Preparing and setting up function rooms

Preparing and Setting up Function Rooms

Understanding Room Layouts

  • Banquet Style: Rows of tables with chairs on both sides, ideal for dinners, weddings and banquets.
  • Theatre Style: Rows of chairs facing a stage. Perfect for presentations or performances.
  • Boardroom Style: Large central table with seating all around, suitable for meetings or small conferences.
  • Classroom Style: Rows of tables with chairs all facing the front, designed for training sessions or workshops.
  • Cabaret Style: Similar to banquet style but with an open end towards the stage or front, effective for events combining dining and presentations.

Before The Event

  • Client consultation: Understand client needs including room layout, decoration, table arrangement and specific needs such as audio-visual equipment or a dance floor.
  • Planned layout: Create a detailed plan of where tables, chairs, the stage or podium, buffet tables and other equipment will be placed.
  • Health and safety: Familiarise yourself with fire exit locations, keep walkways clear and ensure a safe environment for guests.

Set-up Phase

  • Room arrangement: Set up tables, chairs and required equipment according to the planned layout and client requirements.
  • Table settings: Arrange tablecloths, utensils, glasses, menus, and floral/other decorations.
  • Checking: Double-check all settings before guests arrive, modifying if necessary.

Coordinating Other Services

  • Catering needs: Inform kitchen staff of serving times and any special dietary requirements well ahead of the event.
  • Audio-visual setup: Ensure all equipment is set up, tested and working properly before the event begins.
  • Housekeeping: Arrange for the room to be cleaned before event and prepare for any needed turnarounds or cleanups during the event.

During The Event

  • Attending to guests: Ensure guest’s needs are met, quickly attend to requests or problems and maintain an efficient, unobtrusive service.
  • Maintaining the function room: Keep the room clean and tidy throughout the event. Ensure any spillages or rubbish are cleared immediately.
  • Closing down: After the event, clean up and reset the room according to the venue procedures. Always check for lost property and report any damages promptly.