F&BF&B 22F&B F&B -- 22

Session 2Session 2Banquet & Catered Events Banquet & Catered Events qq

Foundation Certificate in InternationalFoundation Certificate in InternationalFoundation Certificate in International Foundation Certificate in International Hospitality ManagementHospitality Management

under Academic Supervision of

Session ObjectivesSession Objectives

By the end of the session you will be able to:Understand Banquets and Banquetingfunctions

under Academic supervision of

BanquetsBanquets

The word Banquet is derived from the French word ‘Banc’, meaning BenchBanquets are special functions organized for corporate or social occasionsBanqueting is the term used to cover the servicefor these functions, and is different from theservice offered in restaurants

under Academic supervision of

Types of functionsTypes of functions

Formal mealsSemi formalInformal

under Academic supervision of

Types of functionsTypes of functions

Buffet ReceptionsSocialConferencesPublic Relations Luncheon PartiesSeminarsProduct Launch / AGM’sWeddings – Formal / InformalC kt ilCocktailsDinner Dances etc…

under Academic supervision of

BanquetsBanquets

The unique features of banquets are:Banqueting is sequentialBanquet process is inter-linkedq pBanquet is repetitiveBanquet is a planned process – for a specialBanquet is a planned process for a special occasionBanquet is collective effortqBanquet is universal

under Academic supervision of

BanquetsBanquets

Banquet effects are everlastingBanquet yields to instant feedbackBanquet action is rapid & intenseq pBanquets is second only to Rooms in terms of revenue generationBanquets perhaps has the highest number of moments of truth

under Academic supervision of

StaffingStaffing

Banquet ManagerBanquet Sales Assistant

SecretaryyBanqueting Head Waiter

Dispense Bar StaffDispense Bar StaffPermanent Waiting Staff

Casual StaffCasual StaffPorters

under Academic supervision of

Hours of OperationHours of Operation

The Banquet department works round the clock in busy times, as after busy dinner session they need to get the set up done for morning functionsSetting up Banquet halls is a very time consuming and detailed jobThe guests often specify small details and the person setting up the hall must be able to plan accordinglyaccordingly

under Academic supervision of

Banquet Sales OfficeBanquet Sales Office

Responsible for taking bookings and following up for taking letters of confirmationTakes down all relevant details, and communicates it to various departments / sections of the hotelGenerates reports for managers to study the market trends to decide their sales strategy

under Academic supervision of

Role of Banquet SalesRole of Banquet Sales

Taking Banquet bookingsTaking letters of confirmationMaking the menu gTaking function detailsFollowing up on future bookingsFollowing up on future bookings Handling refusalsCoordination with the other sections of the hotelCoordination with the other sections of the hotel Generating reports Following up during and after the function

under Academic supervision of

Following up during and after the function

BuffetsBuffets

Buffets display food on counters or tables, and guests help themselves to their choiceIt is an efficient and effective method to utilize

ti d t ffispace, time, and staffing resources to the optimum

under Academic supervision of

Food SpreadFood Spread

Foods usually are placed on the buffet in thefollowing order:Salads and other cold accompaniments (Pickles,curd, chutneys etc.)Hot vegetables, meats, fish, poultry, and otherhot entréesIt is common to see separate Vegetarian andN V t i t ith th ld f dNon-Vegetarian counters with the cold foodplaced in the centre

under Academic supervision of

Sample Buffet LayoutSample Buffet Layout

under Academic supervision of

Types of Room SetupsTypes of Room Setups

The design & décor of function rooms can takemany forms. The type of function room chosen,and how it is decorated are largely dictated byth d d t ti f th tthe needs and expectations of the guest

BarsFood buffet and water stationsIce carvingsGarden and tree decorationsStage for speakers or entertainers

under Academic supervision of

Various LayoutsVarious Layouts

‘U’ Shape:Best Recommended for: Training Programs / Conferences where the speaker needs to closely interact with all participantsSpace Utilization: Very lowAdvantages: Facilitates one on one discussion between the speaker and the participants Allows all participants to have an equally good view of the screen

under Academic supervision of

Provides writing/working table

Seating stylesSeating styles

Classroom Seating:Best Recommended for: Written tests, and lectures Space Utilization: LowSpace Utilization: LowAdvantages: Allows a participant to have p pcomfortable arrangement for writing/working

under Academic supervision of

Seating stylesSeating styles

Herringbone Seating:Best Recommended for: Conferences/ training programs whereprograms where participants need to work in groupsSpace Utilization: LowAdvantages: Facilitates discussions anddiscussions and participation among delegates

under Academic supervision of

Seating stylesSeating styles

Board Meeting Arrangement:Best Recommended for: Board meetingsBoard meetings, discussions led by one personSpace Utilization: LowAdvantages: Allows the person at the head toperson at the head to have a good view of all and lead the proceedings

under Academic supervision of

Seating stylesSeating styles

Hollow Rectangle:Best Recommended for:Discussions betweendifferent interest groupsdifferent interest groups,or committee meetingsSpace Utilization: VerylowAdvantages: Facilitateseye contact andeye contact anddiscussion

under Academic supervision of

Seating stylesSeating styles

T Shape:Best Recommended for: State banquetsSpace Utilization: LowSpace Utilization: Low

under Academic supervision of

Seating stylesSeating styles

Theatre Style:Best Recommended for: Large conventions involving audio visual presentations and press conferences.Space Utilization: Very p yHighAdvantages: Provides a good view of the screen/good view of the screen/ head table to all delegates and uses space effectively

under Academic supervision of

space effectively

Service Standard for ConferenceService Standard for Conference

The minimum conference set up includes the following:Tables covered with ironed with conference cloth, free of stains and ripsPaper pad and pencil Conference writing pad (optional)Water glass and pitcher, silver or glass

under Academic supervision of

Service Standard for ConferenceService Standard for Conference

Waste paper basketComplimentary sweetsDaily newspapery p pSoft drinks, table to face client, stocked with ice bucketsChairs do not wobble, are free from stains and ripsTables do not wobble

under Academic supervision of

EquipmentEquipment

Over head projectorCarousal projectorProjection screens jFlip chart Micro phone and lecternMicro phone and lectern

under Academic supervision of

Special RequirementsSpecial Requirements

Service during the breaks: Special attention has to be paid during the Conference breaks apart from tea, coffee or lunch service i.e.:

Remove used teaspoons juice glasses etcRemove used teaspoons, juice glasses, etc.Refill water glasses and place fresh water bottles on tablesChange ashtrays Replenish cookies, candy, etcDo not move guest’s papers, documents, etc.Add additional flip chart papers and check markers

under Academic supervision of

Emerging requirements for Emerging requirements for ConferencesConferencesConferencesConferences

Most hotels today are equipping their banquet halls with modern facilities that are fast becoming a necessity in conference business. e.g.

All lights to be on dimmer and remote, controllable from inside the hallAir conditioning temperature to be controllableUninterrupted Power Supply (UPS) at various

i t i th h llpoints in the hall

under Academic supervision of

Emerging requirements for Emerging requirements for ConferencesConferencesConferencesConferences

Plug points at convenient locations in the floorsRetractable screensISDN lines for operating internet Video conferencing facilitiesInbuilt mikes in the conference table“Master control” with multi system switchover-yOHP/ Laptop/TV

under Academic supervision of

Common Standards amongst all Common Standards amongst all stylesstylesstylesstylesPlanning in advance:

Review the functions broadly a week in advance, a day prior to the function, check for the following:following:Study all the details of all the function Follow up on stocks and make indents if requiredFollow up on stocks and make indents if requiredFollow up on room set up and other detailsFor a special function discuss with Chef forFor a special function, discuss with Chef for buffet layout, number of sections, types of dishes to be used

under Academic supervision of

Common Standards amongst all Common Standards amongst all stylesstylesstylesstylesOrganising on the day of the function:

Check for any changes Allot staff for mise-en-placepBrief staff on room set up and other details (Name of party, host’s name, type of function and guests expected, individual stations and duties)Check the sign boards for accuracyMeet the host/organiser on arrival

under Academic supervision of

Banquet Billing PolicyBanquet Billing Policy

A banquet bill can be paid in several ways

Methods of settlement include :Cash paymentCredit cardCredit cardBill to company

under Academic supervision of

Recap ObjectivesRecap Objectives

Now you are able to:Understand Banquets and Banqueting functions

under Academic supervision of