Byron Hotel Case Study: Conference and Banquet Management Strategies

Desklib provides past papers and solved assignments for students. This report analyzes conference and banqueting management.

Conference and Banqueting
Management

INTRODUCTION......................................................................................................................1
TASK 1......................................................................................................................................2
P1.1, M1. Discussing the size and scope of the conference and banquet industry................2
P1.2. Analysing the key factors that have influenced industry’s development.....................3
TASK 2......................................................................................................................................5
P2.1, Assessing the strategic and operational issues involved issues involved in effective
management of Byron Hotel..................................................................................................5
P2.2, M2 Discussing the performance and quality review techniques in conference and
banquet industry.....................................................................................................................7
TASK 3......................................................................................................................................8
P3.1, M3, D2 Evaluating the range of food production system and service style in Byron
hotel........................................................................................................................................8
P3.2 The factors which requires to consider in organising an offsite banquet and
conferences...........................................................................................................................10
P3.3 Analyse the key menu planning consideration for conferencing and banquets events.
..............................................................................................................................................11
TASK 4....................................................................................................................................13
P4.1 Accessing the ergonomic consideration for the conference event in Byron hotel.......13
CONCLUSION........................................................................................................................14
REFERENCES.........................................................................................................................15

INTRODUCTION
Conference and banquet management is the leading component of the hospitality industry.
Banquet and conferring industry is the leading industry in UK in revenue term. The report
will elaborate the various aspects of conferencing and banquet management and planning.
The report is based on Byron hotel, a three star hotel based in London, United Kingdom.
Conferencing and Banquets have a great scope in UK as of is considered as 3rd largest and
profit oriented sector. The report will highlight the conference organising by Byron Hotel is
organising for a retail company with 200 guest.
The report will demonstrate the size and scope of the conference and banquet industry in
U.K. with the market factor which influences its growth. Further, the report will depict the
strategic and operational issues involved issues involved in effective management of Byron
Hotel. Report will discuss the range of food production system and service style in Byron
hotel. The factors which requires considering in organising an offsite banquet and
conferences will also be included. Moreover, key menu planning consideration for
conferencing and banquets events in Byron Hotel.
1

TASK 1
P1.1, M1. Discussing the size and scope of the conference and banquet industry
Conferencing and banquet are one of the most important parts of the hospitality industry. It is
essential for increasing the revenue of hotel and hospitality industry in UK. Conferencing in
hotel is providing full facility for the PR activities and business official meetings. Banquets
on the other hand are a place which provides facility to many people to have food and
beverages together (Schuckert, Liu and Law, 2015) Now a day many hotels are adopting
providing facilities of conferencing and banquets in hotels for the purpose of attracting more
companies to arrange their professional events.
Banquets will allow the personal as well as professional events like, parties, wedding, get
together etc. Conferencing and Banquets have a great scope in UK as of is considered as 3rd
largest and profit oriented sector. In UK, many companies are adopting the conferring their
professional meetings and events in hotel which increases the scope of conferencing in
country. The two components in this industry can be described as follows:
Banquets are related to personal and family occasion. However it can be used for professional
events also. It includes services providing food and beverages which required employees for
catering services. Banquets include the process of booking with no need of accommodation.
Conferences occur for the purpose of professional or official related to the business activities.
Hotels need to provide full facility which includes proper availability of tool and technology
that required.
Conferencing and banquets industry in one of the growing sector in United Kingdom, scope
of this industry is based on the support from other related industry such as restaurants, bar
and other industries. As there are more than 40000 hotels in UK, and hospitality industry is
one of the leading industries, it provides a great scope for the development of Conferencing
and banquets industry in UK. In addition to that, size of this industry in mainly defines as the
large, medium and small. The size of the industry is classified as the requirement and scope
of the industry.
2

P1.2. Analysing the key factors that have influenced industry’s development.
The conferencing and banquets industry in U.K. is fastest growing industry which contributes
in the nation’s per capita income and economic development, generate employment
opportunity (Chan and Hsu, 2016). However, there are several factors that have strong
influence on the growth and development of conferring and banquets industry in U.K. the key
factors that will influence the growth of the industry in UK are as follows:
Level of tourism and visitors in UK: level of tourism in UK will influence the Banquet
services in hotels. With the increase in numbers of the tourism the services of banquets in
hotels will increase. It will also leads to impact on this industry of the tourism in country will
decline.
Industrialization in UK: As UK is one of the economic developed country with lots of
multinational companies are operating in. the numbers of company and industry which
organises their professional meetings, events in hotels will leads to influence the growth of
this industry.
Social factors: The types of people living in country which prefer to go out for dinners, the
amount not flair in the people to celebrate the special occasion in banquets hall. In addition to
this, the cultural background of the people also affects their choice of choosing the services
(Deery and Jago, 2015). Along with this, the personal disposable income of citizens also
affects the choice of banquets in hotel.
Level and size of hotel industry: one of the most important factors that are influencing the
growth of conferencing and banquet industry is the level and size of the U.K’s hotel industry.
Further, the hotel industry in country is one of the leading industries which contribute in its
national income. UK has large size of hotels that are providing high level of management
services in conferencing and banquets halls.
Political stability of country: The hotel industry affects from the political stability or
instability in country. The political instability in UK acts as a great factors in order to
influence the conference and banquets industry in UK (Ryan, 2015). Different laws and
legislation on the hospitality industry leads to increases the rates of hotel providing the
conference and banquets services in Hotels.
Technological factors: With the rapid increasing in the level of technological innovation in
UK it also leads to influence the modernisation in the banquet and conference services in
3

various hotels with the proper establishment must be done. As many customers and business
are looking for the hotels who has well established technological facility and full comfort in
choosing the banquets and conferences services.
These factors assist the conference and banquets industry to grow in UK market. These
factors play an important role in influencing the growth of this industry in country
4

TASK 2
P2.1, Assessing the strategic and operational issues involved issues involved in effective
management of Byron Hotel.
A retail company of London is going to organise a conference in Byron hotel. It will be a
conference related to the operations of the company for the year. The conference will be held
by CEO of company. The conference will include proper arrangement of sitting,
technological equipments and a lunch programmes of around 200 peoples. Hotels need to
provide the best quality of food with different cousins’ and beverages (Raj and Griffin, 2015).
The hotel management needs to sure that all the facility and proper staffs are there to attend
200 gusts with quality services. In addition to this, the hotel management need to make sure
their catering and event team to efficiently handle the requirement of the conferences states
by the company.
Moreover, in successfully executing the conference will assist in increasing the revenue of
the hotel. However, it can be said that there are various operational as well as strategic issues
that hotel management has to face in order to successfully completing the conference of the
company. The issues that management of Byron will face are as follows:
Financial consideration: In order to organise the vast conference, the hotel needs to invest in
catering, food and beverages, providing technological equipment etc (Ruby, 2016). The
management needs to consider the variable and fixed cost before charging the fees for the
conference.
Legal consideration: It is one the major issue that hotel faces. The management of Byron
needs to be assuring that they have proper license and compliance to operate in hospitality
industry. Hotel needs to follow the proper guidelines as pert the government laws and
regulation on the hospitality industry.
Administrative consideration: One of the major issues that accompany should consider in
organising a conference is to have proper staff and efficient administrative policies. The hotel
needs to maintain the protocol of the conference which includes proper. Thus, they should
have well trained staff to handle the guest. Quality of services needs to be as per the standards
of the hotel and requirement of company. The main consideration in administration is the
quality of foods which will be served to the guest. It is very challenging for the hotel
management to adhere the hygiene and quality of the food for 200 people (Köseoglu,
5

Sehitoglu and Craft, 2015). The hotel management needs also to manage the proper security
for the guest and the conference programme.
The Byron hotel needs to make proper strategies and plan for successfully organise and
manage the conference. The plan will include the sitting plan, food and catering plan, profit
margin from the operations etc.
6

P2.2, M2 Discussing the performance and quality review techniques in conference and
banquet industry.
In hospitality sector, it is very essential for the hotels to keep monitoring and reviewing their
performance of business as per their set standard of hotel and the industry as whole. The
performance and the quality review is critical for conference and banqueting industry as it
assist the hotels in further improvement also. In order to provide the adequate services, it can
be measure in terms of the customer satisfaction. Management of hotels should do a close
monitoring and audit on the quality, food, hygiene and safety of the internal as well as the
external customers of Byron hotel.
It is said that providing effective services as per the standard, all the administrative and
strategic issues will be easily addressed. The better conduction of conference requires
effective support from the management and employees which assist the hotel to gain success
in the industry. Byron hotel can adopted various techniques which can assist in reviewing its
performance, they are:
Quality and hygienic food: The most essential process that requires close monitoring is the
quality of the food prepared for the guests. Majorly, the quality of the food can be check from
the kitchen and equipment used for preparing the food. The clean and hygienic kitchen
provides an indication of quality food in hotel.
Feedback from customers: It is am effective techniques to take feedback fro m the guest
regarding the services, food and employees. Such feedbacks are very effective in order to
make any further changes also. Hotel management can take feedback from the client and
review whether there services have met their standard and expectation.
However, it can be argued that there are others techniques also which assist in reviewing the
performance and make future improvement (Kandampully, Zhang and Jaakkola, 2018). Such
techniques are Total quality management, six sigma etc which assist in improving the quality
of the hotel and also assist in reducing the errors to increase the satisfaction of customers.
Such techniques are effective in increase the performance of the Byron hotel in providing
conference and banquet services.
7

TASK 3
P3.1, M3, D2 Evaluating the range of food production system and service style in Byron
hotel.
In hospitality sector, the most important factor which can influence the success of company
in the industry is its food services. The food and the catering services of the hotel play an
essential role in success of the conference and banquet plan of hotel. The food production
services in hotel are mainly depends on the size of the hotel. The hotel management is
responsible for effective food production system and food service system. There are various
types of food services system which have been adopted in various hotels.
Ala Cartye- In this system, the food has been prepared as served to the customers as per their
wants and requirements (Payne-Palacio, 2016).
Bar Menu: This is the menu for different types of beverages which includes soft drinks,
cockatiels and liquor.
Buffet Menu services: it is being one of the most popular type of services where a selected
types of food is being provided in the menu which will be chosen by the client as per their
requirement.
Room services: in this food service the customer can have their food in their room.
In addition to this, there are many food production systems that are effective for Byron hotel
to adopt in order to prepare different cuisines for 200 guests in conference. Food production
system needs to organise by management in a way which can produced the right quantity of
foods which meets the quality standard also (Five Planning Factors for Meals, 2019).
Moreover, the production system should match the type of the food that needs to prepare for
the conference dinner.
Byron hotel has adopted PARTILE system of food production for the program. This is an
effective program which concentrates on the specific techniques and process of producing the
food. This approach is useful in preparing different cousins as this approach mainly focuses
on the process, the way food is being prepared, processes, stored and served. Further, the
food service style which would be suitable for the conference in Byron hotel will be Buffet
system.
8

However, other than this, there are some food production style which can be suitable for
Byron hotel, these are:
Cook chill system: It is the simplest method as well as controlled method of advanced food
production in hotels. This method involves full cooking of food that is followed by quick
chilling and storing in the controlled temperature.
Convectional or traditional system: This method includes cooking the food by using fresh
ingredients and components. The ingredients purchased should be of best quality, which can
help in satisfying the fresh appearances of food.
Buffet services: In banquet services, this system is widely used as it requires the customers to
have their food by being in queue. It reduces the staff and operating cost for the hotel and
also satisfies the customers as they can choose their food from the variety of ranges.
9

P3.2 The factors which requires to consider in organising an offsite banquet and conferences
Off-site venue for the conference and banquet are becoming very famous, the open air and
beautiful ambiences are reason for heading the conference and banquet off-site away from the
hotel territory (Sheehan, Grant and Garava, 2018). However the event manager has to
consider various aspects before organising off-site conferencing, as this could affect
execution of the conference planning. Following are the factors that need be consider:
Venue: It is the very essential to check the venue before conducting any event, proper space
for the person, tools and techniques for doing proper planning. the event managers also needs
to be ensure that the venue is fit for this customers and event and the venue is suitable for
customers to attend the event.
Catering: The manager needs to make proper planning regarding the food and beverage to be
providing to guest in the conference (Lynn, 2019). The adequate quantity of food should be
made and mangers needs to ensure that there should not be shortage of food for the guests
attending event.
Permits: The organiser of events should take proper authorisation and permits in order to
hold Byron hotel conference in outside place. There will be requirement of to take proper
authorization from the local government also.
Health and Safety: The organiser need to check the health and safety measures for the
protection of the guest. There should be proper plan for first aid if any type of accident
occurs. This is a legal requirement that at the time of event or conference all the people
remain or kept safe. In meeting different needs of its customers it is essential for the business
in order to main hygiene in each and every business process.
Transportation: Other aspects that needs be considered that affect the hotel planning to
organise the outside the events planned by the company needs to include transportation
facility to attract the customers more towards the organisation.
10