Discussing Famous Facilities of Central London - Dissertation Example

?References Venue Selection Introduction The venue selection process was based mainly on two important factors: The number of expected guests, the nature of the conference, and the duration of time that the conference was expected to last. In this particular case one hundred scholars are to meet in Central London on 8th June, 2011 for an academic conference that would last for one day. Utility, comfort and suitability are the main drivers that guided the selection process of the academic conference venue. Central London is relatively well equipped with conference facilities with hundreds of hotels and guest houses fitted with ample and spacious rooms that can hold thousands of guests in moderate, high and luxurious environments (Getz, 2007). On the average these facilities range from three star, to five star facilities with regards to the kind and class of service provided (Van-der Wagen, 2006). The major distinctions of these facilities are mainly in line with their physical locations in relation to some of Central London’s attractions, airports, train stations, and other facilities that might attract the guests who attend the conference. Specific considerations that were factored in this selection process included the distance from major airports and train stations. This was important since the one-day event relied heavily on punctuality. Central London Famous Facilities Many conference facilities in Central London have suited their conference spaces with the architectural flexibility that allows both small and large conferences. Some of these facilities are complete with break out rooms, state of the art audio visual systems, and lecture theatres. The variations across many of these hotels and guest house are mainly in form of style and incentives. The academic conference was tailored on a cost-effective system that would allow the guests to enjoy quality catering of simple but sumptuous buffets. In this process ten facilities were considered so that the best three facilities were arrived at after competitive bidding. The sampled facilities included The Cinnamon Club, The British Academy, The UK Supreme Court, the Grange Rochester Hotel, the 8 Northumberland, Royal Institute of British Architects, the Number 45 Millbank, the 116 Pallmall- Home of the Institute of Directors, the One Great George Street, and the Bafta. These facilities are situated close to some of the grand attractions such as the West Minster’s Abbey and other historical and aesthetical delights of Central London. The academic conference selection was arrived at through a delicate consideration system that sought a balance between the proximity of the heart of Central London versus the need for the most serene and quiet environment that would align well with the demands of an academic gathering. The most ideal location therefore was made in according with the distance away from the bustle of the city, low industrial noise, and the cacophony of heavy London traffic. After a general assessment was done three facilities out of the mentioned ten passed the threshold for utility and convenience because of some of their unique features and flexibility in their pricing regimes. These were The Cinnamon Club, The British Academy, and Central Hall Westminster. The Cinnamon Club The Cinnamon Club has an ambience suitable for academic conferencing. Its conference room is spacious and fitted with state of the art audio visual. The conference rooms are partitioned according to the specifics of utility. They are mainly in the form of executive, leisure, and academic. The executive sections are made up with the oak paneled facilities that vibrate with the rhythm of class and elegance. The furniture and sitting arrangement in the conference room are ordered in a classroom or theater fashion of rows and columns which gives the participants in the conference a comfortable view without any physical strains. The facility is a stunning architectural marvel situated on central London Avenue. Some of the cuisine it features includes the Indian cuisine, delicious breakfast, lunch and dinner. This can very much fit into the one day schedule that the academic conference is scheduled to take. It terms of the architectural designs the Cinnamon club has been structured to be ideal for parties and other functions that include awards ceremonies, weddings, product launches and private dining. It is precisely because of this functionality that the club was selected as one of the most suitable venues for the one day academic event. The main dining room is grand and elegant. It still keeps a historical form and grandeur that would very much suit the academic and aesthetic tastes of the guests. The dining room has been fitted with several bookshelves that will most certainly engage the scholars at the conference during the brief breaks they will have for the length of time that the conference will last. The academic ambience of the main dining room has been further improved by the domed skylights. Private dining room of The Cinnamon Club is located next to the Main Dining Room. It is equally elegant in grandeur. Between the two dining places is a glass paneling which divides the two dining rooms and gives a sense of privacy without subtracting on the ambience of relaxation and pleasure. Ideally the room has been suited for functions such as business meetings, and presentations. This would very much suit the varieties of scholars and other attendants who might want to have private sessions to deliberate on some matters that demand some form of privacy. The Mezzanine area offers an ambience and luxury that is almost similar to the main dining room and the private dining room. It might also be used in the same way as the main dining room. In this selection it was found that the one hundred guests if divided into various smaller groupings are unlikely to cause some overspill which brought the need of seeking other available seating spaces within the facility. When occasions occur for group discussions or for peer reviews or peer groupings for instance, this particular area might as well serve as an alternative to the other dining areas and the conference room. It might also be used for holding court with prominent scholars in the midst of the scholars. The Cinnamon Club Bar is situated downstairs. Its design has been tempered with a modern feel. The glassy designs of the structure gives it a relaxing feel such as would be desired by conference attendants after a tiring session of the day. This particular area might be conducive for the scholars to rid their minds of fatigue and to extent their interpersonal scholarly engagements at a more informal, relaxing but effective venue. Moreover this would fit the schedule of the program which involves entertainment, drinking, and dancing sessions. The selection of this facility was reasoned out of the fact that academic exercises can sometimes bring about a feel of exhaustion and burnout. It is also assumed that these factors might contribute to converting the place into some kind of a humdrum (Allen, 2005). The Cinnamon Club bar therefore becomes most ideal in the provision of an environment to deal with this form of stress. It is also ideal for gift presentations and post-conference activities that might not find slots in the formal programs. Generally the Cinnamon Club offers an ideal environment that is suitable to hold the one day conference of the scholars. The room booking, meals and refreshments fit into an 8000 GBP budget. The budget was 100 GBP per head which translates into 10,000 GBP in total. This would mean that about 2000 GBP may be saved aside for emergencies. The place was also selected on account of precedence. It was discovered during this selection process that several other academic conferences have been held at the same venue and many more are slated to be held at the place. On this score the Cinnamon Club was picked as one of the three facilities that will be selected through the competitive bidding process that forms the final stage of the selection process. The British Academy The second place that passed the threshold set for the ideal conference facility was The British Academy. This facility’s strong points lie in its versatile nature. It is a building that was once part of residence of a former British Prime Minister and at other times it was owned by the British Union. The facility is conducive for delegates meeting, conferences and product launch. The British academy also comprises various reading rooms and is well equipped with books and other academic materials (Lee-Rose, 2008). The facility has a wide variety of delicious catering. This is further made better by the tailor making services of the facility so that guests can have the schedules, and meals suited to their tastes and preferences. The British Academy is located at 10 Carlton House Terrace. The facility was built in 1831. The suitability of this facility lies in its central location amid the serenity of St James’ Park and a group of theatres on the other (Silvers, 2007). It is also close to main train lines, which solves the problem of punctuality for the one day conference. In terms of utility the academy was made with specifications that suit it perfectly with intellectual activities. It is for this reason that during the selection process it emerged as one of the most favorable for a one-day event. It is a facility that is supported by a fellowship of scholars who sought to create an environment that could boost varieties of intellectual activity. In terms of the costs, the facility is relatively more affordable if compared to other alternatives in the area. The meals and conference room booking all combine to add up to an average sum of 8500 GBP. This would be a comfortable region of expenditure to work from because it leaves the rest of the 1500 GBP to cater for the miscellaneous expenses that might most probably arise. It is always safe to operate within a flexible budget that falls slightly more than 10 percent of the total budget (Mastermann, 2006). This ensures that there are always sufficient funds to cover emergencies since conferences like all other facilities usually have a trend of exceeding the set budget by some small margin (Rogers, 2007). Central Hall Westminster The third facility that was selected for the one day academic conference was the Central Hall Westminster. It is an Edwardian building at the heart of Westminster. The facility is next to Westminster Abbey. The facility is fitted with some of the most lucrative conference facilities with an architectural finesse that has straddled several centuries. This facility has been a favorable centre where many venues and meetings in London have taken place. The conference facilities of this hall can hold hundreds of conference attendants without much strain on its facilities. The facility has extensive conference rooms, complex facilities and cafeterias. The facility has a wood paneled boardroom and the famous Great Hall which can accommodate up to two thousand attendants comfortably. By their very nature academic conferences have demanded space and silence (Olsen, 2008). The academic conference of one hundred scholars can fit comfortably into any of the conference halls each of which has an average capacity to hold more than one hundred attendants easily. The location of the Central Hall Westminster has been a favorite place where scholars congregate to deliberate on some of the important matters that determine the destiny of man. For the sake of the one day conference this facility would help the scholars connect with past scholarly activities and therefore situate their minds and souls to the theme and mode of intellectualism. This hall just like the others was selected first because of the convenience, and second because of the precedence. It has always been the first stop for scholars seeking to organize conferences at a place where there is less pressure on facilities (Silvers, 2004). The numerous numbers of facilities has always meant that the scholars get an ample. The search for the ideal meeting facility was done with special consideration to meeting room rental fee. There was also some consideration to room fee because although it was a one-day event, there were three conference organizers who would spend at the facility as they organize for the day’s event. Their comfort and preferences were considered alongside the cost of accommodation. The cost of the conference rooms showed a great variation which was quite normal considering the fact that the exercise was conducted at a time when intellectual activity in major learning institutions was at their peak. There was therefore the task of negotiating better prices with varieties of facilities until the three mentioned ones appeared as the most ideal for the occasion. This was also because they provided alternatives in dates to take care of possibility of rescheduling. Such was the kind of flexibility that endeared them to the selection process. The fact that the period when the selection of the event was arrived was during the peak seasons meant that the tight budget of 1000 GBP be guarded strictly so that all spending remained within the initial budgetary estimates. This therefore meant that the selection team explored secondary and tertiary alternatives. It was however a tough call considering that the fact that the organizers demand that the event be held in Central London was not negotiable. Other facilities that might have traded off at lower prices had their own disadvantages. For instance some of these had problems with sitting space because their conference facilities could not support attended who exceeded eighty in number. The selection process included a transaction on the bargain on the advantages of the conference to the hotel. Usually the economic value of the event lies in the fact that although there can be no monies coming in form of accommodation for the guests the fact that some meetings take only a single day means a quicker income at a short while of time (Miller, 2010). There were also going to be calculations in form of revenues arising from the sales of refreshments. Because the meeting was going to include only exact numbers there was the chance that the owners of the facilities would leave room for the negotiating of reasonable room spaces. This would also go along way in reducing attrition fees. At the preliminary stage of the selection process an RFP form was prepared and circulated to the targeted facilities to make easy their task of assessing our specific needs and preferences so that they might determine whether their facilities meet our demands. The responses were made in good time with most Sales Managers from Central London’s reputable hospitality facilities responding positively to our queries. These responses furnished us with vital information with regard to their available room space, pricing, and the type of cuisines. They also sought to endear themselves to us by providing other related information most of which centered on matters of aesthetics, and their proximity to some of Central London’s treasured public and private utilities. Others argued their case in line with efficiency and suitability; they sought to convince the event organizers that their facilities had special provisions that blended well within the overall theme of hospitality. The bargaining edge still was in line with banquet orders will clear assurances that the conference would not incur any hidden costs. Transparency and flexibility are the two factors that basically governed our selection process. Conclusion After careful consideration the selection team settled for the Central Hall Westminster. This facility attracted the team purely on account of its promise of space despite the season. Its payment schedules were also friendly and flexible. The payment schedule was such that only a slight percentage of the total cost was to be paid upfront. There was also the promise that the guests the choices made in form of conference rooms could be revised even after the contract signing. This facility also stayed above the rest because of variety in service provision. The rooms vary widely in size and design. The ambience is relaxing and calm. There are also other related benefits for instance the tourism opportunity that would benefit delegates who have not had any prior contact with London’s cultural life (Allen, 2002). The facilities that are supplied by the Central Hall Westminster are state of art and in plenty of supply. The facility’s management maintains a user-friendly attitude to life that promises subsidized fees on refreshments, and free technical support on the audio visual systems. Only slight changes were made on this schedule with most of it being the cutting down on the budgetary allocation on the miscellaneous expenses funds to increase the post-conference refreshments. Future work will involve developing a pamphlet on the comparative analysis hospitality costs around Central London so that future planning might be anchored on a study of precedence. References Allen, J. (2002). The Business of Event Planning: Behind-the-Scenes Secrets of Successful Special Events. Toronto: John Wiley & Sons Allen, J. (2005). Time management for event planners. Toronto: John Wiley & Sons. Getz, D. (2007). Event Studies: theory research, and policy for planned events. London: Butterworth-Heinemann. Lee-Rose, D & Conrad, L. (2008). Entrepreneurship and Small Business Management in the Hospitality Industry. London: Butterworth-Heinemann. Masterman, G., & Emma, H, W. (2006). Innovative marketing communications: strategies for the events industry. London: Butterworth-Heinemann. Miller, R. (2010). Hospitality and Events Management. London: Crimson Publishing. Olsen, M., & Jinlin, Z. (2008). Handbook on Hospitality Strategic Management. London: Butterworth, Heinemann. Rogers, T. (2007). Conferences and Conventions: A Global Industry. London: Butterworth-Heinemann. Silvers, R. J. (2004). Professional Event Cordination. Toronto: John Wiley and Sons. Silvers, R. J. (2007). Risk Management for Meetings and Events. London: Butterworth-Heinemann. Van der Wagen, L. (2006). Human Resource Management for Events: Managing the Event Workforce. New York: Elsevier. Appendices Appendix One: The British Academy Conference Hall. Appendix Two: The British Acedmy Main Dining. Appendix Three: Central Hall Westminster Appendix Four: Map of Central London. Appendix Five: British Academy Flour Plan Appendix Six: Conference and Meeting room capacities. Conference and Meeting room capacities Suite Name Capacity (people) Dimensions(m) Theatre Classrm Boardrm Cabaret Banquet Ushape Rec. H L W A Aldersgate Conservatory 50 25 20 30 30 30 60 6.3 5.2 8.8 45.7 Lower Ground Floor  Aldersgate Room 250 110 50 130 140 40 250 2.5 16.5 17 280 Lower Ground  Broadbent Room 30 21 20 - - - - 2.6 10.5 5.5 57.8 Ground Floor  Chapel 200 - - - - - - 7.8 10.6 16.2 117 First floor  Conservatory (Cafe) 80 60 40 48 60 30 150 2.5 13.5 5.3 71.5 Lower Ground Floor  Donald English Room 150 80 50 70 80 45 150 2.4 14.3 9.2 131.5 2nd Floor  Dinsdale Young Room 60 30 25 30 - 20 60 3.5 5.3 9.5 50.3 First Floor  Emmanuel Room 50 - - - - - - 3.2 12 8.1 97.2 Ground Floor  Epworth Room 50 20 20 30 - 15 50 2.5 6 16 81.4 Lower Ground  George Thomas Room 150 80 50 70 80 45 150 4 13.6 9.2 125 First Floor  Great Hall 2160 400 100 400 - 70 1000 21 20.1 36.5 686 Third Floor  John Tudor Room 60 30 25 30 - 20 60 3.5 5.3 9.5 50.3 Second Floor  Lecture Hall 450 180 60 200 220 45 500 8.2 17.2 17 339 First Floor  Library 450 180 60 200 220 45 500 8.2 17.2 17 339 First floor  Maurice Barnett Room 60 30 25 30 - 20 60 3.5 5.3 9.5 50.3 First Floor  Platform Room 50 - 20 - - - 20 3.4 6 13 78 Third Floor  Presidents Room - 15 20 20 - 15 12 3.4 6.6 10.3 38.5 Third Floor  Robert Perks Room 150 80 50 70 80 45 150 3.9 13.6 9.2 125 First Floor  Westminster Foyer 150 80 50 70 80 45 150 3.3 21.5 10.2 219 Lower Ground  William Sanaster Room 150 80 50 70 80 45 150 2.3 14.3 9.2 131.5 Second Floor  Key: H = Height / L = Length / W = Width / A = Area Appendix Seven: Comparative Prices of Other Facilities. Comparative Prices of Other Facilities Sort Rating Location Rate, from University of Westminster Harrow Hall Hostel London United Kingdom > London > Watford Road, Northwick Park Middlesex Price On Request University of Westminster Marylebone Hall Hotel London United Kingdom > London > 35 Marylebone Road Price On Request Pension Central mit Landhaus Central Fugen Austria > Fugen > Hauptstrasse Nr 81 und 83 36 EUR City Inn Westminster London United Kingdom > London > 30 John Islip Street 98 GBP Days Inn Westminster London United Kingdom > London > 80-86 Belgrave Road 44 GBP Quality Hotel Westminster London United Kingdom > London > 82-83 Eccleston Square, Victoria 100 GBP Inn At The Quay New Westminster Canada > New Westminster > 900 Quayside Drive 98 CAD Met Hotel New Westminster Canada > New Westminster > 411 Columbia Street 89 CAD Royal Westminster Hotel Menton France > Menton > 1510 Promenade Du Soleil 98 EUR Westminster Hotel Ostend Belgium > Ostend > Van Iseghemlaan 22 Price On Request Best Western Westminster Hotel Nottingham United Kingdom > Nottingham > 312 Mansfield Road 28 GBP Thistle Hotel Westminster London United Kingdom > London > Buckingham Palace Road 79 GBP Hotel Westminster Paris France > Paris > 13 Rue De La Paix 157 EUR Hotel Westminster Nice France > Nice > 27 Promenade Des Anglais 101 EUR Westminster Hotel And Spa Le Touquet France > Le Touquet > Avenue Du Verger Bp 22 77 EUR Appendix Eight: Links to Central Hall Westminster Floor Plans http://www.c-h-w.com/venue/floorplans/ Read More