Introduction
The International Conference on Cryptocurrency 2023 is a highly anticipated event with the potential to bring together top engineers and scientists from all over the world to Singapore. The Carlton Hotel Singapore has been selected as the venue to work on this event. This report aims to provide a comprehensive justification for the proposed venue, menu, and package for this piece of business and ultimately secure the International Conference on Cryptocurrency 2023 for the Carlton Hotel Singapore.
Function Room Setup
Hotel Capacity Chart
The Carlton Hotel Singapore offers an extensive range of function rooms for all events, from smaller gatherings to large-scale conferences. The hotel offers a variety of seating arrangements for up to 1,000 persons in various sizes and styles, from traditional boardroom style to theatre style. The hotel chart is shown in appendix figure 7. The hotel also offers a variety of audio-visual equipment and other necessary amenities to ensure the successful completion of the event.
Function Room and Setup
The most suitable function room set up for the press conference on 17 August 2023, 9 am to 11 am, is the theatre/auditorium style as shown in figure 1 in the appendix. This allows the event organizers to easily arrange the seating in a way that focuses the audience’s attention towards the main stage, podium, or presentation area (Ryan, 2020). This setup also makes it easier for the event organizers to control the flow of the event and ensure that the guests can easily hear and view the speaker.
The ideal arrangement for the buffet lunch on 17 August 2023, from 12 pm to 2 pm, would be the banquet rounds as shown in figure 2 in appendix. This arrangement allows guests to enjoy the buffet more conveniently as they can move around the room freely and access the various food selections. This setup also allows the servers to easily move around the tables and serve the guests quickly and efficiently.
For the two breakout rooms on 17 August 2023, 2 pm to 5 pm, the most suitable function room setup would be the boardroom/conference style as shown in figure 3 in appendix. This setup allows for a more intimate seating arrangement for the guests, facilitating more efficient discussion and collaboration between the participants. This setup also allows the event organizers to easily control the flow of the event by ensuring that all guests can hear and see the presenter.
The appropriate function room set up for the two training rooms on 17 August 2023, 2 pm to 5 pm, is the U-shape/horseshoe style as shown in figure 4 in appendix. This setup allows the presenters to move easily around the room and ensure that all participants can follow their instructions and view the presentation (Allen et al., 2022). The U-shape also allows the event organizers to easily control the flow of the event and ensure that all guests can hear and view the presenter.
For the closing dinner on 18 August 2023, from 7 pm to 11 pm, the ideal function room setup would be the crescent/cluster/cabaret style as shown in figure 5 in appendix. This setup allows the guests to enjoy their dinner more relaxed as they can move around the room freely and access the various food selections (Ryan, 2020). This setup also allows the servers to easily move around the tables and serve the guests quickly and efficiently.
Finally, for the outside catering on 19 August 2023, 10 am to 12 pm, the most suitable function room setup would be the cocktail reception as shown in figure 6 in appendix. This setup allows the guests to enjoy the food more conveniently as they can move around the room freely and access the various food selections. This setup also allows the servers to move with ease and serve the guests quickly and efficiently.
Table 2: Event Venues and setup
Banquet Event Order
Meal Functions
Breakfast Buffet
Set 1
Appetizers: Fresh Fruit Platter with Yogurt Dip, Mini Quiches, Assorted Muffins and Pastries
Main Course: Scrambled eggs with chives, bacon, and sausage
Desserts: Yogurt parfait with granola and fresh berries, assorted mini-Danish pastries
Beverages: Freshly brewed coffee, assorted teas, orange juice
Set 2
Appetizers: Granola and yogurt parfait, assorted mini croissants, fresh seasonal fruit platter
Main Course: Veggie frittata with bell peppers and onions, turkey sausage, home-style potatoes
Desserts: Mini blueberry muffins, yogurt with honey and almonds, fresh seasonal berries
Beverages: freshly brewed coffee, assorted teas, apple juice
Standing Buffet Lunch
Set 1
Starters: Caesar salad with grilled chicken, tomato and mozzarella skewers with balsamic glaze, grilled vegetable platter with hummus dip
Main Course: Grilled salmon with lemon butter sauce, chicken marsala, vegetable pilaf
Desserts: Fresh fruit platter with yogurt dip, mini lemon tarts, assorted gourmet cookies
Beverages: Iced tea with lemon, sparkling water, lemonade
Set 2
Starters: Garden salad with assorted toppings, grilled shrimp skewers with cocktail sauce, caramelized onion, and gouda tartlets
Main Course: Beef tenderloin, stuffed bell peppers, rice, black beans, roasted potatoes
Desserts: Cheesecake bites, fresh berries, chocolate mousse cups, assorted mini cupcakes
Beverages: Iced green tea with mint, mineral water, peach iced tea
Coffee Break for the Breakout Session
For the two sets of coffee break menus for the breakout session for 20 pax each, the two sets of menus that can be recommended are as outlined below.
Set 1
Assorted pastries, cookies, muffins, freshly squeezed juices, coffee, and tea.
Set 2
Assorted sandwiches, wraps, croissants, freshly squeezed juices, coffee, and tea.
Coffee Break Menus for Training Session
The items are also light enough to ensure the guests can still focus on the session (Ryan, 2020). The two sets of coffee break menus for training sessions for 20 pax are as stated below.
Set 1
Assorted pastries, cookies, muffins, freshly squeezed juices, coffee, and tea.
Set 2
Assorted sandwiches, wraps, croissants, freshly squeezed juices, coffee, and tea.
Gala Dinner
For the gala dinner, a 4-course western dinner menu for 300 pax, the two sets of menus that can be recommended are;
Set 1
Appetizers: Assorted canapés, bruschetta, soup du jour
Main Course: Grilled salmon, roast beef, vegetable curry
Desserts: Assorted petit fours, cheesecake, fresh fruits.
Set 2
Appetizers: Assorted sushi, spring rolls, sashimi
Main Course: Grilled chicken, baked salmon, vegetable lasagna
Desserts: Ice cream, chocolate mousse, and fruits
Client Management
When circulating the event’s instructions internally, the Banquet Event Order (BEO) should be sent to the following departments: the food and beverage department, housekeeping, and front office department. These departments work together to ensure the event goes as smoothly as possible with maximum cooperation. The BEO should provide all necessary information to each department to ensure they know their responsibilities and can plan and prepare accordingly.
Food and Beverage Department
The food and beverage department is responsible for preparing and serving the food and drinks for the event. Additionally, the food and beverage team needs to be aware of any dietary restrictions specified by the guests and any special requests so they can adequately prepare (Allen et al., 2022). This will allow them to plan and prepare the necessary food and drinks for the event.
Housekeeping Department
The housekeeping department is responsible for ensuring that the function room is clean and tidy for the event. The BEO should be sent to this department to ensure they know the function room setup and the number of guests expected (Hind, et al., 2019). This will allow them to ensure that the function room is ready for the event and that all necessary cleaning and preparation is done.
Front Office Department
The front office department manages the guests’ check-in and check-out process. The BEO should be sent to this department to ensure they know the event’s number of expected guests. This will allow them to manage the guests’ check-in and check-out process and ensure that all necessary preparations are made. By providing all of the necessary information in the BEO, the departments can work together to ensure that the event is successful.
Documents to be Circulated Internally
Table 2: Documents to be circulated internally
Last-Minute Increase in Attendance
In order to accommodate the last-minute increase in attendance for the Gala Dinner on 18 August 2023, a catering order form should be used. This form should include the date of the event, the number of guests, the type of event, the food and beverage selections, the style of service, the function room setup, and any special instructions. The form can be used to quickly update the hotel’s records and inform the various departments of last-minute changes to the event.
Production and Service Planning
Number of Cocktail Tables
The number of cocktail tables needed for the pre-dinner reception setup will depend on the number of guests expected to attend the event. As the event is a standing dinner, the cocktail tables should be placed strategically around the function room to allow guests to move around and access the various food selections. Assuming that not all 300 guests will turn up, the number of cocktail tables needed can be calculated. Therefore, 38 cocktail tables will be needed for the pre-dinner reception setup.
Food Servers Needed for the Pre-Dinner Cocktail
The number of servers required for the pre-dinner cocktail, considering an industry standard ratio of 1 beverage server to every 2 to 3 cocktail tables of 10 guests, will be 10 to 15 beverage servers for 300 guests, keeping in mind that not all guests might attend. This will ensure that guests are served drinks efficiently and promptly. However, the final number of servers needed will depend on the specifics of the event and should be determined based on the needs of the particular situation.
Food Servers Needed for the Wedding Dinner
According to industry standards, one food server is required for every ten guests seated at a round table. For the wedding dinner, assigning one food server per 10 guests per round table is recommended. Additionally, it is suggested to have one beverage server per round table of 10 guests or one beverage server per round table of 10 guests. Therefore, for a wedding dinner with 300 guests and two VIP tables, 30 food servers and 30 beverage servers would be sufficient.
Proposed Packages for All the Events
Weather and Alternate Plans
Weather can be a significant factor to consider when planning an off-premises event, as it can significantly impact the event’s success. It is essential to plan for potential weather issues, such as rain or extreme heat, and have alternate plans (Wang & Jin, 2019). Additionally, it is important to have a contingency plan for power outages or other weather-related issues that may affect the event (Getz & Page, 2019). By considering the potential impact of weather and having alternate plans, event planners can ensure that the event runs smoothly, regardless of the weather conditions.
Cost Associated with Use of Facility
Another important factor to consider is the cost associated with the use of the facility. This includes expenses such as rental fees for the location, catering, decorations, and any additional services needed. Establishing and sticking to a budget is important, as going over budget can cause stress and financial strain (Hind, et al., 2019). Having a clear budget and understanding the costs associated with the event will help ensure that the event runs smoothly and that everything is predictable regarding finances.
Permits for the use of the Event Venue
Obtaining the necessary permits for the event venue is one of the first considerations when planning an off-site event. Depending on the location, a special event permit, liquor license, or food vendor permit may be required (Getz & Page, 2019). Failure to acquire the necessary permits may result in penalties, fines, or even cancellation (Hind, et al., 2019). Collaborating closely with local authorities is essential to obtain all required permits and licenses well before the event date.
Utilities
Utilities such as water, power, and waste management are important regards when planning an off-premises event. It is important to ensure that the location has access to sufficient water and electricity to accommodate the event’s needs. Waste management is also an important consideration, as it is important to have a plan for properly disposing of any waste generated by the event (Getz & Page, 2019). Event planners can ensure that the location has access to necessary utilities and that the event runs smoothly, and that the environment is protected.
Conclusion
In conclusion, this report has successfully proposed the appropriate catering services and packages for the conference and a proposed event pricing package, including appropriate function facilities, meals, and beverage menus that can cater to all the Conference requirements at the Carlton Hotel Singapore. All the necessary information has been provided to justify the proposed venue, menu, and package for this piece of business. It is expected that the International Conference on Cryptocurrency 2023 will be a successful event and that the Carlton Hotel Singapore will be able to secure this piece of business.
References
Allen, J., Harris, R., Jago, L., Tantrai, A., Jonson, P., & D’Arcy, E. (2022). Festival and special event management. John Wiley & Sons.
Getz, D., & Page, S. J. (2019). Event studies: Theory, research and policy for planned events (4th ed). Routledge.
Hind, D. W., Disimulacion, M. A., Fernandez, K., Lin, K. W. E., Sharma, A., & Suroto, P. Z. (2019). International Best Practice in Event Management: Based on The APIEM Certified Event Manager. Prasetiya Mulya Publishing.
Ryan, W. G. (2020). Managing International Events. Routledge.
Wang, Y., & Jin, X. (2019). Event-based destination marketing: The role of mega-events. Event Management, 23(1), 109-118. Web.
Appendix
