Hospitality and Event Management - Wyboston Lakes, Park Inn - Case Study Example

Hospitality and Event management Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Name Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Course Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Instructor Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Date Introduction In order to have not only to maintain the objective of the conference, but also ensure that the participants enjoy their stay, excellent organization is very necessary. The conference at hand is very essential as it brings together researchers, academic scholars and industrial professionals. All the participants are in the field of event operations and hospitality and there are holding the conference in order to share and learn learning, working and teaching experiences of hospitality and event operations. The locations of this conference should be an excellent place where everyone will be comfortable and appealing to the delegates (Tim 2002). In addition, the transports links are good and the accommodation services are excellent. Three venues have been suggested for the events. The duration of the conference is one day and will commence from 9 am to midnight, on Wednesday 9th May, 2012. The participants are in the age between 25-65 years and are approximately one hundred people and the majorities are female. The delegates will have to take care of the transport to and from the accommodation. Accommodation will be provided for three key speakers and therefore, the venues suggested have good accommodation facilities. In any events operation, the budget should be well carried out. In this case, a well planned budget for one hundred people has been laid down. As it involves professionals and elite class, the dressing code is very important. The people are supposed to be dressed Smart-Casual, that is for notes conference while the post-conference dress code is formal. For the events to be successful, every delegate should the initiative of participating and must sign up upon arrival. Location Three venues have been identified that meets the requirements and aims of the events. The region near the university has appealing country towns that makes conferences sense to use. The region of Bedfordshire has a selection of specialist management centers, heritage venues, country house hotels and top hotels. The booking of these hotels can be done online. This is an excellent idea as it will be easier for people to access the hotels. Wyboston Lakes It is one of the excellent hotels that are situated near the university. Their mission has been an appealing to the prospects clients. They are well prepared to make sure that the clients’ expectations are fully meant. The hotel is well known for its friendly and efficient delivery of services, excellent quality of products and innovation and flexibility. All appropriate measures are taken to ensure that the security and safety of clients is assured. These measures include training programs and well structured maintenance schedules. One of the conference centres is the Robinson Executive Conference Centre. It is one of the country’s finest conference built centre. Transport to the centre is well linked (Fitzwalter 2008). One can use the rail or road to get to the hotels. The transport is fast and therefore, it is possible to reach the destination without any delay. One can travel by road from South or North; the centre is easily identified by the green turrents. In addition the centre has a parking site for more than 260 cars and there are no charges for parking. The accommodation facilities are good. The hotels provide double, ensuite bedrooms which are for single occupancy and 120 delegates can be catered for. The bedrooms are well furnished as they have high quality fittings and furniture. This includes flat screen television, laptop safe, well-lit desk, Wi-Fi internet access, facilities for making coffee access, trouser press, toiletries and hairdryer, bathrobe, ironing station and morning calls that are personalized. In addition, the environment provided does not expose the customers to health hazards. Consequently, carbon emission is less released to the environment. Therefore, one is assured of a clean environment. The clean environment and the peaceful and clean environment are appealing to most customers who hold conferences in the centre. The kind polite and ever smiling staff especially at the reception crowns the services offered by the hotels. Therefore, one may consider pre-visiting to check whether it does appear appropriate to the delegates, that is, in terms of services offered, facilities and basic requirements (Michael 2002). Park Inn A wonderful and vibrant hotel, Park Inn is situated in the town centre. It is situated across the famous Ouse River. It is appealing to the delegates as it is located near local pubs, shops, Business Park and restaurants. It also has attractions such as Bedford Athletic Stadium, Woburn Safari Park and Millbrook, Wrest Park, Glen Miller Museum and Whipsande Zoo. All this offers the clients a convenient and efficient platform for leisure or travel business. The hotel boasts of its 120 excellent and stylish rooms which include fifteen business rooms, the business rooms are equipped with tea and coffee provisions, personal climate control, speedy internet that is free, a spacious working desk and a LCD television (Samson 2010). The eight well furnished conference rooms can accommodate about 450 delegates and they are excellent in holding special events and meetings. Conferences facilities are also available at afford costs. This will ensure that the delegates have available material for the events. Accommodation facilities are exceptional in that they customers get to enjoy free 24-hours room services, free car park, air conditioned rooms and excellent bedding arrangements, dry cleaning services, breakfast may be served in the bedroom and packed lunch is made available for those who request. In addition, the customers’ stay is painted with other extra services and activities that include: massage, golf centre, fitness centre and sauna and parking services. In addition, they have facilities for the physically challenged and include the rooms and parking areas and it is a smoke-free property. Pollution is highly reduced in this hotel and one is assured of light, warm and friendly environment (Duncan 2006). The transport is well linked to the main terminals. For example, the distance to the airport is about 28 miles, to the train station is 1 mile and very near to the city centre, that the miles to be covered to the city centre is zero. The distance to the attraction sites in the region. The hotel is also pocket -friendly and therefore, the customers will be able to afford. Above all these, the staff are absolutely hardworking and superb and they go an extra mile to ensure that the customers enjoy their stay in the hotels. The hotel directory is available in most countries and they can readily be reached through the internet, making it easier for prospects clients to access the services of the hotel (Samson 2011). The Riverside Conference Centre It is ne the hotels that hold a rich history of being a successful holder of conferences and events in the country. In actual fact it has built an excellent reputation in the region. Its location has played a major role in its operations and great performer in the hotel industry. It is located a five-minute drive from the London Luton Airport and the Luton Parkway Railway Rail Station and the M1. Therefore, the delegates will have no problem in accessing the hotel. In addition, it offers ample parking sites for its customers. It is well situated near a river which brings in a nature attraction sites (Johnson 2009). The recreation club is appealing to the customers, and it is well equipped and highly sophisticated. Their services offered by the club are excellent to that extent that it was offered the National Sports Club of the Year. The dedicated conferences team is friendly and experienced. The delegates’ rates are also competitive as their packages are also excellent. The catering facilities are also great and well acclaimed. Sessions for testing are available upon request and arrangement for this is made. They also offer menu options for delegate packages. The catering department boasts of its prestigious events that include the dinner of British Olympic with HRH Princess Royal. The accommodation facilities are competitive and of good standard and are convenient for the conference centre. The rooms are well furnished to satisfy the customers’ exceptions. In addition, they offer delegates packages that are competitive priced and have excellent flexibility and choice. The rates are all based on a minimum of 16 delegates and include coffee/tea and biscuits on arrival and all the mids, free visual equipment, wireless and pens broadband with flipcharts. Duration For the academic conference “studying hospitality and events in higher education” the event will take duration of one day. The one day will be divided within time limit so as to cover all the activities that are set aside. These time limits will follow the below outlined program. 6.00 To 7.00 A.M- Arrival of guest where each guest will be required to sign the visitors’ book. 7.00 To 8.00 A.M- Introducing our guest including academic scholars, researchers and industrial professionals. Also, orientation about the conference amenities will take place at this time so as to familiarize individual about the area. 8.00 To 9.00 A.M- The key note speakers introduces the topic of discussion which is “studying hospitality and events in higher education”. The key note speakers will advise individuals on the protocol that will be taken during the process of discussion. 9.00 To 9.30 A.M- The guest will break for coffee where coffee will be served in the conference hall dining room. Visitors are expected to settle down at exactly at 9.30 A.M to commence on the discussion 9.30 To 12.30 P.M- The key note speakers will give an overview on matters that revolves around the study of hospitality and events within higher education. Individuals will be divided into three main groups namely those involving academic scholars, researchers and industrial professionals. Groups need to come up with comprehensive discussion on the topic of discussion giving view on how hospitality has and is continuing to evolve as years goes by. The groups will need to also analyze the advantages and disadvantages of the study of hospitality and events within higher learning systems. 12.30 To 1.00 P.M- The groups will break for lunch which will be served in the conference hall dining room 1.00 To 4.00 P.M- The key note speaker is expected to guide the groups on the method of presenting their discussions. These groups are expected to exchange ideas in relation to the topic. The groups will issue out views in relation to their career. For instance, academic need to view the topic in a certain academic perspective, researchers need to tackle the topic of discussion through engaging in depth review from books and journals whereas industrial profession will analyze the topic in a more industrialized perspective. 4.00 To 5.00 P.M- The key note speakers give an analysis of the discussion views from all the groups. After an overview is issued, the speaker concludes the topic of discussion by issuing out the final verdict. 5.00 To 5.30 P.M- The guest are served with snacks where guest are invited for a later dinner. Date The date that was chosen was on Wednesday 9th May 2010 because the conference hall was free at the moment. The date was also convenient since all members were available at that day and they were very comfortable with the date. Time The time will initialize from 6.00 to 12.00 midnight where the climax will be colored with the dinner where all members are invited. Audience For the hospitality and events within higher education learning centers, the audience will be selected from academic scholars, researchers and industry professionals. An approximate of one hundred individuals will be chosen as the audience in this conference. For the academic scholars the age limit is from 25 to 32 whereas for both the researchers and industry professionals the age limit will vary from the age of 25 to 65. Gender equality is an important factor to consider while choosing for the audiences. After discussion it was agreed that 40% will be males whereas 60% will be female audiences. General Event Requirement For the event to be carried out in a successful manner it is important that several requirements are met. The conference room needs to be large enough to accommodate one hundred audiences. The conference room should have four breakout rooms that will be used by the audience during the break time. All the breaks that is tea/coffee, lunch and post conference dinner which will include pre-dinner drinks and entertainment need to be taken care of by the event organizer for the audiences comfortability. Transportation Since all activities will take place within the same venue, it is argued that there will be no specific event transport required. All delegates are required to make their own transport arrangement both to and fro the conference venue. Since the dinner will be held in a separate venue, the conference management will provide temporary transport will be provided to transport delegates from the conference venue all the way to the place where dinner will take place. Accommodation Based on accommodation, only the three keynotes speakers will be provided with accommodation. The other delegates will be required to plan for their own accommodation. For the three keynote speakers’ accommodation will be in a hotel that is near the conference hall so as to reduce cost involved and also to make the speaker comfortable since they will have been more familiar with the venue. The selected hotel accommodation will comprise a bed and breakfast will be offered. The accommodation will be suitable since it consist of internet facilities which the speakers can use to compile the discussion made earlier during the day as well as make consultation with one another via email or instance messaging enabling them to effectively travel without having to visit another colleague room. The accommodation is also arranged in a manner that the keynote speakers will find ease while moving from the dinner party to their respective rooms based on transport and security. Budget This bid serves to be effective since it has involved various cost cutting measures to both the event managers and delegates. The conference will work under the following budget. Events Price Involved Booking for the conference hall Breakout rooms Food and beverages Transportation Accommodation €200 €40 per each room € 160 €50 per delegate € 5000 €10 per delegate €1000 €100 per keynote speaker € 300 Total Cost involved € 6660 Notes There are various things that delegates are required to meet within both the conference and in the dinner according to the laid specifications. It is important that all delegates wear smart and presentable dress code. Based on the post conference dress code delegates are expected to be formal since high profile visitors’ have been invited. In both pre and post conference activities all delegates need to register with respective organizers upon arrival so that any necessary arrangement can be undertaken. REFERENCES Berridge, G, 2006, Event Design and Experience. Oxford: Butterworth-Heinemann Duncan, A, 2006, Andrew Duncan’s Favorite London Walks, London: Routledge Fitzwalter, R, 2008, The Dream that died; the Rise and Falls of ITV, London: Troubador Publishing Ltd Getz, D, 2007, Event Studies: Theory, Research and Policy for Planned Events. Oxford: Butterworth-Heinemann Masterman, G. and Wood, E, 2005, Innovative Marketing Communications: Strategies for the Events Industry. Oxford: Butterworth-Heinemann Raj, R., Walters, P., Rashid, T, 2008, Events Management: An Integrated and Practical Approach. London: Sage Van der Wagen, L, 2002, Event Management: For Tourism, Cultural, Business and Sporting Events. Melbourne: Hospitality Press Johnson, B, 2009, Groove Park Inn Arts and Crafts Furniture, Ontario: Popular Woodworking Books Michael, S, 2002, Industrial buildings; Conservation and regeneration, New York: E & FN Spon Samson K, 2011, Frommer’s Seattle, London: John Wiley & Sons Samson, K, 2010, Washington State Frommer’s Seattle, London: John Wiley & Sons Tim, H, 2002, Urban Geography, London: Routledge Read More