function catering, banquet and buffet

1. FUNCTION CATERING

2. BANQUET HIERARCHY

3. BANUET MANAGER
• Banquet Manager is responsible for approving all the booking after
fixing up the rates.
• He is in charge in deciding upon discounts and additional services.
• He supervises function in terms of selecting arrangement buffet
arrangement and there is PR as well.
• He is also responsible to maintain a checklist before letting out
function hall to the guest.
• He should be a person with list of detail because for certain special
occasions he has to make suggestion and create the ambience.
• He is also responsible, to co-ordinate with the House-keeping,
Maintenance, Accounts, Front Office and Kitchen.
• He along with the chef are responsible for checking the quality of
the food and make change in the menu for dishes which do not sell.
• He is also responsible for regroupment and training of staff.

4. BANQUET SALES EXECUTIVE
He/she is responsible in getting all the business for the
hotel.
• He/she follows upon arrangements fixed up of menu
writing of function prospectus. Making the contact
showing the guest the hall and also marketing for the
hotel.
• He/she is also the guidance of a manager co-ordinates
in Front office, Kitchen, maintenance and account fro
the necessary requirement.
• He/she is responsible for maintaining out going and
incoming mails, banquet dairy, FP Board to read
comments and suggestion book and all the files.

5. TYPES OF FUNCTIONS
• FORMAL
• INFORMAL
• SEMI FORMAL
• ESTATE BANQUET

6. FORMAL BANQUET SETUP
CLASS ROOM SETUP CONFERENCE STYLE

7. E shape Fish bone

8. Theatre style U shape

9. INFORMAL FUNCTIONS

10. CRESCENT SHAPE ROUND TABLE

11. OTHER SETUPS

12. STAFF REQUIREMENT CALCULATION

13. FUNCTION MENUS

14. FUNCTION PROSPECTUS

15. FUNCTION BOOKING PROCEDURE

16. Service in function
Food may be served in any one or a combination of some of the
following styles of food service.
• Silver service • Family service
• Plate service • Buffet service
The type of service method selected depends on in the following.
• Host's wish
• Type of function—formal or informal
• Number of people to be served
• Time available for service
• Service skill available
• Service equipment available

17. Service in formal function
• Guests get assembled in the Ante room.
• Small welcome drink or mocktail may be served to the guest in the
ante room
• Seating plan is displayed or announced for the guest. Tables are
numbered avoiding the number 13.
• Stewards/ waiters line up behind the head table and other tables.
• Guests are seated and serviettes placed across the leg
• First course is served to the head table followed by the other tables.

18. • Clearance also follows the same order.
• The subsequent courses take the same procedure.
• Toast may be raised in a break between the courses or it may even be
raised at the beginning or the end of the party.
• Whenever toast is raised it is to be announced by the Toast Master.
• The Toast master is only responsible for the raising of Toast, the rest of all
announcements are normally carried out by the MOC.

19. • The service could be a pre-plated service or silver service at
times, but strict observance of the codes is followed.
• All the guest seated in the head table are given the honor
of name cards whereas the guest in the other tables are
either numbered or named as per the choice of the party.
• To facilitate the service different systems are used which
can vary from hand gestures to light signals.

20. Function equipments
• Banquet tables and
chairs
• Risers
• Lactern
• Dance floor
• Food service
equipments
• Canopy
• Pipe and drape

21. • Audio visual equipments
(AV)-
 Amplifier
 Mixer
 Boom microphone
 Dimmer switch
 Equalizer
 Flipchart
 House lights
 House sound
 Lavalier microphone –
attached to the speaker

22. • OHP – over head projector
• LCD
• PA system – public address system
• Slide projector
• Screens
• LED screens

23. Space and table calculation
• Let us assume a client wants to host a dinner for
500 pax on round table arrangement, the
banquet area available is 100’x60’.
• Total area available is 100’x60’
• 'The area of a 6' diameter (72") round table is
= π r square
• = 22/7x3'x3'
• 28.28 sq. ft. area.
• Every 6' diameter round table occupies 28.28 sq.
ft. area.

24. • We cannot simply divide the total area of the
banquet hall by 28.28, because we need to
consider space for chairs, gangways, sideboards,
etc.
• The rule of thumb is to multiply the area of each
round table by 4' to cover the additional area
required for chairs, ways, etc.
• Now the area occupied by a single round table of
6' diameter to cover space for gangways and
chair is
• = 28.28 sq. ft. x 4' = 113.14 sq. ft.

25. • Total number of round tables that can be
accommodated in the banquet hall of
• 100' x 60' is
= banquet area/area occupied by the table
= 6000/113.14 = 53 round tables
• Each round table of 6' diameter can
accommodate 10 to 12 guests.
• Hence, 53 round tables of 6' diameter will
accommodate the guests between 530 and 636.
• The guests request can be easily met.

26. Estate banquet

27. Dinner of 200 pax
• Total no of pax = 200
• Guest of head table = 13
• Size of top table = 13’x3’=39’
(width of cover on head table is 3’)
Width of banquet table = 3’ (3’x2=6’)
Aisle area = 6’
Total area = 12/sprig

28. • Number of sprigs = 39/12=3+1
• No of guests on sprigs = 200-13=187
• 187 pax to be distributed on 4 sprigs
• Considering both sides of sprigs to be used
• No of guest on each side = 187/4 = 46.75
48
48/2=24

29. • Width of banquet cover = 27” = 2’3”
• Size of each sprig = 24x27” = 648”
= 54’
Size of table being = 3’x6’
Tables required per sprig will be = 54’/6’=9

30. • Leave 9' from door side and
• 6' from corridor side
• width of the room is 78' length of room is 60‘
Note: The covers are slightly kept apart in case
some special effects given on top table like fruit
decoration, carvings. Also sometimes PA systems
and personal mikes are provided for toasting and
speeches. However sufficient and in many places
calculations are based on 28"

31. Dinner of 140 pax
18 Guests at Top Table, and the Rests at the Sprigs Method of
calculation: Calculation of the length of top table:
(18 guests x length of a cover 2') = 36'
Number of covers on the sprigs
(Total guests 140 - Top table guests 18) = 122
Number of sprigs required to be calculated as follows
remembering the point that the sprigs should be within the
length of the top table.
• Assuming two sprigs:
The width of two banquet tables (2 x 2 1/2') = 5'
Gangway with chairs on both the tables = 6'
• Total (5' +6') =11'

32. • Since the area required is less than the top table
length of 36', one more sprig can be tried out
• Assuming three sprigs:
• The width of three banquet tables (3 x 2 1/2')
= 7 1/2'
• Two gangways with chairs on both the tables
• (2x6') =12'
• Total (7 1/2' + 12') = 19 1/2'

33. • Since the area required is less than the top
table length of 36‘
• Observe that every addition of a sprig calls for
extra area of 8 1/2 feet which is due to
additional gangway of 6'and the table width of
2 1/2'. Two sprigs need area of 11' and three
sprigs need 19 1/2' which is more by 8 1/2'.

34. Therefore, addition of one more sprig will need 19 1/2' +
8 1/2' = 28'.
• This can be verified as given.
Assuming four sprigs:
The width of four banquet tables (4 x 2 1/2')
= 10'
Three gangways with chairs on both the tables (3 x 6')
= 18'
Total (10' + 18')
= 28'

35. • Since the area required is less than the top table
length of 36', one more sprig can be tried out. If
we add one more sprig, it will need additional
area of 8 1/2' which is 28' + 8 1/2' = 36 1/2'. This
area is more than the length of the top table;
therefore, the plan can use only four sprigs.
• The number of guests seated at each sprig
= 122/4
• = 30, 30, 31, 31
= 122

36. • Two sprigs will accommodate 30 guests each
and other two sprigs, 31 each.
• The guests at the sprigs are seated on either
side. Therefore, two sprigs will have 15 guests
seated on the either side, and the other two
will have 15 on one side and 16 on the other
side

37. • Calculation of the length of the sprig
Maximum covers at one side (16) x length of cover
(2') = 32'
Area required to accommodate top table with four
sprigs is
(a) Top table side area
Length of the top table = 36
• Gangway at both the ends of the top table
(2 x 4 1/2) = 9
Total = 45'

38. • (Since all the springs should be within the length of the
table, calculation of spring width and gangways is not
necessary)
b) Sprig side area
Sprig behind the top table = 4 1/2'
Width of the top table = 2 1/2
Length of the sprig = 32'
• Space at the end of the sprig = 3'
• Total = 42'
• The minimum area required for this plan is
= 45' x 42'

39. Organizing a function
• After confirming the booking with all necessary requirements and passing
the information to various departments, the following should be done.
• Finalizing the seating plan with the host which tells who will sit where and
the table number
• Working out the staff requirement and hiring them
• Checking the availability AV and other requirements and their working
conditions. Hiring them, if necessary
• Setting up the table plan as requested
• Setting up the rostrum, podium, dance floor, screen, etc. as required
• Setting up the dining area—formal dining, buffet, etc. as per the host's wish
• Conducting service rehearsal for very formal service
• Inviting the host for final check up and adjusting the plan according to
his/her requirement
• Food and beverage in-charge and the supervisors should closely monitor
the function organization.

40. On the Day of the Event
• Check the personal grooming of the staff engaged.
• Allocate the mise en place and mise en scene activities to the
service staff.
• Inspect the mise en place and mise en scene thoroughly.
• Ensure all the requirements of the host are provided.
• Inspect the cleanliness of the service equipment and the function
area.
• Check the bar counter, if required and ensuring it is equipped with
adequate stock and other supplies.
• Assign the tables to the service staff.
• Give adequate briefing to the service staff on the menu, service
procedures of food and drinks, toast, etc.
• Count the number of plates placed, if buffet service is organized in
the presence of a host's representative and a person from the
control department.

41. During the Service
• Ensure that food and beverages are served according to the
instructions given.
• See that the guests receive the food and beverages on time.
• If plated, food reaches the guests quickly at right temperature. If
buffet, head count is made and the dishes are replenished quickly.
• Fuel containers of the chafing dishes are frequently topped up with
fuel.
• Clearance of soiled cutlery and crockery should be done quickly.
• Water glasses are filled frequently.
• The temperature of the function hall is at comfort level.
• Monitoring the service of alcoholic beverages
• If toast is proposed, all wine glasses are filled with wine—normally,
it is done in formal function.
• After the toast, coffee is served.

42. After the Function
• The tables are cleared.
• The soiled service equipment are sent for washing.
• A/C is switched off.
• Food containers on the buffet tables are sent back to the kitchen.
• Buffet counters are dismantled and tables are stacked.
• Banquet chairs are arranged properly or stacked and kept aside.
• Soiled linen are sorted, counted, and kept aside for laundry.
• Bar counter is closed and the closing stock of the bar is taken.
• Bar cash is tallied with the consumption of alcohol, if drinks are not inclusive.
• Returning the empty, full, and partly used bottles to the bar.
• Settling the bar cash to the control department.
• Giving feedback to the service staff.
• Paying off the hired staff and terminating their services.
• Switching off the lights and other electric gadgets.
• Closing the banquet suits and locking.
• Preparing the bill for settlement.
• Entering the bill amount in the banquet sales record.
• During the function, generator back up, additional fuse cartridges, fire extinguishers, and first aid
must be kept ready.

43. Seating plan

44. Service procedure at formal function

45. toasting

46. Procedure For Toasts At Formal
Wedding
• 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.

47. Buffet
“The gentle art of gastronomy is a friendly one.
It hurdles the language barrier, makes friends
among civilized people and warms the heart”
Samuel Chamberlain 1895-1975

48. • Flat top furniture or a sideboard
• Feeds the gathering
• Minimum staff
• Origin –
English speaking countries
Second half of 19th century
English called it court cupbord

49. • A buffet is a meal serving system where patrons
serve themselves.
• In one form of buffet , there is a line of food
serving stalls filled with fixed portion of food.
• Another form of buffet is all you can eat buffet is
a informal buffet.
• Customers pay a fixed price and they can help
themselves to as much as they want.
• Other type include salad bar and smorgasbord.

50. Space requirement
• A standard buffet table is 6 ft long .
• Height =30’’ or 2 ft 6’’
• Width = 2’
• A standard 8 quart chaffing dish has
dimensions of 1 ft 10’’ x 1 ft (LXB)
• So on a standard table 3 chaffing dishes Can
be placed.

51. Sequence of food
• Sequence of food items
• Hors d oeuvre
• Salad
• Potage
• Entrée /main course
• Dessert
• Tea / coffee

52. Special considerations
• Budget.
• Type of function.
• Availability of raw material.
• Availability of skilled staff.
• No. of pax
• Guest requirement
• Complexity of menu
• Colour combination and eye appeal
• Theme for the buffet.

53. Types of buffet
• Sit down buffet
• Fork buffet
• Finger buffet
• Cold buffet (buffet froid)
• Smorgasbord
• Display buffet

54. Types of buffet arrangements (layout)
• Single entry buffet- less no. of pax
• Double entry buffet- more no. of pax
• Canopés/huts/islands- multiple cuisine

55. Single sided buffet

56. Double sided buffet

57. Planning the buffet
• The theme sets the tone of the event
• The theme will define the menu, decorations,
props, linens, and dinnerware
• The theme can also define the music, lighting,
and wait staff uniforms
• Can be accomplished for any meal period but
lends itself best to lunches and dinners

58. Consider these points
• Offer dishes with different principal
ingredients
• Offer foods cooked by different methods
• Offer foods with different colors
• Offer foods with different textures
• Consider the costs
• Remember everything offered should be
within the budget

59. Designing the buffet
• After the Theme is Set
– Allocate space in the garden, patio, or other space
provided
– Depending on the function , there must be space
for bars, a dance floor, a stage, a podium, and
equipment
– The number of diners is critical
– As a rule, a single sided buffet can comfortably
serve 50-75 people

60. • After the Theme is Set
– If you have more than 75 people you should have
two service lines
– The use of stations or groupings of similar menu
items in different areas is also a consideration

61. Arranging the buffet
• Consider These Items
– Flow
– Spacing
– Reach
– Accompaniments
– Centerpieces
– Decorations
– Labels

62. Arranging Food on
Serving Pieces
• Hot food will be presented in chafing dishes while
room-temperature foods are placed on platters,
bowls, mirrors, or trays
• You have to consider the food on trays, platters, and
bowls for
– Height
– Pattern
– Color
– Texture or shape
– Negative space

63. Presenting and maintaining the buffet
• A common problem is overproduction
• As a simple rule, one pound of food per person is
far from foolproof but is a starting point
• Entrée item - 6 ounces
• Starch - 4 ounces
• Vegetables - 4 ounces
• Accompaniments – 1 to 2 ounces
• Dessert - 2 inches (Depending on the kind of
dessert)

64. Buffet equipments
• Table Settings
Dinner plates
Bread plates
Salad plates
Water glasses
• Buffet Equipment
Plates
Silverware rolls
Bread Basket
Chaffing Dishes
Fuel cells for chaffing
dishes
Lighter or matches for
fuel cells
Tongs
Serving spoons

65. • Serving Equipment
Serving trays
Bus tubs
Water pitchers
• Spatulas
Cutting board (for beefs,
hams, turkey)
Sharp knife for cutting
Rags (for spills)
Decorations (seasonal
flowers, etc.)
• Coffee/Beverage Station
Air-pots for coffee, decaf
and hot water
Water pitchers
Iced tubs for soda, juice and
other cold drinks
Drinking straws
Drink stirrers
Cocktail napkins
Coffee cups
Water glasses
Basket of assorted teas and
or hot cocoa
Basket of sugar packets
Small wastebasket

66. Additional Items for Off-Premise Catering
Cambro- An insulated container that keeps food hot or cold
Garbage bags for dirty linen
Extra bus tubs for dirty dishes
Disposable containers for food storage (if you are keeping it
or the customer intend to keep leftovers).
Plastic wrap
Tin foil
Extra serving utensils
Jugs of water- if no running water is available at the site
Hand sanitizer
Extra cleaning rags or paper towels

67. Check list
What we need to know:
• What type of event are you having?
(Baby shower, business meeting, reunion, wedding
rehearsal dinner, etc.)
• How many guests will be attending?
• Any special needs?
(Vegetarian, allergies, etc.)
• Do you need a dessert provided or a section set-up for a
dessert?
• Do you need any meeting tools?
(Screen, extension cords, etc.)
• One check, separate checks

68. Par stock
• Generally the park stock is kept in mind to run the operation smoothly.
• Linen: 3: 1
• Cutlery: 3:1
• Glassware: 3:1
• Crockery: 3:1
• This is the basic criteria of keeping the par stock, but generally for the small
equipment like tea spoon and tea cups the par stock is kept minimum.
• Equipment Supplier Name:
• Glassware: Spriegel, ocean
• Dishwasher: Hobart
• Cutlery: