1

Case Study Report

Name

Institution

Course Name or Course Number

Name of Instructor

Date of Submission
CASE STUDY REPORT 2

Case Study Report

Introduction

The case for this study considers Kuala Lumpur as a tourist destination in Malaysia.

Tourists prefer the destination because of its aesthetic sceneries and hotels that attract people

from all over the world. Moreover, it I worth noting that Kuala Lumpur has venues that are

suitable to the spatial, operational, and spatial requirements that were considered in the first

assignment when it comes to deciding on the excellent venues that match any event. The

organization of an event venue needs one to prepare in terms of the number of delegates, catering

social activities involved in every event, parking, accessibility, audio visual requirements, travel

needs, and the structure of the event. Event operation is a critical element of an organization's

management. Organizations hold events regularly to enable companies to keep in touch with

external agents, customers, and stakeholders who work closely with the company. Therefore, it is

imperative to assess the options that would be crucial in a business's event planning operations

while underscoring the events of numerous degrees.

The famous and iconic attractions in Kuala Lumpur have depicted the city as a tourist

destination of choice from the colossal standing image of Buddha outside the Batu Caves to the

unmistakable outline of the Petronas Twin Towers. Nonetheless, the Kuala Lumpur destinations

entail a lot more than those who wish to look further into the fascinating city-from the Petrosains

Art Gallery in Suria KLCC and the indoor Aquaria KLCC oceanarium, to the famous Sultan

Abdul Samad Building in the city’s colonial quarter and the colourful Petaling Street market in

Chinatown Kuala Lumpur. The city has so much greenery, with Lake Gardens home to famous

bird and the deeper parks one can visit freely, or an individual can proceed to the i-City Shah
CASE STUDY REPORT 3

Alam for appealing photoshoots of Kuala Lumpur’s nightly colorful LED attractions display.

Kuala Lumpur is the capital city of Malaysia, and it is a must-visit tourist destination.

Methodology

Kuala Lumpur is a gorgeous and eclectic tourist hub endowed with class and culture, a

real Southeast Asian gem. It is one of the major business centers in Malaysia, and bring tourists

together with the locals. The city is a darling for most business tourists and event managers for

many reasons. For example, it offers numerous ideal venues equipped with excellent relaxing

environments and with excellent social and respectful locals and workers in the destination

establishments that offer such services to clients. People love Kuala Lumpur because it is an

exotic and modern city with most of innovative technologies and social amenities that business

people would love. Most tourists visit Kuala Lumpur because they pushed by its pulsating

nightlife, sound education, flourishing economy, pristine beaches, world-class cuisine, fabulous

shopping, and the city’s lifestyle. It is a hidden treasure for most holidaymakers and travelers. It

is endowed with rich natural beauty ad history. The venue selection process started by doing

online search on google about the availability of venues for hosting conferences. During the

search, numerous sites popped up.

Findings

Conference Scenario 1

Scenario Delegates Structure Duration Social International

CASE STUDY REPORT 4

Number Activities event

A 100-150 Small 2 days No No

conference
inclusive of

forums and

workshops

B 500-1300 Opening plenary 3 days Yes No

session.

5-7 concurrent

sessions.

Approximately

50 exhibitors.
C 3,000-4,500 Opening plenary 5 days Yes Yes

session.

Several
CASE STUDY REPORT 5

concurrent

sessions.

Approximately

350 exhibitors.

Gala dinner.

Ceremonies for

awards.

The most suitable venue selected for the first scenario is the Seri Pacific Hotel Kuala

Lumpur in the World Trade Centre Kuala Lumpur which is located 7 min (7.9 km) via Jalan

Damansara and Lebuhraya Sultan Iskandar from the central business district of Kuala Lumpur.

The hotel entails three meeting halls that could hold 300 delegates in total. It also entails a

spacious foyer and other additional segments for private meetings, and such segments could be

used for various purposes during the conference such as registration and any other official

matters. Therefore, the venue will comfortably host the number of the delegates in this scenario.

It is suitable for the critical plenary session. There is a special department for managing

operations concerning events and is liable for the integration and coordination of other functions

essential for managing the event and different related values to the event. The managers have a

difficult task of ensuring that the event is booming, and the relevant people pay the necessary

attention to all functional areas. There should be no room for mistakes when organizing for an

event, as it determines its reputation. It also determines customer's and shareholders' confidence

in the business. For that reason, the relevant people should attend to every tiny detail to the later.

It means having a stipulated budget within which such events should happen systematically. A
CASE STUDY REPORT 6

budget would define milestones that a team would achieve steadily so they may meet the

ultimate objective of the event. Therefore, if the operations team is outsourced, the relevant

office should brief the external team concerning the safety regulations that they should observe

and any other internal operations protocols (Ejaz, Sajid, & Waqas, 2019). Furthermore, they

ought to be flexible and willing to embrace new creative approaches and styles.

The venue is capable of hosting 200 delegates and ten exhibitors and will last for two

days. Therefore, the platform should be spacious enough to host all the anticipated delegates

within a prime location in a city with sufficient transport. The representatives can easily access

the venue. The podium and the workshops should be organized beforehand to facilitate the event.

They need to have pre-arranged and organized spacious square and easy to maintain the event's

beauty and ensure that no issues arise because of unequal space distribution. They should make

sure that the stalls do not take up the whole space, and there is sufficient room for legs for the

delegates to interact freely. The event must have an attached free space that could be used for

buffets and foods. A relaxation space should be sufficiently available for individuals, and space

could be used for other social engagements and meetings. The management should be quick in

guiding people around the venue if the event is a residential initiative (Raj, Walters, & Rashid,

2017). They should take care of the rooms and have adequate air heating and air conditioning

systems. The hotel staff must be expressly informed about people concerning rooms and ask

them to be fast while assisting them. Such events will be managed by an internal operations team

to maximize cutting on outsourcing the operation team. Nevertheless, the managers of the event

will make sure they do not fail the event when it comes to imperative company operations.

Conference Scenario 2
CASE STUDY REPORT 7

The venue chosen for this Scenario is Melia Kuala Lumpur, which is 4 min (3.7 km) via

Jalan Hang Tuah and Jalan Damansara from the Kuala Lumpur CBD. Moreover, the movement

of conference participants will not be an issue since the venue is just four minutes from the CBD.

In terms of flexibility, the Melia Kuala Lumpur is the most suitable venue for this scenario

because of the structure of the halls and rooms. Technologically, Melia hotel has a free Wi-Fi,

AV, and other innovative technologies that will serve about 1300 attendees. Nevertheless, the

facility is equipped to serve nearly 3000 people. Therefore, the venue will comfortably serve the

anticipated nearly 1500 delegates for three days, of the event. It is highly like the smaller forum

as explained below about the fundamental requirements is still the same. The events will be

conducted better because the company will outsource professionals who will assist in the

organization process because the hotel does not have enough workforce to serve the delegates in

the various capacities and needs. The events need a significant floor that would accommodate

many people, possibly a floor that stalls, which the Melia Kuala Lumpur hotel will provide.

There should be more lavatories and attached rooms for interaction, meetings, or even

accommodation if necessary. Given it is a big event, they should maximize options in terms of

beverages and food to meet different people's numerous tastes. They should also keep in mind

the non-vegetarian and vegan options while organizing for the event (Daniels & Wosicki, 2020).

The staff should always be available to assist the attendees. Therefore, the company should pay

much attention while recruiting such people or hiring an external company to take over its

management.

The venue is an excellent choice for this scenario because the event is a medium-sized

conference operation that requires the same as the ones of smaller events concerning the
CASE STUDY REPORT 8

underlying prerequisites such as decoration, napery, tables, and chairs based in the room set up

and plan. Nevertheless, it needs an expanded degree of offerings in other areas.

Conference Scenario 3

Novotel Kuala is the most suitable venue for this scenario, which is located 6 min (5.0

km) from Kuala Lumpur via Jalan Hang Tuah and Jalan Damansara. The venue is famous for

hosting large conferences in the city. Furthermore, all halls and rooms are Wi-Fi connected and

has AV systems installed to provide sufficient support when it comes to congress endeavors. It

also has a multi-functional plenary space with a theatre style capacity of hosting 5,000 delegates.

It is a considerable-sized conference that will run for five days with numerous social networking

activities and sessions organized for each day together with the dinner for closing the gala and

award ceremonies with about 5000 delegates will be planned separately and will need many

volunteers and managers. Such events should be held in a convention center that has a hotel in

the vicinity and or should be a part of a hotel. They need much collaboration in terms of foods,

transport, entertainment, accommodation, and other activities.

The events in such a case should be carefully planned. Numerous sessions cannot be

organized in a single day because individuals seem to lose interest. The sessions need to be

scheduled with much care with beaks between for dinner, lunch, interactions, or other activities.

It is worth noting that every delegate present should have a manual that should be in the form of

a printed timetable and schedules around which one can arrange the day. They should be given

goodies to make them feel welcome and even information on what other activities they may

engage in while attending the event. The managers and volunteers should be reachable with

much ease, and the details of communication should be dispersed at the beginning of the

ceremony. The valet parking and cars need to be at the people's disposal. Reception and comfort
CASE STUDY REPORT 9

should be given utmost attention. Carpets, tables, and chairs should be sourced and cleaned. The

convention center should be confirmed whether it has halls that could accommodate small

interactions and meetings of a small gathering of individuals. The gifts and awards should be

sorted according to the names, and they should print the checklists and distribute them to ensure

that they miss nothing. To make and maintain inventory, they should employ an adept team at

spreadsheets and other software critical in the activity tracking. Event management needs

extreme attention to detail and fast service. The manager should always be on toes all the time

and make sure that everything goes according to plan. Accordingly, they would minimize any

chances of ever making mistakes. The hotel’s staffs have a keen eye to detail and hardworking,

an event would be a success. Such individuals should also retain and understand the regulations

and rules that should be maintained for people's safety during such events. Therefore, they

should understand where every segment of the event is situated and be swift in answering

questions concerning the same (Brunt, Horner, & Semley, 2017).

Conclusion

An individual may say that event management and the operational attempts behind it are

a critical part of an organization's work. The work attracts much criticism, but it requires specific

search details to minimize any chances of criticism. With a good workforce, employee events

could be successful and remain a memory of good things. Such platforms that enable interaction,

creativity, and articulation of ideas in an organization should be encouraged and offered backup.

The event will entail up to eight concurrent sessions daily with more than fifty exhibitors that

need pace with various spatial needs than the smaller conference. The venue's choice is critical

because the venue accessibility plays an integral role in the number of people who will attend,

especially when delegates are self-sponsored. Given it is a big event, they should maximize
CASE STUDY REPORT 10

options in terms of beverages and food to meet different people's numerous tastes. They should

also keep in mind the non-vegetarian and vegan options while organizing for the event as well.

The staff should always be available to assist the attendees. Therefore, the company should pay

much attention while recruiting such people or hiring an external company to take over its

management.

References
CASE STUDY REPORT 11

Brunt, P., Horner, S., & Semley, N. (2017). Research methods in tourism, hospitality and events

management. Sage.

Daniels, M., & Wosicki, C. (2020). Wedding planning and management: Consultancy for

diverse clients. Routledge.

Ejaz, Z., Sajid, U. A., & Waqas, M. Z. (2019). Event planning and management system (Doctoral

dissertation, Department of Computer Science, COMSATS University Islamabad, Lahore

campus).

Raj, R., Walters, P., & Rashid, T. (2017). Events management: principles and practice. Sage.