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, b’day 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 and therefore 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 seat numbers. 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 particular seating position. Informal banqueting – In this no set plan of seating is followed. Apart from this no formality 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

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 two above 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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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

Asst. Banquet manager

Banquet Sales Mana

Toast Master

Banquet Head Waiter

Head Wine Waiter

Sales Executive

Waiter

Casual staff

Porters

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.

Booking

By phone
Taking booking….

By written request In person
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F & B Notes

Check diary Available Enter in booking diary Not available Offer alternate dates

Refuse politely

Send confirmation seeking letter/ deal letter Received confirmation

Function Prepare the Function Prospectus Prospectus Circulate it to variousNot received confirmation Include it in Forward Banqueting departments list 1 / 2 days before prepare Function sheet
BANQUET OFFICE OPERATIONS

Table plan and staff allocation

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 or the guest directly till it gets confirmed. When the office personnel is confirming a function, details are noted in a plain sheet. All questions 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 to ask 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

· · · q q q q q q q q · q q q q q q q q q · · · ·

A.M/P.M (coffee) Break: Guaranteed no of people: Seating ArrangementTheatre Style Boardroom Classroom seating U-Shaped seating Fish Bone Buffet lounge (Informal) Round Table cluster Other Audio visual requirement: Overhead Projector Slide Projector Videoscope Screen TV/VCR Tape recorder Microphones Hi-Fi Audio system LCD Head table count: Signboard to read as : Mode of payment (Billing) : Address:
7

Expected no. of people:

Registration table:

Contact Person:

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. · q q q q Menu Details Conference menu High Tea menu By chef 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 very carefully 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. At the 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 FP’s.

 The Banquet Information Form has the choice of cuisine offered. Once the guest’s preference of cuisine is known, the menu is e-mailed for finalization & then the FP Is made. This is done only if the booking is from 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 & the planning 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 Banquet Manager or the Sr. Captain handling the function. On the day of the function, the Captain meets the host on his arrival & goes through the whole program once again as in the Function Prospectus. He should reiterate the following parts: Check regarding the timings of the function & go through the whole itinerary 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 & coordination 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 settled then 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 waiter’s 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 the fact. Thus the Guest Recovery is made.

NOTE : BANQUET MENU SHOULD BE PASTED IN THE JOURNAL
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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 PANCAKES Served 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 & pickle CHANNA BATURA SELECT ANY TWO IDLI VADA 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 IDDIAPPAM Served with veg korma TEA / COFFEE * THIS MENU IS APPLICABLE FOR ALL PLAN AMOUNTS. CONVENTION MENU (WORKING LUNCH) Select any ONE CHOICE OF CREAM SOUP (mushroom / tomato / vegetable / green peas) CROQUETTES MINESTRONE TAMATAR DHANIYA SHORBA VEGETABLE CLEAR SOUP MYSORE PEPPER RASAM select any TWO VEGETABLE CUTLET POTATO, CHEESE & RAISIN PANEER PAKORA MYSORE BONDA MINI VEGETABLE PIZZA MINI VEGETABLE BURGER VEGETABLE BIRIYANI VEGETABLE FLUTAS/ VEGETABLE QUICHE select any ONE CHICKEN CUTLET KENTUCKY FRIED CHICKEN TANDOORI CHICKEN MINI CHICKEN PIZZA CHICKEN BIRIYANI MUTTON BIRIYANI CHICKEN FLUTAS

Select any THREE GREEN SALAD RUSSIAN SALAD (bones) TOSSED SALAD COLESLAW MEXICAINE GERMAN POTATO SALAD MACARONI SALAD MAHARAJA SALAD KOSAMBARI SALAD POTATO SALAD ANDALOUSE SALAD Select any TWO (sandwich) CHEESE AND TOMATO VEGETABLE chocolate) COLESLAW CHUTNEY CHICKEN

Select any ONE FRUIT TRIFFLE GATEAUX (pineapple / GULAB JAMUN RASGULLAS RASMALAI
11

F & B Notes

EGG CHEESE chocolate) • • •

MOONG DAL HALWA SOUFFLE (lemon, orange,

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 Select any ONE Rice Select any TWO Select any ONE JEERA PULAO MUTTER PULAO VEGETABLE PULAO KASHMIRI PULAO VEGETABLE BIRIYANI ZAFFARANI PULAO TOMATO RICE COCONUT RICE LEMON RICE MUSHROOM PULAO NAWABI PULAO

CREAM OF TOMATO ALOO JEERA CREAM OF MUSHROOM DUM ALOO KASHMIRI CREAM OF VEGETABLE ALOO CAPSICUM CREAM OF SPINACH ALOO GOBI POTAGE ST. GERMAN ALOO MUTTER MINESTRONE ALOO PALAK DAL MINT SHORBA SHAKAHARI SANGAM SWEET CORN VEG SOUP NAVARATHAN KORMA VEGETABLE CLEAR SOUP VEGETABLE KOFTA HOT ‘N’ SOUR SOUP VEGETABLE JHALFRAZIE VEGETABLE KOLHAPURI Salads Select any TWO

GREEN SALAD TOSSED SALAD WOLDROF SALAD COLESLAW MEXICAINE PARATHA GERMAN POTATO SALAD BHINDI DO PYAZA PARATHA CHAATS (aloo / channa / fruit) KUCHUMBER Dal MACARONI SALAD Select any ONE MAHARAJA SALAD KOSAMBARI SALAD DAL MAKHANI

VEGETABLE SHAHI KHORMA VEGETABLE AUGRATIN DUM ALOO BHOJPURI Indian bread PUNJABI KADI Select any TWO GOBI MUTTER GOBI GAJJAR SUKHAMAWA ROTI / NAAN / KULCHA KADAI VEGETABLE BUTTER NAAN / MISSI ROTI / PUDINA Desserts Select any TWO FRUIT SALAD FRUIT TRIFFLE
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F & B Notes

DAL MAHARANI Paneer Select any ONE orange / chocolate) PANEER MATTAR PANEER MAKHANWALA SHAHI PANEER KADAI PANEER MALAI KOFTA PUDINA PANEER PANEER CHUTNEYWALA MOUSSE DE RUMPOPE DAL PANCHRATAN RAWAL PINIDI CHOLE RAJMA MASALA DAL LASOONI DAL PALAK MOON DAL NOORJAHANI HARA MOONG DAL MA KI DAL

PINEAPPLE GATEAUX YELLOW DAL TADKA CHOCOLATE GATEAUX SOUFFLE (lemon / CARAMEL CUSTARD ALMOND PIE DATES PIE FRUIT & NUT PIE RASMALAI GULAB JAMUN SEMIYA KHEER RICE KHEER GAJJAR HALWA GIN TRIFFLE PUDDING MALPUA SHAHI TUKRA ADA PRADAMAN SHIREEN-E-JANNAT

LUNCH / DINNER MENU SUGGESTIONS (NON-VEGETARIAN BUFFET)

Soups Vegetables Select any ONE

Rice Select any TWO

Select any ONE

CREAM OF TOMATO CREAM OF MUSHROOM

ALOO JEERA DUM ALOO KASHMIRI

JEERA PULAO MUTTER PULAO
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F & B Notes

CREAM OF VEGETABLE CREAM OF SPINACH POTAGE ST. GERMAN MINESTRONE DAL MINT SHORBA

ALOO CAPSICUM ALOO GOBI ALOO MUTTER ALOO PALAK SHAKAHARI SANGAM

VEGETABLE PULAO KASHMIRI PULAO VEGETABLE BIRIYANI ZAFFARANI PULAO TOMATO RICE COCONUT RICE LEMON RICE MUSHROOM PULAO ZARDA PULAO

SWEET CORN VEG SOUP NAVARATHAN KORMA VEGETABLE CLEAR SOUP VEGETABLE KOFTA HOT ‘N’ SOUR SOUP VEGETABLE JHALFRAZIE VEGETABLE KOLHAPURI Salads Select any TWO VEGETABLE AUGRATIN DUM ALOO BHOJPURI PUNJABI KADI GREEN SALAD TOSSED SALAD WOLDROF SALAD COLESLAW MEXICAINE PARATHA GOBI MUTTER

VEGETABLE SHAHI KHORMA NAWABI PULAO

Indian bread Select any TWO

GOBI GAJJAR SUKHA MAWA ROTI / NAAN / KULCHA KADAI VEGETABLE BUTTER NAAN / MISSI ROTI / PUDINA

GERMAN POTATO SALAD BHINDI DO PIAZA PARATHA CHAATS (aloo / channa / fruit) KUCHUMBER MACARONI SALAD MAHARAJA SALAD TRIFFLE Dal Select any ONE

Desserts Select any TWO FRUIT SALAD/ FRUIT
14

F & B Notes

KOSAMBARI SALAD

DAL MAKHANI DAL MAHARANI

SHEREEN-E-JANNATH PINEAPPLE GATEAUX MOUSSE DE ROMPOPE CHOCOLATE GATEAU SOUFFLE (lemon / CARAMEL CUSTARD ALMOND PIE / DATES FRUIT & NUT PIE RASMALAI GULAB JAMUN SEMIYA KHEER / RICE GAJJAR HALWA GIN TRIFFLE MALPUA SHAHI TUKRA ADA PRADAMAN

Chicken / Lamb Select any TWO orange / chocolate) MURGH DO PYAZA KADAI MURGH PIE MURGH MAKHANI MURGH AFGHANI MURGH HARIYALI MURGH MUSSALLAM KHEER

YELLOW DAL TADKA DAL PUNCHARATTAN RAWAL PINIDI CHOLE RAJMA MASALA DAL LASOONI DAL PALAK MOON DAL NOORJAHANI HARA MOONG DAL MA KI DAL

MURGH KALI MIRCHWALA POULET SAUTE CHASSEUR PUDDING PUDINA CHICKEN CHICKEN CHETTINADU MURGH HAWA MAHAL DUM KA GOSHT MUTTON KOLAPURI MUTTON COCONUT FRY Paneer Select any ONE MUTTON ROGONJOSH GOSHT PALAK BHUNA GOSHT RAITHA PUDINA PANEER PANEER CHUTNEYWALA PANEER PASANDA

Menu includes

PAPPAD / PICKLE /
15

F & B Notes

MUTTON PEPPER FRY MUTTON VINDALOO

SHAHI PANEER 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 BECOMES 3,SALADS BECOME 3,VEGETARIAN DISHES BECOME 3 & DESSERTS BECOME3. ALSO NOTE THAT THE BUFFET WILL BE APPLICABLE FOR 15 PAX & ABOVE.

COCKTAIL SNACKS NON VEGETARIAN CHICKEN TIKKA ACHARI TIKKA MURGH MALAI TIKKA SEEKH KABAB CHICKEN PAKORA DRUMS OF HEAVEN FRIED CHICKEN SHAMMI KABAB DOZEN ,, ,, ,, ,, ,, ,, ,, 150.00 150.00 150.00 150.00 150.00 110.00 110.00 120.00
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F & B Notes

VEGETARIAN CHEESE & PINEAPPLE STICK PANEER TIKKA PANEER PAKORA CHILLI PANEER VEGETABLE PAKORA VEGETABLE SEEKH KEBAB CAULIFLOWER MANCHURIAN COCKTAIL MASALA VADA VEGETABLE CANAPIES FRENCH FRIES MASALA PEANUTS CHANNA CHAAT SALTED PEANUTS WAFERS DOZEN ,, ,, ,, ,, ,, ,, ,, ,, PORTION ,, ,, ,, ,, 60.00 80.00 80.00 80.00 40.00 70.00 60.00 60.00 60.00 30.00 25.00 25.00 20.00 20.00

BEVERAGES AERATED BEVERAGES SODA CANNED JUICES MINERAL WATER 25.00 15.00 75.00 25.00

TAXES AS APPLICABLE * THIS MENU IS CHARGED AS PER CONSUMPTION. HI-TEA
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F & B Notes

Select any ONE CHICKEN SANDWICH SANDWICH ASSORTED CANAPIES MINI BURGER (CHICKEN / MUTTON) CHICKEN PATTIES STUFFED BUNS (CHICKEN / MUTTON) CHICKEN CUTLET CHICKEN PAKORA MINI CHICKEN PIZZA EGG PAKORA CHICKEN CROQUETTE CHICKEN SPRING ROLL CHUTNEY

Select any TWO TOMATO & CHEESE MINI VEGETABLE BURGER CANAPIES MASALA VADA VEGETABLE PATTIES VEGETABLE CUTLET MINI VEGETABLE PIZZA VEGETABLE STUFFED BUN MYSORE BONDA VEG SPRING ROLL ALOO BONDA COCKTAIL VADA /

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 Tv’s or may be different company Tv’s 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. Examples An exhibition of sarees will require a platform or a stage in each stall to display the entire 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 company as 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 20

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 found during 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 the same 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 21

F & B Notes

presentation to the press & followed by question answer session by the press directed to the board of directors of the company.

Political Parliamentary Delegation Meet
This happens when a parliamentary delegation meets the tip officials of a Government concern or of a company. For example- Parliamentary Delegation of Railways will necessarily have the Railway Minister of state & the other Cabinet Ministers & the members working for the railway. They usually meet for a tea meeting or a luncheon meeting.

The seating is usually two I shapes facing each other. One I shape for the ministers & the other one for the railways. Each member of the ministry will have a mike & the proceeding will be recorded. It is a very high profile function with name crds for each members present in the I shape. The hotel coordinates with organisers regarding the names & the itinerary of the entire function.

HANDLING A CONFERENCE REQUIREMENTS FOR A CONFERENCE  The following should be kept in mind while handling conferences:  The exact seating arrangement. If possible insist on a seating plan drawing with the exact head table requirement.  The stationery requirement.  The audio / visual requirement. What is the equipment, which the guests are bringing, or what do they want us to organize. The type of markers they require.  We must be very clear about the break timings / lunch / dinner etc.....   We must know whether they require extra cords / pointer / laser pointer / podium etc... We must be clear regarding the nature of the function, whether it is a road show / exhibition / display / seminar as the requirement for each is different.

 For e.g. For a seminar, a stage & a podium might be required, for an exhibition spotlights might be required etc.
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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 to the 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 doesn’t 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 haven’t 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. 24

F & B Notes

If for some reasons known to the hotel staff only, the banquet office shifts the function into another hall & doesn’t 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 doesn’t 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 function prospectus to the kitchen. Though it is in the function list, the FP is ready in the 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 next day’s functions and the banquet office has missed out the few points in the function prospectus to be cleared with the guest which can lead to disaster in the function. The staffs come in late as the result when the guests walk in the hall is not ready as per the specifications of the guests. The frilling of the tables is just being done and there is no proper supervisor manning the hall. The guest always wants the supervisor in the hall to handle the function. The banners are not pressed and are not put up as specified; the water is still not poured etc. The hall is locked. This can be very irritating for the guest as this show that the hotel is no where prepared for the function. The board in the lobby does not have the name of the function. The operations have forgotten to put the name. The name of the company is spelt wrongly in the board which can be very irritating and can put off the guest. The audio/visuals ads are not checked properly by the manager/ supervisor & when the guest comes in they don’t work as the quality is bad are extension 25

• • • •

F & B Notes

• • •

cord is missing for the equipment is not what the guest has asked for. This leads to a delay in starting the conference. The supervisor doesn’t meet the guest on arrival due to some reasons. Therefore it does not check the itinerary of the function, the tea time, lunch time etc. suddenly the conference breaks off asking for tea and there is an obvious 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 to check the quality of food personally while the food is being picked up. Every dish needs to be tasted for quality and presented well. Besides the above factors, in case the theme offered during the time of booking for which the guest pays the extra amount is not as the specified during the time of booking. The banquet operation should not know what has been promised to the guest and the office should have a fair idea about the theme. 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 INTERDEPARTMENTAL 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 don’t 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 the conference. All the guests are diverted into another hall where another conference is scheduled to start. • The guest tells the front office the change in sign board matter, which is not communicated to the banquet captain. • The guest ask the bell boy to take the stationery up to the hall and takes it to some other hall. • The guest had handed over the banner to front office who has not handed it over to the banquets. DURING THE FUNCTION. KITCHEN. • • • • The food is not ready in time. The change in time has not been communicated 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 this information 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 hasn’t sent 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 the temperature. 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 number of persons for the function. The chef hasn’t received it. Hence the food has been prepared for the original amount. Thus leading to wastage and increase in 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. 27

F & B Notes

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

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 is over and air-conditioning has to be switched off. Or it is informed, but the maintenance staff doesn’t switch off. The mikes and visual aids are not cleared in time. Maintenance staff eating the food remains after the function is over from the buffet. The manager catches them and raises the bill.

SECURITY. • • • One of the guests is high on liquor and is misbehaving in the lobby. Is taken into the custody of the Security Officer. There is a theft in the hall and the guest, bring it to the notice of Duty Manager before leaving. Staffs are consuming liquor after the function. The guest has given the liquor but 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 needs to 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 the food 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 are incorporated and informed to chef through and amendment form. The guest is asked important questions like- the entrance and exit gate so that the kitchen and etc can be planned out, the water points fro the kitchen to be set up and the wash up to be setup. The seating is discussed with the guest; the position of bar counter (if cocktails are there) is discussed. The complete plan is finalised. 28

F & B Notes

• • •

Now the Hotel planning starts. The Manager & the Captain decide exactly 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 tables are required, chairs, canopies for the buffet counter & the bar counter, music organized etc. All contractors are given the outdoor address & are told to report directly 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 list accompanying it so that there is no confusion at the time of pickup. The required tables & chairs if not ordered from the contractor to be kept 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 day pickup. 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 be picked up the next day & bar mis-en-place.

A list is made for the other equipment which are important: 29

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

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

• • • • • • • • • • • •

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 be picked up this day can be picked up the next day. This means that the outdoor checklist needs to be kept handy till the outdoor is not over. The items are loaded & the van leaves for the setup along with the Captain & 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 job is & 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 are picked up & the staff leave for the site. The setup starts in the site. Every action which is done should have a deadline 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 & the progress in the work. He comes to meet the guest so that the guests get a sense of satisfaction to know that the Manager himself is taking care 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. The Chef 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 by the Manager & the Captain to tell everyone the flow of service. After the briefing the guest is met by the Manager & the Chef just to tell them that the hotel is ready for service. During the briefing, the Manager allocates the staff on bar counter, bar service, buffet pick up etc. every staff is clear on what jobs are to be performed by him & act accordingly. The guests start coming in & the service starts. The liquor flows, the snack start. Special attention is given to the host & his important guests. The Manager marks all of them with a waiter to see that they are happy. When the party is in full swing, the Manager checks with the host regarding the timing of the dinner & accordingly, Chef is kept informed. Chef starts the buffet pick up along with the banquet staff, once the buffet is ready; it is informed to the host. The communication with the host is very important. From time to time, the Manager must keep talking to the host to see if anything is required & in case the party is going in the wrong direction. Once the buffet is ready, the Manager checks the buffet & the service starts. The Manager/Captain allocates boys for clearance & water & replenishment. Once everything is over the bar extras are charged to the bill & the challan is raised which the host signs & writes his feedback 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 staff about the guest comments & to discuss how the operations can be improved. The staff is allocated duties again for clearance & the clearance procedure starts. Three boys are put on bar clearance, three on food & the rest help Chef to get the food loaded in the van with their equipment. Chef leaves 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 has been left out. The stewarding finishes off the washing & the crockery; cutlery is stacked back in tubs. The contractors clear off their stuff in the 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 the Food & 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 helping attitude. They are not guest oriented. The body language of the staff is negative. They are not open to suggestions or ideas. The staff doesn’t maintain a sense of hygiene while serving. They have black nails, body odour, ill fitted & unpressed uniforms, wear too much of 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 & don’t react at all. Or take too much of time to react. Don’t listen attentively, but just react & do the wrong thing. Never in the hall when required to help out the guest either in re arranging or organizing a requirement. Delay in replenishment of food & in tea/coffee service, water etc & the food served was not hot. Delay in doing any kind of errands for the guest, which suggests that the 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. Stained tablecloth, torn napkins, wobbly tables, stained chairs, poor hall décor & maintenance etc. Too much of noise from outside the hall. The staff laughing & joking with each other & their voices carrying inside the hall can cause a lot of 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 the mark. The chef has changed a particular dish at his own discretion without consulting with either the banquet office or the manager if it can be changed. Hence leading to another dish being served which was not asked for.
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F & B Notes

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If proper instructions are not followed in the FP for example – the food to be less spicy or oily or food should be without onion & garlic etc. Hair in the food, or a glass piece in the food etc. The food fell short & the dish had to be replaced with another one. This can only happen if the chef hasn’t planned properly for the number of pax expected. The food is not hot enough. This complaint goes to the chef too as he is responsible for the temperature in which it is served to the guest. He has to check once in a while if the fuel is burning & if the food is at right temperature.

NOTE : LEAVE 6 PAGES FOR PASTING SEATING ARRANGEMENTS

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