CATERING MANAGEMENT HMPE7-1 originated from have been adapted to American

Chapter 6: Dining room and Banquet Standards

Management  English Service - also known as Host Service
Introduction - All the dises are stacked in front of the host, who
 Dining Room- a room for consuming food, usually then proceeds to serve the idividual plates from
adjacet to the kitchen for ease of serving. Furnished the platters an bowls placed in front of him or her.
with a large dining table an a number of dining - Example is when a soup in a soup tureen is placed
chairs. in front of the host who then proceeds to ladle it in
ATTRIBUTES OF REMARKABLE DINING SERVICE bowls and then serves it to the people
EXPERIENCE  French Service – most formal table service available,
 The heart of a restaurant business is to provide wich is used in clubs, restaurants, and hotels.
excellent food and service (obviously) - In French service there is a side table, besides the
 Dining is a very personal activity, with many factors guest’s table, all the foods are on the side table,
such as emotional and rational ones. Hence the arranged in platters, bowls, tureens, and is
more intimate the customer’s involvement the presented to the guests for inspection prior to being
more crucial the factors are. served. Each guests is served form the side table.
 Remarkable makes guests comfortable and makes - Platter service is a modiication of the French Service
dining enjoyable, that is why, to comply with Brillat-  Russian Service - most common service used in
Savarin’s dictum servers must not only physically restaurants today, where the plates are brought to
provide food and drinks, but also ensure the guests’ the table already plated, garnished and ready to
enjoyment by providing a place with no annoyance. serve.
 Servers must not only cater the need sof the guests - Each guest is presente the plate they ordered, there
but also anticipate the unspoken needs as welll: is no table-side service in Russian service.
- Is welcoming friendly and courteous  Buffet service - the patrons must leave their table,
- Instil Trust go to the buffet offering, select a plate, and serve
- Is knowledgeable themselves fom the variety of food offered.
- Exceeds Expectations
- Is efficient  Family Style Service - all food prep is done in the
- Is well timed kitchen. Food is then served on large platters, or in
- Is flexible bowls, and then passed around the table with each
- Is consistent guest serving themselves from the platter or bowl.
- Communicates effectively TABLESIDE SERVICE
WAYS TO DELIVER EXCELLENT EXCELLENT  Associated with fine dining and allows the guest to
CUSTOMER SERVICE AT YOUR RESTAURANT watch the presentation of the food they will eat.
Definition of Customer Service – is the assistance and  This help your guest see that food is prepared
advice you provide to your diners specifically for them, that it is fresh, and uses the
- Is equal parts communicatioon and genuine attention finest ingredients.
to your diners  Some of the more easily recognized tableside
Customer satisfaction has a massive impact on revenue, service offerings include the presentation of the
but bad customer satisfaction also affects diners, since Caesar salad, or flambé desserts such as Crepes
the no. 1reason why customers abandon brands i due to Suzette or Banana Foster.
poor quality and rude customer service  If the server is actually going to cook anything
5 WAYS TO DELIVER EXCELLENT CUSTOMER SERVICE tableside, you must be especially careful that you
AT YOUR RESTAURANT know how to use the tools and equipment.
1. Do it Right fom the Start TASKS THAT ARE SOMETIMES CONSIDERED TABLESIDE
2. Don’t make them wait SERVICE
3. Fix problems instantly  Salad preparation
4. Use customer comment card  Flambé dessert presentation
5. Incorporate technology  Boning fish
 Carving, chicken or leg of lamb
VARIOUS STYLES OF SERVING FOOD  Carving other meat, tenderloin, or prime rib
 American Service - Combines the service methods
of several traditional forms that originated in two or
more countries. There can be 3 different forms TABLE SETTINGS
French, English and Ruissan forms. The forms of
table service deried from the countrie they
 Some restaurants have one table setting for their - Place dessert silver to the right of the cover, place
lunch menu, and a completely different one for the dessert plate in the center of the cover.
their dinner menu. - Serve hot beverage are requested.
 In the fine dinning restaurants, each member of the - Remove the dessert plate when your guest are
wait-staff is assigned to a specific group of tables, finished.
called a STATION, and each station generally has a - Serve finger bowls.
table or a cart from which they supply linens, silver, - Lastly, present the check face down.
glasses, and china. The table will also have room for  DINNER-most dinner patrons are looking for a
bread and butter for your station, as well as a dining experience and will not be in a great hurry.
thermos of hot coffee and a pitcher of water. While they may not be in a hurry, it is necessary to
 Each restaurant will have a diagram for how each avoid any long waits between courses, which will
cover is to be set. The cover is the space, about the annoy your guest. Be very observant without
size of a placement, on which the table setting for hovering.
each guest will be placed. - Serving from the left, place the appetizer
BREAKFAST service on the center of the cover.
 BREAKFAST - service must be quick, prompt, and - If a tray will be offered for the guest to serve
cheerful. Many patrons are not morning people himself, an empty appetizer plate must be place
and are grumpy until they’ve at least had their first in from of him first.
cup of coffee. - Remove the appetizer dishes.
- Fresh fruit or fruit juice is usually the first course for - Place the soup or salad service on the center of
breakfast and it is served first, with the dishes or the cover.
glasses removed before the next course, which - All service from a course is to be removed prior
might be cereal. to the bringing out the next course.
- This course is then removed prior to bringing out - If the entrée is served on a platter, it is placed
the hot entrée. directly above the cover with serving silver to
- Coffee is placed to the right of the spoons. the right
- Finger bowls can sometimes be used for breakfast - A warm dinner plate is placed on the cover. Or,
service. It fruit may have stained your customers if the entrée is served Russian service style,
fingers, these are served immediately after the fruit then the plated entrée is place on the cover.
courses, otherwise it is offered at the end of the - Salad is placed to the left of the forks when it is
meal. served with the entrée.
- The check is presented face down to the right of the - Beverage are place to the right of the teaspoon.
cover or on a clean tray. - Rolls are placed to the left of the salad plate.
 LUNCH – guest are categorized into two groups: - If salad is served as a separate course, it will
businesspeople, who have a short period of time for follow the main course. Place a salad fork to the
lunch and need to be served quickly, and the left of the cover and the salad in the center of
shoppers, ladies groups, or travelers, who have the cover. When finished, removed salad
more opportunity for a leisurely lunch period. service.
- Your biggest job here is to serve those who needs to - Crumb the table.
eat quickly with prompt service while not rushing - Place the silver for dessert course and place the
the second group of individuals. dessert service in the center of the cover.
- Beverage is always first, usually ice water. - Hot beverage are placed to the right.
- Chilled butter is placed on a cold bread and butter
plate. CLIENTS’ REACTIONS FOR HAVING A BANQUET
- All foods are placed in the center of the cover and  Experience
then removed when finished.  Help
- The only exceptions are the salad plate, which are  Food
placed to the left of the forks, about two inches  Equipment
from the edge of the table. And the bread/rolls,  Set-up and Clean-up
which are place to the left of the salad plate.
- Hot beverage are placed to the right of the cup and
saucer, with creamer above the cup.
- If dessert is ordered, crump the table first. This
means you use a small device to remove any THE KEY TO SUCCESSFUL BANQUET MANAGEMENT
crumbs left from the bread or entrée that have 1. Understand the Mission, the Purpose, or the
landed on the cloth in front of your guest. Point of the Event
 2. Select an Appropriate Venue prior food service experience. Contact college
3. Draft a Written Plan hospitality or food service management instructors,
4. Manage the Flow of the Event and ask about students eligible for work/study
5. Create an Emotional Moment programs. Place carefully worded newspaper Help
6. Design Your Message to be taken from the Wanted ads that detail the physical demands and
Event experience requirements of banquet facility work.
7. Plan for Repeatability and Expandability Provide your employees with matching company
attire for a professional appearance. Familiarize
HOW TO START A BANQUET FACILITY staff with banquet food preparation and service
 BANQUET FACILITIES – provide convenient venues procedures
for events such as wedding receptions and  Step 7: Market your versatile banquet facility.
corporate meetings. Target the consumer market by participating in
 Step 1: Establish your banquet facility business regional bridal fairs and visiting sports teams and
structure. Select an organizational structure with community groups. Present proposals for end-of-
the help of a certified public accountant season banquets and community events. Join your
experienced with restaurant businesses. Common city's Chamber of Commerce, and methodically visit
structures include sole proprietorships, limited businesses with employee recognition or corporate
liability companies and corporations. Meet with a social events. Promote your business at chamber
commercial insurance agent with strong liability networking events and business expos. Locate your
background. Obtain a business license and needed chamber through the United States Chamber of
permits at your city or county clerk's office. Commerce (see Resources).
Schedule a pre-opening health department
inspection. Contact your state Department of THINGS NEEDED
Revenue about a sales tax license (see Resources).  Business structure documentation
 Step 2: Lease an accessible and visible location. Find  Insurance documentation
a site easily reached from major highways and main  Business license
roads, and with large parking capacity. Ensure that  Permits (if applicable)
large delivery vehicles can readily access your  Health department certificate
commercial entrance. Obtain written zoning  Sales tax license
department approval before you confirm a lease.  Written zoning department approval
Work with a sign-making business to create  Lease
professional building signage that describes your  Building signage
banquet facility.  Written information on banquet facility competition
 Step 3: List your banquet facility competition. Note  Tables and chairs
the banquet facilities within a one hour drive, as  Commercial kitchen equipment and fixtures
some of your clients may come from nearby towns.  Plates, utensils and serving ware
Observe each location's curbside appeal, and obtain  Promotional materials
a list of facility services in person or from the  Facility services contract
facility's website. Note any negative factors such as  Ad rates and copy for help wanted ads
limited on-premises parking, small interior capacity  Matching company attire for employees
or excessive environmental noise (see Resources).  Written food preparation and service procedures
 Step 4: Purchase your banquet equipment and  Proposal for sports teams and community groups
fixtures: Diagram your banquet room, and purchase  Chamber of commerce membership list
table and chair combinations that allow seating for
a maximum number guests, and which can be HOW TO BECOME A BANQUET MANAGER
reconfigure to suit clients needs. Compile an  Requirements/Qualifications
additional order that includes commercial  The requirements of a banquet manager are that
refrigerators, ovens and other kitchen fixtures. someone be skilled in the culinary arts and have a
 Step 5: Publish your banquet services materials. good background in food services, as well as a
Evaluate your cooking and serving capabilities, and strong desire and ability to help others and give
develop promotional materials that clearly illustrate them a pleasing experience. They often serve at
your services. For example, indicate the types of famous or prestigious events so it is imperative
events you can accommodate, such as wedding that the service be "near perfect." Also, since a
reception and all-day seminars. banquet manager usually serves in some of the
 Step 6: Hire experienced banquet service staff. Find more elite restaurants, hotels, or other
employees with good customer service skills and environments, it is very important that they have a
 great deal of grace and style as well. Some banquet 2. Sit-down style – is appropriate for formal events,
managers obtain jobs in Washington, D.C., serving including weddings. Guests are given a choice of
some of the most prominent dignitaries of our beef, chicken or seafood. This is often an
time, including well-known politicians, or the expensive banquet service style option.
President of the United States! 3. Food Station – offer different courses from
 Typical Education which guests can choose.
 The typical education path for a banquet manager 4. Table d’Hote – table d’Hote is french for “host’s
would include a degree in food services or one of table. This service offers platters of food on each
the hospitality fields, as well as the culinary arts. table for guest to enjoy. This banquet service style
They should get a degree or certificate from an would be best used for work-related events
accredited school in one or all of these areas to where interaction is essential.
give themselves the best edge
HOW TO PREPARE FOR A BANQUET SERVICE
HOW TO BECOME A BANQUET MANAGER 1. Prepare the menu.
1. Get a degree in food services 2. Arrange for help.
2. Gain experience in food preparation 3. Purchase or rent the equipment.
3. Network with people in the banquet service 4. Organize the table and seating needs.
business 5. Reserve a separate area for beverages.
4. Build a portfolio or list of places you have worked THE BANQUET EVENT ORDER (BEO)
and list the places you have catered for, if any.  What is Banquet Event Order?
5. Put in applications with large events  Is an agreement form that details selections for
6. Serve at weddings and special events food and beverage, audio/visual, room setup(s),
staffing requirements and other event needs for a
TYPES OF BANQUET SERVICE particular venue.
1. Sit-down service – your banquet guest receive their  Is prepared by catering manager at a hotel or
food at their seats. Typically, you offer a choice of event coordinator at a catering facility.
entrees, such as beef, chicken; fish or vegetarian  Also called Function Sheet or Event Order,
dinner and have a attendees make selections ahead Banquet Event Orders (BEOs) serve as the basis of
of time. internal communication between departments. A
2. Buffet service – generally regarded as lee elegant BEO is prepared for each event and copies are
than seated service since guest are required to at sent to relevant departments, including the Chef,
least go and get their meals on their own, according the Purchasing Agent, the Banquet Manager,
to “ Emily Post’s Wedding Planner”. Convention Service Management, and even the
3. Station service - is a modified form of buffet Valet Manager, so enough staff can be scheduled
service, and typically costs somewhere3 between to park cars.
the price of a buffet and sit-down meal. At a station
service banquet, small tables are set up around the ELEMENTS OF A BEO
banquet room.  BEO number
4. Passed-tray service – encourage conversation and is  Function day(s)/date(s)
typically considered more elegant than a buffet,  Type of function (reception, breakfast, break, etc.)
according to “Emily Post’s Wedding Planner. The  Client’s name/signature line
cost of a passed-tray event varies based upon the  Client’s address
types of foods you select and how long you wish for  Contact person
the service to continue and may or may not be  Authorized signature(s)
more expensive than a buffet.  Name of function room schedule
 Start time of function
BANQUET SERVICE STYLES  Expected ending time
 BANQUET – often occur for wedding receptions,  Number of guests(guarantee)
bridal showers, rehearsal dinners, sports banquets  Number of guests to prepare for (seat over
and work-related events. guarantee)
1. Buffet style – is appropriate for events that  menus
feature large amount of people. Buffet style if  Extra labor charges
often used at wedding-related events, business-  Bars
related events and sports banquets. This type of  Function-room setup
banquet service style presents food on one or  Special instruction
more tables separate from the guest tables.  Prices, gratuity, taxes
 Master billing account number
 Billing instruction
 Reference to other BEOs or other relevant records
 Date BEO completed
 Signature of person preparing (approving) the BEO
 List of departments receiving copy of BEO
BEO TERMINOLOGY
 CHANGE ORDER – addendum to a BEO. Caterers or
clients often make alterations to booked functions.
They may order changes in the menu one week
before the event is scheduled, switch from table
service to buffet service three days before, or
decide to extra bars 24 hours in advance.
 RESUME – while BEO is function, the resume is a
packet of all of the BEOs for a multi-day meeting,
including room set instructions for all meeting
rooms.

CHAPTER 7: ORGANIZE FUNCTIONS

FUNCTION- ARE A UNIQUE STYLE OF SERVICE PROVIDED

BY HOSPITALITY ORGANIZATION.

BENEFITS OF FUNCTION
For customer
• It serves time and stress
• It allows professional staff to have the responsibility • Auditoriums- are used for large audience and
for running a function events. These areas must be accommodate large
• It access to a venue, room size and equipment that seating capacities and have adequate height and
is not found in a normal office or home depth for main stage
environment • Press Rooms- these are used by the press and order
For Hospitality Organization to prepare and submit information relating to a
• it is major revenue source function taking place in a hotel. They will normally
• It can appeal to a variety of market segments include the provision of :
• It allow the organization to promote itself by - Tables and Chairs
showcasing the unique function and events. - Internet Access
• It promotes creativity, skills and knowledge in staff - Business Equipment
- Basic Food and beverages
RULE OF THE FUNCTION BOOKING BOOK • Storage Bays- these are uses to store a wide range
 Function of a Booking Book is the primary that is of items in function whether for the use of staff and
used to record any tentative or confirmed functions customers includes:
that may be taking place in a Hospitality - Storage cupboard for packages, boxes,
Establishment. This Book is the first place a equipment, stationary, documents
function manager will look when potential decorations and display to be used in
customers inquiries about a function. function.
- Cloak rooms for jackets and coats of
The information normally recorded includes details of participants
function that have been booked by: - Baggage area for luggage of participants.
• Customers names and Contact Details • Parking Facilities- Naturally depending on the size
• Day, Date and Time of the size of the function.
• Description of Function • Change room- may need to be provided for sporting
• Room/Location to be used events or where participants need to refresh after
• Appropriate number of Guest attending conference before departing the hotel
IDENTIFIED THE FACILITIES AVAILABLE FOR FUNCTION • Display areas- these may be outside the main
RANGE OF FACILITION function rooms enabling a company to place a
• Meeting and Conference rooms- this is the main banner or display.
facility that is used a for a function. • Designated and discreet section of Restaurant
• Stand up conference room- this can include areas and/or Bar- These are normally use a dedicated
outside the main conference rooms that are used lunch or dining area for function
for welcoming the guest, break out areas, cocktail, • Food and Beverage service- Many functions have
reception etc. some elements of food and beverage which require
• Banquet Room- these rooms often similar to preparation kitchen and fridge etc.
meeting or conference rooms used for banquets. • Accommodations rooms- may be used for a
• Exhibition bays and space- many hotels caters to number of reason including
the exhibition market where customer can - to accommodate participants overnight
showcase their offerings. These rooms need to be - to be used for breakout rooms to host smaller
big and are able to accommodate separate bays and meeting
high display - to be used as rest and change area of
• Business centers- to aid organizer and participants wedding parties and VIP conference. It is not
of events with all their business needs through a uncommon for a hotel to allocate to a
host of service including: number of rooms to a large function enabling
- High Speed Internet Access VIP to refresh before departing for a long
- Word Processing flight
- Photocopying • Sound and lighting- not only does sound and
- Computer Access and Rental equipment take up a large of space, any parts are
- Faxing Service also be stored in a safe and secure location
- Office Supplies • Communication technologies and equipment- in
- Packaging and Shopping most event or function there is need for some need
- Secretarial services for technical equipment or services including:
- Courier services - Audio which can include taping, telephones
- Transitions hook-ups, speakers to internal points
- Arrangements of Transport - Visual {video, television, direct conference}
 - Data projectors - Set time for guest to arrive
- Large screen including printable white bonds - Registration and nametag requirements
- Multimedia provision including linkages and - allocated time for speeches and presentations
compatible hook-up points - Specific mealtime
- Computers and internet connectivity - Semi silver-service or full silver service
• Sound and Music facilities including microphones - Program for the occasion
and speakers etc. - Specific service protocol
• Gardens- These are often used for outdoor events - Specific guest seating
such as cocktails parties and weeding - Guest speaker or Master of Ceremonies
Presentation
STYLE OF FUNCTIONS: The Hospitality Industry - Specific Time for entertainment to commence and
can deliver a range of different function style finish
for customer including
• Breakfast STYLE OF SERVICE
• Lunches  Plated service- is most common service style where
• Dinner the kitchen plates at the foods and the waiting staff
• Seminar, Workshop and Convention carry the plated food to the table. This a common
• Cocktail parties style of service for most banquet
• General parties- birthdays, celebration of various  Silver service- is where food items are prepared and
sorts carved or separated into individual portion and
• Wedding/Receptions place on a platter by a kitchen staff.
• Anniversaries  Semi- silver service- is where the meals are plated,
• 21st birthday parties and the sauces are “silver serve” or where the meat
• Product lunches and Distributor function component of the dish is plated and served, and the
• School formal, annual dinner and dinner dances vegetable is silver serve.
• Annual genearal meeting  Gueridon Service- is where the food is prepared
• Graduation and awards night and cook at the table and served using full silver
• Press Conferences service technique.
• Fashion show  Buffet Service- is where the food is prepared in
• Special Event kitchen in large quantities and then placed on a
• Trade Show buffet or display table.
• Stage Production including music events  Cocktail service- it is a very popular, either as
prelude to a dinner or as standalone function on its
Many venues focus on MICE sector of the industry own right
• MICE stand for Meeting, incentives, Conference and
Events FUNCTION SET-UP OPTIONS
• Meeting includes general business meetings • Stand-up Function- is geerally used for cocktail
• Incentives refers to function that business parties, generally parties or launches that are part
organize to reward or motivate of a conference
• Conference are usually business/industry • Sit down Function- is generally used for weddings
base occasion where people get together to or formal/dinners, banquets and presentations
discuss issues and share knowledge • Boardroom meeting- smaller function or meeting
• Events can include bands, concert and a can be catered for in a small rooms or the board
variety of establishment room. There are number of style to use when
FORMALITY OF FUNCTIONS setting up a boardroom meeting:
• Informal Function - Theater style- is where the chairs are placed
Informal Function may be characterized by: in a row facing stage or head table. This
- No set time for guest arrival layout is used to address large audience who
- No dress code do not need tables in which to record
- Flexible service for Food and Beverage information
- Impromptu Speeches - Boardroom style- is the use of small to large
- No service Protocol table where all participants are able to see
- No seating and converse with each other and have their
• Formal function own places to which to spread out documents
Formal function may be characterized by: and record information
- Dress code
 - Hollow Square- depending on the size of the wish to have a price option which covers everything
audience, a boardroom format may be or is happy to pay for each items consumed.
required to allow interaction nd discussion
but there are simply to many people in TYPE OF FOOD AND BEVERAGE MENU
essence this is where table set up in a Breakfast Menu
square/hexagon or square format with rooms • Continental
for microphones, photographers, or plants • Continental plus selected cooked food items
displays in the middle. • Continental plus full cooked food items
- Classroom style- where the table and chairs • Food platters- fruit and bakery items, intended as
are set-up in straight lines or in a V-shape finger food
formation similar to classrom setting at • Beverages- Coffee, tea, juices
school. • Buffet breakfast for large numbers
- Banquets style- this is where smaller round, • Full breakfast- cereal, juices, cooked main items,
square or rectangular table may used for toast, tea and coffee served to seated guest
smaller discussion and group work Morning/ Afternoon teas
- U-shape- Aldo known as “horseshoe” this • Selection of Pastries and Bakery Items
format allows audience member to see each • Selection of Open and Closed Sandwiches
other and to interact whilst accommodating • Selection of Biscuit and Cake
larger members • Selection of Petit Four
- E-shape- is a variation to a “U-shaped” as it • Beverage items- Coffee, Tea, Juice, Aerated water
allows for greater numbers of audience Lunch menu
members, as table is placed in the middle of • Buffet of selected hot and cold items. This may
the U-shaped include entree, main courses, dessert or any
combination
USING DIFFERENT SET-UP OPTION • Set menu {to specific number of courses} or can be
Depending on the function they may use different served to seated guest or presented buffet style
layouts either: service
• Simultaneously- this is where a function may • Platter of sandwiches- filled rolls, Sandwiches and
address large audiences. It therefore it require a rolls may be open or closed
seminar format, but then allow participants to work • Platters of cakes, biscuit, pastries and petit four
in smaller groups. using boardroom or banquet style • Platters of fruit- fruit and cheese, fruit and greens
• All different times of day- for example a room may • Beverages- A selection of alcoholic and non-
be set-up for a U-shape format during the banquet alcoholic beverages which may be include full bar.
layout at night for a formal dinner selected and minimal liqour or non-alcoholic
DESCRIBE THE FUNCTION MENU AVAILABLE beverages only composed aerated water, water,
A Range functionn were identified, aimed at the fruit juices and mocktails
provision of food and beverage Dinner- are traditionally heavier meals than launches.
Menu Consideration Common difference is that platters are not usual
• Style of Function- whether food and beverage is a dinner
main aspect of the function {such as banquet} or to • Set Menu {to a specific number of courses}. This
supplement of a function {such as coffee break can be served to seated guest or presented for
during a meeting buffet style service. Dinners are commonly are
• Style of Service Required- is identified in Section 1.4 seated affair where launches tend to be buffet
including plated service, silver service, semi-plated style.
service, stand-up finger food, buffet, a la carte, • Buffet of selected hot and cold items- This may
table d’hote or set menu option. include an entree, main courses, and dessert or
• Timing of function- depending on the time any combinations. More time is traditionally
sustainable for the consumption of food and available for dinners whereas lunches there tends
beverage, some option may be more appropriate to be a tighther time frame as people need to
than other. return in meetings, groups or activities by a given
• Providing a variety of price points- this is important time
so that the client can choose a specific price point of • Beverages-there may be a selection of alcoholic
food and beverage offerings to meet their needs and non-alcoholic beverages. There may be a set
and budget. number of specific wines set of each table. Above
• Having a inclusive and non-inclusive menus- that, guest may be required to pay for what they
depending on the participants some clients may want or there may be a full bar facility.
Seminar/Conference ⚬ it includes a set, negotiated range of drinks but
this usually involves a selection of light refreshments- does not stipulate quantities. This is commonly
small sandwiches etc, compared to substanial menu refers to “ Premuim or more expensive brands”
item 2. Open bar
• commonly these meals are buffets style or finger ⚬ is where the guest at the function can order a
food tyle to keep cost, and to facilitate the drink without paying for them
concept of people networking at the function ⚬ open bar may be “full bar” may be no retriction
• morning and afternoon teas are common with to all as what guest can order
patries, cake, biscuit rotating throughout the time ⚬ open bars can be “restricted” meaning the
of the conference drinks can be served to guest may be restricted
• Beverage Alcohol is less common but not only to drought beer, house wines and soft
unknown: non-alcoholic beverage includes tea, drinks
coffee and water 3. On-Consumption basis
• Tea, Coffee and water may be served to guest ⚬ only what is consumed is charged for
arrival in the morning, while people are arriving, ⚬ clients usually set a limit from above which guest
regestering and mingling pay for their own, however they sometimes
Wedding extend their limit at the function. Below is the
• commonly a set menu specifying the number of limit it may be a case of:
courses to be served and the style to be used ￭ Anything goes- Guest can orders a bottle of
• can also feature a buffet of hot and cold food wines, cocktail and premuim spirits
items ￭ Guest select from a limited range of bulk beers,
• Beverages may be nominated selection of house wines, soft drinks and a nominated
alcoholic and non-alcoholic beverage, full bar or pourbrand spirits
guest pay as they go ￭ A dry till run- This is amount a rung up on a cash
Cocktail Parties register as drinks serve with no money changing
• Platter of Hors d’oeuvre canapes can be hands
presented a buffet style or serve by waiting staff 4. Cash Basis
• Beverages usually a nominated a selection of  This is a growing option as this style of service
alcoholic and non-alcoholic beverage up to set a reduce expenses incurred by the host
dollar figure or for a given time period  Cash bars are common, Guest pays with their
Promotion and Product Launches own drinks, either obtaining at the bar or via
• generally features a selection of light refreshments waiter service
- Small sandwiches, rolls, canapes, and other finger 5. Tailoring Menus for Clients Needs
food • Regardless of the menu option selected by the
• there may be a special room to caters media clients, it is important function operation is
attenders- reporters, photographers, audio/visual flexible in ensuring that what can be provided
technicians meets their specifications
• beverages may be dictated by the nature of • This is improtant especially in a relation on a
promotion or product by being launch, but is dietary or cultural requirements which they may
common nominated selection of a alcoholic and have
non-alcoholic beverages to be presented by the
entire duration of the function
Clients providing own items - it is not common for the
customer to bring some of their own items to out the
requirements of the occasion. For the birthdays and
weddings it is normal to bring their own:
• Cakes TYPES OF FUNCTION COST
• Special wines • Room and Facility hire- This is normally the
• Decoration standard expenses with any function ranging from
a set rate for a day or rented on a hourly basis.
TYPES OF PACKAGES These expenses is normally include in a lrage
1. Inclusive Packages packages deals such as “meeting packages”
⚬ this is where an all-up prices to the host of • Food and beverage including on arrival during a
function and the prices include a nominated funtion as well as refreshment
alcoholic and non-alcoholic beverages • Decorations- Basics items such as candles and
flowers through to elaboerate themes
 • Specialist staff- as required depeding on the ￭ Sample materials aggred to as part of the
nature of the function including including agreemment
translators, technical IT, lightning experts and
security Financial and Operations Documents - Normally
• Bands and Entertainers- there are quiete business practices should be apply in the development
common at events such as weddings and parties of function and operation records regarding to
• Accommodation- discounted rates are normally operation
provided to large function This means the following needs to be arrange in various
• Special request- this could be endless to suit their type
needs of each function • Customer variation
• Quotation
Develop Function Kit • Purchase of order
Many establishment have a “funtion kit”to assits in • Invoices to the clients
providing advice to clients • Statement for the clients
• Contents of function kit • Receipt
• in essence the function kit will contain all • Post Function Report
necessary informtation that the guest will need • Staff Time Sheet
• These kit are given to the clientsto take away • Function conformation forms/letters
with them so they have a printed informtion • Customer Feedback Form
related such as:
⚬ Details and information in relation to venue Service Vouchers- are internal voucher prepared by the
size, capacity of rooms and room/areas venue to distribution to guest, delegates or attendees of
available the function
⚬ Details and information in relation to • Example of the use of service vouchers include
alternative seating and table arrangements • Free meals
⚬ Sample Menus for various dinning style and at • Free drinks at the bars
a range of price option • Free use of facilities
⚬ Sample drinks list featuring alcholic and non- • Free spa treatment
alcoholic drinks by the bottle or glass • Free Tour/Trip
⚬ Suggesting staffing levels of function of various
number and various style and types Information packs - The terms “Information packs” in
⚬ Colour photographers of different room set-up relation to function can mean different things to
and function in progress different people
⚬ Contact details of the venue Not all venues have information fact but when they do
⚬ A DVD of the venues with a focus on function they can be one of five types
• A venue- specific information pack which only
Documentation for Different Stakeholders contains about the venue itself. it might have the
1. Information of internal staff layout of the property, sample food menus and
⚬ Any documentaion that is contained in the drink list
function/file shared with internal staff, • A venue- information pack conataning information
especially departmental managers such as of the clients. it contain the information of the
head chef, head housekeepers, food and venue itself plus whatever infromation that the
beverages managers clients wants to add.
2. Suppliers • A client- specific information packs where the
⚬ Documentation for the suppliers will be contents is solely rare determine by the clients
limited to purchased for good and service • A local- information packs containing the local
being supplied and a varation of running tourist attraction, natural attraction and shopping
sheets to give relevant date, time and location precincts
3. The Clients • A pack- that includes venue, clients information,
⚬ the information supplied to the clients should and local information
include: Information can be:
￭ Running Sheet • Providing on table for attendees to help
￭ Function Sheet themselves
￭ Quatation from third parties providers of • Handed out-in-person where delegates themselves
the venue is arranging product and • These information packs can also provide the
services on behalf of the clients medium for distributing:
• service vouchers
• name tags and lanyard
• conference materials such as
compendium’s, sachets, literature,
stationary