conference and events report 6666
TRANSCRIPT
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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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Th e Ex h ibition Room
Maximum Seating Capacity Dinner/Luncheon 70 Reception (Standing) 150 Theatre Style Meeting 80
Th e Ex h ibition Room
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