Conference and Banqueting Management Report - Pearson HND Hospitality

This report delves into the multifaceted world of conference and banqueting management. It begins by exploring the size and scope of the UK banqueting industry, including the factors influencing its development, such as lifestyle changes, economic conditions, political stability, technological advancements, environmental factors, and legal regulations. The report then examines strategic and operational issues essential for effective management, including inventory and quality control, clear strategies, and communication. It also covers quality review techniques used within the industry. Furthermore, the report analyzes various food production systems and styles suitable for banquets, along with factors to consider when organizing off-site events and key menu planning considerations. Finally, it addresses ergonomic considerations for conference and banqueting events, providing a comprehensive overview of the key elements involved in successful event management.

CONFERENCE AND
BANQUETING
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
LO 1.................................................................................................................................................3
1.1 Size and scope of banqueting industry of UK.......................................................................3
1.2 Factors influencing its development.....................................................................................3
LO 2.................................................................................................................................................5
2.1 Strategic and operational issues involved in effective management of given conference or
banquet........................................................................................................................................5
2.2 Quality review techniques and performance used by banqueting industry...........................6
TASK 2............................................................................................................................................7
LO 3.................................................................................................................................................7
3.1 Suitability of range of food production system and styles for given banquet.......................7
3.2 Factors considered while organizing off site conference or banquet....................................8
3.3 Key menu planning consideration for banqueting events.....................................................8
LO 4.................................................................................................................................................9
4.1 Ergonomic considerations for given banquet or conference.................................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................11

INTRODUCTION
Conference and banqueting management is a study about events, ceremonies and
celebrations conduct by companies for providing service to the public. This is a part of
hospitality industry. The report will cover about size and scope of the banqueting industry. Also,
the factors which influence the development of the industry will discuss in this report. The report
will lay emphasis on strategic and operational issues and also review about the quality and
performance techniques adopted by banquet and conference (Yang, Yu and Wang, 2016). The
report will also evaluate the range of food, style and production system. Along with it the factors
to be considered while conducting an off site banquet or conference will be disclosed. Also, the
menu of planning for conference events will discuss in the report and ergonomic consideration
will be discussed.
TASK 1
LO 1
1.1 Size and scope of banqueting industry of UK
The banqueting and conference industry is a major contributor for the hospitality sector
of UK. These are a major part of hospitality sector and is still growing much and includes more
focus on sports, music, luxury brands, events along the whole world. Conference or banqueting
may be defined as organizing an event such as seminars, small gathering, family events,
weddings and party and many such other events. In general banqueting means providing facility
of food and drinks to persons coming to a place and having relaxed time. But now it has changed
and shifted to organizing for all the functions all facilities. The event industry or banqueting in
UK is worth size of £42.3 billion (An Introduction to the UK Event Industry in numbers, 2019).
Also there are around 1.3 million of events arranged in whole year. Also the event industry of
UK provides employment to almost around 570,000 people all over UK. There are many types of
events held in UK like exhibitions and trade fairs, corporate hospitality and corporate events,
cultural events, sports events, music events, conferences and meetings and many more such types
of events.
1.2 Factors influencing its development
Life style attitude of people - The attitude towards life style of people is changing
towards the banqueting and conferencing industry as it is a socio cultural factor. The people are
now more focus to make their special days more memorable by engaging and conduct functions

with the companies under banquet sector. Also, the official meetings of many organizations are
preferably to conduct by them under this sector (Owusu - Mintah and Dacosta, 2017). Therefore,
this factor of change in life style of people help the industry to grow and develop.
Unemployment rate - The unemployment rate is Economic factor in this the country
affects a lot to this industry. As the rate of unemployment increases it directly affects customers
shift to satisfy their basic need. They did not prefer to conduct and organize events in times of
higher unemployment rate. This not only declines the profitability of the industry but also affects
the development and growth of the industry as a whole.
Instability among government - Political factor of instability in government affects
banqueting and conference sector. As the new government lays new regulations and policies
which need huge modifications in the sector. Along with it repetitive change in policies affects
functioning of the industry. This affects development of the companies prevailing in the industry.
Online booking of events - The companies under industry of banquet and conference
offers facility of online booking through their official websites. This attracts number of
customers towards them and book their events with the company. Also, this is time efficient for
both industry and customers. The industry by this technological advancement factor attain huge
profitability and growth.
Change in climate - The climatic change as a part of Environmental factor affects this
industry a lot. As heavy rainfall delays the arrangements executed by conference and banqueting
sector. Also, the industry face difficulty in transportation of items. The profitability and
development of banquet industry affects by change in climate.
Health and safety law - The conference and banquet industry affects by Legal factor
under which they follow the health and safety law. In which the safety of employees regarding
food, and life must be protected by company. Not only consumers but also members of their staff
are fall under this law. Therefore, for smooth development of the industry they need to follow
this law in concerned with safety of employees and customers of companies prevailing under this
industry (Gruenfeldova, Domijan and Walsh, 2019). This increases additional overall expenses
of the company but lead them towards growth and development.

LO 2
2.1 Strategic and operational issues involved in effective management of given conference or
banquet
For managing a banquet or conference it is very necessary for the company Service on a
Plate to have an efficient and effective management system so that every work is properly
managed and the banquet or event is successfully carried on (Gerritse, Bergsma and Groen,
2014). There are many issues which may either be strategic or operational in nature which may
hamper in way of effective management. Strategic issues can be some factor or issues which
affects management due to some faulty or wrong strategies adopted by Service on a Plate. On the
other hand operational issues are some issues or factors which affect management due to some
faults or difficulties due to process of production of foods or any other process. Some issues are
as follows-
Inventory control- it is a major issue which is involved in effective management because
of the reason that if inventory will not be calculated properly then there will be difficulty in
calculating that how much is needed and in what quantity and at what time then there will not be
proper management within Service on a Plate.
Quality control- this is yet another major issue which hampers effective management by
Service on a Plate. This is solely because of the reason that if the quality of food and beverages
and the ambiance of banquet or conference. The maintenance of quality is necessary because if
the quality will not be good or excellent then not many people will visit the banquet.
Not clear strategy- this is a major strategic issue hampering in process of effective
management. If the employees of Service on a Plate are not clear that what work they have to
perform then it will be very confusing and full of chaos and the working will not be proper. Also,
there might be possibility of double work due to confusion in the job role of employees.
Poor communication- this is also a type of strategic issue which creates difficulty in
effective management of banquet of conference or event held there. This creates a problem in
effective management because if the communication among employees of banquet is not proper
and clear then there will not be proper working and management (Bouchon, Hussain and Konar,
2017). For example, if manager of event decides to postpone an event which was decided to
happen next day and this information is not transferred to employees working for that event then
it may be possible that the employees makes arrangement for that event.

2.2 Quality review techniques and performance used by banqueting industry
Quality review techniques are some various different types of methods or tools with help
of which any company can measure its quality and performance of the work which it performs
and also the performance of employees working within the company (Kitchin and Paramio -
Salcines). The overall banqueting industry uses the basic technique of measuring the
performance. Under this system the industry first sets some standards which all the companies
has to follow and adhere to those standards and has to strictly follow the standards. Further the
industry time- to- time reviews the working and operations of companies and ensures that
whether all companies are following the standards or not. This checking will ensure that whether
the companies within the industry are following the standards or not. If the companies are not
adhering to or following the set standards then corrective actions are taken by the industry which
can be anything like suspension, penalties, fines, taking licences back and many more corrective
measure.
On the other hand, Service on a Plate uses the following performance and quality review
techniques for measuring the quality of products and services provided by the company and also
performance of employees. It measures and checks the performance of working and employees
because of the reason that if the quality will not be good then the people will not come to such
places. The major reason behind this is that with passage of time standard of living of people
have increased and because of it they prefer high quality services. The techniques used by
Service on a Plate are as follows-
Benchmarking- it is a technique which is used by Service on a Plate for ensuring its
quality and performance of its company is achieved or not. Bench marking is a process through
which Service on a Plate compares its performance with that of the competitors within the same
industry. This helps company in knowing its strengths and weaknesses as its performance is
compared with the competitors, so they come to know about their internal strengths and
weaknesses along with opportunities and threats present in external environment (Charoensuk,
Wongsurawat and Khang, 2014).
Client and guest evaluation procedure- it is a type of technique wherein the company
Service on a Plate tries to evaluate the guest and clients views and response for banquet or
conference or any event held there, including feedback on the services provided by Service on a

Plate. This technique is helpful because of the reason that if the company directly takes feedback
from client then the company will know the actual position of company in the market.
TASK 2
LO 3
3.1 Suitability of range of food production system and styles for given banquet
A food production system is a type of process wherein food is prepared using some raw
materials and are then converted into ready-made food products for the direct consumption of
human beings (Rahman, Jamaludin and Ismail, 2015). There are many types of food production
systems which Service on a Plate uses which are as follows-
Cook- freeze- under this method the food is cooked, packed and frozen sat the time of
production only and for the consumption purpose this type of food is distributed as frozen food
and if the consumer wants to have those foods then they have to reheat those foods. These type
of foods produced are known as cook freeze method.
Cook chill- it is a type of food production system wherein the food is prepared on the
basis of cook and serve method where in the food is prepared and is chilled so that it lasts fresh
for a certain time period . The food is made chilled under this method because chilling helps food
in retaining its original taste. Aroma and texture till they are consumed.
Food production style
There is a process which needs to be fulfilled by the food maker if it wants to make or
produce the food. The food production system consists of following steps-
Input- these are the different types of ingredients which are treated as inputs for the
production of food.
Process- it is a stage wherein the input that are the ingredients and raw materials are with
the help of some machines and equipments are transferred into some processed food.
Output- these are the end result that is the food which is prepared after applying some
process on the input resources and raw materials.
Food and beverage services
Family service- the banqueting and conference should provide services keeping in mind the
consumers as full family coming to the conference or banqueting. The services and the ambiance
and environment of banquet or conference should be designed as keeping in mind the full family
customers and not in accordance with young mass of population or teenagers.

3.2 Factors considered while organizing off site conference or banquet
The major consideration to be taken care off while organizing for an off site banquet or
conference is the use of HACCP that is Hazard Analysis and Critical Control Points. It is a type
of certification needs to be taken for off site conference and banqueting (Goulding, Saren and
Pressey, 2018). This certification displays to the consumers that the conference or banquet
provides a commitment and loyalty that the foods and beverages produced by them is authentic
and safe. This is an internationally accepted and used principle which is used for prevention of
food contamination from physical hazards, microbiological elements and chemicals and viruses.
Services on a Plate uses HACCP in order to first identify the hazards that might impact
the foods and beverages produced by company, and then they tries to find a control point for
each of the hazard identified by company. Further it sets some critical limits or standards within
which it has to work. Furthermore, the next step under HACCP is to carry out the monitoring
that whether the set limits are followed or not by the company. Next if these are not followed
then some corrective measures are taken so that it can improve its quality and level of foods and
beverages. The last step under this is to record all the changes and to check the effectiveness of
whole process.
3.3 Key menu planning consideration for banqueting events
The key menu planning which needs to be considered for a banqueting event are
discussed in the adjoining points-
Marketing implication- this is the most important consideration while planning because
if marketing will not be proper and accurate then the conference of banqueting will not be
popular and more and more customers will not come to the place. If the marketing will be good
then more and more consumers will be attracted towards the banquet or the conference. For
marketing the conference or banqueting Service on a Plate can use many marketing tools and
techniques. Some marketing techniques can be such as offering special offers to clients on
festivals, sponsoring some concerts or plays at the banquet or conference, direct mail marketing
and many other marketing tools and techniques.
Customer perception and needs- this is the major consideration to be kept in mind
because of the reason that if the needs of consumers will not be understood properly then their
needs will not be catered by banqueting or conference and this will dissatisfy the consumer
(Heyes, Beard and Gehrels, 2015). So for not losing the consumers, it is very necessary for

conference or banqueting to clearly understand the needs, requirements and perception of
consumers that what they require. If the conference or banqueting understands the needs of
consumer properly then it will be helpful for company to grow.
LO 4
4.1 Ergonomic considerations for given banquet or conference
Some of the major ergonomic considerations that needs to be looked after by Services on
a Plate are elaborated in the connected points-
Space utilization techniques- it is type of tool or technique which is used in order to
utilize the limited space in such a manner that it is optimally and efficiently used by the
company. Since the competition is so large and tough so the resources are very less and scarce
including space so it is of utmost importance that the space provided is properly used by
conference or banqueting. For this Computer Aided Design (CAD) can be used which is a
software used in designing, creating and modifying the space.
Quality of environment- there must be ventilations provided for all the enclosed parts of
the workplace, for these windows and other openings can be used for proper ventilations. The
fresh air supply rate should not be less than 5-8 litres per second for per worker. Also,
temperature at the workplace should be at least 16 degree Celsius and the temperature inside the
workplace must be comfortable and relaxed for the workers.
Audio- visual- also at the banqueting and conference must have proper audio- visual aids
to attract the clients and guests. For this the banqueting or conference can use a good system of
lightning and sound and some special effects and can also take help of video projections, the
latest technologies for display, use of the latest sound system and many more other latest
techniques (Hejase, Hamdar and Maraouch, 2014).
CONCLUSION
With the study of the whole report it can be concluded that conference and banqueting is
related to organizing about some events such as small gathering, seminars, parties, weddings,
family events, business meetings and many other different events. With the help of the report it
was summarized that in UK conference and banqueting is a major part and contributor in the
development of its economy. Also, there are many factors which influences the development of
banqueting and conference industry like life style and attitude of people, instability in political
sector, changes in climate and many other such factors.

Also, the report highlighted about some strategic and operational issues which affects
effective management like inventory and quality control, poor communication, unclear business
strategy and many other factors. Furthermore, it discussed some performance and quality review
techniques used by Service on a Plate like benchmarking and client and guest evaluation process.
Next it outlined about the different types of food production system such as cook- chill and cook-
freeze along with the process of food production. Further it described some factors which are
considered while going for off site conferences. Further the report demonstrated some
consideration or menu planning along with ergonomic consideration for Service on a Plate.

REFERENCES
Books and journals
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A case of Malaysia. MOJEM: Malaysian Online Journal of Educational
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of Facilities Management: advancing knowledge in facilities management, European
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Goulding, C., Saren, M. and Pressey, A., 2018. ‘Presence’and ‘absence’in themed
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Heyes, A., Beard, C. and Gehrels, S., 2015. Can a luxury hotel compete without a spa facility?–
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Management. 5(1). pp.93-97.
Kitchin, P. and Paramio - Salcines, J.L., Key Terms.
Owusu - Mintah, S.B. and Dacosta, F.D., 2017. A study of events organised by hospitality
industries in Accra, Ghana.
Rahman, R.A., Jamaludin, M.N. and Ismail, A., 2015. Banquet Course Students’ of National
Modular Certificate Competency in the Teaching and Learning System–An Observation
on Practical Class Activity.
Yang, S., Yu, J. and Wang, X., 2016, January. Discussing on Management Accounting.
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Online
An Introduction to the UK Event Industry in numbers. 2019. [ONLINE]. Available
through:<https://www.eventbrite.co.uk/blog/academy/uk-event-industry-in-numbers-
ds00/>