STANDARD OPERATING PROCEDURES (SOP)

CONFERENCING OPERATION PROCEDURE


Conferencing refers to proceedings where people get together to reflect on a particular topic. Conferences are more often held externally as they involve larger numbers of attendees and people from different businesses. Hotels’ Conference & Training Centers are often better placed to offer the facilities, equipment, and environment required for a successful event. It’s usually formal, with an agenda and a program of activities planned. Some conferences are residential where the delegates participate in team building and other activities whereas others are non-residential and therefore accommodation is not available on site. Hotels are ideal for handling individual company’s conferencing requirements.

Purpose:

To provide quality services and facilities for conferences in a friendly environment

Scope:

This applies to all the services and facilities provided for at the conference center.

Terminologies:

SIN:                Stores Issue Note

Responsibility:

The Banqueting Manager shall be responsible for implementation of this procedure.

Method:

  • Booking
  1. The banqueting manager shall prepare different conference packages to suit the available facilities.
  2. Client on request for quotation from the banqueting manager regarding conference packages and bookings, the banqueting manager shall send quotation to the customer as per their request.
  3. Client on confirming the function through a confirmation order, the banqueting manager shall check conference bookings diary on any reservations of a conference taking place on that day before accepting a booking.
  4. The banqueting manager shall give alternative dates if fully booked, if not he shall inform the client of the availability of the conference room.
  5. Client on confirming alternative dates, the banqueting manager shall block the days booked in the conference bookings diary.
  6. Where the client does not confirm, the banqueting manager will not block the day.
  7. The banqueting manager communicates the conference function to the waiters and the chef.
  8. In case the client cancels the order, he/she shall issue a cancellation letter of the same.
  9. In case the date of conference changes, the client shall issue a letter to that effect.
  10. Waiters shall request for the items they require by filing in a Store Issue Note.
  11. The storekeeper shall issue the items to the waiters as per the hotel procedure,
  12. Service staff shall set up the conference room.
  13. On the day of the conference, the waiting staff and the food production staff shall render the expected services.
  14. The client shall acknowledge receipt by signing a conference service delivery book.
  • Billing
  1. After the function, the cashier shall obtain the confirmation order from the banqueting manager.
  2. Cashier shall raise an invoice to the client and attach the copy of the confirmation order and register sales in the conference sales book.
  3. The banqueting manager shall check and verify the invoice and forward to the client and ensure receipt.

 

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