Unit 4.

Banquet and Outdoor catering Services

Introduction
Banquets are special functions organized for professional, social or state occasions. Banqueting
is the service for these functions and is different from the usual service offered in restaurants.
Normally such functions are organized when the numbers of people involved are fifteen or more.
The original banquets were organized to provide meal to large number of people at the same time
during religious festivals, to mark special events and for the royalty.
Banquets are part of food and beverage department known also as catering and convention
services department. Banquets are often the highest revenue generators among all other food and
beverage point of sales

TYPES OF BANQUET FUNCTIONS

1. PROFESSIONAL:
i) Luncheons for company, Clubs
ii) Conferences; National or International Seminars, Training Courses
iii) Meetings; Board meetings, Press, professional Associates, Dealers
iv) Exhibitions; Painting, Books sale, Fabric, Sculpture

2. SOCIAL:
i) Wedding Receptions
ii) Cocktail Parties
iii) Fashion Show
iv) Coffee Parties

2. STATE:
i) Intra-Government and Inter-government Parties for Heads of States
ii) National Days
iii) International Summits

Features of Banquets Service

Depending on the nature and solemnity of the occasion, banquets may be:
a) Informal
b) Semi-formal
c) Formal

Informal Banquet: No set plan of seating is followed here. There is no head-table, and
service is indiscriminate of sex and rank.

Semi-formal Banquet: These take place at company board-meetings. A head table is

allotted at which the senior-most guests are seated according to their ranks.
Formal /State Banquets: Elaborate arrangements are required in this case. Formal
banquets are given by Heads of State in honors of visiting dignitaries. The arrangements
are made much in advance. The number of people, their designations/ space required,
staff requirements and the menu are planned in advance.
Elaborate seating arrangements are indispensable in the case of formal banquets. In fact,
after each seat has been numbered and identified, a table plan is printed behind each
menu-card; if it is issued in advance otherwise it is given on the invitation card. The
banquet department draws up the table plan. The actual position rank wise is included in
the invitation card, if possible, by allotting a number to each guest who will find his seat
accordingly. It may be mentioned that no guest is led to his seat unless the banquet is
unusually large and the guest finds it difficult to locate his/her seat. Often a place card
bearing the name of the guest is placed on the cover for their convenience.
An elaborate system of service is followed in all formal banquets. This system
necessarily includes a battery of lights in red, amber, green the changing of which is
controlled by the banquet manager. There are similar lights in the pantry and the waiter
interprets an individual light accordingly. A red light means that the waiters are to remain
in the pantry, because the guests are not yet settled. Amber light indicates that the dining
room is ready. A systematic and symmetrical design is aimed at even during service. Thus
all waiters march into the dining hall in single file and branch off to respective sprigs.
They stand back from the table at specific distances after service. They return to the
pantry in the same fashion guided by the lighting system.

Different types of buffet:

Following are the different types of buffet:

Knife and fork buffet: It is also called as sit down buffet. In this buffet the guest has to
return with whatever food they have chosen to a table which has been prepared for him.

Fork buffet: It is usually a stand up meal where the guest would collect their cutlery,
napkins and food from the buffet table. The dishes on offer are prepared in such a way
that a knife is not required by the guest. Staffs are usually on hand throughout the meal to
fill drinks or offer extra portions if required. Some seating may be provided.

Finger buffet: Here guest helps themselves to light snacks from a buffet table. Again the
food is prepared in small bite size pieces which require no cutlery. Staff keeps on
circulating throughout the area to re-fill the drinks and collect empty plates. Some seating
can also be provided.
Organization Chart of the Banquet Department

Food and Beverage Manager

Depending on the size of the establishment the food and Beverage Manager is either
responsible for the implementation of policies or contributing to the setting of catering
policies in general he is responsible for;
Ensuring that the required profit margins are achieved for each food and beverage
service area.
Updating and compiling new menu and wine lists.
Purchasing of all materials for the service department.
Ensuring that quality in relation to the price is maintained.
Department training and promotions plus the maintenance of highest professional
standards

Banquet Manager
He has the entire administrative responsibility. He meets the prospective clients, and
discusses arrangements with them concerning menus, table plan, costs, wines, bands/
Coast-master etc. He must send, to all the departments concerned, a memo, informing
them about the dates several of functions, numbers, and any further details that might be
required by a certain department.

Secretary
Works with the banquet manager and is responsible for handling all incoming and
outgoing mail, for seeing to it that all memos dictated are sent to the appropriate
departments and for the correct filling of all correspondence. The secretary handles all
telephone calls, and in the absence of the banquet manager may take provisional
bookings for functions ensuring that the details are entered on the correct form (Banquet
Memorandum). Bookings are generally made in one of three ways by telephone, by
letter, or by interview. Letter should confirm all enquiries, however made.
BOOKING PROCEDURES AND FUNCTION NOTIFICATION

A booking is taken on a special information sheet called a Function sheet or Function prospectus.
The type of information is recorded as:
1. Name of booking party.
2. Name of the person to whom the bill is to be sent to.
3. Nature and type of function.
4. Date of function.
5. Time of function.
6. Number of people expected and number guaranteed.
7. Menu- Type of service required.
8. Wines or other beverages to be served.
9. Types of table layout.
10. Special arrangements if requires, ice sculptures-microphones etc.
11. Seating plan and name of the guests (If state banquet).
12. Type of menu.
13. Price to be charged per person.
14. Price for special arrangements.
15. Others if special instruction.

Banquet Forms and Formats

The Banquet Function Prospectus:

This is most important document concerning the banquet department after a
party/function has been booked a special information sheet is typed and prepared called
the Function Prospectus. This is sending to the housekeeping, kitchen; maintenance and
the front office department with special instructions regarding their role in the party. This
Sheet is basically to inform the various departments concerned through a systematic
procedure that such party is being held on such as date and what is required from the
respective Department.
BANQUET FUNCTION PROSPECTUS
 HOTEL XYZ
F.P. NO. FUNCTION CONTRACT: FATING DATE:
DAY FROM DATE: FROM TIME:
FUNCTION TO DATE: TO TIME:
VENUE:
HOSTED BY: BOOKED BY:
ADDRESS: ADDRESS:
CONTACT NO. CONTACT NO.

GUARANTEE NO. RATE/PERSON:

EXPECTED NO. HALL CHARGE:
RECEIPT
ADVANCE: DATE: PAYMENT MODE:
NO.
MENU STYLE OF SERVICE:
AMENITIES CHARGES IN
REQUIRED NRs
Flower Arrangement
Accomodation
Changing Room
Place Card
Special Lighting
DIETARY NEEDS Toast Master
List of Toasts
LCD Screen
Computers
Screen
Collar Mike
Podium
Rostrum
Lectern
WINES Photographer
Videographer
Secretarial Service
Sign posting
Press Release
CIGAR &
Security Service
CIGARETTE
Internet Facilities
Xerox machine
Printer
Stationery
FOOD PICK-UP AT: Car Parking
Music & Dance Floor
SERVICE TIME: Cabaret
Cc to: FBM FOM EHK CHEF F&B CONTROLLER SECURITY ENGINEER

SIGNATURE OF BANQUET MANAGER: SIGNATURE OF THE HOST:

Function Checklist: The following things are checked before the function starts:
Protocols For Banquets
Banquet service staff must always be courteous and exercise common sense to make the guests
experiences as enjoyable as possible. They must demonstrate an appreciation for the opportunity
to serve guests. In addition, they should understand protocol- the formal rules of etiquette used
for ceremonies of state, military functions, and other special events. While the details of protocol
are beyond the scope of this book, banquet organizers should understand that there are rules
which dictate the proper way to do things when very special guests are served. Not only should
the banquet management staff know protocol, but the service employees who come in direct
contact with special guests must also understand and be able to practice principles of protocol.

A few of the rules that typically apply to special functions are discussed in the following section.
(When planning special events which are to be attended by heads of state or other very special
officials, you should review the reference cited on this page for more specific information.)

Reception and preliminaries:

The doors of the banquet hall are opened and guests take their seats. The waiting staffs
stand at attention at their respective stations. The announcer calls guests attention and announces
the service meal.
Seating at the Head Table:
At formal events, the seat of honor at the head table is to the right of the host. The second seat of
honor is to the left of the host. If another seat of honor is required, it is the second seat on the
right of the host. The balance of seats at the head table should be allocated according to the rank
or prominence of the guests. These guests should be assigned to seats by going from the right
and the left of the host out from the center of the head table.

Dining room preliminaries:

The toast master or announcer bangs his/her gavel three times before announcing Mr.
Chairman, Ladies and Gentleman, dinner will be served in a loud clear formal tone of voice.
Manager signals to start service.

Toast procedures:
At the conclusion of the toast master announces My Lords, Ladies and Gentleman, pray silence
for Mr. Chairman who will purpose the toast. The toast indicates that the formal part of the meal
is over.

Seating Arrangements

1. ROUND TABLE
2. OBLONG TABLE
3. TRAPEZOID TABLE
4. SERPENTONE TABLE
5. HALF MOON
6. OVAL TABEL
7. QUARTER ROUND

Theatre Style
Chevron

Herringbone
Classroom or Schoolroom

Schoolroom Perpendicular

Hollow Square
U-Shape Setup

T-Shape Setup

Boardroom
 Outdoor Catering
The decision to participate in off-premise catering requires a thorough review of a
restaurants resources. A successful in-house catering program can lead management into
perceiving that taking on the challenge of off-premise catering will not cause operational
difficulties.

Several problems must be anticipated regarding the off-premise facilities in which the final
production and service for functions takes place. During in-house catering functions,
service staff can often work between private parties and the dining room, filling in where
needed, while the kitchen staff functions as usual, having planned ahead to handle the
increased production load. In order to service off-premise functions, however, a separate
wait staff needs to be scheduled. In addition, at least one member of the kitchen production
Staff will be assigned to the function and therefore will be unavailable to the restaurant
kitchen for the time period involved for the off-premise function. Equipment as well as
food will need to be transported both to and from the off-premise function location. Hot
food and cold food must be kept at specific temperatures to prevent food spoilage. A
refrigerator truck may be necessary at certain times of the year.

Transportation routes and problems involving traffic congestion need to be considered in

the timing of deliveries. Subcontractors may be necessary for equipment such as tables,
chairs, dishes, glassware, linens, dance floors, and tents. The extent to which a restaurant
commits to a full-service catering business determines the amount of extra effort required
to handle the increased business. Planning for off premise catering requires attention to
detail. Contingency plans for bad weather, delays in food transportation, and the failure of
on-site equipment to function properly should be established in advance so that problems
can be dealt with expediently as they arise. Additional costs are incurred when solutions to
these situations are not planned for in advance.

Contract prices must include these contingencies or management will find that overall
costs are higher than the fees charged to the customer for food and services.

Outdoor Catering Planning & Management

Off-Premise Catering Model

Management Knowledge
Management Philosophies
Local, State, and Federal Laws
Sanitation and Safety Procedures

Planning
Marketing
Site Inspections
Menus
Alcoholic Beverages
Equipment
Staff
Accessory Services
Proposals
 Pricing
Contracts
Output
Word of Mouth
Revenues
Expenses
Profits/Losses
Cash Flow
Accounting Records

Preparation
Purchasing
Prepping Food
Pull Sheets
Equipment
Staffing

Party (The Show)

Delivery
Cooking
Serving
Cleanup

Output
Word of Mouth
Revenues
Expenses
Profits/Losses
Cash Flow
Accounting Records

ODC Check List

S.N EQUIPMENTS QUANTITY

1
2
3
4
5
6

S.N FOOD ITEM QUANTITY

1
2
3
4
5
6

Types of outdoor catering

 Contracted catering
Speculative catering

Types of outdoor catering operation

Professional outdoor catering

Non Specialized outdoor catering

Obstacles to be handled professionally

Staffing
Service
Hygiene
Security
Act of god
Cost factor
Pilferages
Kitchen capacity

ODC Kitchen Requirement

Local Laws and permissions
Site Inspections
Menus
Pricing
Contracts
Equipment
Staff
Purchasing
Sanitation and Safety Procedures
Prepping Food
Transportation criteria
Cooking
Serving
Cleanup
Expenses
Revenues
 Food Transportation Issue

Identify vulnerable points and develop a comprehensive transportation sanitation

and safety plan.

oTrain personnel
oDesign and maintain a storage and food safety system.
oDesign and construct vehicles to protect product.
oSanitize and properly maintain vehicles.
oUse dedicated transport vehicles.
oExamine vehicles before loading
oLoading and unloading areas should be configured, cleaned,
disinfected (where appropriate), and properly maintained to prevent
product contamination.
o Stage loads to facilitate proper storage and minimize exposure during
loading and unloading.
o Protect products from exposure to environmental contaminants such
as microbes, dust, moisture, or other physical contamination.
o Maintain the cold chain to ensure products are kept at appropriate
temperatures continuously throughout all phases of transport.
o Use appropriate loading procedures and equipment.
o Use special care with mixed or partial loads.
o Establish procedures to periodically check integrity of the load during
transit.
o Establish procedures to ensure product safety during interim storage.
o Carefully examine incoming products.
o Move product from the loading dock into transport vehicles immediately to
minimize product exposure to heat and contaminants.