Events Booking & Management

1. Dealing with Events’ Requests2. Using Events Diary and

Events Booking Form3. Dealing with Correspondence4. Filing System5. Trace Filing6. Monthly and Weekly Forecasts

7. Events Orders

Dealing with Event Requests Banquet Manager, Events Coordinator or Secretary, receives information for a banquet/event:- from the following sources,  -From guests;- directly, phone, mail correspondence, email, -From Sales team;- based on information/requests received from future guests -From Front-Office;- based on information received in the Front Office environment-From Management: based on information received from guests.

Using Events Diary and Events Booking Form

 Banquet Manager will check dates availability on the Events Diary and fill out the Events Booking Form—or verify and complete the Events Booking Form as received from Sales, Front Office or Management. It is important to immediately block space in the Diary: Date and Banquet Room.

Dealing with Correspondence Banquet Manager will draft correspondence (Event proposal) based on the information noted in the Event or Function Booking Form.Standard correspondenceThe Opening paragraph to indicate precisely source and date of reservationEach event to be treated separately (meeting, lunch, etc.)Make proposals instead of asking questionsOriginal correspondence plus one copy to the clientCopy of the letter to: Banquet Office, F&B Mgr., Sales Office, Asst. Mgr. 

Filing System The hotel will have a file for every Event/Banquet. The filing cabinet may be divided into three parts: Current month cabinet: Transferred from Next month cabinet Next Month cabinet: Includes files active next month – in chronological order Master filing cabinet: divides files according to alphabetical order, or business segment, or company names. Previous month cabinet: from Current Files cabinet. These files will return to Master Files after one month.Archives: according to legislation.It is important that active files are isolated according the above sequence, to facilitate retrieving and to minimize mistakes.

Trace Filing /BU Bring Up  Trace Files are usually Cardex calendars, used to keep in touch with files based on a strategic frequency. Key trace dates are written on top of correspondence and then filed under the trace date in trace file. Every morning the banqueting secretary will check what files are to be retrieved and to place them on Banqueting Manager’s desk for follow up. The Banqueting may look through the trace files periodically to verify and update information as received.

Monthly and Weekly Forecasts 3.6.1. Monthly ForecastThe Monthly Forecast represents the first internal information summary of business to come for the following month. It is usually issued on the 15th of current month for next month, but it may vary depending on hotel’s policy. Information is limited to:

Date, Company, Type of function, Room, Number of participants, Menu choice, Tentative/Confirmed  Monthly Forecast Information is distributed to: F&B Mgr., Banqueting HW, Head Barman, Chef, Chief Steward, GM, Asst. GM, Chief Accountant, Cost Controller, F/O Mgr., Concierge, Housekeeper, Florist, S&M, Engineering Mgr., Security Mgr.

3.6.2 Weekly ForecastThe Weekly Forecast represents the evolution of the Monthly Forecast, usually issued on every Monday for the following week. Information titles and distribution will be the same as for the Monthly Forecasts. For both Monthly and Weekly Forecasts the banqueting Secretary will refer to information found in the Banqueting Diary and cross check with filed correspondence.

Events Orders Events Orders (Function Sheets) represent an order to all departments to go ahead with preparations for the respective event. These are issued on every Friday (latest) for the following week. Late booking/confirmations are communicated ASAP and sent immediately to facilitate preparations. The Banquet Secretary will review all files and transfer key information to the Event Order. Before distribution to all departments, Events Orders are checked, verified and signed by Banqueting Manager, and often complemented with personalized additional information (emphasis on particular details) for say the Head Barman about adding one type of liquor on the mobile bar.

At this stage, individual files should contain: Function Booking Form/Event OrderCopy of correspondenceConfirmation letter, LPO or payment details from clientTrace File information If last minute changes occur, Banqueting Office will notify Departments by phone call and via immediate email requiring confirmation from concerned sections.

After the event, the same files should be completed with:1. Banqueting copy of the Event

Order 2. Copy of invoice, Payment or commitment from the organizers3. Thank you letter