Meeting service and AV equipment — good hosting
Meetings, booking, reception and food at the meeting in company service
Introduction
The subject «Good hosting» (Det gode værtskab) takes up 15 school days in the company service specialisation — just as much as «Food and service». You are the one guests meet first, and the one who makes sure the meeting can start on time.
What you must be able to do
- 01Plan, prepare and carry out service tasks at meetings and small conferences, including table setting, decoration and catering.
- 02Purchase and order catering and meeting materials and know about meeting budgets and bookkeeping.
- 03Book and coordinate meeting facilities in the systems the workplace uses.
- 04Prepare and operate AV equipment: projector, sound system and video conferencing equipment.
- 05Know reception functions and handle documents with due regard to GDPR.
- 06Show good hosting and read the guest's behaviour.
Before the meeting: checklist
- 01Is the room booked for the right time slot, and does the meeting organiser know where it is?
- 02Are the tables and chairs arranged as the meeting organiser wants, and has the table been set?
- 03Has the catering been ordered, and does the kitchen know when it must be ready?
- 04Are the projector, sound and video conferencing switched on and tested — also with an external participant?
- 05Are water, glasses and the necessary materials in place?
- 06After the meeting: tidy up, switch off the equipment and get the room ready for the next meeting.
GDPR at reception
The sub-objective says you must know reception functions and handle documents with due regard to GDPR, the data protection rules. Do not leave papers with names or information lying around, and follow the workplace's rules on how documents are stored and thrown away.
Food at the meeting
When food is served, the food hygiene rules apply. Four temperatures and one time are worth knowing by heart:
| Rule for the food | Numbers |
|---|---|
| Chilled food out of the fridge in total (incl. preparation and serving) | No more than 3 hours |
| Cooling of hot food | From 56°C to 10°C in maximum 4 hours |
| Heating without a documentation requirement | At least 75 °C |
| Heat maintenance | Constantly at least 56 °C |