This document outlines the procedures for managing event requests and bookings, correspondence, filing, forecasts, and orders at a hotel banquet department. Key steps include: 1. The banquet manager receives event requests, checks date availability, and fills out a booking form to block space. 2. Standard correspondence is drafted for each event including proposals sent to clients and departments. 3. A filing system separates current, next month, and past events for easy retrieval. 4. Monthly and weekly forecasts projecting upcoming business are distributed to departments to facilitate planning. 5. Final event orders are sent to departments the week before to prepare for confirmed events.

2. 1. Dealing with Events’ Requests
2. Using Events Diary and Events
Booking Form
3. Dealing with Correspondence
4. Filing System
5. Trace Filing
6. Monthly and Weekly Forecasts
7. Events Orders

3. Dealing with Event Requests
Banquet Manager, Events Coordinator or
Secretary, receives information for a
banquet/event:- from the following sources,
-From guests;- directly, phone, mail
correspondence, email,
-From Sales team;- based on
information/requests received from future
guests
-From Front-Office;- based on information
received in the Front Office environment
-From Management: based on information
received from guests.

4. Using Events Diary and Events
Booking Form
Banquet Manager will check dates
availability on the Events Diary and fill out
the Events Booking Form—or verify and
complete the Events Booking Form as
received from Sales, Front Office or
Management. It is important to immediately
block space in the Diary: Date and Banquet
Room.

5. Dealing with Correspondence
Banquet Manager will draft correspondence
(Event proposal) based on the information noted
in the Event or Function Booking Form.
Standard correspondence
The Opening paragraph to indicate precisely
source and date of reservation
Each event to be treated separately (meeting,
lunch, etc.)
Make proposals instead of asking questions
Original correspondence plus one copy to the
client
Copy of the letter to: Banquet Office, F&B Mgr.,
Sales Office, Asst. Mgr.

6. Filing System
The hotel will have a file for every Event/Banquet.
The filing cabinet may be divided into three parts:
Current month cabinet: Transferred from Next month
cabinet
Next Month cabinet: Includes files active next month –
in chronological order
Master filing cabinet: divides files according to
alphabetical order, or business segment, or company
names.
Previous month cabinet: from Current Files cabinet.
These files will return to Master Files after one month.
Archives: according to legislation.
It is important that active files are isolated according the
above sequence, to facilitate retrieving and to minimize
mistakes.

7. Trace Filing /BU Bring Up
Trace Files are usually Cardex calendars,
used to keep in touch with files based on a
strategic frequency. Key trace dates are written
on top of correspondence and then filed under
the trace date in trace file. Every morning the
banqueting secretary will check what files are
to be retrieved and to place them on
Banqueting Manager’s desk for follow up.
The Banqueting may look through the trace
files periodically to verify and update
information as received.

8. Monthly and Weekly Forecasts
3.6.1. Monthly Forecast
The Monthly Forecast represents the first
internal information summary of business to
come for the following month. It is usually
issued on the 15th of current month for next
month, but it may vary depending on hotel’s
policy. Information is limited to:

9. Date, Company, Type of function, Room,
Number of participants, Menu choice,
Tentative/Confirmed
Monthly Forecast Information is distributed
to:
F&B Mgr., Banqueting HW, Head Barman,
Chef, Chief Steward, GM, Asst. GM, Chief
Accountant, Cost Controller, F/O Mgr.,
Concierge, Housekeeper, Florist, S&M,
Engineering Mgr., Security Mgr.

10. 3.6.2 Weekly Forecast
The Weekly Forecast represents the
evolution of the Monthly Forecast, usually
issued on every Monday for the following
week. Information titles and distribution will
be the same as for the Monthly Forecasts.
For both Monthly and Weekly Forecasts the
banqueting Secretary will refer to
information found in the Banqueting Diary
and cross check with filed correspondence.

11. Events Orders
Events Orders (Function Sheets) represent an order to
all departments to go ahead with preparations for the
respective event. These are issued on every Friday
(latest) for the following week. Late
booking/confirmations are communicated ASAP and sent
immediately to facilitate preparations.
The Banquet Secretary will review all files and transfer
key information to the Event Order.
Before distribution to all departments, Events Orders are
checked, verified and signed by Banqueting Manager,
and often complemented with personalized additional
information (emphasis on particular details) for say the
Head Barman about adding one type of liquor on the
mobile bar.

12. At this stage, individual files should contain:
Function Booking Form/Event Order
Copy of correspondence
Confirmation letter, LPO or payment details
from client
Trace File information
If last minute changes occur, Banqueting
Office will notify Departments by phone call
and via immediate email requiring
confirmation from concerned sections.

13. After the event, the same files should
be completed with:
1. Banqueting copy of the Event
Order
2. Copy of invoice, Payment or
commitment from the organizers
3. Thank you letter