Conference and Banqueting Management Assignment Sample

Conference and Banqueting Management

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Size and scope of the conference and banqueting industry in UK........................................3
1.2 Analyzing the factors which influenced the development of conference and banqueting
industry in UK.............................................................................................................................4
TASK 2............................................................................................................................................5
2.1 Assessing the key strategic and operational issues for “Service on A Plate”.......................5
2.2 Performance and quality review techniques used by “Service on A Plate”..........................5
TASK 3............................................................................................................................................6
3.1 Evaluating the suitability of a range of food production systems and styles and food and
beverage service for the Event:...................................................................................................6
3.2 Factors to be considered in organizing an off-site conference or banquet............................7
3.3 Analyzing the key menu planning considerations for conference and banqueting events....7
4.1 Ergonomic considerations for a given conference or banquet..............................................8
CONCLUSIONS..............................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Conference and Banqueting Management is a process which is used to manage all
different kinds of events, conferences and banqueting happens in the organization. In hospitality
sector in UK, it is very important to have a good catering service in their management.
This report will focus on the catering company known as “Service on A Plate” which is a
UK company and operated different events and parties. In this report, it will discuss topics like
size and scope of the conference and banqueting industry in the UK and what are the factors
which affects its development. It will also discuss the measure which will help to increase the
effectiveness of the management of company.
TASK 1
1.1 Size and scope of the conference and banqueting industry in UK
Conference and Banqueting Management are the two most important aspects of the
hospitality industry in United Kingdom which can help to generate a good revenue from it. The
main difference between conference and banquets is that, in conference it consists of
professional events, meetings, programs that are organized by the corporate or the companies.
Whereas in banquets, it can be a personal or individual event, or a family event for example,
birthday party, marriages, etc. In UK it is considered as a third highest revenue generating
industry.
 Size : In UK, there are almost 46,000 hotel which is being operated there which generates
a good revenue. There are hotels in UK that are into providing services for conferencing
and the banquet arrangements. These hotels also have various facilities like rooms,
conference halls, banquet arrangements and the party lawns which contribute in the
services like conference and banqueting. There are various factors which affects this
industry in the UK. For example, level of Tourism in UK as there are so many tourist
attractions there. Another factors which has a great influence of this industry is the
amount of interest in the people to celebrate the occasions like, birthdays, doing parties,
etc (Albala, K. 2007).
 Scope : There is a huge scope for Conference and Banqueting industry in UK, as it is the
most revenue generated industry in the market which can help them to grow in the target
industry. The more the visiting tourists destinations, the more would be the tourists and
their banquet arrangements requirements. Increase in the number of industries and

companies which has the facility of conference and banquet halls has also created a great
scope.
1.2 Analysing the factors which influenced the development of conference and banqueting
industry in UK
There are various factors which has a great effect on this industry. The most important
factor to be consider is the types of events being organized and the diversity of that event. Apart
from this there are also some external factors also which affects the development of the industry,
for example,
 Licensing Law : This is the main factor which has to done carefully by the organization
which is giving these services to their customers. Having proper license to organize
conference and banquets will help them to provide a better service without any
disturbance.
 Socio-cultural : It is the factors which keeps on changing with the change in mindset of
people. It generally includes the preference of the people who want to organize these
conference or events. It should be done according to their requirements.
 Budget : To organize any event for the customers, its very important to have a good
budget which can help them to buy all the materials needed for that. They should
consider with their clients about the requirements and budget (Ford, R.C. and Heaton,
C.P., 2016).
 Light and Sound : Having a good and proper light and sound system will make their
customers satisfied and happy, as it is the most important aspect of conference and
banquets.
 Food : The food is being served in the event should be of good quality. It should be kept
in mind that quantity should be according to people coming for it.
 Technological tools : For any event to be a success, it is very important for the organizer
to have all the required technological tools which will be used in the event. For example,
the sound system should be effective so that every person present in the hall can hear it
clearly.
M1 : There is a huge scope of the conference and banqueting industry in UK as there size of this
industry is very large and generates a good revenue. There are 46,000 hotels in UK which

provides services like conferencing and the banquet arrangements for their customers. There is a
huge trend of celebrating birthdays, meetings, etc which also promote these industries in UK.
D2 : It is very important to understand all the external factors which can affects the functioning
of these industries. These factors can include, socio-cultural considerations, budget targets:
technological, lighting, sound systems of the event, food service, etc. Venue or place where the
event is being organized should also be considered by the organizer.
TASK 2
2.1 Assessing the key strategic and operational issues for “Service on A Plate”
Working as an event manager, company is organizing a wedding reception party for their
client. To make sure that every task is done carefully its very important to understand all the
strategic and operational issues which can affect the event (Gration, D. and et-al. 2016). Some
issues which can arise during the event, are as follows,
 Pricing and packages : This is the initial step which is to be done carefully by the event
manager. He should consider with its client about all the prices and packages which are
available in there budget. This will help them to provide the best service under their
budget. For example, for wedding reception, they will require rooms for the guest and
their food i.e. breakfast, lunch and dinner and all the related services of the wedding
party, etc should be discussed earlier with the client to make everything clear.
 Discounts and offers : There are various discounts and offers which company is giving
to their clients. All the information should be given to their clients. For example, if they
are booking 50 rooms in the hotel, then they will get some discount offer from them.
 Place or Venue : It is the most important element for the event to be happen. Place
should be enough spacious so that all the guest feel comfortable. It should be neat and
clean. The given rooms should be well maintained and clean (Guan, L., Luo, Y. and
Tang, L.R. 2015).
 Rooms : This is one of the important task to do by the manager. Giving rooms according
to their client's needs and requirement should be considered. This will help them to
provide the best service to them
 Service : all the service provided to their client should be proper and on time. For
example, room service should be done from time to time, food services, etc.

2.2 Performance and quality review techniques used by “Service on A Plate”
Performance and quality, these two are the key elements for the conference and banquets
to be a successful event. It should be keep in mind that there are various rules and regulations
which has to be follow by the company, such as, licensing law implications, health and safety
legislation i.e. Health and Safety at Work Act 1974 (HASWA). According to this law, company
needs to regulate all the health and safety issues of their employees as well as of their customers
too. There are various factors which affects the performance and quality of the events, such as,
 Client and Guest Evaluation Procedures : It is the initial step in which both the parties
interact with each other to understand their needs and requirements from the event
(Holm, M.R. and Breiter, D. 2017).
 Reviewing the performance : Analyzing and keeping track of the number of customers
and the visitors attracted towards the industry.
 Technologies : Employing the quality enabled techniques for the event, such as, total
quality management, Six Sigma principles for removing the number of errors which can
arise in the system and arrangements.
 Management : Organizing the best quality food in terms of quality and the number of
items that the restaurant of the hotel has to provide. Availability of the adequate staff to
do the catering and the management of the people. Providing the necessary arrangements
for the creation of the business ambience and the decor as is been requested by the client
to the hotel. Keeping a control and monitoring based approach for the production and
supply systems within the hotel (Jones, M.L. 2017).
M3 : For the wedding party reception to be held in the organization, it is considered that all the
requirements of the client has to been done in the given budget. Evaluating the venue, rooms
availability and quality of the food has to be as per the need.
TASK 3
3.1 Evaluating the suitability of a range of food production systems and styles and food and
beverage service for the Event:
For any conference and banquet event to be happen, food services plays an important
role. It depends on various factors, such as, type and size of the hotel in which the event is
organized, there services, staff members, etc. for the given wedding reception client has
considered two food production system, i.e. Buffet Menu services and the catering services

(Kumar, C. and Harnett, D. 2016). As all there customers are comfortable with the buffet system.
There will be trained and educated staff members to serve the food to the guests. This system
will serve maximum amount of people with minimal staff required for it. It will be beneficial for
both, event manager and client as well. The food items which is selected by the client is served in
the menu for there clients.
Food and Beverages System : There are different types of people present in the event
which has different opinion on food and beverages system. Keeping all this in mind, catering
service will be there in the event which will help the guest to serve the food at their place and
make all the customers satisfied and happy. It is very essential that their preferences has been
kept in mind while planning the key menu for the event. There are different types of menu items
which has been kept on the basis of the type of people, their origin and the level of preference,
the menu has so many options on food items (Masterman, G. 2014).
3.2 Factors to be considered in organizing an off-site conference or banquet
There are various factors which can affect the functioning of the company if they are
organizing an off-site conference or banquet for the client. For example,
 Space : This is the most important point that has to be kept in mind while choosing an off
location for the event. It should have enough space according to the guests which are
attending the event.
Illustration 1: Buffet System
Source : Induction Chafing Dishes. 2018

 Storage : For the event to be organized successfully, it is very important to have a proper
storage capacity for the raw materials. It should be kept in neat and clean place. All
others materials like, utensils, clothes and related stuff should be kept separately from the
food material (Unit 13 Conference and Banqueting Management Assignment. 2018).
 Food Hygiene : Maintaining the hygiene of the food is very important for hospitality
industry. It will reflect company's image in the market. Raw material should be of good
quality and kept in clean place. All the prepared food should be according to the
requirement.
 Transportation : The place or location which is being selected for the event to be
organized should be easily accessible by the guests. Proper transportation should be
available for that location so it becomes easy for the guests to arrive comfortably.
 Availability of Employees : There are chances when employees refuse to go out for
giving services. So it should be kept I mind that there are enough staff members present
there for the service (Okeiyi, E., Finley, D. and Postel, R.T. 2014).
3.3 Analysing the key menu planning considerations for conference and banqueting events
Menu planning is a crucial step in any event, whether it is a conference or banquets. It
should be done according to the requirements or preference of the client. For the wedding
reception there will be approx 100 guests which will attend the event. In which 25 guests are
children, 15 guest are aged. The menu is planned according to their food taste. The menu will
have starters, main course and dessert along with beverages. There will be vegetarian and non
vegetarian food items in the menu (Simón, F.J.G., Narangajavana, Y. and Llorente, R. 2016).
Beverages
 Coffee or Tea
 Cocktails or Mocktails
 Cold Drinks
 Shakes
Starters
 Cheese Balls
 Fries
 Egg Rolls
 Salad
Main Course
 Roasted Chicken
 Fried Rice
 Spring rolls
Dessert
 Ice Creams
 Hot Chocolate

Hazard Analysis and Critical Control Points (HACCP) is the main problem while doing the
menu planning. It is a method of systematic approach which protects the food from any physical,
chemical or biological hazards which can arise in the production process. It has to be
compulsorily implemented in all the processes of the food production (Stoyanova-Bozhkova, S.
2017). This is the most important method which includes various points to be consider :
 Organizer should conduct the hazard analysis of the location,
 Identify all the critical control points,
 Establishing the critical limits for all the critical control points,
 Proper monitoring of the critical control points,
 Establishing the corrective action.
4.1 Ergonomic considerations for a given conference or banquet
For the wedding reception, it is very important to consider the ergonomic considerations.
There are so many things which has to be managed for the event, such as, audio video equipment
which is required to play music in the event, layout of the decoration and the overall design. All
these factors should be made according to the customer requirements and the environmental
factors (Strianese, A.J. and Strianese, P.P. 2014).

They aim at providing the convenience and services in the wedding reception event,
Ergonomic considerations are based on providing the flexible and convenient place to their
clients organize there functions. These considerations can include various factors, such as,
 Space size,
 Rooms availability,
 Light and sound facilities,
 Transportation,
 Technological arrangements,
 Other basic amenities.
CONCLUSIONS
From this report it can be concluded that proper management of the event is very
important for the conference and banqueting management in the hospitality management and
factors which influences the development of this industry, such as, environmental, budget
targets: technological, lighting, sound systems, room layout, etc. It also focused on the topic like
strategic and operational issues which are involved in the effective management of the event.
This helps to improve their service and make customers happy and satisfied. Improving their
performances and quality of work by considering various aspects such as, pricing and packaging;
discounting initiatives, health and safety issues, implementing various technologies, etc. This
report will also help to understand the overall functions and roles and responsibilities required
for a good conference or banqueting management.

REFERENCES
Books and Journals
Albala, K., 2007. The Banquet: Dining in the Great Courts of Late Renaissance Europe (Vol.
21). University of Illinois Press.
Ford, R.C. and Heaton, C.P., 2016. Managing the guest experience in hospitality. Delmar Pub.
Gration, D. and et-al. 2016. Resident valuation of planned events: an event portfolio pilot study.
Event Management. 20(4). pp.607-622.
Guan, L., Luo, Y. and Tang, L.R., 2015. An exploratory study of decision makers for choosing
wedding banquet venues: push and pull motivations. International Journal of Tourism
Cities. 1(2). pp.162-174.
Holm, M.R. and Breiter, D., 2017. Communication and hands-on problem resolution: A case
study in event management.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kumar, C. and Harnett, D., 2016. Event Management.
Masterman, G., 2014. Strategic sports event management. Routledge.
Okeiyi, E., Finley, D. and Postel, R.T., 2014. Food and beverage management competencies:
Educator, industry, and student perspectives. Hospitality & Tourism Educator. 6(4). pp.37-
40.
Simón, F.J.G., Narangajavana, Y. and Llorente, R., 2016. Information systems management in
hotel chains. The Routledge Handbook of Hotel Chain Management. p.324.
Stoyanova-Bozhkova, S., 2017. Sustainable Event Management: a Practical Guide, M. Jones.
Routledge, Oxon and New York (2014), 394 pp.,(Pbk.),£ 42.99 ISBN 9780415840200,
(Hbk.),£ 100.00 9780415840194,(Ebk),£ 42.99 9780203768723.
Strianese, A.J. and Strianese, P.P., 2014. Dining room and banquet management. Cengage
Learning.
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