Banquet Booking Procedure -

The banquet booking procedure is a systematic process that helps organize events smoothly, ensuring that all client requirements are met and the event is executed successfully. The procedure includes communication, contract finalization, payment arrangements, and coordination between various departments. Below is a step-by-step breakdown of the banquet booking procedure:

1. Initial Inquiry (प्रारंभिक पूछताछ)

The first step in the banquet booking process is when a client contacts the venue for information and availability.

Key Actions:

• Client Contact:
  The client may inquire via phone, email, website, or in-person visit.

• Provide Information:
  The banquet coordinator or sales team provides initial details such as available dates, room options, menu packages, and pricing.

• Basic Requirements:
  The client may provide the basic details of the event, such as the event type (wedding, conference, etc.), expected guest count, preferred dates, and any special requirements.

2. Venue Viewing (स्थान का अवलोकन)

If the client is interested in the venue, they may request a site visit to inspect the banquet hall and other facilities.

Key Actions:

• Schedule a Visit:
  A tour of the venue is arranged, and the client is shown around the banquet hall, meeting rooms, restrooms, kitchen facilities, etc.

• Event Setup Discussion:
  The coordinator discusses different event layouts (e.g., banquet seating, conference style, etc.), decoration options, and any customizations the client may need.

• Clarify Details:
  The client can ask about parking, accessibility, audio-visual setups, and additional services like catering, event management, and decorations.

3. Proposal and Quotation (प्रस्ताव और उद्धरण)

After the site visit, the event planner or sales manager prepares a formal proposal and quotation based on the client's requirements.

Key Actions:

• Create Proposal:
  The proposal includes details such as the venue rental cost, menu options, number of staff required, equipment, and any additional services.

• Provide Quotation:
  A detailed quotation outlining the total cost is provided to the client. This includes food and beverage charges, rental costs for the venue, audiovisual equipment fees, and any other services required.

• Customization Options:
  If the client wants specific alterations or additional items, the proposal can be adjusted.

4. Confirmation and Booking (पुष्टि और बुकिंग)

Once the client has reviewed the proposal and agreed to the terms, the booking is confirmed.

Key Actions:

• Signing the Contract:
  A formal agreement is drawn up between the client and the venue. This contract should include all the agreed-upon terms, including the event date, menu, guest count, pricing, payment schedule, and cancellation policies.

• Advance Payment:
  Most venues require an advance payment (deposit) to secure the booking. This is typically a percentage of the total cost (e.g., 30-50%).

• Guest Count Confirmation:
  The client confirms the final guest count, which will dictate the quantity of food, seating arrangements, and staffing required.

• Confirmation of Additional Services:
  If any additional services (e.g., décor, entertainment, special equipment) are needed, they are finalized at this stage.

5. Finalizing Event Details (इवेंट विवरण का अंतिमकरण)

In the lead-up to the event, the banquet coordinator works closely with the client to finalize all details.

Key Actions:

• Menu Selection:
  The client selects from the banquet’s menu options or creates a customized menu. This includes choices for appetizers, main courses, desserts, beverages, and dietary preferences (e.g., vegetarian, vegan, gluten-free).

• Audio-Visual and Equipment Setup:
  If the event requires sound systems, projectors, or lighting, the AV team coordinates the requirements and arrangements.

• Decorations and Theming:
  If the client wants special décor, they will work with the design team to finalize themes, colors, and any custom arrangements (flowers, centerpieces, etc.).

• Staffing Requirements:
  The banquet team will confirm the number of staff needed for serving, security, technical support, and event coordination.

6. Payment and Billing (भुगतान और बिलिंग)

The payment schedule should be clearly outlined in the contract. As the event date approaches, the client is expected to clear the remaining balance.

Key Actions:

• Payment Schedule:
  The client is required to pay a deposit upfront, and the balance is due closer to the event date (usually 2 weeks before).

• Final Invoice:
  After the event, a final invoice is issued to the client, which includes any additional charges (e.g., overtime, extra services).

• Payment Methods:
  Payments can be made through various methods such as bank transfers, credit cards, checks, or cash.

7. Event Execution (इवेंट निष्पादन)

On the event day, the venue and staff work together to ensure that everything runs smoothly.

Key Actions:

• Event Setup:
  The venue is set up based on the finalized layout (e.g., table arrangement, AV equipment, décor, etc.). The catering team prepares food for service.

• Guest Reception:
  As guests arrive, they are welcomed by the staff, who ensure that drinks, snacks, and seating arrangements are ready.

• Food and Beverage Service:
  The catering team serves food and drinks according to the pre-arranged menu and schedule.

• Staff Coordination:
  Staff members are stationed at strategic locations to manage the flow of guests and provide any required assistance.

• Event Coordination:
  The event coordinator ensures everything proceeds according to the schedule (e.g., speeches, performances, or other activities).

8. Post-Event Follow-Up (पोस्ट-इवेंट फॉलो-अप)

After the event, the venue may follow up with the client for feedback and ensure all post-event matters are settled.

Key Actions:

• Feedback:
  The banquet manager might ask the client to provide feedback on the event's success, including food quality, service, and overall experience.

• Final Billing and Payment:
  Any additional costs incurred during the event are included in the final invoice. The remaining balance, if any, is cleared after the event.

• Thank You Note:
  A thank-you note or email is sent to the client, expressing appreciation for their business and inviting them to book again in the future.

9. Cancellation or Rescheduling (रद्दीकरण या पुनर्निर्धारण)

In case the client wishes to cancel or reschedule the event, the cancellation policy specified in the contract is followed.

Key Actions:

• Cancellation Fees:
  Depending on how far in advance the cancellation is made, there may be a cancellation fee. The percentage of the refund depends on the venue’s policy.

• Rescheduling:
  If the event needs to be rescheduled, the venue will try to accommodate the new date (subject to availability) but may charge for any changes to the original agreement.