You are working at a large dinner banquet for 200 that is being held at the hotel. Guests begin to arrive, and suddenly, there are 100 additional guests left standing without seats. The Event Planning department is in charge of tables and chairs, and the Catering department is in charge of the food. What would you do?
The correct answer and explanation is:
Correct Answer:
I would immediately inform both the Event Planning and Catering departments about the unexpected additional 100 guests, then assist in coordinating a swift solution by helping Event Planning secure extra tables and chairs, while ensuring Catering is aware to prepare more food. I would also communicate calmly with the guests and reassure them that arrangements are being made.
Explanation (300 words):
In any service-oriented role—especially in hospitality—unexpected challenges can arise. The key to resolving them effectively lies in communication, collaboration, and staying calm under pressure.
In this scenario, 100 unexpected guests arrive at a banquet designed for 200, creating an urgent need for additional seating and food. The first step is notifying the relevant departments: the Event Planning team, which handles tables and chairs, and the Catering team, responsible for food. Clear, immediate communication ensures both teams are aware of the situation and can begin making necessary adjustments.
Next, I would take initiative to help find a solution, not simply delegate. For instance, I could assist the Event Planning staff in locating and setting up extra tables and chairs from storage areas or nearby event spaces. This shows teamwork and a commitment to guest satisfaction.
Simultaneously, I would coordinate with Catering to determine if there’s sufficient extra food on hand or if quick supplemental dishes can be prepared. Catering often plans for slight overages, so it’s possible to stretch the menu temporarily while additional food is made.
Equally important is guest communication. Politely and professionally reassure the standing guests that accommodations are being arranged promptly. Offering them refreshments or temporary seating options, if available, can reduce discomfort and anxiety.
Ultimately, this approach demonstrates leadership, teamwork, problem-solving, and customer service—qualities essential in hospitality. While the departments have specific responsibilities, working together ensures a smooth, positive experience for all guests despite the unexpected increase.