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Some clients will need unique audio, visual, and/or lighting services
Some will require specialized dining table and buffet-table presentations
And others may need something extra special to ensure that guests come away from the functions with many happy memories
Unique attractions are used by clients to highlight celebratory catered events◦ Awards dinners, weddings, new-product
introductions, and the like, .
Caterers specialize in providing food and beverage service
While some are capable of providing additional services, others prefer to leave these to outside experts
A caterer cannot be all things to all people He or she must draw the line somewhere Cost considerations render it virtually
impossible to store all of the specialties that clients might potentially need.
When dealing with services other than food and beverage, usually the caterer is faced with five options. He or she can:
Provide as many of them as possible itself Steer the client to outside service
contractors Expect clients to find their own outside
service contractor Authorize concessions
◦ i.e., provide in-house space for outside service contractors to set up shop
Use some combination of these four possibilities.
A facility usually will provide its own special services only if it is economically feasible to do so, or if there are no other outside alternatives that can be trusted to do the work correctly and efficiently.
Providing a full range of audio-visual (AV) services can be expensive
AV technology changes so rapidly that it is difficult to keep pace
A complete in-house AV system is a major investment, but one that is required in conference centers, exhibition halls, and resorts located in rural areas where outside service contractors are not readily available.
Decorators Designers Audio-Visual Photographer Transportation Media coverage Specialized security Printer
Host/hostess. Talent bookers. Florists Specialized food Furniture Exhibit equipment
Service contractors range from full service to single service
Full service general service contractors, such as The Freeman Companies or GES Exposition Services, rent pipe and drape, dance floors, risers, temporary carpeting, furniture, audio-visual, exhibits and a variety of other items
Single service contractors could be florists, photographers, limousine companies, etc.
Large hotels, convention, and conference centers that don’t offer special services, but don’t want to inconvenience clients, may grant a few outside service contractors concession status
These contractors will automatically receive a client's business unless he or she wants to make other arrangements with another service contractor
The facility usually allocates the concessionaire some storage space within the property so that necessary equipment and materials can be kept on site.
Facilities usually charge a commission to in-house vendors
These costs are passed on to the client Some facilities charge outside vendors a
surcharge for the right to work in the venue This is done to discourage the client from
using a favorite vendor This ensures the caterer will not lose its
commission.
Occasionally the facility may provide some services itself while the client is expected to secure others
If a convention needs specialized sound and lighting services, you may be able to provide microphones and speakers, but the client may have to use an outside service contractor to provide the necessary lighting.
After price comparisons, select one or two primary suppliers for each service when possible
Benefit: You develop and maintain a working relationship that results in better service and in-house discounts
Example: Using the same booking agency for all entertainment may result in a free band for the employee Holiday party.
If a client is using AV services, the catered function must be held in a room where sound is transmitted effectively
The walls should have absorbent panels and be at least one inch thick
If air walls are used, they should be two to four inches thick
The seals and gaskets must be intact and tightly secured to prevent sound leaks.
Wool or thick-pile rugs are excellent floor coverings◦ They absorb unwanted sounds, such as those created
by footsteps and moving equipment. The function ceiling should not be too high or
sound can reverberate If local building codes require high ceilings,
have acoustical material installed to reduce this or position speakers so it is minimized
Usually if there is sound reverberation, you can overcome it by installing temporary fabrics, tiles, baffles or other acoustical material.
The caterer's major involvement in the entertainment decision is to take it into account when planning the catered event
If a dance band is scheduled, everything from banquet setup to work scheduling will be influenced
Considering the major impact that entertainment will have, the catering executive cannot work effectively unless he or she is has this information.
The caterer must also know if there are any additional services that must be provided
The entertainment contract will indicate what they are and who is responsible for securing them
Require the client to show you the entertainment contract prior to signing it◦ There may be conditions that you cannot meet, or
will require you to add extra charges.
Lighting Requirements Number of Dressing Rooms Needed Rehearsal Time and Facilities Needed Sound Systems Setup Time Security Staging Requirements Dance Floor Buffer Area Liability
The most common type of intermediary used by clients
Clients hire them to plan and implement the entire function
Or they can be used to perform specific services, such as site selection, negotiations, or registration of convention attendees
They can coordinate business functions, meal functions, beverage functions, and outside service contractors
These intermediaries are sometimes engaged by corporations to plan and implement company parties and other similar affairs
They usually have a select clientele list that are served on a periodic, predictable basis
A special-events producer may plan a company's employee picnic every year
Clients tend to prefer this type of long-term arrangement because it ensures continuity and variety.
The DMC is a liaison between the out-of-town client and all of the services of a destination that the host property does not offer
DMCs range from those that provide very specialized services to full-service firms capable of handling all logistics
Full-service firms can book entertainment, plan theme parties, coordinate tours and spouse programs, and handle off-site events (including catering) at museums and other local attractions.
You may need to inform the fire department if you are putting on an outdoor pyrotechnics display
The fire department may also need to oversee and inspect any portable electrical-power setup to ensure it is grounded properly and safe to use in a public area
In some jurisdictions, a fire marshal must approve banquet room setups to insure guests will be able to evacuate safely in the event of a fire.
The local health district would need to approve portable, temporary tents, cooking lines, serving lines and so forth to be sure you are not violating health guidelines
You may need special parking permits for busses, parade permits, or a temporary off-site liquor license
If a client has a public official, such as a city mayor or state governor, speaking at a meeting, you may be dealing with bodyguards, or in the case of the President of the United States, the Secret Service.