CBR/SOPS/2010/01

OUTDOOR CATERING
Outdoor Catering is also called Off Premises Catering and is carried out outside the Hotel premises. As in the Banquet Halls the Organization must plan to the last detail and an initial survey should be exact and thorough. he follo!ing points should be included in the initial survey" ype of function #ate $ite % distance from the Hotel &ocal transport &ocal commodity purchase $taff planning &ayout of site 'umber of people expected to attend Availability of !ater( gas( electricity( drainage( refrigeration ime allo!ance for setting up catering units and dismantling ype of license( if required. )obile units adaptable to hot and cold food &ines of communication to ensure control of staff and continuous supplies Photographers Press Changing rooms and toilets *irst aid +nsurance against accidents fire Cost of overheads on a particular site ype of service" find the most suited to each particular catering operation Buffet style service is preferred to restaurant service. Provision of ta,ea!ay meal service in disposable containers. $upply of some simple hot dishes" soups( snac,s( etc *lexibility of drin, service" hot or cold-according to the !eather

.ashing / up facilities Containers supplied for litters and disposable items. A general loo, step by step at an O#C !ould be as follo!s"

A.

ORDER TAKING

Being a very specialized filed of catering( order ta,ing becomes very important as it decides the future course of action. Certain parameters are to be ,ept in mind !hile order ta,ing. 0. #oes the Caterer have the capacity to provide for !hat the guests have as,ed for. 1. he bac,-up services available in terms of man( machine and ra! materials are on economic terms. 2. Ho! far is the premises located from the O#C base and !ill it be cost effective to transport to % fro all the infrastructure. Proper Order a,ing !ill decide the basic needs of the guests in terms of )enu( #3cor( Pax( *acilities provided( etc. B. ORGANIZATION

An organization can ma,e or brea, a party. All most all the equipments that are required for the O#C have to be carried to the site. As a result details have to be loo,ed into( in order to avoid last minute problems and running around !hich !ill directly affect the quality of the function. Once the course of action has been decided the timely execution of the 4obs comes next. #elegation of !or, is a must since the labour intensive !or, is involved. C. KITCHEN

he ,itchen personnel must have every specification regarding the food preparations. +t has to be ,ept in mind that any left overs !ill be losses and short comings in the food !ill reflect on the quality of the service provided by the caterer and ultimately affecting the future business. Competent manpo!er plays an important role as food can ma,e or brea, the caterer5s reputation. )A678 +'9 of an O#C is very difficult as the only mar,eting tool in this type of catering is the !ord of mouth. As almost all the equipments have to be carted to

the premises of the O#C( any lapses in planning in the initial stages !ill not only cause inconvenience and short comings in the service but !ill also cut into the profits of the Hotel. 8ach outdoor catering operation is different and varies to some extent in the main points that have to be noted during the initial survey from the basic list sho!n above one appreciates the organisation needed before hand and some of the problems that may arise at the outset or during an operation. he person incharge needs to be decisive( quic, thin,er( good commander( adaptable to varying situations and circumstances and above all( needs to have the respect of the staff !or,ing under him:her. +t is expected tht the organization of odc functions must be a very thorough function once on the site. +t is often virtually impossible to rectify errors. Any items forgotten or not pac,ed on the transport have many a times to be gone !ithout. his leads to the deterioration of the function could !ell result in the loss of repeat business. OUTDOOR CATERING CAN BE BROADLY DIVIDED INTO 2 ASPECTS. H8 $86;+C8 $+#8 Here the basic !or,ing is of the $ervice department !here the !hole staff is totally involved. H8 7+ CH8' $+#8

68)O;8 P&AC8 $8 #8$+9'A 8# A68A. #ishes $ilver 9lasses 'ap,ins able cloths Paper nap,ins

+'9$( &+'8' % O H86 &+

86 % 68 <6' O

68)O;8 % $ O68 8=<+P)8' $ 'O '88#8# &A 86. ables Chairs rays $tands

8' 86 A+')8' " can be organized

+nhouse bac,ground music +n addition the follo!ing entertainment - &ive Bands - +ndian Classical Band - #ance roupes - )agician - Clo!n - Henna &adies( etc.

#68$$ CO#8"

CO'*868'C8 % )88 +'9 CO'*+9<6A +O'"

- heater style - < $hape - Bloc, $hape - Bloc, $hape !ith hollo! - Class 6oom $tyle

A$7 " $ite visit for outdoor caterings ACHIEVEMENT

$OP 'o.

Upon the Guest inquiry for an outdoor catering a site visit must be scheduled by the Asst. Banquet & the captain in-charge to be nominated for the function to physically view the Guest venue Procedure teps !ime
*or Outdoor function do the follo!ing" 8xact location of the function 8ntrance ype of set up Buffet layout &ighting 8lectrical supplies )usic % entertainment $te!arding % clearing area $taff toilet Changing % refreshing room after set up % prior to commencement of service

Besides the above all standard information as mentioned in the Guest quotation is to be secured. Upon confirmation of function the site visit has to be scheduled between the Asst. Banquet "anager# the captain in-charge of the function# the e$ecutive chef# the %itchen stewarding &$ecutive & a member of the engineering department for the electrical requirement.

A$7 " )anagement attendance ACHIEVEMENT

$OP 'o.

"anagement attendance for the inhouse function & outdoor catering. Procedure teps !ime 't is mandatory for the following members of the management to attend the functions mentioned above. A. Asst. Banquet "anager B. &$ecutive (hef (. &$ecutive %itchen tewarding !he above personnel have to be present physically at the following intervals) a. *ne hour before the function starts b. Upon Guest arrival c. "idway of function service d. +uring closing !he physical clearance of the function venue is the responsibility of the "anager & the 'ncharge. hould for any reason the above are unable to attend the function# the Asst. Banquet "anager to be informed of the same & their assistant to attend.

A$7 " 9ate pass ACHIEVEMENT

$OP 'o.

Gate passes for the outdoor catering. Procedure teps &very item that goes out of the hotel has to be entered in the gate pass boo, stating the reason for ta,ing it out# the time of ta,ing it out# venue and authori-ed by for ta,ing it out. After all the items have been entered in the gate pass boo, in the presence of the security personnel a physical chec, of every item has to be carried out along with the person going out for the outdoor catering. !he first copy of the gate pass has to be handed over to the security duly ac,nowledged by the authori-ed person. !he same process is repeated upon return to the hotel after completion of the function where the security counter chec,s the items against the original copy of the gate pass which is already with the security for the control purposes and to ma,e sure that everything has come bac, which had gone out of the hotel for the function. &$planation has to be given for every missing item.brea,age in the form of writing to the Assistant manager Banquets who in turn hands it over to the / & B "anager. Person authori-ed to sign the gate pass boo,) Banquet "anager Assistant "anager 0 / & B 1. Assistant "anager-Banquets 2ote) !ime

A$7 " &oading and unloading ACHIEVEMENT

$OP 'o.

"onitor loading and unloading Procedure teps 3oading and unloading has to be done with utmost care. 3oading and unloading to be done from the loading bay only.

!ime

A$7 " o attend the function organizer. ACHIEVEMENT

$OP 'o.

A guest has to be received with a welcome in the hotel lobby by the Assistant "anager Banquets and shown the arrangements as mentioned in the quotation. Procedure teps !ime /unction organi-er is contacted immediately on his arrival into the hotel for the function.

A$7 " 9uest information ACHIEVEMENT

$OP 'o.

'nformation regarding the function not to be revealed unless specified by the organi-er Procedure teps !ime 2o information to be given to the outsiders i.e.# the name of the guest hosting the function# the name of the company# their room numbers 4if the guest is staying in the hotel5 without the permission of the host. "essages to be delivered by the bellboys. Bellboys not to enter the room without the permission of the Assistant "anager-Banquets# or the enior (aptain and should hand over the messages to the above mentioned persons or hand it over to the person handling the function. 'f the message is not urgent the same has to be pinned up on the function notice board which is placed out side the room.

A$7 " Attending 9overnment Officials ACHIEVEMENT

$OP 'o.

All Government *fficials to be dealt with by the G" or the enior most "anager available. Procedure teps !ime All the Government *fficials will be dealt by the G" !he special arrangements and the special specifications requested by the government officials to be met on urgent basis. pecial requirements such as security# protection for the 6'Ps to be ta,en care of at the time of boo,ing the function.

A$7 " Banquets:conference function action plans from the sales department. ACHIEVEMENT

$OP 'o.

Procedure teps !ime 7hilst the sales manager.sales e$ecutive is negotiating a potential function all necessary details pertaining to either conference or the Banquet Party have to be ta,en down in details as per the comprehensive list below. Information required from a guest for a conference: - name of the organi-er and the function - chec, in date. -visa8s 4if any5 - lobby notice boards -Airport.rail transfers -+ates and duration of conference. -Accommodation

-All meal arrangements. -(onference arrangements 4time# status# a.v equipment# tea.coffee brea,s and arrangements# special requests# etc.5. -(harges for all above arrangements -!o whom all billing instructions should be forwarded to. Information required from guests for a banquet function) -2ame of organi-er and function -(hec, in date 4if accommodation is required5. -2umber of rooms -Airport.railway transfer -"enu.price -Beverage arrangements.price -/unction venue -/unction time - et up and seating arrangements -&ntertainment -A.6. requirement -/loral arrangement -3obby notice board -+ecoration -(harges for all above arrangements All above instructions should be addressed to the /ront *ffice "anager & the Banquets "anager by the ales &$ecutive in the form of an action plan. !his action plan must be issued to the above atleast a wee, prior to the function date. Any changes or amendments to the above action plan must be furnished in writing as 9amendment to action plan: *n the basis of the action plan the Banquet "anager in particular shall prepare & distribute a function sheet to all the concerned departments & similarly the /ront *ffice "anager shall ma,e necessary arrangements within his department.

A$7 " Banqueting diary ACHIEVEMENT

$OP 'o.

Procedure teps !ime Banqueting diary will be maintained in the custody of the Banquet &$ecutive Personnel having access to it are the / & B "anager and Banquet "anager All provisional & confirmed boo,ing will at all times be entered using a pencil and systems also. !his authority lies only in the hands of the Asst. /&B "anager Under no circumstances is the Banquet diary to be physically transferred out of the hotel or transferred within the hotel premises from the Banquet office with the e$ception to the General "anager:s or / & B "anager:s office

Banquet office to be ,ept loc,ed all the times while not in use.

A$7 " Banqueting interiors and fixtures

$OP 'o.

ACHIEVEMENT

2o promotional items to be displayed in the guest area. Procedure teps !ime 2o physical stic,ing# fi$ing pins or nails to be done on the Banquet interiors. /or any form of display i.e.# banners# banquet in house mobile partitions to be used. !he hotel policy is no promotional items i.e.# display# banners# hoardings# pertaining to the function are to be displayed in the guest area other than the function venues boo,ed by the guest.

A$7 " heme Presentation ACHIEVEMENT

$OP 'o.

(reativity is used in themes & presentation Artistic proposals are artistically presented appropriate to the theme & in good condition Procedure teps !ime An authentic ambiance to be created for themes requested by the Guest 'f necessary special uniforms and theme parties or sales promotion by any particular company# the uniforms can be provided by the company or made inhouse for the function & billed to the company. 'f the Guest has requested for a particular theme & has requested for special arrangements for flowers# buffet set up with the canopies# the same has to be discussed & finalise between the organi-ers & the Asst. "anager Banquets & carried out as per the

instructions & guidelines given in the /unction heet. 7hile e$plaining the theme to the Guest at the time of ta,ing the boo,ing the theme has to be e$plained in such a way that it forms a picture in the Guest mind.

A$7 " Availability of plants for the function venue ACHIEVEMENT

$OP 'o.

Procedure teps !ime Plants to be placed in every room having a function as a part of standard set up of the room. Plants to be placed in every room according to the Guest request for the function i.e.# small flower arrangements or a budvase for the meeting or appropriate flower arrangement for the sit down lunch.dinner or the theme parties as per the theme.

A$7 " $ignage5s ACHIEVEMENT

$OP 'o.

ignages for conference.function are neat & spelled correctly. Procedure teps !he sign boards located at the appropriate place in the lobby & outside the function room should have the name of the party organi-ing the function# the type of function# i.e.# meeting# conference or lunch & the venue of the function to be mentioned clearly & the wordings to match what has been mentioned in the function sheet. /or the functions li,e meetings.board room meetings where a guest is using a table & a chair the place cards to be placed in front of every Guest stating the name of the Guest inbloc, letters written clearly on it. 'n order to ma,e the placed cards in advance to the following at the time of ta,ing the boo,ing) !he number of the Guests attending the function !ime

 !he names of the Guests and their correct spellings Any special instruction to be written on the place cards along with the Guest name.

A$7 " $pecial requests ACHIEVEMENT

$OP 'o.

pecial requests for e$ternal function support 4eg. Photographers# entertainment etc. (an be organi-ed by the hotel within ;< hours. Procedure teps !ime pecial requests or e$ternal functions photographer can be organi-ed with the prior intimation or if mentioned at the time of ta,ing boo,ings. /or entertainment inside or outside the hotel 4for outdoor caterings5 a cartoonist or a cariucaturist can be organi-ed with prior intimation. !he photographer or a cartoonist has to be present in the function hall half an hour before the function actually begins.

A$7 " Banquet quotes ACHIEVEMENT

$OP 'o.

All requests for quotes responded to within ;< hrs. Procedure teps !ime All the quotes for the function to be responded to within ;< hrs from the Banquet office# General "anager:s office or ales office to be actioned and dispatched within the above mentioned times. !his is mandatory. Boo,ing of functions Banquet "anager 'n a medium si-ed hotel there is formali-ed banquet department. !he Banquet "anager handles all Banquet business# using staff for each function drawn from the dining room and room service staff# supplemented by the e$tra personnel hired for the specific occasion. (&2!=A3'>&+ B**%'2G All functions regardless of how they are obtained# are handled

through the Banquet "anager:s office. !he role of the General "anager# or = & B "anager or the ales "anager and other e$ecutives and staff is that of an introducer only. Banquet "anager has to organi-e and co-ordinate all aspects of the function and ensure guest satisfaction.

A$7 " Banquet quote confirmation ACHIEVEMENT

$OP 'o.

(onfirmation given within ;< hrs of finalisation of all arrangements. Procedure teps !ime *nce the final arrangements between the hotel and the guests are written and revised# the quotation for the same has to be sent to the guest# his signature obtained and his approval confirming of all the arrangements made# clarified and confirmed. (*2!=A(! 7hile discussing the arrangements for a function with a guest# all details should be written down on a Banquet function sheet. !his contract must contain the following) 2ame# address and telephone number of the guest. +ate# time# room and occasion of the function. !ype of function and the service required. 2umber of persons e$pected and number guaranteed.

/ood and beverage to be served. "usic# decoration# table setting# service brea,s for speeches# pubic address system# menu cards# seating arrangements# any special requests# etc. 6A3'+'!? /or the contract or quotation to be valid# it should be signed by both the parties !he original is ,ept in the chronological file# first copy given to the guest# and the second copy ,ept in the chronological file# first copy given to the guest# and the second copy ,ept in an alphabetical file 4according to guest:s name or organi-ation holding the function5 *n the bac, of the contract there should be printed the hotel:s business conditions for fulfilling the contractual obligations.

A$7 " a,ing 9uest quotation ACHIEVEMENT

$OP 'o.

!a,ing Guest quotation for the function. (or,age charges are as per the specified charges in the banquet sales ,it. Procedure teps /or (onferences."eetings. eminars@ do the following) Auotations for minimum & ma$imum pa$. +ates of the (onferences 6enue !ime !ype of function !ype of set up /lower arrangements Audiovisual equipment requirements tationery requirements Any special equipment !ime

!ea.(offee brea,s# their frequencies & the time schedule "oc, tail arrangements 3unch.+inner Arrangements & their timings "enu for 3unch.+inner 6enue for the 3unch.+inner =oom hire charges &quipment hire charges 'f the Guest needs transportation# the same can be organi-ed /or the weddings do the following) Auotations for minimum and ma$imum attendees +ates of wedding 6enue !ime +ecoration (a,e &ntertainment !ransportation Beverage service during the pooBa =equirement for mattresses and bolsters. 'f the guest is bringing his own mithai Photographer# videographer "enus !he service timings for the lunch.dinner =oom bloc,ing for the marriage party (omplimentary give away A complimentary delu$e room for the wedding couple as part of the pac,age along with complimentary brea,fast for ; 4Coliday 'nn =omance5 to be provided to the guest. !he mini bar and all the food and beverage items consumed in the room to be charged on the actuals. 2o decoration to be provided in the room /or the theme parties and the sit down dinners) Auotations for minimum and ma$imum attendees. +ates of function 6enue !ime +ecoration !he set up as per the theme mentioned in the function sheet# !he bar set up as pre the function sheet. !he menu !he time of lunch.dinner service (oc,tails.snac,s before the lunch.dinner

For all the above mentioned function bookings \the room hiring charges to be mentioned at the time of confirming the booking and the preparation to be done keeping in mind the maximum number of pax /or meetings only) !ea.coffee to be charged as per the actual consumption Additional request for tea.coffee if the number e$ceeds the ma$imum pa$ to be charged on actuals again 'nform the guest if the number e$ceeds the ma$imum pa$ All the guest equipment which the guest needs to bring it to the hotel for his conference.meeting.seminar will be unloaded from the loading bay only.

A$7 " Banquet advances % credit policies ACHIEVEMENT

$OP 'o.

Procedure teps !ime A. (ompany:s & corporate accounts 4Banquets.(onference5 (redit will be e$tended on the basis of the repute standing & study of their balance sheet.profit & loss account by the /inancial (ontroller of the Cotel. pecial consideration to be given to aspects li,e profitability# assets# debt equality ratio# net worth# etc. Authority will be the General "anager & ales "anager. (redit period is ;D days & no advance required.

B. 'ndividual 4(onference.Banquets5 EFG advance payment to be secured from the Guest at the time of /unction confirmation on the basis of Performa 'nvoice to be issued by the Accounts department on the basis of the function charges negotiated. Balance of the payment 4e$tra credit or debit5 to be settled on completion of the function. Guest signature to be obtained on the Banqueting chec, 4hand written5 at the end of the function# prior to the Guest departure. ALL TH A!"# I$ %A&'AT"()

A$7 " *unction cancellations > Banquets % Conferences? for individuals only ACHIEVEMENT

$OP 'o.

Procedure teps !ime 'f the function is cancelled within ;< hrs prior to it:s commencement no refund is given. 'f a function is cancelled between ;< o <H hrs prior to it:s commencement# EFG advance payment is to be retained. 'f the function is cancelled over <H hrs# full advance is reimbursed. All the above information must be put into the quotation letter to the I'ndividual GuestJ by the Banquet "anager when sending the quote

2BKin the event of any cancellations 4Banquets.(onferences5 for (ompanies & (orporate accounting the matter to be referred to the /inancial (ontroller & the General "anager:s office respectively

A$7 " Amendment *orms ACHIEVEMENT

$OP 'o.

!o ma,e the amendment form follow the procedures Procedure teps !ime !o be prepared and signed by the Banquet "anager. !o be printed by the Banquet Assistant. Any amendment for any type of functions where there is a change in the) !he number of guests# charges Auantity Beverage arrangements eating capacity and arrangements

6enue !iming =ate pecial request are to be notified by the guests in writing and his approval secured in the form of a letter !he same has to be typed on the internal amendment form and distributed to the department concerned. A copy of the same to be filed in the function file. 2B-all final billing will be done on the basis of the amendment.

A$7 " *unction sheet ACHIEVEMENT

$OP 'o.

!o ma,e the function sheet follow the procedure Procedure teps !ime !o be prepared and signed by the Banquets "anager !o be printed by the Banquets Assistant !o be prepared on the basis of the action plan received from the sales department +etailed information for all the concerned departments of the hotel will be made by the Assistant manager Banquets and distributed by the = & B secretary

&very function sheet will be in the serial number and entered in the banqueting function sheet control boo, /unction sheet to be sent out minimum of H days in advance. /unction sheet to have copies of menus and action plan attached 'f boo,ing is ta,en at the Banquet office# function sheet ot be drafted on the basis of discussion between the Banquet manager and the guest. !o highlight special instructions by the guests# a 6'P e$pected to attend the functions etc !his function prospectus will give all pertaining information form the Banquet contract. All function prospectus should be numbered 4each year beginning over again with a new sequence of numbers5# and price arrangements should be written in quotes 4/# sheet number FFD.;FFF a. /unction prospectus should be distributed as follows) General "anager enior (aptain (hef de (uisine = & B "anager %itchen tewarding = & B (ontrol /.( (hief Accountant.income Auditor Purchase manager &ngineering Couse,eeping and the rooms division /urther copies should be distributed only from whom same additional assistance or special service is required for the function. !o highlight the charges for the hall# food and the snac,s# entertainment etc. required by the guest for his function *ne copy to be filed in the function file and the other in the function sheet file /unction sheet to have the requirements mentioned on it in detail i.e. the number of flower arrangements addressed to C.%.# audio visual equipment addressed to the engineering etc. A function prospectus for each individual function which has to be written up and distributed adequately in advance notify all the departments concerned. !his summary should be circulated e$tensively throughout the hotel and all the departments should have this information. A monthly and wee,ly banquet forecast needs to be distributed on a regular basis in order for all departments to be informed well in

advance. 6olume level of light bands to be tuned to an absolute minimum at ;<FF hrs midnight and completely shutdown at FDFF hrs and thereafter only soft bac,ground music to be continued &$ception to the standard operating procedure needs the prior approval of General manger.= & B "anager &$ternal entertainer.performers.operators hired by the hotel or brought through the guest for a particular function needs to first be briefed before arriving to the hotel on levels of discipline# grooming# and conduct regulations laid down b. !he banquet +epartment must file two copies of the function prospectus according to the date and form no.# the latter set will be ,ept indefinitely for record A summary of the day:s functions should be circulated throughout the hotel by DE)FF hrs the previous evening !his summary must contain the following information) name of the host.function# no.# of guest# room# type of function.

A$7 " Banquets filing system ACHIEVEMENT

$OP 'o.

Procedure teps Under the above system basically ; categories will e$ist) D.Active monthly ;."aster filing

!ime

A$7 " Active monthly ACHIEVEMENT

$OP 'o.

Procedure teps !ime Under this 1D# files folder will be opened from the current month &ach function evolved in this month will be filed in a separate file and slotted data wise in to the data folder. !herefore any reference to be done for any particular function for the current month# as per the date# the file must be referred to and again put bac,.

Under no circumstances the files should leave the office. 't is the responsibility of the Banquet "anager and secretary to ensure the security of this filing cabinet. 'n addition# in the same shelving level file folders will have to be opened but month wise completing the additional DD months. All correspondence of functions which will be held in that particular month will be filed in individual files and stored into this monthly file folder.

A$7 " )aster filing ACHIEVEMENT

$OP 'o.

Procedure teps !ime Under master filing ;L file folders will be opened i.e.# D folder every alphabet. All files coming out of after completion of the calendar month will be stored in each alphabet file order Iguest name wiseJ i.e.# surname only# for company only etc.# for e.g.# "r. Bob 7il,inson

will be under 97:# /ore$ will be under 9/: and so on !hese files have the number i.e.# under alphabet A you will only open against the name of the guest# his file number eg.# Bob 7il,inson-FFD 4under 97:5 and so on# therefore D master file has always have to be opened which will have a list of all these files# alphabetical wise and their serial numbers

A$7 " *ollo! up !ith the organisers ACHIEVEMENT

$OP 'o.

/ollow up# contact with the organi-ers within M; hours of feedbac, Procedure teps !ime *nce Guest inquiry has been ac,nowledged through a quotation within ;< hrs a follow up has to made within M; hrs for the Guest confirmation & if the Guest down not call up or revert# the Asst. manager Banquets to call up the Guest after dispatching the quotation requesting the Gust to give the feed bac, for the

function & the boo,ing of the venue. A written confirmation is required from the Guest for the above mentioned things.

A$7 " ;enue set up ACHIEVEMENT

$OP 'o.

&ach venue set up as stated & ready for use one hour prior to function start. Procedure teps !ime &ach venue has to be set up as per the instructions in the function i.e.# for meeting & conference a Guest wants to have a water station inside the room# the same has to be ,ept ready on the table in one corner of the room with glasses polished & water.mineral water to be ,ept besides it as mentioned in the function sheet

!he seating arrangement has to be made according to the instructions in the function sheet i.e.# theater style.board room style seating# etc. !he function venue should be ready one hour before the actual function starts because the Guest might come early to place his stationery or folders or to e$hibit his things before the actual time mentioned on the function sheet.

A$7 " Audiovisual equipment ACHIEVEMENT

$OP 'o.

Audiovisual equipments be arranged as per the request & in good wor,ing order. Procedure teps !ime "a,e sure that all the audiovisual equipments are installed in the function room one day in advance 4if possible5 in case of early morning functions !he same to be chec,ed by the Asst. "anager Banquets or the senior captain after installations & half an hour before the actual function begins. !he technicians for the audiovisual bac, up should always be

present throughout the function !he (arousel & the overhead proBector should be chec,ed for proBection before the actual function begins. !he audiovisual equipments be placed on the respective trolleys for easy mobility !he public area system to be chec,ed at the time of the installation & half an hour before the actual function begins along with the bac, up technicians

A$7 " Brea, do!n of equipment ACHIEVEMENT

$OP 'o.

Any equipment brea, down to be replaced within DE minutes of notification Procedure teps !ime /or all the audiovisual# electrical equipments & public address system# a bac, up technician has to be there throughout the function. 'f the rectification of the fault ta,es more than E to DF minutes the same has to be replaced immediately 'f the Guest has the immediate presentation in the room# the technician 4electrical5 will be present during the function for putting of & on the lights whenever requested.

A$7 " +ntroduction of the staff to the function organisers ACHIEVEMENT

$OP 'o.

taff member assigned to ta,e care of function introduce themselves to the function organi-er immediately when the organi-er arrives. Procedure teps !he Asst. "anager Banquets to introduce his staff members assigned to handle that particular function to the organi-er before the function begins. !ime

A$7 " Attendance of the staff outside the function venue !hile the function is on. ACHIEVEMENT

$OP 'o.

*ne staff member to be outside the conference room during the function. Procedure teps Under no circumstances should the function room where the function is in progress be left unmanned. *ne person from the staff assigned to do the function has to be !ime

present outside the conference room to loo, after the Guest needs.

A$7 " ea:Coffee brea,s ACHIEVEMENT

$OP 'o.

All "eals & !ea.(offee brea,s should be ready for service before the stated time. Procedure teps !ime !he !ea.(offee service mis-en-place should be ,ept ready for Guest service. !he !ea.(offee should be pic,ed up DF minutes before the actual service begins. /or the food pic, up the (hef has to be informed half an hour

before the actual food pic, up !he clearance of !ea.(offee or "eal should be done simultaneously on a tray.

A$7 " Pre-service briefing ACHIEVEMENT

$OP 'o.

All staff aware of anticipated business =estaurant ready for service /or uniform standard see section Brea,fast starts on time Procedure teps Advice staff of li,ely pea, periods during service Advice staff of duties as allocated above !ime

As, staff to double chec, side stations and tables (hec, that all staff are in correct uniform "a,e sure that the hostess is at the door when the brea,fast starts.

A$7 " Hall timings ACHIEVEMENT

$OP 'o.

"onitor restaurant timings Procedure teps As per the /unction heet !ime

A$7 " 9uest greeting ACHIEVEMENT

$OP 'o.

!ime wish) Good morning from FFFF hrs to D;FF hrs Good afternoon from D;FF hrs to DLFF hrs Good evening from DLFF hrs to FFFF hrs Procedure teps !he venue door should not be left unmanned at any given time. !he guest is received at the door by the Costess.(aptain !ime

Greet the guest by appropriate time of the day.

A$7 " )enus ACHIEVEMENT

$OP 'o.

Procedure teps !ime A. 3unch and dinner table d:hote service. 4please refer banqueting sales ,it for e$planation in detail. B. Buffet lunch.dinner service 4!B(5) from FN1F hrs until ;1FF hrs

A$7 " Banquet billing >conferences % Banquets? ACHIEVEMENT

$OP 'o.

All functions must be accurately billed immediately at the conclusion of the function & the Guest signature obtained. Procedure teps !ime All billing in the Banquets will be done manually# if the function gets over after administration hours# otherwise computer bills to be raised by the administration department 4/ & B5 during their wor,ing hrs.

!he variance between the minimum & ma$imum no. of guests should not be more that DEG mentioned on the Guest quotation & function sheet All the arrangements are made ,eeping the ma$imum no. of guests in mind. 4i.e.# seating & food5 'f the no. of the guests is less than the minimum no. confirmed or stated in the function sheet# then billing must be done on the basis of the minimum no.

A$7 " Banquet billing >conference % banquets? ACHIEVEMENT

$OP 'o.

Procedure teps !ime 'f the no. of the Guests are more than the ma$imum no. (onfirmed or stated in the /unction heet# billing must be done on actual head count. 'f the Guests are between the minimum & ma$imum no. tated by the Guest on the /unction heet billing should be done on actual head count. Cead counting machine to be used to actually count the

no. of guests attending the function. An official from the =&B (ontrols will be assigned to stand on the gate along with head counting machine accompanied by a member form the hosts hosting the function# to confirm attendees head count. !he income auditor must audit all the function prospectus in numeral order against chec,s raised# and chec, all aspects of charges. !he function prospectus must be tallied against chec,s & 6ariations reported to the /inancial (ontroller# =&B "anager for investigation & action. 't is important that all Banquet (hec,s be made & accounted for on the same day after function.

A$7 " )onthly forecast ACHIEVEMENT

$OP 'o.

/orecast should be ready by ;Eth of every month. Procedure teps By the ;Eth of every current month Assistant manager-Banquets will release a banquet forecast for the coming month stating) a5 +ate of function b5 !ype of function c5 Proposed venue for the function d5 !ime of function

!ime

e5 &$pected guests f5 /unction coordinated by !o be calculated on the basis of the confirmed.provisional functions mentioned in the Banquet +iary for the ne$t wee. !o be distributed as per in the format !o file a copy in the Banquet monthly forecast

A$7 " .ee,ly forecast ACHIEVEMENT

$OP 'o.

/orecast to be ready by /riday Procedure teps By every /riday afternoon Assistant "anager Banquets will release a banquet forecast for the fore coming wee,. a5 !he following to be mentioned) b5 +ate of function c5 !ype of function d5 Proposed venue for the function

!ime

e5 !ime of function f5 &$pected guests g5 /unction (oordinated by !o be calculated on the basis of the confirmed.provisional functions mentioned in the boo,ing diary for the ne$t wee,.

A$7 " )onthly revenue report ACHIEVEMENT

$OP 'o.

Procedure teps !ime !o be printed by Assistant "anager Banquets !o be printed by Banquets secretary !o be calculated on the basis of actual billing !o be ready for distribution on the ;nd of every month for the previous month !o mention clearly the function# reference no.# no.# of pa$# and

the charge levied under each heads !o file a copy in the monthly revenue report file

A$7 " 9uest than, you letter ACHIEVEMENT

$OP 'o.

Procedure

teps !o be signed by the Banquet "anager !o be signed by the Banquet ecretary !o be posted to the guest within ;< hrs. of the function !o file a copy in the function file

!ime

A$7 " &abour supply ACHIEVEMENT

$OP 'o.

Procedure teps 7hether uniform supplied by the hotel =ate of hiring in terms of payment "eals on duty =eporting time on duty 7hom to report to 2otice period requirement by the contractor for hiring the people

!ime

A$7 " able set up ACHIEVEMENT

$OP 'o.

!he cover consists of ) B & B plate with ,nife A.P %nife and for, +essert spoon and for, 7ater glass and nap,in alt and pepper sha,er Ashtray ugarbowl

 /lower or candle decoration# complete the table setting. All china# silver and glassware li,ely to be used for the service period must be chec,ed by the waiters prior to placing them on the table or in the service station this wor, must be completed at least FD hours before the opening of the venue. 2ap,in should be folded in a simple manner to avoid over handling Procedure teps !ime Banquet service must be fle$ible and adapted to the individual needs of each function such as a grand gala banquet# formal or informal dinners and luncheons# parties 4self-service5 with hot or cold buffets# coc,tail receptions# business meetings# outdoor catering# barbecues etc. !he type of function and the number of guests will determine table layout 4individual# round# long table# rows etc.5 *nce the layout has been determined by the Banquet "anager# a time table should be made for setting of tables# covering them with protective padding 4moletons5# table cloths# decorations# 9covers according to the menu being served# and finally arranging the chairs at the tables. !able cloths must be neatly laid 4at long table cloth:s center creases must meet to give a continuous straight line from one to the other5 and should e$tend appro$imately D; inches 41F cms5 over the edge of the table. All plates# flatware# glasses# and nap,ins should be placed uniformly# using the 9assembly line: technique-i.e.each waiter ta,es one item and places it on all banquet tables. !he mise-en-place finished# the banquet manager should personally review the set up !able numbering All the tables are numbered A list indicating seating arrangements should be displayed outside the function room# if desired by the host# with names being provided by him 7aiters should receive the same number 4to be affi$ed on the Bac,et5 as the table they are serving Guests are listed in alphabetical order# indicating the table 4or seat5 number after their name /or every large function# it is easier for the guest to receive his table number on a printed card 4mailed to his home5 together with a reduced floor plan or to have a hostess available for distributing these printed seat cards. Usually guests assemble in a lounge# where coc,tails and aperitifs are served# and enter the banquet room as a group when the doors are opened

Perhaps some sort of a sign should be given by the maitred: hotel such as a dinner going. All waiters have to be at their assigned table to assist in arranging the chairs As soon as all the guests 4including the head table5 are seated# the service begins Before the doors of the venue are opened# all tables must have clean table cloths and the 9cover: neatly set.