In planning for multi-functional use of rooms, the following is to be

considered:
–     Additional car parking space/lots.
–     Access and circulation routes, including fire safety requirements.
–     Toilet, shower and changing-room facilities.
–     Entrance foyer, coffee break areas etc.
–     Room-allocation for different use and purposes.
–     Method of dividing rooms, standards of sound installation.
–     Separation of public access for each area.
–     Service facilities and associate access to each area.
–     Storage of furniture, carpets and special equipment.
–     Stacking and handling feature of chairs and tables
–     Storage of china utensils, serving equipment and trolleys.
–     Engineering plant services, environmental control.
–     Comm. Equipment, telephone and internet connection, music and paging.
–     Construction features and acoustic design.
–     Dance floor provision, security and protection.
–     Exhibition and projection services.
–     Water, drainage, gas and electricity services.
–     Music and amplification control, local sand system.
–     Closed circuit television and cine projection.
–     Band stand and stage provisions (permanent or temporary).
–     Changing rooms, access for speakers or performers.
–     Translation, press and reporting facilities (Business centers, I-net usage, conference
calls etc).
–     Access for exhibition or other equipment such as vehicles, etc.
–     Legal requirement for fire and user safety.
–     All law regulations in conjunction with the specific events hold which are required.

RESERVATIONS
Each reservation must contain the following details:

–     Date and Time of Call

–     Title: Name and Telephone number of client
–     Person in charge, contact person from client
–     Name of Banquet Function
–     Banquet Function Type; indicate type of banquet function such as, business, leisure,
conference etc.
–     F&B Services requested; Western dinner, cocktail, luncheon, coffee break etc.
–    Estimated number of guaranteed participants, speakers, relatives, wives, children of the
entire banquet function period and group.
–     Date and Time of banquet function / event
–     Details  described  in brief.  This  section  will  be kept  blank  as  the  details  are 
shown  in  the
‘ Banquet function order ’.
–     Booked by, name of person making the contact with the client and initiate the
reservation.
FILING SYSTEM
–     Forthcoming Functions
Any forthcoming banquet function files are kept  in a  cabinet according to the month  of
the event in chronological order.

–     banquet Function of the Month

Functions files for the month are taken-out from the ‘forthcoming function file’ as soon as
the function information has been issued. The function files are then retained in a trace file
according to date.

–     Cancellation File

Upon cancellation, the function file is  to be marked as “cancelled”. Reasons should be
briefly stated,  and  filed in a  cancellation cabinet/folder according to  chronological order
for future reference.

–     Past Functions

As soon as thank you letters have been sent-out, any past functions are filed in alphabetical
order, i.e.; Ithaca Group; File under ‘I’ / Mr Kasikorn K.; File under ‘K’

–     Master File – Birthday

Function information of birthday functions are kept in a master file in chronological order.
It is used to trace back the previous record of birthday function in order to trace it for next
year’s birthday party.

–     Master File-Wedding

Function information of wedding function is kept in another master file in chronological
order. It is also used to trace back the previous record of wedding function in order to
invite couples to their first anniversary.

–     Function Information File

A copy of the function information of each function must be kept in a function information
file according to chronological order, helpful on enquiry where details of past function are
insufficient.