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Chapter Eight

Intermediaries & Suppliers

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Intermediaries & Suppliers. Chapter Eight. More than F&B. Some clients will need unique audio, visual, and/or lighting services Some will require specialized dining table and buffet-table presentations - PowerPoint PPT Presentation

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Page 1: Intermediaries & Suppliers

Chapter Eight

Page 2: Intermediaries & Suppliers

Some clients will need unique audio, visual, and/or lighting services

Some will require specialized dining table and buffet-table presentations

And others may need something extra special to ensure that guests come away from the functions with many happy memories

Unique attractions are used by clients to highlight celebratory catered events◦ Awards dinners, weddings, new-product

introductions, and the like, .

Page 3: Intermediaries & Suppliers

Caterers specialize in providing food and beverage service

While some are capable of providing additional services, others prefer to leave these to outside experts

A caterer cannot be all things to all people He or she must draw the line somewhere Cost considerations render it virtually

impossible to store all of the specialties that clients might potentially need.

Page 4: Intermediaries & Suppliers

When dealing with services other than food and beverage, usually the caterer is faced with five options. He or she can:

Provide as many of them as possible itself Steer the client to outside service contractors Expect clients to find their own outside

service contractor Authorize concessions

◦ i.e., provide in-house space for outside service contractors to set up shop

Use some combination of these four possibilities.

Page 5: Intermediaries & Suppliers

A facility usually will provide its own special services only if it is economically feasible to do so, or if there are no other outside alternatives that can be trusted to do the work correctly and efficiently.

Page 6: Intermediaries & Suppliers

Providing a full range of audio-visual (AV) services can be expensive

AV technology changes so rapidly that it is difficult to keep pace

A complete in-house AV system is a major investment, but one that is required in conference centers, exhibition halls, and resorts located in rural areas where outside service contractors are not readily available.

Page 7: Intermediaries & Suppliers

Decorators Designers Audio-Visual Photographer Transportation Media coverage Specialized security Printer

Host/hostess. Talent bookers. Florists Specialized food Furniture Exhibit equipment

Page 8: Intermediaries & Suppliers

Service contractors range from full service to single service

Full service general service contractors, such as The Freeman Companies or GES Exposition Services, rent pipe and drape, dance floors, risers, temporary carpeting, furniture, audio-visual, exhibits and a variety of other items

Single service contractors could be florists, photographers, limousine companies, etc.

Page 9: Intermediaries & Suppliers

Large hotels, convention, and conference centers that don’t offer special services, but don’t want to inconvenience clients, may grant a few outside service contractors concession status

These contractors will automatically receive a client's business unless he or she wants to make other arrangements with another service contractor

The facility usually allocates the concessionaire some storage space within the property so that necessary equipment and materials can be kept on site.

Page 10: Intermediaries & Suppliers

Facilities usually charge a commission to in-house vendors

These costs are passed on to the client Some facilities charge outside vendors a

surcharge for the right to work in the venue This is done to discourage the client from

using a favorite vendor This ensures the caterer will not lose its

commission.

Page 11: Intermediaries & Suppliers

Occasionally the facility may provide some services itself while the client is expected to secure others

If a convention needs specialized sound and lighting services, you may be able to provide microphones and speakers, but the client may have to use an outside service contractor to provide the necessary lighting.

Page 12: Intermediaries & Suppliers

After price comparisons, select one or two primary suppliers for each service when possible

Benefit: You develop and maintain a working relationship that results in better service and in-house discounts

Example: Using the same booking agency for all entertainment may result in a free band for the employee Holiday party.

Page 13: Intermediaries & Suppliers

Florists Bakeries Retail Agencies (Rental Companies) Printers Photographers Music Audio Visual

Page 14: Intermediaries & Suppliers

If a client is using AV services, the catered function must be held in a room where sound is transmitted effectively

The walls should have absorbent panels and be at least one inch thick

If air walls are used, they should be two to four inches thick

The seals and gaskets must be intact and tightly secured to prevent sound leaks.

Page 15: Intermediaries & Suppliers

Wool or thick-pile rugs are excellent floor coverings◦ They absorb unwanted sounds, such as those created

by footsteps and moving equipment. The function ceiling should not be too high or

sound can reverberate If local building codes require high ceilings,

have acoustical material installed to reduce this or position speakers so it is minimized

Usually if there is sound reverberation, you can overcome it by installing temporary fabrics, tiles, baffles or other acoustical material.

Page 16: Intermediaries & Suppliers

The caterer's major involvement in the entertainment decision is to take it into account when planning the catered event

If a dance band is scheduled, everything from banquet setup to work scheduling will be influenced

Considering the major impact that entertainment will have, the catering executive cannot work effectively unless he or she is has this information.

Page 17: Intermediaries & Suppliers

The caterer must also know if there are any additional services that must be provided

The entertainment contract will indicate what they are and who is responsible for securing them

Require the client to show you the entertainment contract prior to signing it◦ There may be conditions that you cannot meet, or

will require you to add extra charges.

Page 18: Intermediaries & Suppliers

Lighting Requirements Number of Dressing Rooms Needed Rehearsal Time and Facilities Needed Sound Systems Setup Time Security Staging Requirements Dance Floor Buffer Area Liability

Page 19: Intermediaries & Suppliers

Food, Beverage and/or Sleeping Rooms for Entertainers

Operational Logistics

Page 20: Intermediaries & Suppliers

The most common type of intermediary used by clients

Clients hire them to plan and implement the entire function

Or they can be used to perform specific services, such as site selection, negotiations, or registration of convention attendees

They can coordinate business functions, meal functions, beverage functions, and outside service contractors

Page 21: Intermediaries & Suppliers

These intermediaries are sometimes engaged by corporations to plan and implement company parties and other similar affairs

They usually have a select clientele list that are served on a periodic, predictable basis

A special-events producer may plan a company's employee picnic every year

Clients tend to prefer this type of long-term arrangement because it ensures continuity and variety.

Page 22: Intermediaries & Suppliers

The DMC is a liaison between the out-of-town client and all of the services of a destination that the host property does not offer

DMCs range from those that provide very specialized services to full-service firms capable of handling all logistics

Full-service firms can book entertainment, plan theme parties, coordinate tours and spouse programs, and handle off-site events (including catering) at museums and other local attractions.

Page 23: Intermediaries & Suppliers

You may need to inform the fire department if you are putting on an outdoor pyrotechnics display

The fire department may also need to oversee and inspect any portable electrical-power setup to ensure it is grounded properly and safe to use in a public area

In some jurisdictions, a fire marshal must approve banquet room setups to insure guests will be able to evacuate safely in the event of a fire.

Page 24: Intermediaries & Suppliers

The local health district would need to approve portable, temporary tents, cooking lines, serving lines and so forth to be sure you are not violating health guidelines

You may need special parking permits for busses, parade permits, or a temporary off-site liquor license

If a client has a public official, such as a city mayor or state governor, speaking at a meeting, you may be dealing with bodyguards, or in the case of the President of the United States, the Secret Service.