The Hotel Event

Organization & Planning

Understand the different types of Events

BANQUETINGEvents, or “Banqueting” within hotels imply all the private, exclusive, variable and special service activities offered to external clients.

It represents an important service product within most hotels, in that it generates good revenue (F&B and R/D) and creates a much-desired ambiance.

Within Hotels, special events will usually take place, depending on the location, business environment, season, and other factors related to local culture.

Banqueting Environment The Banqueting environment, in the best of cases, is located on hotels ground level or first floors, and often with a private entrance so as not to disrupt the ambiance in the main lobby. The Facility will include; Main banqueting hall Several private rooms of variable size Cloak-room Adjacent to banqueting kitchen Adjacent to Stewarding Generous bathroom facilities

Organization and Interdepartmental Relationships

The Banqueting department, when fully subordinated to the F&B Department, is organized into two distinct parts: a) Banqueting management and b) Banqueting operations.

This type of organization is desirable when patrons are mainly from the local market/city. And the reason is that local patrons appreciate interacting with F&B professionals, competent in discussing the planning, content and delivery of private events.

 

When banqueting is fully managed and operated by the F&B Department, banqueting interrelates with the following executives/departments: Executive Chef: about special menus, service coordinationBanqueting headwaiter: planning and organizing staff, setting up, serviceSales: incoming reservations; informationF&B Manager: about special guests, special requests, offers, costing, pricingChief Steward: about equipment, dishwashingChief barman: about mobile bars, special requestsHousekeeping: cleaning of banqueting rooms, linenFlorist: special floral arrangementsEngineering: special equipment, sound systemsFront Office manager: rooms requests, signageSecurity: special requests

Events OfferCustomers will choose a specific hotel because of; Product & Offer. Food quality and Service quality.Other aspects of the product The attention for detail, Dealing with special requests, communication efficiency and courtesy. o Range of set menus: 3 to 6 courses o Range of Cultural or theme menus – at least 3o Range of buffet menus - at least 3o Range of Cocktail reception menus - at least 3o Tea receptions, tea breaks menuso Healthy optionso Vegetarian or religious considerations

Events Types Meetings, AGMs, workshops Seminars, Courses, Conferences, Forums, Symposiums Private set lunches, set dinners Private buffet lunches, buffet dinners Weddings Cocktail receptions, Cocktail parties Tea receptions Press conferences Exhibitions, auctions Fashion shows Children events Outside catering

It is important for Banqueting Manager (or Event organizer) to understand the implications for each and every event, so as to be able to draft a proposal that is coherent with customers’ expectations.

Private Set Lunch or Dinner - Key Points Set Western lunch: 3-course light menu, light wine,

From 5 guests to total capacity

12:00 – 12:30 Cocktails / 12:30 Lunch

Cocktails before sitting down (while waiting for other guests): bar on consumption

Efficient service: plate, or

English, from service table.

Signboard: Organizer to advise.

Set 4-course Full Dinner; With select complex wines,

From 5 guests to total capacity

19:00 – 19:30 Cocktails / 19:30 Dinner

Cocktails before sitting down (while waiting for other guests): bar on consumption, or open @$/pax

Slower service: Plate, English, service table.

Signboard: Organizer to advise.

Private Buffet Lunch / Dinner - Key Points Set Western Buffet Lunch:

From 50 guests to total capacity

12:00 – 12:30 Cocktails / 12:30 Lunch (Cocktail time might not be required)

Cocktails before sitting down (while waiting for other guests)

Bar on consumption, or open, $$

Self Service

Staff to clear plates; adjust and replenish buffets.

Signboard: make sure

Set Western Buffet Dinner

From 50 guests to total capacity

19:00 – 19:30 Cocktails / 19:30 Dinner (Cocktail time might not be required)

Cocktails before sitting down (while waiting for other guests)

Bar on consumption, or open@$/pax

Self Service

Staff to clear plates; adjust and replenish buffets.

Music: sometimes required

Signboard: make sure

Weddings: Key Points Western: depending on country’s culture

Enquire for precise details (research study) Usually round tables Usually sit down lunch or early evening event, Extending through the afternoon, Sometimes outdoors Set or buffet lunch, wines, sparkling, juices, and soft drinks Ice carvings, Wedding cake Special color theme; music, special show, picture taking Signboard: special announcements; banners

High Tea Receptions: Key Points Usual to take place in the afternoon: 2 hours Usual to involve ladies, exclusively Ambiance required: casual, soft, cozy Usual to involve moderate numbers: 20 – 30 persons Casual seating arrangements: settees and comfortable chairs, lounge style Tea depending on the hotel’s concept, ranging from full oriental rituals to

usual teapots. Soft drinks, juices on request Tea usually complemented with biscuits, cookies Soft background music Appropriate standard floral arrangements (free); exceptional arrangement

(charged) Signboard in the lobby: if required

Cocktail Receptions/Party - Key Points

Usually take place after office hours From 17:30 to 19:30 or from 18:00 to 20:00hrs Standing arrangements: customers move around freely Invited guests are received by the hosts at the entrance Different cocktail reception menu offers Balance of hot and cold canapes Minimum number of guests, usually 50 A variety of finger food displayed on buffet tables, Served by waiters Buffet tables decorated as appropriate One or more mobile bars, drinks served around by waiters Beverages option a) “on consumption”: organizers to settle the bill based on

actual consumption

Cocktail Reception … cont Beverages option b) “2 hours open bar at set price/pax Organizer to pay based on set agreed price/pax Beverages option c) “Individual cash bar”: guests to pay own drinks directly

at bar counter Florist to decorate the room with standard floral arrangements (free) Guests may require extraordinary flower arrangements (charged) Background music on request National anthems may be required for Government events Podium with standing microphone for speech, on request Special banners (charged); flags (provided by guests) Signboard in the lobby

Meetings - Key PointsMeetings business is the key business segment for most hotels. The meetings may last from two hours to several days; usually combined with lunch and coffee breaks. Accommodation is often required. Important to know exact number of guests and desired seating arrangements Theater style, U shape, schoolroom, rectangular table, etc. Head table may be required Room rental: per hour/day (implying office hours). Rental may be waived based on accommodation or meal requirements. Equipment: for PPT, video, flipcharts, whiteboards (rental charged) Writing Pads and pens: free Tea & Coffee breaks morning & Afternoon, Arrival coffee optional/charged Beverages: on consumption; ice water: free Lunch: adjacent room (same as for private lunches) Signboard in the lobby: if required

AGMs - Annual General Meetings: Key Points Usually short, taking place in the morning, or in the afternoon

Usually theater style, head table, podium and microphones

Coffee buffet if in the morning or in the afternoon

Room rental: half a day rental if room can be set up again for lunch, or dinner

Signboard in the lobby: YES

Workshops: Key Points Usually one or several days

Numbers usually moderate, between 20 – 50 participants

Rectangular table arrangements

Equipment: for PPT, video, flipcharts, whiteboards (rental charged)

Pads and pencils: free

Beverages: on consumption; ice water: free

Lunch: adjacent room (same as for private lunches)

Signboard in the lobby: if required

Seminars, Conferences, Forums, Symposiums Attendance varies: between 20 – over 1,000 persons

Usually one head table with microphone facilities

Participants seated in class room style for courses

Seating in theater or classroom style

Podium, screen, equipment as requested

Lunch may also be required

Signboard in the lobby: if required

Press conferences: Key Points Usually short, either in the morning or in the afternoon

Participating Press seated in a theater style

Head table, podium, and microphones

Audiovisuals are required

Refreshments may be required

Allow space for Press movement and picture taking

Special banners

Special Signboard in the lobby

Exhibitions, Auctions: Key Points Exhibitions will usually precede Auctions. Hosts invite selected guests to see items on display. Free (controlled) flow of people Rental of adequate space for 3 to 5 days Logistics on delivery of sales stock Engineering support for the installation of showcases and

spot lights, special sound system Refreshments throughout the days may required Lunch arrangements for organizers Accommodation for organizers may be required Security

Auctions follow exhibitions. Bidders are accommodated in a room that is sufficiently spacious for the event. Depending on the number of items, auctions can last from one to three days. Rental of adequate size hall Check-in tables and chairs Bidders seated in a theater style Organizers will manage the bidding from one large platform Assistants are located within the room to bridge biddings Podium, microphones Closed circuit TV screens Security Signboard in lobby

Fashion shows - Key Points Fashion shows are organized for important agents, retailers or VIP guests. The event is usually staged in a sophisticated way reflecting designers’ concepts and themes. Often linked with a cocktail party or sit down dinner Rental of adequate room Changing room for models (adjacent to show room) Room to display clothes on special racks supplied by organizers Catwalk according to request Chairs along the catwalk or round tables Importance of sound system and special effects (often arranged by

organizers) Special floral arrangements (charged) Special Signboard in the lobby

Children Events - Key Points Usual to take place in the afternoon Number from 40 to 100 Children and parents, mainly ladies Rental of one large room to accommodate parents (on one side)

and children (on the opposite side) Round tables for parents Empty space for children, toys, games Stage for a magician, clown, singer or other type of

entertainment Coffee, Tea, Juices for parents Snacks, juices and soft drinks for children Colorful Signboard in the lobby

Outside Catering - Key Points Hotel F&B services provided to guests at their offices, event or residences. Such outside catering services are very common with diplomats and leading businessmen. Need to have several vehicles to Transport equipment, staff & food Hotels may supply tables and chairs, tents and equipment Hotels usually supply linen and service-ware (chafing dishes, platters,

cutlery, crockery, glasses, linen) Customers to allow access or limited use of their kitchen and pantry areas. Food items are generally pre-cooked. Kitchen used to warm up sauces, and

minor prep activities. Team to monitor and control equipment movement. Service by smart waiters in full uniform Wines and Beverages may or may not be supplied by the hotel Charges to include menu, beverages, equipment, labor, and transportation