In this, no set plan of seating is followed. Apart from this no. formality is expected from the guest side in terms of maintaining the protocols. The best. examples are the marriage parties, birthday bash, launch parties, etc. In an informal function, no formalities and procedures are followed on seating, serving, and the dress codes. The service is indiscriminate of sex and rank. These functions normally include entertainment. One can witness casual behavior of the guests in the informal functions. More normal functions are organized in the present day. For example, birthday parties, cocktail parties, wedding anniversaries, club members meet, alumni meets, etc.
Functions can be further grouped into the following types according to their purpose.
a) Social Function
The purpose of this type of function is to meet people, make new friends, entertain oneself, and For example, cocktail parties, wedding anniversaries, birthday parties, wedding dine and dance parties, etc.
b) Public relation
These are organized by the business houses in order to make the consumers aware of their presence and to establish a relationship with them. Exhibitions, contests for homemakers, fashion parades, dealer’s meetings, etc. are some of the examples.
The purpose of this type of function is to share knowledge and expertise and to discuss matters of concern. Political conferences, trade union conferences, international and national conferences on important issues, etc. are some of the examples.
The following are some of the functions normally organized by the banquet department of a hotel.
• Conferences • Exhibitions
• Fashion parades • Beauty contests
• TV shows • Training sessions
• Wedding receptions • Wedding anniversaries
• Birthday parties • Graduation days
• Alumni meets • Cocktail parties
• Club members’ meet, etc. Whatever may be the kind of function, it needs two broad categories of facilities without which the function will be a failure. The facilities are in the following.
• Food and beverages
• Other amenities include seating, audio, video, stage, lighting, press meet, etc. which vary according to the type of function
All the functions need some basic facilities other than food and beverages. These facilities vary according to the type of function. For example, the facilities required for a seminar will be different from those required for a beauty contest. The facilities required should be discussed with the host at the time of booking the function and provided accordingly. The banquet department is a facilitator. If the facilities required by the host, say an LCD, or a screen, is not available in the hotel, they may be outsourced. Other than the provision of food, beverages, and seating arrangement, the following are the facilities required for various kinds of functions, but not limited to.
This is basically a display of a particular product. This may be from the same company- different types, for example, a range of Akai TV or maybe different company TVs displaying their range of products. The set up for all roadshows or exhibitions will differ from product to product. In this sort of an event, a hall hire is charged to the concerned as guests keep coming and going. There will be an ad in the newspaper regarding the timing of the roadshow & guests will choose a convenient time to visit. The hotel high organize a coffee tea service for all the guests who come in.
An exhibition of sarees will require a platform or a stage in each stall to display the entire saree with a lot of spotlights so that the color is not hidden. They will also require tables behind to store the sarees. One man per counter from the company as a salesman displaying. A computer roadshow will require stalls as in cubicle with spotlights highlighting the product & a display table with focus light to display the catalogs of the product. They would also require a lot of extension cords to operate the computers & printers & a three-phase power supply available at all times. In this sort of roadshows, no one speaks, but each stall has a salesman who takes care of getting the addresses of the guests who are interested to buy the stuff. These guests are approached at a later date by the company for sales.
This type of function mainly is for a company that has just launched a new product on the market. This will mainly consist of a presentation regarding the product to the dealers. May it be a medical product, toothpaste or a computer or a new toffee. The presentation will be done by a single person who knows the product well & is confident in handling the questions which may come up by the dealers.
The seating will necessarily be a theatre style with a visual aid. After explaining the product, the product is displayed for the guests to see. Spotlights will highlight the product. The dealers can go see the product & take samples & ask the company representatives questions regarding the product. A cocktail & dinner will follow this. This is a very prestigious function for any company. No compromises are generally made on the quality of the hotel & the food. Usually, the best is chosen, as this is a time for the company to create an image of itself. Bigger the product, the bigger the type of function & the greater the product awareness in the market.
These are basically lectures given regarding a subject. After the researchers do research on a particular subject, they present the results & what they have found during the research to the other people in the same field. For example, a seminar on “Cancer” will necessarily have doctors, journalists & druggists attending it. Doctors & druggists for sharing the knowledge & the journalist for bringing it to the rest of the world.
This also involves a lot of visual aids & the seating will be either theatre style or classroom style. In this sort of a conference, there will be a panel of guests who will be pioneers in the subject & will sit on a stage waiting or present their papers regarding the subject. Each one of them will present what their views are on the same subject & then answer to the question asked by the audience.
This is done if a company is making its shares public or a new company is being launched so that the press can be called & the vital statistics of the company can be discussed so that the company is projected through newspapers to the public.
This is a very food way of advertising. To call the press & let the press spread the word around through newspapers to the other residents of the country. This is a theatre-style of seating, but a very small gathering. This might involve a visual presentation to the press & follow by a question-answer session by the press directed to the board of directors of the company.
Political Parliamentary Delegation Meet
This happens when a parliamentary delegation meets the tip officials of a Government concern or of a company. For example- Parliamentary Delegation of Railways will necessarily have the Railway Minister of state & the other Cabinet Ministers & the members working for the railway. They usually meet for a tea meeting or a luncheon meeting.
The seating is usually two I shapes facing each other. One I shape for the ministers & the other one for the railways. Each member of the ministry will have a mike & the proceeding will be recorded. It is a very high profile function with name crds for each member present in the I shape. The hotel coordinates with organizers regarding the names & the itinerary of the entire function.