Conference and Banqueting Management: Strategic and Operational Issues

This report provides a comprehensive overview of the conference and banqueting industry, specifically focusing on the UK market. It begins by examining the industry's size, scope, and factors influencing its development, including political, economic, social, technological, environmental, and legal aspects. The report then delves into the key strategic and operational issues involved in effective management, such as administrative, financial, legal, and marketing considerations, as well as function etiquette and performance quality. The report further evaluates food production systems, food and beverage service styles, and factors to consider when organizing off-site events. It also analyzes menu planning considerations and ergonomic considerations. Performance and quality review techniques, including guest evaluations, venue appraisals, profit realization, and closed-loop evaluations are also discussed. The report incorporates various food production methods and service styles to give a complete picture of the industry.

CONFERENCE AND
BANQUETING MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Conference and Banqueting industry's size and scope in UK...............................................1
1.2 Factors influencing development of Conference and Banqueting industry...........................2
2.1 The key strategic and operational issues involved in the effective management of the
industry........................................................................................................................................3
2.2 Discuss performance and quality review techniques used by the Conference and
banqueting industry.....................................................................................................................4
TASK 2............................................................................................................................................5
3.1 Evaluate the suitability of a range of food production systems and styles and food and
beverage service styles for a given conference or banquet..........................................................5
3.2 Discuss factors to consider when organising an off-site conference or banquet...................6
3.3 Analyse the key menu planning considerations for conference and banqueting events........7
4.1 Ergonomic consideration.......................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Conference and Banquet industries is the diverse and largest industry which is providing
number of jobs to the people and good services to the clients. The present study is based on
Conference and Banquet industry in the country UK. Study show how this industry is expanding
and why UK has become the destination point for customers due to good services provided by
Conference and Banqueting industries.
In the report size and scope of the industry is clearly mentioned. Study of different factors
which are reason for the development of Conference and banquet industry are also shown. It
includes Political, Economic, Social, Technological, Environmental and Legal factors. Further
Strategic and Operational issues involved for management of industry are clearly mentioned
which include Administrative issue, Financial issues, Legal issues, marketing related issues,
performance and quality issues and at last protocols related issues are described in the study.
TASK 1
1.1 Conference and Banqueting industry's size and scope in UK
This industry is basically giving services related to restaurant, bars, cafe, pub and helps in
organising various events like Business meetings, sports events, live music shows, travels and
tours, wedding, party planning and also various business functions including training activities.
As UK is known for business destination, over 1.3 million corporate meetings are conducted
annually which include Various outdoor events, charity events, Exhibition and trade fairs, music
festivals and concerts because of this reason size of business is increasing day by day (An
Introduction To The UK Event Industry In Numbers, 2019). All over the world various events are
organised at different exhibitions which attract local to international people. Basically the scope
of the industry is to provide good service by organising events which may include tourism,
financial growth or opportunity to employees. The industry has good market growth and has net
worth of £18.8 billion plus. This industry host events with hotels and conference centres because
of which it has more scope in the market. Nowadays academic conference, training conference
are conducted which is opening new path for development of the industry. Conference and
banquet industry basically earn huge profit, they earn approx 19.9 billion from conference and
meetings. Through Exhibition and trade fairs they earn 11.0 billion and 1.2 billion in corporate
hospitality and events(Seal and Mattimoe, 2017).
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1.2 Factors influencing development of Conference and Banqueting industry
Political:- There are various political issues because of which growth of the conference
and banquet industry may get effected. It may be possible that this Industry do not have good
political relation with leaders of different parties because of which it does not have goodwill in
the market. If political stability is not seen then it will lead to various troubles which this industry
may face. These industries have to follow different tax policies because not following them may
lead to strict action by government officers. Trade restrictions are also there which may impact
the industry as they have to follow them compulsorily(Rahimi, 2017).
Economic:- This factor can impact growth of the conference and banqueting industry as it
has control over such business and if economy will increase then new opportunity will come to
these industries. On other hand if inflation will increase than conference and banqueting
industries growth may go down. Exchange rate usually fluctuate and lowers the growth of the
organisation which may lead to loss in business(Chibili, 2017).
Social:-In UK hospitality industry is the biggest industry in terms of generating high
revenue. Most of the people around 20% are involved in hotel and catering employment.
Nowadays people are very conscious about there health and search for good diet which can keep
them healthy and fit. So conference and banquet industry usually focus on this aspect to keep a
good position in market. Age and sex discrimination are usually in these industries but there are
strict and legal action against such actions. So, this is the basic factor which may impact the
industry's growth(Berners, 2018).
Technological:-As there is huge competition in market and technology wise industries are
going to far, Conference and banquet industry are working on research and development and
believe in innovation. There are various software which are making work of employees easy and
also provide different sources to customers to reach the industry and make there search easy. So,
This industry is working on these aspects only(Rahimi, 2017).
Environmental:-There are many environmental factors which affect industries as well as
people working and living around the industry. Conference and banquet industry nowadays
devote some amount of profit in growth of environment, so they are engaging in various CSR
activities. These activities may include focus on carbon footprints and work on them(Faraji and
et.al., 2019).
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Legal:- Every organisation work on different rules and regulation set up for ethical conduct
of the business. There are various customer rights which this industry is working on and all
customers can take action if the organisation is not providing the service by following these
rights. There are many laws which are changing and may affect companies working behaviour.
Conference and banquet Industries are taking care of health and safety of clients as well as
people working there(Yang, Yu and Wang, 2016).
2.1 The key strategic and operational issues involved in the effective management of the
industry.
Administrative issues:- If Function sheet which is used to compile all information related to
events is not correct than it may lead to poor organisation of the event. If information related to a
venue, number of guests, set-ups, menu, media mentioned in this sheet do not match the
customer need may lead to customer dissatisfaction. Booking diaries which have clear display of
space do not match the size of people coming it may be possible that people will not occupy the
space. It may be possible that customer is not ready to go with agreement related to damage or
cancellation of event in that case industry may go in loss(Do Le, 2017).
Financial, legal, marketing consideration:- Financial issues such as no funds in account may
lead to cancellation of orders. Licensing from local council is necessary to grant permission for
organising such events, if industry do not have license than it may face legal issues. People are
very concern towards hygiene, if customers face hygiene problem it may give bad impression. If
employees working in the organisation are unable to complete there given task and it may lead to
poor arrangements and will result in unsatisfied event(Seal and Mattimoe, 2017).
Function etiquette and protocols:- Every customer is from different religion and culture and if
industry is unable to understand there culture and values then customer may back out from the
deal. Every occasion has different protocols like wedding has some protocols, if company will
not be able to follow then it may result in client dissatisfaction(Rahimi, 2017).
Performance and quality:-It may be possible that customers are not satisfied and reviews they
give are bad so industry have to improve its performance. Another issue related to decoration and
dress code may arise that customers may not find it up to the mark. Issues related to
transportation facility may arise, usually customers come from different places and may not
reach to event due to unavailability of transport facility(Do Le, 2017).
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2.2 Discuss performance and quality review techniques used by the Conference and banqueting
industry
Performance and review techniques:-
Guest or Client Evaluation Procedure
This is the procedure which includes the feedback from the guest who has attended the event.
“Service on Plate” provide Feedback includes the things which are their in the event, and the
guest has to give their review about those things like how was the food, what else can be added
more for the better review, or how was the venue, how was the arrangements, how was the
decoration, or any other suggestion that they wanted to give. This are the main factors which
really helps to grow the performance quality of the company (Olson and Malek, 2019).
Venue Appraisal
If the company is organising the event at the same place every time, then the client may be get
bored with your company. And that is not good for the company. So to solve this problem
“Service on the Plate” change its venue time to time. Like on every other event there is a new
venue for the different client. So that the client wont get bored, and new place bring new energy
to the event (Sharadha and et.al., 2018).
Profit realisation
Third factor which helps the company to grow is the profit realisation. If the company is
changing the venue, and also taking the feedback from the client, and expecting that is enough
for the growth then that's not true, the company has to manage each and everything according to
the market demand. Like “Service on Plate” distribute the money to the different department,
like 19% of the money is fix for the transportation, 30% is for decoration, 40% is for catering,
and so on, but from this percentage company also keeps money for the profit. And company has
to take some amount for its profit otherwise the company will have to suffer the loss. And from
that amount of percentage every other cost is decided (Vlahakis, Apostolou and Kopanaki,
2018).
Closed Loop Evaluation
Closed Loop Evaluation is the method which is used by the “Service on Plate” for the result
analysis like the company has set a goal for a period of time, and make a plan to get that goal and
when they act on that plan and get the result, then they compare that result with the set goal, if
both match then that is very nice and then set different goal, but if the goal doesn't match with
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the result then they change the plan and then again act on them (Dilhani, Nawarathne and
Kumara, 2019).
TASK 2
3.1 Evaluate the suitability of a range of food production systems and styles and food and
beverage service styles for a given conference or banquet.
Food Production system involve the process of factors which are included in feeding the
social well being. This includes: marketing, preserving, packaging, harvesting, transporting, and
many more. And company like “Service on Plate” has to so the food production cycle, because
this firm deals with the events likes conference and banqueting which includes food (Olson and
Malek, 2019). Now there are some methods for the food production system which are:-
Food preservation:-
Food preservation method includes how to preserve the food, like some food or some
deserts are like has to make before time so they need to store or preserve somewhere so that it
wont get spoiled. So for preserving the food there are total 2 methods:-
 the new method:- which including freezing the food by using new technology like
fridge, or refrigerator. Or you can store the snacks in air tight vacuum plastics so that
food can be protect from the outer bacteria, and can be easily tangible.
 The old method:- Nowadays new technology are introduced in the market but in the
earlier time, there were no refrigerators so they use their basic knowledge to prevent the
food from the fungus or bacteria, and these methods includes salting the food which helps
not to decompose, or boiling which kills the bacteria, or by fry, and many more (Brandt
and Gawlick, 2019).
Development of rich protein:-
Technology again plays a very vital role, as compare to earlier days, we are having new
techniques for food production by developing rich protein in food “Service on Plate” is making
the food more delicious as well as healthy.
Food Additive:-
Food additive are the substances which being added to the meal or to the food so that
food will get better taste and also can be preserved. Like by salting, boiling, or fry and many
more.
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After the food production methods, Food production styles also plays a vital role.
Following are the style:-
Banqueting Style:- This is the most continent style for food serving, this style is like catering
service, the company will only parcel the food item which are being ordered by the client, of a
particular amount. There is no need to prepare the food on site (Draper and Neal, 2018)
Service style
Family services are provided by company as it is suitable for the events when entire
family attend the function. This helps in boosting families to come in such kind of places again
in the future.
3.2 Discuss factors to consider when organising an off-site conference or banquet.
Some times client demand is to have an off-side conference or banquet. When the event is
on site then that's ok planner only have to do the decoration and providing food (Brandt and
Gawlick, 2019). But when it comes to off-side conferenced then “Service on Plate” has to
organise each and everything from menu to food, and also have to consider some factors like:-
Transportation
On an off-side conferences transportation is the factor which plays a very important role
in it. Transportation is useful in many ways like dropping and picking up the guest from their
home. Then if there is a need of some raw goods or any other decoration material, or have to
pick up the parcel of food which is being parcel from other place, or any emergency demand of
any thing by the client need to be adjust so to bring that thing transportation is must ( Draper and
Neal, 2018). Overall for picking and dropping of guest as well as for the food transportation
plays a very important role in it.
HACCP
It means Hazard Analysis and Critical Control point, which is recognisable system for
reducing the risk factor in food. There are total 7 factors through which the risk factor of the food
can be reduce or avoid:
11 Conduct a hazard Analysis11 Identify the CCP11 Established critical limits11 Monitor CCP11 Established corrective Action
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11 Verification11 Record keeping
Staff skills
In off-side conferences “Service on Plate” provides a proper staff for serving guest the
food, drinks, and snacks. Or to attend the guest. Staff are one who guide the directions to guest
about which way to go, or the next event is on what time, or providing them their needs (Chen
and Rabhi, 2016).
Entertainment
Generally people or guest gets bored because of the conferences so to entertain them
“Service on Plate” provide few entertainment things like sound system and projector, So that a
small movie on the conference can attract the attention of the guest and they wont get bored
about the event.
Space Utilisation
Before choosing a place of the venue for the event it is very necessary to check either that
place has sufficient place for all the guest, and extra space for other necessary things, like
parking lot for parking the vehicles and many more (Olson and Malek, 2019).
3.3 Analyse the key menu planning considerations for conference and banqueting events.
Following are the key menu planning which is considered by the “Service on a Plate”:-1. Legal Requirements:-
While Planning the menu legal requirement is the major factor. Like on some places alcohol is
prohibited, or illegal and still the company is providing alcohol in the menu then that can lead to
a legal matter for the company, and that is very harmful for the image or reputation of the
company (Sharadha and et.al., 2018).2. Availability of the product
Some food item or occasional, like carrot will available in winters and not in summer, like wise
mangos are available in summer and not in winter. And if the company has mentioned some food
item which are occasional in nature then it will lead to misunderstanding within the mind of
client which is not good for the reputation of the company. So while planning the menu either
prepare 2 different menu for the different climate, or else mention in the menu about the
availability of the item (Chen and Rabhi, 2016).3. Budget
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Budget is the key factor which plays a very important role in establishing the company as
well as for the planning of the menu. While planing the menu “Service on a Plate” keeps the
budget in mind like setting a price for a particular item, and also keep another figure in mind so
that if any client do bargain about the item, then also they wont have to face the loss. So they set
the budget accordingly.
1. Costumer Perception and Need
While having an event “Service on Plate” have to design a different menu for it, by keeping the
client's perception and need in mind, sometimes it happen that the event is for old age people,
then the food should be low in sugar as well as not too much spicy. And some times the event is
for the children then that event's demand will be of ice cream or fast food like pizzas, burger,
pasta, and many more (Čizmić, Softić and Talić, 2018).
4.1 Ergonomic consideration
Service A plate company provides catering services to consumers, its main aim is to satisfy
participants those who attends such kinds of events and programs. Companies are required to
take care of space utilisation. There should be correct seating plan that means proper space
between table and chairs. This may make the person feel conformable and they attend entire
event properly. But if seating plan and display is not good then people may get bored which may
affect the growth of business unit to great extent. Service A plate company must consider
computer aided design package (Čizmić, Softić and Talić, 2018). This will help in handling
technical issues soon and resolving them on the spot. Layout designing must be accurate, there
should be correct display and must have amazing wall designs so that guest feels warm and fresh
when they come to venue.
Another Ergonomic consideration for service A plate company is that it has to ensure
quality of atmosphere. Floor occupancy must be good so that people can sit easily and can enjoy
the conference. Firm has to make arrangement of air conditioning, heaters so that air flow can be
managed. There should be arrangement of ventilation so that participants do not find any kind of
trouble in breathing (Chen and Rabhi, 2016).
Visual presentation gives amazing experience to attendees in the conference, if presenter
present the entire information on projector then people look at such presentation carefully but if
there is oral presentation then people might lose their focus. Apart from this, lighting technology
must be good, stage must have adequate lighting facilities so that darkness can be avoided.
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Sound system must be perfect. This helps in gaining attention of participants and they listen the
views of each other carefully (Olson and Malek, 2019).
CONCLUSION
From the above study it can be concluded that hospitality industry includes events,
restaurants, bars, café etc. All these units always work to offer amazing services to consumers.
Conference industry of UK is growing with the rapid spend and contributing well in economic
development of nation. Technology, social elements impact on development of this sector hence
companies are required to make effective strategies so that such kind of issues can be resolved
easily. Such kind of firms have to follow hygiene principles so that they can offer quality food
material to participants of event. Study also highlighted that business have to consider budget,
legal guidelines while menu planning so that they can set a great menu that may satisfy needs of
buyers.
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REFERENCES
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