Buyer profile

Name of buyer  Jorden Lim (or Jenny Lim)

Company  America Express Credit Card (Consumer and Corporate Group Business)

Buyer Profile  Jorden is the VP of Amex Credit Card (Consumer & Corp Group Business).
He intends to hold a 2 day event with 120 of his staff to discuss the group plans for the next
financial year. He contacted you to meet up for an appointment to discuss the feasibility of
holding the event at your venue.

Hotel chosen: Grand Hyatt Hotel

Role Play by each students:

Top Management (Yi Ling)

Roles: Communicate with customers getting feedbacks, ensure that all departments are in
order and coordination. Decide on the major decisions when accidents happen, etc.

Financial Manger (Zerene)

Roles: Financial planning to estimate the budget planned for this event. Total budget spend
for the meeting such as guest rooms, meeting space, food & Beverage, audio/ visual
equipment rental, etc.

Event Coordinator (Vanessa)

Roles: in-charge of timing of the events, ensuring the flow of all events goes smoothly. As
well as planning for the transportation requirement etc.

Food & Beverage Manager (Pei Ni)

Roles: In charge of food requirement such as refreshment and any special type of food
requirements (Vegetarian, halal, allergic to any food, etc)

IT Manager (Johans)
Roles: In charge of the functionality of the IT equipments along with the equipments and
decoration and cleanliness of the meeting room.
Questions:

Event Details

1. When will the meeting be host (date)?

2. What time does your meeting start and how long (duration) is the meeting?

3. Is the meeting being host with everyone under one roof or be split into groups to hold the
discussion?

4. Is there any preference for the arrangement of the hall/room?

• U-shaped/ Hollow Square

• Theatre Style
• Classroom

5. If you are not interested in the above seating arrangement, is there any other arrangement
that you would preferred?

Cabaret Style:

Boardroom Style:

Banquet Style:
Reception Style:

Transportation Requirements

6. Do you need any transport service?

7. Any requirements on the type of car used?

8. Do you need any car that are use to fetch someone with high authority?

9. If your group are coming by their own, do you need us to reserve parking lots for you?

10. How many parking lots would you be require?

Guest Room Arrangement

11. Do you need any guest room?

12. What kind of rooms which you needed?

 • Single
• Single Deluxe
• Double
• Double Deluxe
• Suite
• Executive Suite
• Penthouse

13. How many rooms will you be needed for the different category of room you picked?

Food requirements

14. Do you require us to provide you the food and beverages service?

15. What are the food functions that you would like to have? (Breakfast, Lunch, Tea breaks,
Dinner and Supper?)

16. During the meeting, do you require us to provide you with the beverage?

17. The choice of drinks will be soft drinks, coffee, tea or plain water?

18. Do you need any snacks to be provided during the meeting?

19. For the lunch and dinner, you would prefer the buffet menu or the 10 course dinner
(Chinese/Western)

20. Is there any special requirements for the food? (Such as allergic to any kind of food,
vegetarian, halal or other)

21. Do we have to prepare their food separately for those affected staff?

22. How many staff is affected?

23. If taking the course meal, the drinks choice will be soft drinks, wine cooler, and
coffee/cappuccino/tea?

Logistic Planning:

27. Is there any needs of audio visual equipment for the meeting room?

28. What types of equipment do you need?

• Slide Projector

• VCD Player

• DVD Player

• High resolution TV screen

 • Overhead Projector

• Microphone with cord

• Microphone wireless

• Flip Chart with markers and paper

• Laser Pointer

29. Is there any other special requirements for your meeting?

Financial Planning

24. Do you have an approximate budget planned for this event?

25. Will you be holding similar event every year?

26. Would you be interested to sign up for a package at a special discount if your company is
holding the event again in our hotel for the next 3 years?