AB270 ASSIGNMENT Response to the caterer and client

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Question Description

Catering

Instructions Summary: Click on the Rubric link for full details.

There are two steps for this Assignment.

Step 1: Read the Interview with a Caterer

Step 2: Short Essay

Write a short essay about how you would address the provided scenario based on information in the interview with a caterer.

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[AB270 Advanced Meeting Planning] Assignment Details and Rubric Catering Step 1: Read the Interview with a Caterer Interviewer: What kind of deadline do you typically give your clients for the final number of attendees for the menu of a catered event of 100 guests or more? Caterer: Three weeks typically. Interviewer: What happens when a client confirms a specific number of attendees at a catered event and less than that number of guests actually comes to the event? How many meals do you typically allow the client to not be billed for when all attendees do not come and there are extra meals? What are their options? Caterer: As the caterer I reconfirm the final numbers of attendees 72 hours prior to the event with the event planner. Usually under 5% difference we won’t charge them. However anything over that and they will be charged but they can take those meals with them or donate them to a shelter or food kitchen. If they donate those meals to charity, it may be tax deductible. Interviewer: Do you provide a discount for prepayments? Caterer: If the client pays up front in full we usually offer a discount of up to 10%. Interviewer: What is the lowest deposit or advance allowed? Caterer: Depending on the event we expect a minimum of a third of the total cost. But if the event is within 30 days we will want half the cost as a deposit at the signing of the contract and the balance the day of the event. Interviewer: Is there a discount for repeat customers, and if so, what percentage? Caterer: It depends on what kind of relationship you have with the client. Interviewer: What is the cancellation policy regarding catered events? Caterer: The catering policy at almost any venue stipulates a cancellation clause — usually you cannot cancel within 30 days of the event without severe penalty. This could mean losing all of your deposit. Interviewer: Are there exceptions? Caterer: Rarely! Page 1 of 3 [AB270 Advanced Meeting Planning] Interviewer: What complimentary services do you provide your clients? (Ex: ice sculpture or a pre- or post-event reception?) Caterer: All of those and also sometimes a dessert. Interviewer: For purposes of choosing the menu and service, do you provide a complimentary tasting for the clients? If so, what is involved? Caterer: Yes, especially if it is a large event, we will host tastings to let the client choose their preferred menu. Interviewer: What distinguishes a professional event planner from a non-professional organizing an event like this? Caterer: You can tell by their level of response to requests, adhering to the timeline deadlines, and contract parameters, keeping in constant touch, and the communication lines open while still maintaining a professional demeanor. By that I mean they speak to me and communicate via email or by whatever means in a business-like manner. So they demonstrate strong oral and written communication skills — not treating me as their best friend but with respect due a customer. Step 2: Provide your response to the following: Write a short essay about how you would address the following scenario based on the interview information above: You are a first time independent Event Planner and your client has just called you 2 weeks before their anniversary event. The event begins with a cocktail reception and dinner that was previously confirmed for 300 people beginning on Saturday evening. This is a 2-day event and attendees are arriving from 10 states and 4 different countries. On Sunday there is to be a buffet brunch served before a golf tournament at the resort. Your client wants to drop the final count of attendees by 40 people for the weekend. Checklist: In your 2–3 page essay be sure to address the following:  What do you do and say to your caterer and to the client?  What are your recommendations to the client?  How might your actions/words affect your future professional relationship with both of these contacts?  How might the deletion of the 40 attendees affect the rest of the arrangements for this weekend event? How will you accommodate this change to your event plan?  What might be the impact to the budget? Page 2 of 3 [AB270 Advanced Meeting Planning]  Based on your understanding of the scenario, how might you adjust your contract that you want to use with clients in the future as a result of this ”experience” with this particular client? Please submit your Assignment in APA format in a Word document saving it as UsernameAB270 Assignment-Unit#.doc (Example: TAllen- AB270 Assignment-Unit 6.doc). Submit your file by selecting the Unit 6: Assignment Dropbox and submit it by the end of the unit. Page 3 of 3 ...
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Tutor Answer

ColemanTutor001
School: UC Berkeley

Attached.

Running Head: AB270 ASSIGNMENT OUTLINE

AB270 ASSIGNMENT OUTLINE
Student’s Name:
Institution:

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AB270 ASSIGNMENT OUTLINE
I.
II.

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Reaction to the caterer and client
Recommendations to the client

III.

Effect of my actions/words to future professional relationship with the caterer and client

IV.

How deletion of the 40 attendees affects the rest of arrangements for the weekend event?
How the change would be accommodated in the event plan?

V.
VI.
VII.

Impact to the budget
Adjustments to the contract agreement with the clients in the future.
Reference

Attached.

Running Head: AB270 ASSIGNMENT

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AB270 ASSIGNMENT
Student’s Name:
Institution:

AB270 ASSIGNMENT

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Response to the caterer and client

Given the event details for the anniversary event that have just reached me, I would first
go through them to confirm whether they affect initial contract agreement with the caterer before
I liaise with them about the new development. I would pass the information from the client to the
caterer as it so that they c...

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