Project Management Hospitality

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Executive Summary:

Hospitality as an industry, experiences common ‘peaks and valleys’, seasonality, location and advertising in addition to customer service and an appreciation for food and wine as an ‘art’, but it’s a business. Learn easy methods to maintain and grow for times when the market / economy slows down the flow of traffic. Learn how to plan and prevent those predictable slower times. Grow into effectively building your assets for the future.

Rating: Business, Non-Technical

Published in: Business, Technology
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Project Management Hospitality

  1. 1. Project Management An Overview By Stacey L. Vernooy
  2. 2. LOCATION February 9 th , 2007 Media Drinks DJ Food Security Ticket Sales Staff LCBO Beer Store Other + ICE
  3. 3. Organizational Culture “ Creative Sales and Marketing, IT strategies” ACE Management Group Designed by Stacey L. Vernooy Phone: 905-333-5698 [email_address] Owner / Operator Dining Room Kitchen Salad Pasta Grill Sales & Marketing Staff / Human Resources Operations
  4. 4. Function Arrangements <ul><li>Day : </li></ul><ul><ul><li>Sun / Mon / Tues / Wed / Thurs / Fri / Sat </li></ul></ul><ul><li>Date : YYYY – MMM – DD </li></ul><ul><li>Time : AM / PM </li></ul><ul><li>Status : </li></ul><ul><ul><li>Pending / Approved </li></ul></ul>
  5. 5. Function Arrangements <ul><li>Organization : < Company Name > </li></ul><ul><li>Post As : </li></ul><ul><li>< any outside or inside signage > </li></ul><ul><li>Contact : < function details > </li></ul><ul><li>On Site Convenor : </li></ul><ul><li>< during the event who are the ‘point people > </li></ul>
  6. 6. Billing Arrangements <ul><li>Address : < billing address > </li></ul><ul><li>City : < billing city > </li></ul><ul><li>Prov / State : < billing prov / state > </li></ul><ul><li>Code : < billing postal code > </li></ul><ul><li>Telephone : < contact phone # > </li></ul><ul><li>Fax : < contact fax > </li></ul><ul><li>Billing Instructions : </li></ul><ul><li> < event close / invoice net 30 > </li></ul><ul><li>Deposit : < amount paid > </li></ul>
  7. 7. Function <ul><li>Time </li></ul><ul><ul><li>Start / Finish </li></ul></ul><ul><li>Room </li></ul><ul><ul><li>Maximum accomodation per room standing or seating and available seating arrangements </li></ul></ul><ul><li>#’s </li></ul><ul><ul><li>Expected / Guarenteed </li></ul></ul><ul><li>Price </li></ul><ul><li>Setup </li></ul>
  8. 8. Setup -- Tables <ul><li>Head Table < Yes or No > </li></ul><ul><li>Display Table < Yes or No > </li></ul><ul><li>Registration Table < Yes or No > </li></ul><ul><li>Reserved Table < Yes or No > </li></ul><ul><li>Table Cloths < Yes or No > </li></ul>
  9. 9. Setup -- Compliments <ul><li>Table # ‘s ( alpha or numeric ) < Yes or No > </li></ul><ul><li>Napkins < Yes or No > </li></ul><ul><li>Ashtrays < Yes or No > </li></ul><ul><li>Flowers < Yes or No > </li></ul><ul><li>Candles < Yes or No > </li></ul>
  10. 10. Setup -- Staffing <ul><li>Cake < Yes or No > </li></ul><ul><li>Band / DJ < Yes or No > </li></ul><ul><li>Waiter < Yes or No > </li></ul><ul><li>Socan Fee < Yes or No > </li></ul><ul><li>Other < Yes or No > </li></ul>
  11. 11. Audio / Visual -- Equipment <ul><li>Podium < Yes or No > </li></ul><ul><li>Risers < Yes or No > </li></ul><ul><li>Flip Chart < Yes or No > </li></ul><ul><li>Projection < Yes or No > </li></ul><ul><li>Labour $ < Yes or No > </li></ul>
  12. 12. Audio / Visual -- Equipment <ul><li>Overhead < Yes or No > </li></ul><ul><li>Screen < Yes or No > </li></ul><ul><li>Microphone < Yes or No > </li></ul><ul><li>Other Equipment < Yes or No > </li></ul><ul><li>Other Personnel < Yes or No > </li></ul>
  13. 13. Beverage Requirements <ul><li>Host Bar </li></ul><ul><ul><li>Start / Finish </li></ul></ul><ul><li>Cash Bar </li></ul><ul><ul><li>Start / Finish </li></ul></ul><ul><li>Wine with Dinner < Yes or No > </li></ul>
  14. 14. Beverage Requirements <ul><li>Liqueur ( Premium ) < Yes or No > </li></ul><ul><li>Domestic Beer < Yes or No > </li></ul><ul><li>Imported Beer < Yes or No > </li></ul><ul><li>Soft Drinks < Yes or No > </li></ul>
  15. 15. Beverage Requirements <ul><li>Aperitif < Yes or No > </li></ul><ul><li>Liqueur < Yes or No > </li></ul><ul><li>Wine < Yes or No > </li></ul><ul><li>Other < Yes or No > </li></ul>
  16. 16. Food & Beverage Requirements <ul><li>Menu Selections </li></ul><ul><ul><li>‘ Feature Drink’ </li></ul></ul><ul><ul><ul><li>a cocktail to compliment or customize the night </li></ul></ul></ul><ul><ul><li>Light Reception </li></ul></ul><ul><ul><ul><li>appetizers served or available on a side station </li></ul></ul></ul><ul><ul><li>Appetizers ( Soup or Salad selection ) </li></ul></ul><ul><ul><li>Entrees ( Beef, Chicken, Salmon, Pasta ) </li></ul></ul><ul><ul><ul><li>Rolls with butter for the table </li></ul></ul></ul><ul><ul><ul><li>Wine Selection to be served with dinner: </li></ul></ul></ul><ul><ul><ul><li>Additional bottles available on guest request < Yes or No > </li></ul></ul></ul><ul><ul><li>Dessert ( Cheesecake, Crème Brule, Pie, Chocolate Cake ) </li></ul></ul><ul><ul><li>Soft Drinks, Coffee & Tea included </li></ul></ul><ul><ul><ul><li>( often a standard ) </li></ul></ul></ul>
  17. 17. Promises & Contracts <ul><li>“ The devil is in the details” </li></ul><ul><li>The finer points of having a good working relationship with the social committee, event co-ordinators and serving staff. Knowing your ‘point people’. </li></ul>
  18. 18. Promises & Contracts <ul><li>“Bartender Fee of $80.00 will apply if sales are less than $300.” </li></ul><ul><ul><li>Large events require additional staffing and when the additional staffing is not required costs need to be allocated. </li></ul></ul>
  19. 19. Promises & Contracts <ul><li>“ The above prices include applicable taxes and serve charges.” </li></ul><ul><li>“ Guaranteed #’s are due 2 working days prior to the function. The guaranteed or attendance #, whichever is greater, will be charged. “ </li></ul><ul><ul><li>Large events require additional staffing and when the additional staffing is not required costs need to be allocated. KNOW YOUR GUESTS !! </li></ul></ul>
  20. 20. Promises & Contracts <ul><li>“ We reserve the right to provide suitable function should attendance vary. “ </li></ul><ul><li>“ Deposit is non-refundable.” </li></ul><ul><li>“ CANCELLATION NOTE: If cancellation notice is not received 5 business days in advance, full room rental fees will be applied.” </li></ul>
  21. 21. Agreement – Rules of Thumb <ul><li>“ Signatures and our word” </li></ul><ul><li>Client & Catering representative signature and date. </li></ul><ul><li>YYYY-MMM-DD </li></ul>
  22. 22. Thank you Questions, Concerns, Comments

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