Reference no: EM133103440

Event Planning and Conventions Management

The Dilemma

Read the following case study and answer the questions which follow.

Eric took on the task of planning for a large two-day convention to host 400 attendees. He assigned the task of managing the catering to Raoul. Two weeks before the conference he checked with Raoul only to find out that Raoul was making all the arrangements with the caterer but had not confirmed the number of attendees with the 10 different participating bodies.  He indicated to Raoul to get on it and the ramifications of not confirming the numbers. Raoul nodded okay and indicated he would get on it. The next week Eric followed up with Raoul who this time indicated that 50% of the guests had now confirmed and he should get some more confirmations as the weeks go on.  Two days before the event the confirmations were at 75% and the day before the event 80% were confirmed. Raoul indicated to the caterer to provide for 90% of the attendees as he expected more would show up on the day.  

On the day of the event 100% of attendees arrived. You can imagine what happened on the first day. Guests complained of not getting enough food, especially for breakfast and the first coffee break.  Additionally, many guests complained that they were not catered for as the meals presented did not match their dietary restrictions. 

Please help me to answer the Questions?

1. Are there any negative implications for Eric the event planner in this scenario?
2. Identify how this situation could have been handled differently? Eric 
3. Are there implications for the caterer? If so What?
4. How might the attendees be impacted?
5. What accommodations do you think should be made for the second day? 
6. How should Eric and Raoul decide how many guests are to be served?
7. What guidelines should Raoul be following to ensure that he make reasonable accommodations for all guests?
8. What considerations should Eric and Raoul discuss in deciding what to serve?