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.

Lesson Proper for Week 14

RULES IN ASSEMBLING AND SERVING FOOD ORDERS

1. Serve foods in an appropriate containers and appropriate.
· Hot foods in hot plates
· Cold food in chilled plates

2. Follow proper sequence in serving food. The standard is to serve from the lightest to the
heaviest as in:
· First - appetizer
· Second -soup
· Third -salad
· Forth -main course
· Fifth -dessert
· Sixth -coffee or tea

3. Serves guests in following order

o Honoree
o Ladies
o Gentlemen
o Host
· If there are children, they must be served first before the adults.

4. Serve food on the appropriate side of the guest.

· With the right hand holding the plate.
· Dish out food from the platters to the individual plates of guest (Russian Service) from the
left side.
· Serve side dish- i.e. salad, bread, etc. from the left side.
· Exemption to the rules: when it is difficult to do so as when there is no space on the right
or left. In this case one can serve in front or on the side of the table while saying “Excuse me
ma’am”.

5. Never reach/ serve food in front or across the guest to serve another guest unless the set -
up makes it impossible to serve on the guest’s side. In such case, one can serve in front of the
table but must ask excuse and say. “Excuse me sir/ma’am”
6. Upon serving an order, mention the name of the dish.
• Example: “Your sizzling bean curd sir”.
7. Never show the thumb on the plate when serving so as not to touch the sauce/meat.
Position the finger this way:
8. When serving plate food, position the meat/fish directly in the front of the guest with the
logo positioned on the top center the plate.
9. When serving from a platter (Russian Service), present food from the left, hold the platter
with the left hand and dish out the using serving spoon and fork with the right hand.

10. Use precautionary measures in carrying loaded trays.

a. Place heavy items on the center to keep it balance.
b. Let the trays rest on the shoulder with the palm supporting the tray underneath. If it is still
off-balance, use the other hand to support the tray.
c. Rest the elbow close to the hips when carrying the tray.
d. Make sure the bottom of the tray is clean.
e. Bend the knees, not the back, when picking up a tray and when putting it down.

11. Always make an excuse when serving the dish and also in clearing soiled dishes,
Say” Excuse me sir/ma’am”.
12. Never forget to check the presentation of the food before serving and see to it that it
conforms to standard presentation with the right portion and side dish. Check also if it is
contaminated with a foreign object. If something is wrong or lacking, bring it back to the chef for
corrective action.
13. Use side towel, not napkins, in picking up hot plates.
14. Fill coffee/tea pots ¾ full; creamers 2/3 full.
15. Combine orders whenever possible in one trip, For Example: two soup for one table. This
makes way for faster service.

16. Whenever possible save trips to the kitchen by filling trays both ways For Example: While
placing orders to the kitchen, pick up soiled dishes that can be found in some tables.
17. Never serve food and utensils that have fallen on the floor.
18. Never touch nor serve foods with bare hands. Use appropriate serving spoon and fork.

19. Use separate spoon in dishing out different dishes to avoid blending of flavors.
20. If ice cream dippers are used, rinse them before re using to avoid blending of flavors.
21. Serve food according to table plan, with each guest identified through the coding system to
make sure the right order is served to the right person.

Lesson Proper for Week 15

TABLE SERVICE PROCEDURE

What is table service?

· Table service is food ordered by the customer at the table and served to the customer's table by waiters and
waitresses, also known as "servers". Table service is common in most restaurants. With table service, the customer
generally pays at the end of meal. Various methods of table service can be provided, such as silver service.

TYPES OF TABLE SERVICE

1. American table service

· One of the most common and widely accepted kinds of food and beverage service.
· The servers take guests orders in the dining area.
· The order is sent to kitchen staff via KOT (Kitchen Order Ticket).
· Food is prepared and pre-plated in the kitchen itself by the chef.
· The server or bus person bring the food to the restaurant and placed on side stands.
· Pre-plated food is then served to the guests by the server.

2. Silver table service

· The service style is similar to the French Service and Guerdons Service.
· The difference is an elaborate sterling silverware is used for the food and beverage service.
· Due to the fact that silver cutlery and crockery are expensive, EPNS (Electroplated Nickel Silver) service ware
is used most commonly in hotels and restaurants.
· Only fine dining or specialty restaurants use silverware due to the high investment and maintenance cost.
· In this kind of service, the food and beverages are served in silver cutlery and cookery.
· The table is normally set with sterling silverware.
· All food is portioned into silverware from the kitchen itself.
· The silver platters are kept is the table side station normally with hotel plates.
· During serving the waiter present the food to the host for approval and serves to the guests.
· A service spoon and fork is used for serving.

3. French service
➢French Service is a very detailed and highly skilled type of service.

➢It is very elaborate and expensive type of service.

➢The chefs demonstrate culinary skill, by preparing meals in front of the guests.

➢Normally all fine dining restaurants follow this type of service.

➢VIP’s and VVIP’s are also given this kind of service style.

➢Plated entrees are served from the right, all other courses from the left. ➢Beverages are served from the right.

➢French Service style is very expensive because it involves professional waiters to the server properly and slowly.

➢The ambience and decor of the restaurant are always in high luxury.

➢All diners are given the individual attention and they enjoy

4. Russian table service

· Similar to the French Service but faster and less expensive.
· Display and presentation are the major part of this service.
· Whole joints, poultry, game, fish etc. are elaborately garnished and dressed.
· After presenting to the guest the server or waiter portions or carve them and serve to the guests.
· Normally only one server is required per table.
· No extra space is required for the equipment like the French F&B service type.
· Ideally suited for banquet service with the fixed menu.

4. English service
· English service requires the food to be placed on large platters or in large bowls.
· These food portions are then delivered to the guest's table by waiters/servers.
· Once the host checks and approves the food the same is placed on the table.
· The guests then pass the food around the table and serve themselves.
· In some cases, the host may also ask the waiter to serve the food.
· The Family style F&B service is easy to implement.
· The servers or waiters shouldn't be that much skilled.
· This type of service also requires little dining area or space. There is a higher or rapid table turnover rate with
this type of service.
· One of the major disadvantages of the family style service is the difficulty to control the portion sizes.
· This is because the last guest who gets served may not get enough item if other guest had taken more.

TABLE SERVICE PROCEDURE with WINE

1. WELCOMING AND GREETING THE GUESTS

“Good evening ma’am/sir, welcome to (name of restaurant). Are we holding a reservation for you?”
(If Yes) “May I know the name of your reservation”?
“Just wait for a while I will verify your reservation.”
“We prepare a nice table for you, this way please”
(If No) “May I suggest a table for you?”
2. ESCORTING TO THEIR TABLE
“This way please” – 1-2 steps ahead
“Ma’am/sir your reservation will in table number 4. This way please, I will lead you to your table.”

3. SEATING THE GUESTS – Align the edging of table of chair

“Will this table be alright for you? Please be seated.” – Introduce yourself

4. OFFERING BEFORE DINNER DRINKS/WATER

“May I suggest a glass of sweet vermouth before your meal?”
“Would you like to have a glass of water before your meal?”

5. SERVING BREAD AND BUTTER

“Excuse me ma’am/sir, here’s your bread and butter, compliments of the house”

6. PRESENTING THE MENU

“Excuse ma’am/sir may I present our Ala carte menu for your food selection?”

7. SERVING BEFORE DINNER-DRINKS

“Excuse ma’am/sir here’s your glass of aperitif”
“Excuse me ma’am/sir here’s your glass of ice cold water

8. TAKING FOOD ORDERS AND WINE ORDER

“Excuse me ma’am/sir if you’re ready may I take your order now?”
RULES: *Let the guest mention his/her order
*Clarify the method of preparation of his/her order
Ex: “How would like me to prepare your steak? Will it be rare, medium rare, done or well done?”
*Do some suggestive selling
Ex: “Would you like to try our famous chef’s salad for your salad?”
Ex: “How about your red wine to compliment your steak?”
*Finally repeat the food, the quantity and manner of preparation.
“Ma’am/Sir you’re orders are… 1 steak well done, 2 chef’s salad with thousand island dressing and a bottle
of Carlo Rossi for your red wine. Did I get your orders correctly? Excuse me (remove the menu).

9. PLACING THE ORDERS TO THE KITCHEN

10. COMPLETING THE TABLE SET-UP

NOTE: Additional utensils will depend on guest food orders.
11. PICKING UP AND ASSEMBLING THE ORDERS

12. SERVING OF FOOD ACCORDING TO STANDARD SEQUENCE

NOTE: Upon serving mention the foods name.
Ex: “Excuse me ma’am here’s your buffalo wings for your appetizer. Enjoy your appetizer ma’am.”
• 1st – Appetizer
• 2nd – Soup
• 3rd – Salad
• 4th – Main Course

13. PRESENTING AND SERVING WINE

“Excuse me ma’am/sir here’s your requested wine, a Robert Mondavi red, bottled at 750ml. It has 12%
alcohol volume came from the finest vineyard in Spain with a good vintage year of 2001. Robert mondavi red
compliments your steak. Shall I open the bottle for you ma’am?”
*present the cork for evaluation
“Are you ready to taste your wine, ma’am?”
“Is there anything else that I can do for you ma’am? If you need anything else don’t hesitate to call my
attention. Enjoy your wine. Excuse me”

14. REFILLING RED WINE GLASS

“Excuse ma’am, may I refill your wine glass?”

15. CLEARING SOILED DISHES

“Excuse me ma’am, if you’re done may I clear your table now?”

16. CRUMBING DOWN THE TABLE

“Excuse me ma’am, may I clean your table?”

17. OFFERING DESSERT/SERVING DESSERT

“Excuse me ma’am, here’s our menu again for your dessert selection.”
“Ma’am your order is a slice of black forest cake. Enjoy your dessert ma’am.”

18. OFFERING AND SERVING AFTER DINNER DRINKS

“Excuse me ma’am, would you like to have a cup of coffee to end up your meal? Would you like to try our
brown or black coffee?”
“Ma’am here’s your cup of black coffee. Enjoy your coffee ma’am.”
19. PRESENTING AND SETTLING THE BILL
“Excuse me ma’am, here’s your bill.”
“Ma’am I receive 2000 pesos, just wait for a while for your change and receipt.”
“Excuse me ma’am, here’s your change and receipt.”

20. BIDDING GOODBYE AND THANKING THE GUEST

“Thank you for dining with us. Hope to see you again.”
“Thank you ma’am/sir. We are hoping for your next visit.”