It might seem like Christmas was just yesterday, and you may be wondering why we are discussing preparing for the upcoming busy season. The reality is that the hospitality and events industry typically begin planning in late October and November, even though the sales and coordination team, who are often the first to spot the trends, advocate for earlier preparation.
The earlier you begin setting up the framework and establishing key elements, the better. This proactive approach will naturally lead to not only a successful but also a profitable end-of-year season.
SETTING YOURSELF UP FOR SUCCESS IN THE SILLY SEASON
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In January, as the city buzzes with the Australia Open, businesses have a chance to thrive by catering to the influx of visitors and corporate clients engaging in networking opportunities. Consider hosting client networking lunches, offering reservations before or after tennis matches, and creating packages for corporate guests to enjoy the event.
Don’t overlook the opportunity to target the hospitality industry's Christmas parties – they have just finished the silly season and are needing their big blow out too. Venues are also likely looking for mid-week event dates for their staff celebrations.
Review & Handover Meetings
Suppliers & Inventory
Managing the cost of goods within the business is a controllable variable. The current downtime provides an excellent opportunity to assess your suppliers and explore potential alternatives. If considering new suppliers, it is advantageous to conduct trials and address any challenges during the off-season, allowing for the exploration of alternative options.
By taking this proactive approach, you can position yourself to negotiate from a position of strength, avoiding the non-negotiation phase that often arises when competitors are simultaneously seeking new suppliers. This allows you to secure the best possible deals.
Maintenance
The wear and tear experienced during the busy season is common. Use this time to address any necessary maintenance tasks, prioritizing them over several months to manage costs efficiently. This may include repainting walls one month and investing in new equipment the following month.
Furthermore, gaining a comprehensive understanding of your inventory will help you stay organized and informed, ensuring that you know exactly what items you have and where they are located. This knowledge is crucial during high-stress periods, preventing last-minute surprises such as inadequate supplies when setting up for important events, for example, not having enough forks for a gala dinner the next evening!
Also, maintenance includes your POS systems, ensure that they are updated with the correct buttons and click-throughs for easy reporting in the future.
Staffing & Training
Your key staff have just completed an intense season, so it is important to sit down with them and discuss the need for booking annual leave to recuperate. By scheduling this leave in a staggered manner, you can ensure that your team is refreshed and ready for the next end-of-year season.
In addition to conducting debrief sessions, identify any standout employees and consider offering them further training opportunities. Developing a training program for potential leaders will help distribute the workload more evenly and cultivate a culture of expertise across the team.
Consider cross-training staff across various venues to enhance their skills and provide them with a sense of achievement. This approach facilitates the sharing of knowledge across venues and reinforces the collective spirit within the events team, transcending the mindset of merely handling events individually.
Menu Planning
Effectively managing costs and maximizing revenue are priorities when planning a menu, while maintaining a positive relationship with your chef is essential. Engage in discussions with your administrative team and chefs to review the menu and establish new practices.
Identify higher-yielding menu items to assist the chef with their COGS and also prioritize items that require minimal labour to balance out a function. Physically highlight these items and keep them visible during the planning process.
Incorporate the practice of proactively promoting these highlighted items to clients, and consider cross-selling items over multiple days to facilitate batch cooking. This approach not only streamlines operations but also builds a collaborative relationship with the chef and may even lead to unexpected bowls of chips next to your desk!
Spots leading up to the Christmas season, to fill up quickly, reach out to us today to guarantee your spot with Table One Collective at hello@tableonecollective.com.
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