Training Manual

Function Rooms – Prep & Clear


Trainee Information3

Certificate of Completion4

Introduction 5

Function Requirements – Function Sheet6

Ensuring the Room is Ready for Use7

Replenishing the Function Room7

Function Room Check List8

General Standards of Presentation & Service9

Types of Room Set-up10

Self Assessment Test11

Training Manual

Function Rooms – Prep & Clear

This Manual is designed to provide you, the employee, with a full knowledge of how set-up and clear function rooms, for all types of function. You will understand the procedures associated with clearing a room down in its entirety after functions and the importance of adhering to procedures associated with setting up function rooms.

Trainee Information

Name: ______



Commenced:______/ ______/ ______(DD/MM/YYYY)


Completed:______/ ______/ ______(DD/MM/YYYY)


Completed:______/ ______/ ______(DD/MM/YYYY)

Certificate of Completion

I ______(Manager/Supervisor) hereby certify that ______(Employee Name) has successfully completed their training in “Function Rooms – Prep & Clear” and is fully qualified under the requirements of the establishment in which they are employed herewith.


(Signature of Manager/Supervisor)




(Signature of Trainee)





When setting up Function Rooms for service, there are many aspects which need to be taken into consideration. What type of function is it? How many people will be attending? What type of set-up is required? All this will be looked at in this Training Manual associated with Function Rooms and their set-up and clearing procedures.

Staff are required to have an excellent knowledge of the full set-up requirements associated with Function Rooms and their usage. Many different items of equipment are used in the setting-up of a room, depending on the use required. Food may, or may not, be served, but ‘customer service’ will always be the most important aspect of setting up a room.

A Function Room will be used for anything from a Conference, Wedding, Roadshow and so on. The uses are limitless, and each event will be different. It is important to remember that one customers’ requirements will be different from another.

Function requirements – Function Sheet

Most organisations will have a Function Sheet, or a document detailing all the requirements for the particular function that is required. It is essential that all details on this form are adhered to and followed to the letter. Different types of function are:


Conferences or Seminars




Although this list is not exhaustive, it gives you a good idea of the different styles of set-up which can be required.

The Function Sheet will also detail:

The type of set-up required for the particular function, and the numbers of people expected at the event.

The table (or exhibition) layout required and how many tables are needed.

Items required to be placed on each table e.g. glassware, stationery items, chocolates, etc.

What levels of music is required (if any) and the type of music to be played.

Presentation equipment required for the particular event e.g. projectors, VDU screens, etc.

It is essential that all items on the Function Sheet are followed and set-up exactly to the requirements of the customer.

Ensuring the Room is Ready for Use

In order for a Function Room to be ready for use, there are some basic requirements that are needed prior to ANY set-up.

All floors should be vacuumed/swept and kept clean.

If required, air fresheners should be used in the room.

Air conditioning should be tested and at an acceptable level.

All lighting needs to be checked, and any blown bulbs should be replaced.

All equipment is tested to check it is in good order.

All furniture is undamaged and clean of stains.

Replenishing Function Rooms

On the Function Sheet, specific times will be detailed for staff to replenish items at a meeting, conference, seminar, etc. You will need to be aware of the times and the requirements detailed. Requirements can be:

Additional stationery may be required

Re-positioning of tables and chairs when customers leave for a break in proceedings.

Water, chocolates, flip-chart paper, etc may need to be replenished.

Dustbins will need to be emptied on a regular basis.

Keep a regular check to ensure the room smells fresh, is warm/cool enough and looks tidy.

It is important to remember that while the function is taking place, customers should not be disturbed in any way. All personal possessions should be made secure from unauthorised access.

Function Room Check List

Any Function Room set-up should be complete ‘at least’ 30 minutes before the function is due to begin. This will enable the organisers of the function to prepare their own last minute items. A good checklist to use, before handing the function room over to the customer is:

Air conditioning is set at the correct temperature, depending on the type of function.

All the set-up requirements of the function organiser have been met (use your Function Sheet to check this)

How does the room smell. There should be a ‘clean’ smell, and no overpowering odours.

Music levels are correct.

The lighting is at the correct level and all bulbs are working.

Table settings are correct and tables are positioned correctly.

Any presentation equipment is turned on and working.

All stationery required is set out and neatly placed, as required.

All floors are cleaned/vacuumed.

If any last minute changes are required, that these are done with the full knowledge of the Function Manager/Supervisor.

General Standards of Presentation & Service

It is important to follow the highest standards of presentation and service at all times. A good checklist to use is:

Furniture used in presentations, such as lecturns, should be wiped down after every event to keep them in good order.

All table tops should be wiped clean after each function and chairs should be brushed down. Any marks or damage should be reported immediately to ensure furniture is at the highest standard when needed again.

Check tables to ensure that there are no wobbles. Adjust table legs if required.

After each conference, tables and chairs must be cleared and placed in the required position for the next event. If they are required to go to storage, this should happen immediately.

Any electrical equipment used should be stored according to company requirements.

Table settings should be presented in a professional manner, with all items clean and undamaged.

Types of Room Set-Up

Theatre Style:

A general rule of thumb for theatre style is:

All chairs are placed in straight lines.

All chairs are straight and evenly spaced.

The top table is positioned correctly.

Boardroom Style:

A general rule of thumb for Boardroom style is:

A large table (round or straight) will be placed in the function room.

All chairs are placed around the table, evenly spaced. Check the number of people attending.

Place additional tables, as needed, in the room to make a sideboard or refreshment area.

‘U’ Style:

A general rule of thumb for ‘U’ style is:

Tables are placed in a ‘U’ shape, (a square with an open end).

Ensure the tables are placed in the centre of the room.

Ensure that chairs are evenly spaced around the tables.

There are many other types of function, and your supervisor will inform you of the requirements and provide a layout drawing for each setting.


The following test is designed to assist you in remembering all the things you have learnt in this Training Manual.

1.What function rooms does your hotel have?


2.What different styles of table set-up are there?


3.What are important points to check prior to setting up a Function Room?


4.What types of items will you need in order to replenish rooms?