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Luke: Wow! That is great news for the hotel, hosting that conference would be wonderful publicity for us. You’ll have your work cut out for you, Jenny!
Jenny: Yes, I think we all will if we win the bid to host the conference! Luckily, it would be at a time when the hotel is usually quiet, in February.
Luke: Are you going to take on more staff, if we win the bid that is?
Jenny: Good question, Luke. In fact, Marina, Steve and I are meeting this evening to talk about that. I presume we would need to. Let’s see what kind of package we can put together to present to the conference organizers first.
Naomi: Is this the first time the hotel has hosted a conference?
Luke: Well, we have organized smaller events, Naomi, but this sounds like a major undertaking. A 3-day international conference – lots of guests, plenary meetings in the large hall, lots of smaller seminars in the meeting rooms, a formal dinner. You’d better start memorising all those dishes, Naomi! Eh Roberto?
Roberto: Absolutely, I can’t have half-trained staff ruining the good name of my restaurant. Ciao!
Naomi: Oh, for heaven's sake, I’m trying my best!
Luke: Oh he’s only joking Naomi! Look I’ll help you if you like. I can test you this evening on the menu.
Naomi: Thanks, Luke. You really are a great colleague, unlike some people I could mention. Now, look, I’d better get back to the restaurant, dinner service starts soon.
(Later on)
Steve: Right, Jenny, Marina, before we get too excited, we’ve got to put together a conference package that is feasible and competitive if we’re going to stand any chance of winning that contract.
Jenny: Hmm, yes of course. Have we got definite dates for it yet, Steve?
Steve: Yes, the organizers say it should take place over the second weekend in February. Guests start arriving on the Friday morning and the conference would end late on Sunday afternoon.
Jenny: Well, it is one of our slackest periods so those dates don’t look like too much of a problem for bookings. We’d have to decide what kind of rate to offer on the rooms of course.
Steve: Yes, I think we should go as low as possible. After all, it could mean a repeat event the next year.
Jenny: I’m not so sure about that, Steve. I looked up the organization concerned and they hold a conference in a different city where they have an office every year. I don’t think we should count on any repeat business from them – at least not for several years.
Marina: Oh, I see. That’s good work, Jenny. But hosting the conference would attract a lot of publicity we could capitalize on – and that is free! And then other organizations might choose us for their conferences…so I agree with Steve, let’s try to make the offer as attractive as possible, even if we have to cut our margins right down to the bone.
Jenny: Okay, I agree. Steve?
Steve: Yes, I see your point. So what sort of room rates do you think we should offer then.
Jenny: Well, our normal off-peak rates are £85 for a standard double and £75 for a standard single - er, how many rooms would they need?
Steve: Well, there would be about 100-150 people in all I think – I’ve got their letter here…
(After a while)
Steve: Great, so we all agree on special room rates of £75 for doubles and £65 for singles then. Now Marina, what about the 2 big catering events – the gala dinner and the final evening buffet. Any thoughts on them?
Marina: Well, the kitchen staff has catered for that many people before. I think it is a question of getting enough waiting staff – 1 every 20 people I would say. We’d definitely need to hire more.
Jenny: Why don’t we advertise at the university - they often have students looking for work?
Steve: Hmm, that’s a possibility we could look into. It is certainly a cheap option, but on the other hand, the students may need to be trained up and may not be that reliable for a one-off event. I suggest we also get in touch with a catering company and enquire about costs for hiring their staff.
Marina: Yes, that sounds a good idea. As for the food costs, that would depend on the menu. Did they ask for anything specific?
Steve: No, it’s completely up to us what we propose.
Marina: Well, I’ll talk to Roberto and we’ll come up with a couple of menus to suggest to them, okay?
Steve: Yep, that sounds good. Well, Marina if you can do that and Jenny if you can get quotes from 3 different catering companies by Wednesday, then let’s say we meet again on Thursday morning and finalise our proposal. We’ll have to look into rates for meeting room hire and any extra conference facilities or technical equipment they may need – OHPs, power-point connections, etc., but I can do that before Thursday I should think.
Jenny: Sounds good.
Marina: Oh, excuse me. Hello, Marina speaking.What? A fire in the kitchens? Oh my God!
Steve: What?
Marina: I’ll be right there. Sorry, I’ve got to go. There is an emergency in the kitchen. Sorry!
Steve: Good grief! What on earth! We’d better get down there too, Jenny. They may need all the help they can get!
