HOSP-1027 Meetings and Conventions Homework: Convention Plan- Red River College of Applied Arts, Science and Technology
Learning Outcomes:
1. Demonstrates interpersonal skills required for working effectively with others.
2. Demonstrates effective written and verbal communication using appropriate industry terminology.
3. Prepares the necessary control documents required to execute a catered function.
4. Prepares a convention resume, prepares a pre-function sheet, prepares a change order, prepares a BEO, prepares a staff schedule, prepares requisitions, prepares event billing.
5. Demonstrates professionalism in completing individual and group work in the classroom. (B)
6. Works as a productive member of a team in completing group homeworks.
7. Works independently in completing course work.
8. Demonstrates good time management and attention to detail in completing course work.
9. Determines service needs of clients.
10. Identifies the consideration in banquet menu planning.
11. Differentiates between service styles, differentiates between meal types.
12. Uses technology and information systems to improve productivity, communication, andeffectiveness of a catering event. (I)
13. Utilizes room set-up industry-specific technology for catering operations.
14. Constructs room set-ups, modifies room set-ups, Produces 3D views of room set-ups.
15. Prints equipment lists.
16. Plans and executes all logistical components of catered events to satisfy client and businessexpectations. (K)
17. Describes the process to plan, manage, and execute a catering function to thesatisfaction of a client.
18. Applies design and layout principles to create efficient processes.
19. Plans banquet and meeting room layouts based on individual client needs.
20. Recognizes that room setup components have an impact on available room space.
21. Illustrates tabletop design based on banquet event orders.
22. Prepares logistics to effectively manage an event.
23. Identifies select outside event suppliers and their relationship with the cateringdepartment
24. Forecasts labour and inventory needs for catered events.
25. Prepares staffing guidelines and schedules for banquets and meetings.
26. Prepares inventory lists for tabletop and room set-up supplies.
Preface: In assigned groups, students will apply the academic theory of this course to simulate the pre-planning and execution of a three-day convention for a selected client.
The Convention
As a group, youare theEvent Coordinators for a selected hotel. Your group will work with a client to plan and execute a three-day convention with multiple food and beverage, and meeting components. Your instructor will assign a hotel, client and scenario to your group. You will work from this scenario to plan, organize and execute the convention in your group's selected hotel.
The Delegates
The scenario provides the number of delegates that are expected to attend the convention for each individual hotel. The convention will be realistic in that it will be for an association that would normally hold conventions. The convention will be constructed and catered to based on the interest, theme and motivation of your delegates, and meet the needs of the association they belong to.
Details:
Part 1: Client and Hotel Profile
Objective: Conduct research of your selected hotel and client
To be gin this project:
1. Meet with your instructor and receive the client scenario assigned to your group.
2. Researchthe client/account to find out as much as you can. Who they are, what are their goals and or purpose for having the convention, what do they do, who are their members?
3. Use the associations and additional convention website, if available, to conduct research.
4. Use the selected hotel website to get familiar with your hotel's offerings and to do your research.
Hotel Profile
Name of Hotel?
Banquet and Meeting Rooms
Names and maximum capacities of each banquet room?
Association Profile
Name of the Association/Group?
What is the goal of this Association/Group? Why are they meeting?
Is it a Business or Social group?
Attendee Profile
Who will attend the convention? (Be specific and include all demographics of the delegates.)
Where will they come from?
Why will they come and /or how do they expect to benefit?
What would attract them in the first place
Website address/link of your association
Topic or theme for your event
Part 2: Convention Resume
Objective: Prepare the Convention Resume for the three-day Convention.
Based on your scenario. It's time to plan the logistics of the convention for all the business and social events that will take place during the three-day convention.
Your convention resume must contain all events that are indicated in your scenario, plus additional components as indicated below.
1. Use the Event Resume Template from LEARN. Ensure to keep the headings that are part of the template.
2. Dates must correspond with the information in your scenario
3. You will indicate your own start and end times based on the scenario and the needs of your client for each event.
4. The Event Description will indicate the type of social or business meeting and/or meal function. I.e. workshop, reception, banquet etc.
5. Breakouts Sessions: You will add twelve Breakout meeting sessions to the event resume as stated in your scenario. Two morning and two afternoon meeting sessions. Use research and convention history of your association to decide what these sessions might be. You do not have to pick a topic for these sessions for the Event Resume.
6. Indicate the set-up of the room starting with the specific set-up type. I.e. classroom style. Add other room details, i.e. projector, screen, buffet tables, stage etc. Must fit the type of meeting event.
7. Do not include food and beverage items including food and place settings in the resume.
8. Indicate the room name as outlined in your properties meeting and banquet planner guide.
9. Indicate the attendance for each specific event. Refer to course notes for information on attendance based on meeting types.
Part 3: Banquet Event Orders (BEO)
Objective: Prepare four Banquet Event Orders
Using your course notes, samples shown in class, and the Banquet Event Order Template that are provided by your instructor, prepare FOUR BEO's as follows:
Based on your scenario for your client:
• Prepare one BEO for the networking reception function at the beginning of the convention. Select a menu for (Self-Serve Reception Buffet)
• Prepare one BEO for the dinner function. Select a menu for (Plated Service).
• Prepare one BEO for the breakfast function. Select a menu for (Hot and Cold Buffet Service).
• Prepare one BEO for one of your breakout sessions that you identified in the event resume. Select a menu to include a refreshment break component.
• Note: The estimated number of guests for the dinner and breakfast functions will be the estimated number of convention attendees provided by the instructor for your hotel. The breakout session attendance will be based on the choice from the event resume.
• Use materials that you acquired from your selected hotel to prepare the Banquet Event Orders.
• The dinner function will include alcoholic beverage service appropriate to your group. (Cash bar vs. host bar, formal vs informal, etc.). If wine is appropriate for your group ensure to indicate this as well. All information regarding beverage service must be included (prices, times, bartender requirements, etc.).
• As each group is unique, information regarding set up, AV equipment, head tables, food & beverage service, times, and billing arrangements are at your discretion, but must be relevant to the group and must be listed on the BEO. Ask your instructor for assistance to this part.
• Table linens, including table covers, skirting, and napkins, must be selected and identified on your BEO's as type and colour.
• Your instructor will provide specific details under each BEO heading during a specific class lecture.
Note: Creativity and details are important to BEO planning.
Part 4: Banquet and Meeting Room Set-Up Plans
Objective: Prepare set-up Diagrams using SocialTables for the following:
1. The networking reception function.
2. The breakfast function.
3. The dinner function.
4. The breakout session identified in part two.
Using the Banquet Event Orders you prepared for part three, you will prepare room setup diagrams for all four functions above using SocialTables. Any special arrangements listed in your BEO's must be shown on the floor plan i.e. microphone and podium, table for awards, etc.
Before you can begin you should make corrections to your BEO as required by your instructor.
It is now a week until the convention and the guaranteed number should be requested by your instructor. Each group will be unique.
• Room Set-Ups:
1. The networking reception function: Must be set up based on the self-service reception concept.
2. The breakfast and dinner function: Must be set up using round tables for guest seating, and is set-up in a room that is appropriate for the event.
3. The breakout session: Mustbe set-up as indicated in your Event Resume
• Include additional components: Enhance your set-up diagrams and include a minimum of four additional set-up components for each of the four set-ups, not including tables and chairs or items already listed above. Items can include but are not limited to plants, audio visual, DJ, band, stage red carpet etc. See SocialTables Objects for more ideas.
Part 5: Place Settings and Themed Decorative Items
Objective: Based of your groups scenario. Chooseappropriateimages and/or diagramsto display your tabletop place setting and themed decorative items for your event.
• Place setting for thedinner menu only. Using Pinterest as a group, find a table-setting image or diagram for your dinner menu selection from your BEO that will clearly identify all utensils, glassware and crockery required.
• Themed decorative items: Using Pinterest as a group, research three decorative items that you will use to tie your theme together for the dinner function. Decorative items can include, enhanced linen table setting (Chair covers, table runner, coloured table cloth), table center pieces, floral displays, candles, crafts, ice sculptures, back drops etc.
Part 6: Event Requisitions and Staff Schedule
Objective: Prepare event requisitions and a staff schedule for the Dinner Function.
Using the dinner function banquet event order that you prepared for part three, the dinner function set-up diagram from part four, and the place setting diagram from part five. Determine the volume of supplies and staff for the dinner function. Base your numbers on the guarantee you received from your instructor.
• Prepare requisitions for supplies needed to set-up the Dinner Function. Include all table, service and hard set supplies to pre-set the banquet room. Use the General Requisition Template provided in LEARN to complete this part of the homework.
1. Complete one requisition for guest tabletop supplies and Linens.
2. Complete one requisition for room hard set-up items.
• Prepare a front-of-house staff schedule that includes the required staffing to execute your dinner function from room set-up until the conclusion of the function. Your goal is to plan the most efficient use of your staff. You may assume that the room is not being used during the day prior to the dinner function.
The schedule should indicate:
1. A separate line for each staff member.
2. Staffing positions to set-up, serve, and supervise the various aspects of the function.
3. Shift start and end times.
4. Total hours for each employee.
Part 7: Event Billing
Objective: Present a final bill to your client for the Dinner Function
Using the Catering and Convention Event Billing Template from LEARN. Prepare a final bill for the Dinner Function Only.
The event billing will be prepared by including the following:
• Include food and beverage charges
• Include set-up charges if applicable
• Include rental charges if applicable
• Include any additional labour charges if applicable
• Include charges for outside services if applicable
• Include AV, decorating and linen charges if applicable
• Include SOCAN fees
• Include deposits
• Include taxes and gratuities
As it is very difficult to assume all costs, estimates may be provided for certain charges. Please see your instructor as needed. Include any other relevant costs that are not listed above, and that may be unique to your convention.
Format your homework according to the give formatting requirements:
1. The answer must be double spaced, typed, using Times New Roman font (size 12), with one-inch margins on all sides.
2. The response also includes a cover page containing the title of the homework, the course title, the student's name, and the date. The cover page is not included in the required page length.
3. Also include a reference page. The references and Citations should follow APA format. The reference page is not included in the required page length.