation. If something goes wrong then the
reputation of an individual or a company would get into ruins. The manager has to give a very
close look on to the things regarding the event (Hew-Butler et al. 2015)
P5 Different roles of managers
The managers have different role to handle in the event. The managers have to be a great leader
as well as a man who knows not just his job but every employee’s job well. The managers have
to perform the different role with sheer perfection to organize and maintain a certain event. The
event managers of Ritz hotel are very much skillful to manage these aspects very well (Thomas
and Thomas, 2013).
Decoration
The managers have to look closely to the decorations of the certain event. The flowers, the color
of the curtains, the theme of the event, the stage and the buffet’s location in the room or outside
the hotel etc have to be skillfully maintained by the event managers. The managers have to
analyze the guest list and have to be concerned about their preferences. The preferences are also
affect the decoration of the event (Yuan, 2013). The event decoration should be preferred by all
the guests of the Ritz hotel. In the weddings the bride are groom are the main centre of attraction.
The decorations are also revolves around them and also some traditional decorations are also
added on that the sense of merriment should be present in the decoration. The decoration of the
charity events the decoration of the event is less grandeur than wedding. The main focus is the
cause of the charity and the decoration of it revolves around that aspect. The corporate events are
very much sober and classy. The event is not at all very much grandeur or not all very dull like
the previous one.
Foods and beverages
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Conference and Event Management.
The foods and beverages of the event is a very important aspect of an event. The lack of quality
of foods can destroy any event. In the weddings the people actually expect to have quality and
variety of food. The food should be up to the mark regarding taste and also the food should be
large in quantity. On the other hand the food in the charity functions should just be good in taste
and not have to be provided in larger amount (Lawson et al. 2015). In the maximum cases
vegetarian foods are served in the charity events. In the corporate events the taste and the service
of the food is very much important. Here everybody consumes a certain amount of foods.
Various types of liquors and wines are given to the guests of the corporate employees and also
employers.
Accommodation
The manager has to ensure a good accommodation to the guests and all of their demands. The
demands of the guests are very important regarding the accommodation. The guests of the
wedding events always demands accommodations with many services in the rooms in terms of
their comfort and experience. The accommodation of the charity events do not have to provide
many services like the wedding (Sharples et al. 2014). The corporate event needs luxurious
rooms with business class services.
Job opportunities
These sections also provide many job opportunities. These managerial aspects also need a vast
amount of workers to perform it perfectly within given time. The job opportunities are given
below
Decoration
 Decorator
 Sound engineers
 Designers
Foods and beverages
 Chefs
 Waiters
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Conference and Event Management.
 Bartenders
Accommodation
 Cleaning staffs
 Room service
 Laundry men
P6Managerial skills and attributes
The managers of the event management or event industry need various skills to make his work a
perfect one. The managerial work is always based on some certain theories and attributes that
can improve the skills of the managers (Celik and Çetinkaya, 2013). The managers of the event
industry have to be very sharp and quick in his work because if he fails to deliver anything then
the organizer’s reputation can suffer. To give the organizers an efficient workforce the managers
have to acquire some of the skills. To satisfy the stakeholders the managers have to implement
certain skills because the stakeholders are the backbone of a certain industry.
Stakeholder’s satisfaction skills
The managers have to give assurance of comfort to the stakeholders. The stakeholder’s
investment should be secured by the event managers (Jones et al. 2015). The safety and security
of their money should be given by the managers. The managers should provide quality of
services and good customer feedback to the stakeholders. In the Ritz London the managers are
very much resourceful and they don’t give a chance to complain. The stakeholder’s are very
much happy with the work of the event managers in the hotel.
Personal attributes
The managers have to provide guest satisfaction. The guest should be provided with quality of
foods and services. The decorations and other aspects of the event should provide authenticity
and quality that the guests should find familiarity with the event. In the Ritz London the guests
find satisfaction as well as comfort and familiarity in the events (Genc et al. 2014).
The leadership qualities are the most important quality of the managers. The managers should
encourage and motivate the workers to work in their full potentiality. The managers should give
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Conference and Event Management.
incentives, rewards for the performance of the workers. In Ritz London the leadership quality of
the event managers has made the event management workers one of the most efficient workers in
the entire London.
M3 Evaluation of results of the management skills on creating successful events
The management has to be more precise and perfect in their work. In Ritz London the
managerial skills are very much important for performing three types of events that are
organized. Ritz London has a reputation of giving the best service to the guests in terms of the
events and its management. The three types of events are organized in the Ritz London they are
discussed below
Marriage
The managers have to show their leadership skills to constantly motivate and direct them to have
a perfect wedding. The wedding planners all the plans are closely observed by the event
managers. Event managers have to give assurance of giving a planned wedding that even the
stakeholders’ expectation can meet (Kubler et al. 2017).
Corporate
The managers have to show their designing skills and architecture aspects in the corporate
events. The stakeholders are very much concerned about the quality of technical services
provided in the event and that should also be skillfully provide4d by the managers.
Charity
The charity events are very much concerned about the motive of charity. The stakeholders expect
their managers to perform a good and successful event that can attract as many people. In the
Ritz London the attendance of the charity events is vast so it can be said that the stakeholders
don’t have to think about the event in the hotel because of the resourcefulness of the managers.
D3 Critical evaluation of the managerial skills in terms of the event industry requirement
Skills Impact on event industry Recommendation
Leadership skills Workers provide better The skills should be developed
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