BANQUET MANAGEMENT

1 Organization structure, Duties &
    Responsibilities of banqueting staff

2 Administrative Procedures, Formats
Maintained

3 Banquet Function Prospectus

4 Types of Function (Formal and Informal)

5 Menu Planning (Indian, Continental,

    Theme, conference, cocktail)

6 Seating Arrangements                                                        

7 Off Premise/ outdoor catering, Airline/
Railway/ Sea Catering

1 Organization structure, Duties & Responsibilities of banqueting staff

Definition of Banquet
Banquet can be defined as “Service of food and beverage at specific time, at a specific place, to a given number of guests at an agreed menu price and an agreed fixed menu.”

1.1 Organization structure of a Banquet Department:

Table 2.1 Banquet organizational chart

1.2 Duties and Responsibilities of banquet Staff

Banquet Manager

Reports to:-
General Manager
Food and Beverage Manager

Duties and Responsibilities –

a)        Recommends an annual plan and budget to the management for approval.

b)        Recruits skilled and competent banquet staff to fulfill the objectives of the department.

c)        To train staff according to the standards of the establishment

d)        To approve all the function prices.

e)        to ensure that the policies and procedures of the establishment are always maintained.

f)          To supervise all the functions and ensure they meet guest requirements.

g)        To appraise banquet staff and recommend increments and promotions.

h)        To motivate the staff and to maintain and mange discipline.

i)          To conduct personal PR with the clients to get repeat business.

j)          To conduct departmental meetings with his staff so as to discuss ways and policies to enhance service as well as the profit sales and also to discuss solutions for any operational or administration problems.  

k)        To attend the departmental head meetings called by the General     Manager

l)          To monitor budgets and submit sales reports periodically.

m)      To co-ordinate with Sales Manager regarding the sales of banquets

Banquet Supervisor

Reports to: - Banquet Manager
Food and Beverage Manager

Duties and Responsibilities –

a)    To receive instructions to execute the functions of the day

b)   To Conduct daily function briefing of the staff and allocate duties

c)    Follow-up on mis-en-place and special arrangements for all the functions prior to the functions

d)   To Train casual staff as and when required

e)    To ensure cleanliness of the function areas in keeping with the sanitation standards of establishment

f)To ensure that the function information is disseminated on time to concerned coordinating department and thereafter do a follow-up

g)    To co-ordinate and supervise the banquet hall set up as well as the buffet set up

h)   To ensure that the service is timely, qualitatively superior and carried out with utmost personalization

i) To ensure that the services are accounted for and paid for before the host leaves.

j) To give requisition to the stores as per the requirement

k)    To Handle and distribute service charges to the staff with equity and fairness

l)To ensure that the clean-up and banquet closing procedures are properly followed.

m) To take and maintain inventory of the Banquet equipment on a monthly basis and to give the reports to the Banquet Manager

Banquet Waiter

Reports to: -Banquet Supervisor

Banquet Manager                                                   

Duties and Responsibilities –

a)    One of the major duties of a Banquet Waiter is to be properly groomed and have a hygienically clean appearance for every Banquet function.

b)    To attend the briefings and receive job allocations, instructions and give feedback.

c)    To complete the required mis-en-place as per the standards set by the management.

d)    To do the Banquet set-up as required for the function.

e)    To have a complete knowledge regarding the food and drink that is to be served at a function.

f)     To have a complete knowledge regarding how to do various kinds of Banquet Hall set ups and Buffet set ups.

g)    To get the required linen that is been requisite to the House Keeping department and also other materials from the purchase store department for which requisition has already been given by the Banquet Supervisor

h)    To provide efficient food and beverage service, ensuring speed, quality and personalization during the function

i)      To Co-ordinate with the kitchen for the pick-up of food and replenishment during the function.

j)      To co-ordinate and assist in bussing service with casual staff during the function

k)    To attend to the guest needs and complaints during the function.

l)      To clean, wipe and polish the required silverware, cutlery, crockery and glassware.

m) To assist guest to serve food during buffet service.

n)    To replenish food in the food pan and water in the water goblets

o)    To conduct pre as well as post function clean up and stack furniture and other banquet equipments at the designated places.

p)    To assist Banquet supervisor in counting while taking monthly inventory of the Banquet equipment 

q)     It is the duty of the waiter to report to the banquet supervisor regarding any losses or breakages happened during the function.

Banquet Bartender

Reports to: -Banquet Supervisor

Banquet Manager

Duties and Responsibilities –

a)    To attend the briefing for the function and to understand about the type of beverages to be served during the function.

b)   To be properly groomed and to always possess a hygienic appearance during service.

c)    To requisite liquor from the bar store, glassware from the kitchen stewarding, linen from the housekeeping and other supplies from the stores department

d)   To do the required mis-en-place of the bar which includes liquor display, glass cleaning and stocking ice cubes, garnishes, and accompaniments.

e)    To maintain a total control of liquor dispensation to avoid wastage and pilferage.

f)     To conform strictly to the local excise laws and maintain the necessary records required.

g)    To assist the Beverage controller in taking bar inventory at the end of the function

h)   To take account of corkage charges when required

i)      To refill the bar glasses as per the guest requirement and to refill those glasses that are brought by the wine waiters at the bar for repeat service.

j)      To do proper closing of the bar and to handover back the unconsumed liquor to the beverage stores or as directed.

k)    Should have proper knowledge regarding various beverages and about the appropriate mixes that usually goes along with various spirits.

l)     Should have skill and knowledge regarding preparations of various Mocktails and Cocktails

m) Should have proper knowledge regarding the glassware’s that are used for various drinks and cocktails.

 Banquet Sales Manager

Reports to: -Banquet Manager

Food and Beverage Manager

Duties and Responsibilities –

a)    The main duty and responsibility of the Banquet Sales Manager is to sell lettable banquet space and food and beverage with a view to bring revenue and promote the hotel image.

b)   To develop sales promotion kits that are attractive and informative.

c)    To visit prospects with a view to sell banquet facilities.

d)   To Maintain Constant contact with the regular client and regularly update them with any new add on facilities or services provided by the hotel.

e)    To guide and motivate the sales team to achieve the target and to do proper sales and marketing so as to generate profit to the establishment.

f)To maintain guest history cards of past clients so as to generate repeat business.

g)    To report to the general Manager and higher management authorities on a daily and weekly basis about the sales activities

h)   In some cases, can negotiate banquet bookings directly with clients within policy guidelines of the establishment.

Banquet Sales Executives

Reports to: -Banquet Sales Manager

F & B Manager

Duties and Responsibilities –

a)    To attend the guest and take Banquet Booking and give them the details and all the required information about the banqueting facilities and other services and facilities provided by the hotel.

b)   To send E-mails and faxes regarding the banquet inquiries and confirmation

c)    To possess all the information and knowledge regarding the banquet pricings, banquet menu, facilities and other services provided by the hotel.

d)   To meet the clients especially corporate clients to get business from them by marketing the banqueting facilities and other hotel facilities.

e)    To Attend the functions to ensure client satisfaction.

f)To attend meeting conducted by Banquet Sales Manager,

g)    To Take clients on a Fam tour of the Banquet Facilities.

h)    In most of the establishments, the banquet executive makes the Function Prospectus and hands it over to the required department.

2 Administrative Procedures, Formats Maintained
2.1Banquet Administrative Procedures –

2.1.1 Taking Banquet Events booking
Modes of Booking / Reservation

     1. Telephonic
2. In Person
3. E-mail / Text Chat
4. Video Call / Video Conference Call

Who can do Booking / Reservation?

All reservations for the banquet function allocation is made through:

1. The Sales Office/Department/assigned personnel.
2. The Food & Beverage or Catering Manager/Banquet Manager. (If no. 1 is not available)

1. Telephonic
Telephonic Booking Guidelines

·      Telephonic enquiry is the primary step of booking in most instances.  Therefore, proper   telephone   etiquette is essential to ensure that all telephone calls to the Sales Department or Food & Beverage Department are answered correctly and courteously.

·      It is Important welcome expressions are utilized to answer all phone calls.

·      Address of client name whenever known.

·      Transfer of calls to the individual concerned; let him/her realize the visitor name with the goal that he/she can address the visitor his/her name immediately.

·      Record of visitor name and contact details if the individual concerned is occupied. Try not to keep the visitor hanging tight for an absurd measure of time. Get back to as quickly as time permits.

·      End all phone calls according to the standard.

2. In Person
Reservation must contain the following details:
Date and Time: - of Booking

1.    Title: - Name and Telephone number of client / guest

2.    Contact Details: - Point of Contact from client’s side.

3.    Banquet Function Type: - indicate type of banquet function such as, business, leisure, conference etc.

4.    F&B Services Requirement: - Western dinner, cocktail, luncheon, coffee break etc.

5.    No. of Pax - Guaranteed, expected

6.    Event Date and Time 
Special Requirements and instructions

7.    Details described: -   details are shown in the ‘Banquet function order’.

8.    Booking made by, name of individual connecting with the client and start the reservation.
Signature - By Booking taken by and booking made by

3. Email/Letter/Fax

Whenever email /letter/fax of enquiry is received, telephone/email to the client is essential:
Phone calls can land at the client faster than by correspondence and from this time forward a higher probability of confirming the business is possible as clients may push toward various lodgings/resorts at the same time.

Email / Letter/fax is endorsed for made certification, not as a specific contraption.

These days, email correspondence is incredibly used and most enquiries get past this channel. Writing etiquette is crucial, and emails must be responded to promptly (within 3–4 hours) and forwarded to the person(s) who need to see them right away.

Messages will conceivably be used for attestation if structures/insistences/getting structures, etc are sent as associations and changed over in a read-just design (i.e.: .pdf records). Something different, fax must be used.

After the underlying contact with the impending client, the individual concerned needs to get up to speed by either visiting (or informing/telephone dialog, etc.) the client or inviting the client to association to show him/her (prospective client) the workplaces to give reinforcing information and further preparing for the event.

Reservation Status

Each section into the Banquet Record Book/Reservation Log appears as "TENT" or "CONF".

Any reservation checked "TENT" is a TENTATIVE booking. To clear or affirm assignment, the individual referenced under "Booked By" is to be reached to move toward the customer to conclude its status. A sensible slice off date is to be given further.

Any reservation checked "CONF" is a CONFIRMED booking. A booking must be affirmed when the agreement is marked or a store is gotten.

4. Video Call / Video Conference Call

In case guest is not able to contact in person of not able to get connected by above sources, as per customer’s preferences and choice video call can be good idea to get connected, by this call one can show around the property to guest.

2.2 Banquet Administration

Banquet Function File

A banquet function file shall be opened when a tentative booking has been made. It is used to collect and keep all correspondence and information pertaining to each banquet function.

It can also serve as a hub for information that must be consulted before any decisions are made. Every banquet function file has a code/number and is marked with the name of the company/organizer, event date and type of banquet function for easy identification.

The correspondence in the banquet function file should normally consist of:

ü Banquet Breakdown Form

ü Banquet Function Order form

ü Deposit

ü Menu

ü (Banquet inquiry sheet) Preliminary Room Request Form

ü Proposal letter/fax/email

Banquet Administrative Management - Filing System
Forthcoming Functions

Any forthcoming banquet function files are kept in an office as demonstrated by the extended length of the event in chronological order.

Banquet Function of the Month

Functions files for the month are taken-out from the ‘forthcoming function file’ when the function information has been given. The function archives are then held in a pursue record as showed by date.

Cancellation File

After cancellation, the function record is to be separate as “cancelled ". Reasons should be immediately communicated and recorded in a cancellation section /coordinator according to successive solicitation for future reference.

Past Functions

When thank you letters have been sent out, any past limits are recorded in successive solicitation, i.e.; VEDDS Co, File under 'I'/Mr. Vedamya  C.; File under 'C'

Master File – Birthday

Function information of birthday Function are kept in a pro report in successive solicitation. It is used to pursue back the past record of birthday Function in order to trace it for next year birthday party.

Master File-Wedding

Function information of wedding Function is kept in another maser file in chronological order. It is in like manner track to pursue back the past record of wedding function in order to invite couples to their first anniversary.

Function Information File

Every limit's function information must be copied and preserved in a function information file in chronological order for use in cases where past function information is insufficient.

Administrative Procedures 

Guidelines for taking Banquet Bookings

Whenever a guest comes for Banquet Booking basic information is received from the guest and is recorded in a form called Banquet inquiry form. Following are the guidelines for taking banquet bookings.

·      Name of the person booking the banquet function

·      Name of the company, if any, booking the banquet function

·      The Nature and type of the function that has to be arranged.

·      The Date of Function

·      The time of the function – the start time as well as the end time

·      The number of people expected, and number guaranteed. A guaranteed number is the minimum number of people for whom a charge will be made.

·      The seating arrangement required in the Banquet Hall

·      Any special arrangement such as microphones, LCD projector, white projection screen or any flower arrangement

·      The time of the service and the type of the menu required.

·      The price to be charged per person.

·      Any other miscellaneous charges for special arrangement or equipment hire on rent.

·      Any type of wines, alcohol and non-alcoholic drinks required to be served.

·      Arrangement of the buffet and the style of service that the host would require.

Prospective Booking - Prospective booking means, the clients who has come to the hotel to only enquire about the banqueting facilities and to get primary information from the banqueting executive. The following procedures will be handled by the banqueting executive.

·      The banqueting executive acquires all the primary necessary information from the clients and makes a “prospective Booking” on the computer system that the organization uses.

·      To Draft a letter from the standard letter format, that is used to thank the client for enquiry and also to inform the client that, the banquet executive would be in contact with the client to follow up the enquiry.

·      After tracking down the inquiry, the banquet executive would phone the client to check on its status.

·      If the client decides not to use the hotel or premises as the venue for his / her function, the banquet executive then files the banquet enquiry form for the month end report.

·      The banquet sales executive must thank the client for taking interest in the hotel or banqueting venue and would extend an invitation to contact them again in the future to enable the Organization to personally handle his / her function.

·      In such case the banquet sales executive should try to retrieve information from the client as to why and where the function was held elsewhere and should record the information for the management future information and action

Tentative Booking - Tentative booking means if the client would like to hold space and make a tentative booking, the banquet sales executive would handle it in the following manner –

·      The Banquet sales executive would first obtain the basic necessary information from the client and would block the required space tentatively in pencil. This is also called as pencil booking.

·      The Banquet sales executive has to explain the client regarding the release date process.

·      The usual process being that if the banquet sales executive receives another banquet booking for the same date and venue, than in this case the client who has first made a pencil booking is followed up and asked whether it is confirmed or can he release the booking since he is getting another booking.

·       In case of a tentative booking, the banquet sales executive would draft a proposal and quotation, based on the client’s request which would include the name of the venue, the number of pax, the food and beverage requirement, the seating arrangement preferred, the type of the function, the date of the function, the time of the function, the cost and price per head and the other facilities offered etc. this would be either faxed or mailed to the client for his approval or alterations

·      Along with the proposal letter, the brochure, the floor plan, the hall design as well as the photograph and details of the hall relating to the height and width.

·      Seating capacity, a sample of menu card for menu selection would also be faxed or mailed to the client for his approval or alterations.

·       The banquet sales executive should call the client to ensure that the proposal letter along with other documents has been received by the client and that he has to give feedback regarding the proposal sent to him.

·      The banquet sales executive should also invite the client for site Inspection and to further discuss the event details so as to convert it into confirm booking.

·      A proper follow up should be done by the banquet sales executive who would help to convert tentative booking into confirmed booking.

Confirmed Booking –

If the client agrees to all the terms and conditions and decides to hold the function in a particular establishment, then it is called as confirmed booking. The following procedures will be handled by the banqueting executive.

·      When the banquet sales executive obtains the notification from the client that the event is confirmed, then the banquet sales executive once again confirms all the details and information given by the client during initial inquiry

·      The banquet sales executive should ask the client if there is any changes or addition in the details and information provided by him and once all the information is confirmed, then the banquet sales executive should send him a confirmation letter regarding the event with all the necessary details and information and should also thank him for selecting the hotel as a venue for the event.

·      The Banquet sales executive must ensure that the clients sign the Confirmation letter and sends it back either through mail or fax.

·      Upon receiving the confirmation letter from the client, the banquet sales executive should invite the client for site inspection and for discussing and confirming other details such as the seating arrangement, the menu to be served, the style of service to be used, the time of service that must be maintained, any equipments or special arrangement required by the client in the hall.

·      Once the client has confirmed all the details, the banquet sales executive should ask for some deposit in form of some advance been paid against the event. If the event bill is to be sent to the company for settlement, then in this case the banquet

·      sales executive must request the client to get a letter from the company on their letterhead stating the same and the period required for the settlement of bills.

·      Once the booking is confirmed, the banquet sales executive makes a confirm note and registers in the banquet diary.

·      The Banquet sales executive should make the Function prospectus for the event in details and should distribute it to the respective department for their action and reference. Usually copies of Function prospectus are given to the Kitchen Department, to the F& B Department, the House Keeping Dept, The Front Office Department, The Maintenance Department.

3 Banquet Function Prospectus (FP)

A Function sheet is basically called as Function Prospectus. This is either a manual or computerized document which gives has all the necessary information regarding the confirmed banquet event. In most of the larger establishments like The Emerald Park, Computerized Function prospectus is made and distributed to the valid departments. The Function prospectus for only those functions are made and removed that is confirmed by the clients. Number of print outs of the function prospectus is removed and is distributed to the following departments-

•    One Copy for the kitchen i.e., for the executive chef,

•    One Copy for the banquet department,

•    One Copy for the purchase department so that they get a basic and rough idea about the items to be purchased.

•    One copy for the front office department so that they are aware about the functions for the day and also it is the responsibility of the front office department to display the function on the day of the function on a function board that is usually displayed in the lobby along with its venue where a particular function is organized.

•    One copy to the accountant so that he can raise the required funds for purchasing materials and goods

•    One copy is given to the House-keeping department well in advance so that they can include the banquet hall in their cleaning schedules and also to provide any big or small flower arrangement if required.

•    One copy goes to the Maintenance & Engineering department so that according to the demand of the host mentioned in the function prospectus they can provide special equipment in the hall such as Public Address System, Connection for the LCD projectors etc.

·      The Maintenance department also checks for any replacement required for any electrical fittings such as bulbs and tubes, also checks for the air conditioning system whether they are working in proper condition or not. It also the duty of the maintenance department to put on the A / C Plant well in advance, so that the banquet hall gets proper chilled before the guest arrival.

·      Also in case the function is in the Lawns of the hotel than they are aware about the halogens to be put up in the lawns and to give the any other connections if required.

The information recorded in a Function Prospectus is as follows: -

·      The name of booking party

·      The name of the company if any of the booking party

·      The date of the function

·      The Nature and Type of Function

·      The Time of the function

·      The payment Mode decided for the function by the host during booking.

·      The Number of people expected, and the number of people guaranteed by the host while booking.

·      A guaranteed number is the minimum number of people for whom a charge will be made irrespective of whether that many turn up or not.

·      It also contains the menu items to be served along with tentative time for the service.

·      The price of the menu per head

·      The type of service required. Guests usually opt for buffets or table d’ hote menus as they are easy to administer to large numbers.

·     Special arrangements such as band, microphones, flower arrangements, ice carving etc if required is mentioned in the function prospectus.

·      The type of set up required in the banquet hall or in the lawn is mentioned in the set-up column of the function prospectus.

·      There is a column for special instruction or remarks which are given by the host during the booking of the event should be mentioned in the function prospectus. Not only the guest, but even if the banquet manager wants to give some special remark or wants to highlight some important aspect of the banquet, then that is written in this given column. Special instruction can be such as total number of people on fast or require strictly Jain food, food should be less oily and spicy, or a specific time a particular course is to be served etc.

·      The mention of charging some amount for a special service provided apart from the package rate is also mentioned in the function prospectus.

·      Most of the cocktail dinner does not include the beverage rates alcoholic as well as non- alcoholic, and these are always charged separately according to their actual consumptions, and hence the special rates for the beverage committed to the guest while booking is also mentioned in the function prospectus.

·      For bigger social function some special arrangements like hall decoration with a stage set up or some special form of light arrangements or if a special theme is used by the guest than he would like to do the décor and create the ambience or if any traditional food items that are to be distributed amongst the guest for e.g. - any type of special sweet or some assorted dry fruits is also mentioned in the function prospectus.

 Function Prospectus Format

A Banquet enquiry form is a form where all the necessary details regarding the banquet and the host booking the banquet is noted down. This is an important manual Document filled by Banquet Sales Executive, when there is a banquet enquiry either on telephone or in person. This is a printed sheet like a form which contains all the necessary information that has to be collected from the guest regarding the banquet that they would like to organize. As and when the Banquet Sales Executive ask questions to the guest in order to get the relevant answer, he records that information in the banquet enquiry form, as well as whatever special instructions that is given by the guest is also written in the form. This form plays a major role especially during normal and first-hand enquiry that is given and taken from the guest i.e., tentative bookings.

After taking the required information and instruction from the guest, it is then transferred into the Banquet Diary so as to block the required space. The only difference between the banquet diary and banquet enquiry form is that, the menu that is discussed and finalized with the guest either on the Telephone or in person, can be written on the backside of the form which is suitable for it. And in case if the guest has communicated the menu through fax or e-mail, then in this case the printout of that letter can be removed and attached to the banquet enquiry form for reference while making Banquet function prospectus. One more feature of the Banquet form is that it has a column which has to filled about the date when the banquet enquiry has come and if it is tentative, than the follow up date to confirm the booking is also mentioned in the banquet enquiry form.

4 Types of Banquet Function
There are basically three types of Banquets.

1.    Informal Banquet

2.    Semi – Formal

3.    Formal

1.    Informal Banquet – As the name itself suggests that in this type of Banquet, there is no formal set up or formal plan for seating arrangement followed. in terms of maintaining the protocols no formality is expected from the guest side. The best examples are birthday parties, marriage parties, family and friends get together cocktail parties etc.

2.    Semi – Formal Banquet – These types of Banquets take place at companies Board meeting. A top table is allotted at which the senior most guests are seated according to their ranks. Formality and stringency of seating are maintained only at the top table. The remaining guests are isolated without judgement at individual tables. The service pattern followed is also not completely formal, but the people who are chosen top table are served first and then the rest follows indiscriminate of sex, rank and seniority.

3.    Formal Banquet –In this all-section formalities and protocols are maintained and therefore elaborate arrangements need to be made. Usually, formal banquets are witnessed in case of Head of states hosting function in honor of visiting guest. These extravagant arrangements are in advance, and everything is preplanned to the last details. Decorative seating arrangements are made with predetermined and noticeable seat numbers. Seating plans may be given in progress to the guest along with the menu or maybe send with the invitation. The actual plan is as per the position and during the final show one may find tent cards indicating names of the guest placed in the seating position.

In formal banquets, a complex serving system is used. This system unavoidably comes with a battery of red, amber, and green lights, the changing of which is managed by the banquet manager. The Waiters perceive each light differently because there are comparable lights around the pantry. Because the customers haven't yet found a place to sit, a red light instructs the waiters to stay in the pantry. The dining room is prepared when the amber light turns on.

A systematic and symmetrical design is aimed for service. Thus, all waiters march into the dining hall in single line once the green light is on and branch off to respective sprigs. They stand back from the tables at specific distances after service. The return to the pantry in the same fashion as guided by the lighting system.  

5 Menu Planning (Indian, Continental, Them, Conference, cocktail)
Indian Vegetarian Buffet
Salads:

·      Kachumber Salad

     (Tomato, onion, cucumber and chilies)

·      Chutney wale Aloo

      (Potatoes with mint and Coriander Chutney)  

·      Fresh cut Green Salad

      (Slices of freshly cut Cucumber, Tomato, Carrots, Beetroot, capsicum)

Soup:

·      Palak Ka Shorba

      (Spinach Broth)

Main Course:

·      Paneer Makai Saag

      (Cottage Cheese, Corn cooked with creamed Spinach

·      Vegetable Korma

      (Fresh Seasonal vegetables done in Tomato Based Red Gravy)

·      Baigan Ka Bharta

      (Roasted eggplant with Ginger and Tomatoes)

Pickles and Curd Preparation:

·      Sirkewali Pyaz

      (Cocktail Onion)

·      Raw Mango Pickle

·      Boondi Raita

      (Pineapple and Gram Flour puffs with beaten yogurt)

Bread, Staples, Rice and Dal Preparation:

·      Tandoori Roti

·      Onion Paratha

·      Jeera Rice (Rice tempered with cumin)

·      Dal Tadka       (Curry made from lentils and tempered with Indian spices)

·      Papad – Aloo, Potato. Black Pepper

Desserts:

·      Gulab Jamun

·      Phirnee

·      Vanilla Ice Cream

Indian Non - Vegetarian Buffet with Cocktail Snacks

Cocktail Snacks:

·      Paneer Tikka Haryali

      (Cottage cheese marinated with mint and fresh herbs)

·      Aloo Corn tikki

      (Mashed Aloo with corn and spices given round shape and fried)

·      Chicken Malai Tikka

      (Chicken marinated in yoghurt, cream and cashwewnut paste and done in Tandoor)

·      Mutton Shami Kebab

       (Minced meat and spices made into roundels and deep fried)

Salads:

·      Kachumber Salad

      (Tomato, onion, cucumber, and chilies)

·      Spicy Kabuli Chat

       (Boiled Chickpeas mixed with Chopped onions and spicy herbs)

·      Fresh cut Green Salad

      (Slices of freshly cut Cucumber, Tomato, Carrots, Beetroot, capsicum)

Soup:

·      Tamatar Ka Shorba

      (Tomato and Coriander Broth)

Main Course:

·      Paneer Palak

       (Cottage Cheese, with Pureed creamed Spinach

·      Vegetable Kofta

       (Mix Vegetable balls fried and done in Tomato Based Red Gravy)

·      Murg Kadhai

      (Chicken with herbs and done in Onion based brown gravy)

Pickles and Curd Preparation:

·      Sirkewali Pyaz (Cocktail Onion)

·      Raw Mango Pickle

 (Finely chopped onions, cucumber, tomatoes, green chilles mixed with beaten yogurt)

Bread, Staples, Rice and Dal Preparation:

·      Tandoori Roti

·      Methi Kulcha

·      Vegetable Biryani

(Rice cooked with finely chopped Vegetables)

·      Dal Makhani

(Curry made from Black lentils and tempered with Indian spices)

·      Papad – Aloo, Potato. Black Pepper

Desserts:

·      Rasgulla

·      Semiyan Payasam

·      Butter Scotch Ice Cream 

Theme Buffet Menu

Rajasthani Theme

Snacks:

·      Khandvi

      (Lentil & Yoghurt rolls tempered with Mustard and curry leaves)

·      Makkai Ki Tikki

      (Corn Pattice with coriander Chutney)

·      Murg Kathi Achari

     (Chicken Marinated with Pickle Masala and done in Tandoor)

Salads:

·      Achari Aloo

      (Pickled Baby Potatoes)

·      Fresh cut Green Salad

      (Slices of freshly cut Cucumber, Tomato, Carrots, Beetroot, capsicum)

Main Course:

·      Gatte Ki Curry

      (Gram flour Dumplings mixed with Curry)

·      Dal Bati Churma

      (Dumplings made from wheat and roasted and served with curry)

·      Lal Maas

      (A Rajasthani meat delicacy made with Red Chilies)

Pickles and Curd Preparation:

·      Raw Mango Pickle

·      Mix Veg Raita

      (Finely chopped onions, cucumber, tomatoes, green chilles mixed with beaten yogurt)

Bread, Staples, Rice and Dal Preparation:

·      Phulkas

      (Small round shape Indian bread made from wheat flour)

·      Steamed Rice

·      Kadi Pakora

     (Curry made from Yoghurt and Turmeric and tempered with mustard and curry leaves)

·      Papad – Aloo, Potato. Black Pepper

Desserts:

· Moondal Hulwa

·      Churma Laddoo
Continental Buffet

Snacks:

·      American Cheese Balls

·      Paneer Sathe with peanut sauce

·      Prawn Cocktail with Lime Vinaigrette

Salads:

·      Caesar Salad Station with Parmesan Flakes, garlic, Croutons 

·      Pasta and Ratatouille Salad

·      Boiled Egg Salad with Mayonnaise dressing

Soup:

·      Cream of Mushroom Soup

Main Course:

·      Penne Pasta with exotic herbs in roasted tomato sauce

·      Baby corn and Broccoli Gratinated with Parmesan Cheese 

·      Grilled chicken with Tossed vegetables and Mushroom Sauce       

Breads:

·      Assorted Bread Rolls, Garlic Bread, Cheese Straws

·      Garlic Butter and Herb Butter

Desserts:

·      Apple Crumble

·      Chocolate Soufflé

·      Vanilla Ice Cream

6 Seating Arrangements

Types of Seating Arrangement – The following are the different types of seating arrangement that can be used for banquets, there are as follows: -

U-Shape arrangement –

As the name it clearly tells us that this type of set up is done in an alphabetical ‘U’ shape with the help of chairs and Banquets tables. This ‘U-shaped seating arrangement is very useful for conferences, especially Full Day Conferences and Training Sessions where there is written work required and the guest has to seat for long hours, say for almost throughout the day i.e. for at least 9 to 10 hours.

The main advantage of ‘U’ shape seating arrangement is that there is a lot of space is available in between so that the speaker or trainer can easily have mobility in between the participants and can easily communicate with everyone easily. Also, in this type of arrangement the LCD or White arranged can be viewed all participants without any difficulty.  This ‘U’ shape is not only used for training sessions or conferences but if a booking of 25 to 30 people just for a casual dinner and they want A la Carte menu than if a banquet is vacant for that evening, then the hall is blocked for them at no extra cost and dinner is served to them by giving silver service and making a U shape seating arrangement.

Theater Style arrangement

This type of seating arrangement is same like that of a cinema hall or auditorium hall where only chairs are kept in a proper and neat straight line one behind the other without any tables. This type of seating arrangement is also called as ‘Auditorium’ style seating arrangement. In this type of arrangement there is no need of table expect on the dais i.e. head table, and according to the number of people required to be seated on the dais.

The chairs arranged in a row should be in such a way that there should be sufficient gap between the rows so that at least one person can easily move in between the rows. This type of seating arrangement is usually preferred for Hi tea meets and for any kind for presentation meet where LCD projector along with white projection screen is used for making presentation. Press meets, award functions, senior personnel sendoff function where addressing the audience is required, any performance-oriented function like Gazal night or a dance performance etc. this type of seating arrangement is required. The main feature of this arrangement is that it is one of the simpler arrangements as compared to other arrangements and requires less time for setting up.    

Board Room arrangement –
This type of an arrangement in which all the tables are closely joined together so as to form a big square and the chairs are arranged all around it. This arrangement is done in such a way that it is exactly in the center of the hall. This is an exclusive arrangement done only when the number of participants attending the meeting or conference is less than 15 or less in number. Usually for board meetings of directors of any company, this type of set up is done. The board room set up can be a square one or a rectangular one depending upon how many people have to be adjusted in the set up.

Board Room arrangement                                            Box Arrangement

Box Arrangement –
This type of an arrangement is same like ‘U-shaped where all the tables are joined to one another to form a rectangle. The only difference here is that the upper end of ‘U’ is closed so as to form a box shape. One of the main disadvantages of this style of seating arrangement is that, in this case though the speaker can move in freely since it has an open space in between, but cannot come out easily since it is closed from all the sides. This type of arrangement is done only when the number of participants attending the meeting or conference is 25 or less in number.

Classroom arrangement –

As the name itself speaks, this type of arrangement is like any school or college classroom where there are individual tables and chairs for two persons to sit on the table. The banquet tables are arranged one behind the other in a straight line with only two chairs behind each table and there is sufficient gap between the two tables one behind the other so that at least one person can walk in between. The tables are individually dressed, frilled and laced. Once the set up is complete the entire banquet hall is converted and looks like a school classroom.

This set up is used for those events where writing is main purpose and lot of written work and presentation is involved. For training sessions, which are held from two to seven up to ten days this type of seating arrangement is an ideal one for such banquet functions. In case if more people are attending, then three chairs can be adjusted on one table. But it is advisable to put not more than three chairs. Also the distant of the chairs should be such that the chairs back should not touch each other and should be some space left back when the chairs are pulled back. For classroom style seating arrangement to give is a sophisticated and elegant look cushion chairs that are well dressed in pure white cloth should be used and the plastic chairs should be avoided.

Classroom setup                                                                Ballroom setup

Ballroom setup

This type of set up is said to be one of the best, sophisticated and elegant set up as compared to all other styles of seating arrangement. In this type of seating arrangement usually round tables are used. These round tables are arranged in the hall at regular interval and the chairs are arranged in such a way so that all the guest seating on the chair is facing toward the stage or the Dais. This means that the chairs are arranged in a ‘C ‘shape fashion. If there is special Banquet function or a occasion than a beautiful center piece on each table is kept-it may be a flower vase or a candle stand. The chairs are also properly dressed in a lace i.e., a shining chunri tied around the center of the chair with its bow behind the back of the chair. This set up is used in case when there is an important VIP dinner banquet hosted by democrats or politicians or some socialite, if there is some live performance or any award ceremony followed with cocktails and snacks that must be served on the table t. If a ball room set up is used for exclusive dinner, then each table is set up with the entire cover laid on the table.

In most of the cases the menu is pre-decided by the host and wants silver service, then according to the food ordered and the beverage decided, the entire cutlery, flatware, glassware and linen is set on each and every table set up in the hall before the arrival of the guest. The waiters on duty are briefed thoroughly regarding the menu and style of service to be used and the tables are distributed amongst the stewards in such a way so that the service given is smooth and flawless.

Comb Shape

This seating arrangement more realistic by pairing up with tables or chair attached table. This similar to classroom setup in school or colleges.

Example - Mass Dinner, Wedding, Training, Business product development workshop.

                   Comb Shape setup                             Herringbone / Fish Bone setup

Herringbone / Fish Bone Arrangement

Although the rows of seats and tables are angled inward, this design is comparable to the seating arrangement in a classroom. All these seats are facing the speaker or the podium. Additionally, the amenities are suitable for eating and for taking notes. The audience's movement, however, continues to be a disadvantage because it makes it challenging to enter or leave.

Examples- conference, lectures, seminars, or any formal event that would not require much interaction among the attendees.

Boardroom Seating Style

This is a kind of constrained hollow square configuration where only one long table is used and everyone is facing each other on the inside. Conference seating style is another name for this design. There is a cap of 25–30 participants for the event.

Although there is a limited amount of space for resting and eating, this style of seating arrangement gives the audience an expanded possibility for involvement.

Example - meetings, discussions, interviews, team briefings etc.

Casual seating arrangement – This is one of the simplest types of arrangement used amongst all the seating arrangement that are used for banquet function. As the name itself indicates that this is an informal type of seating arrangement done in the banquet hall. In this type of arrangement, only banquet chairs and coffee tables are required for the set up. In casual set up big banquet tables are not required at all.

Casual set up can be done in two ways as follows:

In this case all the chairs required are arranged along the walls of the hall in a straight line. The coffee tables are arranged at regular intervals in front of the chairs. Usually, one coffee table is kept for at least 4 to 5 chairs. The main advantage of this arrangement is that there is lot of space left in the middle of the hall since all the chairs are aligned along the wall. This type of set up can be used for informal company luncheon, get together dinner parties or for sendoff party where a formal speech has to be provided or for kitty parties wherein ladies have to play some games.

In second type of casual set up, all the chairs are arranged either in a semi-circle or a complete circle in the middle of the hall, which means the chairs, are arranged in groups of 8 or 10 in a complete circle or in a semicircular fashion.  The chairs are not arranged exactly in the middle of the hall, but little away from the wall. If the arrangement is done in a complete circle form, then the coffee tables are kept in between, in case the chairs are arranged in a semi-circle manner than the coffee table is kept in front of the chairs. This type of set up is usually arranged in case of family dinners or any social functions, also in case of family or couple kitties’ or regular get together party, Birthday parties etc. This arrangement is preferred for casual banquets because groups can be formed and the ladies, Gentlemen and kids can sit with their own group.

7 Off Premise/ outdoor catering, Airline/ Railway/ Sea Catering.

1)      Outdoor Catering

This is also called as off – Premises catering and is one of the major types of banquet event and is major revenue profit earner for the establishment. Outdoor Catering as the name itself tell that it is a banquet service provided outside the hotel premises at external sites of the guest choice.

People choose outdoor catering to personalize an occasion. All forms of social, professional or state functions can have outdoor catering at their own premises. A socialite may outdoor catering at their villa for a large gathering of family friends and near relatives or a corporate house may call for an in-house meeting, training programs or conferences. But the basic requirement for ODC is that at least 25 to 30 numbers of persons should be guaranteed by the host for having outdoor catering at his desired premises.

As compared to the banquet function organized in hotel, functions that are organized outside have more challenges and more planning work goes into it. Also, the price quoted for outdoor catering is 20 % more than when it is organized in the hotel. This is so because more work and logistics goes into it and an entire small kitchen and banquet, and buffet set up is taken along with all the necessary equipment and items that are required for service and set up and for the guest to consume the meals is taken to the location where the banquet function is. Transportation is required for such events to take all the necessary items and equipment on the site.  The Transportation required for such an outdoor event is either provided by the host or if provided by the hotel, then in this case a separate transportation amount is charged to the guest.

The challenges that one faces while arranging for outdoor catering is: -

1.      When food preparation is on site, this requires logistics of raw vegetables, supply at site, equipment for cooking and service of quantity food, fuel and Smoke issues and dedicated staff who can cook and serve according to the standards.

2.      Most of the hosts prefer to have the food pre-cooked at the caterer’s banquet facility itself as they have the resources to ensure the standards of cooking. The other challenge is to keep the food fresh and warm, store in safe containers to avoid spillage during transportation and covered well to protect from dust, insects and other contaminants. Transportation includes the movement of furniture, equipment and service ware required for set up on the site. The Transport will have to be large enough to carry folding tables, folding chairs, chaffing dishes, crockery, cutlery, glasses ware and service platters and trays each packed well enough to avoid breakages and damages.

3.      Another challenge is to keep the food hot and frozen dessert chilled at the time of service. This requires carrying solid fuel for heating chaffing dishes and gas cylinder and also gas ranges to heat the cooked food. Chilled food requires ice boxes which can keep frozen dessert chilled or if it is feasible to take deep freeze on site than it must be taken along.

The points to be considered during the initial survey for ODC are as follows: -

·       The nature and type of function

·       The Date of the function

·       The type of menu to be served and the number of courses.

·       The style of service to be used.

·       The Site where function is to held and the catering is to be provided

·       The distance from the depot

·       The time required to reach the site form the establishment.

·       The availability and type of transport required.

·       The total number of kitchen staff and service staff required.

·       The number of people expected to attend the function.

·       The availability of water, gas, electricity, drainage or refrigeration on the site where catering has
        to be provided.

·       The time allowance for setting up catering unit and dismantling.

·       The line of communication to ensure control of staff and continuous supplies.

·       Type of license: if required

·      The washing - up facilities available on the site.

2} Air Catering:

This type of catering is usually concerned with the provision of food and drink for passengers who are traveling by plane from one place to another. Precooked and Frozen food is loaded into the aircraft galleys and later heated in specially fabricated ovens. The food is placed in a special tray where the tray along with the food is kept in the oven for heating and then served to the passenger on board. The time of the flight and the distance to be covered by the plane decides what kind of meal is to be served in the aircraft.

The food is usually pre-prepared in the flight kitchens on the ground, or the food is cooked by a reputed hotel under contract, where the food is freeze and reheated in the flight before service. The reheating of the food in aircraft is done by using microwave ovens. The menu and the style of service for the first-class passengers and economy class passengers are different.

Railway Catering: 

This is concerned with the provision of food and drink for passengers who are traveling by railway from one place to another. Meals can be served from restaurant car or from the pantry cars. Spencer’s plays an important role in Indian railway catering.

Spencer’s: Madras and South Marathwada. In railway catering mostly pre-plated tray service is used. If railway catering is done through contractual licenses who serve food in disposable aluminum foils.

Railway catering may be divided into two areas: - Terminal catering and transmit catering. Catering at railway terminals usually comprise self-service, fast food and take away units supplemented by vending machines, dispensing hot and cold food and drinks.

In transit catering there are three kinds of service. The first is the traditional restaurant car service where Breakfast, lunch and Dinner are organized in special dining area with proper seating arrangements and passenger can go to the restaurant car for their meal and then return to their seats on the train after their meal. Second is the Pullman Service, where the meals are delivered direct to the seat of the first-class passengers only and the third is the trolley service where the food is pre-portioned on a tray and kept on the trolley and delivered to the passengers.

3} Ship / Marine Catering:

Ship or Marine Catering has its own rich traditions and is also a growing industry where the cruise liners are more in demand now a day. It is a branch of catering with a charm of its own because a ship travel may take anything from a couple of days to fortnights or more to reach a destination port. Hence large quantities of food products and alcoholic and non-alcoholic beverages must be carried on board. Sea catering varies from the provision of food and beverage on the short route ferries to large cruises or passengers’ liners. A large cruise liner usually has more than two restaurants, a specialty restaurant, a coffee shop, and more than two bars. All the catering outlets in the cruise have lavish décor and are tastefully done. The linen, the cutlery and the crockery used are of high standards and the service style usually used is buffet service and silver service using high service standards. The buffet is attractively decorated and the set up done surely attracts the attention of the passengers. All types of meals are prepared and served to the passengers on board. Like a and spatiality restaurant on land, the cruise ships also have different types of restaurants serving various cuisines. The staff on board usually consists of around 60%.

For more hospitality academic notes visit:

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reference book for the above notes.

Specialised F & B Service Management

Beverages Service
Paperback
January 2020 Edition
Author:
Dr. Deepa Prasad Venkatraman
Ulhas Chaudhari

Food & Beverage Services Practical & Techniques
Paperback
January 2020 Edition
Author:
Dr. Deepa Prasad Venkatraman
Ulhas Chaudhari

Room Service / In-Room Dining / In-Situ Services

1 Introduction. General Principles
2 Room Service, Scheduling & Staffing
3 Cycle of Service
4 Forms & Formats
5 Order Taking, Suggestive Selling
6 Time Management
7 Terms
8 Review Questions