FUNCTION CATERING or BANQUETING

Banquet - these are special functions organized for professional,

social or state occasions.
 It is usually the largest revenue earning outlet in the food and
beverage service department.
 It serves food and beverage to a gathering of people at special
function such as weddings, receptions, cocktail dinners, seminars,
conferences and meetings.
 Banquet functions can be held at lunch or dinner time and the
pattern of operations may vary from one kind to another.

Banqueting - this is the service for these functions and is

different from the usual service offered in restaurant.
 Is the service of food and beverage for special function for specific
group of people at specific times and the food and beverage
provided is predetermined.

Banquet menu -this is a specific type of table d’hôte menu offering

normally no choice to the customer.
 It is a fixed menu at a set price offering usually no choice
whatsoever to the customers unless the client informs the caterer in
advance of any special guest requirements and is available to guest
at predetermined time.

Function catering- May be described as the service of food and

beverages at a specific time and place, for a given number of people, to
an agreed menu and price
 It is found in both the commercial and non-commercial sectors of
the catering industry.
 In commercial sectors, function catering could be a specialist
organization operating in its own function facilities or an outdoor
 catering specialist operating in a vast range of clients’ or rented
facilities within the hotel.

 In large establishment, all functions take place within the

banqueting suites and are under the administration control of the
banqueting manner.
 In smaller establishment, the functions take place in a room set
aside for the purpose of the function and under the supervision of
the manager or assistant manager.
 Casual staffs are mostly used during functions.
 The standard of decor, lighting effects, equipments, and high
standards of food and comfort are preferred by clients.

Out door catering (ODC) - means catering to a given number of people

at a venue of their choice where hotels, restaurants and catering
contractors meet this growing demand.
 The type of food and set-up depends entirely on the price agreed
upon.

Types of functions
 Banquet functions are normally planned in advance because
considerable time is required for planning and organising a
function.
 There are three main types of functions namely:-
i) Professional functions
Example
 Luncheon
 Conferences / seminars
  Meeting (board meeting, press, professional
association etc)
 Exhibition (agricultural shows, science congress, art
shows, career day etc)
ii) Social functions
Example
 Wedding reception
 Cocktail parties
 Fashion shows
 Dinners etc
iii) State functions
Example
 Dinners eg intra-government and inter-government
parties for head of state
 National days etc.
 Can be further classified as of two types:
i) Formal functions eg luncheons, dinners, wedding
breakfast etc
ii) Informal function or buffet receptions eg cocktail parties,
buffet teas, dances, anniversary parties, conferences etc.

BANQUETING STAFF
 The banquet outlet has its own staffs who work in shifts to cater to
these functions.
 The staff consist of the following:-

Banqueting manager
 Banquet sales manager secretary

Banquet supervisor (ass. Manager)

Waiter Bar man Wine waiter

Assistant waiter

Casual staff

Porter

Responsibilities of banquet staff

 In large first class establishment, there is usually small permanent
staffs dealing with functions alone.
 This often includes:-
i) Banqueting or conference manager
 He is responsible for entire administration of the banqueting
department and he is responsible for:-
 a) He meets the prospective clients; he discusses the arrangement
with them concerning menus, table plans, costs, wines, bands,
toast master etc.
b) He communicates or informs all departments concerned the date
of the function, the numbers and any other details that might be
applicable to a certain department.

ii) Banquet sales manager or representative

 His main role is to promote the sales of function facility of an
establishment and where necessary to make the initial approaches
and contact.
 In summary he is responsible for:-
a) Taking bookings for all function to be held in the hotel
b) Preparing the function prospectus or banquet function
contract- this contains all the details of the proposed function
according to guest wishes.
c) Prepares the sales kit or brochures, facts sheet, layouts and
proposed menus.
d) Visits potential clients to solicit business.
 He must have an extensive knowledge of room specification, size,
light switches, electric points, heights of doorways, maximum
floor loads to aid him or her to respond quickly to any
requests at the initial meeting with a client.
 Must be a person of ideas i.e make suggestions for that function.

iii) Administrative office staff or secretary

 He or she must work with the banquet manager and is responsible
for:-
a) Handling all incoming or outgoing mails.
b) Ensures that information about a function is passed to the
relevant internal department.
 c) Ensures that correct filling (record keeping) of any
correspondence is done properly.
d) Should handle all telephone calls (inquiries) and may take
provisional booking for function ensuring that the details are
entered in its function booking form.

N/B - booking are made by telephone, letters or personal interview

however all inquiries be confirmed by letter.

iv)Banqueting or function head waiter

a) Is in charge of the function room i.e table layouts and
banquet setup.
b) Is responsible for engaging of staff on casual basis to cover
the various duties at a function.

v) Dispense bar staff or barman

 He is responsible for:-
a) The allocation of bar stocks for various functions.
b) For setting up of the bars.
c) Organisation of the bar staff.
d) Control of stock and cash during service.
e) Restocking when a function is completed.

vi)Banqueting head wine waiter or wine waiter

 He works in conjunction with the dispense barman and is
responsible for organising and employing if on a casual basis the
banqueting wine waiter.
 He allocates them stations, giving them floats if there are cash
wines.
 Discusses the service with the wine waiters.
 vii) Permanent service staff or assistant waiter
 They are experienced waiter who can be called upon to do or carry
any waiting duty.
 Do most of the mise-en-place before the function e.g laying the
tables.
 Their job during service is mostly wine waiting.
 May also help to clear after service is complete.

viii) Casual staff

 Normally report about an hour before function.
 Are allocated stations and given a brief talk on regard to a
particular service in a function.
 Paid and dismissed after service.

ix)Porters
 Generally there are 2 to 3 porters on the permanent banqueting
staff.
 They are essential members of staff as there is a great deal of
heavy work prior to or after function to be carried out (i.e
preparing room layouts).

BANQUET POLICIES
 Any banquet operation must be guided by well-defined policies.
 These policies set consistency, ethical standards and confidence to
a knowledgeable customer.
 Such policies would include:-
i) The kind of functions that the establishment can cater to.
ii) Price guidelines that are competitive and yet profitable.
  The pricing in the peak season would be more than
the off season.
 Similarly weekend prices may vary from weekday
prices.
 These need to be laid down as policy to get the best
profit yields in a year.
iii) Food cost guidelines.
 Normally 25-30% of total cost, leaving the rest as
contributions to overheads and profits.
iv) Minimum guaranteed guests for a function.
 There has to be a policy to guide the brigade to plan
the cooking quantities.
 Normally they cook ten percent more than the
minimum guaranteed number for any extra guests
on the day.
 This minimum guaranteed number sets also the
minimum revenue expected from a function.
v) A policy on hall charges.
 Many hall are free if customers uses food and
beverages, this is an incentive to customers to use
the facility
vi) Food and beverage that are served from outside.
 Many banquet halls do not permit this practice as it
works against the objectives of the banquets with
kitchen facilities.
 Banquet hall which do not have kitchen facility may
permit food from outside.
 Many banquet hall permit liquor to be brought from
outside for which thre is a ‘corkage’ charge i.e
charge for opening each bottle of liquor in the hall.
vii) Advances and deposits.
  Some commitment for a function must be made as
cost of mobilising resources is so high for a
function.
 This enables the establishment to be reasonably sure
that the customers’ booking is a committed one.
viii) Cancellation policy.
 This is very vital as it involves money and time
commitments.
 Banquet space is a perishable item and any
cancellation of a function is lost revenue for ever.
 The banquet management needs to set a minimum
time period before the function date for cancellation
to take place and lay down the penalties for breaking
the contract.
ix) The human resource policy.
 This is crucial.
 Hotels opt to keep a lean banquet staff on regular
payroll and temporarily transfer other staff from
other departments when there are few functions.

FUNCTION ADMINISTRATION

Function sales
 In order to promote the sale of functions, establishment now have
banqueting or conferences sales packages or banquet sales kit.
 The sales coordinator is responsible to prepare a sales kit to show
to potential customers.
 This ranges from the very simple to the elaborate and complex
depending on the nature of the establishment.
 The contents included in the packages may be:-
i) Location and contact details of the establishment and staff
involved.
ii) A list and description of the type of functions that can be
accommodated.
iii) Traffic maps leading to the banquet hall including
parking areas.
iv)Examples and costs of set packages e.g for conference
delegates (day rates, overnight rates, meal rates etc).
v) A list of function rooms with their dimensions and capacities
e.g room sizes, access points, maximum weights floor may
take, e.t.c.
vi)Plans of the function rooms including layouts of foyers,
equipment power points, ceiling heights, guest toilets, e.t.c.
vii) List of equipments like projection equipments, audio
equipment, partitions, screens, stationery, lecterns, etc. this
list should include those equipment provided by suppliers
viii) Provision for disabled visitors.
ix)Room hire charges.
x) Listings and descriptions of the styles of tables and chairs
and other equipment.
xi)Charges for additional equipments e.g projector etc.
xii) Availability of dico, resident bands, presenters, masters
of ceremony, toast master etc.
xiii) Availability of room decorations, flowers, lighting
system etc.
xiv) Choice of meal packages such as a range of set menus,
snack menus, conference lunches, room services etc.
xv) Accommodation facilities and special rates if the
banquet is part of a hotel. If not, they can quote the pre-
negotiated rates of a referral hotel.
 xvi) Other services e.g car rents, leisure and fitness facilities
etc.
xvii) Coloured brochure of the property.
xviii) Standard terms and conditions of booking.

BANQUET BOOKING
 There are three documents to make banquet bookings. These are:-
i) Function book
 This is a control register maintained in the banquet office.
 It records days, times and nature of events in various function
rooms.
 It is a reservations dairy to commit dates and venues.
 It is maintained by the banquet manager.
 The objective of all is to maximise banquet space, as space not
sold is revenue lost forever.
 Time must be given between functions for clearance of the
previous function and the set-up of the new one if the same hall is
used.
Date:24.06. 8 9 10 11 Noo 1 pm 2 pm 3 4
20.. am am am am n pm pm
Rose Room St. Luke lunch
Tulip Room KWFT
Conference
Ball Room BK ltd luncheon
Meeting IEBC Board meeting
room 1
An illustration of function book

ii) Contract agreement

 A contract of Agreement is signed between the banquet
management and the client.
 It specifies the details required to make the function successful.
 A contract may take any format, even a simple letter; what matters
is the information covered in it.

iii) Function sheet

 It is also called a function prospectus.
 It announces a function with details to all relevant departments of
the hotel.
 It is copied to the banquet chef; concierge (to announce the
function on the day of function on a Function Board Displayed in
the lobby); food controller who gears his team to provide food and
beverage control; accountants who organises cashiers and raises
the bill for the function; housekeeping to include the hall in their
cleaning schedules as also to provide flowers if required; and
engineering to provide special equipment like public address
systems, projectors etc.

 After booking is confirmed the following information is

recorded:-
i) Name of booking party
ii) Name of person to whom the bill is to be sent to
iii) Nature and type of function
iv)Date of the function
v) Time of the function
vi)Number of people expected and number guaranteed
 vii) Food and beverage requirements
viii) Service method
ix)Type of table layout or table plan
x) Mode of payment
xi)Price of the menu per head
xii) Special arrangements such as bands, microphones,
ramp, flowers, ice sculpture etc.

BANQUET OR FUNCTION MENUS

 There should be menu for each type of occasion e.g wedding,
birthday, state dinner etc and should be varied and within a wide
price range.
 The menu should be well balanced offering vegetarian and non-
vegetarian dishes.
 When compiling the menus consider the foods in season so as to
cut down on food cost and the length of courses plus beverage.
 These menus are made of:-
i) Hors-d’oeuvres or appetisers.
ii) Soups or fish.
iii) Meats with a selection of seasonal vegetables or
entrees.
iv)Sweet dish or desserts.
v) Beverages.
 Guest may add other courses according to their choice and budget.
 Menu cards should be carefully and attractively designed.

BANQUET SERVICE
  Service methods in functions may take any of the following
forms:-
i) Silver service methods
ii) Plate service methods
iii) Self-service (cafeteria method)
iv)Family service methods
v) Assisted-service (buffet service methods)

 Banquet service methods are determined by:-

i) The host’s wishes.
ii) Equipments available.
iii) Type of function being held.
iv)Time available for service.
v) Skills of the service staff.
vi)Number of guests.
vii) Number of the waiters.
viii) Amount paid for the service.

Service organisation
 There are four approaches to this namely:-
i) Formal or traditional service
 In the formal function, the banqueting headwaiter has to organise
his or her staff so that at a given signal the top (high) table service
staff can commence to serve or clearing.
 They are then followed by all the other service staff.
 The banqueting headwaiter will not give any signal to clear a
course until all guests have finished eating.
 Service staff must leave the room in a predetermined order i.e staff
with stations furthest from the service doors should be nearer the
top table service staff in the line-up hence when entering the room,
all service staff reach their stations at more or less the same time.
 The waiters serve the meal using an appropriate service method.
 When deciding on the predetermined order, safety of staff and
customers must be considered e.g cross flow of staff and bottle
necks in their movement to and from in the room should be
avoided.
 Gangways need to be clear and with enough space.

ii) Wave service

 Used mainly when meals are plated though can be used in silver
service.
 It’s a means of saving on staffing for conventional service or
speeding up service for plated systems.
 This method has individual guests on some table being served
quickly at one table before the service on other tables is started.
 Approaches to this method are:-
a) For both plated and silver service, the staffs from two
adjacent tables work together to serve one table completely
then move to the next or other table.
b) Larger group of service staff work as a team serving one
table completely at a time before moving to the next table.
Used majorly for plated foods.

iii) Buffet style service

 In this style, guests approach the buffet at its various service points
to select their requirements course by course.
 Most ancillary items may also be collected if needed at the buffet
e.g rolls, butter, sauces, napkins, tableware etc.
 The clearing staff remove any dirties from the table after the guests
have consumed their meals.
 There are three type of buffet namely:-
a) Finger buffets
 The guests select and consume the food with their fingers.
 The food and beverages may be available at a buffet or on
trays that are carried by the waiters.
 Usually napkins are available on the passed trays too.
 The room is organised to ensure there is ample space for the
guest to circulate and that a number of occasional tables and
chairs are placed round the room.

b) Fork buffets
 The guests select foods which are transferred onto plate and
they then eat the food using only a fork.
 In this case, the food should be of such a shape and size that
this is easily accomplished.
 Glass holders are usually available which clip to the side of
the plate, in which a wine glass may be secured.
 Napkins are also available on the buffet.

c) Display buffets
 The guests select their food and then eat at a table.
 Here the guests approach the buffet at its various service
points to select their requirements course by course.
 Most ancillary items may also be collected if needed, at the
buffet.
 The table layouts are similar to the standard banquet layouts.
  The clearing of the tables takes place in the same way as for
formal banquets.

iv)Carlton club service

 This is an enhancement of plated service.
 It is used for both restaurant table service and for functions.
 Members of staff (waiters) carry two plates from supply point one
in each hand with the hands crossed.
 On reaching the table each member of staff stands between two
guests.
 The head waiter gives a service signal and each staff bends
forward, uncross the hands and place the two plates simultaneously
in front of two guests, one plate to the left and one to the right.
 Care must be taken to ensure that the plated foods are placed so
that the food items are consistently in the same position for all
guests.

STATE BANQUET PROCEDURE

 State banquets are distinguished from others because of protocol.
 A state banquet is sponsored by the head of states or other senior
diplomatic luminaries.
 The seating has a head table where the host and chief guests sit.
 It is customary for a state banquet to be preceded by a cocktail in a
pre-lounge where waiters and waitresses move around with drinks
in silver beverage salvers.
 They also take around capes that are finger-picked items.
 The lounge displays a table seating plan with an alphabetical list of
guests with assigned table numbers and seats.
 Often the invitation card would stipulate the table and seat number,
otherwise this is shown in the seating display as mentioned.
 Great attention is given to the protocol of seating and is done
officially by the foreign office.
 At the given hour, the toastmaster who regulates the service
procedure announces the lunch or dinner by ringing a gong or
hammering a gavel saying “your excellencies, the dinner is
served”, in a loud and clear voice.
 The toastmaster is a specialised person who conducts the
proceedings of a state luncheon or dinner.
 He coordinates not only the timing of each service but also the
speeches and toast.
 The doors of the banquet hall are thrown open and guests are given
time to find their tables and seat.
 The tables would have flagged stands at the centre with table
numbers while the covers would have tent cards displaying the seat
number or the guest’s name.
 Each cover at the table is pre-set with the required silver cutlery
and the glassware according to the number of courses. Attractive
napkin folding completes the cover set-up.
 At the centre of the table are bread baskets, butter dishes, salt and
pepper and low flower arrangements.
 The toastmaster stands behind the chief host while the banquet
supervisor stands opposite him to receive signals.
 The waiters stand at attention at the allotted tables and help the
guests to sit, assisting ladies first.
 After all the guests are seated, the toastmaster announces the
national anthems of both the countries when all guests.
 After the anthems are over the guests sit. The toastmaster
announces the start of the service.
  Timing is important and the banquet supervisor receives the cue
from the toastmaster.
 He conveys the signal to start service together.

Summary on order of service for a formal function

i) Dinner announced by the toastmaster (announcer).
ii) Grace (prayer).
iii) Guests seated. Chairs pulled out by the waiter. Serviettes
across laps.
iv)If first course is not on the table, proceed to the hotplate to collect
first course.
v) Line up as previously mentioned. Top table first.
vi)Serve first course-top table waiters to commence service first.
vii) All food waiters should leave room after each course is
served.
viii) Take in first course and lay fish course.
ix)Clear first course and lay fish courses.
x) Take out dirties and collect and collect fish course.
xi)Serve fish course. Leave room taking dirty silvers.
xii) Take in meat plates.
xiii) Clear fish course and lay meat plates.
xiv) Take out dirties and collect potato and other vegetable dishes.
xv) Deposit on sideboards on a hotplates.
xvi) Return to hotplate and collect main meat dish.
xvii) Present on each table and serve
xviii) Serve accompanying potatoes and vegetables.
xix) Leave room taking dirty silver.
xx) Continue until end of the meat.
N/B - The headwaiter will control all the food waiters at the
hotplate and variations to this service may be adopted according to the
situation.

- The headwaiter also controls the exit from hotplate into the
banqueting room.

BANQUET BEVERAGE SERVICE

 Beverages in a function are served from a mobile dispensing bar
that can be moved to suit the layout.
 Beverages must be procured from licensed sources and must be
dispensed by a qualified bartender who knows the local laws.
 Beverage service can be in many ways:-

a) Cash bar
 Guests have to pay for each drink they consume.
 Guests either buy coupons for the value of drinks or pay the
cashier for their drinks who give them a bill acknowledging
payment before they can get their drinks from the bartenders.
 The drink prices are specified in the contracts of Agreement
and may be discounted from regular bar prices.

b) Host bar
 This is where the drink charges are borne by the host who
would like to track the consumption of liquor by the bottle or
glass.
 Sometimes a host wishes to put a cap on the number of
drinks.
 Coupons with price caps are distributed to the guests who can
only consume to that limit.
 c) Open or close bars
 Some hosts permit an open bar which would then make
available a large choice of brands to the guest. Guests are
allowed a certain limit of drinks during the function.
 It may also mean either certain number of drinks or the
timing e.g open between 7 pm to 8 pm and thereafter a cash
bar.
 Closed bars are those where the host will specify limited
brands to control costs.

d) Corkage
 This permits the host to bring his own stock of liquor for the
function and he will be charged corkage fee (a price for each
bottle opened).
 The establishment would need to obtain a permit to serve
drinks on corkage.

e) Wine service
 This is done at sit down dinners where there the sommelier
will replenish the wine as per the guest request.

TABLING OR BANQUET TABLE LAYOUTS

 The type of table plan or layout to be used depends upon the
following major factors:-
i) The desires of the guest or organiser’s wishes.
ii) Nature of the function.
 iii) Size and shape of room where the function is to be held.
iv)Number of covers required.
v) The type of service to be provided.
 U-or T-shaped table arrangements may be used for smaller type of
function.
 For a more formal luncheon or dinner, a top table (high table) and
separate table are more ideal.
Example
Professional
 U-shaped
 T-shaped
 V-shaped
 Square shaped
State function
 E- or Comb shaped
 Fish bone

Illustration of types of layouts used for functions

 T-Shape E- or Comb shape

Table seating plans

 It is common now for table seating plans to be produced in two
main ways:-
i) An alphabetical list of the people attending, giving an
indication of the table, or location on sprig, where the person
has been seated.
ii) A listing of the people attending by table, showing all the
people seated on a particular table or section of a sprig.

N/B -
 Before the function three copies of each of the two-table
seating plans are made.
  These go to:-
i) The organiser - checks all the necessary
arrangements.
ii) The guests- place at a prominent place for guest to
see where they
are supposed to seat.
iii) The banqueting manager- for references
purposes.
 Before various table plans can be shown to the organisers when a
function is being booked, careful consideration must be given to
spacing, that is:-
i) Width of covers
ii) Gangways
iii) Size of chairs
 This is to allow a reasonable comfortable seating space for each
guest and at the same time, to give the waiter sufficient room for
the service of meal.
 The gangway space should also allow two waiters to pass each
other without any accident occurring.

General consideration for banqueting table spacing

 The general consideration are:-
i) Minimum space between sprigs should be 2m 6 ft).
 This is made up of two chairs each of 46 cm width plus a
gangway of 1 m
( i.e 46 x2 =92 cm + 1 m = 192 cm apx. 2 m)
ii) Table widths are approximately 75 cm (2 ft 6 in).
iii) The length along the table per cover should be 50-60 cm (20-
24 in).
 iv)The space from the wall to the edge of the table should be a
minimum of 1.4 m
 This is made up of 1 m gangway plus one chair width of 46
cm.
v) The height of the chair from the ground is approximately 46-50 cm
and this varies with design style of chair.
vi)The length of table used is generally 2 m.
vii) Round tables are 1.0, 1.5, or 2 m in diameter.
viii) Suggested area allowance for sit down function per person is
appr. 1.0-1.4 m2; for buffets the allowance is 1m2.

MODES OF ADDRESS
 In the restaurant or banqueting context it will often be necessary to
address titled guests on their reception or at table and the proper
form must be used.
 This will vary according to their rank, in the case of academic or
clerical titles, their degree, or office held.
 The title itself will normally be used on place cards or by a master
of ceremonies, on introducing the guests, in a formal banqueting
situation.

Title Mode of Address

Royalty
 H M The Queen Your Majesty then Ma’am
 H M The Queen Mother Your Majesty then Ma’am
  Duke of Edinburgh
 Princes, Princesses Your Royal Highness then
Sir or Madam
 Duke & Duchesses of
Royal Blood

Peerage
 Duke & Duchesses Your Grace
 Marquess & Marchioness Lord or Lady..........
 Earls & Countesses Lord or Lady..........
 Viscounts & Viscountesses Lord or Lady..........
 Barons & Baronesses Lord or Lady..........
 Baronet Sir (Christian name)
 Baronet’s wife Lady (Surname)
 Knight & wife as for Baronet & wife
 Dame Dame (Christian name)

Government Service
 Ambassadors Your Excellency or Sir
 High commissioners Your Excellency or Sir
 Cabinet minister Minister/Sir or Madam
 Privy Councillor Minister/Sir or Madam

Clerical
 The Pope Your Holiness
 Archbishop Your Grace
 Bishop My Lord or Your Lordship
 Dean Mr Dean
 Canon Canon......
 Vicar/Rector Vicar or Rector or Mr......
  Catholic Priest Father.....
 Rabbi Rabbi.....

Service
 Rank Rank..... or Sir

Civil
 Lord Chief Justice If a peer, address
accordingly otherwise
My Lord or Your Lordship
 High Court Judge My Lord or Your Lordship
 County or Crown Court Judges Judge or Judge..... or Sir
 Aldermen Mr Alderman or Mrs Alderman
 Lord Mayors & Lady Mayoresses My Lord/My Lady or
Mr Mayor/Your Worship
 Councillor Councillor...... or Sir or Madam
 Citizen Sir or Mr.....
 Citizen’s wife Madam..... or Mrs.......
 Citizen’s son (young) Master........ (with Christian
name or Surname)
 Citizen’s daughter Miss.....

Academic
 Professor Professor.......
 Doctor Doctor.........

WEDDING FUNCTIONS
  A wedding is the ceremony in which two people are united in
marriage or a similar institution.
 Wedding traditions and customs vary greatly between cultures,
ethnic groups, religion, countries and social classes.
 Most wedding ceremonies involve exchange of wedding vows by
the couple, presentation of a gift (offering, rings, symbolic items,
flowers, money) and a public proclamation of marriage by an
authority figure or leader.
 A wedding reception is a party held after the completion of a
marriage ceremony.
 It is held as a hospitality for those who have attended the wedding,
hence the name reception.

Organising the function

 At the initial meeting between the clients and banqueting manager
to arrange a wedding function, the same procedures as for banquet
are followed.
 The requirement of the client will depend on:-
i) The type of wedding
ii) The number of guests attending
iii) The cost per head to be paid
iv)Requirement concerning cake stand and knife
v) Whether a room will be required for the bride and
bridegroom (to change prior to honeymoon)
vi)Whether wedding presents will be displayed and what space
is required
vii) Whether the service of photographer will be required
 The menu is usually printed in silver together with the names of
the couple and the date as they are kept as souvenirs.
  If wedding is a sit down, remember to consider for spacing of
tables, covers, gangways and service and cutting of the cake will
be done at the end of the meal after the coffee and will be followed
by any necessary toast.
 Seating plan for wedding breakfast may include U-shape, top table
and sprigs, top table and round star shapes etc.

Types of wedding functions

 Wedding functions are usually of two main types:-
i) Wedding breakfast (banquet)
 When the wedding breakfast is to be a formal banquet then details
of function organisation will apply.
 This includes the same considerations for:-
a) Seating arrangement
b) Table plans
c) Table layouts
d) Clothing up
e) Service organisation
f) Staff organisation
g) Order of service
 The customary toast will need to organise the cutting of the
wedding cake at the end of the meal.

ii) Wedding reception (buffet)

 The buffet reception should be placed in a such a position that it is
on view to all the guests as they enter the room, but within access
of the service doors for ease of cleaning and re-stocking.
  The buffet should be clothed up so that the buffet cloth reaches
within 1.3 cm off the floor and both ends should be boxed neatly.
 Adequate room should be left between the buffet and wall to allow
two people to pass and for extra supplies and equipment required.
 The buffet may be split in to three sections namely:-
a) Service of food
 The food should be presented appetisingly and attractively on
the buffet.
 The cutlery, flatware and chinaware required should be
placed conveniently near the service point in a decorative
manner.
 Food for replenishing the buffet must be nearby.
 The centre of the buffet may be raised in order to show off
the buffet dishes to greater effect.

b) Service of tea and coffee

 The section set up for the service of beverages should have
all the relevant equipments nearby.
 The service of beverage should take place after the toasts
have been completed.

c) Service of alcoholic and non-alcoholic drinks

 The section set for this should have all the correct glasses for
the drinks to be served.
 Ice buckets for the white, sparkling and rose wine to be
chilled.
 All ancillary equipments required for mixing drinks and
cocktail should be availed to give the correct form of service.

N/B
  It is advisable for the drinks section to be set up as a separate
service point away from the main buffet to improve efficient of
the service to the guest.

The wedding cake

 May be used as a separate focal point away from the buffet and
should be placed upon its stand with a knife on a special table
clothed up for the purpose.
 Must be in full view to everyone in the room.
 Bride’s and bridegrooms bouquets are often placed on the table
around the base of the wedding cake, together with any telegrams
of congratulation that are read out by the best man or toastmaster.

OUTDOOR CATERING (OFF PREMISES CATERING)

 Outdoor catering is a banquet service at external sites
 This means catering to a large number of people at a venue of their
choice.
 People choose outdoor catering to personalise an occasion.
 All social, professional or state functions can have outdoor catering
at their own premises.
 The banqueting procedures remain the same.

Problems of outdoor catering (Challenges)

i) It demands a lot of organization
 Each outside catering is different so it demands a lot of
organization for the particular catering.

ii) Inability to estimate demand accurately

 The numbers to serve in an outdoor catering are never
constant; the caterer may not be told the clear truth by the
host hence running short or excess of food.
iii) It is prone to many loses and breakages
 Staffs employed for these functions are the casual staff and
for it being away from the premise, little care is taken.
iv)Keeping food hot and cold
 Keeping food hot and desserts chilled at the time of
service is a challenge.
 This requires carrying solid fuels for heating chaffing
dishes and gas cylinders stoves to heat and cook food.
 Chilled food will require ice boxes
 The establishment may have mobile holding cabinets both
refrigerated and hot to maintain food temperatures before
service.
 Service is a challenge in extreme weathers in open-air.
v) Transportation cost
 Most hosts prefer to have the food cooked at the banquet
facility itself as they have the resources to ensure the
standards of cooking.
 This poses a challenge on the transportation of food to
venue.
 The food has to be kept fresh, warm, stored in safe
containers to avoid spillage during transportation and
covered well from dust, insects and other contaminants.
  Transport should be large enough to carry folding tables,
folding chairs, chaffing dishes, crockery, cutlery,
glassware and service platters, each packed well to avoid
breakages and damage.
vi)Possibility of forgetting items
 Once items are forgotten it may be hard or impossible to
go back for them or rectify errors, especially if the
distances are part apart.
 The caterer may be forced to do with what he or she has
hence affecting the success of the function.
vii) Lack of essential facilities
 Lack of essential facilities such as water, electricity in the
vicinity may hamper the work of a caterer who may be
forced to fetch water from far or do away with electricity
that may lack in the field.
viii) Acts of God
 The weather influences on the functions such as Rain or
even strong heat which may even affect the temperatures
of food, proves a big problem in outdoor catering.

NOTE

For effective function, the caterer should have a check list

Checklist
 This is a list of all possible items that may be required by
the function organiser or the host.
 It helps the caterer to remember all the details that pertains
to the function so that nothing is left to chance.