Conferencing and Banqueting Management | Assignment Sample

CONFERENCING AND BANQUETING
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................4
TASK 1............................................................................................................................................4
1.1 Size and scope of the conference and banqueting industry in UK...................................4
1.2 Analyzing the factors which influenced the development of conference and banqueting
industry in UK........................................................................................................................5
TASK 2............................................................................................................................................6
2.1 Assessing the key strategic and operational issues for “Service on A Plate”..................6
2.2 Performance and quality review techniques used by “Service on A Plate”.....................7
TASK 3............................................................................................................................................8
3.1 Evaluating the suitability of a range of food production systems and styles and food and
beverage service for the Event...............................................................................................8
3.2 Factors to be considered in organizing an off-site conference or banquet.......................9
3.3 Analyzing the key menu planning considerations for conference and banqueting events10
4.1 Ergonomic considerations for a given conference or banquet.......................................13
CONCLUSIONS............................................................................................................................13
REFERENCES..............................................................................................................................15

Illustration Index
Illustration 1: Table System.............................................................................................................9
Illustration 2: Food Items...............................................................................................................12

INTRODUCTION
Event management is defined as the involvement of group of people to attend various
events, such as meetings, weddings parties, seminars, etc. For these events' management,
conferencing and banqueting plays an important role. This industry is one of the fastest growing
industries in United Kingdom as conferencing has a direct link with the tourism and UK is a
good tourism destination for people.
This report will study the conferencing and banqueting management of the catering
company known as “Service on A Plate” which is a UK based company and operates different
events and parties. It will also discuss topics like size and scope of the conference and
banqueting sector in the UK and what are the factors which affects its development in this
industry. It will also discuss the various measure which can be helpful to increase the
effectiveness of the management of company. It also focuses on the different types of food
production system and food beverages system.
TASK 1
1.1 Size and scope of the conference and banqueting industry in UK
Hospitality is the most diverse and specialized industry in the world and conferencing
and banqueting management plays an important role in this industry in the United Kingdom.
These events help to generate a good revenue and profit from the events which is being
organized. UK is the third largest revenue generating country in this sector. Conferencing and
banqueting are two different processes in this industry.
 Conference : It consists of professional events, meetings, programs that are organized by
the corporate or the companies. These generally involves business or business activities
and official training. They require more equipment and technology as in conferences
there are meeting which needs things like, computers, projectors, etc.
 Banquets : They are personal or individual event, or a family gathering which includes
birthday or wedding parties, etc. In these events, there are music, food and beverages.
These are organized to have fun (Challinor, A., and et-al. 2014).
 Size and Scope of Conferencing and Banqueting Industry : There is a huge scope of
this industry in United Kingdom as there is a great demand of tourism in the country
which helps to promote this industry. There are almost 45,000 hotels operating in UK in
which maximum of them is providing conferencing and banqueting facilities to their

customers. These hotels also provides various facilities like rooms, halls, banquet
arrangements and party lawns which helps to contribute in the services like conference
and banqueting.
Another factor which has a great impact on this industry is the amount of interest in the people to
celebrate the occasions like, birthdays, doing parties, etc. Increasing the number of industries and
companies which provides 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
For the development of conferencing and banqueting industry in UK, it is very important
for the organization to analyze the various factors which has a great influence on them. The most
important factor to be consider is the types of events being organized and the diversity of that
event (Guan, L., Luo, Y. and Tang, L.R. 2015). Other than this, there are more factors, for
example,
 Environmental Factor : It plays an important role while conducting any conference or
banqueting event by the organizer as it is a basic requirement for the event to be happen.
 Socio-cultural Factor : This is the factors which affects these events the most. It
generally includes the preferences and requirements of the client who want to organize
these conference or events. It has to be done according to their needs to satisfy them.
 Licensing Laws : It is the main factor which is to be done very carefully by the
organization to serve their client. Having a proper license to organize conference and
banquets will help them to provide a better service without any disturbance.
 Technological Tools : 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. Proper
lighting should be arranged for the event (Jones, M.L. 2017).
 Financial requirement : To organize any event for the customers, it is very important to
have a sufficient budget which can help them to buy all the required materials. They
should consult with their clients about the requirements and their budget
 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.

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”
As an event manager, it is very important to have all the knowledge of the event which
has to be organized in the hotel is a birthday party. To make sure that everything is going
smooth, it is very important to understand all the strategic and operational issues which can
affect this event. Some issues which can affect the event, are as follows,
 Booking Procedure : This is the initial step for any event, whether it is a conference or a
banquet event. In this process, the client is supposed to prior book the hotel for their
event to happen (Kumar, C. and Harnett, D. 2016).
 Pricing and packages : After booking, comes the pricing and available packages for the
event. It is very important for the organizer to communicate with the client for their
budget to organize the birthday party.
 Place or Venue : It is very crucial element for the event to be happen. The place or venue
should have enough space so that all the guest feel comfortable in the party. It should be
neat and clean.
 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.
 Accommodation : This has to be managed by the event manager according to their room
requirement. The given rooms for the guests should be well maintained and clean. 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 (Lin, L.E.I.
and Bin, L.A.I. 2016).
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 kept 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,
 Management : Management of the event has to be done accurately. The quality food
which is being served in the party should be of the best quality and as per the client's
requirement. Availability of the adequate staff should be present there to do the catering
and the management of the guests. Decoration should be done according to the party.
Keeping a control and monitoring based approach for the production and supply systems
within the hotel (Lin, L.Z., Yeh, H.R. and Wang, M.C. 2015).
 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
 Reviewing the performance : Analyzing and keeping track of the number of customers
and the visitors attracted towards the industry.
 Religious and cultural guidelines : These are the factors which can vary from person to
person. Manager should ensure that he is not offending any religious and cultural aspects
of the guest.
 Arrangements : All the arrangements from decoration to food system should be done in
systematic manner to avoid any chance of miss-happening in the event.
 Technologies : Required technological tools should be provided in the event, for
example, light and sound system as it is the most important part in the birthday parties
(Masterman, G. 2014).
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
Food production system for any conference or banquet is very important to be organized
properly. It can depend upon various factors, for example, type and size of the hotel in which the
event is organized, their services and staff members, etc. For the birthday party, client has chosen
table system for the guest as there will be more children in the party which can not deal with the
buffet system.
There will be all trained and educated staff employees to serve the food to the guests. All
the arrangements of table and chairs will be done properly. The food items which is selected by
the client is served in the menu for there guests (Porter, J.R.,and et-al. 2014).
Food and Beverage Service Styles for Birthday Party : There are different types of
people present in the event specially children as it is a birthday party, so it will have different
opinion on food and beverages system. Keeping all this in mind, catering service will be there in
the event which will help them 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

3.2 Factors to be considered in organizing an off-site conference or banquet
While conducting an off-site conference or banqueting there are various which needs to
be considered by the event manager of the organization in order to successfully organize it for
their client. Some factors which has to be evaluated properly, are as follows,
 Venue : Before starting any process it is very important to examine the venue or place
where the conference or banquet is going to happen. There should be enough space
according to the number of guests coming for the event.
 Arrangements : All the arrangement has to be perfect for the birthday party event.
 Transportation : Proper transportation should be available for the selected venue or
place where the conference or banqueting is going to happen, so that it becomes easy for
the guests to arrive comfortably. It should be easily accessible by the guests.
 Storage facilities : For the event to be successful, it is very important to maintain a
proper storage capacity for the raw material required for the food preparation. It should
be kept in clean place. All others materials like, utensils, clothes and related stuff should
Illustration 1: Table System

be kept separately from the food material (Unit 13 Conference and Banqueting
Management Assignment. 2018).
 Food Hygiene : Maintaining the hygiene of the food product is very important for the
event manager as it will reflect company's image in client's mind. Raw material should be
of good quality and kept in a clean place. All the prepared food item should be according
to the preference of the client.
 Availability of Employees : There should be enough staff members for the service. As it
can affect the functioning of the event if there fewer employees.
3.3 Analyzing the key menu planning considerations for conference and banqueting events
Planning a menu for the event is very crucial for the event manager to carefully select the
food items. It should be according to the client's requirement. For the birthday party, there will
be approx 60 guests in which maximum is children. So the food menu is according to that which
has maximum food items related to children. The menu is planned according to their food taste.
The menu will have starters, main course and dessert along with beverages (Stoyanova-
Bozhkova, S. 2017). There will be only vegetarian food items in the menu as per the
requirements.
Menu for Birthday Party :
 Beverages : For the beverages there will three variety of juice, i.e. mango, apple and
orange. Apart from this it will have tea and coffee and shakes as well.
 Starters : For the starters, it has cheese nuggets, fries and burgers.
 Main Course : For the main course, they have fried rice, white sauce cheese pasta and
sandwiches.
 Dessert : In this, they will serve, hot chocolate, ice creams and brownie.

Illustration 2: Food Items

While planning menu for the event, it should be according to the Hazard Analysis and
Critical Control Points (HACCP). It is a method of systematic approach which helps to protect
the food from any physical, chemical or biological hazards which can arise in the production
process of the food item. It has to be compulsorily implemented in all the processes of the food
production. Some factors which are included in the HACCP, for example, they should conduct
the hazard analysis of the location, proper monitoring should be done, Identify all the critical
control points, etc.
4.1 Ergonomic considerations for a given conference or banquet
Ergonomics is a process which helps to study or understand people's efficiency in their
working environment. For the birthday party, it is very important to consider the ergonomic
considerations for the event. All the necessary requirements such as, layout of the decoration and
the overall design, light and sound related equipment which is required to play music in the
event, etc. all should be well maintained in the event (Simón, F.J.G., Narangajavana, Y. and
Llorente, R. 2016).
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,
 Availability of rooms,
 Space size of the venue,
 Light and sound system facilities,
 Transportation facility,
 Technological tool arrangements,
 Other basic amenities.
CONCLUSIONS
From the above report it can be concluded that in hospitality industry,
conferencing and banqueting plays an important role for the overall growth of the organization.
It also helps to understand the size and scope of this industry in UK. Proper management of the
event is very important for the conference and banqueting management in the hospitality

management as there are many factors which influences the development of this industry, such
as, environmental, budget targets: technological, lighting, sound systems, room layout, etc.
Improving in the performances and quality of work by understanding various factors, for
example, pricing and packaging; discounting initiatives, health and safety issues, 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
Challinor, A., and et-al. 2014. Food security and food production systems. Climate Change
2013: Impacts, Adaptation and Vulnerability. Contribution of Working Group II to the
Fifth Assessment Report of the Intergovernmental Panel on Climate Change.
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.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kumar, C. and Harnett, D., 2016. Event Management.
Lin, L.E.I. and Bin, L.A.I., 2016. Application of Virtual Simulation Teaching Resources in
Banquet Design Course. DEStech Transactions on Social Science, Education and Human
Science, (eshd).
Lin, L.Z., Yeh, H.R. and Wang, M.C., 2015. Integration of Kano’s model into FQFD for
Taiwanese Ban-Doh banquet culture. Tourism Management. 46. pp.245-262.
Masterman, G., 2014. Strategic sports event management. Routledge.
Porter, J.R.,and et-al. 2014. Food security and food production systems.
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.
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