You should also ask the client their requirements for security. While the venue may provide a basic security service for small functions, larger functions can create a need for extra security staff, which will have to be charged for. Security staff may, depending on the function, be required to: Provide screening of people entering the function Provide general control Secure car Patrol the areas ‘out of hours’ – this is most common where displays or marquees are set up in external areas. Media It is always worthwhile raising the issue of media attention at any function and identifying how the client wants them treated. Clients often forget about media attendance. In many cases the client can require them to receive specified catering, access etc. Use of external suppliers There are a wide variety of external suppliers that can be used to help provide or assist in the running and coordination of an event. The different types of external suppliers will be identified in Section 3.5 of this manual. Other possible needs
Name, address, and contact number of client Day, date and time of the function Rooms and locations where the function will be held Billing instructions – who gets the bill, address Menu – break-down course by course of the agreed dishes including specification of ‘on arrival’ food, morning and afternoon teas Beverage arrangements – description and quantities of beverages to be provided Sequence of service – covering timing of service, and details of when speeches and presentations will occur
Bar staff to set up and run the bar to coordinate and play music (DJ) to carry platters of food Security staff. Productivity standards Every job has standards of performance that are required to be met by the employee undertaking that job. Each organisation will have different ‘expected levels of output’ required for each member depending on the type of activities that they are required to perform.
Entertainers – bands, disc jockeys, solo performers etc. Suppliers of rental technical equipment for and visual needs Printers – for personalised stationary, menus, signage and decoration needs Security agencies – for extra security staff Employment agencies – for additional waiting, bar, service and cooking Business support services – such as interpreters, translators, secretarial support Transportation – including chauffers, limousines, private cars or buses for tours Clowns and animals.
Notifying management when a problem, hazard or other situation likely to impact on service delivery is identified Working only the allocated hours as stated on the roster unless specific and written approval for overtime is obtained. Using checklists When preparing activities for functions, there no doubt there will be many small tasks that need to be performed. As will be explained later in this section, some activities to be
Obtaining the cash register floats – and change Preparing servicewear, cutlery, crockery and glassware Setting tables – to match floor plan/table plan and the menu style being used: laying clothes, setting cutlery and side plates necessary accoutrements to dress the table Room set up – to conform to standard requirements and function requirements Preparatory activities – such as folding serviettes, preparing butters, preparing flowers, polishing cutlery
Furniture arrangements and layout of the room will depend on the number of guests at the function, and things such as whether or not a dance floor is required, whether some form of display is needed and the other activities included. A seating plan may need to be provided where sit-down meals are being provided and there can be a need to obtain head table details including number required and names of people sitting on it. When setting up the relevant locations the function sheet should be referred to in order to determine the need for specific furniture such as display tables, registration tables, tables for merchandise and delegate materials, catering and IT requirements.