Function Catering Management

Objectives
‡ Understanding function catering and planning it for successful results. ‡ Financial, marketing and catering considerations in function catering. ‡ Elements of function catering: customer, service, product, organising and staffing. ‡ Understanding the procedural aspects of the stages of banquet process

What is Function Catering?
‡ It is service of food and beverage at a specific time and place, for a given number of people at a given price. ‡ This form of catering is also called as µbanqueting¶, however function catering is regarded as a wider terminology. ‡ By its very nature a function event involves more detailed and critical organising than a restaurant meal.

Classification of events
‡ Business ‡ Social
± Cocktails ± Receptions ± Club Meetings

‡ Personal Events
± ± ± ± Birthdays/Anniversary Weddings Home coming Christening Ceremony

‡ Religious events

Classification of events
‡ National Days ‡ Embassies/State Functions ‡ Exhibitions/Conferences/Seminars/Launches ‡ Entertainment
± ± ± ± Fashion Shows Plays Carnivals Supper Theatre

Facilities
‡ Ranges from one hotel to the other depending upon: ± Size of the hotel ± City demand ± Level of specialisation ± Competition in the city ± Basic policies

Stages of banqueting process
Potential customer contact Proposal Discussion Signing of contract Function sheet Advance preparation

Stages of banqueting process
Operation Function Clear-up Guest feedback Internal communication Improve operations

Policies
‡ Are determined by the following factors:
± Type of establishment ± Standards followed ± Season ± Concentration of events during that period ± Information available before the function

Financial Aspect
‡ Highly profit orientated ‡ High GOP ± 55% ‡ APC is pre-determined ‡ Pricing structure ‡ Cost structure ‡ Liquor policy

Marketing Aspect
‡ Will determine different market at which the the facilities may be aimed. ‡ How best the characteristic of the establishment can be knitted in the marketing plan. ‡ Selling techniques applied to target different market. ‡ Should ensure increase in utilisation of other services of the hotel.

Marketing Aspect
‡ Would have consideration of the competition and the services offered by them. ‡ Awareness of the µbuying agent¶. ‡ Development of a sound marketing plan which would be the interpretation of of marketing policy into a plan of action for a specific period.

Marketing plan
‡ Would have following headings: ± Finance- will have forecast for the period ± Productivity ± Research ± Promotions
‡ ‡ ‡ ‡ General Special Facilities Development

Marketing Aspect
‡ Sales tool ± Advertisement ± Sales kit ± Brochures ± Photos/slides of function set up¶s ± Client communication

Sales Kit
‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ ‡ Cover Complete planning guide Brochures Room layouts Room dimensions and capacity chart AV equipments Menus Business card Themes Beverage rates Policies of the hotel

Client Communication
‡ Sales Inquiry
± Standard proposal letter with space,menu,rate, alternatives available «.

‡ Confirmation
± ± ± ± Confirmation letter Function Prospectus Terms and Conditions Deposit receipt

‡ Post Event
± Thank You letter ± Final invoice - Check ± Guest questionnaire form.

Catering Aspect
‡ It is often based on the financial and marketing policy. ‡ Function menus and packages created to send to prospective clients. ‡ These menus have predetermined gross profit percentages. ‡ Catering policies would also stipulate µ trading hours¶

Catering Aspects
‡ Optimising business levels a different time of week. ‡ Optimal utilisation of unused spaces. ‡ Optimising potential business through reconfirmations and minimising the time frame of tentative reservations.

Important factors
‡ Guests ‡ Type of product/ Menu ‡ Food production and service style ‡ Function room ‡ Equipment ‡ Organisation and staffing

Guests
‡ Understanding the potential clients. ‡ Understanding their expectations. ‡ Understanding demographic aspects. ‡ Understanding paying power of the guest. ‡ Understanding the non customer.

Type of product
‡ Flexible vis-à-vis restaurant. ‡ Market level being aimed at. ‡ Pricing structure adopted. ‡ Nature of function. ‡ Depends whether it is of purely functional nature or entertainment value.

Menus
‡ Longer life cycle ‡ Compiled in variety of ways: ± Sets of menu ± Group of menu items provided to the guests to choose from ± Sets of menu with individual pricing

Food service style
‡ Essentially divided into: ± Buffet ± Sit Down ‡ Silver service ‡ Buffet cum sit down

Food service style
‡ Equipment in relation to the space. ‡ Buffet layout in relation to no. of pax Small Pax 20 - 40 40 - 60 60 - 80 Comp/Large Buffet 1 Comp 1 Large 2

Food service style
Big 80 - 100 100-150 150-200 200-300 1 Large+1 Comp 2 Large 1Large+2Comp 3 Large

More Consumption : Dealers, Private Receptions

Measurements
‡ ‡ ‡ ‡ ‡ ‡ ‡ Height of Stage Distance between 2 Sprigs Width of table Length Per cover Space Height of Chair Area Allowance :
± Sit Down ± Buffets 12-15 Sq Ft 10-12 Sq Ft

18 inches 6 Feet 2.5 Feet 6 Feet 24 Inches 18-20 inches

‡ Distance for Back Projection

10 Feet

Function room
‡ Flexibility of room design ‡ Size of the function rooms ‡ Location of the function room

Equipment
‡ Functional ‡ Hardwearing ‡ Aesthetically attractive ‡ Contractor development

Organisation and staffing
‡ Type of staff ‡ Core team ‡ Type of function ‡ Skills required as per type of function

Staffing for buffet
1 Staff 15-20 Pax Snacks 10-15 Pax Drinks

± 1/2 Bar ± 2+1 Buffet ± 1/Buffet ± 1 Staff

Pick Up 30 Covers Clearance

Sit Down
‡ Platter to Plate ± 3 per table ‡ Pre Plated ± 1.5 Per Table

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