SITXMGT004-MIA-Event-planning.xlsx.v1.0

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James Cook University *

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HOSPITALIT

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Electrical Engineering

Date

Jan 9, 2024

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xlsx

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7

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Event Run Sheet Time Activity Location Server responsibilities 12:00 PM Guest Arrival Reception Area Welcome and seat guests. O 2:00 PM Three-Course Meal Dining Hall Serve meals efficiently to al 3:55 PM Speeches Dining Hall Serve champagne to all gues 5:00 PM Post-Speech Service Reception Area Serve hot chocolate with ma 7:00 PM End of Service Reception Area Assist with welcoming eveni *Photographer & DJ specific information here *Photographer to take photo's of table decor prior to the reception startin
Number of servers required 10 servers 20 servers 20 servers 10 servers 10 servers ng You are working as an event manager at the Hotel Cali wedding for Mr Kang and Ms Lively. The wedding is expecting to have 100 guests who will the wedding couple are taken and before the serving o be spared and that no guest should be left empty hand circulated. To make sure you can accommodate this you should co The wedding party will have a sit down three-course m for 10 guests to be served quickly so no one table is w your ratio to 1 staff member per 5 guests. The speeches will start at 4 pm and the couple wants e staff circulating the tables past 3:55 pm until the speec in champagne coupes although you only have flutes cu Once the speeches have finished at approximately 5pm with their guests and would like everyone to have a ho fountain. You have been informed that the fountain ha ratio of service that was used for distributing the cockt End of service will be 7pm, when the evening guests a
ifornia and will be responsible for ensuring the success of a arrive for cocktails and canapes at 12pm whilst photographs of of the meal. The happy couple have stated that no expense is to ded so the cocktails and canapes must be continuously onsider 10 guests for each member of staff. meal at 2 pm and Mr Kang and Ms Lively would like the 10 tables waiting for another to start eating so you will need to change every guest to have a glass of champagne and does not want ches have finished. They would like the champagne to be served urrently available. m, the happy couple would like to share their favourite drink ot chocolate with marshmallows made with a chocolate fondue as been working intermittently. You can revert back to the same tails and canapes. arrive.
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Potential threat Consequence if occurs How can we prepare financial resources Specific event or action related to the threat delays and time difficulties Delays due to unforeseen circumstances (e.g., traffic, late suppliers). Disruption in the event schedule. Maintain open communication with all involved parties. Have a backup plan for essential supplies. difficult customer service situations Guest complaints or disputes. May affect the overall guest experience and event atmosphere. Ensure staff is trained in conflict resolution. Have a designated staff member to handle complaints. equipment breakdown or technical failure Fondue fountain stops working. Inability to serve hot chocolate as planned. Have a backup hot chocolate service method in place. Unexpected cost overruns or budget constraints. May affect the event quality or lead to financial difficulties. Regularly monitor expenses and stay within the allocated budget. staffing levels and skill profiles Insufficient skilled servers for a specific task. Inefficient service and potential delays. Cross-train staff and have a list of on-call personnel. rostering requirements Sudden unavailability of scheduled staff. Staff shortage during critical times. Maintain a backup roster with available staff. procedural requirements
How do we handle it if it occurs Impact if not treated Likely. Somewhat likely. Not likely. Somewhat likely. Likely. Inconsistent service quality. Likely Call in backup staff or reorganize schedules. Likelihood scale Highly likely Likely Somewhat likely Not likely Very unlikely Probability of occuring Person responsible Adjust the event timeline as needed. Keep guests informed of any changes. Event Manager. Potential dissatisfaction among guests. Address complaints promptly and professionally. Offer solutions to appease guests. Customer Service Coordinator. Negative reviews and dissatisfied guests. Switch to an alternative method for serving hot chocolate, such as pre-made hot chocolate cups. Event Manager. Disappointment among guests. Adjust spending as needed and seek approval for additional budget if necessary. Finance Coordinator. Financial strain and potential service cutbacks. Mobilize additional staff or reassign roles as needed. Staffing Coordinator. Rostering Manager. Service disruptions and delays.
Risk High Moderate Very Low Moderate High High Risk Scale Very High High Moderate Low Very Low You are working as an event manager at the Hotel California and will be resp wedding for Mr Kang and Ms Lively. The wedding is expecting to have 100 guests who will arrive for cocktails and the wedding couple are taken and before the serving of the meal. The happy be spared and that no guest should be left empty handed so the cocktails an circulated. To make sure you can accommodate this you should consider 10 guests for e The wedding party will have a sit down three-course meal at 2 pm and Mr Ka for 10 guests to be served quickly so no one table is waiting for another to st ratio to 1 staff member per 5 guests. The speeches will start at 4 pm and the couple wants every guest to have a g staff circulating the tables past 3:55 pm until the speeches have finished. The in champagne coupes although you only have flutes currently available. Once the speeches have finished at approximately 5pm, the happy couple w with their guests and would like everyone to have a hot chocolate with mars fountain. You have been informed that the fountain has been working interm ratio of service that was used for distributing the cocktails and canapes. End of service will be 7pm, when the evening guests arrive.
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ponsible for ensuring the success of a d canapes at 12pm whilst photographs of y couple have stated that no expense is to nd canapes must be continuously each member of staff. ang and Ms Lively would like the 10 tables tart eating so you will need to change your glass of champagne and does not want ey would like the champagne to be served would like to share their favourite drink shmallows made with a chocolate fondue mittently. You can revert back to the same