Master-lists Conference and Banqueting
Ballroom & Meeting Spaces – OS&E
i. Scope
Covers guest-facing spaces used for events, conferences, banquets, and meetings. OS&E includes operational furniture (tables, chairs, stages), AV equipment (projectors, screens, audio systems), presentation tools (flipcharts, lecterns), and accessories (conference cloths, bins, ashstands).
ii. Standards (Fire & Safety, Electrical, Hygiene)
Fire & Life Safety:
- All soft furnishings (e.g. conference cloths, chair fabrics) must be flame-retardant.
- Furniture to meet local and international contract-use safety regulations, such as EN, BS, ANSI/BIFMA, or local equivalent (e.g. SONCAP).
- Fire certification (e.g. French M1) required for upholstery and finishes.
- Bins must be fire-safe for indoor public spaces.
Electrical:
- All AV equipment, electric projection screens, and any powered staging must meet international and local electrical safety standards (e.g., IEC, EN, BS, or local equivalent).
- Items like electric screens and lecterns should be coordinated with MEP or AV consultant to determine scope responsibility.
Hygiene:
- Only applicable if food service stations or high tables are integrated; otherwise not required.
iii. Samples / Brochures for Approval
Samples Required:
- Ballroom chair (1 full-size unit with final fabric and frame finish)
- Banquet/meeting table (1 unit with lock mechanism and top finish)
Brochures Required:
All other standard items (dance floors, AV equipment, screens, bins, ashstands, signage, crowd control posts, etc.)
iv. Project Stakeholder Input
- General Manager (GM)
- Conference & Banqueting Manager
- Hotel Operator / Brand Representative
- Interior Designer
- AV Consultant
- Engineer (for lighting and AV safety)
- Fit-out Contractor / GC
- OS&E Consultant (for compliance, logistics, procurement alignment)
v. Sustainability
- Prioritize:
- Stackable, lightweight banquet chairs and tables to reduce transport volume.
- AV equipment with low energy consumption.
- Reusable or washable conference cloths and skirts.
- Locally sourced materials where possible.
- Supplier sustainability credentials (e.g., ISO 14001, FSC for wood, Greenguard certification).
vi. Installation
- AV and screens: Installed by specialist supplier or AV contractor; coordination with electrical team.
- Dance floor and staging: Confirm load-bearing capacity and floor protection; must be easily demountable.
- Wall-hung items (screens, boards): Must be compatible with confirmed wall rail system; finishes coordinated with design team.
- Storage: Adequate secure storage must be identified for stackable furniture and mobile equipment.
vii. Other Important Points
Finish Coordination:
- All front-of-house items (ashstands, bins, signage, screens, etc.) to be finished in polished chrome/brass or matching tones approved by Interior Designer.
- Consistency between ballroom and meeting room colour palettes recommended.
Layouts and Planning:
- Architectural layouts to be submitted to preferred supplier (e.g. Burgess) for furniture quantity take-offs.
- Final layout plans confirmed in consultation with hotel management.
Furniture Compliance:
- Chairs: Stackable (up to 10 high); comply with BS 4875 Level 5 for contract use; stain-resistant, fire-retardant upholstery.
- Tables: Folding frame, stackable, safety-lock mechanism, contract use grade. Veneer finishes confirmed with designer.
Special Equipment:
- Pianos (if required): Finish must match event space; Disclavier option to be confirmed.
- Regional Additions: Confirm cultural or regional event items such as karaoke systems or Lazy Susans.
Screens and AV:
- Types: Projection, flipchart, whiteboard – wall-mounted, ceiling-hung, or mobile as required.
- Electric projection screens: Confirm whether OS&E or MEP scope.
- AV Setup: Coordinated by AV consultant; includes projectors, sound, lighting as applicable.
viii. Functionality
- Furniture must support flexible layouts: theatre, banquet, classroom, boardroom.
- Rapid setup and breakdown capability is critical – lightweight and stackable features preferred.
- Conference accessories (flipcharts, boards) must be mobile or easily relocated.
ix. Key OS&E Items – Ballroom & Meeting Spaces
- Ballroom chairs and tables (stackable, Burgess type or equivalent)
- Executive meeting tables and chairs (fixed or foldable)
- Lecterns
- Dance floor (portable/modular)
- Staging/platforms
- Projector screens and display boards (mobile or wall-mounted)
- Audio visual equipment (speakers, mixers, projectors, microphones)
- Conference cloths and skirts
- Bins and ashstands (including those in lift lobbies)
- Crowd control posts and signage
- Portable screens/dividers
- Information boards
