Function Catering Management

Objectives
• Understanding function catering and planning it for
successful results.

• Financial, marketing and catering considerations in

function catering.

• Elements of function catering: customer, service, product,

organising and staffing.

• Understanding the procedural aspects of the stages of

banquet process
 What is Function Catering?
• It is service of food and beverage at a specific time
and place, for a given number of people at a given
price.

• This form of catering is also called as ‘banqueting’,

however function catering is regarded as a wider
terminology.

• By its very nature a function event involves more

detailed and critical organising than a restaurant meal.
 Classification of events
• Business
• Social
– Cocktails
– Receptions
– Club Meetings
• Personal Events
– Birthdays/Anniversary
– Weddings
– Home coming
– Christening Ceremony
• Religious events
 Classification of events
• National Days

• Embassies/State Functions

• Exhibitions/Conferences/Seminars/Launches

• Entertainment
– Fashion Shows
– Plays
– Carnivals
– Supper Theatre
 Facilities
• Ranges from one hotel to the other depending upon:

– Size of the hotel

– City demand
– Level of specialisation
– Competition in the city
– Basic policies
Stages of banqueting process
Potential customer contact

Proposal

Discussion

Signing of contract

Function sheet

Advance preparation
Stages of banqueting process
Operation

Function

Clear-up

Guest feedback

Internal communication

Improve operations
 Policies
• Are determined by the following factors:

– Type of establishment
– Standards followed
– Season
– Concentration of events during that period
– Information available before the function
 Financial Aspect
• Highly profit orientated

• High GOP – 55%

• APC is pre-determined

• Pricing structure

• Cost structure

• Liquor policy
 Marketing Aspect
• Will determine different market at which the the
facilities may be aimed.

• How best the characteristic of the establishment can

be knitted in the marketing plan.

• Selling techniques applied to target different market.

• Should ensure increase in utilisation of other services

of the hotel.
 Marketing Aspect
• Would have consideration of the competition and the
services offered by them.

• Awareness of the ‘buying agent’.

• Development of a sound marketing plan which would

be the interpretation of of marketing policy into a plan
of action for a specific period.
 Marketing plan
• Would have following headings:
– Finance- will have forecast for the period

– Productivity

– Research

– Promotions
• General
• Special
• Facilities
• Development
 Marketing Aspect
• Sales tool

– Advertisement

– Sales kit

– Brochures

– Photos/slides of function set up’s

– Client communication
 Sales Kit
• Cover
• Complete planning guide
• Brochures
• Room layouts
• Room dimensions and capacity chart
• AV equipments
• Menus
• Business card
• Themes
• Beverage rates
• Policies of the hotel
 Client Communication
• Sales Inquiry
– Standard proposal letter with space,menu,rate, alternatives
available ….
• Confirmation
– Confirmation letter
– Function Prospectus
– Terms and Conditions
– Deposit receipt
• Post Event
– Thank You letter
– Final invoice - Check
– Guest questionnaire form.
 Catering Aspect
• It is often based on the financial and marketing policy.

• Function menus and packages created to send to

prospective clients.

• These menus have predetermined gross profit

percentages.

• Catering policies would also stipulate ‘ trading hours’

 Catering Aspects

• Optimising business levels a different time of week.

• Optimal utilisation of unused spaces.

• Optimising potential business through reconfirmations

and minimising the time frame of tentative
reservations.
 Important factors
• Guests

• Type of product/ Menu

• Food production and service style

• Function room

• Equipment

• Organisation and staffing

 Guests
• Understanding the potential clients.

• Understanding their expectations.

• Understanding demographic aspects.

• Understanding paying power of the guest.

• Understanding the non customer.

 Type of product
• Flexible vis-à-vis restaurant.

• Market level being aimed at.

• Pricing structure adopted.

• Nature of function.

• Depends whether it is of purely functional nature or

entertainment value.
 Menus
• Longer life cycle

• Compiled in variety of ways:

– Sets of menu
– Group of menu items provided to the guests to
choose from
– Sets of menu with individual pricing
 Food service style
• Essentially divided into:

– Buffet

– Sit Down
• Silver service
• Buffet cum sit down
 Food service style
• Equipment in relation to the space.

• Buffet layout in relation to no. of pax

Small Pax Buffet

20 - 40 1 Comp
40 - 60 1 Large
60 - 80 2
Comp/Large
 Food service style
Big 80 - 100 1 Large+1 Comp
100-150 2 Large
150-200 1Large+2Comp
200-300 3 Large

More Consumption : Dealers, Private Receptions

 Measurements
• Height of Stage 18 inches
• Distance between 2 Sprigs 6 Feet
• Width of table 2.5 Feet
• Length 6 Feet
• Per cover Space 24 Inches
• Height of Chair18-20 inches
• Area Allowance :
– Sit Down 12-15 Sq Ft
– Buffets 10-12 Sq Ft
• Distance for Back Projection 10 Feet
 Function room
• Flexibility of room design

• Size of the function rooms

• Location of the function room

 Equipment
• Functional

• Hardwearing

• Aesthetically attractive

• Contractor development
 Organisation and staffing
• Type of staff

• Core team

• Type of function

• Skills required as per type of function

 Staffing for buffet
1 Staff 15-20 Pax Snacks
10-15 Pax Drinks

– 1/2 Bar
– 2+1 Buffet
– 1/Buffet Pick Up
– 1 Staff 30 Covers Clearance
 Sit Down
• Platter to Plate
– 3 per table

• Pre Plated
– 1.5 Per Table