Event venue operation

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Table of Contents

Introduction

Every day of your activities, we must adopt new solutions that give us a better, safer material life. The “SMART” organizers group is in a situation where one should be put to even greater prosperity for others. Sometimes a choice can radically change everything.

This idea is to organize the Global Footwear Company meeting which are successfully applied in real life. We should useful and successful investing £ 35 000. That goal set specific targets to explore the client’s requirements, the vitality, pootential and marketability.

Our main task is to fully implement the requirements of the customer. Before the start, it is important to gather as much detailed information about actual and potential strength, weaknesses, opportunities and threats. For suggestions and conclusions as complete as possible, it is necessary to take the analysis. If the results are positive then we could develop it.

The Event

Talking about the event, it is essential that people are able to plan, to intuition, could take the risk. Only a small number of people decide to risk their time, ideas and money because it is an international meeting.

As our client wishes to hold a meeting for 30 UK based employees and for 3 offices of 10 people in Los Angeles (USA), Beijing (C

China) and Tokyo (Japan), which occurs not more than 30 miles from any UK airport.

The event’s type is meetingwhich called “Golden Season”. Wherefore, the customer expects suites, stage for live music, accommodation and disabled access in a venue. The meeting will include a day and night.

Client Brief

Client: Global Footwear Company

Theme: Golden Season

Budget: £35 000

Date: 26/04/2011

Venue:

Provide suites, stage for live music and accommodation

Must be economical – within 30 miles of UK airport

Requires disabled access.

The Global Footwear Company is making the meeting for 60 employees of 4 different countries, the theme for the evening is going to be “Golden Season”, also a live music will be needed to perform at the event, and therefore the venue will need to have a stage for performers. Wee would also require the chosen venue to give accommodation offers for the night; the venue should be within 30 miles of UK airport and well known by company. The venue should hold a maximum of 60 people. If possible the company would like an economical venue, because it is an international meeting.

5W’s

To analyse the client brief and get a better understanding of our task we decided to break it down using Goldblatt’s5W theory. We hope by using this to clearly identifying th

he specific areas included in this theory: who, what, where, when, why. We can make a more supported decision when choosing a venue.

Who?

With the Clients being the Global Footwear Company, the target market is employees from 4 different area with an interest in meeting, so with this in mind we chose to target 60 employees, however the client have stated that they wish this to be a closed and with specific goals.

What?

The Event is a meeting, from client`s goals filled out by company which fit the target market criteria, the group got the reply that the target market would like the meeting to be themed. Several ideas came forward however one was most prominent, a “Gold season” themed event will be based around live music in the form of a selection of bands playing throughout the night.

Where?

After creating a specification list including basic requirements and budget needs the group looked at several venues in East Midland. Using the specification list the “SMART” decided on holding the events at the Thistle Hotel: Castle Donington, Derby, DE74 2SH, East Midlands. (The venue is explained in more detail in the venue and location sections)

When?

The Event is to be held on 26/03/2011; 26th is Saturday; a good da

ay for meetings and events. Of course, if the customer will require changing a date, we can do it. However, the first date refers to when to perform all the requirements of client.

Why?

The first reason why the Thistle Hotel is the best place for the meeting because is not too far from Eat Midland airport, to meet all requirements of Global Footwear Company. The hotel has its own advantages, which may be included in the event and other activities.

The Venue

The Venue has to be within 30 miles of UK airport. We selected five major UK airports, and decided that East Midlands airport would be the best.In this area, we started looking for the best place would suit the client’s requirements.

Venue

Availability

Capacity

Stage

Accommodation

Disabled access

Distance from airport

The Ramada

Yes

No

Yes

No

6 miles

The Lawns Hotel 

No

No

Yes

No

6 miles

Thistle Hotel

Yes

Yes

Yes

Yes

1 mile

The Paddock 

N/A

N/A

N/A

Yes

No

3 miles

Morton Guesthouse 

Yes

N/A

Yes

Yes

N/A

1 mile

Thistle hotel

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Thistle Hotel is perfectly placed for business meetings, and it is one of the most popular East Midlands hotels. This venue is well suited to all customer requirements, is economical and convenient. In the hotel is 164 bedrooms, including Executive rooms, and they can seat 250 people theatre style in the largest of them 20 meeting rooms and conference facilities. East Midlands Airport is right next door; perfect if you’re bringing people in from other par

rts of the country and overseas. They also have on-site parking available, and our parking fees are much cheaper than the airport itself. 

Facilities

Hotel has excellent conference and meeting rooms. In used it, we decided to book one in which a stage. The stage will be useful for live music, which required our client.

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Loxley Room, which one we chosen, with its medieval styled windows and doors and imposing stage, offers a meeting room with a difference. Located on the ground floor, the room can accommodate meetings for up to 60 delegates and with plenty of natural light, creates a comfortable and productive environment.

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Also, Thistle East Midlands Airport hotel offers guests a range of facilities to help them enjoy their stay. Whether you’re on a strict training program or just looking to let off some steam our Otium Health & Leisure Cub with its treadmills, bikes, pool, sauna and spa is ideal. These can be other activities for our client’s employees.

Live music

Live music was one of requirements. Looking for venue, we have found several live music groups. However, only one was free that day.

Rio 5 – Live 6-piece Covers Band

Rio 5 play a wide range of songs from the ’60s to the present day – from artists such as Roy Orbison, The Bee Gees through to Free, Bad Company, Joe Cocker, Elton John, and Queen etc. Them are a 6-piece Party/Function band comprising of outstanding lead vocals accompanied by 3-part harmony vocals, soaring guitar solos & rocking piano/organ, all backed up by a thumping bass& rhythm section.

Accommodation

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Whether you’re in this part of the world on business or purely for pleasure, Thistle Hotel makes the perfect base. They offer a choice of 164 Standard, Executive or Deluxe rooms, all en-suite, individually air-conditioned and with all the facilities you need for a relaxed, comfortable stay – including BT Openzone wireless broadband, which is available throughout the hotel.

Location

East Midlands Airport

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Thistle Hotel

The location of Thistle hotel is suitable to our client. Seeing that, a trip takes just a few minutes from East Midland airport. Employees can order a taxi car, which one brings them to hotel.

Risk Assessment

Probability of Mishap

Effect of Mishap

Risk level

Controls Implemented

Residual Probability

Residual Effect

Residual Risk Level

Commercial/ Air accident

L

H

L

Briefing on airport/ airline security

L

L

L

Vehicle accident

L

M

L

Avoid rush hour/ habitually congested areas

L

L

L

Medical treats

M

M

L

Proper acclimatization/ avoid extremes

M

L

L

Terrorist Incident

L

M

L

In-county treat brief;

Adhere to combatant force protection polices

L

L

L

Crime/ Theft

L

M

L

Avoid high risk areas

L

L

L

Other accidents

M

M

M

N/A

L

L

L

L – low; M-medium; H – high.

Timescale

Date

January

February

March

April

Works

Choice of Venue

 

 

 

 

 

 

 

 

 

 

 

 

Definitive decision

 

 

 

 

 

 

 

 

 

 

 

Develop guest list

 

 

 

 

 

 

 

 

 

 

 

Prepare and print invitations

 

 

 

 

 

 

 

 

 

 

 

Send invitations

 

 

 

 

 

 

 

 

 

 

 

Book conference hall

 

 

 

 

 

 

 

 

 

 

 

Book accommodation

 

 

 

 

 

 

 

 

 

 

 

Order group/band

 

 

 

 

 

 

 

 

 

 

 

 

Order food

 

 

 

 

 

 

 

 

 

 

 

 

Finally works

 

 

 

 

 

 

 

 

 

 

 

Meeting

 

 

 

 

 

 

 

 

 

 

 

 

Conclusion

The Global Footwear Company meeting is being organized on 26th April, 2011; this event location is The Thistle Hotel, because the meeting will be 60 employees from 4 different countries. It was conceived on “Golden Season”, which describes a company’s activities.

Organizers “SMART” has many ideas on how to fill free time of guest, if it will be necessary. Since the venue chosen by economically and strategically it should not be any worries about employment. Guests will be only a day and night; they will be fully involved in event.

The meeting should be useful not only for the company but the participants and hotel. As the organizer of the group always take into account all customer requirements.

References

TumJ et al (2006) Management of Event Operations, Butterworth Heinemann (91 – 162)

Bowdin. G. et al (2006) Events Management, 2nd Edition, Butterworth Heinemann (439 – 442)

Raj R et al (2008) Events management an integrated and practical approach. Sage

Yeoman, Ian; Robertson, Martin; Ali-Knight, Jane; Drummond, Siobhan; McMahon-Beattie, Una (2003) Festival and Events Management : An International Arts and Culture Perspective, Oxford: Butterworth-Heinemann (51 – 110)

Berridge (2007) Event Design and Experience Oxford: Elsevier Butterworth-Heinemann. (63 – 81)

http://maps.google.lt/maps (Accessed: December 1, 2010)

http://www.thistle.com (Accessed: November 26, 2010)

http://www.actnow.com.au/Tool/How_to_organise_an_event.aspx (Accessed: November 28, 2010)

http://www.uk-bands.net/org-details (Accessed: December 4, 2010)

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