Tarangi Resorts & Spa

Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Taking Banquet Reservation SOP NO : 1

PROCEDURE:

The following are the details one must know while taking a banquet reservation:

 Sitting arrangement and Capacity:

1. Theatre Style:
2. Auditorium Style:
3. Classroom Style:
4. Boardroom Style:
5. U Shape:
6. Fishbone Style:
7. Informal/Buffet
8. Sit-down/Buffet

 Types of Function:
1. Conference
2. Presentation
3. Seminar
4. Interview
5. Reception
6. Cocktail dinner
  Audio Video equipment:
LCD
Projector.
Screen
Music
Lights
For these equipment, the Security Department is informed giving the details of the types
of equipments and the check in time for gate pass.
The gate pass must be made by the security after examining the physical count of items
and verifying with the FP.

 Beverages:

Beverages are also send to the guests, if required. The beverages given are basic spirits,
beers, etc. The requisition has to be made to the Coffee shop service bar , specifying the
brand and the quantity. It is then registered in the register with the Barman.

Menu:

As per Function- Menu matrix

 Complimentary items:

The basic conference stationery provided to the guests are:

1. Writing Pads.
2. Water Bottle
3. Candies
4. Pencils.
5. Flip chart board.
6. White board with marker
7. 02 Services of Tea and Coffee with Biscuits.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Preparing function prospectus SOP NO : 2

PROCEDURE:

 Always prepare the FP in the system as per the format developed.

 Select make reservation mode.
 Finalize the status.
 Enter all details pertaining to the function.
 All the special requirements that the guest asks for are also entered.
For example: extra lights, extra flower arrangements, section for
valet parking, etc.
 The menu items are entered.
 Save the information and note the number of FP.
 Finally the F.P.no is written down in the reservation diary accordingly. This is
important so as to counter check the details in future or as and when required.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure
Food And Beverage Service
Task: Distributing Function Prospectus SOP NO : 3

PROCEDURE:

 The F.P's are neatly prepared and circulate to the respective departments

1. Director's Office
2. General manager's Office
3. F&B Manager’s Office.
4. F&B Controls.
5. Accounts.
6. Kitchen.
7. Kitchen Stewarding.
8. Coffee Shop.
9. Security.
10. Engineering.
11. House-Keeping.
12. Stores.
13. Front-Office.
14. Banquets.

 The F.P contains the F.P no and the name of the function, which is counter signed by
the distributor and the receivers in the register maintained for FP distribution.
 All FP must reach the concerned person and receipts acknowledged duly in order to
ensure clear flow of communication.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure
Food And Beverage Service
Task: Function Prospectus- details SOP NO : 4

PROCEDURE:

 The details which are to be entered in the Function Prospectus are:

1. Name of the Function.
2. Date of the Function.
3. Venue.
4. Session.
5. Timings.
6. No. of people guaranteed and expected.
7. Rates and Taxes.
8. Mode of payment.
9. Address, Telephone no
10. Any Special instructions.
11. Sign board matter.
12. Menu: Veg / Non-Veg / Salads / Snacks/ Dessert.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure
Food and Beverage Service
Task: Checklist for conferences and seminars SOP NO : 5

The checklist for conferences and seminars are in three phases:

1. Pre – Function
2. Operation
3. Post – Function

PRE – FUNCTION.

 Glasses / Cutlery Polished, Ready for Operation.

 Linen / (Napkins / Tablecloth) – Inventory to be complete.
 Board to Read (Clean, Accurate, Placed Properly) at the hotel entrance & banquet
room entrance.
 Chaffing Dish to be checked by Maintenance
 Ash Trays / Cruet Set / Candle Stand / Flower Arrangement / Bread Basket / Butter
Dish to be Ready (in case of sit – down)
 Pads / Pencils / Polo – to be Ready (in case of Conference)
 Check the store /General & Food.
 Hall to be ready (Hovering / Mopping / Room freshener) to be checked.
 Seating arrangement / set up to be done as per specifications.
 Staffing to be done (Duty Allocations)
 Chairs to be dusted.
 Buffet tags to be made ready.
 Name tags to be kept ready.
 Housekeeping to be informed regarding floral arrangement required for the function.
 Audio – Video Requirements to be followed, all equipment to be arranged prior to
guest arrival.
 Check the Front Entrance display Board for Cleanliness, Accuracy & Alignment of
Letters
 Front Entrance (Free from litter, Clean, Cars not obstructing the Entrance0
 Front Door (Clean, Free from Stains , Brass sparkling)
 Toilets (Clean, Dry & Odour free)
 Floral arrangement on the Table to be fresh and not wilted.
 Pantries to be clean & organized.
 Tables to be frilled properly.
 Lights to be checked.
 A/C to be functioning properly and to be put on 45 mins prior to the Function
 Tea / Coffee Counter to be set up.
 Coffee machine to be switched on and coffee to be brewed 30 mins prior the service.
 Hot water to be filled in the chaffing dishes.
 Name tags & Buffet tags to be checked.

OPERATION

 Executive /Captain / to be present when guest arrives and introduce himself to the
host / coordinator.
 Set up and equipment to be reviewed with the host.
 Timing of Tea / Coffee, Lunch/ Dinner snacks etc. have to be reconfirmed and
conveyed to the kitchen.
 In case of conferences, one person to remain inside the hall during the conference and
coordinate the services of tea / Coffee, lunch/dinner, snacks etc.
 Regular replenishment of water must be done as per requirements.
 Bill to be raised and checked against FP before being presented to the guest.
 Billing instructions to be checked and settlement done accordingly.

POST FUNCTION

 A/C to be switched off.

 Chairs stacked in one corner.
 Soiled linen to be returned to Housekeeping
 Back area to be cleaned.
 Equipments to be kept at their respective places.
 Coffee machine to be switched off.
 Chaffing dishes to be cleaned.
 Water from the chaffing Dishes to be removed.
 All lights to be switched off.
 All doors to be locked properly
 Cross check if Billing was done correctly review customer feedback.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure
Food and Beverage Service
Task: Checklist for cocktail dinner SOP NO : 6

PROCEDURE:

1. Pre – Function
2. Operation
3. Post operation

PRE FUNCTION:
 Executive /Captain / to be present when guest arrives and introduce himself to the
host / coordinator.
 Glasses / Cutlery polished, ready for operation
 Linen (Napkins / Table cloth) Inventory to be complete.
 Board to read (Clean , Accurate , Placed properly)
 Chaffing dish to be checked by maintenance
 Ash trays / Cruet set / Candle stand / Flower arrangement / Bread Basket / Butter
Dish to be ready (in case of sit-down)
 Check the store / General & Food.
 Staffing to be done ( Duty allocations)
 Chairs to be dusted.
 Soft drinks to be stocked.
 Cocktail napkins to be ready
 Hall to be ready (Hovering / Mopping / Room freshener) to be checked.
 Buffet tags to be made ready
 Name tags to be kept ready.
 Housekeeping to be informed regarding floral arrangement required for the function.
 Check the front entrance display board for cleanliness, Accuracy & Alignment of
letters
 Front entrance ( free from litter, clean, cars not to be obstructing entrance)
 Front door ( Clean, Free from stains,)
 Toilets ( Clean , Dry and Odour free)
 The banquet room Display Board (Clean, Accurate, & Aligned)
 Floral arrangement on the table to be fresh and not wilted.
 Pantries to be clean & organized..
 Tables to be frilled properly.
 Lights to be checked.
 A/C to be functioning properly and to be put on 45 mins prior to the Function.
 Tea / Coffee counter to be set up.
 Coffee machine to be switched on and coffee to be Brewed 30 mins prior the service.
 Hot water to be filled in the chaffing Dishes.
 Name tags & Buffet tags to be checked.
 Cocktail napkins to be ready.
 Fresh lime & slices of lime to be stocked for cocktails
 Snack counter to be set.
 Snack tray to be kept ready

POST FUNCTION

 Chairs to be stacked in the Dome & Chained

 Tables to be folded & stacked.
 Chaffing dishes to be returned to the Pantry
 Glasses / Crockery / Hollowware to be put in their respective places.
 Bar Counter to be cleaned.
 Empty racks to be put near the security
 Linen to be exchanged.
 Entire area to be re – checked.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure
Food and Beverage Service
Task: Checklist for wedding gala dinner SOP NO : 7

PROCEDURE:

4. Pre – Function
5. Operation
6. Post operation

PRE FUNCTION:
Executive /Captain / to be present when guest arrives and introduce himself to the host /
coordinator

 Different venues to be ready for the functions

 Menu to be circulated to the respective departments prior, at least before one week
 Function flow to be made
 Outside vendor to be intimated prior
 Casual boy’s requirement to be given to HR.
 Check the quality of food
 Glasses / Cutlery polished, ready for operation
 Linen (Napkins / Table cloth) .
 Board to read (Clean , Accurate , Placed properly)
 Chafing dish to be checked by maintenance
 Ash trays / Cruet set / Candle stand / Flower arrangement / Bread Basket
 Check the store / General & Food.
 Staffing to be done ( Duty allocations)
 Chairs to be dusted.
 Soft drinks to be stocked.
 Cocktail napkins to be ready
 Hall to be ready (Hovering / Mopping / Room freshener) to be checked.
 Buffet tags to be made ready.
 Housekeeping to be informed regarding floral arrangement required for the function.
 Check the front entrance display board for cleanliness, Accuracy & Alignment of
letters
 Front entrance ( free from litter, clean, cars not to be obstructing entrance)
 Front door ( Clean, Free from stains,)
 Toilets ( Clean , Dry and Odour free)
 The banquet room Display Board (Clean, Accurate, & Aligned)
 Floral arrangement on the table to be fresh and not wilted.
 Pantries to be clean & organized..
 Tables to be frilled properly.
 Lights to be checked.
 A/C to be functioning properly and to be put on 45 mins prior to the Function.
 Tea / Coffee counter to be set up at lawn for throughout of the day (if required).
 Hot water to be filled in the chafing Dishes.
 Name tags & Buffet tags to be checked.
 Fresh lime & slices of lime to be stocked for cocktails
 Snack counter to be set for hi tea.
 Snack tray to be kept ready for evening function with trolley

POST FUNCTION

 Chairs to be stacked
 Tables to be folded & stacked.
 Chaffing dishes to be returned to the Pantry
 Glasses / Crockery / Hollowware to be put in their respective places.
 Bar Counter to be cleaned.
 Empty racks to be put near the security
 Linen to be exchanged.
 Entire area to be re – checked.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure
Food and Beverage Service
Task: Handling last minute banquet booking SOP NO : 8

PROCEDURE:

 When last minute bookings come, the following things are to be done:
1. The Kitchen should be informed first orally followed by a written note.
2. All the Equipment should be ordered as per the requirements.
3. The Banquet Captain should be informed as well as other Outlet In-
charge.
4. A note should be send to all the Departments.
5. Board to read must come out immediately.
6. Front office must be informed about the guest's arrival.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Handling sales calls SOP NO : 9

PROCEDURE:

 There are two types of calls which the Banquets receive:

1. Cold calls: in this case, one person goes to the office without prior
appointment.
2. Appointment call: in this case, the prior arrangement is made on the
telephone or otherwise.
 In each case, the details regarding the Hotel, Outlets and the Banquet rates are given
to the Guest.
 The Guests are then invited for Tea/Coffee and the entire hotel is shown to them.
 The guests are made comfortable and the banquet areas are sold to them.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Mis en Place SOP NO : 10

PROCEDURE:

 According to the type of the Function and the no of people, the Mis-en-place is done.
 If there is a conference, then the following arrangements has to be done:
1. Writing Pads.
2. Pencils.
3. Water.
4. Glasses.
5. Coasters
6. Mint in bowl.
7. Glass covers.
 If the Function is a Lunch/Dinner get together, then the following arrangements are
done:
1. Buffet requirements.
2. Dinner plates.
3. Dessert plates.
4. Napkins.
5. Spoons/Forks.
 If the function is in the morning, then the Mis-en-place is done one day in advance. It
will include all the activities like cleaning of the entire room, dusting of the chairs and
the tables, etc which has to co-ordinated with the House-Keeping Department.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Procedure for buffet set up SOP NO : 11

PROCEDURE:

 The procedure for the buffet set-up is done according to the no of people.
 The following activities are carried on during the buffet set-up:
1. Place the chaffing dish on the buffet table in the required place as per the menu.
2. Check hot plates for working.
3. Put water in the chaffing dish. [water level must be one inch height
from bottom].
4. Underliner to be placed in front of the dish to keep the service cutlery.
5. Polished ladle to be placed on the underliner.
6. Menu tag holder to be placed with the menu tags.
7. According to the no of salads, the underliners with the service cutlery to be kept
ready for the salads.
8. Extra underliners and service cutlery to be kept ready for replacements.
9. Keep cruet set in the center of the salad counter.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food And Beverage Service

Task: Head table arrangement SOP NO : 12

PROCEDURE:

 All the arrangements are made one day in advance.

 It depends on the no of people and the type of the function.
 The following arrangements are to be done at the head table:
1. Guest note pad along with the folder.
2. Flower arrangement to be placed in the centre of the table.
3. Mint polo's.
4. Glasses, as required.
5. Glass covers.
6. Name boards if requested for.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure

Food And Beverage Service

Task: Setting up Bar counter SOP NO : 13

PROCEDURE:

 According to the no of people and type of beverages, the set-up for the Bar counters
is done.
 All the glasses like, Hi-ball glass, Collins, Wine glass, Rolly-Polly, Champagne tulip,
Champagne saucer and other fancy glasses are wiped clean.
 The glasses should be arranged in a proper manner.
 Assorted aerated water/beverages to be stacked and chilled one hour before the
function.
 Any Canned juice, sodas, tonic or mineral water to be stacked properly.
 The stir sticks, bottle openers, straws, can openers, wine bottle openers, etc should be
kept ready at the Bar counter.
 Other ingredients like, tobacco, sugar syrup, lime cardinal, lime slice, lime wedges,
salt, pepper and garnishes like pineapple, cherry, khus syrup, grenadine syrup and
cocktail shakers, peg measure, blenders, bar spoon, etc should also be kept ready at
the Bar counter.
 In case guest brings his own liquor, a count of the same must be taken along with the
guest before stacking the bar.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure

Food And Beverage Service

Task: Briefing Procedure SOP NO : 14

PROCEDURE:

 The Briefing is done before every function.

 Briefing must be taken at the beginning of every shift.
 All employees must read the logbook before the briefing.
 Captain must ensure the following with the staff :
1. Ensure that the uniform is laundered.
2. Haircut, above the ears and not falling below the collar
3. Finger nails (filed) clipped, no dirt inside the cuticle.
4. Mustache if worn to be trim, not covering the upper lip.
5. Daily shave only mildly perfumed after-shave.
6. Brass button to be well polished.
7. Name tag displayed evenly.
8. Ensure the following personal Mis-en-place is always carried
 Pen.
 Bottle opener
 Match Box- Ship brand.
 Small note pad
 Comb
9. Black socks & shoes that are approved by organization
10. Only a wedding band or an engagement ring and a wristwatch are allowed.
 Situations of previous day.
 Revise food & beverage menu.
 Revise wine list.
 Settle grievances and problems.
 Allocation of regular duties
 Sales figures are discussed.
 Staff must be questioned about Hotel information and technical awareness.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure

Food and Beverage Service

Task: Handling guest's beverages SOP NO : 15

PROCEDURE:

 Note down the no of bottles and their brand names consumed.

 Get it signed by the guest.
 After the signature, one copy will go to the guest and the other copy will go to the
barman.
 At the end of the Function, show the guest the consumed bottle as well as the full
bottle.
 Remark the changes and get it signed by the guest.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure

Food and Beverage Service

Task: Making board to read SOP NO : 16

PROCEDURE:

 The board is made according to the details in the FP.

 The spellings are checked.
 The alignment is also checked.
 The date is entered.
 The glass of the board should be spotlessly wiped and clean.
 The brass metal is to be polished.
 Tarangi Resorts & Spa
Dept- Banquets

Standard Operating Procedure

Food and Beverage Service
Task: Billing Procedure SOP NO : 17

PROCEDURE:

 The following entries are made in the bill:

1. FP no.
2. Buffet rates.
3. Quantity.
4. Details like; aerated water, can juice, beer, etc. as per the consumption.
5. Types of equipment required by the guest.
 After entering the details, double-check the items feeded in the system.
 Save the bill in the system and print it.
 There are different modes of payment like; credit, cash, cheque and Bill to company.
 If the payment is bill to the company, then the following procedure is followed:
Take the business card of the Guest who has signed the bill.
 If the payment is Direct, then the following procedure is followed:
Both the bill copies are given to the cashier.
 If the payment is through cheque, then the following procedure is followed:
Receipt to be made against the bill and a copy to be given to the Guest. Both the
copies will then go to the cashier.
 If the payment is through cash, then the following procedure is followed:
The cash should be counted in front of the guest to avoid any discrepancy. The cash
should be then forwarded to the cashier. The paid stamp should be then stamped on
the bill. After this, one copy goes to the guest and the other copy goes to the cashier.
 If the payment is through credit card, then the following procedure is followed:
Get the bill and the credit card slip signed by the guest. After the guest signs the bill
and the slip, check the signature. One merchant copy and the bottom copy will go to
the cashier and the top copy of the bill will go to the guest.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure

Food and Beverage Service

Task: Taking Inventory SOP NO : 18

PROCEDURE:

 All the cutlery, crockery, glassware and hollowware is physically counted once in a
month.
 An inventory register is maintained along with the variance.
 The Captain in charge then counter signs it.
 Monthly inventories are taken internally and submitted to F&B Office.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Indenting Linen SOP NO : 19

PROCEDURE:

 According to the type of the Function and the no of people, the indent is done.
 The indent may be for napkins, tablecloths, frills, etc.
 The required number of linen is collected from house keeping and an indent signed by
the department head.
 As the FP for the function has sent to house keeping , the linen can be arranged well
in advance.
 All the soiled linen of the previous function must be sent to house keeping as per the
indent made for the function. linen must be counted physically in presence of house
keeping assistant and recorded.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Indenting Stores SOP NO : 20

PROCEDURE:

 There are two different parts in indenting stores.

1. General Stores:
 The indent in the stores is made only thrice a week, i.e. Monday, Wednesday and
Friday.
 The indents are made according to the Par Stock.
 All stationary items are also indented from the General Stores.
2. Food Stores:
 The indent has to be made according to the Par Stock.
 The indent for the beverages to be given to the barman as per the requirements.
 Liquor picked up from coffee shop bar and soft drinks are picked up from food stores.
 Tarangi Resorts & Spa
Standard Operating Procedure Dept- Banquets

Food and Beverage Service

Task: Handling records and registers SOP NO : 21

PROCEDURE:

 The following are the records maintained in the Bqt Desk:

1. Sales logbook: the entire figure has to be entered in the Logbook, like: sales
tax, expenditure tax, paid out, net amount etc. The details like FP no, date,
name, venue, session. Name; bill no, mode of payment, tips [cash/credit].
2. FP file: All the FP's has to be filed on daily basis.
 Tarangi Resorts & Spa
Dept- Banquets
Standard Operating Procedure

Food and Beverage Service

Task: Maintaining guest history SOP NO : 22

PROCEDURE:

 The list for the Regular Guests is maintained.

 The following details are mentioned in the list:
1. Their company.
2. Telephone nos.
3. Name.
4. Set-up.
5. Special requirements.
6. Food.
7. Birth date of the Guest.
8. Address.
9. Guests Likes and Dislikes.
 This list is checked on regular basis. Accordingly, the Guest is sent greeting cards.