- Cloak room attendants
- Floral arrangements
- 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 the banqueting department should not only give good service but should also look after the interest of the organizer from the beginning to the end.
Some points to be kept in mind while organizing: -
- MENU PLANNING
Menu planning is very important to banqueting. The menu must be easy to cook, dish-up. Keep well hot and serve. This might well impose a limitation of choice, which can prove difficult, because guests at a special function always anticipate being served with the best of everything. It is usually for to caterer to draw up a list of high quality dishes, which possess those banqueting qualities. The correct, prompt and attentive service of a high-grade meal is also important.
- COSTING
This deals with the economic aspect. It needs careful attention and preplanning. The entire function is subjected to thorough costing. The costs of food and beverages, staff equipment, fuel, laundry, printing etc have to be taken into consideration. None of the overheads should be overlooked. Against these charges the actual and estimated revenue will be added. It is always better to overestimate the cost rather than under estimate the revenue. Advance information as to the numbers and other particulars should be accurately collected.
3. SENDING INFORMATION
Once the banquet plan has been formulated, detailed instructions are send out to all departments concerned, normally a standard function prospectus is employed giving all details required to be known by various departments and sections. An itinerary should be prepared in cases of conferences or groups staying in the hotel for more than a week. The copies of the function prospectus and the itinerary should be distributed to all departments concerned, the F.P is a sheet which provides all information required to be known by all staff from the chef’s to stewards to cashiers.
4. INSTRUCTIONS TO ANCILARY SECTIONS
The plate room on the kitchen stewarding must be notified in advance of the date, time and place and the total number attending the function. It is however advisable to give greater details to this department. They have to attend not only to the supply of silver but also for plate cutlery and glasses. They will therefore require to know the details of the menu, no. of silvers required along with the type of size, no. of glasses along with the types. In some hotels the banquet staff may handle this itself
5. BAR STOCKS
With meals the organiser is able to purchase a certain number of bottles of wine, beer, spirits etc. There are two types of bars possible- A Host bar and a Cash bar. A Host bar is a bar where the host pays for all the drinks consumed by the guests while a cash bar is a bar where each guest pays for their own drinks.
These bars can either be a full bar, where all possible brands (imported and Indian) will be served or the organisers may specify certain drinks to be offered (restricted bar). Hence, keeping in mind the type of bar requested by the organisers necessary requisitions must be made.
At the end of a function if the organiser queries his drink account the management should be in a position to indicate the exact amount consumed, if the guest brings their liquor a corkage is normally charged on each bottle. Corkage is a certain fixed percentage calculated on the selling price as on the beverage card. It varies from hotel to hotel and whether to charge or not to charge will be totally at the discretion of the banquet manager.
Smokes- cigars, cigarettes must be controlled in the same manner as drinks. When inclusive in the function the host will agree to pay a set amount. At public functions the smokes will be kept at the bar while in formal banquets it would be taken around.
6) FUNCTION FURNITURE
Primarily organisation should ensure that adequate furniture and equipments for banqueting is available staff who are served at the function may not be involved in the selection procedure of this furniture an equipment but they have the responsibilities of handling and taking care of the furniture, Banquet furniture should be flexible should be little and durable and should compliment with the function room and function ambience.
7) STAFFING
When regular functional catering is practiced as a recognized department a banqueting manager is appointed and he is assisted by a supervisory staff and a small number of waiting staff . This staff is then provided with other regular house staff or part time extra waiters according to the requirements. When casuals are arranged for the function, regular banqueting staff take should take charge of vulnerable points like Bars, settling of bills etc.
Space and guest per waiter:-
The guest are seated according to the plan which is made according to the room size, shape and number to be accommodated. A minimum space of 4 1/2 ft between each table is allowed for accommodating chairs and space wide enough to make serving easy. The space required for each cover is minimum of 28” inches and maximum of 32”
- A steward is normally allotted 8-12 covers for a formal party while in case of an informal party he might have to serve up to 18-20 covers.
- A wine waiter may serve up to 30-35 covers
- During formal banquet the function captains stands behind the chairman during the meal
- While the manager stands right opposite the captain for signals and instructions
8) MISE-EN-PLACE
As a success of a banquet lies on its organisation, a complete mise-en-place of all material is essential. All cutleries must be on the table. The various wineglasses to be used must be on the table. The exceptions being liqueur and brandy glasses. In case of formal banquets the ashtray is laid at the time of toasting and not before. Cutlery and crockery are laid as for TDH menu. The wine glasses can be arranged in two ways.
- In a straight line across the top of the joint knife in the order in which they are going to be used.
- In a triangle (anti clockwise direction).
9) PREPARATION
Mean while behind the scenes the banquet manager should attend to the final details such as flower arrangements, audio video equipment’s etc. Five minutes before opening the door to the banqueting hall to allow the guests to enter, the waiters return to their stations and take their positions. They should be lined up in the same order next to their station. If candles are provided, they have to be lit before the guest enter.
10) BRIEFING THE WAITERS
Banquet is normally handled and overlooked by one person only usually it will be the banquet manager or the senior head waiter. The person directing the operation must have complete information and should know exactly what has to be done. All staff should know in advance their duties and the procedure to follow during the course of the function, for this all the staff will assemble and a briefing is conducted before the commencement of the function. The manager will explain the menu, the sequence, types of service, whom to approach if any problems, complain and differences. This will help in the smooth, quick and efficient service.
BANQUET ORGANISATION
- CHECKING IN THE GUEST:-
All guests on arrival will give up their invitation card to the official of the banqueting department at the door. This helps to know the exact number catered for and the kitchen is intimated accordingly. A M.C (master of Ceremonies) announces the guest as they arrive. The chairman and other prominent officials welcome them. A time of 30 minutes is allowed for the guests to assemble in the foyer or Ante-room. A bar is usually provided in the foyer for the service of apéritifs. A bar man and a few waiters are in attendance. Payment of drinks will have to be made at the time of service unless specified other wise.
- WINE SERVICE
Once the guest enters the banquet hall the drink orders are taken. All drinks are paid individually unless wines are pre-arranged and included in the function. A guest ordering for wine, liquor or cigars should not be bothered with the payment until the close of the meal.
- WAITER SERVICE
Each waiter carries out dishes sufficient for the number allotted to his station. As soon as each course is finished the plates are cleared and the dishes are carried back to the wash up. After each course the waiters will enter the hall with the next course and will take up their place in a straight line. The headwaiter will give a signal and the service of the following course will begin. The headwaiter will assist in the service if required. When the final course is served the tables are cleared and coffee cups will go around. It is at this point that the toast is announced by the M.C. The wine waiter will take a last round to check if there are any more orders of drinks and smokes. The speeches will now begin. During the speeches there should be no disturbances. The waiters will clear from the room. Only the wine waiters will remain in their positions so as to be available when the guest needs them.
4) TIMING AND MOVEMENT
The waiters clear and serve as a well drilled team. During service the staff movements are directed by the headwaiter. In case of the head table ,the headwaiter will start the service followed by the rest of the waiters. When not serving the waiters should stand in their respective positions constantly keeping an eye on the main table as well as their own table. On no account should the waiters enter into a conversation with each other.
Steps in formal service:-
- The stewards stand at their stations when the guest arrives in the banquet hall.
- Each steward will move towards his table and pull the chair of cover no.1 and help the guest seat giving preference to the ladies first.
- Once every body has been seated the wine waiter will take the order in a systematic order
- On the signal given by the manager to the function captain, the captain moves towards his unit and everybody follows him in a straight line and in an orderly fashion. Timing is the most important element in the service and should be done with precision and grace.
- Each steward will stand behind cover no 1 of their respective tables and will start serving when the signal is given. Usually the headwaiter will serve the Chairman first at the same time service will begin on other tables. A steward will normally move in a clockwise direction.
- After serving everybody, the waiters will stands behind the chair where they finished serving.
- On getting the signal, the function captain moves and leads the way.
- Every time clearance is done, all soiled dishes and cutlery are removed.
- Before the clearance is done remove all salt & pepper shakers, saucers, bread and butter along with the soiled dishes and cutlery.
- The crumbing is now done. Starting from the left-hand side and moving anti-clock wise.
- While crumbing bring the dessert cutlery down, dessert fork from the left hand side and dessert spoon from the right
- The wine steward does not go out with other stewards but stays back and serves wine according to the courses and water is also served.
- The wine steward serves the cognac and liquors.
- Coffee is served by steward no. 1 from the right and the coffee cups are placed by steward no.2 right.
5) TOAST PROCEDURES
- At the conclusions of a meal when the coffee cups have been placed in front of the guests the toast master will call again.
- He announces “My lords, Ladies and Gentlemen. Pray silence for your chairman who will now propose the toast.”
- Ashtrays are put by the wine stewards as soon as this has been announced.
- The toast indicates that the formal part of the meal is over and the guests are allowed to smoke .
- Coffee is now poured.
- The speeches continue and the wine waiter quickly serves cognac and liqueurs.
- Glasses should never be empty during speeches
- Ashtrays are frequently changed by covering the used ashtray with an inverted clean one, removing both together, and replacing with the clean one.
POST BANQUET ORGANISATION
After the function is over the function area should be stripped down and re-arranged for the next function. Do not start stripping the room when the guests are present. The clearing up of the function area would include the following duties:-
- FUNCTION FURNITURE
The tables and chairs should be stacked neatly and taken back to the place from where it has been brought. They should be stacked systematically so that at any given time the count of your function furniture can be taken. It is the responsibility of the person in charge of the function furniture to clear their respective sideboards.
- BAR
The bar stocks should be taken down. Once the party is over and the co-ordinator has agreed to close down the bar, the unused or unsold items along with the glassware and further miscellaneous items can be taken back and stacked whenever designated. The empties should not be cleared until the guest have checked and signed the bill. After this the empties can be taken and stacked neatly in a place, designated for hotel empties.
- BUFFET
Before clearing the buffet ,check with the co-ordinator and only after receiving a “go ahead” should the banquet staff start clearing the buffet counter. All the remaining food should be sent back to the kitchen. If the guest are still sitting in the function area put a clean tablecloth on top of the dirty buffet table top. Unfrill the tables only when all the guests have left.
- LINEN
All the banquet linen should be folded neatly, counted and bundled separately ie. Napkins in bundles of 10, buffet linen separate, frills and satin separate etc. It will be then sent to the H.K and fresh linen will be collected as per the next functions requirement.
- BACK AREA
This is the most critical point in the post banquet organisation. Proper planning is of uttermost importance. The plates, cutleries glassware and other miscellaneous item such as chaffing dishes, platters, bowls etc. should be washed, wiped and stacked systematically. The kitchen stewarding should be briefed as to what is expected from them.
BUFFETS
A BUFFET can be defined as a counter or a table where food is attractively exhibited and at which guests can help themselves.
Buffets are becoming very popular with all classes of people, one of the reasons for this is that many business man are in a hurry and so with a buffet displayed they can help themselves and do not depend on waiters efficiency. Also unlike the traditional menu, the guest can see the food on display and can make their own choice or selection and can go for second helping. Many people nowadays get bored to see the same menu and are looking for something new. Hence, many of the managers try to have a kind of theme buffet on regular basis. Some of the theme’s that they could choose are:-
- International theme- French, Mexican, Thai, etc
- Seasonal theme – Winter buffet, pool parties etc
- Based on Religious celebrations- Diwali, Christmas, Id etc
- Special occasions- Fashion shows, sports events, weddings etc.
- A year around buffet- weekly buffets on Saturday and Sundays
A good manager should have his own list of events for consultations, he should also check will local associations of that locality and consequently plan his activities to attract the local community.
Advantages of Buffet.
- Maximum service with minimum help
- Eliminates poor and costly service
- Eliminates cold food frictions and complaints
- Permits exciting and appetizing displays
- Permits tremendous variety and opportunity for various themes
- Reduces food cost through imaginative use of leftovers
- Allows the chefs and the F&B staff to display creativity
- Increases in potential party business and can build a reputation for the entire food service operation.
Points to be kept in mind while planning a Buffet menu
- Work out the menu and buffet theme according to the price expected by the guest ie. The budget of the guest.
- Check with the guest the number of people expected, also check the no. of veg. And non veg.
- Check the type of buffet required
- Keep in mind the availability of certain food items
- Make sure that the food is easy to cook in bulk and is easy to portion out
- Make sure that when planning menu that there is difference in colours textures and that no main ingredient is repeated
- Try to suggest menus that have already been suggested or chosen by other parties taking place on the same day
- If the menu is written in any language other than English a brief explanation should be given to explain the item.
TYPES OF BUFFETS
There are basically 5 different types of buffets
- Display buffet 4. Fork buffet
- Breakfast buffet 5. Finger buffet
- Full buffet (formal)
- DISPLAY BUFFET
Some large restaurants set up a display in the center of the room to catch the customers eye. These displays include an arrangement of flowers or fruits in season or shellfish on ice or other delicacies. Sometimes an arrangement of cheese, wines and spirits are also included. The sole purpose of the display is to show customers some of the items that the restaurant can offer and to decorate the room. Display buffet also give the chefs and the F&B staff a chance to display their creativity.
- BREAKFAST BUFFET
Many international hotels offer in-house guests and other customers a breakfast buffet with a wide selection of dishes organised on a self-service style with the exception of hot beverages, which are ordered from a waiter. The selection available will vary from one hotel to another. A breakfast buffet would normally include different type of breads, preserves, fruits, cereals, veg and non-veg, cheese etc. Normally many hotels follow the American buffets.
- FULL BUFFETS
A full buffet is normally a main meal. For a full buffet tables and chairs are essential for all guests and these should be fully laid with all crockery, cutlery and glassware. Since the food is displayed on the buffet the Chef gets a chance to show his skills in decorating a dish. It must be remembered however that if the guests are to collect their own food the garnishing cannot be elaborate otherwise the last guest will have to face a far from appetising site. Simple but effective garnishing should be done.
A buffet table top must be frilled right down to the ground on all sides. Coloured frills can be used but the table top should white because nothing displays food quite so well as a plain white linen table top. A buffet itself can be decorated but again this should only enhance the appearance of the food and not spoil its taste.
In case of full buffet the guest might first inspect the buffet and then either request the staff to serve the dishes on the table or may do self-service. It is good to have a service staff behind the buffet table to help the guests serve themselves since very few people have the ability to handle service and carving cutlery speedily and neatly. These types will include both hot and cold dishes.
4) FORK BUFFET
Fork buffets has been defined as a meal, which can be eaten standing up with a plate in hand, and fork in the other. These events are ideally suitable when space does not permit tables and chairs for all. Never the less as many tables and chairs possible should be provided so that the guest can keep their drinking glasses on them. A fork buffet table can look just as attractive as a full buffet but the range of food cannot be as wide and should not contain any item which is difficult to cut with the fork only. It is important to provide a lot of napkins of good quality along with finger bowls if required.
- FINGER BUFFET
This title is self explanatory and finger buffets are the least formal type of buffet. Like in the fork buffet they are particularly suitable when the host feels that the guest will mingle with each other. A finger buffet can take place of a main meal ,but generally speaking it is only a snack meal which is frequently served at that time of a day when the guests are not anticipating a substantial amount of food. Care must be taken that the food offered can be eaten without cutlery. In this case too plenty of napkins should be available along with finger bowls if required. E.g. High tea’s and kiddies parties
POINTS TO BE KEPT IN MIND WHILE PLANNING BUFFETS
- Check the function prospectus for the menu, number of pax, type of function and the price being paid.
- Check to see if all the outlets have been given the function prospectus
- List all the items to be served ad the particular dishes or platter to be used. Hand it over to the kitchen if required (bowl, platters, food pans etc)
- Set up a schedule for food preparation
- Make a service lay out and nail it unto the notice board so that all the staff will be aware of the setup
- Discuss with the chef the buffet layout, along with the number of counters
- Make sure that proper number of chaffing dishes which have been cleaned and washed are set out according to the pre-determined setup. Check for any food particles or smears
- Layout the laddles along with under liners
- Keep the fuel tins ready. Place under liners under them
- Neatly write out the buffet tags or tent cards and place it at the respective place
- While handing over the food pans to the kitchen make sure that a label is put to indicate the item to be portioned out in that food pan
- Make sure that the frills are properly frilled and the table tops which are used are free of stains
- When the food is ready to be picked up pour hot water into the water pans in such a way that the water is not too little or too much. Light the fuel tins .
- Once the food has been picked up and placed at their respective places, make sure that there is a person in charge to keep the buffet top and the chaffing dishes spotlessly clean at all times
- The person in charge should clear the ladles and the underliners and replace them with new ones whenever it gets dirty.
- Make sure that the fuel is kept burning throughout the meal. It is important to note that the temperature of hot food should always be above 65ºC and cold food below 5º C
- While clearing the food from the buffet make sure that it is cleared in a proper fashion, back to the pick up counter. The chef will then inform and direct as to what has to be done with the remaining food.
- Put off the buffet lights and clear all the ladles and underliners. Put off the fuel before removing the food pans
- While keeping the chaffing dishes back in the stores make sure that it is washed and cleaned properly
- Once the guests have left remove the frills, satin and other table tops. Fold them neatly and keep it at one side. Do not remove the frills while the guests are still sitting. A fresh table top may be placed on top of the dirty table top.
Today the conference industry is a big business. The growth of the conference centers and hotels equipped for meetings is a result of this world wide interest.. The word ‘conference’ is used today to describe an extremely wide variety of meetings which range from the from the UN conferences on matters of international importance to staff meetings within a company where ½ dozen people sit around a table to discuss various policies.
Types of Meetings
- Conference
Usually a general session and face to face groups discussions with a high participation to plan, get facts, solve organizational and member problems.
- Conventions
Usually general session and committee meetings, mostly information giving and generally accepted as a traditionally form of annual meeting. It is generally referred to by the Europeans.
- Congress
An international meeting / event, generally referred to by Americans.
- Seminars
Usually a face to face groups sharing experiences in a particular field under the guidance of an expert discussion leader. Attendance is generally 30 persons or less.
- Workshops
Usually a general session with a face to face groups of participants training each other to gain new knowledge, skills or insights into problems. Attendance is generally not more than 30- 35 pax.
- Forum
A panel discussion taking opposite sides of an issue by experts in a given field with liberal opportunity for audience participation.
- Symposium
A panel discussion by expert in a given field before a large audience. Some audience participation but not as much as that in a forum.
- Panel
Two or more speakers stating a view point with discussion between speakers. The discussion is usually guided by a moderator.
- Lecture
A formal presentation by an expert, sometimes followed by a question and answer period.
- Colloquium
A programme in which the participants determine the matter to be discussed. The leaders would then construct the programme around the most frequent problems. Usually attendance by 35 or less pax.
Negotiations and arrangements
Bookings of conference can come from different sources, either by advertising on local / National / International media or by personal meeting by the sales and marketing staff. Once the initial stages of convincing the company is over, a proposal letter will outline the understanding between the buyer and the hotel.
Nowadays there are sales offices all around which may not necessarily be in the same place the representing establishment is. In this case the sales office should keep the concerned establishments up-to-date with the bookings & requirements and vice versa. This is very important because lack of proper and detailed communication between the two can lead to major frictions and losses.
Some of the important terms used during negotiations and arrangement are:-
- Letter of Agreement: - It is a letter from the buyer accepting the proposal made by the hotel. No legal agreement exists unless both sides have exchanged letters or duplicates have been signed or okayed.
- Cut –Off date: - It is the designated date when the buyer upon request must release or add to the function room or / and bedroom commitment.
- Option date: - It is the date agreed upon when a tentative agreement is to become a definite commitment by the buyer and seller.
- Rooming List: - It is a list of names submitted by the buyer in advance, of the guest to occupy the previously reserved accommodation.
List of equipment used in a meeting room
- Dais: - A raised platform on which the head table is placed.
- Table Lectern: - It is a raised reading desk which holds the speakers papers and rests on a table. Sometimes mistaken to be a table podium.
- Floor / Standing Lectern: - A full size reading desk which rests on the floor.
- Podium: - A raised platform or stage on which the speaker stands.
- Flipchart board
- White board
- Electronic Pan aboard: - This is a white board where the presentations made on it, can be copied on to a paper.
Audio / Visual equipment used
- Overhead Projector (OHP):- An equipment that projects an image from a transparency.
- Opaque Projector or Epidiascope:- An equipment that projects an image of an actual objects.
- Data Projector:- An equipment that projects from a computer. It is a very expensive equipment and hence needs to be handled with care.
- Slide Projector:- This equipment has two parts to it – the carousel and the base. The carousel is the upper part where the slides are placed.
- Television and VCP / VCR
- Public Address system (PA System):- This normally includes two mikes and an amplifier with speakers.