Running head: CATERING PROPOSAL 1

Catering Proposal
Name
Institutional Affiliation
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Catering Proposal
Proposal Letter
Catering Sales Manager
Classic View Hotel
Singapore
Email: classic.view@org
Tel. No. 6523 3232

Mr. Charles Toh

Ministry of Manpower, Singapore
224 Upper Thomson Road
Singapore 574356
Tel. No. 6484 8888

Dear Sir,

Having learned of your plans to hold a series of events on our hotel, which are
scheduled to take place on Monday 21, September 2020, starting at 0900 hrs up to
1700 hrs, and the other event on Tuesday 22, September 2020 from 0900 hrs to 1700
hrs, I would wish to confirm the availability of your requirements.
The hotel has numerous suitable function rooms with several capacities to hold all the
types of events you need, such as the press conference, standing buffet lunch, breakout
rooms as well as training sessions. Besides, the hotel offers food and beverage menu
packages with strict adherence to the guidelines of the Whole-of-Government (WOG)
Healthier Catering policy. The required Halal food and beverage menu are available.
Additionally, the hotel offers high-quality Audio/Visual Equipment packages, which would
facilitate proper conferencing and the live screening of the speaker as per your
requirements.
I highly welcome your response concerning our services and any other additional
requirements you would need or any changes you would like to make about your
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events.

Sincerely,
Signed
Catering Sales Manager.

Proposed Function Rooms for Setups for Each Event

For the press conference event, which will take place on Monday, September 21,
2020, at 0900-1100 hrs, the recommended hotel function room is the Royal Pavilion I
with a banquet or round table setup style. The Royal Pavilion I can accommodate up to
100 persons in a banquet set up. The press conference event will have a capacity of
100 persons. Hence the Royal Pavilion I will be suitable. The feast set up will consist of
circular tables surrounded by 5-10 chairs. This setup is ideal for informational type
presentation. For this press conference event, the banquet setup will allow the
presentation by the Minister for Manpower Josephine Teo about the SME labour
shortages. The banquet setup will also allow the presenter to have a dialogue with the
audience and answer any concerns that will be raised by the audience. Besides, the
banquet setup has sufficient space for both dining and note-taking. The members will be
able to take their light breakfast before the start of the press conference. Also, this setup
will allow the accommodation of the four water stations.

For the MOM standing buffet lunch that will commence after the press
conference from 1200-1400 hrs, the recommended hotel function room is the Royal
Pavilion III with the banquet kind of setup. The Royal Pavilion III is close to the Royal
Pavilion I, which will have accommodated the press conference, and members will not
have to move to a distant location because of the limited time allocated for the lunch.
The recommended setup style is the cocktail reception (standing only). Moreover, this
setup will allow beautiful displays on buffet lines, which will guarantee a luxurious feel. It
will also help the members to spend less time as compared to other lunch setups where
people have to pay a considerable amount of time while eating. The cocktail reception
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set up for the Royal Pavilion III has a capacity of 130 persons; hence the 100 people will
be accommodated effectively.

For the Brainstorming / Discussion events that will commence at 1400-1700 hrs
on the same day, the recommended hotel function room is the Royal Pavilion II. This
room will accommodate the two breakout rooms required. The recommended setup for
the breakout rooms is the boardroom setup. The boardroom setup is ideal for
discussions for a group of not more than 30 people. The Royal Pavilion II will
accommodate the two breakout rooms required with 18 persons per room. The
boardroom setup will consist of a series of tables arranged in a rectangular manner with
chairs on either side and at both ends of the boxy side. This setup will allow effective
communication as well as the provision of four flipcharts and a water station required.
Moreover, it will facilitate the coffee break needed effectively as well as accommodating
the LCD projector and screen. The two coffee breaks will be in the same room with a
cocktail reception setup (standing only).

For the event that will take place on Tuesday 22, September 2020 which will be a
training session starting from 0900-1700 hrs, the recommended hotel function room is
Royal Pavilion I. The recommended setup for the joint training will be the classroom
style or schoolroom style. This kind of setup is ideal for formal sessions, and the
attendees will have writing and working space. The setup will consist of a series of
rectangular tables arranged in rows, one behind the other, on either side of an aisle, and
every table will have three chairs. The tables and chairs will be positioned in a manner
that they will face the speaker. The morning and evening coffee breaks will be at Royal
Pavilion III with a cocktail reception setup (sitting and standing). The joint session sit-
down set lunch will be at the same function room with the cocktail reception setup
(sitting and standing).
Floor Plan
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Setup Illustrations
Round table setup style
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Cocktail reception (sitting and standing)

Cocktail reception (standing only)

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Boardroom setup

Schoolroom setup or classroom style

Proposed Food and Beverage Menu Package for Each Event

Some several factors affect the type of food to be included in the menu. Some
factors include the cost of food, the background of the guest, nutrition, hard-to-produce
foods, standardized menu offerings, variety, seasonality, and style of service, among
others. For this event, the background of the guests attending the events will influence
the menu. The recommended menu package is the Muslim (halal) light breakfast menu.
The halal light breakfast menu does not comprise of foodstuffs containing alcohol, pork,
or by-products of pork. Also, for the halal light breakfast, all meats will come from ritually
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slaughtered animals. A halal traditional breakfast buffet will be recommended. It will

consist of a variety of pastries, cereals, a potato dish, two styles of eggs, and fresh
fruits. For the traditional breakfast buffet, the economical continental style is
recommended, which consists of bread and juices since the breakfast required should
be light. The bread will be made up of whole grains. Plain water will be offered as the
default beverage option. Besides, fresh fruits will be included as an option as per the
WOG guidelines (Health Promotion Board, 2017).
For the standing buffet lunch, halal food and beverage menu are recommended.
Pork meat, as well as its by-products, will not be included in the buffet. Water will also
be provided as the default beverage option during lunch. Whole grains will be included
in the menu, and healthier cooking oils will be used to cook and prepare the foods, and
this will be indicated on the menu. All deep-fried items will precisely be indicated with
labels (e.g. "DF") on the menu, and dessert will be included. Fresh fruits will also be
provided in the lunch menu as an option, and the menu will have a "dessert and fruits"
category. The cocktail reception is ideal for this event as it promotes mingling and
reduced seating. The buffet line will be around the room and will feature two action
stations.
For the two coffee breaks in the breakout rooms, the recommendation has hot
and cold beverages. The hot drinks recommended are coffee and tea, while the cold
drinks will consist of water, soft drinks, and bottled juices. The coffee and tea will have a
syrup/sugar served alongside but not pre-added. The refreshments will be located
within the function rooms or at a nearby room for easy access. The coffee breaks are
always good as it helps the attendees to refresh and re-sharpen their attention.
For the joint training coffee breaks that will be on Tuesday, September 22, 2020,
in the morning and evening, the recommended refreshments are hot and cold
beverages. Coffee and tea are the hot beverages recommended, and for the cold
drinks, there will be plain water, bottled juices together with soft drinks. Also, for the
coffee and tea beverages, sugar will be served separately as per the guidelines of the
WOG.
Proposed Audio Visual Equipment List
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For the press conference that will be on Monday, September 21 2020, the
audiovisual equipment that will be required include 18 microphones with stands,
microphone mixers, powered speakers for sound, projection screen, and data
projectors. The data projectors are utilized for the projection of an image from a
classroom computer, laptop, document camera, and any other VGA compatible gadget.
For this event, wireless microphones will be used by the Minister for Manpower in her
press briefing. The powered speakers are essential for sound purposes and are used
together with microphones and microphone mixers to offer audio over a broad audience
in an event. The microphone mixers or simply mixers are used when multiple receivers,
along with other audio gadgets, are connected to powered speakers. Therefore, this
event requires 18 microphones, so the microphone mixer is essential. The speaker will
need to have a podium where she will be addressing the audience. The podium may
have a built-in-microphone, and others may not have them. Additionally, three AV
technicians will be provided by the hotel to coordinate the screen projections and
intervene in case of any failure of the audiovisual equipment. They will ensure that the
connections are made well, and the sound is being produced effectively.
For the breakout rooms, a projector screen and an LCD projector will be
required. Additionally, four flipcharts alongside with writing materials will be availed by
the hotel. The flipchart is the stationery item that comprises of multiple large sheets of
paper mostly supported on a tripod stand and is usually used for presentation purposes.

For the training session that will take place on Tuesday , September 22, 2020, the
audiovisual equipment required will be six microphones with stands, one lectern for
speaker, and one AV technician on standby. The hotel will avail of all this equipment.
The AV technician will be responsible for the sound systems to ensure that the training
proceeds well.

Proposed Deposit and Settlement

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To have a suitable guarantee of the event, the recommended deposit is through

credit application. The credit manager will review the credit application and finds out
whether the client can be trusted and given credit. The financial credibility of the
company is reviewed through ACRA, and its financial strength is evaluated by the
financial report. However, the credit rating of the company will also be considered from
the Credit Bureau Singapore. After successful credit approval, a Master Account
number is generated with respect to the credit period. The requirements of deposit and
billing procedures are then discussed and outlined. That would guarantee an event that
is secure.
At the end of the event, the suitable mode of payment recommended is Pre-
Authorization. This mode of payment ensures that the clients who do not have a credit
facility can make payment. The use of a credit card does it.

Summary
This proposal has met event requirements in the sense that the date of the event has
been noted and the various timings of the events. However, the goals and objectives of
the events have been well captured in the proposal. Also, the venues for each event
have been selected, and the possible setups analyzed. Besides, all the meals have
been proposed, and various menus recommended for breakfasts, lunch, and also the
coffee breaks. A list of beverages has been developed as well.
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Appendix

BEQ Templates attached.

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References
Health Promotion Board. (2017, September 14). About the Healthier Catering Policy.
Retrieved June 11, 2020, from https://www.hpb.gov.sg/healthy-living/food-
beverage/wog-healthier-catering-policy/about-the-healthier-catering-policy.