conference and events report 6666

8/6/2019 Conference and Events Report 6666

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Assessment Record form and MarkingGridFdA Hospitality Management

Student nameMartyna Poniewierka

Assessment No:1 Module Level:4 /15 credit points

Module Tutor: David Thomson

Module: Conference and Events

Assessment Method: Report

Weighting: 50% Date of submission: As per AR1

Length: 1500 words Learning outcomesassessed:

1. Explain the roles and functions of conferences and exhibitions in ahospitality industry context . 3.Develop awareness of wider strategic and operational significancefor the conference and event function

Skills Mapped: Problem solvingCritical Analysis /Communication Skills

Professional working practice Creative & innovative thinking

Feedback Assessment Criteria Weight

% Strength Areas of Improvement

1. Explain the roles andfunctions of conferences andexhibitions in a hospitalityindustry context. i.e.Include the factors that needto be considered in the setup and organising of a

function in the hospitalityindustry, taking intoconsideration operationaland managerial functions.

40%

3. Develop awareness of wider strategic andoperational significance for the conference and eventfunction

40%

Self Presentation pleasesee hand in guidelines.Marks will be deducted for poor report format, spelling &grammar, lack of in-textreferencing and incorrectlyformatted bibliography

20%

Deductions: LateSubmissionDeductions : No Front SheetTotal mark out of 100%


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Charity Dinner at Goldsmiths Hall

Hospitality and Management Foundation DegreeModule: Conference and EventsWord count:16 May 2010


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List of contents

Terms of reference ......................................................................

Methodology ................................................................................

Introduction.................................................................................

Planning

Organizing

The Dinner Day

Conclusion......................................................................................

Recommendation..........................................................................

Bibliography..........................................................................................

Appendices........................................................................................


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Terms of reference

This Report has been written for David Thomson for Conference and Events module

by Martyna Poniewierka .

Methodology

The Methodology used in this Report is based on the data collected from Books ,

Magazines, Internet , Interviews and personal experience.

Introduction

This Report focus on the roles and functions of Events in Hospitality Industry. The

Charity Dinner used in this Report was for The Princes Trust charity . This event willdemonstrate the whole procedures and strategies used to produce an event at

Goldsmiths Hall. Starting from promoting the event , planning , organizing ,

supervising and finished by reviewing the customers feedbacks . Each of those

stages will be analyse in this report to give an exact overview of all details.

Before exploring the world of event we need to know what the term event mean to

have better understanding of what they relate to . The world Event refers to a

significant occurrence or happening which is planned and organized with theparticipation of human agents for certain reason at the specific time and placeKilkenny( 2006).

According to The Oxford Advanced Learners Dictionary Of Current English events

are defines as: a thing, something important :an incident or occurrence especially a

memorable one ; an organized activity at a particular venue eg. promotion , fund -

raising.. The events can be defined in a variety of different ways because there are

many reasons why people meet this include : birthday party , promotion of new

product , to attract new sponsors and many more occasions.

All Events vary in many respects but the key elements most the time are the

same . According to Kilkenny (2006 ) the basic elements of each event include:

y Vision

y Goals and objectives

y Location

y Promotion


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y Participants

y Agenda

y Budget

y Timeline

y Food and beveragey Staff

y Transport

The nature of the Event The Charity Dinner was held on Tuesday the 9 th of March 2010 at Goldsmiths Hall.

The purpose of this venue was to raising funds for the Princes Trust charity(founded

in 1976 by The Prince of Wales). The Charity supports young unemployed peopleby offering them variety of opportunities to develop their skills.

Location and History of the Venue

As location was choosen Goldsmiths Hall . Goldsmiths Hall is an official home for

Goldsmiths Company since 1339 (one of the Londons 12 Livery Companies).

Founded to control the quality of expensive metals and hallmarking . A tradition still

continued today . Exhibitions and events are regular hold at Goldsmiths Hall not only

to promote the current jewellers and silversmiths but also for promoting the Hallitself. The Events are advertised in variety of methods including : hospitality

magazines, newspapers, press, hospitality websites, worth of mouth and by mailing

regular customers.

The Hall offer rooms which can be used for meetings , conferences, concerts ,

exhibitions , private parties , livery dinners , lunches and much more.

Goldsmiths Hall layout of rooms


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Figure 1. Sources Goldsmiths Hall

See appendix 1 for the capacity of the rooms

Above is a detail layout of Goldsmiths Hall. All the rooms are equipped with the

following facilities speakers, surround system.

In order to use the Venue permission need to be obtained from the Court of Warden.

Then the customer need to contact the Hall keeper for availability of dates/rooms.

Then need to contact the Catering Manager for an appointment to discuss the

possibilities .The catering facilities are undertaken by subcontractor Kudos

Hospitality. Kudos provide both the staffing and equipments according to the type of

the event requested. Kudos Hospitality is a part of the Crown Group who has wide

experience of providing quality catering solutions for their customers . It is remit can

be seen in following sectors:

y Livery Hallsy Sports Stadiums and Grounds

y Conference Centres

y Banqueting Halls

y Exhibition Centres

y Performing Arts Centres


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Planning and organizing

The Authorized persons from princes trust charity contact the catering/area

manager to organizing the event. At the initial appointment the following will be

discussed the menu, wine list , number of people. Food , wine , flowers andtechnical budget also included requirements for , music , room layout and technical

requirements , entertainment . As part of the initial discussion between Kudos and

customer will delineate responsibility for the areas of technical requirements ,

entertainment compare and guest speakers the dinner in this case is for 100

people. Following discussion and all objections or rejections ,the planning stage

moves to a more substantial conclusion on what the clients budget will produce in

accordance with their requirements. The agenda in this case is set out in a function

sheet as detailed in the appendix.

F inancial and contractual issues

Terms and conditions was introduced to the customer, part of the terms and

conditions required pay deposit of 90% of the full bill . The terms and conditions are

send to the client to be concluded. Part of the term includes cancellation clause 14

days prior to the event for full refunded.

D esign and technical requirements

The design and technical requirements as the name implies is a specialize issue that

will be subcontracted to a provider with the relevant experience. They refer to audio

visual equipment for both internal and external who will engage in the auction

presiding at this function the reception area and dining facilities were fitted with the

usual audio speaker equipment including microphones , cinema projections and large

screen TVs to capture the event. As the auction was internal there was no need for

external audio visual links.ZROBIC TABELKE

F urnishing and room layout

The reception and after bar was held in a exhibition room see figure


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Maximum Seating Capacity

Dinner/Luncheon 70 Reception (Standing) 150 Theatre Style Meeting 80

Th e Ex h ibition Room

figure

The dinner was held in the Livery Hall in a banquet style round table set

up with a 10 persons at table and 10 tables to set all the 100 guests. The

Table furnishing include: crockery , glasses, cutlery , place mats, place

cards , menu, cruets , table numbers, function agenda for the guests

.see figure

Staffing issue

The catering manager assisted by his deputy and the compare host

conduct the function also in attendance waiting staff one per table of 10

people accompanied by a wine waiter 1 per 2 table.

Kitchen staff include chefs , porters, and runners.


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A s shown in appendix photograph round tables layout

A guest

Bibliography

Books

The Oxford Advanced Learners Dictionary Of Current English

Magazines

Websites

Appendices

Appendix 1 Rooms

The Livery Hall

Maximum Seating Capacities

Dinner/Luncheon 232 Round Tables with Goldsmiths' Chairs 180 Round Tables with Banqueting Chairs 216(The hire of round tables and banqueting chairs is extra)

Canap Reception 500

Theatre Style

Concert with Stage 300 Conference Rear Projection 250 Front Projection 300


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Audio System

The Livery Hall is equipped with microphones and hidden speakers.

Round T able Dinner

Setting up t h e BuffetPlate

Th e Court Room

Th e Court Room


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Maximum Seating Capacity Dinner/Luncheon 70 Reception (Standing) 150 Theatre Style Meeting 80


Th e Drawing Room

Maximum Seating Capacity Dinner/Luncheon 70 Reception 150 Theatre Style Meeting 80

Drawing Room T apestry


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Th e Drawing Room

Appendix

Example of function sheet95% FUNC TIO N SHEE T

As at 02/03/2010

JOB NO: 03 002 10EEX Date of Function: 09/03/2010

Venue: The Goldsmiths Hall Queries To :

No of Guests:

100 x Guests @ XXX PP + VAT

5 x Outmess Venue @ XXX PP + VAT

Venue Contact:

Type of Function : Charity Dinner Venue Tel No:

Venue Fax No:

06.00 pm Champagne and Canaps

Reception

06.30 pm Dinner Starts

08.10 pm Dinner Finished

08.20 pm Speech

08.40 pm - Auction

09.20 pm - Bar and Music

10.00 pm - Carriage

ROOM LAYOUT : Round Table in the

Livery Hall

Reception bar set up in drawing room

KUDOS TO SUPPLY :

- All Staff

- Table linen

- Cutlery


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- Crockery

- All The equipment necessary for the

Event

- Flowers

- Food and drink

Client Name: Princes Trust Panthea Drink Charges : Corkage @ XXX PP +

VAT

Tel Number : Company :

E-Mail: Invoice to :

Address: Function contact:

FOO D

Selection of Canaps

Dinner Menu

Arbroath Hot Smoked Salmon

With honey and Mustard Crust

Selection of bread

Supreme of Guinea Fowl

Filled with Sage and Bramley Apples , Baby

Lentils with Sun Blush Tomatoes ,

Parisienne Potatoes , Sherry Jus

Grilled halloumi (v)

with artichoke risotto and gazpacho dressing

Gianduja Chocolate Mousse wit Passion

Fruit

Fresh Berries and Roasted Nut Ice Cream

A selection of cheeses

with assorted crackers & golden champion

grapes

DR INKS

Champagne @ XXX per bottle +VAT

Red Wine @ XXX per bottle +VAT

White Wine @ XXX per bottle +VAT

Mineral Water @ XXX per bottle +VAT

Fruit Juice @ XXX per bottle +VAT

Whiskey @ XXX per bottle +VAT

Vodka @ XXX per bottle +VAT

Gin @ XXX per bottle +VAT

Pl si bel w t conf i you have read and are in agreemen t with the informa tion s tated above

and have read and fu lly unders tand the Terms and Cond itions se t out over leaf.


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Agreed by (Name)

Signature: Date:

Appendix1 Rooms

conference and events report 6666

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