Conference and Banqueting Management Report - Unit 13, HND Hospitality

This report provides a comprehensive overview of conference and banqueting management, focusing on the practical aspects of the hospitality sector. It explores various food production systems and styles, including cook-freeze and cook-chill, and their suitability for different events. The report also examines factors crucial for organizing off-site conferences and banquets, such as staff utilization, HACCP, equipment hire, and space utilization. Key menu planning considerations, including legal obligations, budget predictions, and nutritional guidelines, are discussed. Furthermore, the report assesses ergonomic considerations for the conference and banqueting industry, emphasizing space utilization techniques and audio-visual elements. The analysis highlights the importance of these factors for ensuring customer satisfaction and the overall success of events within the hospitality industry. The report concludes by emphasizing the significance of the conference and banquet industry's impact on the UK economy and the application of performance and quality review techniques.

Conference and
banqueting
management

TOPICS COVERED
 Introduction
 Range of food production systems and styles and food & service styles
 Factors to be considered for organizing off-site conference or banquet
 Key menu planning considerations
 Ergonomic considerations for conference and banqueting industry
 CONCLUSION
 REFERENCES

Introduction
Conference is defined as business, professional, trade and academic
meeting which is between various parties working for same or different
organisation. Whereas, Banquet is refer to as charitable gathering for
purpose of celebration by large number of individuals (Dixit, 2017).
Both these industries are considered as part of hospitality sector which
mainly focus on providing various events in the form of parties, dinner,
wedding gigs, conference and many more. The report is based on “
Service on a plate” catering company providing catering services for
local contracts, events, banqueting and conferences. This industry is
engaged in providing services related to food and beverages to
individuals and group of individuals.

3.1Evaluation of suitability of range of food production systems and
styles and food & service styles
Services related to food plays vital role in conference and banqueting industry. It mainly depends
upon size and scope of hotel along with number of visitors that will come to attend meeting,
event or function. In context of “Service on a plate” managers their provide all required
amenities that are important to make function memorable. This also helps in satisfying needs
and expectations of customers by offering them various services. Some of suitable range of
food production systems and styles along with food & service styles are discussed below:-
Cook-freeze- As per this method food can be kept fresh for longer period of time. With reference
to “Service on a plate” utilises this style to prepare and manage food for function of marriage
as this is time consuming process as there are large number of guest.
vacuum packaging-
Cook and chill- It is a process in which food is prepared with significant temperature and then
sealed properly. This is beneficial for the meetings as they held for long hours or mid-day. So
management re-heat food with help of hot water and then serve them quickly to guest it helps
to save time and engage guest again to perform their particular activities.
Buffet presentation- Buffet offers all the dishes from selected menu in a single attractive large gatherings
or events. In context of “Service on a plate” helps manager to carry out their functions in proper &
effective manner.

3.2 Factors to be considered for organising off-site conference or banquet
– Organising a business conference or a banquet is a complex as there are many issues and
benefits as well. There are some factor which affect event such as location, transportation, area,
decoration,experienced staff, quality of food etc.
Staff utilization: Dealing with the staff is most complicated thing, in event as to manage the
staff as well as analyse their performance.
Hazard analysis critical control points:HACCP is process of analysing on food which is to
be serve to guest (Dixit, 2017). It is possible to have a problem like Hazards, when event is
happening off-site, HACCP has a some principle like: Identifying critical points, Setting limits,
Reviewing the procedures, By taking corrective actions, Checking the procedure, Recording
documentation
Equipment hire:The equipments are also needed in the events like speakers, projector,
computer aided designed system etc (Fang, and et. al., 2018).But they also increase the cost.
And also they can generate the technical issues in between the event.
Space utilisation:There should be a proper space of gathering, accommodation, room facilities
for guest, which will avoid the issue arise in future.
Entertainment:Each and every event need the entertainment, which leads to the great event.
Entertainment includes various games, activities, dance and also some peaches etc.

3.3key menu planning considerations
– The banquet and event manager has to prepare healthy and hygienic menu for meetings and
conference. Manager should focus on choice of clients needs, expectations and provide them
with best menu for both lunch and dinner (Petrevska, and Cingoski, 2015). Further, menu should
fulfil all factors of premium quality of tasty food, hygiene level to be maintained. Therefore,
necessary factors to be considered for planning for menu are as follows:-
Legal Obligation- This is utmost responsibility of manager to provide best quality food by
adhering to laws and standards related to food and safety to be maintained. Moreover, no
adulteration should be made with food and it must be prepared by experienced and professional
experts so as to maintain quality of food products.
Budget Prediction- As per clients requirement it is responsibility of finance manager to prepare
rough draft and provide it to them. Also, they must come up with effective and best price
quotation after considering size and composition of conference and event.
Guidelines Composition- The menu prepared by experts must be served as per proper sequence.
This can start with serving appetizers, starters, salads, main dishes and deserts or sweets. The
manager of “ Service on a plate” should prepare food as per number of guests invited and raw
material must be purchased accordingly (Borisova, and Razumeiko, 2018). Now-a-days there is
trend of diet conscious so it is compulsory for every hospitality sector industry to maintain and
adhere to nutritious value of food by providing them with good quality food. Also, hotel can
mention their nutrition value in their menu itself. Another, essential aspect is plating and
presentation of food which is to be served to various customers. Along with this decoration of
food should consist of edible material and not involve any type of artificial or chemical content.

4.1 Assessment of ergonomic considerations for conference and banqueting industry
Ergonomic consideration for specific event means that each and everything must be placed in perfect
place so that maximum satisfaction is provided to clients for services being rendered by “ Service
on a plate”. The event manager can focus on using various space utilisation techniques so as to
provide maximum satisfaction to customers. Along with this it is necessary for manager of
company to consider seating plan, layout designs for room so that guests can provide
accommodation in precise and effective manner (Waller, 2018). Also, manager must emphasis on
developing computer aided design as this will help in replacing duplication of work processes.
Therefore, various ergonomic consideration used for conference and banqueting industry are as
follows:-
Space Utilisation Techniques- Their must be proper and effective seating arrangement, with room
layout designs so as to provide comfortable accommodation to guests. Also, seating plans must be
according to type or purpose of event. Along with this they can apply computer aided design
packages for conference and banqueting industry.
Audio-visual- The focus must be given on proper lighting with special effects, projectors if
necessary for conducting meeting and effective sound and lighting technology.
Quality of environment- The conference hall or party area of company should have proper
ventilation, heating, air-conditioning and adequate floor space. The floor should be occupied
according to maximum and minimum occupancy of floor.

CONCLUSION
Form the above discussion it can be analysed that conferencing and
banquet industry is important and essential functions which are emerging
in almost every hotel in UK. It can also be considered that this industry is
established and successful industry within marketplace. This report put
light upon impact of this industry on customers as this is major
contributor towards GDP and development of nation. Also this reports
helps to know about various factors influencing development of this
industry. Further, it also demonstrates various measures for performance
and quality review techniques which are applied in conference and
banquet industry. Along with this this report helps in understanding about
food production and service systems of company. Lastly, it helps in
assessment of ergonomic and key menu planning considerations.

REFERENCES
Dixit, N., 2017. Impact of training on capacity building and employees effectiveness a study of hotel industry in
Rajasthan.
Fang, H., and et. al., 2018, February. Report on the 2017 ACM SIGIR International Conference Theory of Information
Retrieval (ICTIR? 17). In ACM SIGIR Forum (Vol. 51, No. 3, pp. 78-87). ACM.
Petrevska, B. and Cingoski, V., 2015. Environmental protection and energy efficiency concept in five star hotels in
Macedonia.
Borisova, K. and Razumeiko, A., 2018. Hotel Rebranding: Marketing Plan for Piter Inn Petrozavodsk.
Waller, A.R., 2018. Beaumont and Fletcher: The Queen of Corinth, Bonduca, The Kinght of the Burning Pestle, Loves
Pilgrimage, The Double Marriage. BoD–Books on Demand.
Vander Vennet, B., Schneider, S. and Dessein, J., 2016. Different farming styles behind the homogenous soy production
in southern Brazil. The Journal of Peasant Studies. 43(2). pp.396-418.

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