Conference and Banqueting Management Report: Strategic Analysis

This report delves into the multifaceted world of conference and banqueting management within the UK. It begins by outlining the size and scope of the industry, highlighting key factors that have influenced its development, such as political, economic, social, technological, legal, and environmental considerations. The report then explores strategic and operational issues, including administrative processes, pricing strategies, space utilization, and the importance of effective communication. It also examines performance and quality review techniques, the sustainability of food production systems, and considerations for off-site events and menu planning. Furthermore, the report addresses ergonomic considerations and the importance of financial, legal, and marketing aspects, including licensing and hygiene regulations. The report offers a comprehensive overview of the conference and banqueting industry, providing insights into the complexities of managing successful events.

CONFERENCE AND
BANQUETING MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 The size and scope of the conference and banqueting industry in the UK.......................1
1.2 Analyse the factors that have influenced development....................................................3
TASK 2............................................................................................................................................4
2.1 The key strategic and operational issues involved in the effective management.............4
2.2 Performance and quality review techniques used by the conference and banqueting
industry...................................................................................................................................6
TASK 3............................................................................................................................................7
3.1 The sustainability of a range of food production system and styles and food and beverage
services...................................................................................................................................7
3.2 Factors to consider when organising an off side conference or banquet..........................9
3.3 The key Menu planning consideration for conference and banqueting events..............10
TASK 4..........................................................................................................................................11
4.1 Ergonomic considerations for a given conference and banquet.....................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Conference and banquet is an exceptionally important and beneficial part of Hospitality
business. It enhances the capacity and probability of generating more profit for Hospitality
industry. Nature of the conference and banqueting sector the factors which affect the
development are elaborated in this report (Hurrell and Scholarios, 2011). Key strategic and
operational issues which remain associated with effective management are considered in banquet
management. “Rosewood London” is a five-star hotel which is taken to elaborate the concept of
banquet and conference management. The present report will have a legitimate discussion about
what are the extraordinary practices that should be received by the association with the end goal
of viably serving customers and clients and keep up and in addition fabricate a more beneficial
notoriety of the association.
TASK 1
1.1 The size and scope of the conference and banqueting industry in the UK
The UK event industries presents an opportunity for the nation to be the international
business destination of choice and at the same time, create real growth for UK events by
incurring business opportunity for local firms. There are more than 25000 businesses in this
particular sectors includes event organisers, venues, destination marketing organisation,
exhibition contractors and event production companies. The top most event agencies in UK have
a turnover of more than £3.5 billion. Conferencing and banquets are considered as one of the
two most important parts in the hospitality sectors in UK. They used to generate a lot of earning
even when there is no season for it by conference meeting, organising parties and birthday
occasion.
Conference: It is said to be comprise of the professional events, programs as well as the
activities that are organised for the corporate or the companies.
Banquets: It can be personal, individual specifically family’s functions or even company
specific. It is majorly categorised in the family events such as marriages, parties, families get
together and birthday celebrations.
Scope of conference and banquet management:
Hotels and other conference typically hosts more events than other types of venue with
hotels accounting for almost 61% of their business events banquet food and beverages in some
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wide conventions hotels. It can account for as much as 70% or more of the combined total food
and beverages percentages from various services in the hotel such as restaurant, room services
and bars (Jung, 2011).
Characteristics of C&B
 It is a diversified segment as it consists of plenty of events types and services such as
meetings, weddings and birthday parties.
 The conference and banqueting can be small or large as per the size of the customers.
 Competitive due to various establishments which is having large available spaces which
can be utilised for hosting such events.
 It can be more profitable for the hotel or halls that is organising the program and events
in their premises.
Diversity of Venues:
There are various types of venues which are available for the arranging any kind of
events. It is a location where events are going to organise. Selecting a perfect venue for the
events is utmost important for the parties. Some of the suitable venues to host events are
mentioned below:
 Conference centres
 Exhibition halls
 Hotels
 large restaurants and bars
 Sports halls
Nature of Industry:
United Kingdom has about 46000 hotels. Just under £ 40 billion was spent by those
attending these events and the segments incurred more than £ 20.6billion in gross value added. A
total of £58.4 billion in GDP. The overall direct spending is being associated with UK meeting
organisers is about £ 24.7 billion. In past the Banquet management was considered as a food and
beverage supplying and serving group (Kanjuru, 2016). There are a few administrations which
are orchestrated in Banquet and conferencing. The industry has been dramatically developed and
it is recorded as £40 billion to the UK economy has been contributed. As per study, an average of
380 events per venue in 2009 down slightly on 2008.
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1.2 Analyse the factors that have influenced development
There are around 46000 hotels in UK that are taken into account for the purpose of
conferencing and banquet arrangement. The hotels have different facilities such as bars, pubs,
rooms, banquet arrangement and party lawns. It is primary sectors that is contributing a lot to the
national capital of the country. The sectors have a wide scope in the time to come. There are
various factors that determine the growth of this particular sectors such as:
Political factors: These causations are connected with the political gatherings and
legislative system. United Kingdom has forceful government which creates unbending
approaches with regards to public support. The policies of successive government in the UK,
especially those that border on immigration have over the years strengthened the growth of C&B
in the UK. Hospitality industries in UK have to follow the rules as health and safety rules,
beverages and healthy food regulations, timing rules of events and management at private places.
Conferencing and Banqueting part needs to confront different arrangements and tenets which can
be result in non-helpful for them. Regardless of issues, this industry has contributed around 8%
in the nation's economy.
Economic factors: In case the prices increase for the food, commodities and other goods
the entire economy gets affected. It will directly have made impacts on the cost of living, the cost
of doing business and corporate and government bond yields and every other facet of the
economy. The fluctuation in the interest rate can be influential as they can discourage an
individual to travel to the country. Hospitality gross value income is calculated as 5.9% which
was almost double of the whole economy. It is expected that hospitality sector will be able to
attain £15 billion in exports and £32 billion in direct tax receipts (Hospitality Industry, 2017).
Social factors: United Kingdom has a rich culture and to praise their celebrations and
occasions, open of this country has a few motivations to celebrate. (Kasik, 2012). There are
certain examples of social indicators that could include under this factors such as: Total number
of volunteers as a proportion of the total population of a local authority area per 1000 head of
populations. The total number of tourists visiting to attain the conferences are analysed
effectively. Demographic situation such as age like young people who belongs to age group of
20-25 and senior people whose age is 30-35. Various peoples come from their local regions such
as French, German, British and other. About 20% of the employees in the UK are taking part of
hospitality industries in order to attain different kind of conferences seminars and meetings.
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Technological factors: Technology is playing an eminent role in increasing the growth
for conferences and banqueting. People can easily use internet to book tables in the hotel,
conferences hall and garden for wedding functions. With the use of mobile technology people
can easily book rooks in the hotel and quick payment option. There are various smart faculties
offered to the guest in the form of cabs and Wi-Fi options to all the guest those are visiting to
attain the conference. To develop an effective market an organization must occupied with these
industry needs to spend sufficient amount of cash in updating mechanical apparatuses and
advancements.
Legal factors: It is crucial to analyse the legislation factors those are associated with the
conference and banqueting. Under consumer law, consumer entitled to a free of charges repair or
replacement, discount or refund by the hotel industries. The British health and safety law set out
the common duties which employers have towards guests and members of the company. Over
the year the establishment is depends on the technology, the hospitality technology that continues
to provide best and complete solution to the conference and banqueting sectors. Laws and
enactments which are connected on this industry are least wages act, implementation of national
minimum wages act 1998, health and safety act 1974 and so forth.
Environmental factors: The increasing aspiration to care for the environment is to have
a major control on plenty of hotels and or tourism sectors. Some common changes regarding
more ecologically, pleasant products and development is affecting demand patterns and creating
business opportunity. The climate changes act commits the UK government through law by
reducing negative impacts on the hotels and banqueting sectors. Agenda 21 is used to attain
international sustainable development. It aimed at attaining global sustainable development in
context to conferences and banquet management. Meeting and Banqueting industry bargains in
organizing occasions indoor and in addition open air and different natural conditions can
influence the business activities.
TASK 2
2.1 The key strategic and operational issues involved in the effective management
Banqueting and conferencing industries faces type while arranging wedding events,
corporate and common gathering parties and ceremonies.
Administrative process:
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Functions sheets: it is a kind of document that provide complete and precise instruction
to a hotel for the organising a conferences or any kind of events. It consists of types of events,
detail of arrangements and so on. Below mentions a sample template of function sheets of
events:
Booking diary: It is known as an activity schedule software which will be used by the
hotel or any other hall to record the detail of events which is going to be scheduled.
Pricing and package: The idea behind offering packaged corporate event venue services
is to combine crucial elements of meeting room space, food and beverage. These procedures are
focused by the level of rivalry introduce in an association. Evaluating can impact execution of an
organization as it characterizes what edge a business can acquire.
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Space utilisation: In order to meet customer requirements, venues that must have both
the essential amount and types of space for meeting or any kind of functions. There are various
rooms configuration options which are selected for an event will only depend on number of
factors such as size of room, the number of delegates etc (Kitchin, 2011). Effective
communication skills are required in terms of understanding and listening the orders and
requests.
Financial, legal and marketing considerations:
Licensing laws: It is required to have a legal permission and license for effective and
successful operation of banqueting and conferencing activity. Type of rules and legislations are
made related to mini and big convention halls, restaurant, parking, residential accommodation
for participants. A written contract is to be made to organise an event plan at any place of the
country. All the licenses and permits are required to be taken from the local authorities before
starting any events.
Hygiene regulations: As indicated by the administrative collections of UK, each person
who is thinking to build up their profession in this industry has to make sure that proper, clear
and hygiene regulations must be followed within the hotel (Lindsey, 2011). Regulations as
corrigendum to regulation EC no. 852/2004, national hygiene regulations, European
communities (Food and Feed Hygiene) regulations and rules related to production, processing
and distribution of foods.
Health and safety legislation: It is related with the health legislation under (89-391/EEC)
which is primarily implemented in Britain through the management of health and safety at work
regulation 1974. The act set for the purpose of setting out all the common duties which staffs
have towards serving people in organising their events.
These all are related with issues in effective management of operation which will be found
during organising any kind of events or functions. The manager must make sure that all the
policies and regulations are followed properly.
2.2 Performance and quality review techniques used by the conference and banqueting industry
Quality administration and control remains for finishing projects and activities in more
significant and effective way (Rahimi, 2017). Execution administration mainly breaks down the
effectiveness and administration as far as using the administration limit with activities and
administration. Development of Hospitality ventures just relies on compelling execution
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administration and development examination of business. Reasonable and clear conduction of
the meeting is requiring proficient human aptitudes and employees to expand the administration
and abilities advancement approaches.
 Client and guest evaluation techniques: There are various kind of methods those are
helpful for evaluating client and guest. Such as direct method which is related with
valuable feedback from clients and guests. Customer compliant is another issue reported
by the customer to suppliers with regards to any particular products or related services.
 Venue appraisal: It is basically related with analysing the place or areas where the
function is going to be organised. On the basis of ambiance of that particular place guest
used to apprise accordingly.
 Profit realisation: Through generating a profit and loss statements for each banquet
function, management will be able to determine the level of profitability they are getting
from the event. The higher profits with the business indicates that organisation is
performing well within the market.
 Closed loop evaluation methods: This particular analysis is a formal business
intelligence process intended to set business aim, monitoring process, impacts or
effectiveness and then readjust objectives before the start of any event.
TASK 3
3.1 The sustainability of a range of food production system and styles and food and beverage
services
Rosewood London is one of the ancient hotel group in the UK located at the heart of the
UK in the Liverpool city. The hotel is working since 20th century the grand Edwardian edifice is
considered as an illustrious part of the British capital. The survey and through the middle age. An
abundance of furnishings, textures and object is the key speciality and attracting factor of
Rosewood London. The physical appearance reflects the history of past hospitality and heritage
culture of the UK. At Rosewood London, meeting rooms and event spaces offers and event space
offers an exquisite heritage destination for celebrations, social occasions, wedding, conference,
incentives and other corporate hospitality. Personalised, five-star services combine with
picturesque, flexible spaces to create sophisticated events and memorable moments. A food and
Beverage report is produced to managers so that accurate requirement of emoluments and
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refreshments analysed. Wide range of food products and beverage products at different scales are
as follows;
Food production system:
Cook-chill: It is an advanced processing tool that is use as specific condition to prepare
food for consumption at a later time. It is economically driven to assist industry to improve the
efficient of the services.
Cook-freeze: It is considered as specialized food production and distribution system that
allow caters to take benefits of longer life. Frozen from 2 weeks to 3 months.
Vacuum packaging: It is considered as MAP system because air is evacuated from a pack
and not replaced and then the package sealed. Food in a package with less oxygen than normal
(Rogers, 2013).
These above mentioned are valuable for food production systems out of which cook freeze
can be considered as most suitable as cooked food is stored and served when required.
Food production style:
Banquet: Banquet menus list food selections for banqueting which are festive dinners
that celebrate specific occasions. Basically, banquet serves an individual type of appetizer and
dessert and allow guest to choose their choice of main course.
Buffet presentation: It is system of serving meals in which food is placed in public areas
where the diner is organised. There is various space to prepare a buffet such as:
 Considering companies budget
 Begin planning for buffet tablet in advance
 Select a room with a lot of potential open space
 place the table in the centre of the room for the best flow
 Plan a separate table for beverage
 Plan traffic flow
Stages in the food production process:
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(Source: Production systems, 2017)
There are four basic production process which are helpful in incorporating the follow
components:
 Inputs are everything that goes into the system like for example, food ingredients.
 Processes consists of weighing, mixing, shaping and forming of mixtures, cooking as
well as packaging.
 Output is the closing products that ends with complete packaging.
 Feedback can happen throughout the production process. Control checks flags up the
requirement for alternation and modification to the inputs of processes.
3.2 Factors to consider when organising an off side conference or banquet
There is sort of factors influence the procedure of meeting or Banquet industry. The
primary factor which happens at starting stage with respect to choosing or picking the correct
goal of setting up scene (Trichon and Tetnowski, 2011). The fundamental factor which breaks
down the primary viewpoint regarding deciding the cost and dealing with the tasks and
administration factors.
Off-site considerations:
Equipment hire: There are certain equipment’s is necessary to be hire while organising
an event off-site. Such as chair, tables, LED screens, mics, sound system and other.
Staff utilisation: There are various employees or staff utilisation such as security,
medical facilities, waiters and many more. These are important for organising any kind of events,
party or functions.
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Hazard analysis and critical control point (HACCP): It is known as one of systematic
preventive approaches to food safety from biological, chemical and physical hazards in
production processes that can cause the complete product. Example: Cooking and chilling which
is used for storing the food and other important items those are used within the event.
Space realisation: In The conferences venues is used for accommodation and breakfast.
Banquet is a set-up which is related with seating arrangements. The space must be sufficient to
organise the event properly.
Transportation: It is the responsibility of the organizer to make arrangements of
transportation for delegates such as arrival from the airport or any other places (TV, 2015).
3.3 The key Menu planning consideration for conference and banqueting events
In banqueting and conferencing services management themes and concepts plays vital
role for coordinating and planning for menu.
Composition guideline: It is the basic categories that is required to be taken into account
while organising any kind of menu. It required knowledge of nutrition and food preparation are
planned for the people eating the food. Classical meal consists of plenty of course while in
modern menu, first course, main course and desert. Traditional meal pattern consists of breakfast
(fruit or juice, cereal and milk), lunch (Sandwich or entrée, salad as well as vegetables and
dinner consists of same as lunch.
Legal requirements: It is important for the event organiser to make all the arrangements
as per the norms and standard set by the banquet and conference management. Such as licensing
is needed for food and alcohol services offered by the hotel to their guest.
Production and services capabilities: It is crucial for the event organiser to make all the
requirements which are needed for organising any conferences or meeting. The influence the
success of the menu planning is table services style, sound systematic range and cuisine
orientation (Van der Wagen and White, 2018).
Budget: It is related with the demand of guest and client those are organising the events. It
is basically related with mean planning. Such as:
Monday Tuesday Wednesday Thursday Friday
Saturda
y Sunday
Br
eak
fas
(Omelette
) ₤ 5
(Poached
egg) ₤ 6
(Muffins)
₤ 4
(Muffins
with
Blueberries)
(Pudding)
₤ 6
(Brown
bread) ₤
4
(Poached
eggs
with
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