EVENT PLANNING AND

IMPLEMENTATION

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Table of Contents
Introduction................................................................................................................................3

The different categories and dimensions of the event within the event sector......................4

The considerations for conference and event room set-ups defining the professional
standards required..................................................................................................................6

The management skills required to work within the events environment successfully.........9

The measures required to manage a secure and safe events environment...........................12

Conclusion................................................................................................................................16

References................................................................................................................................17

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Introduction
The system of event management is the strategy, scheduling and development of an event. It
concerns evaluation, description, procurement, attributions, path, regulation, and time
analysis, budgets, personnel, goods, services and other capital to accomplish goals, as is any
other method of management (Tiend, 2019). This includes the role of an event planner is to
supervise and organise all aspects of the operation, including analysis, preparation,
coordination, execution, management and assessment of an event. Event management seeks
to get an unforgettable experience together, facilitate partnerships, contribute to the
distribution pipeline and show success (Rojek, 2014). It includes turning an infinite amount
of plates and working 24 hours a day. This report would discuss the key issues of event
management at Holmes Hotel.

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The different categories and dimensions of the event within the event sector
The interrelationships between particular company goals and event styles have to be linked
by event planners. Trying to find out what sorts of activities are better for meeting the
particular aims of the company may be difficult when too many choices are open (Rojek,
2014). Event categories may be categorised into business, private or charitable organisations.
Company and consumer activities concentrate on corporate companies, while private events
are more leisure-oriented and charitable. The best events are aligned with clear and
measurable targets. That makes sense because of each person's expenses and the amount of
preparation.

 Private Events

Individuals who can book places such as private parties, receptions for marriage, the party of
Birthday and meetings of the group, friends and colleagues. Due to activities like wedding
receptions, the private events market is not diversified (Skinner and Rukavina, 2004). Private
function rooms are usually reserved for wedding guests because hosts prefer privacy for their
activities and, unlike most organisations, can afford a private venue.

Individuals who wish those people to appear at the location use private activities. A guest list
would be given private events to ensure that the location is not available to the public. A
significant number of private sector companies engaged in the industry of event management
(Tiend, 2019). Clients searching for an acceptable location for their event should do this for
themselves or ask an organisation for more time-consuming prices, which will minimise their
effort and will profit them from them.

 Corporate Events

Company activities support brands and products including, Activities for team building,
corporate dinners, workshops, trade shows, workshops, marketing campaigns, and workshops
are used by companies.

Because of industry activities, the corporate case markets are not a dynamic case. Corporate
and corporate practices enhance the commercial interests of individuals and corporations
marketing a good or a corporation by spreading its Name significance to other entities and by
improving the moral of companies and business processes, to improve profits and revenue

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(Skinner and Rukavina, 2004). An organisation uses corporate practices to help create
professional interactions between employees to improve contact between employees.

Corporate functions can be utilised by companies of any scale to attract and retain trust with
current partners and consumers and create a new venture, and create a company or brand
name. It can also be used to draw vendors and consumers efficiently (Skinner and Rukavina,
2004). They can also be utilised efficiently to generate employee peak performance and build
companionship and teamwork between employees. The bar has been drastically enhanced and
the market for an original idea that allows a company to boost consumer visibility is fierce,
along with the buzz of business and media.

 Charitable Events

Charitable activities are used by people to donate funds from activities like corporate balls,
sporting events and charitable auctions to a charitable group of their choosing (Gupta and
Jain, 2011). Some charitable events may invite sponsors to take part in an event to collect
money for a charity that involves these events.

Since everyone can go to a charity event, donate or even run a charitable function, the
charitable sector is a very diverse field (Rojek, 2014). Facilitating the community that funds
the local business through the collection of a valuable local charitable effort will allow the
community to generate a lot of credibilities, which can boost the enterprise in the long term
through their connections and the partnership that they have established as part of a charity
collecting funds.

Sponsoring is a donation between a non-profit organisation and a corporation. The company

invests money on charitable expenses and the charity event offers low-cost media publicity
and marketing for the sector (Gupta and Jain, 2011). A success rate of charity funding
depends significantly on the incentives that prospective corporate partners may deliver.

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The considerations for conference and event room set-ups defining the
professional standards required
The layout of the space will have a tremendous effect on attendance and learning in an event.
One should figure out which seating configurations are suitable for different activities and
how to merge them with unusual configurations to boost the dedication to meetings
(Appleby, 2007).

One of the toughest parts to fit the attendances that everyone wants in a position in the most
entertaining manner when organising an event or conference (Rojek, 2014). Traditional
configurations will and can always optimise space, but if they want to play, modern and less
known formats can be used to mix stuff.

It is important to select the best layout as it will affect the experience of all guests of the case.
The architecture either allows or avoids this, regardless of whether they seek to foster better
learning, stimulate network opportunities, provide a positive success environment or facilitate
an appropriate engagement between brainstorming and team building (Appleby, 2007).

Three most common layouts used in Holmes Hotel are discussed below.

 Cabaret Layout

Figure 1: Cabaret Layout (Rojek, 2014).

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This layout is most commonly used for charity events in the Holmes Hotel. The guests sit
around the tables using round banqueting tables (Appleby, 2007). Half tables are often used
rather than rounds. The tables are staggered around a stage or showroom. In a meeting, the
seats at the top of the table should be withdrawn to discourage people from turning back and
seats at the front (Kumari, 2013). The drawback is that the planners waste roughly 60% of the
table while nobody sits on the other side. This configuration is especially helpful in activities
that have meals and presentations that involve group work.

 Banquet Layout

Figure 2: Banquet Layout (Kumari, 2013).

This layout is very common for the personal events in Holmes Hotels. This type of room
arrangement is useful for dinner-based activities or for activities where guests do not have to
concentrate on a centrepiece in the room and can allow better positioning of the tables
(Damm, 2012). They may use more room to accommodate people since tables are used to
provide optimum space. While it is ideal for networking at the table, it makes it impossible to
connect with other tables and can silo members into groups and cliques, which can also be
one of its biggest advantages if they want to get to know others.

 Boardroom Layout

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 Figure 3: Boardroom Layout (Damm, 2012).

This layout is used for most of the corporate events in the Holmes Hotel. Tables are rotated to
create a square or rectangle, both seating at the middle tables for conversation and
communication. The boardroom configuration may be hollow at the centre with greater
numbers or relying on the room (Kumari, 2013). This layout is famous for brief breakout
sessions and meetings and encourages engagement, brainstorms and debate. There will be a
lot of rooms, which may have a reverse impact if there are so many people, making it hard for
delegates to communicate.

While planning an event, the event planners of the Holmes Hotel must ensure that the
following considerations are met precisely to achieve the loyalty of the consumers and to
provide them with a professional service.

The number of participants: The numbers of the participants will greatly affect the final
layout selected. Some solutions might just not fit with the number of people (or intention of
attendance), so the event managers would like to make sure everybody has a seat and is
housed in the room (Damm, 2012). A concept cannot be achieved if it is too close, with poor
visibility, no access to wheelchairs and too close or too remote from the speaker. In terms of
seating arrangements, smaller numbers can frequently provide additional flexibility.

Space availability: The space measurements also decide whether or not a particular
arrangement can be made. The venue is also guided and ideally often planned to have plans

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and resources for multiple environments. However, it was understood that the figures issued
by venues were inaccurate and are more focused on good intentions than on experience.

Activities: They will need to consider space and layout available if they have planned
activities anywhere during their event (Kumari, 2013). They must make sure speakers are
informed and can therefore also prepare themselves because changing the design of the room
is not an easy task and should normally be avoided within their event time unless they have
time, personnel and storage spaces at their disposal to ensure that the change-over does not
interfere (Damm, 2012). For example, it is not ideal to move participants or to incorporate a
chair-free Team Building Space, if they have the theatre style or auditorium layout.

Health Safety Protocols

Amidst the outbreak of the COVID 19 pandemic, everyone tries their best to ensure an event
having the maximum health security maintenance. The key is to stick to the safety and health
protocols to make sure the configuration of the room is secure and space can be easily
evacuated in an emergency (Kumari, 2013). To guarantee that the arrangement does not
obstruct walking, leaving, secret doors, assembling locations, or emergency assembly points,
the event managers must contact the facility for capacity limits, emergency escape routes and
other special considerations (Holmes Hotel, 2020). Some sites can also have unique
requirements such as a limited potential for high-level systems or forgery, so they have to
remember this.

The management skills required to work within the events environment

successfully
Event management industry requires different types of human resources. Their roles may
shift with the advancements of modern technologies and the emergence of modern trends
(Damm, 2012). Different roles in event management are discussed below.

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 Figure 4: Different Roles in Event Management (Holmes Hotel, 2020).

Social media coordinators: Any business, but perhaps the events market has been affected
as much by social media. Social media coordinators encourage social media activities to
attract people and to introduce themselves to the event and the site (Friedmann, 2013). They
will create exclusive hashtags, render live streams, and create digital advertisements and
more. To make the event a success, social media coordinators are necessary. And it allows
everyone more opportunities to communicate with technologies as far as event planning is
concerned.

Donor Coordinators: Many nongovernmental organisations depend on generous donors to

maintain their operations. Via lunches, dinners, and additional fundraiser activities donor
coordinators help solicit these donations. This is an enjoyable way to foster contributions and
reward former donors (Friedmann, 2013). These practitioners also tend to the needs of
significant and well-established business people and community leaders. They are perfectly
used to these visitors.

Venue Coordinator: Event space or site planners are their space specialists. They know how
the architecture, logistics and the setting can work with multiple activities regardless of where
the stadium, concert hall or ballroom is (Holmes Hotel, 2020). Sales and Publicity Managers
for the region also contribute to the introduction of new activities and the promotion of future
exhibits. Often they act as event planners or help the responsible event planner perform the
ideal event.

Wedding Planner: The marriage market is massive. If couples want to make sure that their
big day runs well, they turn to the wedding planners. These industries know the inside and

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inside of any marriage subject, from cakes and clothing to sound systems and marriage
certificates (Harris, 2010). They help their customers make decisions that match their needs
and budgets during the planning process. When the wedding day comes, they help the pair to
apply pressure (Friedmann, 2013). They interfere with questions and choices so that
newlyweds can celebrate their special day.

Event managers: They do everything, from conventions to high-end galas. That is why the
function of powerful multitasking performer suits perfectly for this role. Before the day is
huge, designers pick all food, furniture, staff, presenters and the technology for a great event
and schedule it for them (Getz, 2005). Also, major gatherings, such as trade shows, can be
managed and meeting schedules for thousands can be organised. The planners are the
individual to work on any unexpected shifts or obstructions during the execution of the case.
It is often a short and stressful task, but after a successful event, the feeling of achievement is
precious.

The event management employees need the following skills and expertise to conduct a
successful event in the Holmes Hotel.

Figure 5: Qualities of Event Management Employees (Harris, 2010).

The planners communicate regularly with a wide range of individuals, including C-suite
administrators, supporters, brand sponsors, sellers and, of course, event participants. Strong
people’s skills are important to ensure that everything is running efficiently (Getz, 2005). The
best organisers of events have solid, visual and written communication skills, with faith,

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consistency and reverence. And they are both excellent listeners, who take particular care to
consider the wishes and desires of their consumers, and they are not only good at conveying
their view.

An event planner is a person responsible for ensuring an event, marriage, meeting or festival
and is responsible for preparing and completing all of the event targets originally set. They
are accountable for a checklist of items, such as services being ready and the presenter
schedule being booked for larger items, such as ensuring the event meets safety and health
issues or environmental problems.

An event planner also operates on behalf of a brand and is the main person to ensure that an
event is executed correctly, where the person that chooses to perform an event is also an
event coordinator. An event coordinator can have to find holes in the demand for activities,
study parallel activities, schedule new events and run an event calendar all year round, while
many of these elements were accomplished already before an event planner is added. Event
organisers may work for the brand or in-house in a professional event organising business
(Harris, 2010). An event coordinator may recruit or have event managers who contribute to
the success of an event.

Event coordinators are responsible for ensuring that an event is run efficiently and can take
responsibility for one of a variety of facets of the event preparation process (Getz, 2005). For
example, some event coordinators are committed or may take on larger duties such as design
and style, such as registration, speaker connection, etc.

They just do enjoy what they do for all the pressures of their career. A true passion to the
work helps resolve bumps and stay calm when everything seems lost. It contributes also to
imaginative explosions and the motivation to make something amazing rather than simply try
to get through the day. Times can be learnt, but zeal cannot be told and they will need it to
excel. Stuff like time management. To be an event planner at times can be an unfortunate job;
for them, it has to be more than just a daily paycheck.

The measures required to manage a secure and safe events environment

Holmes Hotel must identify any risks connected to the events they usually plan. They should
consider the multiple partners and their role in the organisation, running and engaging in the
event to recognise these threats (Getz, 2005). In addition to human threats, technical,
geological and environmental threats should also be noted.

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 Figure 6: Key Issues of Event Safety (Harris, 2010).

To measure the possible effects of a threat, Holmes Hotel should use a risk management
matrix to calculate a risk level. They must prioritise the most critical risks after they have
done this. They have to create realistic options, beginning with a high risk, with the assistance
of the event team (Allen, 2013). This may encompass threat removal, repair, engineering,
administrative and safety equipment use. In specific, they can look for rational and realistic
solutions.
In an uncommon setting, event experts excel which requires both careful preparation and the
ability to respond to change at a hat. Sometimes the best preparations can be interrupted by
unexpected extreme weather, for outdoor activities in particular (Goyal, 2010). Two of the
most prevalent weather hazards are high wind and lightning, which generate safety concerns
in activities (Camenson, 2003). In the brigade for severe weather situations, temporary
facilities such as exterior stages and necessary rigging for AV devices are normally on the
brigade. When not sufficiently protected, they become a frightening threat to everyone in the
region in size and weight. The influence on the safety of the event staff, contractors and
guests are immense – financially, but most importantly (Harichandan and Musgrave, 2010).

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When planning a safe case, Holmes Hotel needs to choose the best supplies so that they know
the tools, but also the configuration. Here, too, there is outstanding connectivity. They must
not leave everything to chance.

New technology not only exploits its amusement appeal but also aims to organise a healthy
case. With app crowd trackers, Holmes Hotel can detect places that overload to disperse the
crowd or guide further security forces to that area (Camenson, 2003). The monitoring of
logistics helps ensure that participants are transported securely from and to their events. They
must attempt using data to ensure that the attendants do not wait too long for their trip to
come and prompt the delivery of additional facilities.

Heat mapping for foot traffic control is another technology which has tremendous potential to
enhance and maintain protection for events. This is beneficial, for example, to avoid
overcrowding of escalators. However, it is also an excellent way to open new roads – be they
doors or to adjust the traffic (Harichandan and Musgrave, 2010). They can adjust the
escalator flow easily to relieve bottlenecks to make it safer to convenient for attendees to get
to the exit.

In case of a fire or some other circumstances, any event protection plan requires an
evacuation plan to be evacuated. Holmes Hotel should intend to educate employees about
what to do in the event of an emergency decide who will take action, warn them about an
emergency (e.g., radio, cell phones, and coded messages) and alert officials and emergency
responders about the incident. As part of their protection manual, Holmes Hotel will still
require an emergency plan. Emergency Providers should discuss the action strategy, have a
copy and all should be well-documented (Harichandan and Musgrave, 2010). For starters, the
number of visitors and employees and their names, as well as contact information should be
known to them if possible. A first assistance package (or several) must also be on hand for
lesser emergencies.

The event protection strategy should provide information of how to ensure the food does not
fall into the temperature threat zone (40-60°C) the may endanger guests' protection if Holmes
Hotel’s chefs and caterers are preparing in the new kitchen or carrying food of site (Allen,
2013). They may also like to realise that in a hygienic climate, but also a climate-safe for the
workers, food is served safe. It is necessary to ensure incredibly high levels of hygiene along
with creating a healthy working atmosphere (Goyal, 2010). Service surfaces and all kitchen
utensils need to be sterile when working together with food and precautions must be taken to

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prevent cross-contamination. It is necessary for all workers also to frequently wash and
sterilise their hands to prevent any cross-contamination when they work with food and
utensils and possible customers.

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Conclusion
The event is always intended to create connections. Event management requires not just the
collection of lines or the correct supplier of interactive infrastructure, but also the scheduling
of contacts. Many different names go through the event preparation process. Some project
managers are known as administrative assistants, others are known as event coordinators,
some as event technologists. People can arrange an event. Either internal or external,
regardless of size, human or interactive, the activities must all be organised.

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References
Allen, J., 2013. The Business Of Event Planning. Hoboken, N.J.: Wiley.

Appleby, P., 2007. Organising A Conference. Oxford [England]: How To Books.

Camenson, B., 2003. Opportunities In Event Planning Careers. Chicago: VGM Career

Books.

Damm, S., 2012. Event Management. Hamburg: Diplomica Verlag.

Friedmann, S., 2013. Meeting & Event Planning For Dummies. Hoboken, N.J.: John Wiley &
Sons.

Getz, D., 2005. Event Management & Event Tourism. New York: Cognizant Communication
Corporation.

Goyal, S., 2010. Event Management. New Delhi: Adhyayan Publishers & Distributors.

Gupta, A. and Jain, R., 2011. Managing Event Information. [San Rafael, Calif.]: Morgan &
Claypool Publishers.

Harichandan, C. and Musgrave, A., 2010. Event Management. Delhi, India: Global Vision
Pub. House.

Harris, G., 2010. The Essential Event Planning Kit. Los Angeles, CA: Americas Group.

Holmes Hotel, 2020. Holmes Hotel in London. [online] Holmes Hotel. Available at:
<https://www.holmeshotel.com/> [Accessed 22 October 2020].

Kumari, P., 2013. Event Management. New Delhi: Anmol Publications.

Rojek, C., 2014. Event Management. London: Routledge.

Skinner, B. and Rukavina, V., 2004. Event Sponsorship. Hoboken, N.J.: Wiley.

Tiend, S., 2019. Professional Event Coordination. Ashland: Society Publishing.

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