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[Audio] INTRODUCTION TO EVENT In hotel and catering term, the event refers to operational and functional activities to cater the services of distinctive feast along with the particular space and programs. The main purpose of event is banqueting the series of social, corporate and associated group of people and feeding them in a remote or specific location or venue rather than a regular food service operation. So, it refers to mass or gathering of people and it is traced back to sumptuous feast or various ceremonial feast held in honor of visiting host and distinguished guests. The term event has also been used to describe specific rituals, presentation, performances or celebrations that are planned and created to make special occasion and/or to achieve particular socio cultural or corporate goals and objectives. The concept of event is one of the most advanced and significant forms of marketing element in order to advertise the products and brands. However, the event service provider manages all types of meeting and dining programs to large masses at the same time and venue which is mostly organized by the hotel and catering industry or by the independent mice industries. Thing to remember (T-T-R--) Event is entirely related to mice industries which meets and gather larger number of people in order to conduct meeting, incentive, conversation, and exposition for the purpose of achieving particular goal through formal or informal interaction. Importance of Events Event catering organizes and arranges all the types of meeting and dining programs to large masses at the same time and venue. The events generate the employment opportunities to the people and deals with the huge transactions of economy in the hospitality business. When the event catering department is part of other establishments, such as free standing party venue, event planning organizations, and it is well positioned to provide food and refreshments for the events catering. At its best, this can provide lasting memories for the guests, and it creates a viable income base for the affiliated business. So, the main potential significances of event catering are described under the following headings: Promotion of the products & services Promotion is the art of getting clients to change their minds and an opportunity of catering the products to earn profits with its business. It is the functional activity and process for creating, communication, and delivering products and service of event catering such as meeting/party venues, food, beverage and other facilities. However, products’ promotions.

[Audio] create a good rapport and maximize the more turnover of customers in chain of groups. Resultant, it increases the sales promotion of space, foods, drinks and other facilities available in various outlets, departments, and other form of indoor/outdoor catering (IDC/ODC) of the catering industry. Collection of large revenue The amount of revenue received depends on the policy and rules of organizations and guests, and this may be available in different method of payments. The point of sales in catering premises for the clients include venue/space, bar, restaurants, discothèque, et cetera which provides the meals, drinks, and entertainment to large numbers of guests at the same time. So, large sum of revenue of the establishment is collected from the event catering operations. Other way of collecting large revenue is out door catering or off site catering, which is organized either by the independent caterer on the basis of commissions or by a team of food and beverage management of hotel. Employment generation This includes in the activities of organizing the functions involving the reservation, concierge service, and preparation for all types of set up of the banquet hall. The other essential involvement of the employees is to manage and prepare entire food and beverage service operation that begins from the purchase of commodity supplies to preparation and service of meals and drinks to the guests. The staff working in event catering are banquet manager, supervisor, waiters, cooks, and utility workers who directly take a part in it. In different types of event, the marketing personnel are also involved in mediating the programmes. Hence, the event catering generates the huge number of employment. Funitionalization of all departments Event catering in any hospitality sector is an essential activity to operate food and beverage production and service through their almost all departments and sections. These departments in hotel industry include marketing, front office, housekeeping, engineering, purchasing, kitchen, dining service, bar, and account as well. To operate event catering in a hotel, the staffs working in these departments are deputed to execute the concerned activities at the same venue and time simultaneously. The different functions like meetings, workshop, exhibitions, weddings, and many other celebrations require the involvement of workforce to accomplish the events successfully. Hence, funitionalization of all departments has to be necessitated to operate the event catering in any hotel industry. Solidarity and linkage At all events, solidarity is one of the main linkages of communities and share ideologies; it is not only interconnectivity of educational and political levels but also socio cultural and.

[Audio] professional level. One of the main reasons for running events is to build communication and earn trust. People from different cultural background can be participated and gathered for celebrating or conducting different event programs. Whether, it is a customer focused event where organizer invites all its existing clients along to show them a new products, service and functional activities or event member and staff to appreciate and thank them for their hard works. It is also linked with the media event to launch an innovation the business which allows people to connect. So, event strengthens the commitment to project the social debate through the solidarity and linkage. Tiling to remember (I-T-R--) The importance of events are to generate the employment opportunities to the people and deals with the huge transactions of economy in the hospitality business. It also promotes the product and service, functionality all departments of the hotel, and creates a solidarity and linkage among the people. Classification of Clients for Event Market An event implements the entire operational activities utilizing the manpower, machine, money and materials, which have been pre determined and agreed upon, and with the organizers, sponsor and share holders for their event programs. The event may vary in its nature, size and importance depending on the types of function, category of clients and the number of people expected for it. It includes anything from a simple snacks or high tea to a state banquet, and it forms a small get together party to a grand trade fairs and exhibitions. There are the main three types of clients' group for event market as under: Social Groups These are usually private parties arranged by individuals for many family events of the communities such as weddings, birthdays, anniversaries and special get together. These groups can range from fewer than twenty guests to several hundreds. Civic and political events, awards and testimonial meetings and fund raising events are also other examples of social group meetings that require banquet service. Weddings, family reunions, awards, retirement parties, and other events sponsored by social groups are usually planned a year or less in advance. Convention and Association Groups They may include the large number of people to many hundreds. They feature simultaneous the different meetings, exhibit space and a wide range of food and beverage.

[Audio] service. These groups normally require space for exhibition and exposition, service of food and beverage, audio visual equipment, sectorial services and many other special appliances. A large association usually reserves its annual national convention in different cities each year and often selects the venue in advance of the convention’s date. Business and Corporate Groups They are composed of business associates, ranging from a limited number of people to many hundreds. They may require food and beverage service for meals and tea/coffee breaks. Such groups produce the best revenue for many hotels. Corporate meetings have no particular tie cycle, most corporate meetings are scheduled as needed and may occur at any time throughout the year. These groups are usually planning to show the industrial/manufacturer products, trade fairs and professional or scientific exhibitions to attendees and lookie loos. However, the event is one of the negotiation with a potential client and after the property sells the event, other employees must make plans to meet the client’s desires regarding the food, beverage, service, space and other related arrangements for the event. Thing to remember (T-T-R--) The main purpose of event is banqueting the series of social, corporate and associated group of people and feeding them in a remote or specific location or venue other than a regular food service operations. TYPES OF EVENT The operational activities of event have been getting popular and necessitated to the marketplaces of personal, social, organizational and leisure event. The catering event may be arranged in the setup of buffet service and sit down table service with silver, pre plate or trolley service as per the demand of event planner and host party. Actually, the types of event in mice industries have been categorized on the basis of social, corporate and association sectors of event market in formal and informal dimensions. Even though, the main four types of events are created by the curriculum developers and discussed under the following headings: Table Lists of Some particular events Conference/seminars Wedding anniversaries Work shop TV shows Alumni meets Wedding receptions.

[Audio] Corporate events Fashion parades Exhibitions & trade fairs Beauty contests Training session Birthday parties Club members’ meet Welcome and Farwell Convocations/graduation days Cocktail parties New year’s Eve Festivals/ceremonies Products launch Game shows Fashion shows Magicians shows Personal Event The personal event requires more time, effort and dedication to complete it. In the catering arrangements, the individual has to choose the different types of venue, menus, and service styles, design the décor, et cetera The organizer provides a party to life with beautiful patterns, colors, lighting effects, spectacular backdrops, et cetera which makes the guests satisfied. It refers to the activities of non formal get together events of either professional or nonprofessional groups such as ceremonials and celebrations, for example birthdays, wedding, anniversaries, club members’ meet, alumni meets, training and awards programs, et cetera This function usually includes entertainments and no formalities and procedures are followed on seating, serving, and the dress codes. One can witness casual behaviour of the guests in this event, and more relevant in present days trends. It is organized in most of the hotel and event catering industries and provides cocktail, lunch, high tea and/or dinner programs in informal functions. The food and beverage items are usually offered and presented in buffet set up. Socio culture Event This event refers to the activities of gathering of people for different social and cultural profiles for their entertainment, fair and festivals, ceremonies and celebrations, et cetera It is an unofficial event which usually focused on making new friends, build relationship, sharing the socio cultural ideologies, celebrating religious and national rituals, et cetera) the catering provisions available in social function and events are cocktail parties, wedding parties and anniversaries, birthday parties, dine and dance parties, sorority and fraternity luncheons, et cetera The food and beverage items are usually offered and presented in buffet set up. The team of the cultural events will create memorable outdoor spectacles, unexpected arts, gaming, unique festivals, entertainment, et cetera with the permission of local government authorities. The cultural event managers will concentrate to present artistic and cultural programs to the public. The managers also have to take care of local cultural, plan based on the place, health care, follow safety rules and also make the profit. Cultural event manager.

[Audio] must have enriched skills in finance, arts marketing, public relations, and the latest technologies. Organizational Event The event management should take the correct decision to decorate the stage more creative and attractive based on the theme in the organizational events. This function may be domestic or international include meeting, training course, seminars, workshop, conferences and conventions in large scale. The purpose of exposition is to provide the space for exchange the information between companies and potential clients. It presents the state of the art for an industry to both the exhibitor and the attendees. However, the objectives of this types of event is to share the knowledge and expertise, and to discuss the matters on concern. The catering arrangement includes breakfast, luncheons, and/or dinner with the provision of food and beverage service. These have to be offered either in buffet setup or special table service by the team of banquet service staff. The event management companies should hire the experienced manager in marketing, communications, and brand building plans. The manager should know all the things rather than simple plan. The commercial, political, charitable events, sales events like product launches, et cetera are some of the organizational events. The company requires thousands of people for catering, entertainment, accommodation for all the guests at the party. The event management company should arrange the separate staff for choosing the room, arranging seats for guests, and the detailed budget for the event. Leisure event Leisure event is one of the different and interesting operational programs. The leisure event management company provides services like managing the facilities of sports grounds, parks, recreation centers, entertainment venues, managing a festival or celebration, sporting contest, et cetera/The leisure event management manages these activities with the help of an engaged and enthusiastic team who will reach the target audience. The professionals in such event will know the necessary planning and administration needs to manage these events. The best professionals will understand the events and plan based on their needs. The leisure events will add values to improve their performance by using new technologies like screen and sounding systems in cinemas, simulators or white knuckle rides to attract visitors, motivating and engaging audiences, et cetera They also concentrate on staff managed to arrange the events without any disturbance and make the party full of joys..

[Audio] Thing to remember (I-T-R--) The events in hospitality sector are generally categorized into social/cultural, associational and corporate/commercial groups within their different niche market segments. However, this text book has attempted to conceptualize the types of event are personal, socio cultural, organizational, and leisure. basic EVENT PLANNING STEPS Event planning is a process of creating, communicating and implementing a more operational roadmap to guide the actions, policies and decision making.It is the process of managing the different types of meeting, for example convention, conference, workshop, exposition, et cetera and different ceremonial get together, for example anniversary, weddings, birthday, et cetera It includes budgeting, establishing timeliness, selecting and reserving the event sites/venues, coordinating transportation, creating theme, selecting speakers and keynotes, arranging for logistics, managing risk, and developing contingency plans. The plan of an event management is simply the document which lays out the resulting directions, actions and implementation schedule. These plans are typically created to guide the internal operations of an enterprise, and summarized its operational and financial objectives for the near future, and to indicate how these objectives will be achieved and monitored. The basic planning steps are as follows: Step One Identify the Brand and Purpose of Event First of all, choose a title that reflects the event and the attendees, and its brand shapes the customers’ perceptions on image/logo of the company profile or event project. It focuses on shaping the perceived value of the product and service as found in social markets. The brand evokes feelings of trust in consumers’ minds that creates better value than unknown brands. Put together a short description of event and clearly state objectives and desired outcome of the event. One should make sure that the purposes/objectives are transparent to the attendees in order to assist and accomplish the event goal. Identify the brand and purpose of event Guarantees guest portfolio & list of attendees Selection of sites and venues Determine the event budget Set the date and time schedule Organize the event team and staffing Determine the provision of food and beverage.

[Audio] Create a seating plan and decoration Arrangement of entertainment & recreation Setting up of the technical assistance Step Two Guarantees Guest Portfolio and List of Attendees Describe the intended chief guest, vips/CIPs, et cetera, political, professional positions, and public figures as well. Sponsors will be interested to assess the economical and social benefits that the event may have on the community and populations concerned. It should be clear the number of attendees to be anticipated or desired. Having a general idea of the anticipated attendance will help to determine event venue, accommodation, provision of food and beverage, logistics, and additional requirements. Step Three Selection of Sites and Venues The best event venues are often booked in advance considering the appropriate layout, amenities and ambience, for example size, shape, capacity, furnishings, kitchen, dining, accessible and comfortable as per the types of event and number of guest/attendees. The event venue should also be easy to find so guests do not get lost on the way. The venue should have ample parking, easy access to reach the event venue, and availability of vendor and suppliers. Step Four Determine the Event Budget The expenditure should be estimated through an identification and assessment process. The variable and fixed costs need to be identified in order to make clear where the point of break even is reachable. The following points are considered for budgeting the event: Venue, staffing and food and beverage. Marketing expenses (social media, design fees, online ads, printing, postage, et cetera). Entertainment/recreation and decoration. Event technology, for example L-C-D projector, microphone, projection screens, boards, charts, et cetera Taxes and gratuities, service charges, et cetera Contingency fund for unanticipated, last minute expenses. step Five Set the Date and Time Schedule Setting the date and time may depend on the location of event, types and event protocol, guest portfolio and number of attendees. When deciding the date and time for the event, find out what other events might be happening around the same time. Choose a day that does not conflict with any other major events. If guests are coming to banquet from out of town, consider days when it will be easiest for those guests.

[Audio] to attend event. When setting a time for event, do not make it too early or too late and choose to hold on a weeknight, leave guests enough time to get ready and get to venue without rushing after work. Step Six Organize the Event Team and Staffing It is key to select the right team with the relevant skills to take the event forward. During initial planning, one will have identified what has to be delivered. Putting the right team together is essential to success of event. Depending on the type, size and scope of the event, one may consider identifying the organizational team and staffing. Organizing the event team and staffing team include: Event organizer committee: Managing director and directors, production designer. Sponsor/promotors: Product producer/manager, marketing manager, information manager, event assistant. Site management team: Site/venue manager, event administrator. Operational team: Stage management, program manager, catering manager, logistic and information assistants. Step Seven Determine the Provision of Food and Beverage Food and beverage operation (catering management) involve in the activities of menu design, purchasing, preparation, service, maintaining inventory and delivery to the attendees and lookie loos as well in the event venue. It allows enough time for guests to eat leisurely, network, or socialize with colleagues or friends and family, and enjoy all presentations or programs. The dining entertainment include different meals, for example breakfast, brunch, lunch, high tea, dinner. The catering arrangement can be offered by the setup of buffet, silver, or counter service. Bar setup may also be arranged for beverage service. Step Eight Create a Seating Plan and Decoration In event, seating arrangement is created as either assigned seating or open seating that depends on the size, shape and purpose of the banquet. A seating plan helps guests to find a seat more quickly and ensures couples and groups can sit together. There are many meeting room configurations to consider such as U-shape, E-shape, and T-shape, oval, round, and other set up like theater, classroom, conference, et cetera A themed banquet of an event allows to go all out with decorations and coordinate other aspects of the event with this theme. Guests will admire centerpieces as they dine and spend time choosing beautiful floral arrangements, candle displays, lighting, et cetera Centerpieces should not be as high as.

[Audio] they block guest's view of the entertainment or other guests at their table. It can also make a special touch to tables with custom designed of party favors at each setting. Step Nine Arrangement of Entertainment and Recreation Entertainment is an integral component in creating of the perfect ambiance for an event. This will work closely with guest to identify the entertainment needs, and will utilize the broad network of industry contacts to book the right persons for the event. Contract negotiation and booking will be managed by the organizers and staff members while arranging the entertainment and recreational facilities in the event venue. Step Ten Setting Up of the Technical Assistance Audio visual (A-V---) equipment is a communication technology that includes sound, video, lighting, display and projection system used in audio/video conferencing, data conferencing, presentation rooms, lecture halls, et cetera So, the event planner must remember many types of audio visual equipment and useable footage of a hall or room. Thing to remember (T-T-R--) In a broad sense, the event planning is generally involves in identifying the needs and expectation of participants, organize and implement the form in order to achieve the goal and objectives of organization. venue should also be easy to find so guests do not get lost on the way. The venue should have ample parking, easy access to reach the event venue, and availability of vendor and suppliers. Step Four Determine the Event Budget The expenditure should be estimated through an identification and assessment process. The variable and fixed costs need to be identified in order to make clear where the point of break even is reachable. The following points are considered for budgeting the event: Venue, staffing and food and beverage. Marketing expenses (social media, design fees, online ads, printing, postage, et cetera). Entertainment/recreation and decoration. Event technology, for example L-C-D projector, microphone, projection screens, boards, charts, et cetera Taxes and gratuities, service charges, et cetera Contingency fund for unanticipated, last minute expenses. Step Five Set the Date and Time Schedule Setting the date and time may depend on the location of event, types and event protocol, guest portfolio and number of attendees. When deciding the date and time for the event,.

[Audio] find out what other events might be happening around the same time. Choose a day that does not conflict with any other major events. If guests are coming to banquet from out of town, consider days when it will be easiest for those guests to attend event. When setting a time for event, do not make it too early or too late and choose to hold on a weeknight, leave guests enough time to get ready and get to venue without rushing after work. Step Six Organize the Event Team and Staffing It is key to select the right team with the relevant skills to take the event forward. During initial planning, one will have identified what has to be delivered. Putting the right team together is essential to success of event. Depending on the type, size and scope of the event, one may consider identifying the organizational team and staffing. Organizing the event team and staffing team include: Event organizer committee: Managing director and directors, production designer. Sponsor/promotors: Product producer/manager, marketing manager, information manager, event assistant. Site management team: Site/venue manager, event administrator. Operational team: Stage management, program manager, catering manager, logistic and information assistants..