Banquets 1

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F & B Notes

BANQUET

Banquet can be described as a large gathering of people where arrangements are done for

service of food and beverages. The word banquet means a sumptuous feast or meal. The need

for its origination dates back to such era when it became mandatory to organize a different

setup all together for large groups so that it can be separately looked on. The space constraint

thus can be sorted out by engaging particular big halls meant for the purpose and therefore

the concept of banqueting became popular.

In the modern day scenario banquets are arranged to cater large number of people. It may

be in honor of a visiting guest, dignitaries, birthday or marriage. However the modern

concept of banqueting includes much more. The gathering of people has taken the shape of

conventions, meetings, conferences, bday parties, reunions, etc & etc.

The importance

An efficient conference & banquet service is possible only with proper coordination between

banquet office / operations & the kitchen. 80% of the guest who come for conferences are very

particular about the fact that all the details which were mentioned by the catering sales

office/banquet office are carried out effectively & no details are missed out. The guests get upset

in case anything is not done the way requested.

The function categories

Banqueting functions include categories

Formal meals includes lunch, dinner and breakfast.

Buffet receptions include functions such as wedding receptions, cocktail party, etc.

Conferences include meetings.

Public relation parties includes seminars, dealers meetings, exhibitions, product launch

etc.

Social banquets marriages, dinners, lunch, cocktail party etc.

Banqueting types

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F & B Notes

From the point of view of operation, banquet functions can be distinctly classified as

1. Informal banquets

2. Semi-formal banquets

3. Formal banquets

Formal banqueting In this all degrees of formalities and protocols are maintained andtherefore elaborate arrangements are required to be made. Normally formal banquets are

witnessed in case of Head of states hosting function in honour of visiting dignitaries.

These elaborate arrangements are in advance and everything is preplanned to the last

details. Elaborate seating arrangements are made with predetermined and marked seatnumbers. Seating plans may be given in advance to the guest along with the menu or may

be send with the invitation. The actual plan is as per the ranking and during the final

show one may find tent cards mentioning names of the guest placed in the particularseating position.

Informal banquetingIn this no set plan of seating is followed. Apart from this noformality is expected from the guest side in terms of maintaining the protocols. The best

examples are the marriage parties, birthday bash, launch parties etc.

Semi-formal banqueting In this a part of the function is formal whereas the rest can be

informal in its own sense. For example in a company board meeting the top table can be

arranged maintaining the protocols and ranking whereas the rest of the table could be at

ease with no such arrangement.

SEQUENCE OF FORMAL BANQUETING SERVICE.

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.

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.2


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F & B Notes

The Toast master is only responsible for the raising of Toast, the rest of all announcement

and are normally carried out by the MOC.

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 system different systems are used which can vary from hand

gestures to light signals.

The Banquet department

Therefore the Banquet department can be grossly categorized into

1. The Banquet sales office

2. The Banquet operations

Lets now understand type of job and the flow of tasks in these twoabove mentioned areas.

The Banquet sales office

This mainly deals with

Inquiries of the various halls, dates and rates.

Reservations and cancellations of the functions.

Finalizing the details.

Follow ups of the bookings.

Filling the correspondence.

The Banquet Operations

This mainly deals with

Making the Function Prospectus or the FP.

Hall setup

Planning and execution of the functions

Maintenance of the area and equipments

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Banquet manager

Asst. Banquetmanager BanquetSa

ToastMaster BanquetHeadWaiter HeadWineWaiter

Waiter

Casualstaff

Porters

SalesEx

F & B Notes

Coordinating with the chef for the formulation of regular as well as the special menus as

requested by the guest

Coordinating with the host of the function

Controlling the operating cost

Ordering supplies via indenting

Manpower planning and briefing of the staff

Monitoring the function

The final bill making and settlement

Staff organization

Banquet manager

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F & B Notes

He / she hold the full administrative responsibility. He meets the prospective clients to discuss

and finalize the arrangements such as menus, table plans, wines, toast master, costs or any other

special requirements. He then sends all the information in the form of a Memo or formatted

structured Function Prospectus to all the concerned departments like kitchen, housekeeping,

maintenance etc. He takes the overall responsibility for the successful conduction of the function.

Banquet head waiter

Banquet head waiter is in charge of the banquet suits and there organization for various forms of

functions. He is also responsible for arranging and engaging the casual staff to perform the

various bulk jobs of a function. He ensures a proper co-ordination among the staff and the

management so that a good team work can be generated and a perfect service can be delivered to

the guest.

Dispense barman

He is responsible for the proper dispensing of the liquor during the function. He is also

responsible for the allocation of bar stock for various functions, the setting up of the bar, the

organization of the bar, control of stock, stock taking and restocking of the bar.

Permanent waiting staff

These are the people who perform all hands on jobs and do practically the service in the

banquets. They do the mis en place well before the function like laying of the table etc and

perform a effective service during the function.

Casual staff

These are the staff usually hired by the banquet department on daily basis. They should be

picked up carefully as the nature of the job is casual. Normally such staff reports one hour before

the service. They are briefed and then are allotted the respective job. After the service they are

dismissed after paying the daily wages.

Porters

There are always two or three porters employed in the banquet as a great deal of heavy work is to

be carried out in banquets. Heavy items like chairs, tables etc are to shifted everyday for the

purpose of set wherein these porters are of great help.

Taking booking.

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Booking

By phone

By written request

In person


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FunctionProspectus

Circulate it to variousdepartments

Include it in Forward Banquetinglist

1 / 2 days before prepare Functionsheet

Table plan and staffallocation

Check diary

Available Not available

Refuse politely Offer alternate datesnter in booking diary

Send confirmation seeking letter/ dealletter

Received confirmation

Not received confirmation

Prepare the Function Prospectus

F & B Notes

BANQUET OFFICE OPERATIONS

Inquires are noted in the computer & the halls are blocked tentatively according to the timings

& the date. The unconfirmed function is blocked in green colour & the confirmed function is

blocked in red colour. These bookings are then followed up with the concerned sales office orthe guest directly till it gets confirmed.

When the office personnel is confirming a function, details are noted in a plain sheet. Allquestions are asked to the guest as per the Banquet Information Form that nothing is missed out.

Inquiries can be received in the Banquet Office through email, fax, telephone or personally the

guest coming for a booking or by any of the sales offices.

A Banquet Information Form is mailed to the sales office. This is a checklist of the questions toask for a Banquet Function, so that nothing is missed out.

Banquet function details checklist

Contact person at venue:

Program Duration:

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F & B Notes

A.M/P.M (coffee) Break:

Guaranteed no of people: Expected no. of people:

Seating Arrangement-

q Theatre Style

q Boardroom

q Classroom seating

q U-Shaped seating

q Fish Bone

q Buffet lounge (Informal)

q Round Table cluster

q Other

Audio visual requirement:

q Overhead Projector

q Slide Projector

q Videoscope

q Screen

q TV/VCR

q Tape recorder

q Microphones

q Hi-Fi Audio system

q LCD

Head table count: Registration table:

Signboard to read as :

Mode of payment (Billing) : Contact Person:

Address:

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F & B Notes

We request you to kindly sent us a confirmation letter on your company letterhead to

enable us to send the final bills to your company.

Menu Details

q Conference menu

q High Tea menu

q By chef

q Cocktails

NOTE : FUNCTION PROSPECTUS FORMAT TO PASTED

LEAVE ONE PAGE

Special Instructions

Once all the information has been received & the function is clear, the

function prospectus is made. The function prospectus has to be fed in verycarefully as the success of the function depends upon the details, which

are contained in the FP. The FP has four copies, one for Banquet Office,

one for Operation & billing, one for Stewarding & the last for the Kitchen.

The function prospectus is filed along with all the correspondence in the

daily function folder which is maintained day wise. As & when the FP is

made, the FP is filed in the respective day folder.

Any correspondence for the future months functions are filed with

remarks & after the hall has been blocked filed in the monthly folder. Atthe end of the month the daily folders are removed & the correspondence

in the monthly folders are filed according to the days & the details are

again fed in the computer to start the process of taking out the FPs.

The Banquet Information Form has the choice of cuisine offered. Once the

guests preference of cuisine is known, the menu is e-mailed for

finalization & then the FP Is made. This is done only if the booking isfrom the sales office.

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F & B Notes

As soon as the Chef receives the FP in the Kitchen, in case of doubts he

asks the Manager or else his planning starts.

If it is a Theme Dinner, then planning has to start much in advance.

Decor / props to be organized & ordered. The Manager hands over the

function to the Captain who starts following up on the ordering & theplanning of the function. It is the duty of the Banquet Manager to follow

up from time to time.

The FP has to be checked by the Catering sales assistant during the menu

briefing with the kitchen Chef. Every possible thing, which is going to

happen in the function, is noted down with the comments of the BanquetManager or the Sr. Captain handling the function.

On the day of the function, the Captain meets the host on his arrival & goes through the wholeprogram once again as in the Function Prospectus. He should reiterate the following parts:-

Check regarding the timings of the function & go through the wholeitinerary again.

Reconfirming the menu.

Get an approval regarding the seating arrangements. Check if any changes are required.

Check for audio / visuals aids.

Once the function start the Captain has to ensure full support & co-

ordination from his side for the function.

At the end of the function, the bill is made & is signed by the host. The Catering

assistant raises a Banquet Challan, which is not a bill, but the guest signs on this Challan,& then the bill is made & need not be presented to the guest. If the bill has to be settledthen is presented or else sent to the company for collection if the guest is on the credit list

of the hotel.

If the function is in a plan or complimentary then the KOT is raised for

the plan amount & attached to the waiters copy of the F.P & sent to the

F& B Controller.

The Catering Sales office emails the thank you letters to the guest the

next day to check on if the function was a success. In case of any

grievance the Banquet Office tells the Manager who in turn finds out thefact. Thus the Guest Recovery is made.

NOTE : BANQUET MENU SHOULD BE PASTED IN THE

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F & B Notes

BREAKFAST

CHOICE OF JUICES OR SWEET / SALTED LASSI

CHOICE OF CEREALS(PORRIDGE / CORNFLAKES)served with hot & cold milk

CHOICE OF EGG PREPARATIONS(BHUJIA / SCRAMBLED / MASALA SCRAMBLED)

served with toast, butter & preserves

SELECT ANY ONE FROM A OR B

A

AMERICAN PANCAKESServed with honey & melted butter

BREAD BASKET ANY THREE

(MUFFINS / CROISSANTS / DANISH PASTRY / CINNAMON ROLLS)

B

POORI BHAJI

CHOICE OF PARATHA(ALOO / GOBI / MOOLI / NALADARI)

served with curd & pickleCHANNA BATURA

SELECT ANY TWO

IDLIVADA

CHOICE OF UTHAPPAM(plain / tomato / onion / nilgiri / vegetable)

CHOICE OF DOSA(plain / masala / onion)

CHOICE OF UPMA

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F & B Notes

(semiya / rawa)south indian served with sambar & assorted chutneys

IDDIAPPAMServed with veg korma

TEA / COFFEE

* THIS MENU IS APPLICABLE FOR ALL PLAN AMOUNTS.

CONVENTION MENU (WORKING LUNCH)

Select any ONE select any TWO

CHOICE OF CREAM SOUP VEGETABLE CUTLET(mushroom / tomato / vegetable / green peas) POTATO, CHEESE & RAISINCROQUETTESMINESTRONE PANEER PAKORATAMATAR DHANIYA SHORBA MYSORE BONDA

VEGETABLE CLEAR SOUP MINI VEGETABLE PIZZAMYSORE PEPPER RASAM MINI VEGETABLE BURGERVEGETABLE BIRIYANIVEGETABLE FLUTAS/VEGETABLE QUICHE

Select any THREE select any ONE

GREEN SALAD CHICKEN CUTLETRUSSIAN SALAD KENTUCKY FRIED CHICKEN

(bones)TOSSED SALAD TANDOORI CHICKENCOLESLAW MEXICAINE MINI CHICKEN PIZZAGERMAN POTATO SALADMACARONI SALAD CHICKEN BIRIYANIMAHARAJA SALAD MUTTON BIRIYANIKOSAMBARI SALAD CHICKEN FLUTASPOTATO SALADANDALOUSE SALAD

Select any TWO Select any ONE

(sandwich)

CHEESE AND TOMATO FRUIT TRIFFLEVEGETABLE GATEAUX (pineapple /chocolate)COLESLAW GULAB JAMUNCHUTNEY RASGULLASCHICKEN RASMALAI

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F & B Notes

EGG MOONG DAL HALWACHEESE SOUFFLE (lemon, orange,chocolate)

THIS MENU IS APPLICABLE FOR PLAN AMOUNT MORE THAN RS 450/-.

INCASE THE PLAN AMOUNT IS RS 600/-,THE DESSERT IS INCREASED TO 2&THE NON VEG ALSO TO 2 & VEGETARIAN TO 4.

THIS MENU ALSO INCLUDES 1 DAL & STEAM RICE

LUNCH / DINNER MENU SUGGESTIONS

(VEGETARIAN BUFFET)

Soups Vegetables Rice

Select any ONE Select any TWO Select any ONE

CREAM OF TOMATO ALOO JEERA JEERA PULAOCREAM OF MUSHROOM DUM ALOO KASHMIRI MUTTER PULAOCREAM OF VEGETABLE ALOO CAPSICUM VEGETABLE PULAOCREAM OF SPINACH ALOO GOBI KASHMIRI PULAOPOTAGE ST. GERMAN ALOO MUTTER VEGETABLE BIRIYANIMINESTRONE ALOO PALAK ZAFFARANI PULAODAL MINT SHORBA SHAKAHARI SANGAM TOMATO RICESWEET CORN VEG SOUP NAVARATHAN KORMA COCONUT RICEVEGETABLE CLEAR SOUP VEGETABLE KOFTA LEMON RICE

HOT N SOUR SOUP VEGETABLE JHALFRAZIE MUSHROOM PULAOVEGETABLE KOLHAPURI NAWABI PULAO

Salads VEGETABLE SHAHI KHORMASelect any TWO VEGETABLE AUGRATIN

DUM ALOO BHOJPURI Indian breadGREEN SALAD PUNJABI KADI Select any TWOTOSSED SALAD GOBI MUTTERWOLDROF SALAD GOBI GAJJAR SUKHAMAWA ROTI / NAAN / KULCHACOLESLAW MEXICAINE KADAI VEGETABLE BUTTER NAAN /

PARATHAGERMAN POTATO SALAD BHINDI DO PYAZA MISSI ROTI / PUDINAPARATHACHAATS (aloo / channa / fruit)KUCHUMBER Dal DessertsMACARONI SALAD Select any ONE Select any TWOMAHARAJA SALAD FRUIT SALADKOSAMBARI SALAD DAL MAKHANI FRUIT TRIFFLE

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F & B Notes

DAL MAHARANI PINEAPPLE GATEAUXPaneer YELLOW DAL TADKA

MOUSSE DE RUMPOPESelect any ONE DAL PANCHRATAN CHOCOLATE GATEAUX

RAWAL PINIDI CHOLE SOUFFLE (lemon /

orange / chocolate)PANEER MATTAR RAJMA MASALA CARAMEL CUSTARDPANEER MAKHANWALA DAL LASOONI ALMOND PIE

DAL PALAK DATES PIESHAHI PANEER MOON DAL NOORJAHANI FRUIT & NUT PIEKADAI PANEER HARA MOONG DAL RASMALAI

MA KI DAL GULAB JAMUNMALAI KOFTA SEMIYA KHEERPUDINA PANEER RICE KHEERPANEER CHUTNEYWALA GAJJAR HALWA

GIN TRIFFLE PUDDING

MALPUASHAHI TUKRAADA PRADAMANSHIREEN-E-JANNAT

LUNCH / DINNER MENU SUGGESTIONS

(NON-VEGETARIAN BUFFET)

Soups Vegetables Rice

Select any ONE Select any TWO Select any ONE

CREAM OF TOMATO ALOO JEERA JEERA PULAO

CREAM OF MUSHROOM DUM ALOO KASHMIRI MUTTER PULAO

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F & B Notes

CREAM OF VEGETABLE ALOO CAPSICUM VEGETABLE PULAO

CREAM OF SPINACH ALOO GOBI KASHMIRI PULAO

POTAGE ST. GERMAN ALOO MUTTER VEGETABLE BIRIYANI

MINESTRONE ALOO PALAK ZAFFARANI PULAO

DAL MINT SHORBA SHAKAHARI SANGAM TOMATO RICE

SWEET CORN VEG SOUP NAVARATHAN KORMA COCONUT RICE

VEGETABLE CLEAR SOUP VEGETABLE KOFTA LEMON RICE

HOT N SOUR SOUP VEGETABLE JHALFRAZIE MUSHROOM PULAO

VEGETABLE KOLHAPURI ZARDA PULAO

Salads VEGETABLE SHAHI KHORMANAWABI PULAO

Select any TWO

VEGETABLE AUGRATIN

DUM ALOO BHOJPURI Indian bread

PUNJABI KADI Select any TWO

GREEN SALAD

TOSSED SALAD GOBI MUTTER

WOLDROF SALAD GOBI GAJJAR SUKHA MAWA ROTI / NAAN / KULCHA

COLESLAW MEXICAINE KADAI VEGETABLE BUTTER NAAN /

PARATHA

GERMAN POTATO SALAD BHINDI DO PIAZA MISSI ROTI / PUDINA

PARATHA

CHAATS (aloo / channa / fruit)

KUCHUMBER Dal Desserts

MACARONI SALAD Select any ONE Select any TWO

MAHARAJA SALAD FRUIT SALAD/ FRUIT

TRIFFLE

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F & B Notes

KOSAMBARI SALAD DAL MAKHANI SHEREEN-E-JANNATH

DAL MAHARANI PINEAPPLE GATEAUX

Chicken / Lamb YELLOW DAL TADKA MOUSSE DE ROMPOPE

Select any TWO DAL PUNCHARATTAN CHOCOLATE GATEAU

RAWAL PINIDI CHOLE SOUFFLE (lemon /

orange / chocolate)

MURGH DO PYAZA RAJMA MASALA CARAMEL CUSTARD

KADAI MURGH DAL LASOONI ALMOND PIE / DATES

PIE

MURGH MAKHANI DAL PALAK FRUIT & NUT PIE

MURGH AFGHANI MOON DAL NOORJAHANI RASMALAI

MURGH HARIYALI HARA MOONG DAL GULAB JAMUN

MURGH MUSSALLAM MA KI DAL SEMIYA KHEER / RICE

KHEER

MURGH KALI MIRCHWALA GAJJAR HALWA

POULET SAUTE CHASSEUR GIN TRIFFLE

PUDDING

PUDINA CHICKEN MALPUA

CHICKEN CHETTINADU SHAHI TUKRA

MURGH HAWA MAHAL ADA PRADAMAN

DUM KA GOSHT

MUTTON KOLAPURI

MUTTON COCONUT FRY Paneer Select any ONE

MUTTON ROGONJOSH PUDINA PANEER Menu includes

GOSHT PALAK PANEER CHUTNEYWALA

BHUNA GOSHT PANEER PASANDA PAPPAD / PICKLE /

RAITHA

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F & B Notes

MUTTON PEPPER FRY SHAHI PANEER

MUTTON VINDALOO KADAI PANEER

PANEER MATTAR

PANEER MAKHANWAL

PANEER PALAK

MALAI KOFTA

PLEASE NOTE THAT THIS MENU IS APPLICABLE FOR A PLAN AMOUNT OF

RS 450/- INCASE THE PLAN AMOUNT IS RS 350/- THE VEGETARIAN BUFFET MENU IS

APPLICABLE.

INCASE THE PLAN AMOUNT IS RS 600/-,NON VEG SECTION BECOMES3,SALADS BECOME 3,VEGETARIAN DISHES BECOME 3 & DESSERTSBECOME3.

ALSO NOTE THAT THE BUFFET WILL BE APPLICABLE FOR 15 PAX & ABOVE.

COCKTAIL SNACKS

NON VEGETARIAN

CHICKEN TIKKA DOZEN 150.00ACHARI TIKKA ,, 150.00MURGH MALAI TIKKA ,, 150.00SEEKH KABAB ,, 150.00CHICKEN PAKORA ,, 150.00DRUMS OF HEAVEN ,, 110.00FRIED CHICKEN ,, 110.00SHAMMI KABAB ,, 120.00

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F & B Notes

VEGETARIAN

CHEESE & PINEAPPLE STICK DOZEN 60.00

PANEER TIKKA ,, 80.00PANEER PAKORA ,, 80.00CHILLI PANEER ,, 80.00VEGETABLE PAKORA ,, 40.00VEGETABLE SEEKH KEBAB ,, 70.00CAULIFLOWER MANCHURIAN ,, 60.00COCKTAIL MASALA VADA ,, 60.00VEGETABLE CANAPIES ,, 60.00FRENCH FRIES PORTION 30.00MASALA PEANUTS ,, 25.00CHANNA CHAAT ,, 25.00

SALTED PEANUTS ,, 20.00WAFERS ,, 20.00

BEVERAGES

AERATED BEVERAGES 25.00SODA 15.00CANNED JUICES 75.00MINERAL WATER 25.00

TAXES AS APPLICABLE

* THIS MENU IS CHARGED AS PER CONSUMPTION.

HI-TEA

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F & B Notes

Select any ONE Select any TWO

CHICKEN SANDWICH TOMATO & CHEESESANDWICH

ASSORTED CANAPIES MINI VEGETABLE BURGERMINI BURGER (CHICKEN / MUTTON) CANAPIESCHICKEN PATTIES MASALA VADASTUFFED BUNS (CHICKEN / MUTTON) VEGETABLE PATTIESCHICKEN CUTLET VEGETABLE CUTLETCHICKEN PAKORA MINI VEGETABLE PIZZAMINI CHICKEN PIZZA VEGETABLE STUFFED BUNEGG PAKORA MYSORE BONDACHICKEN CROQUETTE VEG SPRING ROLLCHICKEN SPRING ROLL ALOO BONDA

COCKTAIL VADA /

CHUTNEY

Served with tomato sauce, tamarind, coconut & mint chutnies

Select any ONE

PASTRIES (Chocolate, Pineapple)

GULAB JAMUN

KALA JAMUN

PHIRNEE

SOOJI HALWA

SOUFFLE (Lemon / Orange / Chocolate)

CARAMEL CUSTARD

SEMIYA PAYASAM

RASMALAI

MILK CAKE

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F & B Notes

FRUIT TRIFFLE

MALPUA

SHAHI TUKRA

TEA / COFFEE

* PLEASE NOTE THAT THIS MENU IS NOT INCLUDED IN ANY PLAN AMOUNT &

WILL BE CHARGED AT AN EXTRA RATE ODF RS 100/-+TAX.

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F & B Notes

Road show/ Exhibition

This is basically a display of a particular product. This may be from the same

company- different types for example range of Akai Tvs or may be differentcompany Tvs displaying their range of products. The set up for all road shows or

exhibitions will differ from product to product. In this sort of an event a hall hire is

charged to the concerned as guests keep coming and going. Their will be an add in

the newspaper regarding the timing of the road show & guests will choose a

convenient time to visit. The hotel high organise a coffee tea service for all the

guests who come in.

ExamplesAn exhibition of sarees will require a platform or a stage in each stall to display theentire saree with lot of spotlights so that the colour is not hidden. They will also

require tables behind to store the sarees. One man per counter from the companyas a salesman displaying.

A computer road show will require stalls as in cubicals with spotlights highlighting

the product & a display table with focus light to display the catalogues of the

product. They would also require lot of extension cords to operate the computers &

printers & a three phase power supply available at all times. In these sort of road

shows no one speaks, but each stall has a salesman who takes care of getting the

addresses of the guests who are interested to buy the stuff. These guests are

approached at a later date by the company for sales.

Product Launch

This type of a function mainly is for company who has just launched a new product

in the market. This will mainly consist of a presentation regarding the product to the

dealers. May it be a medical product, toothpaste or a computer or a new toffee. The

presentation will be done by a single person who knows the product well & is

confident of handling the questions which may come up by the dealers.

The seating will necessarily be a theatre style with a visual aid. After explaining the

product, the product is displayed for the guests to see. Spotlights will highlight the

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F & B Notes

product. The dealers can go see the product & take samples & ask the company

representatives questions regarding the product. A cocktail & dinner will follow this.

This is a very prestigious function for any company. No compromises are generally

made on the quality of the hotel & the food. Usually the best is chosen, as this is a

time for the company to create an image about itself. Bigger the product , the

bigger the type of function & the greater the product awareness in the market.

Seminar

These are basically lectures given regarding a subject. After the researchers do

research on a particular subject, they present the results & what they have foundduring the research to the other people in the same field. For example a seminar on

Cancer will necessarily have doctors, journalist & druggists attending it. Doctors &

druggists for sharing the knowledge & the journalist for bringing it to the rest of the

world.

This also involves a lot of visual aids & the seating will be either theatre style or

classroom style. In this sort of a conference, there will be a panel of guests who will

be pioneers in the subject & will sit on a stage waiting or present their papers

regarding the subject. Each one of them will present what their views are on thesame subject & then answer to the question asked by the audience.

Press Meet

This is done if a company is making its shares public or a new company is being

launched, so that the press can be called & the vital statistics of the company can

be discussed so that the company is projected through newspapers to the public.

This is a very food way of advertising. To call the press & let the press spread the

word around through newspapers to the other residents of the country. This is a

theatre style of seating , but very small gathering. This might involve a visual

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F & B Notes

It should be clear whether flip chart / white board etc. is required,

whether recording is required etc.

All arrangements should be in the F.P & before the conference it should

be re looked.

CONFERENCE KITS

These are also called conference friends. They are very important conference aids & add on tothe quality of conferencing. These are kept on the registration table in the hall or on the tables

depending on the size of the conference & can be passed onto whoever requires them. These may

include: -

Staplers

Gem clips

Bell pins

A4 paper

Pencil

Marker pen

Cello tape

Pads

Sharpener

Ruler

Eraser

Rubber

O.H.P marker pens

Scissors

Tape dispenser

Punch machine

Gum bottle

The abovementioned conference aids should be neatly kept at the regn table or the head

table in a neat conference kit pack.

In case the conference is for a 2nd day: -

The tables / chairs are rearranged.

The glasses are cleared, washed & wiped.

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F & B Notes

The tablecloths are checked, dusted, if dirty changed.

The glasses are relayed.

The champagne saucer is refilled.

The white board is rubbed & cleaned & ready for the next day.

House keeping is called for & the hall is brought back to normal.

Bulbs are checked, fused ones are changed.

Lights are switched off & the hall is locked & ready for the next day.

DAY 2 Winding OFF

Day 2 is very easy. Usually all the problems are sorted out on day 1. But all the guest demands

need to be kept in mind before the day 2 starts.

Nevertheless coordination has to be done with the host as for the break timings etc.

Guest preferences are to be kept in mind. In case a guest has lemon tea, serve it before he

ask for it. Warm water instead of cold water etc.

The same procedure is followed in the first day.

The supervisor should be there when the guest / host walks in so as to form an impression

that WE AER READY.

LIST OF ALL POSSIBLE GOOF UPS IN BANQUET

FUNCTION

CONFERENCE/THEME/DINNERS/COCKTAIL PARTIES

Banquet Office

The banquet office takes down the wrong dates at the time of blocking the function.

The kitchen is prepared with the food, but since the dates are wrong the next

doesnt turn up. This will surely negligence on the part of the Banquet office. These

mistakes can create a revenue loss for the hotel, an increased food coast & an

embarrassment for the guest & the hotel & of course unorganised way of running

Banquet office operations.

If the banquet office for some reasons havent received any return confirmation

letter from the guest confirming the function. Suppose if the numbers of persons

attending the function according to the office are 50, but only 25 turn up, the guest

can always say that he never asked for a minimum guarantee of 50 as there is no

letter confirming the same.

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F & B Notes

If for some reasons known to the hotel staff only, the banquet office shifts the

function into another hall & doesnt keep the guests informed. Even though the

hotel does everything to communicate the change in venue to all the guests on

arrival, but it is very important for the hotel to keep the guest informed about the

change in venue. If not done, will lead to embarrassment to the host in front of his

guests.

If the banquet office does not fill in the function prospectus in detail & misses out a

few important points, the function can go on the of course of a failure. The function

prospectus is a very important document for the banquet office to prepare & for the

operation to adhere to.

If the company is offered credit by the banquet office without cross checking the

credit list & its name doesnt feature in the credit list of the hotel. This can cause a

very odd situation to arise for the guest at the time of bill settlement. In such cases,

the person who has authorised the credit has to give a letter to the credit manager,

thus offering the credit facility.

The office has to guide the guest to perfection. They cannot afford to supply wrong

information the guests in the terms of size of the hall, seating capacity, the quality

of food. They should also be able to plan menus & educate the guest in case they

have problem in choosing the menu.

Due to the slow follow up of the banquet office, a particular function gets confirmed

very late.. Due to shortage of time, the kitchen & the operations might not be in

Due to the slackness of the office, the office forgets to pass the functionprospectus to the kitchen. Though it is in the function list, the FP is ready inthe office, but not sent in time for the chef to prepare food.

The manager forgets to take a menu briefing in the morning for the nextdays functions and the banquet office has missed out the few points in thefunction prospectus to be cleared with the guest which can lead to disaster inthe function.

The staffs come in late as the result when the guests walk in the hall is notready as per the specifications of the guests. The frilling of the tables is justbeing done and there is no proper supervisor manning the hall. The guestalways wants the supervisor in the hall to handle the function. The bannersare not pressed and are not put up as specified; the water is still not pouredetc.

The hall is locked. This can be very irritating for the guest as this show thatthe hotel is no where prepared for the function.

The board in the lobby does not have the name of the function. Theoperations have forgotten to put the name.

The name of the company is spelt wrongly in the board which can be veryirritating and can put off the guest.

The audio/visuals ads are not checked properly by the manager/ supervisor &when the guest comes in they dont work as the quality is bad are extension

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F & B Notes

cord is missing for the equipment is not what the guest has asked for. Thisleads to a delay in starting the conference.

The supervisor doesnt meet the guest on arrival due to some reasons.Therefore it does not check the itinerary of the function, the tea time, lunchtime etc. suddenly the conference breaks off asking for tea and there is anobvious delay as the service staff and kitchen staff is not ready for the

service. This again goes on to irritate the guest. Chef changes the menu on his own without consulting the manager or the

banquet office.

The food is not ready in time & quality of food is not good. The chef needs tocheck the quality of food personally while the food is being picked up. Everydish needs to be tasted for quality and presented well.

Besides the above factors, in case the theme offered during the time ofbooking for which the guest pays the extra amount is not as the specifiedduring the time of booking. The banquet operation should not know what hasbeen promised to the guest and the office should have a fair idea about thetheme. In large hotels, it has been noticed that the banquet manager usually

handles the theme dinner bookings. Another possible goof which could happen that the entertainers have been

told a different time and the function started.

LIST OF ALL POSSIBLE PROBLEMS THAT WOULD OCCUR IN INTER-

DEPARTMENTAL AFFAIR.

BEFORE THE FUNCTION STARTS.

KITCHEN:

A few ingredients are not available and the dish needs to be changed. The chef has not received the FP.

HOUSEKEEPING:

The flowers dont come in time.

The hall is not cleaned and the toilets are opened in time.

MAINTENANCE:

The audio/ visuals are not working properly.

The hall is leaking very badly due to the excessive rains in the city.

The air conditioning plant has blown off. The power supply is not coming in the hall.

The extension cords are not in proper order are not enough in number.

The dimmers are not working.FRONT OFFICE:

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F & B Notes

The front office has not been informed about the change of venue for theconference. All the guests are diverted into another hall where anotherconference is scheduled to start.

The guest tells the front office the change in sign board matter, which is notcommunicated to the banquet captain.

The guest ask the bell boy to take the stationery up to the hall and takes it tosome other hall.

The guest had handed over the banner to front office who has not handed itover to the banquets.

DURING THE FUNCTION.

KITCHEN.

The food is not ready in time. The change in time has not beencommunicated to the chef by the banquet staff.

The food runs short and a particular dish has to be replaced with another.

Delay in picking up the food from the counter.

The guest asks for an eggless cake but the chef has forgotten to pass on thisinformation to the bakery staff.

HOUSEKEPPING.

The napkins for the function are not ready in time.

There is a guyest who has vomited in the toilet. The housekeeping hasntsent anyone to clean the same after getting repeated reminders.

The toilets are not cleaned after every session of service.

MAINTENANCE.

The temperature is too cold in the hall and there is no regulator to control thetemperature.

The power supply suddenly goes off.

The electrcion responsible for recording is suddenly missing.

The mikes make a cooing sound.

Renovation sounds coming from outside the hall, thus disturbing the function.

AFTER THE FUNCTION.

KITCHEN.

Banquet office has sent an amendment form for the reduction of the numberof persons for the function. The chef hasnt received it. Hence the food hasbeen prepared for the original amount. Thus leading to wastage and increasein food cost.

After the function, the guest comments that the food was not up to the mark.The food has fallen short and one dish was changed.

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F & B Notes

The food is not cleared in time and the waiters are eating food from thebuffet.

HOUSEKEEPING.

The napkins are just thrown without making bundles of 10. The table cloth has been bundled with all the food particles and has been

stained very badly.

The tablecloth is burnt due to the solid fuel falling on it.

The frills are sent for wash as they were dirty but with pins in it.

MAINTENANCE.

The banquet staffs forgets to inform the maintenance that the function isover and air-conditioning has to be switched off. Or it is informed, but themaintenance staff doesnt switch off.

The mikes and visual aids are not cleared in time.

Maintenance staff eating the food remains after the function is over from thebuffet. The manager catches them and raises the bill.

SECURITY.

One of the guests is high on liquor and is misbehaving in the lobby. Is takeninto the custody of the Security Officer.

There is a theft in the hall and the guest, bring it to the notice of DutyManager before leaving.

Staffs are consuming liquor after the function. The guest has given the liquorbut the staffs are not supposed to consume it in the hotel premises.

PLANNING FOR A 250 COVER OUTDOOR DINNER.

Planning for the function starts 4-5 days in advance. The outdoor site needsto be visited by the manager & the captain who will be handling the function.

In the site the manager and the captain discuss with the guests where thefood counters are going to be put and how many numbers.

The complete itinerary of the function is written down after consulting with

the guest. The menu is discussed again in detail and any changes areincorporated and informed to chef through and amendment form.

The guest is asked important questions like- the entrance and exit gate sothat the kitchen and etc can be planned out, the water points fro the kitchento be set up and the wash up to be setup.

The seating is discussed with the guest; the position of bar counter (ifcocktails are there) is discussed. The complete plan is finalised.

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F & B Notes

Now the Hotel planning starts. The Manager & the Captain decideexactly on a paper where the bar, buffet counters are to be placed.Where the kitchen is to be placed, where the stewarding area(preferably near the water inlet) is so that washing is not a problem.

Ideally the Captain who accompanies for the seeing the site takes care

of the function with his team of stewards. The mis-en-place has to reach the outdoor site a day in advance.

All orderings are done where necessary. If lights are required, if tablesare required, chairs, canopies for the buffet counter & the bar counter,music organized etc.

All contractors are given the outdoor address & are told to reportdirectly at the site at a particular time.

Checklist for the work to be done on the previous day:

Crockery list to be kept ready. Washed, wiped & stacked in plastic tub& ready to be picked up.

Cutlery to be wiped & stacked in tubs.

Glassware to be wiped & stacked in glass rack with the listaccompanying it so that there is no confusion at the time of pickup.

The required tables & chairs if not ordered from the contractor to bekept ready & stacked in the van for transportation.

The FP is checked & stewarding is informed to get the ranges,cylinders for the kitchen ready in consultation with the Chef.

The flowers are ordered through Housekeeping for the next daypickup.

The linen is picked up. That is dinner napkins, cocktail napkins,tablecloth & frills.

A list is made for the other equipment which are important:

Saunf supari tray with tooth picks stand.

Salvers & salver mats

Water jugs

Chef cards & stands

Lime cordial/sugar syrup & lime slice in the list but to bepicked up the next day & bar mis-en-place.


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F & B Notes

Snack platters

Cocktail sticks for snack service

Paper napkins

Buffet ladles & under liners

Vegetarian & non-vegetarian boards

Katories if required Pickle tray


Cruet set

Salad elevations

Board pins for frilling

Wine opener & bottle opener

Tin opener

Salt pepper for the cocktails

Canned juices

Banquet Chelan copy with carbon.

All the above mis-en-place is kept ready, the items which cannot bepicked up this day can be picked up the next day. This means that theoutdoor checklist needs to be kept handy till the outdoor is not over.

The items are loaded & the van leaves for the setup along with theCaptain & the staff designated by the Manager to handle the function.

On reaching the site, the Captain meets the guest & starts to set up

the physicals or whatever work can be done on that day. Comes back to the hotel to brief the Manager. In an outdoor the

planning is very important part. Every staff should be clear what his jobis & the goal of the entire team has to be the same.

On the day of the outdoor.

The checklist is again checked & the items which were missed out arepicked up & the staff leave for the site.

The setup starts in the site. Every action which is done should have adeadline for the Captain set by him. He should allocate four boys for

the buffet set up. Two boys for the bar set up, two boys for the chairs,snack counter & the back area set up. This covers the entire set up.The Manager comes once during the day to check on the site & theprogress in the work. He comes to meet the guest so that the guestsget a sense of satisfaction to know that the Manager himself is takingcare of the function & nothing can go wrong.

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F & B Notes

The Captain calls & tells the Chef, the timing for the food pick up. TheChef prepares the food & organizes with the help of the stewarding &the Manager to bring it down to the outdoor pickup area.

The service staff waits for the food to arrive & as soon as it does arrive,help the production staff to set up the kitchen.

The stewarding sets up the washing area & then a briefing is taken bythe Manager & the Captain to tell everyone the flow of service.

After the briefing the guest is met by the Manager & the Chef just totell them that the hotel is ready for service.

During the briefing, the Manager allocates the staff on bar counter, barservice, buffet pick up etc. every staff is clear on what jobs are to beperformed by him & act accordingly.

The guests start coming in & the service starts. The liquor flows, thesnack start. Special attention is given to the host & his importantguests. The Manager marks all of them with a waiter to see that theyare happy.

When the party is in full swing, the Manager checks with the hostregarding the timing of the dinner & accordingly, Chef is keptinformed.

Chef starts the buffet pick up along with the banquet staff, once thebuffet is ready; it is informed to the host. The communication with thehost is very important. From time to time, the Manager must keeptalking to the host to see if anything is required & in case the party isgoing in the wrong direction.

Once the buffet is ready, the Manager checks the buffet & the servicestarts. The Manager/Captain allocates boys for clearance & water &

replenishment. Once everything is over the bar extras are charged tothe bill & the challan is raised which the host signs & writes hisfeedback regarding the quality of Food & Beverage.

All the guests leave; the host signs the bills & also leaves.

Now the Captain & the Manager takes a deep briefing to tell the staffabout the guest comments & to discuss how the operations can beimproved. The staff is allocated duties again for clearance & theclearance procedure starts.

Three boys are put on bar clearance, three on food & the rest helpChef to get the food loaded in the van with their equipment. Chefleaves with the left over food & the van is returned back for the rest of

the clearance. All the rest of the service equipments are loaded in the van & the

Captain goes in for the final check of the place to see if anything hasbeen left out. The stewarding finishes off the washing & the crockery;cutlery is stacked back in tubs. The contractors clear off their stuff inthe night itself.

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F & B Notes

On return from the site, the Captain makes the Chelan into the bill &submits to the night auditor. Writes the feedback in the register for theFood & Beverage Manager to see in the morning.

POSSIBLE DIFFERENT COMPLAINTS WHICH CAN ARISE FROM FOOD

PRODUCTION & SERVICE

The staff is not very helpful or cordial. They do not have a helpingattitude. They are not guest oriented.

The body language of the staff is negative. They are not open tosuggestions or ideas.

The staff doesnt maintain a sense of hygiene while serving. They haveblack nails, body odour, ill fitted & unpressed uniforms, wear too muchof jewelry, wear too strong perfumes etc.

The sense of understanding the guest is lacking. They do not anticipate

guest needs, everything has to be asked for. No care for the guest.

Listen & dont react at all. Or take too much of time to react.

Dont listen attentively, but just react & do the wrong thing.

Never in the hall when required to help out the guest either in rearranging or organizing a requirement.

Delay in replenishment of food & in tea/coffee service, water etc & thefood served was not hot.

Delay in doing any kind of errands for the guest, which suggests thatthe commitment towards the guest is lacking.

Changing the venue of the function without informing the guest. Communication gap between the office & the operations for

transporting the details of the function. All details not written properly& lots missed out.

Bad equipment & bad food quality not liked by guests. Stainedtablecloth, torn napkins, wobbly tables, stained chairs, poor hall dcor& maintenance etc.

Too much of noise from outside the hall. The staff laughing & jokingwith each other & their voices carrying inside the hall can cause a lotof disturbance to the conference.

The Chef has not tasted or was not there when the pickup of the food

was done for the function & hence the quality of food s not up to themark.

The chef has changed a particular dish at his own discretion withoutconsulting with either the banquet office or the manager if it can bechanged. Hence leading to another dish being served which was notasked for.

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Banquets 1

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Transcript of Banquets 1