Conference and Banqueting: Operational and Strategic Report

This report analyzes the practical aspects of conference and banqueting services, focusing on an offsite conference for an IT firm with 40 delegates. It examines key factors for successful event organization, including skilled manpower, climatic considerations, resource availability, and location selection. The report delves into menu planning, considering consumer preferences, dietary restrictions, and pricing strategies. It also addresses ergonomic considerations such as temperature control, lighting, and technology arrangements, alongside table and chair setups and additional event elements like banners and team member roles. References from relevant research papers are included to support the findings, providing a comprehensive overview of the planning, implementation, and management of conferences and banquets.

Conference
and
banqueting
Task 3

Introduction
 An offsite conference for IT based firm
 Discussion on new product release
 Conference for 40 delegates.
 Session to be held in a hall

factors to consider when organising
an off-site conference or banquet.
Usage of skilled manpower –
 skilled enough so as to deal with any contingency that may
arise.
Climatic conditions
 London has got different climatic conditions and rains may
arrive may arrive any time.
 a contingency plan in place in case electricity goes off in the
hall.

Continued
Presence of resources –
 offsite venue often results in lack of supply to proper resources like
food, seating, mikes etc.
 Company must make contact with the venue before the event.
Location –
 allows for privacy, and uninterrupted speeches and conversations
on the product release
 location is present in central area so as to save time of transport for
delegates
 an ease in searching of the location by employees.
 focus should be given on identifying as to whether employees and
guests can be easily accommodated or not.
 In the same lines, the venue should also be able to provide
audio/visual equipment; internet access etc.

menu planning considerations for conference and banqueting events.
Consumers
 menu can planned as per the food requirements of
consumers.
 both vegetarian and non-vegetarian items with alcohol
can be served.
 Focus should also been on dietary restrictions of guests
as well.
 Quantity should also be fixed so as to fulfill the food
needs of at least 50 people.
Price set for event-
 menu as per the pricing that has been negotiated from
client side. This will help to gain profit figures.

Continued
Food combinations to satisfy guests
 food items with respect to taste, colour, flavour etc. make
the menu look attractive and also satisfy the taste buds of
the guests.
Choice between table side service and a buffet –
 buffet will be enjoyed by people once the event is finished.
 welcome drink and a few snacks can be served on the
table itself.
 done at regular intervals to ensure that the delegates feel
relaxed.
 Hard drinks should not be served while the conference is
going on

ergonomic considerations for conference or
banquet.
Temperature control –
 weather is most likely to be cool one hence proper air circulation in the hall.
 Fans etc. must also be in proper place so as to avoid situation of humidity
Lighting facilities –
 bright lights must be arranged.
Technology arrangements –I
 no technical glitch in audio/video settings, Laptop and Projector Arrangements; mike; hand held
devices for speaking among others.
Tables and chairs –
 round tables with 4 chairs on each table.
 card with name of person written on it who will be sitting at that table.
 Conference notepad, pencil, pen, mineral water.
 The arrangement for buffet to be held after the conference will be placed outside the hall and people
will be appointed to do the serving.
Others –
 big hoarding or a banner on stage which depicts name of the company, logo and date.
 Standees and the banners should also be present just at the entry of conference hall.
 A team member from event organising must be present who will give directions and also inform about
the details of program.


References
 Kosmieja, M. and Paslawski, J., 2016. Flexible
Designing of Large Sports Complex. Archives of Civil
Engineering, 62(2), p.77.
 Mair, J. and Whitford, M. 2013. An exploration of
events research: event topics, themes and emerging
trends. International Journal of Event and Festival
Management, 4(1), 6 – 30.
 Yaduma, N., Williams, A., Lockwood, A. and Park, S.,
2015. Performance, labour flexibility and migrant
workers in hotels: An establishment and departmental
level analysis. International Journal of Hospitality
Management, 50, pp.94-104.