AL-Tuaam Catering and Event Planner managed the complete catering and event setup for Lahore Grammar School Township during their Qawali Night on 20 November. The event was attended by close to 500 people, comprising students, faculty and staff. The school required a cordial environment, hassle-free service and reliable event management. AL-Tuaam provided everything: stage decor, ambience design, food preparation, live stations, tandoor preparation, crockery and cutlery set-ups, staffing and logistics. The event was also timely and had received a good response from both the administration and the guests.

Client Background

Lahore Grammar School is a well-known Pakistani private learning network, which is known for academic standards, student activities and community-oriented events present in their school. Qawali Night is an event of students gathering to celebrate the music and culture in the township branch once a year.

Over the years, AL-Tuaam has collaborated with other branches of LGS and this has enabled both parties to communicate effectively and operate with confidence. The reason is that LGS Township chose AL-Tuaam once again is that they require a reliable organization to provide services, food quality and the team able to cope with the whole event without any supervision.

Event Challenges

Limited Material Meeting the Aesthetic Requirements

The stage and ambience desired by the school were based on mehroon and black palette and warm lighting. They demanded a rich and elegant environment with the minimum of decor and this demanded proper planning and consideration of lighting.

Managing a Large Guest Count

Nearly 500 guests were expected. The movement of food, sitting, movement of people and service needed a well-planned design and a team able to remain coordinated during the night.

Management of a Tawa Cooking Station which is Live

The live Tawa section added energy and aroma to the event, but it required quick hands, heat management, consistent hygiene and the capacity to deal with peak times without delays.

Ensuring the accuracy of the Strict Menu

There were definite expectations of salads, mains, breads, desserts and beverages at the school. The presentation and timing, as well as taste, were to be the same at the beginning and the end.

Managing Complete Logistics

All logistics such as staffing, crockery, cutlery, buffet set-ups, tandoor equipments, stage materials and lighting were handled by AL-Tuaam. This degree of responsibility had to be prepared.

The Proposed solutions of AL-Tuaam

Sparsely Decorated and Effective Stage Design

The squad designed a black background stage that was 16X20 feet with warm fairy lights. Pakistani Mehroon draping and selective accents were used to add depth and concur with the Qawali theme without the use of heavy props.

Thoughtful Space Planning

The venue was subdivided into seating, performing, buffet areas, the live Tawa area and beverage points. This was used to alleviate congestion and enhance traffic flow during rush times.

Food Preparation of high quality

On-site cooking and refill cycles, as well as prep were based on a food timeline in advance. Live Tawa station had sufficient employees to match the demand without losing speed, hygiene and presentation.

Professional Staffing

There were trained supervisors, waiters, cookers, tandoor masters and assistants who were given clear guidelines concerning the flow of service, communication with guests and safety of guests. They worked together and contributed significantly to the stability of the event.

Full Logistic Coordination

To ensure that all steps of the event were completed on time, a special logistics team was to be involved in the loading, transport, setting up and equipment inspection.

Execution and Implementation

Preparations were made early in the morning. The lighting, the stage and carpeting were put up first and the fairy lights were also tested first on numerous occasions to ensure a warm and consistent lighting. In accordance with the approved design, Mehroon accents were added.

The buffet was organised using chafing plates, stands and crockery as well as safety precautions. Live Tawa and tandoor stations have been located in a way that does not interfere with the performance.

Menu Prepared

Salads: Kuchumber Salad, Plum Sauce, Mint Raita.

Desi Buffet: Chicken Qorma, Chicken Tawa Qeema Taka Tak (Live).

Live Tandoor: Sesame Naan, Garlic Naan, Roghni Naan, Tandoori Roti, Kalonji Naan, Tandoori Paratha, Khameeri Roti.

Dessert: Gulab Jamun

Fluids: 7Up (340 ml), Mineral Water (1.5 L)

Guest Management

Visitors were led to their seats upon arrival. The performance was made comfortable and warm by the use of lighting and the colours. The live Tawa station was a favourite and contributed to the general experience of the guests. Walkie-talkies were used by supervisors in the coordination of service, refills, as well as movement of staff.

Closure

The staff transported equipment, cleaned the place and left it in good condition. The school administration was thankful for the smooth running, regular service and the professionalism of the staff.

Results and Impact

Strong Visual Appeal

The design of the event demonstrated that careful use of lighting, colour selection and use of very few elements can combine to create an atmosphere that is welcoming and friendly to the entire attendees.

High Guest Satisfaction

Visitors liked the fresh food, constant service, refills without any difficulties, as well as the vitality brought by the live Tawa station. The experience was ordered, pleasant and authentic to the theme.

Timely Delivery

The team made the setup, service and dismantling on time. This proved the importance of having coordinated planning and made the evening comfortable with a huge crowd.

Enhanced Customer Relationship

The successful event added credibility to the relationship between AL-Tuaam and LGS and future planning is simplified hence communication can be strengthened by having a proven performance.

Key Learnings

Lighting with very minimal decorations

The use of controlled lighting, warm colouring and a minor amount of proper accents was evidence that you can use depth and atmosphere without using heavy or expensive decor items.

Live Stations need to be well coordinated

Live cooking requires rapidity, straightforwardness and an intelligent design. When such works are joined, the service remains uninterrupted even in the most active time.

Zoning enhances the flow and comfort of guests

The division of the venue into seating, performance and service areas minimized the crowdedness and assisted the guests to move around and enhanced the total experience from the entrance to exit.

Proper Client Communication Solves Problems

Frequent changes and open planning made sure that the menu, schedule and design were as per the expectations. This prevented confusion and ensured that the decision-making was simple.

Professional employees determine the guest experience

The attitude of a trained and confident team directly influences the experience of the guests during an event. Their availability enhanced regular service, comfort and professionalism of events.