Understand the hotel set-up and different types of events

2. BANQUETING
Events, or “Banqueting” within hotels imply all the
private, exclusive, variable and special service activities
offered to external clients.
It represents an important service product within most
hotels, in that it generates good revenue (F&B and R/D)
and creates a much-desired ambiance.
Within Hotels, special events will usually take place,
depending on the location, business environment,
season, and other factors related to local culture.

3. Banqueting Environment
The Banqueting environment, in the best of
cases, is located on hotels ground level or first
floors, and often with a private entrance so as
not to disrupt the ambiance in the main lobby.
The Facility will include;
 Main banqueting hall
 Several private rooms of variable size
 Cloak-room
 Adjacent to banqueting kitchen
 Adjacent to Stewarding
 Generous bathroom facilities

6. Organization and Interdepartmental
Relationships
The Banqueting department, when fully subordinated to the F&B
Department, is organized into two distinct parts:
a) Banqueting management and
b) Banqueting operations.
This type of organization is desirable when patrons are mainly from
the local market/city. And the reason is that local patrons appreciate
interacting with F&B professionals, competent in discussing the
planning, content and delivery of private events.

7. When banqueting is fully managed and operated by the F&B
Department, banqueting interrelates with the following
executives/departments:
Executive Chef: about special menus, service coordination
Banqueting headwaiter: planning and organizing staff, setting up,
service
Sales: incoming reservations; information
F&B Manager: about special guests, special requests, offers,
costing, pricing
Chief Steward: about equipment, dishwashing
Chief barman: about mobile bars, special requests
Housekeeping: cleaning of banqueting rooms, linen
Florist: special floral arrangements
Engineering: special equipment, sound systems
Front Office manager: rooms requests, signage
Security: special requests

8. Events Offer
Customers will choose a specific hotel because of;
 Product & Offer.
 Food quality and
 Service quality.
Other aspects of the product
 The attention for detail,
 Dealing with special requests,
 communication efficiency and courtesy.
o Range of set menus: 3 to 6 courses
o Range of Cultural or theme menus – at least 3
o Range of buffet menus - at least 3
o Range of Cocktail reception menus - at least 3
o Tea receptions, tea breaks menus
o Healthy options
o Vegetarian or religious considerations

9. Events Types
 Meetings, AGMs, workshops
 Seminars, Courses, Conferences, Forums, Symposiums
 Private set lunches, set dinners
 Private buffet lunches, buffet dinners
 Weddings
 Cocktail receptions, Cocktail parties
 Tea receptions
 Press conferences
 Exhibitions, auctions
 Fashion shows
 Children events
 Outside catering
It is important for Banqueting Manager (or Event organizer) to understand
the implications for each and every event, so as to be able to draft a
proposal that is coherent with customers’ expectations.

10. Private Set Lunch or Dinner - Key Points
Set Western lunch: 3-course light menu, light wine,
 From 5 guests to total capacity
 12:00 – 12:30 Cocktails / 12:30 Lunch
 Cocktails before sitting down (while waiting for other guests): bar on
consumption
 Efficient service: plate, or
 English, from service table.
 Signboard: Organizer to advise.

12. Set 4-course Full Dinner; With select complex wines,
 From 5 guests to total capacity
 19:00 – 19:30 Cocktails / 19:30 Dinner
 Cocktails before sitting down (while waiting for other guests):
bar on consumption, or open @$/pax
 Slower service: Plate, English, service table.
 Signboard: Organizer to advise.

13. Private Buffet Lunch / Dinner - Key Points
Set Western Buffet Lunch:
 From 50 guests to total capacity
 12:00 – 12:30 Cocktails / 12:30 Lunch (Cocktail time might
not be required)
 Cocktails before sitting down (while waiting for other guests)
 Bar on consumption, or open, $$
 Self Service
 Staff to clear plates; adjust and replenish buffets.
 Signboard: make sure

16. Set Western Buffet Dinner
 From 50 guests to total capacity
 19:00 – 19:30 Cocktails / 19:30 Dinner (Cocktail time might
not be required)
 Cocktails before sitting down (while waiting for other
guests)
 Bar on consumption, or open@$/pax
 Self Service
 Staff to clear plates; adjust and replenish buffets.
 Music: sometimes required
 Signboard: make sure

17. Weddings: Key Points
Western: depending on country’s culture
 Enquire for precise details (research study)
 Usually round tables
 Usually sit down lunch or early evening event,
 Extending through the afternoon,
 Sometimes outdoors
 Set or buffet lunch, wines, sparkling, juices, and soft drinks
 Ice carvings, Wedding cake
 Special color theme; music, special show, picture taking
 Signboard: special announcements; banners

21. High Tea Receptions: Key Points
 Usual to take place in the afternoon: 2 hours
 Usual to involve ladies, exclusively
 Ambiance required: casual, soft, cozy
 Usual to involve moderate numbers: 20 – 30 persons
 Casual seating arrangements: settees and comfortable chairs, lounge style
 Tea depending on the hotel’s concept, ranging from full oriental rituals to
usual teapots.
 Soft drinks, juices on request
 Tea usually complemented with biscuits, cookies
 Soft background music
 Appropriate standard floral arrangements (free); exceptional arrangement
(charged)
 Signboard in the lobby: if required

24. Cocktail Receptions/Party - Key Points
 Usually take place after office hours
 From 17:30 to 19:30 or from 18:00 to 20:00hrs
 Standing arrangements: customers move around freely
 Invited guests are received by the hosts at the entrance
 Different cocktail reception menu offers
 Balance of hot and cold canapes
 Minimum number of guests, usually 50
 A variety of finger food displayed on buffet tables,
 Served by waiters
 Buffet tables decorated as appropriate
 One or more mobile bars, drinks served around by waiters
 Beverages option a) “on consumption”: organizers to settle the bill based on
actual consumption

25. Cocktail Reception … cont
 Beverages option b) “2 hours open bar at set price/pax
 Organizer to pay based on set agreed price/pax
 Beverages option c) “Individual cash bar”: guests to pay own drinks directly
at bar counter
 Florist to decorate the room with standard floral arrangements (free)
 Guests may require extraordinary flower arrangements (charged)
 Background music on request
 National anthems may be required for Government events
 Podium with standing microphone for speech, on request
 Special banners (charged); flags (provided by guests)
 Signboard in the lobby

28. Meetings - Key Points
Meetings business is the key business segment for most hotels. The meetings may last
from two hours to several days; usually combined with lunch and coffee breaks.
Accommodation is often required.
 Important to know exact number of guests and desired seating arrangements
 Theater style, U shape, schoolroom, rectangular table, etc.
 Head table may be required
 Room rental: per hour/day (implying office hours).
 Rental may be waived based on accommodation or meal requirements.
 Equipment: for PPT, video, flipcharts, whiteboards (rental charged)
 Writing Pads and pens: free
 Tea & Coffee breaks morning & Afternoon, Arrival coffee optional/charged
 Beverages: on consumption; ice water: free
 Lunch: adjacent room (same as for private lunches)
 Signboard in the lobby: if required

31. AGMs - Annual General Meetings: Key Points
 Usually short, taking place in the morning, or in the afternoon
 Usually theater style, head table, podium and microphones
 Coffee buffet if in the morning or in the afternoon
 Room rental: half a day rental if room can be set up again for
lunch, or dinner
 Signboard in the lobby: YES

32. Workshops: Key Points
 Usually one or several days
 Numbers usually moderate, between 20 – 50 participants
 Rectangular table arrangements
 Equipment: for PPT, video, flipcharts, whiteboards (rental
charged)
 Pads and pencils: free
 Beverages: on consumption; ice water: free
 Lunch: adjacent room (same as for private lunches)
 Signboard in the lobby: if required

33. Seminars, Conferences, Forums, Symposiums
 Attendance varies: between 20 – over 1,000 persons
 Usually one head table with microphone facilities
 Participants seated in class room style for courses
 Seating in theater or classroom style
 Podium, screen, equipment as requested
 Lunch may also be required
 Signboard in the lobby: if required

34. Press conferences: Key Points
 Usually short, either in the morning or in the afternoon
 Participating Press seated in a theater style
 Head table, podium, and microphones
 Audiovisuals are required
 Refreshments may be required
 Allow space for Press movement and picture taking
 Special banners
 Special Signboard in the lobby

35. Exhibitions, Auctions: Key Points
Exhibitions will usually precede Auctions. Hosts invite selected
guests to see items on display. Free (controlled) flow of people
 Rental of adequate space for 3 to 5 days
 Logistics on delivery of sales stock
 Engineering support for the installation of showcases and
spot lights, special sound system
 Refreshments throughout the days may required
 Lunch arrangements for organizers
 Accommodation for organizers may be required
 Security

36. Auctions follow exhibitions. Bidders are accommodated in a
room that is sufficiently spacious for the event. Depending on the
number of items, auctions can last from one to three days.
 Rental of adequate size hall
 Check-in tables and chairs
 Bidders seated in a theater style
 Organizers will manage the bidding from one large platform
 Assistants are located within the room to bridge biddings
 Podium, microphones
 Closed circuit TV screens
 Security
 Signboard in lobby

37. Fashion shows - Key Points
Fashion shows are organized for important agents, retailers or VIP guests. The
event is usually staged in a sophisticated way reflecting designers’ concepts
and themes.
 Often linked with a cocktail party or sit down dinner
 Rental of adequate room
 Changing room for models (adjacent to show room)
 Room to display clothes on special racks supplied by organizers
 Catwalk according to request
 Chairs along the catwalk or round tables
 Importance of sound system and special effects (often arranged by
organizers)
 Special floral arrangements (charged)
 Special Signboard in the lobby

40. Children Events - Key Points
 Usual to take place in the afternoon
 Number from 40 to 100
 Children and parents, mainly ladies
 Rental of one large room to accommodate parents (on one side)
and children (on the opposite side)
 Round tables for parents
 Empty space for children, toys, games
 Stage for a magician, clown, singer or other type of
entertainment
 Coffee, Tea, Juices for parents
 Snacks, juices and soft drinks for children
 Colorful Signboard in the lobby

43. Outside Catering - Key Points
Hotel F&B services provided to guests at their offices, event or residences. Such
outside catering services are very common with diplomats and leading
businessmen.
 Need to have several vehicles to Transport equipment, staff & food
 Hotels may supply tables and chairs, tents and equipment
 Hotels usually supply linen and service-ware (chafing dishes, platters,
cutlery, crockery, glasses, linen)
 Customers to allow access or limited use of their kitchen and pantry areas.
 Food items are generally pre-cooked. Kitchen used to warm up sauces, and
minor prep activities.
 Team to monitor and control equipment movement.
 Service by smart waiters in full uniform
 Wines and Beverages may or may not be supplied by the hotel
 Charges to include menu, beverages, equipment, labor, and transportation