Lesson Proper for Week 13

BANQUET AND CATERING SERVICES

In most hotels and food service establishments, banquet operations are handled by separate section department
known as BANQUET AND CATERING DEPARTMENT (or section) in small establishments banquet operations are
part of the overall function of the Food/Beverage Department and does not constitute a separate section.

Banquet operation include:

· In-house banquet function which take place in the company’s function room.
· Outside catering that takes place in a venue chosen by the client or in airlines, boat, industrial site, and other
places.

Banquet service caters to various types of function as:

· Wedding
· Social events like parties, debut, anniversaries, etc.
· Conventions, conferences, meetings
· Seminars
· Trade exhibits
· Other events

Banquet menu may take the form of:

· Sit down menus - where food is served to guests in their respective table using American or Russian service
both.
· Buffet – wherein foods are arranged in appropriate sequence in a buffet table and guests have to get food for
themselves.
· Cocktails – Hot and cold appetizers, finger foods like canapés, hors de oeuvres are served buffet style. Tables
for guests are not set up since cocktail parties are supposed to be a standing affair.

BANQUET ORGANIZATIONAL SET-UP

 In large hotels and food establishments, there is a separate section handling sales and bookings and
another one for the delivery of banquet service. These two sub sections have the following functions:

1. BANQUET SALES OFFICE

· Under the command responsibilities of the Banquet Sales Manager or Supervisor, this office is primarily
responsible for:
a. Designing banquet packages with their corresponding prices.
b. Selling and promoting banquet facilities/services to prospective Clients.
c. Coordinating with various units regarding concerns and requirements for banquet events, particularly
d. Attending to banquet booking and reservations.
e. Preparation of event orders and event contracts
· Circulating information regarding function amendments
2. BANQUET SERVICE
This section takes charge of:
2.1 Preparing the requirements for banquet functions, facilities and
2.2 Amenities required by clients by the preparation by mise-in-place; Setting up the function rooms and/or catering
venue;
2.3 Serving food and beverage for banquet functions;
2.4 Coordinating very closely with the BANQUET SALES OFFICERS for the requirements of clients and for service
instructions and with the kitchen for the dispatching of food and with other departments on matters pertaining to the
function.
• Banquet Service is under the overall supervision and command responsibility of the Banquet Service Manager
and Supervisor. There are captain waiters who are assigned to a specific function for the supervision and monitoring
of service. Each captain is given a team of waiters and food attendants.

JOB DESCRIPTION OF BANQUET PERSONNEL

Banquet Sales Manager or Coordinator
Basic Function: Responsible for handling bookings, reservations, adjustments in banquet and catering functions as
well as in promoting banquet packages.
Specific Duties:
1. Assists sales executives in attending to banquet bookings, reservations and inquiries and in making client calls.
2. Ensures that information regarding banquet bookings, cancellations and adjustments are disseminated to all
concerned departments.
3. Prepare banquet sales forecast and monitors sales against targets.
4. Design marketing and sales strategies.
5. Conduct sales blitz and other promotional activities.
6. Prepares proposals for possible banquet materialization
7. Follows up on client’s inquiries and tentative reservations.
8. Prepares function orders and ensure their proper circulations.
9. Prepares and process signing of banquet contracts.
10. Coordinates with the Executive Chef for the preparation of banquet menus.
11. Coordinates with other units for the smooth flow of service.
12. Attends to the processing of supplication for commercial accounts.
13. Prepares proposals to clients, scouts for new clients and accounts.
14. Prepares sales and productivity reports and submits them to superior every end of the month.
15. Coordinates very closely to client/organizer for the requirements pertinent to the function.
16. Checks the set-up and service and ensures that service standards are client requirements are complied with.
17. Coordinates with other departments for the smooth implementation of function requirements.
18. Oversees ongoing functions.
19. Prepares reports, solicitation, cancellations and banquet productivity statistics.
20. Supervises and checks the progress of task assigned to staff.
21. Performs other related duties as maybe assigned by superior.

A. Banquet Sales Executive

Basic Function: Responsible for banquet sales and bookings.
Specific Duties:
1. Attends to inquiries (either by phone or walk in) regarding banquets-menus, rates, package amenities, terms etc.
2. Conduct showrooms for interested clients.
3. Prepares proposals for possible banquet materialization and consultation with the superior.
4. Follows up on the inquiries and tentative reservations.
5. Prepares event orders for banquet functions.
6. Attends to the preparation and signing banquet contracts.
7. Check with banquet service and availability of amenities and facilities required by clients.
8. Check preparations and service and ensure client satisfaction.
9. Maintains contacts and harmonious relationship with clients.
10. Conducts sales blitz and implements marketing strategies.
11.Goes to clients calls whenever called for.
12. Attends to client complaints and takes appropriate actions.
13. Conducts personal visits to individuals/commercial accounts.
14. Searches for new or potentials markets through research and referrals.
15. Participates in company sales blitz etc.
16. Maintains reports on solicitations, confirmations, cancellations, progresses of sales calls, transportation report
etc.
17. Maintain and updates the account file and history of client.
18.Report to Banquet Manager noted deficiencies as well as complaints regarding facilities and services.
19.Reports to superior about the progress of work assigned to her.
20.Performs other related duties as maybe assigned to her.

Banquet Service Manager or Supervisor

Basic Function: Plans, organizes, directs and controls the set up the service for all banquet function.
Specific Duties:
1. In consultation with his superior, formulates policies and guidelines that will ensure efficient flow of banquet
functions.
2. Determines the operating requirements for banquet operations and prepares operating budget based on these
requirements.
3. Established contact and harmonious relationships with prospective and regular clients; entertain their inquiries,
complaints and requests.
4. Prepares staff work schedule and delegates side duties and special assignments.
5. Check and monitors the preparations and actual service rendered for all banquet functions.
6. Calls for the presides over operational meetings with the staff to discuss/resolve operational problems and to
discuss the progress of operation.
7. Conducts performance evaluation of her/his staff and discusses result with them in an appraisal interview.
8. Undertakes disciplinary actions against erring banquet staff in coordination and consultation with the Personnel
Manager.
9.Coordinates with the kitchen for the food preparation; with the house-keeping section for cleaning maintenance of
function rooms and other departments for the smooth flow of banquet service.
10.Coordinates very closely with the Banquet Sales Manager for the requirements of clients for banquet functions
and for special instruction regarding the set up and service.
11.Supervises the housekeeping, storage and issuance of banquet equipment’s and supplies.
12.Supervises monthly inventory of stocks and supplies, monitors losses and damages to equipment.
13.Makes spot check and monitors banquet service , ensuring that service standard, policies and procedures are
complied with.
14.Monitor the use and maintenance of equipment under the custody of Banquet Service; calls the attention of
Supervisor/captain regarding careless and recklessness of service staff.
15.Attends to investigates and processing of misconduct reports pertinent to banquet service staff.
16.Evaluates the performance of his staff; calls their attention regarding their performance deficiency.
17.Conducts orientation and trainings of his staff in coordination with the Training Manager and Banquet Service
Supervisor.
18.Performs other related duties as may be assigned by the superior.

B. Banquet Captain
Basic Function: Oversees the setup, service and cleaning in the banquet function assigned to him.
Specific Duties:
· Before the Function
1. Initiates requisitions for banquet supplies and equipment needed for the function assigned to him, using the event
order as a reference.
2. Monitor the loading/transport of equipment for catering functions.
3. Initiates and supervises the installation and stocking of service station and bar if such is called for.
4. Distributes assignment and side duties of banquet waiters and makes follow up.
5. Monitors the necessary preparations before the start of operation and see to it that all needed supplies are
available, clean and in good condition.
6.Conducts staff inspection and briefing among his staff before the start of the function.
7.Looks after the set-up appearance, and cleanliness of the function rooms.
8.Initiates and monitor the set-up of special amenities are contained in the event order.
· During the Function
1. Receives celebrant, honorees and organizers, solicit their feedback on the set-up and find out if they have other
concerns with respect with the functions.
2. Monitors the performance of his staff and sees to it that they comply with the service standards and procedures as
well as house rules.
3. Greet and entertain guests, attends to their needs, inquiries and complaints.
4. Coordinates with the kitchen and other departments regarding the requirements, concerns, and complaints related
to banquets
5. May assist in taking drink order if the waiters are busy.
After the Function
1. Attends to the settlement of bills for banquet functions.
2. Supervises the clearing of tables and the function rooms.
3. Check for missing equipment and supplies, supervises stock inventory.
4. Check and supervises the storage and safekeeping of banquet equipment and supplies.

E. Banquet receptionist and attendants

BASIC FUNCTION: Welcome and greet the guest at the entrance and escort them to their tables.
SPECIFIC DUTIES:
1. Assists waiters in the preparation of mise-en-place and in the set-up of the function room.
2. Welcome guest to the entrance and escorts them to their tables.
3. Attends to waiting guests.
4. Fills/maintains reservations logbooks and log downs critical incidents.
5. Monitors movement in the function room reports to supervisor any unusual incident or suspicious person noted.
6. Attends to guest inquiries, request and complaints.
7. Assist in making head counts and in taking/serving beverage orders.
8. Assists waiters in the service of food once all guests have entered the room.
9. Assists waiter in clearing tables of soiled dishes, in clearing the area after the function and in conducting inventory.
10. Performs other duties as maybe assigned by the superior

F. Banquet Custodian
BASIC FUNCTION: Responsible for the proper safekeeping and issuance of banquet supplies and equipment.
SPECIFIC DUTIES:
1. Receives par stock from the company custodian and stores them at the banquet storerooms.
2. Undertakes opening and closing inventory of stock.
3. Issues stock for banquet functions following prescribes policies.
4. Receives and checks returned items for losses and damages and makes an inventory/losses report.
5. Assists banquets waiters during banquet functions.
6. Performs other related duties as maybe assigned by the superior.

G. Banquet Waiter
BASIC FUNCTION: Attends to mise-en-place preparation and set-up and service during banquet functions
· Specific duties before the function:
1. Assists in the set-up of service station.
2. Wipes/prepare the necessary mise-en-place tray, cutleries etc.
3. Refills salt and peppershakers and other condiments.
4. Set-ups the table in accordance with floor plan.
5. Install/set-up required amenities like audio-visual, rostrum, etc.
6. Reports to supervisor for inspections and briefing
· During the function:
1. Assist in the seating the guests.
2. Takes and serves beverage orders.
3. Places drink orders to the bar and pick up orders.
4. Pushes the sales of beverages items.
5. Presents beverage check, receives and remits payment.
6. Attends to guest inquiries, request and complaints.
7. Clear tables of soiled dishes.
AFTER FUNCTION:
1. Clearing the function room

➢Clears remaining soiled dishes and brings them to dishwashing area.

➢Unfolds stackable chair and tables and bring them to one corner.

➢Picks up soiled linens and bundle them by ten.

➢Clears the area of dirt, mess and other trash.

➢Checks all areas for missing and supplies and equipment.

2. Assists in the inventory of supplies and accounts for missing and damaged items.
3. Unplugs electrical equipment and have them covered.
4. Switches off aircon and lights.
5. Brings equipment and amenities in their appropriate storage areas.
6. Performs side duties and other assignments given by the superior.

BOOKING PROCEDURES FOR BANQUET FUNCTIONS

1. Inquiries and bookings for banquets are to be entertained at the Banquet Sales Office by Sales Personnel.
2. If there are Sales/Booking Offices other than the main office, the Booking Party must first check with the Main
Office the availability if the function rooms before accepting booking and reservations to avoid double booking.
3. Client shall choose from pre-designed menu packages.
Request for a change of some dishes in the menu is discouraged but special considerations may be given on a case-
to-case basis. Before deciding, the chef must be consulted for him to check the availability of the raw materials and
the cost of the alternatives dish. If the cost is much higher than the original dish, price adjustments have to be made
to be able to maintain the food cost.
4. Once the client has decided on the menu packages, booking officers shall get all the required information from
the client or organizer. Said information shall include:
· Name of organizer, address and telephone number
· Occasion, celebrant or honoree and motif of the occasion.
· Date and time of the party-start and finish
· Minimum guaranteed guests
· Chosen venue
· Billing arrangement
· Arrangement for drinks- if hosted (to be paid by host) Cash (to be paid by guest)
· Serving time and serving instructions
· Required amenities like audio-visual, registration table, etc.
· Number of guest for the presidential table (if applicable)
· Names of guests in the presidential table (for printing tent cards)
· A booking form will be used for this purpose.
5. If the booking includes room accommodation, a separate room reservation form should be used of the room
booking.
6. Client is informed of some policies and provisions of the contract like:
· Corkage fee of___________ /bottle
· Additional charges like
-video/camera P_______
-room charge (if applied) P_______
-over time charges P_______
-price per excess of package P______
· Policy for settlement of minimum guarantee
· Reminders on contract provision like cancellation, adjustment etc.
7. Once the client has been brief on the provision of the contract and has agreed on the terms and conditions, he
is asked to sign the contract and pay a deposit of 50%.
· The contract must be duplicate-one copy for the client and the other one is for the Banquet Office.
· Check payment is usually allowed only if there is sufficient time for clearing before the function.
· The Booking Party must request the client to review the contract before signing. He will also check if he has
any question on the provision.
· The signatory for the contract will be the Banquet or Operations Manager, representing the company and the
organizer on the side of the client.
· To protect the interest of both parties, no booking shall be confirmed without the signed contract.
8. After the payment is received, a receipt is issued to the client.
9. After finalizing negotiations for the party, the Booking Officer shall prepare and circulate a function order (FO)
to all concerned.
This form must contain information regarding the menu, required amenities, organizer, minimum guaranteed guests,
billing mount and billing arrangement, bar and serving arrangements.
Copies of the event order will be distributed as follows:
· Operation Manager
· Banquet Service
· Housekeeping
· Kitchen
· Steward Section
· Front Office
· File
10. In case of cancellation or adjustment, a memo shall be circulated to the above, using the appropriate adjustment
form.
11. Many hotels and food establishments make it a policy to require a cancellation fee equivalent of 20% or 30% of
the cost of the minimum guarantee. More is charged if the cancellation is done a day or o the day of the function.