FUNCTION CATERING

BANQUETS

HISTORY
The term a banquet means feast or a sumptuous meal complete with main course dessert. It
usually serves a purpose such as a charitable gathering, a ceremony, or a celebration, and is often
preceded or followed by speeches in honor of someone. However, in the hotel industry it is
described as a large gathering of people where arrangements are made for service of
food and beverage. In hotel industry it refers all kind of food and beverage service done to a
large gathering of people with the help of a fixed or Tdh menu. All kinds of banquet comes
under the term function catering.

Banquet department is another department that comes under the food & beverage department
headed by a banquet manager. The functions are all carried out in the banquet halls, the size of
which varies from hotel to hotel. The banquet is one of the major contributors to revenue.

TYPE OF BANQUETS:

Types of banquet functions can be divided into three broad categories:

 Formal banquets
 Semi formal banquets
 Informal banquets

Formal banquets:
The normal features of a formal banquet are as follows:

1. There is a head table for the most important dignitaries or invitees including the host
and the guest of honour.
2. There is certain protocol observed while preparing the seating arrangement on the
main table.
3. The other invitees are seated on the sprigs.
4. There may be a proper dress code followed.
5. Seating arrangement is made on either side of the sprigs.
6. The more important people on the sprig are seated close to the main table.
7. There is a raising of toast after a speech either by the host or the guest of honour or
both. In a wedding breakfast or corporate banquet or similar kind of function there
may be toastmaster or master of ceremony who will propose the raising of toast.
8. In very formal state banquets the national anthem of the country of the host and guest
of honour are played.
9. The meal is served course by course.
10. The guests on the main table are served first followed by the guest on the sprigs.
11. All guests are served at the same time and all clearance is also at the same time.
12. In India there is no wine served in state banquets.

Examples of formal banquets:

 Functions of the state, military, formal lunch, dinner, formal wedding breakfast are
some of the examples of the formal banquet functions.

Semi-formal banquets
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. There may not
be a raising of the toast. There may be some entertainment in between the courses but there may
be a laid down dress code to be followed.

Informal banquets:

In an informal function there are no formalities and procedure are followed on seating, serving,
and dress code. The service is random. No criteria of rank and position are observed for the
service. There may not be any serious dress code. These functions normally include
entertainment. The behavior of the guests is usually casual. Food is normally served from a
buffet. Prior to food service cocktail and snacks may be circulated among the guest by the
waiters. Much less manpower is required in comparison to a formal or semi formal banquet.
Unlike formal and semi formal banquet limited seating arrangement is provided. Guest are
expected to eat in a stand up position only with the help of a fork.

Functions like birthday parties, cocktail parties, wedding anniversaries, wedding reception,
conference, seminars and conventions dine and dance parties, etc.

Informal banquets can be further be classified into the following types according to the purpose:

Social Function: This purpose of type is to meet people, make new friends, entertain oneself,
and build relations. For example: cocktail parties, receptions, birthday parties, wedding
anniversaries, dine and dance parties.

Public relations: These are organized by the business houses in order to make the consumers
aware of their presence and to establish relationship with them. Exhibition, contests for home
makers, fashion shows, dealers meetings, product launch etc are some examples.

Conferences: This type of function is to share the knowledge and expertise and to discuss on
matters of concern. Political conferences, trade unions conferences, international and national
conferences on important issues etc. are some examples.

Some of the following are the functions organized by the banqueting department of the hotel:
 Workshops
 Seminars
 Conferences
 Fashion shows
 TV shows
 Wedding reception
 Birthday parties
  Alumni meet
 Club members meet
 Beauty pageants
 Training sessions
 Exhibitions
 Graduation party
 Cocktail party

Whatever maybe the kind of function following facilities would be provided to the guest:

 Food and Beverage

 Other amenities including seating, audio, video, stage, lighting, press meeting etc which
could vary from hotel to hotel and from function to function.

BANQUETS

FOOD AND
BEVERAGE
MANAGER

BANQUET
MANAGER

BANQUET
BANQUET SALES OPERATIONS
MANAGER MANAGER

ASSISTANT
BANQUET SALES SENIOR CAPTAIN
MANAGER

SALES EXECUTIVE CAPTAIN

STEWARD

CASUALS

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JOB DESCRIPTION OF THE DIFFERENT POSITIONS

 Banquet Manager
Job title Banquet Manager

Reports to Food and Beverage Manager

Job purpose

To ensure the smooth and profitable operation of the banquets achieving the laid down
standard of guest and staff satisfaction contributing meaning fully to the overall
objective of the organization.

Duties and responsibilities

A) Should look after the overall functioning of the department and reports about the same
to Food and Beverage Director or Food and Beverage manager. B)
Formulates the budget for banquets in the beginning of an accounting year.
C) Formulates plans and strategies so as to achieve the proposed budget.
D) Draft the contracts made for usage of banquets.
E) Plan the menu for a banquet event along with the respective chef
F) Ensure compliance with SOPs, Banquet event orders, safety regulations and
procedures and ensure optimal level of service, quality and hospitality.
G) Meet the customers to review banquet event orders and review any changes to be
made in it or check for any problems/issues that might arise
H) Calculate and prepare the daily service charges and payroll ensuring accurate and
prompt notification about the same to accounts department.
I) Supervise and control the banquet subordinates including Asst. manager, Sr captains,
and Captains
J) Interview, recommend hiring, schedule training, develop, empower, coach and
counsel, resolve
K) Problems, provide open communication, recommend and conduct salary and
performance appraisals.

Qualifications

A) Should be a degree or diploma holder in Hotel Management.

B) Should have at ;east 5 years experience of heading the banquet department of a 4
or 5 star hotel having 100 to 150 rooms or 7 to 8 years experience of working as
the Assistant manager in banquet in a five star hotel having 100 to 150 rooms.
 C) Experience in Indian hotels will be preferred.

Working condition

The position involves long hours of work, sometimes demanding your presence
till the completion of the function if it is a vvip or a commercially important
function.

Direct reports

Banquet operation manager, Banquet sales manager,

Approved by: Signature of the General Manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Banquet Sales Manager:

Job title Banquet Sales Manager

Reports to Banquet Manager

Job purpose

To maximize the revenue generation through banquet sales contributing to the overall sales of
the organization. Keep adding new companies to the list of companies giving banquet business
with the hotel. Continuously innovate new strategies to maximize the market share of banquet
business.

Duties and responsibilities

a) He is responsible to look after the sales and marketing of all the banqueting venues the hotel
has.

b) He is responsible to schedule, train and ensure optimum performance from the sales
executives working under him and report about the same to Banquet manager.
c) He conducts meeting with corporate houses and other potential contract makers with the hotel
and formulates a contract on the basis of their requirement.

d) The sales department which he overlooks is responsible to sell the product (banquet venue) to
guests and thus it becomes mandatory to showcase good salesmanship.

e) He also conducts meetings with the guests and knows their requirement and preferences about
the event.

f) Conduct a market study and finalize onto costs that suit the environment.

g) Co-ordinate with banquet operations and kitchen to promote the sale of any particular
product.

h) To brief and train his team on various sales techniques so as to maintain and increase the
clientele for the hotel.

i) Formulate annual sales budget and report the same to banquet manager.

Qualifications

1. Should have Master degree or Post Graduate Diploma in Marketing from a reputed business
school.
2. Should be a degree or diploma in hotel management.
3. Should have at least 5 years of experience as assistant banquet sales manager in a 4/5 star
hotel.

Working conditions

The position requires travelling at least seven days a month. Meeting Sr.executives of
companies at time convenient to them for negotiating banquet business.

Direct reports

Assistant manager banquet sales, banquet sales executive.

Approved by: Signature of the General Manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

 Assistant manager banquet sales:

Job title Assistant Manager Banquet Sales

Reports to Banquet Sales Manager

Job purpose

To assist the banquet sales manager in reaching the established sales target for the banquet. To
help the banquet sales manager in planning and strategizing sales policies, manpower planning,
training, budgeting etc.

Duties and responsibilities

a) Assist banquet sales manager in performing his day to day duties.

b) To identify potential customers and corporate houses and have an initial/ routine sales
protocol followed.
c) To be in constant contact with existing as well as potential customers and fix a meeting as
and when required.
d) To control and supervise the actual operations carried out in the banquet sales
department.
e) To prepare duty roasters and cater to the leave requirements of his subordinates.
f) To supervise the maintenance of the documents and proper filing of the same.

Qualifications:
a) The candidate should have an MBA or PGDM in Marketing Management from a reputed
business school.
b) Should be a degree or diploma in hotel management
c) Should have minimum 5 years of experience as banquet sales executive in a for to five
star hotel.

Working conditions:

a) The position involves extensive travelling and meeting top executives of companies to
maximize banquet business. He will help the Banquet sales manager in planning,
strategizing and executing the different sales policies for the banquet.

Direct reports: Sales executives

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Sales executives
Sales Executive
Job title

Reports to Assistant Banquet Sales Manager

Job purpose:

To make extensive sales call as per the directive of the Sales and assistant sales manager to
different corporate and commercially important guests to maximize the banquet revenue.
Providing continuous feedback to the organization regarding the change in market expectation
changing strategies of the competitors.

Duties and responsibilities:

a) Maintaining a database of all the existing customers.

b) Maintaining all the essential documents and proper filing.
c) Keeping the track of all the petty expenses incurred by the sales department and
maintaining corresponding documents.
d) Monitoring the volume of business given by the corporate houses in contract with the
hotels.
e) Assisting the assistant manager in his day to day duties and responsibilities.
f) Making documents such as banquet event order according to the guest specifications and
ensuring the distribution of the same to corresponding departments.
Qualifications:
a) Should be a degree or diploma in hotel management with two to three years experience
sales executive in a three to four star hotel or a standalone banquet.
Working conditions:
The job needs extensive travelling in and out of the city, meet top and mid level
executives to negotiate and finalize the banquet deals, meet the periodical revenue targets.

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

 Banquet operations manager
Banquet Operation Manager
Job title

Reports to Banquet Manager

Job purpose:

To ensure smooth and successful execution of all functions including the settlement of
the bill. Estimate and arrange the required manpower in consultation with the HR
manager. He will remain responsible for the profit from operation. He is required to meet
the periodical revenue targets
Duties and responsibilities

a) Ensuring compliance with the SOP’s safety regulations and procedures that are essential
in banquet operations.
b) Coordinating with corresponding departments to meet the guest requirements mentioned
in banquet event order.
c) Formulate operations budget and report about the same to banquet manager.
d) Calculate and prepare the daily service charges and payroll ensuring accurate and proper
notification about the same to accounts department.
e) Supervising proper sanitation and hygiene measures are taken during day to day
operations.
f) Responsible to authorize store requisitions in order to maintain their inventory levels.
g) To plan the most appropriate style of banquet in order to meet the guest requirements.
h) To plan and supervise the setup of the banquet venue as well as the buffet setup.
i) Supervise the overall functioning of the operations in a smooth manner with a well
trained operations team.
Qualifications:
Should be a degree or diploma holder with at least three years of experience as
assistant banquet manager or assistant restaurant manager in a three to four star hotel.
Working conditions
The position demands long and odd hours of work requiring the banquet operation
manager to remain present till the conclusion of the function and settlement of the bill.
Additional attributes expected are to have good negotiating skills with guests, good
organizing skills etc.
Direct reports: Assistant manager operations

Approved by: Signature of the General manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Senior captain
Senior Captain
Job title

Reports to Banquet Operation Manager

Job purpose:

To assist the banquet operation manager in day to day operation of the banquet. Must be
ready to take over all the responsibility of the banquet operation manager in his absence. Remain
in charge of the actual operation and the inventory of the banquet.

Duties and responsibilities

a) To maintain a liaison between the operations team and banquet operations manager.
b) To supervise the actual operations conducted in any banqueting event.
c) To prepare the duty roster and cater to any leave requirements by his subordinates.
d) He is responsible to overlook all the preparations made according to the guest
specifications mentioned in the banquet event order.
e) He executes the plans made by the banquet operations manager according to the guest
specifications.
f) Coordinating with corresponding departments in order to make the necessary
arrangements required for the banquet event according to the specifications.
g) Ensuring that the banquet setup and buffet setup has been done as planned and the guest
requirements have been met.
h) Maintaining contact with the guest before, during and after the event and ensuring
optimal services are being offered.
Qualifications:
Must be a degree or diploma holder `in hotel management with at least three years of
experience as assistant manager or senior captain in a four to five star hotel. Similar
experience in a standalone banquet or a restaurant will also suffice.

Working conditions:
The position requires long and odd hours of work. The person concerned is expected to
remain present till the end of the function and settlement of the bill. He is responsible for the
smooth execution of the function minimizing the number of complaints from the guest. Any
complaint from the guest will be dealt with by him before it comes to the manager level.

Direct reports : Captain

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Captains
Captain
Job title

Reports to Sr Captain or Assistant manager operation

Job purpose:

To ensure that all the mis en place, mis en scene etc are completed before the party starts and to
see to it that all operational aspects like food pick up, clearance, post function clearance of the
function area etc are carried out. Proper count of plates etc are maintained to facilitate proper
billing.

Duties and responsibilities

a) Assign sections of work to stewards.

b) Conducts beginning of shift briefing and end of shift briefing.
c) Ensures that the banquet has been setup as well as the buffet setup according to the
guest specifications.
d) Should know to operate the EPOS.
e) Ensures discipline and proper grooming amongst his subordinates.
 f) Caters to any personal requests of the host.
g) He is the bridge between the manger and the guest and is responsible to convey
any guest requirements.
h) Ensures adherence to SOPs at all times during the course of event.
Qualifications:

Must be a three year diploma or degree holder in hotel management with one year
experience or a craft certificate holder in food and beverage service with at least three years of
experience as a steward in a four to five star hotel.

Working conditions:

The position demands long and odd hours of physical work. The person should be physically
strong to carry out his duties diligently as long as the function is on without taking breaks etc.

Direct reports: Stewards

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Stewards
Steward
Job title

Reports to Sr Captain or Assistant manager operation

Job purpose:

To carry out the actual task of the banquet operation.

Duties and responsibilities

a) Acts according to the orders given by the captain.

 b) Responsible for setting up the banquet area as per the guest specifications.
c) Responsible for the service in the section allotted to him.
d) Ensures refilling of buffet counters from time to time and proper upkeep of water
stations.
e) He ensures that all the trainees and apprentices do their assigned work properly.
f) They are responsible for stock taking and maintaining the inventory levels.
g) The position demands long and odd hours of physical work. Person needs to be
physically strong enough to carry out the different function like lifting tables, chairs,
chafing dishes, food pans containing food, continuously move around in the banquet area
serving food and beverage etc as long as the function is on.
Qualifications:

Should be a craft certificate holder in Food &Beverage service with one year of
experience as a steward in a four to five star hotel.

Working conditions

The position demands long and odd hours of physical work. Person needs to be
physically strong enough to carry out the different function like lifting tables, chairs,
chafing dishes, food pans containing food, continuously move around in the banquet area
serving food and beverage etc as long as the function is on.

Direct reports: None

Approved by: Signature of the HR manager

Date approved: Date upon which the job description was approved

Reviewed: Date when the job description was last reviewed

Casuals/Bus Boys
a) Assist the stewards in their day to day responsibilities.
b) They are responsible for the clearance of the banquet area during the course of the
event.
c) Coordinating with the kitchen stewarding personnel to ensure upkeep of the
banquet area and proper sanitation and hygiene standards.
d) Assist stewards in the closing duties such as winding up the banquet area.
 BOOKING PROCEDURE

Function Booking and organizing

1. Booking may come by mail, telephone call or through a person visiting the
hotel directly.
2. The booking diary is checked to see that the dates asked for are available or
not.
3. If the booking date is not available then the guest is politely declined and/or
offered a separate date depending on the type of function.
4. If the date is available then the entry of the same is made in the booking
diary and a confirmation mail is given to the guest.
5. The guest is requested to come for a one to one meeting to discuss the
menu and see the venue with the facilities.
6. If the guest agrees to the menu, facilities and related hotel policies, he is
told to make the necessary payment within next 48-72 hours.
7. Till that time the booking is kept as tentative and marked with pencil in
booking diary.
8. Once the payment is done the tentative booking is converted to confirm
booking which is marked with the pen.
9. The function prospectus is typed and signature of the guest is taken on the
function prospectus as well as the banquet contract.
10. The function prospectus is sent to all concerned departments like
housekeeping, front office, food production, security, controls etc
11. If the function gets cancelled from the guest side for any reason, the same
has to be intimated within a stipulated time period failing which the hotel
may not refund any amount.

The following are the essentials of the function prospectus:

a) Date and time
b) Host’s name/organizations name, contact details, address
c) Type of function
d) No of pax – guaranteed and expected
e) Venue of the function
f) Price per head
g) Menu- dietary needs, veg/non veg food
h) Method of service
i) Type of table plan
j) Wines/alcohol – inclusive/rate package/corkage
k) Extra charges of additional required facilities
l) Mode of payment
m) Advance paid with receipt no.
n) Food pick up time.
o) Instruction to concerned departments like housekeeping, maintenance, front
office, security and controls am
 Front Office: being the first point of contact, invitees always enquire about
the venue at the reception. They are required to make a bulletin board to be
placed in an appropriate place in the lobby as information for the incoming
guest.
Housekeeping: Responsible for cleaning and decorating the function hall,
cleaning the cloak rooms, making floral arrangements, linen requirements
etc. They are required to clean the hall after the function gets over.
Maintenance: Responsible for ensuring all electric gadgets, A/C, AV
requirements are in order. The maintenance staff is stationed at the hall
throughout the function for any emergency requirement
p) Kitchen: provision of dishes offered in the menu on time and inadequate
quantity. They need to plan in advance and dietary requirements have to be
met with.
q) Control: They are notified about the per plate pricing and no of guaranteed
and expected. In a lot of hotels the plate count is maintained by a personnel
from this department and advances collected are verified by them.
r) Security: For ensuring adequate security and traffic controlling allowing
casual staff to come into the hotel.

ORGANISING THE FUNCTION

ON THE DAY OF THE EVENT

 Check staffing, briefing and grooming

 Inspect the mis en place and mise en scene
 Ensure all the requirements of the guest have been met with
 Inspect the cleanliness of the chafing dishes and other equipments.
 Inspect cleanliness of the floor and the surrounding areas.
 Ensure that all equipments like platters and entre dishes etc are ready.
 Ensure that required accompanying equipments like chutney bowls, salad bowels
candle stand etc are ready.
 Check the bar counters (if any) if adequately stacked with all glassware and
equipments etc.
 Assign and allot tables.
 Run through the entire service procedure.

DURING THE SERVICE

 Ensure the food and beverages are served according to the instructions and on time
 Ensure that plated food reaches at the correct temperature and a correct head count
is maintained.
 Fuel pots for chafing dishes are frequently topped up.
 Ensure that the supervisors and stewards are at the allotted stations.
 Correct count of the plates consumed from the buffet is maintained for correct
billing.
 Beverages like beer and aerated waters which are charged per bottle are kept
proper count of for correct billing.
 Clearance of cutlery and crockery done swiftly.
 Temperature of the hall is at comfortable levels.
 Monitoring the entire service procedure.

AFTER THE FUNCTION

 Tables are cleared.
 Soiled service equipments are sent for washing.
 A/c is switched off.
 Food containers on the buffet are cleared.
 Buffet counters are dismantled and stacked.
 Chairs are stacked.
 Soiled linen is counted and sorted and sent to the laundry.
 Bar is closed and the inventory is taken.
 Settling the bar cash with the cashier and returning any unused bottles and half
filled bottles to the bar. Acknowledgement from the bartender to be taken.
 Settling the banquets bills in the system and handing over the cash to the front
office cashier or any other designated employee as per the policy of the
establishment.

SEATING PLAN

In all the formal table plans, the seating of guests should be decided with the
consultation of the host. He/she will decide who will be seated at the top table and
other tables.

*The seating plan should be displaced in a prominent position in the pre-function

hall/the ante room or near the entrance of the function hall so that the guests will
know where they have to sit and where their table is positioned.

*The copy of the seating plan should be given to the organizer and the manager for
reference.
 *While seating the guests, avoid seating them with their backs to the top table
as far as possible. However, it is not possible in the plan of top table with
round tables.

Note that the names are listed in alphabetical order for quick search. On the table allotted,
the name card will be placed at the head of each cover, thus making the guest find his/her
cover easily.

LAST NAME FIRST NAME ALLOTED TABLE NO.

Dr Acharya Gopal 4
Mrs Acharya Nalini 4
Mr Agarkar Ranjit 7
Mr Ahuja Manoj 5
Mrs Ahuja Maya 5
Dr Apte Ramesh 4
Dr Apte Anjali 4
Mr Awasthi Anup 7
Mr Chandrawargar Pratap 3
Mrs Chandrawargar Anita 3

SEQUENCE OF FORMAL BANQUETING SERVICE

 Guests get assembled in the Ante room.

 Seating plan is displayed in the ante room or announced for the guest. Tables
are numbered avoiding the number 13.

● Aperitifs are served to the guests at the pre-function area or the ante room. The
service of drinks lasts for half an hour and then the toastmaster strikes the gravel
and announces in a clear voice, 'Ladies and gentlemen, the dinner is served'. The
guests go into the dining hall and wait till the host and other guests at the top table
take their seats

 The host and the chief guest of the head table are led to the table by the
toastmaster or the maitre d’and the other members of the head table.
 The other guests are received by the toast master at the entrance and directed to
the relevant sprig before the invitees of the main table arrive.
 When the chief guest, host and other dignitaries of the head table arrive the
toast master announces the arrival so that the guest on the sprig stand up as a
mark of respect.
 After the guests on the head table are seated, the guests on the sprigs sit down.
 Water, bread butter, sometimes green salad may be already placed on the tables
before the guests arrive.
 The supervisor signals the commencement of the service and the waiters line
up near the hot plate in a pre-determined sequence to pick up the appetizers.

● The waiters move to the restaurant in a synchronized manner and stand behind
their allotted covers with the starters.

 The waiters on the head table start the service to the host and chief guest.
 Once the waiters start the service on the main table the waiters on the sprigs
start service of the starter to their respective covers.
 While doing the service of the appetizers or the soup( which is commonly
vegetarian)the steward ask the guests about their meal preference.(i.e. veg or
non veg.)
 Service staff leaves the hall in a synchronized manner after appetizer course is
served.

● After a stipulated time the waiters come back to the restaurant in the same
synchronized manner and stand behind their respective covers with a tray on their
left hand.

● Once the indication is given the clearance starts on a main table following
which the stewards on the sprig start clearing the appetizer plate on the tray.
● After the clearance the stewards go back in the same synchronized manner to
the pantry

● The water and bread butter may be replenished if required.

●The fish course/veg alternative is served exactly following the sequence

discussed for the appetizer.

●The clearance of the fish course is done following the same procedure as
discussed for the clearance of the appetizer.

● Before the main course water and bread butter may be replenished once again if
required.

● The accompanying wine if any is served before the main course by the wine
waiters.

● The main course is picked up by the stewards in the same manner as starter
either pre plated or in entrée dishes for silver service.
 ● The service and clearnce follows the same protocol and procedure as discussed
in case of starter.

● The bread baskets, butter dishes, and cruet sets are removed by the stewards
from their respective covers in preparation for the service of the sweet.

● Do crumbing and adjust the cutlery for the sweet course.

● The accompanying wine if any is served before the sweet is served.

● Serve pre-plated sweet from the right-hand side.

● After the end of the course the soiled plates are cleared following the same
protocol.

● The wine for toast is served to all the guest.

● Toastmaster announces the toast.

● Host proposes the toast raising the wine glass.

● Toastmaster announces chair's permission to smoke

● Coffee cups placed from the right-hand side, sugar bowls with teaspoon kept on
the table.

● Coffee is served from the right-hand side.

{Note: In the formal food service, no second helping of food is offered.)

PROCEDURE OF A TOAST AT A FORMAL WEDDING

Following are the two procedures of toasts practiced during the wedding function. The
cake, which is the focal point, should be neatly presented on a silver tray with a knife and
kept ready for the newly wedded couple to cut.

• The bride and bridegroom cut the wedding cake.

•Telegrams of wishes and congratulations are read out by the best man.

•Cake and champagne are passed around for toasts.

•Toastmaster announces toast to bride and bridegroom, proposed by bride's father or

close relation.
Response of bridegroom—proposes health to bridesmaids.

•The best man replies on behalf of the bridesmaids.

•Toasts by close relatives of bride and bridegroom. Alternatively,

*Toastmaster-Toastmaster is a general term, prevalent in the United States in

the middle 20th century, referring to a person in charge of the proceedings of a
public speaking event. The toastmaster is typically charged with organization
of the event, arranging the order of speakers, introducing one or more of the
speakers, and keeping the event on schedule. Such meetings typically include
civic events, service organization meetings, and banquets of various purpose.
In many meetings, a toastmaster typically addresses the audience from behind
a dais or from a podium. At stage entertainment events, especially ones
broadcast on live television, the toastmaster often takes the form of a master of
ceremonies, introducing the entertainment acts.

CALCULATION OF CROCKERY, CUTLERY AND GLASSWARE

While calculating for informal banquets for 200 pax:

-200 spoons,glasses ,cutlery plus 1.5 times par to be maintained.

In formal banquets only 0.5 times par stock to be maintained since everything
on the table already.

Table Plans and Arrangement

Chevron/v shape/herring bone
Crescent shape/Cabaret
 OUTDOOR CATERING

It is important to take care of the following steps to ensure successful outdoor catering

 Preliminary survey of the place

 Analysis of the menu for identifying the requirement of cooking and service
equipment

Preliminary survey of the place

Check the following things:

1. The distance from the hotel ,travelling time during the peak time and lean traffic,
which would give the caterer a clear idea of when to start for the venue
2. The availability of water, power, and gas. Accordingly the provisions for the same
have to be made.
3. Shops, if any, nearby for the availability of raw materials in an emergency.
4. The size and shape of the area. Is the function to be catered indoors or outdoors n
the open? Would there be a requirement of a shed.
5. Availability of the toilet facility. If unavailable , temporary one should be erected
which should be far away from the source of clean water supply
6. Identifying a suitable area for kitchen stores, pot washing, service area,
entertainment if any, parking and hand wash
7. Facilities of garbage disposal

Analysis of the menu

1. The no. of dishes to be prepared on site

2. The area required to be able to prepare the dishes
3. Containers to be used for storage and transportation
4. Storage area required-dry stores, vegetables and fruits
5. Materials required to be able to prepare the dishes on site
6. Preparation equipments required-grinders, mixers etc.
7. Cooking equipments required-hot plate, ranges, fryers, boilers etc.
8. The no. of gas ranges,fryers,boilers etc required
9. No. of gas cylinders required and no. of gas connections required
10. Cooking vessels required
11. No. of work tables required
 12. Service equipment requirements-numbers, cutlery, crockery, glassware, linen,
disposables etc.
13. Setting up temporary bar-supplies
14. Fire extinguisher, power generators, security staff, first aid kit,etc

STAFF REQUIREMENT CALCULATIONS

The number of staff required for a function is determined by many factors:

 No. of people to attend

 Type of function
 Type of food service
 No. of dishes offered
 Provision of alcoholic beverages

In a formal banquet

1 food waiter: 04 covers

1 wine waiter: 08 covers (on charge)

1 wine waiter: 10 covers (not chargeable)

1 supervisor: 16 covers

In a buffet banquet

1 waiter: 20 covers (usually dependant on the no. of stations)

1 supervisor: 75 covers

1 head wine waiter: 4-5 wine waiters

TABLE REQUIREMENT CALCULATIONS

For a menu like the one mentioned below:

Green salad,Russian salad

----
Cream of tomato soup

----
 Roti and naan
Mutter pulao
Chicken vindaloo
Mutton kolhapuri
or
Paneer do pyaza
Malai kofta curry
Masaledar bhindi
Dal Makhani
Dahi
Papad, pickle

-----

Fruit salad

Ice cream

Assuming the party caters to 200 pax and 100 pax are expected vegetarians

We set up different counters for veg and non-veg

The area allowance of a buffet counter =1.5’

The non-veg counter has 9 items (above menu) =1.5’*9=13.5’

For water station: 2 round tables of 3’ dia

For soup station: 1 buffet table

For sweet station: 1 buffet table

For clearance: 1 buffet table

Plastic bins lined with disposable bags: 4 nos.

Size of a buffet table: 8’x 2.5’

Therefore no. of buffet tables required:

Soup section: 1

Vegetarian counter: 2

Non veg counter: 2

Sweet counter: 1

Clearance counter: 1

Total buffet tables: 7

No. of round tables required:

Water station:2

Total round:2

FORMATS

BANQUETING BOOKING DIARY

 BANQUET CAPTAIN’S REPORT

BANQUET FOLLOWUP FORM

FUNCTION PROSPECTUS