Conference Exam 2
overset safety margin
# of covers set over the guarantee. Billed to the client only if actually consumed
release date
date when the hotel or conference facility will require the meeting planner to designate final space needs and release any unneeded space back to the facility
dram shop laws
laws covering the liability of people serving alcoholic beverages. Under dram shop laws, a party injured by an intoxicated person can sue the establishment that contributed to the persons intoxication
letter of introduction
letter sent by the convention service manager to the meeting planner. Specifies whom the group will be dealing with while in the hotel
ambient light
level of illumination from natural lighting sources already existing in an environment
recognition meetings
meetings held for the purpose of honoring past successes and building on them for the future. Typically festive events, featuring awards, presentations, guest speakers and possibly entertainment to motivate attendees
carousel projector
most popular 2" by 2" slide projector. Projects images from slides in mounts measuring 2x2 inches, pre sorted in round trays
air walls
moveable barriers that position large areas into smaller ones. Not necessarily sound proof
board of directors/conference setup
one wide table or series of tables set up in a rectangular shape with chairs on both sides and at the end. Some hotels have permanent board set ups featuring expensive furniture and executive chairs. Oval setup is also used
open-sale period
period of time during which catering is free to sell function space due to projected slow convention business (catered events would not be likely to displace convention groups needing space)
banquet captain
person in charge of banquet service at food functions; supervisor of the servers. For small functions, the banquet captain also serves as maitre d'; for larger functions he/she may be responsible for a specific area of the dining room
pre-set service
placement of some foods on banquet tables prior to the seating of the guests
sales to service turnover data sheet
prepared by the sales person, this sheet summarizes key information from the account file (room block, meeting program, cut-off dates and so on) and is given to the convention service manager to assist in preparation of the working file
dais
raised platform on which the head table is placed
energy break
refreshment break at which nutritious foods and beverages are served. These break may also include some form of exercise
function rooms
rooms specifically designed to house meetings or social gatherings
crescent round
seating arrangement in which 60-, 66-, or 72-inch diameter rounds have seats on 2/3s to 3/4s of the table and no seats with their backs to the speaker. It is often used for banquet-to meeting or meeting to banquet quick set ups
chevron setup
seating arrangement in which chars are arranged in rows slanted in a V Shape facing the head table or speaker (rows are separated by a center aisle). Also called a herringbone set up and a V-shape set up
captain's bar
self-service bar at which guests make their own drinks. This type of bar is always hosted
on-premises catering
servicing food and/or beverage functions in meeting rooms, function rooms and sleeping rooms within the hotel. Since on premises events may extend to the hotel or restaurant grounds, but food and/or beverage is still served within the confines of the establishment
refreshment breaks
short breaks between meeting sessions. usually offering beverages and/or light food items, some are planned around a theme
computer data projector
similar to LCD panels, used with an overhead projector, except it is a self-contained unit and uses its own light source to project the computer image onto the screen
horseshoe set up
similar to U-shape style; set in the shape of a horseshoe. Chairs can be placed around both the inside and outside
hor d'oeuvres
small appetizers; hot and/or cold finger foods served at the reception
cocktail round
small round table, available in 18-, 24-, 30-, or 36-inch diameters, used for cocktail type parties. Also called cabinet table. For sit down service, use 30-inch height; used bar height for stand up service
cordless/wireless microphone
small, portable microphone that operates without any direct electrical connection. Often used when taking questions or comments from the audience
breakout rooms
smaller meeting rome used when larger sessions divide into smaller groups for discussions and group work. Usually planners request that these rooms be located near the main meeting facilities
reception
stand-up social function. sometimes preceding a meal, at which beverages and light foods are served. Foods may be presented on small buffet tables or passed by servers
electronic pour
system of dispensing pre-determined exact amounts of liquor or non-alcoholic beverages per drink
hollow circular set up
tables set in a square with a hollow middle; chairs placed only on outside
E shape setup style
tables set in the shape of an E with chairs on the outside of the closed ends and on both sides of each leg
U-shape style
tables set up in the shape of the block letter U; usually used for small meeting. Chairs are placed on the outside of the closed end and on both sides of each leg
schoolroom/classroom style
tables six feet by 18 inches are lined up in rows on each side of a good-sized center aisle. Usually six chairs to two tables. All tables and chairs face the head table. Variations are the V-shape and perpendicular style
head count
the actual # of people attending a food function
function room turnover time
the amount of time needed to tear down and reset a function room
guarantee
the minimum # of meals to be paid for by the client, even if some are not consumed. Usually, the hotel requires the planner to set this # no less than 48 hours prior to the event
covers
the number of meals served at a meal function
chef's tasting
the opportunity to sample a menu in advance of the event, usually in company of the chef
off-premises catering
the transportation of food, either fully prepared or in various stages of preparation, from a hotel's kitchen to a site away from the hotel
by the bottle
a charge for liquor based on full bottles served
by the drink
a charge for liquor based on the number of drinks served
computer assisted design (CAD)
a computer program that allows meeting planners to graphically implement meeting room designs and layouts
event specifications guide
a concise document, prepared and authorized by the meeting planner, detailing the specifics of a meeting or other event. ESG's include activities (by day, time, room, set up and special requirements), complimentary room assignments, signature authority and other important details. The ESG, which encompasses the full operation of the event, is shared with all key individuals. Also called a staging guide or a specifications guidebook
audio conferencing
a conference between two or more sites using only voice transmissions
amplifier
a device that enables sound signals to be intensified
computer projection panel (LCD)
a device that projects the image on a computer monitor onto a screen. The self-contained unit, which contains a liquid crystal display panel, light source and lens, works with both PC and Mac computers and DVD, VCR and digital HDTV signals
capacity chart
a diagram that details the specifics of a meeting room. including the name of the space, the dimensions of the room, and the room's capacity in various room setups, including classroom, rounds, board room and so on
employee procedures manual
instructions for employees to do specific jobs often includes illustrations or drawings. Helps ensure consistent setups
Americans with Disabilities Act
U.S. legislation that requires public buildings (offices, hotels, restaurants, etc.) to make adjustments to meet minimum standards to make their facilities accessible to individuals with physical disabilities
account file
a file prepared by the sales department that includes all correspondence, call reports and information used in selling a group. Additional information, such as the contract, meeting agenda, room block data, and so on are added to the group's file if business is booked
working file
a file set up by the convention service manager after a booking is definite. This file initially contains information from the account file. As the service manager works with the meeting planner, additional information, such as the group's resume and banquet event orders, is added. At the conclusion of the event, the working file is broken down and appropriate materials are re-filed in the group's account file for future references
by the person
a fixed price for liquor per attendee. This charge may cover all consumption of food and beverage (this sometimes referred to as the per person/unlimited consumption plan). In some cases beverages are charged per the person and food is ordered separately by the piece
resume questionnaire
a form on which meeting planners answer questions relating to the upcoming event. Having detailed information readily available reduces the need for frequent contact with the meeting planner and assists hotels in preparing for both the pre-convention meeting and the event itself
resume
a form providing a comprehensive overview of the entire convention program sent to various hotel departments involved in the event, a resume provides specific instructions to the staff for servicing the event. Resumes include a summary of all group activities, billing instructions, key attendees, arrival and departure patterns and other relevant information. Also called specification sheet
banquet event order (BEO)
a form that provides a detailed breakdown of a single event. The banquet event order generally serves as a contract for the client and as a work order for the hotel's departments. Also called a function sheet
themed event
a function with a creative theme to make it more memorable. Themed events utilize elements that appeal to all 5 sense, incorporating sights (decorations and costumes), sounds, tastes (special foods and beverages), touch and smells to create a unique experience for attendees
key personnel roster
a list of hotel personnel who are available to the meeting planner to help service the event
post convention meeting
a meeting held after the completion of a meeting or a convention to evaluate the forecasting and planning that preceded the convention and the hotel's performance during the event
pre convention meeting
a meeting held before the convention or event to review the entire program to ensure that the planner and hotel understand each other's requirements and expectations. This meeting is attended by the planner and key hotel personnel who will be involved in servicing the event to eliminate any misunderstandings and ensure a smooth event
duoserve
a meeting service system in which food and beverage responsibilities are handled by catering while other aspects of servicing the group are handled by the convention service manager. Because responsibility are separated, meeting planners have two hotel contacts
uniserve
a meeting service system in which the meeting planner makes arrangements for both the function space and food and beverage events through one service contract, the convention service manager
buffet service
a presentation of several food items from which the guests choose and serve themselves. Variations include attended buffets, at which chefs serve attendees and plated buffets, at which a selection of pre-plated foods is set on a table from which attendees can choose
lectern
a reading desk used to hold the speaker's papers. Either rests on the floor (full size) or on the table
reception style
a room setup designed to encourage the flow of traffic to enable participants to mix and mingle. Usually consists of high-top tables placed throughout the room and limited or no seating is provided (if chairs are used, they are usually placed along the perimeter of the room)
day package
a special package created for groups that will be utilizing the hotel only during daylight hours. A day package is often the most economical option for meetings that do not require overnight accommodations, as they typically include a single price per attendee for the entire day- the price is inclusive of all food and beverage rather than having meals and breaks broken down
head table
a table often elevated on a dais or stage, used to seat VIPs, speakers and other dignatairies
barrier-free
absence of obstacles preventing handicapped persons from moving freely to all public areas within a building
auxiliary business
affiliate and sub-group business that is brought to the hotel because of the meeting or event. Also called in-conjunction-with (ICW) business
free pour
alcoholic drinks poured without the use of shot glasses or other measuring devices
gala dinner
an evening event at which a multi-course, seated dinner is accompanied by entertainment, such as dancing, speeches or the presentation of awards. Standard dress is black tie
pre-function space
area adjacent to the main event room; used to assemble attendees prior to a function. Often used for receptions prior to a meal or for refreshment breaks during an event
action station
at action stations, chefs prepare foods to order and serve them to guests. Popular items for action stations include omelets, crepes, pasta, grilled meat or shrimp, carved meats, sushi, caesar salad and flaming desserts. Also called performance stations or exhibition cooking
butler service
at receptions. Servers offer a variety of hor d'oeuvers on platters to guests. At diners, food is presented by butlers on silver trays
coupon sales
attendees at a function purchase tickets for drinks from the hotel or from the host organization
ticket exchange
banquet control procedure whereby guests exchange an event coupon from their registration package for an actual event ticket and seat assignment. This procedure increases control and tends to reduce the number of "no shows" to provide more accurate guarantees
host bar
beverage plan for banquets or other functions in which the guests do not pay for drinks; the host is either charged by the drink or by the bottle. Also called an open bar or sponsored bar
hold all function space
blanket hold on all available space in a facility without specific meeting or function rooms named
call brand
brand name liquor, distinguished from "house brand", selected by customer according to personal preference. Usually of higher quality than house brands
house brand
brand of wine or distilled spirits selected by a hotel or restaurant as their standard when no specific brand is specified. Also called a well brand
velcro
brand-name special tape with loops and fabric that is used to adhere table drapery
tracing
building a relationship with the client by using follow-up letter, telephones calls and personal contacts
a la carte catering
catered events at which guests may choose from a number of different menu items
auditorium/theater style
chairs set up in rows facing head table, stage or speaker. Number of aisles may vary. Some variations are V-setup and semi-circular
corkage
charge that is placed on beer, wine and liquor purchased elsewhere and brought into the facility
rounds
circular banquet tables, usually 60 inches (152 cm) in diameter (also available in 66-inch and 72-inch sizes). The 60 inch diameter table provides place settings for 8 people; the 72 inch for 10 people
refresh the meeting room
clean a room after or between meetings (refilling water pitchers, changing glassware and other general housekeeping)
audiographic conferencing
conference that combines visual capabilities with voice transmissions
serpentine
curved, S-shape tables that make a snake form when placed together
American/plated service
food is arranged on plates in the kitchen and brought to the guests
English/family style service
food is brought to the table an guests serve themselves. In some cases, the host cuts the meat and passes the tray to the guests; the host may also have the meat cut by a server away from the table before it is placed before the guests
Russian service
food is fully prepared in kitchen and all courses are served on platters or tureens to guests at their tables. A plate is placed in front of each diner and a server places food from the tray or platter on each plate
organic food
food products that are free of pesticides, commercial fertilizers or other chemicals
French service
food service in which items are prepared table side from a cart or gueridon. This type of service is best suited to small groups
finger food
food, typically served at a reception, that does not require the use of a knife, fork or spoon
ergonomic
furnishings, especially tables and chairs, specifically designed to provide maximum comfort and alertness in a conference environment
hospitality suite
guest room or suite used for receptions and entertainment. Usually stocked with beverages and light food. Often used by exhibitors at trade shows to entertain and sell delegates on their firms' products
cash bar
guests pay for their own drinks. Also called a no-host bar or C.O.D. bar
premium brand
high-quality, high-priced hard liquor. The best and most expensive brands
canape
hot or cold appetizer with a bread or cracker base
special events
unique activities or functions staged one time, usually for the purpose of entertaining event attendees
