FUNCTION CATERING

BANQUETS

HISTORY

The term a banquet means a formal meal with the toast and short speeches. However, in
the hotel industry, it refers to all kinds of function catering.

Banquet department is another department that comes under the food & beverage
department headed by a banquet manager. The functions are all carried out in the banquet
halls, the size of which varies from hotel to hotel. The banquet is one of the major
contributors to revenue.

TYPES OF FUNCTIONS

Types of functions can be divided into two broad categories:

Formal
Informal

Formal Functions: In a formal function certain procedures have to be followed

such as seating the host, chief guest, guest of honour, and the invitees, serving the
food and beverages are decided by the host. This should be strictly followed
during the function. Dress codes are insisted upon and controlled behavior of the
guest prevails.
Functions of the state, military, formal wedding breakfast are some of the
examples of the formal function.

Informal Function: in an informal function there are no formalities and

procedure are followed on seating, serving, and dress code. The service is
indiscrement on the basis of sex and rank. These functions normally include
entertainment. The behavior of the guests is usually casual.
Functions like birthday parties, cocktail parties, wedding anniversaries, birthday
parties, wedding reception, dine and dance parties, etc.

Functions can be further be classified into the following types according to the
purpose:

Social Function: This purpose of type is to meet people, make new friends,
entertain oneself, and build relations. For example: cocktail parties, receptions,
birthday parties, wedding anniversaries, dine and dance parties.
 Public relations: these are organized by the business houses in order to make the
consumers aware of their presence and to establish relationship with them.
Exhibition, contests for home makers, fashion shows, dealers meetings, etc are
some examples.

Conferences: this type of function is to share the knowledge and expertise and to
discuss on matters of concern. Political conferences, trade unions conferences,
international and national conferences on important issues etc. are some examples.

Some of the following are the functions organized by the banqueting department
of the hotel:
Workshops
Seminars
Conferences
Fashion shows
TV shows
Wedding reception
Birthday parties
Alumni meet
Club members meet
Beauty pageants
Training sessions
Exhibitions
Graduation party
Cocktail party

Whatever maybe the kind of function following facilities would be provided to the guest:

Food and Beverage

Other amenities including seating, audio, video, stage, lighting, press meeting etc
which could vary from person to person.
 BANQUETS

HIERARCHY

F&B manager

Banquet manager

Banquet sales manager Banquet Operations Manager

Asst. Banquet sales manager Captain

Sales Executives Stewards

Casuals

DUTIES AND RESPONSIBILITIES

1) Banquets Manager:

a) Should look after the overall functioning of the department and reports about the
same to Food and Beverage Director or Food and Beverage manager.
b) Formulates the budget for banquets in the beginning of an accounting year.
c) Formulates plans and strategies so as to achieve the proposed budget.
d) Draft the contracts made for usage of banquets.
e) Plan the menu for a banquet event along with the respective chef
f) Ensure compliance with SOPs, Banquet event orders, safety regulations and
procedures and ensure optimal level of service, quality and hospitality.
g) Meet the customers to review banquet event orders and review any changes to be
made in it or check for any problems/issues that might arise
 h) Calculate and prepare the daily service charges and payroll ensuring accurate and
prompt notification about the same to accounts department.
i) Supervise and control the banquet associates including Asst. manager, captains,
and servers.
j) Interview, recommend hiring, schedule, train, develop, empower, coach and
counsel, resolve
Problems, provide open communication, recommend and conduct salary and
performance appraisals.

2) Banquet Sales Manager:

a) He is responsible to look after the sales and marketing of all the banqueting venues the
hotel has.

b) He is responsible to schedule, train and ensure optimum performance from the sales
executives working under him and report about the same to Banquet manager.

c) He conducts meeting with corporate houses and other potential contract makers with
the hotel and formulates a contract on the basis of their requirement.

d) The sales department which he overlooks is responsible to sell the product (banquet
venue) to guests and thus it becomes mandatory to showcase good salesmanship.

e) He also conducts meetings with the guests and knows their requirement and
preferences about the event.

f) Conduct a market study and finalize onto costs that suit the environment.

g) Co-ordinate with banquet operations and kitchen to promote the sale of any particular
product.

h) To brief and train his team on various sales techniques so as to maintain and increase
the clientele for the hotel.

i) Formulate annual sales budget and report the same to banquet manager.

3) Assistant manager sales:

a) Assist banquet sales manager in performing his day to day duties.

 b) To identify potential customers and corporate houses and have an initial/ routine
sales protocol followed.
c) To be in constant contact with existing as well as potential customers and fix a
meeting as and when required.
d) To control and supervise the actual operations carried out in the banquet sales
department.
e) To prepare duty roasters and cater to the leave requirements of his subordinates.
f) To supervise the maintenance of the documents and proper filing of the same.

4) Sales executives:

a) Maintaining a database of all the existing customers.

b) Maintaining all the essential documents and proper filing.
c) Keeping the track of all the petty expenses incurred by the sales department and
maintaining corresponding documents.
d) Monitoring the volume of business given by the corporate houses in contract with
the hotels.
e) Assisting the assistant manager in his day to day duties and responsibilities.
f) Making documents such as banquet event order according to the guest
specifications and ensuring the distribution of the same to corresponding
departments.

5) Banquet operations manager:

a) Ensuring compliance with the SOPs safety regulations and procedures that are
essential in banquet operations.
b) Coordinating with corresponding departments to meet the guest requirements
mentioned in banquet event order.
c) Formulate operations budget and report about the same to banquet manager.
d) Calculate and prepare the daily service charges and payroll ensuring accurate and
proper notification about the same to accounts department.
e) Supervising proper sanitation and hygiene measures are taken during day to day
operations.
f) Responsible to authorize store requisitions in order to maintain their inventory
levels.
 g) To plan the most appropriate style of banquet in order to meet the guest
requirements.
h) To plan and supervise the setup of the banquet venue as well as the buffet setup.
i) Supervise the overall functioning of the operations in a smooth manner with a well
trained operations team.

6) Assistant manager operations:

a) To maintain a liaison between the operations team and banquet operations

manager.
b) To supervise the actual operations conducted in any banqueting event.
c) To prepare the duty roster and cater to any leave requirements by his subordinates.
d) He is responsible to overlook all the preparations made according to the guest
specifications mentioned in the banquet event order.
e) He executes the plans made by the banquet operations manager according to the
guest specifications.
f) Coordinating with corresponding departments in order to make the necessary
arrangements required for the banquet event according to the specifications.
g) Ensuring that the banquet setup and buffet setup has been done as planned and the
guest requirements have been met.
h) Maintaining contact with the guest before, during and after the event and ensuring
optimal services are being offered.

7) Captains:

a) Assign sections of work to stewards.

b) Conducts beginning of shift briefing and end of shift briefing.
c) Ensures that the banquet has been setup as well as the buffet setup according to the
guest specifications.
d) Should know to operate the EPOS.
e) Ensures discipline and proper grooming amongst his subordinates.
f) Caters to any personal requests of the host.
g) He is the bridge between the manger and the guest and is responsible to convey
any guest requirements.
h) Ensures adherence to SOPs at all times during the course of event.

8) Stewards:

a) Acts according to the orders given by the captain.

b) Responsible for setting up the banquet area as per the guest specifications.
c) Responsible for the service in the section allotted to him.
 d) Ensures refilling of buffet counters from time to time and proper upkeep of water
stations.
e) He ensures that all the trainees and apprentices do their assigned work properly.
f) They are responsible for stock taking and maintaining the inventory levels.

9) Casuals/Bus Boys:

a) Assist the stewards in their day to day responsibilities.

b) They are responsible for the clearance of the banquet area during the course of the
event.
c) Coordinating with the kitchen stewarding personnel to ensure upkeep of the
banquet area and proper sanitation and hygiene standards.
d) Assist stewards in the closing duties such as winding up the banquet area.

BOOKING PROCEDURE

Function Booking and organizing

1. Booking may come by mail, telephone call or through a person visiting the
hotel directly.
2. The booking diary is checked for the dates asked for are available or not.
3. If the booking date is not available then in that case the guest is politely
declined and/or offered a separate date depending on the type of function.
4. If the date is available then the entry of the same is made in the booking
diary and a confirmation through mail is given to the guest.
5. Any tentative bookings are kept only for a period of 72 hours from the date
of the booking.
6. A deposit equivalent of 25% of the hotel expected billing is required to
confirm a banquet booking.
7. If there are too many bookings on the same day then all the queries are
jotted down and qued up pertaining to the type of function, basic
requirements, no. of pax, facilities required etc.
8. Entire days queries are compiled and discussed with the manager at the
4oclock meeting as to which business to take forward and which to refuse
9. After the decision the calls to the guest are made either on the same day or
on the next day morning.
10. Proposals are emailed and the guest is invited to the hotel for a one on one
meeting.
11. At the initial meeting with the client all the points given by the guest are
noted down and only when the client looks convinced on the negotiations
the details are then mentioned in the banqueting diary in pencil. The details
are inked only when the proposals is confirmed in the form of signing the
contract. The following are the essentials of the discussion:
a) Date and time
b) Hosts name/organizations name/contact details/address
c) Type of function
d) No of pax guaranteed and expected
e) Venue of the function
f) Price per head
g) Menu- dietary needs,veg/non veg food
h) Price per head
i) Method of service
j) Type of table plans
k) Wines/alcohol inclusive/rate package/corkage
l) Extra charges of additional required facilities
m) Mode of payment
12. Looking at the budget given by the client the menu is planned and if wished
by the guest he is invited again for a tasting of the food. Usually at such
meetings the sales executives have samples of menu which would fit into
the budget sp provided by the guests.
13. Finally the contract is drafted between the Hotel sales and the guest and the
guest signs for the same. Any corporate if featured on the credit list is not
asked for an advance
14. For all other parties the advance is a mandate to confirm the booking:
a) 30 days out-100% advance
b) 50 days out-50% advance
c) 75 days out-25% advance
15. Function cancellation fees is also decided and communicated in terms of
the amount and the date deadline for cancellation.
16. Function prospectus is made incorporating all the requirements of the guest
17. An evening in prior a function sheet is mailed to all the departments for the
knowhow of all the functions that would be taking place the next day.

Function Prospectus:

The detailed information is collected and entered in the FP and signed by the
banquet manager and the food and beverage manager. The copies are then sent
to the following departments:
Front Office: being the first point of contact, invitees always enquire about the
venue at the reception.
Housekeeping: Responsible for cleaning and decorating the function hall,
cleaning the cloak rooms, making floral arrangements, linen requirements etc.
Maintainance: Responsible for ensuring all electric gadgets, A/C, AV
requirements are in order.The maintenance staff is recruited at the hall for any
emergency requirement
Kitchen: provision of dishes offered in the menu on time and inadequate
quantity. They need to plan in advance and dietary requirements have to be met
with.
 Control: They are notified about the per plate pricing and no of guaranteed
and expected. In a lot of hotels the plate count is maintained by a personnel
from this department and advances collected are verifies by them.
Security: For ensuring adequate security and traffic controlling.

ORGANISING THE FUNCTION

ON THE DAY OF THE EVENT

Check staffing, briefing and grooming

Inspect the mise en place and mise en scene
Ensure all the requirements of the guest have been met with
Inspect cleanliness
Check the bar counters (if any) if adequately stacked with all glassware and
equipments etc.
Assign and allot tables
Run through the entire service procedure

DURING THE SERVICE

Ensure the food and beverages are served according to the instructions and on time
If plated food reaches at the correct temperature and a correct head count is made.
Fuel containers are frequently topped up (chafing dishes)
Clearance of cutlery and crockery done swiftly
Temperature of the hall is at comfortable levels
Monitoring the entire service procedure

AFTER THE FUNCTION

Tables are cleared
Soiled service equipments are sent for washing
A/c is switched off
Food containers on the buffet are cleared
Buffet counters are dismantled and stacked
Chairs are stacked
Soiled linen is counted and sorted and sent to the laundry
Bar is closed and the inventory is taken
Settling the bar cash with the controller and returning any bottles empty,
consumed or full to controls.
 Settling the banquets bills in the system

SEATING PLAN

In all the formal table plans, the seating of guests should be decided with the
consultation of the host He/she will decide who will be seated at the top table and
other tables.

*The seating plan should be displaced in a prominent position in the pre-function hall
or near the entrance of the function hall so that the guests will know where they have
to sit and where their table is positioned.

*The copy of the seating plan should be given to the organizer and the manager for
reference.

*While seating the guests, avoid seating them with their backs to the top table
as far as possible. However, it is not possible in the plan of top table with
round tables.

Note that the names are listed in alphabetical order for quick search. On the table allotted,
the name card will be placed at the head of each cover, thus making the guest find his/her
cover easily.

LAST NAME FIRST NAME ALLOTED TABLE NO.

Dr Acharya Gopal 4
Mrs Acharya Nalini 4
Mr Agarkar Ranjit 7
Mr Ahuja Manoj 5
Mrs Ahuja Maya 5
Dr Apte Ramesh 4
Dr Apte Anjali 4
Mr Awasti Anup 7
Mr Chandrawargar Pratap 3
Mrs Chandrawargar Anita 3

Quick review

SEQUENCE OF FORMAL BANQUETING SERVICE

Guests get assembled in the Ante room.

Small welcome drink or mocktail may be served to the guest in the ante room
 Seating plan is displayed or announced for the guest. Tables are numbered
avoiding the number 13.
Stewards/ waiters line up behind the head table and other tables.
Guests are seated and serviettes placed across the leg
First course is served to the head table followed by the other tables.
Clearance also follows the same order.
The subsequent courses take the same procedure.
Toast may be raised in a break between the courses or it may even be raised at
the beginning or the end of the party.
Whenever toast is raised it is to be announced by the Toast Master.
The Toast master is only responsible for the raising of Toast, the rest of all
announcements are normally carried out by the MOC.
The service could be a pre-plated service or silver service at times, but strict
observance of the codes is followed.
All the guest seated in the head table are given the honor of name cards
whereas the guest in the other tables are either numbered or named as per the
choice of the party.
To facilitate the service system different systems are used which can vary from
hand gestures to light signals.

BRIEFING

Briefing of staff refers to issuing service instructions. During briefing, the personal
grooming of the staff is inspected and the stations are allotted.
Experienced staff are normally allotted top table and the aged staff are allotted the
stations near the entrance, thus minimizing the walking distance. The queuing
instructions and the signal that will be used during the service will be briefed in
the case of formal service.
The number of covers allotted to each waiter and numbering of the covers, the
person who will be doing the service of water, when to keep the bread basket and
butter dish, when to do the clearance, when to serve wine for toasting, etc. will be
briefed for the formal service.
In the case of buffet, what dishes will be kept where in which containers, who will
do the replenishing of dishes, man the buffet, serve water, do the clearance work,
and serve the sweets will be discussed,
What dishes and how much will be served by the staff will be briefed to the staff.
 SERVICE PROCEDURE AT FORMAL FUNCTION

In a formal banquet, normally four course menu is offered which includes appetizer or
soup, fish, main course, and sweet.

Following is the service procedure of continental menu implemented during the formal
function:

Aperitifs are served to the guests at the pre-function area and the invitees take a look at
the seating plan pasted at the entrance of the hall. The service of drinks lasts for half an
hour and then the toastmaster strikes the gravel and announces in a clear voice, 'Ladies
and gentlemen, the dinner is served'. The guests go into the dining hall and wait till the
host and other guests at the top table take their seats.

Bread and butter are placed before the arrival of the guests.

The supervisor signals and the waiters line up at the hot plate as previously briefed to the
staff and take the food in a line.

The top table waiters serve the food first; the other waiters serve at their stations once
the service at the top table commenced.

Service staff leaves the room in a line after each course is served.

Two waiters forming a team do the clearanceone standing just back of the guest
holding a large tray and another taking away soiled plate from the right-hand side and
placing gently on the tray, cutlery separately, and moving to the next guest.

The other waiter holding a pile of clean half plates, places the plate with the help of the
cloth from the right-hand side for the fish course.

Collect the fish and serve from the left-hand side. Take the dish back after serving.

Clear the soiled plates as explained and place the full plate for the main course.

Collect the main course, potatoes, and vegetables.

One serves the main course, followed by the second with potatoes, and the third with the
accompanying vegetables. Serve the accompanying sauce.

Clear the soiled plate as discussed along with the side plates.

Take away the bread baskets, butter dishes, and cruet sets.

Do crumbing and adjust the cutlery for the sweet course.

Serve pre-plated sweet from the right-hand side.

Clear the soiled plate.

Serve the wine to all the guests for toast.

Toastmaster announces the toast.

Host proposes the toast raising the wine glass.

Toastmaster announces chair's permission to smoke.

Coffee cups placed from the right-hand side, sugar bowls with teaspoon kept on the
table.

Coffee is served from the right-hand side.

{Note: In the formal food service, no second helping of food is offered.)

As soon as the top table's plates are removed, the plates of other guests seated at the other
tables should also be removed.

The waiters should not commence the service or clearance without the signal of the
supervisor. Before giving the signal for clearance, the supervisor ensures all have
consumed the meal. No precedence is given to rank or sex other than top table.

In the formal function, the seating of the guests at the top table will be decided by the
host The chief guest or guest of honour is seated to the left of the host, Mrs Chief Guest
or guest of honour is seated to the right of the host, the hostess is seated to the left of the
chief guest or guest of honour.

In a small group of 10 to 15 guests, the host is seated at the head of the table, Mrs. Guest
of honour to the right of the host, the hostess at the tail of the table, and the guest of
honour at the right of the hostess.

While serving at the top table, who should be served first is often debatable. Some say
Mrs Guest of honour should be served first and others argue that the host should be
served first in formal function. The best way to do is to consult the host and carry out the
way he/she wants it to go as it is his/her functions and he/she is the host.
 PROCEDURE OF A TOAST AT A FORMAL WEDDING

Toast will be generally announced by the toastmaster as soon as the sweet course is over
and before the service of coffee. The table should be cleared and the glasses filled with
wine. No guest is allowed to smoke until the toast is over.

The toast is announced by the toastmaster and is then proposed by the host of the
function. After the toast, the toastmaster announces that the company present has the
chair's permission to smoke.(Which according to the laws of the land would have to be
initiated in the secluded smoking room only)

Each formal function normally has a toast and the timing of which and the list of toasts
who

Will propose and who will replywill be discussed prior to the function. Following are
the two procedures of toasts practiced during the wedding function. The cake, which is
the focal point, should be neatly presented on a silver tray with a knife and kept ready for
the newly wedded couple to cut.

The bride and bridegroom cut the wedding cake.

Telegrams of wishes and congratulations are read out by the best man.

Cake and champagne are passed around for toasts.

Toastmaster announces toast to bride and bridegroom, proposed by bride's father or

close relation.

Response of bridegroomproposes health to bridesmaids.

The best man replies on behalf of the bridesmaids.

Toasts by close relatives of bride and bridegroom. Alternatively,

Champagne is passed around for toasts.

Toastmaster announces toast to bride and bridegroom, proposed by bride's father or

close relation.

Response of bridegroomproposes health to bridesmaids.

Best man replies on behalf of the bridesmaids.

Toasts by close relatives of bride and bridegroom.

The bride and bridegroom cut the wedding cake and the telegrams of wishes and
congratulations are read out by the best man. Cake and more champagne are passed.
*Toastmaster-Toastmaster is a general term, prevalent in the United States in
the middle 20th century, referring to a person in charge of the proceedings of a
public speaking event. The toastmaster is typically charged with organization
of the event, arranging the order of speakers, introducing one or more of the
speakers, and keeping the event on schedule. Such meetings typically include
civic events, service organization meetings, and banquets of various purpose.
In many meetings, a toastmaster typically addresses the audience from behind
a dais or from a podium. At stage entertainment events, especially ones
broadcast on live television, the toastmaster often takes the form of a master of
ceremonies, introducing the entertainment acts.

CALCULATION OF CROCKERY, CUTLERY AND GLASSWARE

While calculating for informal banquets for 200 pax:

-200 spoons,glasses ,cutlery plus 1.5 times par to be maintained.

In formal banquets only 0.5 times par stock to be maintained since everything
on the table already.

Table Plans and Arrangement

Chevron/v shape/herring bone

Crescent shape/Cabaret
 OUTDOOR CATERING

It is important to take care of the following steps to ensure successful outdoor catering

Preliminary survey of the place

Analysis of the menu for identifying the requirement of cooking and service
equipment

Preliminary survey of the place

Check the following things:

1. The distance from the hotel ,travelling time during the peak time and lean traffic,
which would give the caterer a clear idea of when to start for the venue
2. The availability of water, power, and gas. Accordingly the provisions for the same
have to be made.
3. Shops, if any, nearby for the availability of raw materials in an emergency.
4. The size and shape of the area. Is the function to be catered indoors or outdoors n
the open? Would there be a requirement of a shed.
5. Availability of the toilet facility. If unavailable , temporary one should be erected
which should be far away from the source of clean water supply
 6. Identifying a suitable area for kitchen stores, pot washing, service area,
entertainment if any, parking and hand wash
7. Facilities of garbage disposal

Analysis of the menu

1. The no. of dishes to be prepared on site

2. The area required to be able to prepare the dishes
3. Containers to be used for storage and transportation
4. Storage area required-dry stores, vegetables and fruits
5. Materials required to be able to prepare the dishes on site
6. Preparation equipments required-grinders, mixers etc.
7. Cooking equipments required-hot plate, ranges, fryers, boilers etc.
8. The no. of gas ranges,fryers,boilers etc required
9. No. of gas cylinders required and no. of gas connections required
10. Cooking vessels required
11. No. of work tables required
12. Service equipment requirements-numbers, cutlery, crockery, glassware, linen,
disposables etc.
13. Setting up temporary bar-supplies
14. Fire extinguisher, power generators, security staff, first aid kit,etc

STAFF REQUIREMENT CALCULATIONS

The number of staff required for a function is determined by many factors:

No. of people to attend

Type of function
Type of food service
No. of dishes offered
Provision of alcoholic beverages

In a formal banquet

1 food waiter: 10 covers

1 wine waiter: 15 covers (on charge)

1 wine waiter: 25 covers (not chargeable)

1 supervisor: 30 covers
In a buffet banquet

1 waiter: 20 covers (usually dependant on the no. of stations)

1 supervisor: 75 covers

1 head wine waiter: 4-5 wine waiters

TABLE REQUIREMENT CALCULATIONS

For a menu like the one mentioned below:

Green salad,Russian salad

Cream of tomato soup

----

Roti and naan

Vegetable cutlets
Chicken vindaloo
Mutton kolhapuri
or
Paneer do pyaza
Bhindi Fry

Peas pulao
Steamed Rice
Dal Makhani
Dahi
Papad,pickle

-----

Fruit salad

Ice cream

Assuming the party caters to 200 pax and 100 pax are expected vegetarians

We set up different counters for veg and non-veg

The area allowance of a buffet counter =1.5

 The non-veg counter has 9 items (above menu) =1.5*9=13.5

For water station: 2 round tables of 3 dia

For soup station: 1 buffet table

For sweet station: 1 buffet table

For clearance: 1 buffet table

Plastic bins lined with disposable bags: 4 nos.

Size of a buffet table: 8x 2.5

Therefore no. of buffet tables required:

Soup section: 1

Vegetarian counter: 2

Non veg counter: 2

Sweet counter: 1

Clearance counter: 1

Total buffet tables: 7

No. of round tables required:

Water station:2

Total round:2
 FORMATS

BANQUETING BOOKING DIARY

BANQUET CAPTAINS REPORT

BANQUET FOLLOWUP FORM
FUNCTION PROSPECTUS