Chapter 5. Event Process in a Hotel.pdf

Learning Outcomes 01 02 03 04 Analyze the process of hotel events. Explain 3 price strategies for a hotel event. Assess the event contract and proforma. Discuss the decision-making process for a hotel event. Event process 1)Process begins with an initial contact or enquiry between the cli...

Learning Outcomes 01 02 03 04 Analyze the process of hotel events. Explain 3 price strategies for a hotel event. Assess the event contract and proforma. Discuss the decision-making process for a hotel event. Event process 1)Process begins with an initial contact or enquiry between the client and the event Department. 2)Then some collateral information is exchanged, and revenue considerations are made. 3)After this, negotiations take place, Customer will compare and offer. 4)Starting with a proposal and (ideally) finishing with a contract signed. Event Process in a Hotel 1. RFP from client 2. Interchange of information (Incl. banquet kit) 3. Site inspection if possible 4. Bid proposal document is sent 5. Bid presentation 6. Contract + Proforma invoice 7. Payment methods + deposit 8. Event Planning + BEO 9. Briefing meeting 10. Event Production 11. Event Execution 12. Event evaluation (during and after) General Standard Operating Procedure (SOP) for Meeting and Group Bookings • The department receiving the inquiry is responsible for the issuing of the offer letter. Reservations or Events Dept. • Responses to all inquiries within 24h MAXIMUM. • Clarify information in booking request for guest rooms and meeting rooms • If received by Events Dept., request acceptance of group booking • Reservations Department in charge of room availability • Banquet/Conference/Events Department in charge of meeting rooms availability • Reservations Dept. cannot confirm without Events Dept. and Events Dept. cannot confirm without Reservations consultation. • Event Process Decisions • General SOP for Meeting and Group Bookings • • • • Event Process - Status of Events • • • Event Process Current rates used in the hotel market • Half-day rate (HDR) • Day delegate rate (DDR) • 24 hour delegate rate (24HDR) Research: - Agent will compare packages on the client's behalf. - Negotiate best value for money. - Include added benefits when possible (free parking). Standard hotel offer includes: • • • • • • • Package offering inclusive price per person Conference room hire (2h – 4h) Tea & coffee breaks Still & sparkling water Basic AV equipment: projectors, screen, flipchart, whiteboards Buffet lunch Optional: Complimentary Wi-Fi and parking Standard hotel offer includes • • • • • • • Package offering inclusive price per person Conference room hire (09:00 - 17:30 aprox) 2 or 3 servings of coffee break Buffet lunch Still & sparkling water Basic AV equipment: projectors, screen, flipchart, whiteboards Optional: Complimentary Wi-Fi and parking 24h Delegate Rate 24HDR Standard hotel offer includes: • Same service offered to DDR but including few more extras: • Dinner • Overnight accommodation • Breakfast Thank you!