Banquets Management

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BANQUETING MANAGEMENT

        

The banqueting department is a part of the food and beverage department.  The word banquets has possibly come from the word ‘Banc’ which means bench.  Banquet signifies a sumptuous or grand meal given to a large number of guests on a festival or a ceremonious occasion or it is given to bring together people of the same tastes religion or political ideas or of the same social status or profession, the banqueting era began when large gatherings at the table became possible.

The origin of banqueting goes to per-historic times and the two great events of those times were birth and death. Banquets in the Middle Ages were known for the extraordinary number of people and vast quantities of food served.  Over the years this has been diminishing and the long 12 course menus have bow been reduced to simple 4 to 5 course menus.  At banquet parties all the guests eat similar dishes at the same time.

In most hotels banquets is the highest revenue earning outlet of the F&B department.  A banquet is a department that holds and organizes various parties and meetings not only within the hotel premises but outdoors as well.

                                         BANQUETS

FORMAL                        INFORMAL                MEETINGS

     BANQUETS                       BANQUETS

                                

CONFERNCE                         SEMINARS                                  PANEL        

CONVENTIONS                 WORKSHOPS         SYMPOSIUM

FORMAL BANQUETS

As the name suggests the type of atmosphere at such banquets is very formal.  There has to be very high standards of service at these types of banquets.  The guest will either be seated on round tables placed in a symmetrical fashion or on a table placed in an E, T, V, or U shape, with the host or top level delegates seated at the head table.

The minimum space required for one person is 15 sq feet and on the table a space of 2 to 3 feet.  Generally 8 persons are attended by one waiter.  Dress regulations are strictly followed.

INFORMAL BANQUETS

As compared to the above this type of banquet is very informal.  The method of service is also very casual with all the tables being served at one time.  Generally one waiter will serve approximately 16 to 20 people. The service of a toast master is very rarely needed.

In some hotels were the banquet revenue is not very high the banqueting dept. will be merged with one of the restaurants and all the banqueting functions will be looked after by the staff of that restaurant with additional help from the other outlet of the food and beverage department.  But if banquets is the highest revenue producing outlet of the F&B department then the staff for banquets would be as follows:-

GENERAL MANAGER

FOOD & BEVERAGE DIRECTOR

FOOD & BEVERAGE MANAGER

BANQUET MANAGER                        BANQUET SALES MANAGER

Asst. Banquet Manager                                 Banquet Sales Representative

Sr. Banquet Captain

Banquet Captain

Banquet Steward

Asst. Banquet Steward

Trainees

Casuals

JOB DESCRIPTIONS

1) Job Title                Banquet Manager

REPORTS TO         F&B Manager

JOB SUMMARY        1.  Responsible for receiving information and scheduling functions for banquet staff and requisitioning of extra waiters when required.

  1. Supervisions of the function room layout and the post clearing of the room.

DUTIES        1.  Preparing a function sheet from the information collected           during discussions with the client and distributing them to the kitchen, H.K, F.O and other concerned departments.

  1. Requisitioning the required staff and instructing them of the work expectations of the function
  2. Supervising the laying for the function as well as other extra arrangements and the actual functions.
  3. Co-ordinating with all other departments which are involved with the function arrangements
  4. Meeting with clients and hosts to determine the requirements as well as last minute arrangements if necessary.

QUALITIES                1. Co-ordinating skills

                        2. Should be able to deal with clients

QUALIFICATIONS        1.   Hotel school or University

  1. Experience in a 5 star hotel in the banqueting dept or F&B operations.

2)  Job title                        Banquet Captain

REPORTS TO                        The Banquet Manager

JOB SUMMARY        Responsible for effective operations of service giving sound instruction to waiters and house men.

DUTIES        1)  Ensuring an efficient standard of function service

  1.               2) Co-ordinating service between the waiter and the guest.

3) Setting up the correct layout according to functions              requirements

4) Assisting the waiter if and when necessary for the  efficient running of the functions

QUALITIES                        1) Good Appearance

                                2) Honest and reliable

3) A team leader

4) A pleasant personality

QUALIFICATIONS                1) A Good education

2) A hotel school graduate

3) A minimum of three years experience in an international standard hotel at the waiters level

4) Preferably some banqueting experience

3)  Job Title                        Banquet Waiter

REPORTS TO                        The Banquet Captain

JOB SUMMARY        Responsible for good service of food & beverage at functions.

DUTIES        1) Ensuring the mise-en-place of tables and covers are complete

        2) Should be familiar with banquets, function menus and  necessary mise-en-place

  1. maintaining a good working relationship with other departments
  2. serving at the functions in an efficient and responsible manner as and ambassador for the hotel
  3. leaving the function room clean and tidy at the end of the service

QUALITIES                        1) A good appearance

                                2) Observant

                                3) Efficient

QUALIFICATIONS                1) A good general education

2) A graduate of a hotel school with a bus boy experience in an international hotel or restaurant.

POINTS TO BE KEPT IN MIND WHILE HANDLING BANQUETS

  1. Check the date and the number of pax
  2. The menu chosen should be within the price the guest can afford.
  3. Special points like number of vegetarians and non vegetarians to be noted down
  4. The menu must posses banqueting facilities like easy to cook in bulk, easy to portion out and easy to keep hot till required for service.
  5. A guarantee for minimum number should be taken
  6. Finalize the drinks to be kept in the bar  with regards to the budget of the guest
  7. Check to see if there is going to be any live entertainment, dancing, fireworks etc and inform the guests the rules and regulations of the hotel
  8. Check whether a master of ceremonies or MC or a toastmaster is required or not.
  9. Check as to who will be responsible for the preparations of table plans (incase of formal banquets)
  10. Make arrangements to regulate traffic by security personnel or police during the function.
  11. See that the facilities are provided t the guests for example as they step out of their vehicle they should be directed to the banqueting area without much walking.
  12. Adequate cloakroom facilities should be provided to the guest.
  13. Check whether press should be invited or not.
  14. Particulars for payment of bills to be checked with co-ordinator. - Example whether the guest will be paying by credit card, cash or will the bill have to be sent to the company.
  15. Other services to be provided like:-
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  1. Cloak room attendants
  2. Floral arrangements
  3. Lighting arrangements

BANQUETS ORGANISATIONS

PRE- BANQUET ORGANISATION

The success of the banqueting department depends a lot on the organisation capabilities of the banquet supervisors an managers.  Organisation involves the preliminary as well as final negotiations between the organisers and the caterers.  These negotiations should be conducted properly because much of the advance preparation in banquets depends on such negotiations. The organisers should agree to the charges and should also intimate the hotel about its probable requirements.  The organizers will normally place its faith in the caterers hence ...

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