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Meeting catering service planning steps


Good dining arrangements are a highlight of the conference.
Details: The following checklist can be handed over to us to help the event go smoothly:
1. How many people are expected?
2. What color do you choose for tablecloths and napkins?
3. How to decorate the main table and other tables?
4. How many people are sitting at the main table? Is the main table on the stage?
5. Does the main table need a podium and a microphone?
6. Where is the podium position and which microphone is needed?
7. Does the main table have to be served, or which celebrities come after the meal?
8. If the buffet is used, the main table is also available for self-service, or do you ask the service staff to give them a plate first?
9. Do you need to reserve other seats for VIPs?
10. Do you want to collect a meal voucher? Tell the banquet manager in advance and provide a "sample of meal coupons".
11. What should I do if the person who comes is not having a meal voucher?
12. Are people at the main table also asking for a meal voucher?
13. Is there a check-in desk or reception desk outside the banquet hall? Is there a prize table at the main table?
14. Is the menu of the dinner, the program list on the table or distributed at the entrance?
15. Do you need another room for VIPs to rest before dinner?
16. Some people have special arrangements for dieting, vegetarianism, etc., if there is a best advance notice.
17. Do you want to hang the banner?
18. Do you need a cloakroom?
19. The recipients are sitting at the main table or under the stage. If it is the latter, do you want to reserve seats for them? How do they come to power?
20. Do you need to project a light when the awardee comes to power, and the light is on the speaker or master of ceremonies?
twenty one. Do you want to play the national anthem? If you need it, you may want a national flag.
twenty two. Do you want to place audiovisual equipment?
twenty three. Do you need background music or dancing music? Are the players sitting on the stage?
twenty four. Is there a performance program, is the stage size enough, and if there is a performance, what is the stage size and height?
25. Do you want a skirt around the stage? Do you want a carpet on the top? Does it need a rehearsal? When?
27. When do you open the door for the guests to come in?
28. The schedule of each program, prelude music or performance, meal time, official shows and speeches, dancing, etc.
29. Where is the bathroom, and if there are still people at the door, how can the person in the bathroom come back?
Theme program: The theme program can be very simple with only one band performance, or arrange special programs with great care. If the budget allows, it can be specially designed, sometimes with the local characteristics of the conference as the theme, the restaurant or conference center banquet staff may retain some local themes, if you need to borrow.
Discuss the "themes" with the banquet manager. They have a variety of different themes, suggesting cases that you have been successful in the past, and equally innovative concepts. If you don't have a concept for placement or entertainment, the banquet staff can do it together. If you are responsible for it, inform the banquet staff that all arrangements are outsourced, such as programs, backgrounds, special furniture, lighting, audio-visual equipment, and tell them when they will be placed, where the stage will be placed, and when.
The location map of the theme event is especially important to avoid crowding at the entrance, and the dining section also draws a floor plan showing how much space is needed for each location. Design notifications, invitations, and signs with themes.
The first thing to consider is the location of the conference center kitchen. What is the route for serving? The distance between the kitchen and the banquet location during large events can be a major mistake. Discuss basic service needs such as how to arrange coffee snacks. Large conferences should provide thousands of foods in a short period of time. Discuss in detail with conference center representatives and contractors. Perhaps you can consider hosting a hotel.
Also know if the conference center is available for wine, sometimes only for a certain period of time. Some conference center organizers also apply for temporary permits to provide beer and alcohol.
Dining outside the venue: Sometimes meeting organizers will choose to host events outside the convention center or outside the hotel - such as museums or city halls. These places may have their own special catering services. If not, ask about the catering services that have been done before, and then get information from them. It is very important to choose the appropriate catering service, because those places are not used for the venue. Most of the venues do not have kitchens and equipment, how to keep the temperature of the food, and everything in the tables, chairs and tablecloths is shipped. Holding events in such places is not only time-consuming, complicated, but also expensive. To organize activities outside the venue, consider the following requirements:
1. Arrange transportation, car rental fees, and where to get on after the event?
2. What do you want to bring? Do they have tables, chairs, podiums, tablecloths, cutlery, hangers, freezers, drinking fountains? Is the electrical plug sufficient?
3. Is the toilet enough? Where is the location?
4. Is there a heating and cooling equipment?
5. If there is an outdoor, what is the alternative when the weather is bad?
6. Is it allowed to supply alcohol?
7. Is there enough food preparation area?
8. Do you have to pay extra cleaning fees?
9. Usually pay catering contractors and venue deposits, sign up for each other, read the terms and conditions in detail, it is best to choose an experienced hotel to undertake the nephew, they have a full set of equipment and well-trained service personnel, so the quality of the catering can be careless .
Cost control: In addition to food, catering costs include purchasing, venue seating, services, cleaning and lighting, audio-visual equipment, etc., so the bargaining space is small. Ask for several different menus and discuss the menu content. If there are other activities at the same time, is it cheaper to use the same menu, is it cheaper to use paper cups at tea time than using porcelain?
The important thing is internal control. If the registration fee includes food and beverage, it is best to use the meal coupon, because some people do not necessarily participate in all activities, and the meal coupon is more accurate. If you can confirm the number of attendees, it will reduce waste. It is a common practice. If the number of people is still below the certain number, the budget is usually calculated before the meal decision. Ask the banquet manager how much this will increase the budget. percentage.
Many inexperienced people forget to include taxes and tips when making budgets. If you are asking important people in the conference to choose the menu, the best price includes tax and tip.
Guaranteed quantity: The banquet manager usually asks you to give a guaranteed amount 48 hours before the event, although sometimes the event is on Monday or Tuesday, but you are required to determine the guaranteed amount before the weekend. If you need more time to decide the list or sell tickets on the spot, maybe Agree to make a guaranteed amount 48 hours ago, and give the final amount 24 hours before, but definitely not less than 24 hours. Conventionally, there is a flexibility, the ratio is about 3%-5%. Basically, it usually prepares 5% more. For example, to ensure that 200 people will prepare 210 copies, don't forget to add the main table and staff.

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