Convention Plan

HOSP-1027 Meetings and Conventions

Convention Plan Assignment – January 2022

 

Due Date: Parts are due as posted by your Instructor in the Learn Calendar throughout the course.

 

Assignment Type: Group

 

Learning Outcomes:

 

a) Demonstrates interpersonal skills required for working effectively with others.

b) Demonstrates effective written and verbal communication using appropriate industry terminology.

c) Prepares the necessary control documents required to execute a catered function.

d) 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.

e) Demonstrates professionalism in completing individual and group work in the classroom. (B)

f) Works as a productive member of a team in completing group assignments.

g) Works independently in completing course work.

h) Demonstrates good time management and attention to detail in completing course work.

i) Determines service needs of clients.

j) Identifies the consideration in banquet menu planning.

k) Differentiates between service styles, differentiates between meal types.

l) Uses technology and information systems to improve productivity, communication, and effectiveness of a catering event. (I)

m) Utilizes room set-up industry-specific technology for catering operations.

n) Constructs room set-ups, modifies room set-ups, Produces 3D views of room set-ups.

o) Prints equipment lists.

p) Plans and executes all logistical components of catered events to satisfy client and business expectations. (K)

q) Describes the process to plan, manage, and execute a catering function to the satisfaction of a client.

r) Applies design and layout principles to create efficient processes.

s) Plans banquet and meeting room layouts based on individual client needs.

t) Recognizes that room setup components have an impact on available room space.

u) Illustrates tabletop design based on banquet event orders.

v) Prepares logistics to effectively manage an event.

w) Identifies select outside event suppliers and their relationship with the catering department

x) Forecasts labour and inventory needs for catered events.

y) Prepares staffing guidelines and schedules for banquets and meetings.

z) 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, you are the Event 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.

 

Assignment Details:

 

The Assignment Structure

1. Each group will submit their assignment material to the Convention Plan DropBox. All documents are to be titled with group number and the name of the document. i.e (Group 1 – Work Plan)

· Client Scenario, Work Plan, Client and Hotel Profile, Convention Resume, Banquet Event Orders, Diagrams, Place Setting, Schedule, Requisitions, Billing, References.

2. Hotel event and catering information is available on-line for each hotel, and will be used in conjunction with other research, to complete each part of the assignment. Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable. For example if the hotel menu was used, provide the link(s).

3. Templates have been created for most areas of the assignment. Please check the Convention Plan Assignment Module in LEARN before proceeding.

4. A Group Work Plan must be created to record daily work assignments. It must be updated each time the group meets to work on the project. The work plan will include work assigned and completed, daily attendance and work activities for each group member. The work plan must be created and shared in WebEx Teams with your group members and your instructor. A shared document will ensure proper communication of work assignments, due dates etc. The final completed group work plan is to be electronically signed, and submitted to the Convention Plan DropBox.

5. The final assignment must include a properly formatted references page detailing all research and sources used to complete the assignment.

 

 

 

 

 

 

 

 

 

 

 

Part One – Client and Hotel Profile

 

Objective: Conduct research of your selected hotel and client

 

To begin this project:

1) Meet with your instructor and receive the client scenario assigned to your group.

2) Research the 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.

 

 

To complete Part One – Client and Hotel Profile

1) Begin your work plan in WebEx Teams.

2) Create a references document in WebEx Teams to keep of track of all research.

3) Complete the profile outline below using complete sentences/paragraphs (not bullet points) to give a clear picture of the profile of your hotel and client. A Profile Template can be found in LEARN with your other assignment documents.

4) Provide the links for your research or provide PDF copies of any pages used in your research where applicable.

5) Submit part one of the assignment to the Convention Plan DropBox by the due date assigned.

 

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 Two – 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.

· Use the Event Resume Template from LEARN. Ensure to keep the headings that are part of the template.

· Dates must correspond with the information in your scenario

· You will indicate your own start and end times based on the scenario and the needs of your client for each event.

· The Event Description will indicate the type of social or business meeting and/or meal function. I.e. workshop, reception, banquet etc.

· 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.

· 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.

· Do not include food and beverage items including food and place settings in the resume.

· Indicate the room name as outlined in your properties meeting and banquet planner guide.

· Indicate the attendance for each specific event. Refer to course notes for information on attendance based on meeting types.

 

To complete Part Two – Convention Resume

 

a) The Convention Resume is a working document and will require further information as each assignment part is assigned by the instructor. Final submission of your convention resume will be to the Convention Plan DropBox on the assigned due date.

b) Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable.

c) Update your reference page in WebEx Teams with any references used in this section.

d) Update your work plan in WebEx Teams.

 

 

 

 

 

 

 

 

 

 

 

 

Part Three – 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:

1. Prepare one BEO for the networking reception function at the beginning of the convention. Select a menu for (Self-Serve Reception Buffet)

2. Prepare one BEO for the dinner function. Select a menu for (Plated Service).

3. Prepare one BEO for the breakfast function. Select a menu for (Hot and Cold Buffet Service).

4. 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.

5. Please 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.

6. Use materials that you acquired from your selected hotel to prepare the Banquet Event Orders.

7. 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.).

8. 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.

9. Table linens, including table covers, skirting, and napkins, must be selected and identified on your BEO’s as type and colour.

10. Your instructor will provide specific details under each BEO heading during a specific class lecture.

 

To complete Part Three- Banquet Event Orders

a) The BEO’s are working documents and will require further information as each assignment part is assigned by the instructor. Final submission of your four BEO’s are to be submitted to the Convention Plan DropBox by the assigned due date.

b) Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable.

c) Update your Reference listing in WebEx Teams with any references used in this section.

d) Update your work plan in WebEx Teams.

 

 

Note: Creativity and details are important to BEO planning.

 

 

 

 

 

 

 

 

 

Part Four- 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.

 

1. Room Set-Ups:

a. The networking reception function: Must be set up based on the self-service reception concept.

b. 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.

c. The breakout session: Must be set-up as indicated in your Event Resume

 

2. 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.

 

 

To complete Part Four – Banquet and Meeting Room Set-up Plans

a) Request the guarantee from your instructor

b) Submit PDF copies of your four set-up diagrams to the Convention Plan DropBox by the assigned due date. Make sure to include the equipment lists for each diagram.

c) Update your BEO’s to reflect any new information

d) Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable.

e) Update your Reference listing in WebEx Teams with any references used in this section.

f) Update your work plan in WebEx Teams.

 

 

 

 

 

 

 

 

 

 

 

Part Five: Place Settings and Themed Decorative Items

 

Objective: Based of your groups scenarioChoose appropriate images and/or diagrams to display your tabletop place setting and themed decorative items for your event.

 

1. Place setting for the dinner 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.

2. 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.

 

 

To complete Part Five – Place Setting Diagram and Themed Decorative Items

a) Create a Pinterest Board for your group to save your selected diagrams and images too. Invite your instructor to join the group to view the images.

b) Update your BEO’s to reflect any new information

c) Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable.

d) Update your Reference listing in WebEx Teams with any references used in this section.

e) Update your work plan in WebEx Teams.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Part Six: 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.

 

1. 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 assignment.

a. Complete one requisition for guest tabletop supplies and Linens.

b. Complete one requisition for room hard set-up items.

 

2. 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.

a. The schedule should indicate:

i. A separate line for each staff member.

ii. Staffing positions to set-up, serve, and supervise the various aspects of the function.

iii. Shift start and end times.

iv. Total hours for each employee.

 

To complete Part Six – Event Requisitions and Staff Schedule

a) Submit copies of your two requisitions to the Convention Plan DropBox by the assigned due date.

b) Submit a copy of your schedule to the Convention Plan DropBox by the assigned due date.

c) Update your BEO’s to reflect any new information

d) Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable.

e) Update your Reference listing in WebEx Teams with any references used in this section.

f) Update your work plan in WebEx Teams.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Part Seven – 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:

1. Include food and beverage charges

2. Include set-up charges if applicable

3. Include rental charges if applicable

4. Include any additional labour charges if applicable

5. Include charges for outside services if applicable

6. Include AV, decorating and linen charges if applicable

7. Include SOCAN fees

8. Include deposits

9. 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.

 

To complete Part Seven: Event Billing

a) Submit a copy of the completed event billing to the Convention Plan DropBox by the assigned due date.

b) Update your BEO’s to reflect any new information

c) Provide the link for your research or provide a PDF copy of any pages used in your research, where applicable.

d) Update your Reference listing in WebEx Teams with any references used in this section.

e) Update your work plan in WebEx Teams.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To complete the Convention Plan assignment:

 

Save all your documents together in one PDF document and DropBox to the Convention Plan DropBox by the due date assigned. All documents are to be titled with group number and the name of the document.

Create a single PDF and DropBox your document in the following order:

a. Client Scenario, Work Plan, Convention Resume, Banquet Event Orders, Diagrams, table top items, Schedule, Requisitions, Billing, References

b. Share the link of your Pinterest tabletop items with your instructor.

c. Each group member will complete and DropBox Peer and Self Evaluations to the Convention Plan Group Evaluations DropBox with written comments about the dynamics of your group during the course of the project. Students that do not submit a completed Self and Peer Evaluations will receive a grade of F (0) for the assignment.

d. Each student will receive a final graded rubric with their individual mark.

 

 

Submission: Submit your findings by the due dates indicated by your instructor.

 

 

Evaluation: – 30% of your course mark. See assignment rubric for evaluation criteria

 

a) In addition to marking the major parts of the assignment, the instructor will also evaluate the individual student’s contribution through the entries on the groups work plan and the ability to work in collaborative groups during class time.

b) Each groups assignment will be graded on proper format including spelling, grammar, typing errors, and creativity.

c) Each student will complete a self-evaluation and an evaluation of each peer in their group. Comments must be written for each group member plus a personal self-reflection. Minimum three long sentences for each. A peer and self-evaluation document will be provided.

d) Each student will receive a final mark for the assignment based on their own individual contributions to completing the assignment.

e) See assignment rubric for further details.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Assignment Submission Checklist: Use the checklist below as a guide to ensure you submit all the components of your assignment. Your instructor will also use this as an evaluation piece that will correspond to the assignment rubric.

 

 

Assignment Criteria Comments
Scenario    
Part One – Hotel and Client Profile    
Used profile template    
Researched Hotel    
Researched client    
Group Profile    
Attendee Profile    
Association Website    
Event Topic    
Documents submitted    
Part Two – The Convention Resume    
Used resume template    
Dates correspond with scenario    
Start and end times are appropriate    
Event type and/ or descriptions    
Breakout sessions included    
Room set-ups    
Room names indicated    
Attendance for each event    
Documents submitted    
Part Three – Banquet Event Orders – four in total    
Networking Reception (self service)    
Dinner (plated service)    
Breakfast (buffet service)    
Breakout session and refreshment break    
Hotel Logo    
Hotel Name/Information    
Account Name/Account/Phone    
Billing Instructions    
On Site Contact    
Day/Date    
Room    
Event Type    
Set-Up    
Service Style    
Start Time/End Time    
Post As    
Guests expected/Guarantee number    
Food Menu    
Bar Service    
Set up Instructions    
Meal/Bar times, etc.    
Audio and Visual Requirements    
Banquet Services    
Outside Services    
Notes    
Billing Charges (food, liquor, equip, taxes, other)    
Billing Charges are appropriate i.e. per person, per item / not totals    
Deposit, Gratuity, Taxes, Initial    
Date prepared/Hotel Contact/Authorized Signature    
Distribution List    
Documents submitted    
Part Four –Banquet and Meeting Room Set-Up Plans    
Networking Reception Function Setup    
Appropriate placement and set-up of all hard set items    
Meets industry standards    
Additional components (4)    
Room set-up for appropriate number of guests    
All other BEO criteria included    
Documents submitted    
Breakfast Setup    
Appropriate placement and set-up of all hard set items    
Meets industry standards    
Additional components (4)    
Room set-up for appropriate number of guests    
All other BEO criteria included    
Documents submitted    
Dinner Function Room Setup    
Appropriate placement and set-up of all hard set items    
Meets industry standards    
Additional components (4)    
Room set-up for appropriate number of guests    
All other BEO criteria included    
Documents submitted    
Breakout and Refreshment Break Session Setup    
Appropriate placement and Set-up of all hard set items    
Meets industry standards    
Additional components (4)    
Room set-up for appropriate number of guests    
All other BEO Criteria included    
Documents submitted    
Part Five – Place Setting Diagram and Themed Decorative Items    
Place Setting Diagram    
Pinterest link shared    
All BEO criteria included    
Includes appropriate settings    
Documents submitted    
Decorative items    
Pinterest link shared with three decorative ideas    
Documents submitted    
Part Six – Event Requisitions and Staff Schedule    
Guest table top supplies and linens    
Course template used    
All BEO criteria included    
Meets course and assignment objectives    
Documents submitted    
Room hard set-up items    
Course template used    
All BEO criteria included    
Meets course and assignment objectives    
Documents submitted    
Staff Schedule    
Course template used    
Appropriate number and timing of staff    
Appropriate distribution of duties    
Appropriate labeling of staff and duties    
Documents submitted    
Part Seven – Event Billing    
Course template used    
All BEO Dinner Charges and Criteria Included    
Proper format used    
All additional convention criteria included    
Documents submitted    
Final Submission    
Documents checked for grammar, spelling, typing errors, creativity    
Final work plan – signed by all group members    
Final references page    
Final updated BEO’s    
All documents submitted    
All group member self and peer evaluations submitted with comments