Conference and Banqueting Management                

Course Name: Higher National Diploma (HND) in Hospitality Management

Table of Contents

Introduction: 2

LO1 Understand the nature of the conference and banqueting sector and the factors influencing its development Assessment criterion for pass. 2

AC 1.1 Discuss the size and scope of the conference and banqueting industry in the UK.. 2

AC 1.2 Analyze factors that have influenced its development 3

LO2 Understand the key strategic and operational issues involved in the effective management of conference and banqueting events. 4

AC 2.1 Critically assess the key strategic and operational issues involved in the effective management of a given conference or banquet 4

AC 2.2 Discuss performance and quality review techniques used by the conference and banqueting industry   5

LO3 Understand food production and service systems (power point presentation). 5

AC 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

AC 3.2 Discuss factors to consider when organizing an off-site conference or banquet 6

AC 3.3 Analyze the key menu planning considerations for conference and banqueting events. 7

LO4 Understand the ergonomic considerations in the organization of conference and banqueting event 8

AC 4.1 assess the ergonomic considerations for a given conference and banquet 8

Conclusion: 9

References: 9

Introduction:

United Kingdom is one of the largest developed on the context of conference and banquet industry.  They have large scope for this sector in their country. Conference industry is the industry, they provide the large meeting,as well asseminar space for the people and the banquet industry provides food facility. The industry should focus on some issue when it is go through development such as- environmental issue, accommodation, food, decoration, budget, special equipment and so on. The industry should follow some key strategy when they are managing day to day operation such as- pricing, communication, booking diary, safety issue, evaluation of performance, keep record and database management etc.

LO1 Understand the nature of the conference and banqueting sector and the factors influencing its development Assessment criterion for pass

Conference center is the place where the large meetingis occurred and the banquet means the meeting facility where the food facility is also provided (Hiratsuka 2010). Conference and banquet sector can be combined as one provide meeting and another is provide food service with meeting facility. There are various factors that influence the development of conference and banquet industry. That will be discussed in the answer of the questions.

AC 1.1 Discuss the size and scope of the conference and banqueting industry in the UK

Size and scope of the conference and banquet industry is the most important components to attract the investor to invest in the conference and banquet industry. And the size and scope of the conference and banquet industry is basically depends on some factors such as the ownership style of the conference and banquet industry as well as their orientation and the service level provided by them. Conference industry provided the large meeting or conference as well as seminar facility and the banquet industry provide meeting space as well as food facility for the guest who are attending in the seminar (Ishida and Okada 2011).

United Kingdom is one of the world largest economically developed Country. As they are economically strong and this country is organizing world largest conferences. And they have enough scope for the conference and banquet industry in their country. And this sector in one of the largest growing sector in United Kingdom. The scope of the conference and banquet industry is basically depends on the support from other related industry such as restaurant, bar, and the other related industry. By doing the research on the UKs conference and banquet industry we can get that there are more than 46000 hotels and guest houses are exist in UK. And this industry is covered nearly 130000 properties and there are nearly 1.5 million people involving with this property. So there are great opportunities for United Kingdom in this sector because they are specialized on this sector.

The size of the conference and banquet industry is basically defined as the large, medium and small. The size also can be classified as the number of guest attending at a time, the square size of the industry as well as the number of meeting and conference is occurred at a given period of time. However in the context of United Kingdom their small sized conference will last one day and the approximate participant number are around 500. And the medium sized conference is attendingat least 600-1000 number of participant and it will last for at least 2-3 days. And the large sized conference sometimes continuing for 3000-4000 participants and it is continuing for at least 4-5 days.

AC 1.2 Analyze factors that have influenced its development

There are several factors that have strong influence on the development of conference and banquet industry. And this factor should be under consideration in case of developing this industry (Shengelia2015). The influencing factors are described below_

• The development should be environmental friendly. In case of infrastructural development the industry should consider the developmental impact on the environment. And when the industry is on running situation still the environmental issue should be under consideration.
• The room layout liaison should be followed the design and the need of the guest and for room layout the proper policy should be maintained.
• Before developing the conference and banquet industry must need the license for the development.
• The development should follow the laws and rules and regulation of the federal act.
• When the conference will run there must be a lot of crowd and traffic so they need the proper traffic and crowd control management. And this sector must be developed.
• The development should also consider the socio-cultural conditions of this specific place.
• There are several protocols rules such as addressing people, sitting on a panel as well as the rules for using flag, these types of specific protocols should be under considerations.
• Sometimes offering free meal for the participants is also covered the development criteria as the promotion of the industry.
• In the development of any type of industry there are most concerning and the influencing factor is the economic condition of the country
• And the development will happen as the budget targets of the industry.
• The industry should also focus on the technological development because now in this modern world we are depends on the technology.
• The development will also focus on the lighting, sound systems, as well as some specialist equipment for meeting the need of the guest.

LO2 Understand the key strategic and operational issues involved in the effective management of conference and banqueting events

The conference and banquet industry need effective management for achieving the ultimate success. The conference and banquet industry follow some key strategy for managing the operational issue in this industry (Kryuchkov2015). The operational issue can be pricing, packaging, room allocation, as well as meeting space utilization.

AC 2.1 Critically assess the key strategic and operational issues involved in the effective management of a given conference or banquet

For the day to day operation management of conference and banquet industry the management should focuses on some critical issues on daily basis because it needs time to time update (Kuznarand Lazzeri2014). The key strategic and operational issues involved in the effective management for a conference or banquet is discussed below_

Documentation of booking diary:The booking diary contains the conference date, time, space, room number, number of participants, the total days for the conference running, as well as the venue for each of the seminar. This all items should be contained on the booking diary and it should be maintained properly.

Pricing and packaging: The piecing factors for any conference event should be managed by the standard of the organization and the packaging system work as the promotional factor.

Health and safety: Health and safety issue of the employee as well as the participant should be ensured by the law and this issue should be under monitor 24 hours in a day because it is a very much sensitive issue.

Implementation and evaluation:The implementation of the work done by the every employee should be under managed and monitored and the performance needs to be evaluated on a time basis for the betterment of work (Li and Davies 2001).

Communication factors: The communication between employee to employee as well as organization to organization and also organization to guest should be managed by the management team of the key strategic and operational issues involved in the effective management of a given conference or banquet. As well as they have to keep try to improve the communication between these parties.

Delegation of authority: The delegation of authority should be under managed because it is the most important factors in terms of hospitality industry.

Resource allocation: The resource that an organization has that should be properly managed by the management team because the success and the profit of the industry are largely depends on the allocation of resource.

Accommodation strategy: The accommodation should be well managed in terms of large conferences.

Food production strategy: Food is the most sensitive issue for each and every one (Thomason 2004). The food provided by the banquet industry should be maintained the standard quality.

Record keeping: The management team should be kept the record of each and every conference that they handle.

Database management: They also have to manage the database on the participants. And they should take the feedback from the participants.

AC 2.2 Discuss performance and quality review techniques used by the conference and banqueting industry

The success of the conference and banquet industry is depends on the performance of them toward the conference as well as if the conference is successful then this industry will be successful. Here in conference and banquet industry each and every employee is important and their performance will determine the success of this industry. So the performance of the employee should be evaluated on periodically as well as the quality of the performance also should be under considered and it also should be evaluated. For evaluating the performance and quality conference and banquet industry follow a techniques. The technique is named PERT. This pert technique measure the performance according to the cost relationship and time. This is done by the project management. This technique also refer, monitoring the performance of the employee, keeping eye on them, as well as evaluate the client performance. And the organization also should evaluate the quality of the performance (Thorn & et al 1990). And they also can evaluate the performance of the client. If there is any problem with the quality and the performance then the management team should take some initiative to recover it and they have to have control over their employee and the performance of the employees.

LO3 Understand food production and service systems (power point presentation)

AC 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 and style: There are various number of food production systems and method are available such as-

• Cook-chill production method.
• Cook-freeze production method.
• Traditional method.
• Conventional method.
• Dry-heat cooking method.
• Moist-gest cooking method.

From this different styles and methods the banquet industry will select their food production method according to the menu they are selected for the given conference (Brown 2003).

Food and beverage service style: Thereare several food and beverage service styles is also exist such as_

• French service style
• English service style
• Russian service style
• Buffet service style etc.

From that types of service style the conference and banquet industry will select a service style for the given conference (Hester and Harrison 2012). It is basically depends on the conference type, conference size, number of guest, profile of the guest etc. this factors will influence while choosing a food service style for a conference.

I will prefer for my conference English service style because I want served my guest pre-plated food. As there are a large number of people attending this seminar it will be easy to serve pre-plated food. It saves time as well as the cost of the total conference.

AC 3.2 Discuss factors to consider when organizing an off-site conference or banquet

In case of organizing an off-site conference or banquet there are several factors that need to be considered. The factors are discussing below_

The first thing that should be considered is the selection of venue for the off-site conference or banquet. The venue should be selected according to the budget for the conference, theme of the conference or banquet, the guests profile etc. by considering all of these things one can select the suitable venue for their conference (Puckett 2013).

After selecting the venue for the event, the organizer should contract with the management agency for the management of the conference such as- managing the guest, provide them accommodation, food service, managing the crowd and traffic, managing time schedule, managing the emergencies etc. They also manage the meeting room allocation as well as they manage the food and beverage service before the meeting as well as after the meeting. For managing all of those things organizer should have to deal with the management agencies.

AC 3.3 Analyze the key menu planning considerations for conference and banqueting events

For planning the menu for conference and banquet events there are some factors that should be considered and need proper study before planning the menu for planning (Walsch2011). The key menu planning considerations for conference and banqueting events are described below_

Study about the guest profile: when selecting the menu for any conference or banquet the organizer should considered the guest profile before selecting the final menu. The menu should be suitable according to the guest profile.

Knowing the guest preferences:  When they selecting menu for the event, the organizers should considered the guest preferences. In case of the conference as there are a large number of guests are available and the organizer cannot reach all the guest preferences. And they cannot plan the menu by considering all of the guest preference. In case of that situation the organizer can consider the preferences of the chief guest’s as well as the high profile guests.

Provide seasonal food items: The organizer can provide seasonal food to the people of the conferences. It might be liked by all and suitable with the season and environment.

Provide a vast menu choice: The should be flexible as well as it have to be contained a vast number of choices. The organizers should not provide the fixed menu, they have to give them choice.

Consider ethnic menu: The ethnic menu of this culture and the particular destination or country should also be included to the final menu.

Consider regions menu:Every culture have their different cultural food. There are many people they come from outside of the country where the conference is held. So the participant of this conference from outside of the country they may seek to eat the local cultural food. So the organizer should consider the cultural food in their menu.

Event schedule: The menu selection is mostly depends on the event schedule time. The menu should be Select according to the time schedule for eating (Dental chairs and delivery systems: Ergonomic surgery considerations2006). Suppose the menu for breakfast must different from the menu of lunch. So the organizer should consider the event schedule as well when the food will be consumed at breakfast, lunch or Dinner.

Comfortable room setup: Where the food will be served the room should be comfortable enough for the guest. And the comfortable room setup is helped the food service style as well as it creates a better impression at the head of the participants.
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Final presentation of food: the final presentation of the food should be more attractive to the guest because the satisfaction of the food 50% is depends on the look of the food.

Beverage items: The beverage items should be served before the main course. And there should be variety on the beverage choice.

LO4 Understand the ergonomic considerations in the organization of conference and banqueting event

AC 4.1 assess the ergonomic considerations for a given conference and banquet

The success of a given conference or banquet is mainly depend the ergonomic consideration of employees (Bucur2015). The ergonomic considerations for a given conference and banquet is discussed below_

Communication skill:

The employee of the conference center should have the great communication skill to communicate with the guest (Montecchi2012). Cause, they are communicating with a large number of guests. So, the employees have to have good communication skill.

Computer skill:               

Now-a-days the whole world is running with technology. In this modern world without technology you are nothing. So the employees have to have a good computer skill.

Commitment of the employee:

The employee should sincere to their work and they have to dedicate to the work. And they should be fully committed to their work.

Consistency of the work:

The work is done by the employee should be maintain the consistency. If they maintain the consistency of the work then the work must be successful.

Enthusiasm:

The employee should have the enthusiasm regarding their work.

Team work or group work:

We all know that the success of any type of work is basically depends on the team work. The conference and banquet should manage their total work by dividing their employees into different groups.

Leadership style

The success of the team work is depends on the leader who is basically leads the work.

Interpersonal skill:

The employee working on the industry they must have to be skilled enough to done the work. And the success is depends on how successfully the employee can done their work.

Management ability

The management team actually managed all of the work that is done by the employee. They monitoring the performance of the employee as well as they evaluate their performances and if needs they correct the mistakes (Anon 2016). So the success is also depends on the ability of the management team.

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Conclusion:

At the end of the report we can say that, the conference and banquet industry is one of the most important and growing sector in the tourism industry. And conference and banquet is one of the growing sectors of tourism industry in United Kingdom. The people come for conferences from many countries. The banquet industry provides the food service facility along with the conference space. For the food service the industry is following several food service styles it varies according to the number of the guest, the total budget of the conference and the menu selection is also depends on the time schedule of the conferences, guest preferences, guest profile as well as the estimated budget of the banquet facility. And the overall success of any conference is affected by the performance of the employees. If the employees done well job then the program must be success. If there is not occurred any incident then the program must be successful.

Reference

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