FUNCTION CATERING

FUNCTION CATERING

The banquet department of a hotel generates a huge amount of revenue. In relation to India, this revenue is generated from weddings where the guest list can go up to 2000 and even more. Functions of such magnitude and character tend to be of an INFORMAL character and therefore care has to be taken for the setup and efficient organisation of the same. However, there are situations where FORMAL seating has to be provided such as for official occasions. The size of the venue (Hall/ Gardens/ off premises) is important in relation to the number of guests to be catered. A room that is too small for the numbers to be served can be uncomfortable for all concerned (guest and staff alike). A large room for a hand full of guests can be embarrassing for the host and the invitees. Most hotels have facilities that are flexible enough to accommodate large or small groups of guest comfortably. The hotel gardens and pool sides prove to be an enchanting setting for organising various functions especially during the winter months.

Modern day banqueting can be everything starting from training sessions, corporate gatherings, fashion shows, weddings to a more elaborate formal setting such as state, military or royal occasions. Business banquets are great settings to increase interactions between the partners.

BEHIND THE COBWEBS

A banquet can be defined as a large meal or a feast which may or may not be followed by a TOAST or a SPEECH. In relation to hotels the term banquet points toward any kind of function catering. There seem to be many conflicting views related to the origins of the banquets. Banqueting was referred to FEASTING in historical times. There is a raging debate of when and where the FEASTING began. Archaeologist Brian Hayden argues that feasts were an important event because the surplus of food that resulted in feasts turned into social gathering and political ties and a competition in order to display one's own wealth and extravagance. During these feasts, luxury foods used to be offered to their guest. What these luxury goods were, are still up to debate? However, Hayden argues that animal meat and rice are some of these luxury goods as they were domesticated despite the difficulty in doing so. The term banquet however came during a later time period.

The idea of banqueting/ feasting is ancient. In the 16th century, a banquet was very different from our modern perception and stems from the medieval 'CEREMONY OF THE VOID'. After dinner, the guests would stand and drink sweet wine and spices while the table was cleared, or ‘VOIDED’. (Later in the 17th century ‘VOID’ would be replaced with the French ‘DESSERT’.) During the 16th century, guests would no longer stand in the great chamber whilst the table was cleared and the room prepared for entertainment, but would retire to the PARLOUR or BANQUETING ROOM.

As the idea of banqueting developed, it could take place at any time during the day and have much more in common with the later practice of taking tea. Banqueting rooms varied greatly from house to house, but were generally on an intimate scale, either in a garden room or inside such as the small banqueting turrets in Longleat House.

Many examples of banquets being part of the society can be found in history with references such as BELSHAZZAR’S FEAST (Book of Daniel), THE LAST SUPPER (Final Meal as per Gospel accounts), MANCHU-HAN IMPERIAL FEAST (Qing Dynasty of China), MEAD HALLS (Germanic origin) or the MADHUSHALA (Pub or Tavern). These gatherings sometimes acted as a venue for political activities. Sometimes these halls were referred to as LONGHOUSES. As the times progressed these functions/ occasions became more structured and planned with formats that were laid down and followed, with the courses of the meals limited to three, with an elaborate selection of up to 25 dishes in each course, which was later reduced to two courses with nuts and fruits (dessert) being served in a pre- designed manner. Many pictorial descriptions of large banquet settings dating back centuries can be accessed exemplifying the existence of such occasions over the history.

TYPE OF FUNCTION/ BANQUETS:

Various business organizations, clubs, family and friends organize functions for various occasions. Due to non-availability of spaces to hold such kind of function and time to pay attention to the details needed to organise the occasion properly. Most of the organisers have to depend on a third party to plan and conduct the function according to their requirements. This is where the banquet department of a hotel can come to their rescue for organising the function.

Depending upon the type of function to be organised, the banquets can be classified into two main categories:

i) FORMAL BANQUETS

ii) INFORMAL BANQUETS

a. FORMAL BANQUETS:

In these types of banquets, certain procedures such as seating the host, chief guest, guest of honour, and the invitees, serving the food and beverages are decided by the host. These suggestions should be strictly adhered to during the organising of the function. Formal functions always include speeches at a pre- designated times usually at the end of the meal or just before the service of coffee. The dress code for the invitees is insisted upon. Controlled behaviour of the guests forms the highlight during the formal function catering.

Functions hosted by the head of the country or state, military, formal wedding, breakfasts etc. are some of the examples of formal functions.

b) INFORMAL BANQUETS:

In an informal banquet, no formalities and procedures are followed while seating and serving the guest. The service is devoid of the rules/ procedures and doesn’t follow distinguishing on the basis of sex and rank of the invitees. These functions normally include entertainment. One can witness casual behaviour of the guests in informal banquets. More informal functions are organized in present days. For example, birthday parties, cocktail parties, wedding anniversaries, club members meets, alumni meets etc. Functions can be further grouped into the following types according to their purpose.

i) Social Function:

The purpose of this type of function is to meet people, make new friends, entertaining one- self. For example: cocktail parties, wedding anniversaries, birthday parties, wedding dinners and dance parties etc.

ii) Public Relations:

These are organized by business houses in order to make the consumers aware of their presence and to establish relationship with them. Exhibitions, contests for home makers, fashion parades, dealer's meetings etc. are some of the examples.

iii) Conferences:

The purpose of this type of occasions is to share the knowledge and expertise and to discuss on any particular matters of concern. Political conferences, trade union conferences, international and national conferences on important issues etc. are some of the examples.

BANQUET BOOKING PROCEDURE:

At the initial meeting of the banquet manager with the client, a file is opened, recording all the points discussed concerning the particular function and to enumerate any further correspondence/ communication that is received or shared. If the enquiry is not immediately a firm booking, then only the provisional details are penned in, until the booking is confirmed. After receiving the required confirmations, the relevant information is entered. During the initial discussion, the banquet manager must inquire about the date and time of the function, number of people attending, type of occasion and the facilities desired. More detailed the information received, better will be the execution of function and better the customer satisfaction will be. Before moving into further discussion, the banquet manager must find out the location availability on the date requested and if the size of the venue would be sufficient enough to accommodate the number of people expected to attend. For example, it is not possible to hold 500 people function in the premises that has the capacity of holding only about 300 people.

The Banquet Manager should on his behalf, before discussing about the menu and the facilities required, should find out about the budget or how much the host is willing to spend for the said occasion. Having decided upon the budget, the manager can then offer the menu suggestions and other facilities required that fall within the budget. The banquet department usually has the specimen of luncheon and dinner menus in different price brackets along with the pictorial depictions of various table’s layouts for different numbers. This exercise gives the client, a clear picture of the facilities available in the price range he/she can afford and what the final arrangement is going to look like.

During booking the function the following points are to be noted:

• Date and time of function,

• Host's name/organization and his/her contact number and address.

• Type of function

• Number of people to attend the function (expected and guaranteed number of guests, deadline for confirming the guaranteed number of guests).

• Venue of the function (name of the function hall) or outside the premises.

• Price per head.

• Menu: Vegetarian, non-vegetarian, special dietary needs, if any.

• Method of service.

• Type of table plan.

• Wines—inclusive or cash.

• Extra charges for any facilities requested.

• Requirement for sleeping rooms.

After taking down the basic information, more points should be decided on the following, depending on the type of function and the budget:

• Place cards.

• Seating plan (Finalize who will be seated where, consulting the host)

• Toast master.

• List of toasts (Who are proposing and who are replying).

• Any special requirements, such as LCD, computers, screen, collar mike, cordless mike, podium, rostrum, lectern, etc.

• Changing rooms.

• Services of photographer and videographer.

• Floral decor for the tables, rooms, and reception area.

• Secretarial services.

• Sign posting.

• Press release.

• Security services.

• Internet facilities.

• Special lighting.

• Copier.

• Printer.

• Stationery.

• Car parking.

• Cash bar/ bar facilities.

• Music and dance floor.

After taking down all the necessary information, the banquet department may inform the host the following:

• Advance payment: It is collected for confirming the booking. The amount collected varies from hotel to hotel. Some collect 60 per cent and the others 75 per cent. At times, some do not collect any advance if the hosts are regulars and prompt payers.

• The dates for final settlement of the bill: Final settlement may be insisted either on the same day soon after the event or after two or three days depending on the type of function and the host. This should be clearly communicated to the host.

• Mode of payment: It should be finalized—cash, card, or through bank.

• Function cancellation fee: The amount and deadline date of the function cancellation fee should be finalized.

• Date for final inspection by the clients.

• Date for finalizing the number of guests.

• Chargeable services and facilities.

• Billing will be for either guaranteed number of guests or actual whichever is higher.

BANQUET EVENT ORDER/ FUNCTION PROSPECTUS/ BANQUET CONTRACT SHEET:

The detailed information collected is entered in Function Prospectus or Function Contract sheet and signed by banquet in-charge and the host. the copies of me function prospectus sent to the following departments:
Front office: as it is the first point of contact, the invites coming an attend the function will be enquiring the front office about the function venue or anything pertaining to the function. If any complementary rooms are given to the host, that should be booked by the front office.

Housekeeping: Responsible for cleaning and decorating the function hall cleaning the cloak room and ensuring adequate cloakroom supplies, making flower arrangements, banquet linen etc.

Maintenance: Responsible for ensuring all electric gadgets, A/C AV equipments are properly working. The maintenance crew is expected to depute its staff during the function to attend to any emergency.
Kitchen: It is concerned with the provision of dishes offered in the menu on time at adequate quantity. It helps the kitchen crew to plan its production schedule in advance. It is informed about any special dietary requirements of the host.

Control: The control department which maintains a separate account for function catering is notified about the function and the rate per person. The plate count is normally done by a representative from the control department. It notes down the advance amount collected, actual number of people served, guaranteed pax etc.

Security: The security department should be notified to ensure adequate security and are informed in advance about large movement of people and the traffic control.

The details obtained from the host are written down on the FUNCTION PROSPECTUS or FUNCTION CONTRACT SHEET or the BANQUET EVENT ORDER and signed by both the banquet manager and the host with the terms and conditions printed overleaf. The format may vary from hotel to hotel; however, the basic information will be the same.

The format of the Banquet Event Order (BEO)/ Function Prospectus (FP)/ Function Sheet is attached below for further evaluation.

INSTITUTE OF HOTEL MANAGEMENT, KUFRI, SHIMLA – 171012. CONVENTION CENTRE (BANQUET EVENT ORDER) Phone: +91-177-2735960/61
Account Number: Event Order Number: Contact Name: Booking Name: Address: Event Manager: Telephone: Arrival/ Departure: Fax: Organizer Name: E-mail: Function Type:
DATE/ DAY
Time Room Function Set-Up Expected/ Guaranteed

MENU	SET-UP ISTRUCTIONS
	BALL ROOM I
	BALL ROOM II

	BOARD TO READ

BILLING	SECURITY

	HOUSEKEEPING

	FRONT OFFICE

	FLOW OF FUNCTION


Organizer’s Authorised Signature Sales Executive (For Hotel)

EXAMPLES OF BANQUET MENUS:

BANQUET PROTOCOL

TABLE PLANS/ ARRANGEMENTS:

Functions take place within Banquet Rooms or outdoors, termed as out-door caterings (ODC) and are under the supervision and responsibilities of the F&B Department and its Head, the overall responsibility though has the Hotel Manager or Assistant Manager. The Banqueting Manager has the administrative control of all functions (applies to larger Hotels/Resorts). Banquet Rooms consist of the actual function room and may also feature pre-function areas (FOYER) for registration or coffee breaks etc. Banquet rooms are suitable for both business and leisure groups to hold; meetings, seminars, balls, weddings, anniversaries, etc. Banquets can be very profitable. In addition, successful banquets have an impact on the property’s community relations and can influence the number of rooms it sells to corporate accounts. Banqueting allows great flexibility in pricing. High-volume food preparation assists to save money and can reduce food and beverage cost. Moreover, food can be purchased on an “as needed” basis; therefore, excessive funds are not tied up in the inventory. Beverage income also adds to the profitability of Banquet Sales. CONTRIBUTION MARGINS (beverage income minus beverage costs) for beverage service can have a significant impact on the Department’s profits. Production forecasting and planning are relatively easier in serving a pre-established number of guest.

There are no setup rules for banquet setting except for ceremonies concerning State, Military or Royal functions which have a set protocol. The setup must be functional, in order to serve its purpose. The Banquet Manager/ Supervisor etc. is responsible for drawing-up the layout plans such as placement of table, buffet lines, service stations etc, according to the instruction given/ listed and agreed upon as per the “Banquet Event Order/ Function Prospectus/Function Sheet”.

TYPICAL BANQUET SETUP STYLES:

i) Classroom/Seminar style for Business Events

PR Functions (Press release, Fashion, Dealer’s Meeting, Seminars, Exhibitions)
Conferences (Political, Trade Union, National Sales, International, etc)
Internal or External Briefings

Classroom/Seminar setup, important points:

Overhead projector/LCD projector table may be used for classroom setups.
3 people per classroom/ seminar table.
Each seating has a pencil, a note pad and a water glass plus coaster set in front of it.
3 feet spacing between tables.

ii) Round Tales for Formal, Social or Business Events

Luncheon
Dinner/ Dinner Dance
Buffet
Wedding
Annual Ball
Graduation Dinner

Round table set up, some important points

Round tables are used (normally) for formal dinner setups where smaller parties can join easily.
Max. 10 pax. per table.
Table legs are lined-up in the same direction.
Setup ‘multon’/ under-lay before the table cloth.
Table cloths and chair covers must be properly ironed.

iii) Oblong/ Rectangular Tables for Formal, Social or Business Events

Luncheons/Dinner/ Dinner, Dance/ Banquets
Buffets
Annual Ball/ Graduation Dinner

Oblong/ Rectangular Tables set up, important points:

Oblong/rectangular tables are primarily used for banquet setups.
8-10 pax. per table.
Table legs are lined-up in the same direction.
Setup ‘multon’/ under-lay before the table cloth.
Table cloths and chair covers must be properly ironed.

iv) U-Shape for Business Events

Meeting/ Conference/ Press release/ Seminars

U – shape set up, important points:

Seminar tables are primarily used for meeting setups.
Max. 3 pax. per table.
Table legs are lined-up in the same direction.
Table cloth is preferably used, green felt shall be avoided.
Each seating has a pencil, a note pad and a water glass plus coaster set in front of it.
3 feet spacing between tables.

v) Congress/ Theatre style for Business Events

Meeting/ Press release/ Seminar/ Speeches

Congress/theatre style setup, important points:

All theatre/congress setup has a service station (at least 1 set per 40-50 person).
Approximately 2-4” inches between chair to chair.
Approximately 1½ chair-width between rows.
Platform is used for the speaker.

BANQUET GUEST FLOW

For typical buffet arrangements, it is suggested that plates are setup at one end of the buffet table, starting with first to main to dessert courses. Bread and butter can be set on the guest table or alternatively placed on the buffet table at the beginning.

It is also recommended to use tables like “islands” to generate a smooth “free flow”-system which is rather more effective then a buffet line, above a certain amount of guests.

Buffet Line

Free Flow

Type of Meal Periods in Banquet

Banquet Service Techniques Indicators

Service Time
Time available the guest has to spend in the restaurant
Type of clientele
Service material
Qualification/skills of associates
Art, style and capacity of the restaurant

The above mentioned six criteria are crucial in order to choose the right type of service technique used by the banquet operation; in addition to the requirements of the client.

However, most banquets/ events where breakfast/ lunch/ dinner/ supper etc. is requested, either ‘Buffet Service’ or ‘Service by Plate (table service)’ is commonly used. More challenging service techniques such as the additional ‘Voiture Service’ or ‘Guèridon Service’ combined with buffet or table service is rarely found in gourmet restaurants, since these type of specialised service techniques require highly skilled efficient service associates and time at the clients’ disposal. However, these service methods are very elegant perfectly suitable for anniversaries, promotion or gala dinners for smaller group or depends upon the Hotel/ Resort’s capacity in order to execute its smooth operation.

Service methods used in Banquets:

Service by Plates – Pre-plated Service – American Service

Pre-plated service means that the food is served on the guest’s plate, presented in the kitchen and brought to the guest. This type of service is commonly used when the service is required to be fast or formal. The plates are always served from the right side.

Service by Platter – Platter Service – English Service

Food is brought on platters by the server. Each guest has a pre-heated plate on the table. The waiter serves from the platter, always from the left side onto the guest’s plate. For “supplement” service the waiter replenishes new platters from the kitchen.

Guèridon Service – Service from a Trolley with heating Elements

The platters from the kitchen are presented to the guest first and then placed on the sideboard/ trolley with heating elements. The hot plates meant for guests are placed next to the platters. The waiter portions each item from different platters onto the hot guest plates and distributes the presented plates until each guest has its plate. The service from the platters is done from the left side; the plates are served from the right side. The waiter serves each guest using a service spoon and fork.

This type of service is very elegant and needs professional waiters and time.

Voiture Service – Service from a chilled or heated Trolley

Specialties or daily specials/ dishes are presented from a moveable (sometimes heated) trolley, and served on a chilled or heated plate. Salads, cheese or sweets can also be served from the trolley.

Buffet Service

Buffets cater cold or hot food & beverage items. Buffets can also be part of a menu like a salad, first course or dessert buffet. Buffets can be themed such as a farmers, American or International buffet. It depends also on the time of the day like a breakfast, brunch or lunch buffet. It can be even a beverage, aperitif, liqueur, or coffee-break buffet, multiple options are possible. We differentiate between self-service and served buffets. Self-service buffets are operated in one-way direction. The guest picks the plate first and then comes the first courses followed with the hot items and finished by the dessert section.

Service sequences used for Banquets:

French Services-Family Service

The food is pre-plated and presented from the left side and placed in the middle of the table. The guests serve themselves. This type of service is popular in the French and Asian cuisine (eg.Thai) and also for fondue in some specialty restaurants. Commonly seen combined with the table d’hôte service.

Banquet Service

A banquet is a large public meal or feast/ event, complete with first, main courses and desserts. It usually serves a purpose, such as a charitable gathering, a ceremony, or a celebration. The menu along with the time and the location is pre- decided; also a banquet is always for a group which can be large/ small.

Catering Service

Depending on the event, food and beverages, cutlery, chinaware, stainless and glassware is served outside the premises. It is either a banquet service or a food delivery catered/ served by the hotel/ resort or the catering company.

TOAST AND TOAST PROCEDURE

PROCEDURE FOR TOAST AT FORMAL FUNCTION

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. The staff keeps the ashtrays on the table and serves coffee.

Service Procedure at formal a 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 clearance—one 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 for Toasts At Formal Wedding:

Each formal function normally has a toast and the timing of which and the list of toasts—who
will propose and who will reply—will 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 bridegroom—proposes 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 bridegroom- proposes 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.

Service Procedure at Informal Function:

No formalities are followed in an informal function. The food and beverages are served at a specified time either by buffet service or family service. A party of 100 and more are normally served by buffet.

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