Expert answer:AB270 ASSIGNMENT Response to the caterer and clien

Solved by verified expert:CateringInstructions 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!
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[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?
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[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.
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