Planning and Running a Hospitality Functions / Event

Transcription

1 Planning and Running a Hospitality Functions / Event Eleri Llwyd Jones

2 Tasks: 1.You need to investigate what is a Hospitality Function / Event and requirement needed to plan successfully. 2.Participate in planning a small-scale Function/ Event as a team. (Ideally 4-5 members in a team). 3.Participate in the organisation of a Hospitality Function / Event. 4.Promote a Hospitality Function/Event. 5.Contribute to the running of a Hospitality Function / Event to meet the customer needs and requirements. 6.Review and evaluate the success of the Hospitality / Event. All tasks in this workbook will be carried out by learners as a Function / Event Planning and Running team. The team should be ideally 4-5 members. 3

3 Workbook Content Contents Page Number Introduction 3-4 Glossary 5 Function / Event Team Members and Team Name 1&2. Planning and Participate in the organisation of a Function / Event Task 1: Generating possible events ideas Task 2: Finalising Function / Event idea Task 3: Identify customer needs. Task 4: Function / Event Activity Plan Task 5: Function / Event projected Amount and Cost Task 6: Assessing H.A.C.C.P and Risks Task 7: Planning floor & table space Task 8: Contingency Planning a Function / Event Task 9: Practical and Personal Skills needed for the Function / Event activity Task 10: Function / Event Team Roles 3. Promoting a Hospitality Event Task11: Promoting a Hospitality Function / Event 5. Review the Success of the Hospitality Function / Event Task 12: Review of the success of the Hospitality Function / Event Task 13: Obtain feedback from paying customers Task 14: Review of own personal involvement in the function/ event Task 15: Review of promotional material for the Function/ Event Task 16: Review of the success of the Hospitality event 2

4 Planning and Running a Hospitality Functions / Event The aim of this unit is to give you the opportunity to gain knowledge and skills to contribute to the planning, organising, promotion, running and reviewing of a Hospitality Function / Event. When planning a Function or Event there are a number of things you need to consider such as: Nature of the Function / Event (Coffee morning, open day in the school or Lunch time buffet). Date and Time of the Function / Event Location Choice of venue and booking the venue Number of Guests Type of Guests Menu and type of menu Budget / Costing Promotional Material Menu and place cards design and printing Theme and Décor Room Layout Identifying Roles and Responsibilities Team Work Staffing Risk Assessment and Health and Safety Considerations Contingency Plan 4

5 Glossary Terms Discuss Choose List State Create Describe Photograph Print Attach Run Research Identify Agree Contingency Design Definitions Share thoughts about something Come to a decision Create a list Say clearly what something is Put something together Give an outline of something Use a camera to take a photo Use a printer to print something i.e. menu Glue some thing in Carry something out Collect information Determine the identity To reach to a joint decision Unknown Making a sketch or plan 5

6 Function / Event Team Members and Team Name (a) Discuss and choose who will be the team members in your team. You need to agree this with the teacher. (This is important to make sure that you have the correct mix of skills for the task). (b) List the names of all the team members in your team. Each Function / Event team should have a name. Ideally the name of your team should reflect who your team members are, where the Function / Event will be held, or the type of Function / Event. (c) (d) Discuss and choose a name for the team. State the name of the team. 6

7 Planning a Function / Event Task 1: Generating possible events ideas Know about the planning process for a Hospitality Function / Event. Examples of Function / Events include: open evening, charity lunch, afternoon tea or Italian lunch buffet. (a) Discuss and research different themes for functions / events in you team which could be planned and run by your team using ingredients, materials and equipment available. Here you could use books, the website and ideas from the team. (b) Using the ideas you have discussed, create a mind map identifying at least six possible functions / events which your team could plan and run using the ingredients, materials and equipment available. This could include: a coffee morning, lunch or a theme party. 7

8 Task 3: Identify customer needs. (c) Identify at least ten customers requirements or needs based on this type of function. These may include: Special diets, time of the function, selling price of function / event and number of customers. (d) Create a mind map identifying the customer requirements or needs. EVENT NEEDS 8

9 Task 2: Finalising Function / Event idea (a) Discuss in your Function / Event Planning Team what type of Function / Event you would most likely to go ahead and Plan and Run from what you identified in your mind map task Task 1. (b) State the type of function you will plan and run as a team. 9

10 Task 4: Function / Event Activity Plan When planning and running a Function / Events there are a number of things to consider such as: Nature of the Event (Coffee morning, open day in the school or Lunch time buffet). Date and Time of the Function / Event Location Choice of venue and booking the venue Number of Guests Type of Guests Menu and type of menu Budget / Costing Promotional Material Menu and place cards design and printing Theme or Décor Room Layout Identifying Roles and Responsibilities Team Work Staffing Risk Assessment and Health and Safety Considerations 10

11 (a) (b) Using the above information discuss as a team what you need to consider. Describe what you need to consider in the planning process under each heading below. Planning Process What you need to consider? Nature of the Event ( coffee morning, lunch) Date and Time of the Function / Event Location Choice of venue and booking the venue Number of Guests Type of Guests Menu and type of menu Budget / Costing Promotional Material Menu and place cards design and printing Theme or Décor 11

12 Room Layout Identifying Roles and Responsibilities Who is doing what? Teamwork Staffing Service type and style Meetings and Note taking Contingency planning Risk Assessment and Health and Safety Considerations Special Requirements 12

13 Function / Event Enquiry Form It is useful to use this Function / Event Enquire Form to gather information to start the planning process for the team function / event. Name of the client: Address Tel number address Number of people Time of Function Location / Venue Special Requirements Menu Drinks Price per person

14 Using the information from Function / event form (c) Discuss and agree as a team the outline of the event. (d) State the type of function / event the team will be planning and running. Including: Type: Time: Date: Venue and location: Number of customers: Type of customers (adults, teenagers, children, male or female): 14

15 (e) (f) Discuss in your team all the tasks your team will need to carry out before you start your Function / Event. You should consider the key activities of planning, any administration, budget, promotion and selling. Create a mind map identifying all the tasks your team will need to carry out before you start your Function /Event. 15

16 (g) Complete the tasks time plan below for all the main tasks your Function / Event activity team will need to carry out before you start. To do this you must use the information you identified in your mind map. In Task (f) Time Plan Order Tasks Time taken 16

17 (h) Discuss in your team the possible type of menu using those ingredients, materials and equipment available to you. The type of event will determine the type of menu and type of service. Examples are: Table d hôte a set menu for a set price. The menu will have a selection of starters, main course and dessert. À la carte a selection of courses and all priced individually. Take-away this a list of various products that are available to eat off the premises. Set menu for a function These are often used for a sit-down meal. The client will select one starter, main course and dessert for all the guests. Children s menu This a separate menu that may include a theme and healthy options. Things to consider when planning a menu include: colour texture flavour skills within the team time available food in season cost customer needs (special menus ) type of menu type of occasion equipment available 17

18 (i) Choose and attach a copy of the menu below. Function / Event Menu (j) Discuss in your team what type of theme / décor you are offering to the customer. For example: A spring theme event may include bright colours, seasonal food and spring flowers. (k) Describe what type / theme/ décor of Function / Event you are offering to the customer. (l) Discuss in your team what type of service you will select for the Function / Event. 18

19 (m) Describe the type of service you will select for the Function / Event. This could include: Table Silver Service Table Set Menu Buffet style service (n) Discuss in your team all the ingredients, material and equipments you may need. 19

20 (o) List in the table below the ingredients, material and equipments need by your team to produce, cook and serve the Function / Event. Ingredients Equipment Material 20

21 (p) Discuss any possible constraints you may have in this task. (q) List the constraints and possible solutions in the table below. Constraints 1. Possible solutions

22 Task 5: Function / Event projected Amount and Cost (a) Create a shopping list for all ingredients for the Function / Event based on the menu selected. Ingredients Quantity Cost Total Cost Calculating the selling price. This will include: The actual food cost Overheads such as rates, gas, electricity Labour cost (staff wages) Profit VAT. (Therefore the food = 40% of the selling price) Sample calculation If a dish costs were 4.50, the calculation would be: 4.50 x 100 / 40 =

23 Kitchen and Food Service Equipments (b) List all the equipments and quantity needed for the Kitchen and Restaurant. Kitchen Equipment Quantity Serving Equipment Quantity 23

24 Task 6: Assessing H.A.C.C.P and Risks (a) Discuss in your team what are the Health and Safety aspects of the Function / Event that you need to consider based on H.A.C.C.P. (b) Complete a H.A.C.C.A.P chart based on the chosen dishes on the agreed menu. Things to consider include: Storage of food Uniform Temperature Cooking Serving and more 24

25 Quality Check Process Hygiene Risks

26 (c) Discuss in your team the risks involved in preparing, cooking and serving food. (d) Complete a mind map involved in running a Function / Event. 26

27 (e) Complete a Risk Assessment for the Function / Event of all risks identified and list ways to reduce each risk. Using the table below. Hazard Who might be harmed Is the risk adequately controlled 1. Ways to reduce the risk. 2. Further action required to Control the risk

28 Task 7: Planning floor & table space (a) Draw a room plan including tables, chairs and the food service area. 28

29 Table set up (b) Draw a plan of how you will set the table 29

30 Task 8: Contingency Planning a Function / Event (a) Discuss in your team possible problems you may have when planning and running a Function / Event such as: bad weather, staff accidents, change in numbers of customers (less or more as agreed), staff shortage, and equipment not working or not available. (b) Create a mind map which assesses the main problems involved in running the Function / Event. 30

31 (d) Complete the Contingency Plan below for all the potential problems you have identified in the mind map task (8 b) Contingency Plan Potential Problem 1. Possible solution Who will action Potential Cost If not solved

32 Teamwork Task 9: Practical and Personal Skills needed for the Function / Event activity For this task Teamwork is going to be essential. Excellent teamwork is essential in the Hospitality and Catering industry because: One chef in a busy kitchen cannot cook all meals One room attendant cannot clean all bedrooms in a 20 room hotel One waiter can not serve all customers in a busy restaurant Teamwork is important within departments as well as across different departments. Reception staff needs the housekeeping staff to tell them when rooms are ready. Restaurant staff needs the chefs to cook the food. Chefs need the restaurant staff to serve the food. However, each staff member should have the same goal, which is: Providing the best quality product and service to the customer or guests. Working under pressure The industry often requires staff to work under pressure. This can be due to busy periods or staff shortage and during this time it is more important to work as a team. Therefore effective communication is vital. 32

33 Teamwork rules may include: Every member should contribute You need to listen to the views of others Consult with others Make decisions as a group Follow group decisions Finish the task or tasks on time Carry out the task as per the agreed standard Adopt positive problem approach Give constructive criticism Help others as needed Set clear aims and objectives and make sure that every team member is allowed to work towards the set goal Support and encourage others Don t allow ego to get in the way of achieving the team objectives. Individual teamwork skills: Be a good listener Develop practical skills Be considerate and respect the views of others Adopt a positive approach to working with others Be unselfish Be reliable Be polite Be punctual Adopt a positive problem solving approach (By considering at least 3 different solutions to a problem) (a) Discuss using the above information what teamwork standards you will adopt. (b) List teamwork skills your team will need for carrying out the activity. 33

34 Order Teamwork Skills

35 Task 10: Function / Event Team Roles Roles and responsibilities Every member of a team will need to have a role, which come with specific responsibilities. Examples of roles and responsibilities when planning and running an event are: Team leader organises other members of the team Sales and Marketing will sell, advertise and promote the event. Finance - keeping control of the budget and spending. Administration important for correspondence and keeping paperwork in order such as: letters, typing menus, place cards etc. Food and Beverage Service responsible for setting up the restaurant, service staff and serving food and beverage. Head Chef responsible for planning the menu, purchasing the food and preparing and cooking the food. Health and Safety Coordinator making sure all relevant legislation are followed such as: Health and Safety at Work (HASAWA) 1974 or Food Safety Act 1990, Manual Handling Operations 1992, Fire Safety Regulations, Regulatory Reform (Fire Safety) Order 2005, COSHH 2002 Personal Protective Equipment (PPE) at Work Regulations Depending on the group size and the task there are times when you may be asked to carry out more that one role. 35

36 You will discuss the roles and responsibility of each team member. Many practical and personal skills will be needed by your team to carry out the planning and running of the function / event. These skills may have been developed from having a part time job, experience or studying a subject at schools. The skills will include: Food preparation and cooking skills; Customer Care skills; Budget and Financial skills; Food & Drinks Service; Product Knowledge skills; Promotional and Selling Skills; Teamwork. By, extension, the personal skills may include: Planning Organising Confidence Communication and Determination. 36

37 (a) (b) Discuss using the above information all the practical and personal skills your team will need to carry out the task. Create a mind map identifying all the practical and personal skills your team will need to carry out the planning and the running of the function / event. 37

38 Team Roles The key roles and responsibility include: Team leader - takes the lead in the planner team role and may also help with other roles such as: food preparation or promotion. Making sure all relevant legislation are followed and developing a contingence plan for: poor weather, accidents, change in customer numbers, staff shortage, equipment not available or not working and ingredients not available. Head Chef / Food Preparation and Cooking has the responsibility to plan, prepare, cook and order the food. Food and Drink Service - have the responsibility to set the restaurant / buffet. Plan the buffet design with the team leader and arrange any flowers or decorations in the restaurant / dining area. Serve all food and beverage. Serve and clear tables. Financial controller has the responsibility of costing the menus, place food orders and calculate the price of each dish. Planner carries out the function / event research; menus, themes other events. Marketing / Promoter will advertise and promote the event and ensure that customers are made aware of the function / event by producing and displaying promotional material. Salesperson will deals with customers enquiries, take table reservations, sells to customers and deals with customers complaints. Administrator - helps with the function / event paperwork to do with the functions of planning, finance, promotion and design and print menus and place cards. Individuals may need to take on more than one role. 38

39 (c) Discuss using the above information the key team roles of the function / event team. (d) List in the table below the key team roles of the function / event team and the names of those team members who will take who will take the lead in carrying out these key team roles. Key team roles Team member names 39

40 Task 11: Promoting a Hospitality Function / Event Promotional material is material that has the aim to draw attention to the Function / Event activity. It needs to attract customers to attend a function. The best promotional material will be simple, brief, accurate and sincere. You can design an advertisement, posters, script for radio television or flyers. You will need to consider resources e.g. Time for design Budget and Cost of material Design Impact on the customers Material Type of customers: age group, language, who do you need to attract? Possible ways to promote include: Invitations Posters Flyers Advertisement in newspapers, magazines, website, radio or television. Press release 40

41 (a) Discuss and research into Hospitality Function / Events advertisements by looking in local or national press, website, looking at other hotel and restaurant promotional material and research into television and radio advertisements. (b) Create a innovative flyer and poster promoting the Function /Event activity of your team. Using ITC. The following information must be on the promotional literature: the team name and logo an accurate description of the Function / Event price of the Function / Event per person a picture or image of the product the date and time of the Function / Event where the Function / Event will be held contact details that include how to make a reservation ( address or telephone number) (b) Photograph, print and attach photographs of your created flyer and poster. 41

42 Flyer Poster 42

43 Photos of the Function/ Event 43

44 Attach a copy of final menu and Place cards Function / Event Menu 44

45 Task 12: Review of the success of the Hospitality Function / Event Obtain an observation statement from the tutor/ teacher and peers based on planning and producing a Function / Event. Observation - Tutor / Teacher Observer Name: Observer Signature: Date: Observation Statement - Peer Date: 45

46 (b) Obtain an observation statement from the tutor / teacher and peers that your team demonstrated during the Function / Event activity competency in: Teamwork Producing Quality Product & Service Promotion of the Function / Event Customer Care Customer Feedback Observation Statement Tutor / Teacher Observer Name: Observer Signature: Date: Observation Statement - Peer Date 46

47 (c) Tutorial Support and Feedback Function / Event Tasks Recording Form Candidate Date Criteria Observation & Comments Professional practices during production Appropriate dress/ hygiene Maintained Health & Safety throughout the task. Correct equipment (selection, use and maintenance) Planning Teamwork Efficiency of work 47

48 Support required? Time management Following own role and responsibility Observation on: Presentation of food Quality of service Promotional Material Evidence of problem solving and dealing with Special request Keeping within the Budget Tutor Signature Grade I agree with the assessment feedback Candidate signature 48

49 (d) Obtain an observation statement from the tutor based on preparing, cooking and presentation of the dishes. Task 13: Obtain feedback from paying customers. (a) Design a customer comment card and collect feedback from all the customers. 49

50 Task 14: Review of own personal involvement in the function/ event (a) Discuss in your team the feedback e.g. self, team, customer documentation e.g. questionnaires, observation, witness statement and tutor / teacher observation statement. (b) Describe the role you took in the function / event and state the positive aspects and make three or more recommendations on how you could improve your own performance in planning and organisation of the function / event. You should consider the following: If tasks were finished on time If tasks were finished to the correct standard Did you help other team members when needed? Did you accepted help or guidance from others i.e. team members/teacher? Did you listen to the views of others? Did you follow instructions? Did you followed the plan or/ and adapted it as needed? Did you complete all the set tasks within your role? Did you asked for help when needed? Did you perform well as a team? Did you perform well as a team member? 50

51 My role Recommendations to improve own role performance 51

52 (c) Discuss and analyse in your team how to improve the success of the hospitality Function / Event based on the feedback collected from the documentation e.g. questionnaires, observation, witness statement and tutor / teacher observation statement and peer assessment. (d) Describe the success and make three or more recommendations you would make for improving the success of the Function / Event based on the feedback. (e ) Explain any deviations from the original plan. This need to include: Customer expectations Against Budget Against objective Deviation from Plan Teamwork The success of the function / event 52

53 Recommendations

54 Task 15: Review of promotional material for the Function/ Event (a) Discuss in your team the success of the promotional material. (b) Describe the positive aspects of the promotional material and make three recommendations to improve the success of the promotional material. Positive aspects. 54

55 Recommendations to improve

56 Task 16: Review of the success of the Hospitality event. (a) Print and attach any customer feedback such as thank you cards, letters, s, questionnaires or newspaper cuttings. (b) Discuss in your team the success of the Function / Event based on: objectives ( did you achieve the objective?) budget (did you work within the budget?) plan (did you deviate from the plan) Explain why your Function / Event was a success or a failure based on the customer expectations, against objectives, against budget and deviation from the plans. Learner Signature Tutor / Teacher Signature Date 56