BANQUET SERVICE

BANQUET AND CATERING SERVICE

Banquet and catering service are among the most
lucrative businesses in the hospitality industry. The word
“Banquet” refers to any event that takes place in a
function area of a hotel or a food establishment, “catering
also pertains to services for an event but in a venue
chosen by client..
Banquet service caters to various types of functions such
as:
• Weddings, social events like parties, debut,
anniversaries, etc.
• Convections, conferences, meetings, seminars
• Trade exhibits and Other events
BANQUET ORGANIZATION
Banquet and catering may operate as a stand alone business
or as a separate revenue generating department in a large
establishment. Smaller establishments, with limited banquet
operations make banquet service as part of the operation of a
food outlet.
Large hotel organizations with a firmly established convention
market have created another section specializing in this
specific market and have called it convention services. It is
headed by a convention services manager who is the hotel’s
foremost liaison between a convention or meeting planner and
the banquet service staff.
 Among large hotels and food chain, there is a separate
banquet department with sub sections- Banquet Sales
and Banquet Service.
BANQUET ORGANIZATIONAL CHART

Banquet Sales Manager

Banquet Sales Manager Banquet Service Manager

Sales Executives
Banquet Service
Events Coordinator
Captain

Banquet Custodian

Banquet Waiters Receptionist

Food Attendant
Banquet Sales Section
This unit is manned by a Banquet Sales Manager or
supervisor ,assisted by Banquet sales Executives or
Coordinators. Their responsibilities consist of .
1. Attending to inquiries and providing information assistance,
2. Designing and executing sales and marketing strategies;
3. Assisting the chef in developing banquet packages;
4. Attending to banquet bookings and processing of event
contracts
5. Coordinating with Banquet Service and other departments
for event preparations and delivery of banquet service
based on event requirements.
 BANQUET SERVICE SECTION
This section is healed by a Banquet Service Manager or
Supervisor, assisters by several Banquet Captain who are
assigned to handle specific events Banquet waiters are
assigned to an event under the captain in change.
Responsibilities of Banquet Service include:
1. Preparing the requirements for baquet functions-facilities
and amenities required by clients
2. Set up the function rooms or catering venue;
3. Serving food and beverage for banquet functions;
4. Coordinating very closely with Banquet Sales Office and
other departments for the requirements of the event
 JOB DESCRIPTION OF BANQUET PERSONNEL
Specific Duties
1. Assists sales executives in attending to banquet bookings,
reservations and inquiries and in making client calls;
2. Insures that information regarding banquet bookings,
cancellations and adjustments are disseminated to all
concerned departments;
3. Prepares banquet sales forecast and monitors sales against
targets;
4. Designs marketing and sales strategies;
5. Conducts sales blitz and other promotional activities
6. Prepares proposals for possible banquet materialization;
7. Follows up on client inquiries and tentative reservations;
8. Prepares function order and ensures their proper
circulation;
9. Coordinates with the chef for the preparation banquet
menus;
10. Coordinate with other units for the smooth flow of service;
11. Attends to the processing of application for commercial
accounts;
12. Prepares proposals to clients, scouts for new clients and
accounts;
13. Prepares sales and productivity reports and submits them
to her superior every end of the month;
14. Coordinates very closely with client/ organizer for the
requirements pertinent to the function;
15. Checks the set up and service and ensures that
service standards and client requirements are
complied with;
16. Coordinates with other departments for the smooth
implementation of function requirements;
17. Oversees on going function;
18. Prepares reports, solicitations, cancellations, and
banquet productivity statistics
19. Supervises and checks the progress of task assigned
to staff.
 BANQUET SALES EXECUTIVE
Basic function :Responsible for banquet sales and
bookings.
Specific duties:
1. Attends to inquiries (either by phone or walk-in) regarding banquet
menus, rates, packages of amenities, terms, etc;
2. Conducts show room for interested clients;
3. Prepares proposals for possible banquet materialization;
4. Follows up on the inquiries and tentative reservations;
5. Prepares event orders for banquet functions;
6. Attends to the preparation and signing of banquet contracts;
7. Coordinate with banquet service regarding to the availability of
amenities and facilities required by the clients;
8. Checks preparations and service as to whether they meet
client requirements as stated in the event order;
9. Maintains contacts and harmonious relationship with clients;
10. Conducts sales blitz and implements marketing strategies;
11. Conducts personal visits to individual/commercial accounts;
12. Attends to client complaints and takes appropriate action;
13. Searches for new or potential market through research and
referrals;
14. Maintains reports on solicitations, confirmations,
cancellations, progress of sales cells, transportation report,
etc;
15. Maintains and updates the account file and history of client.
 BANQUET SERVICE MANAGER OR SUPERVISOR
Basic Function: attends to banquet service requirements and
service preparation for the event, delivery of service and closing
of the event,
Specific Duties:
1. Determines the operating requirements for banquet
operations and prepares opertaing budget based on thes
requirements;
2. Attends to the concerns and complains of clients;
3. Calls for and presides over operational meetings with staff to
discuss and resolve operational problems;
4. Evaluates and monitors staff performance and takes
diciplinary ideas and violations of standards and hous rules;
5. 5. Coordinats with the kitchen for the food preparation; with
Households department for cleaning and maintenanace of
fuction rooms and other department for the smooth flow of
banquet service;
6. Coordinates very closely with the Banquet Sales for the
requirements pf clients for banquet functions;
7. Double checks the safekeeping, storage and inssurance of
banquet items ;
8. Attende to the investigation and processing of misconduct
reports pertinent to banquet service staff;
9. Conduct orientation and training of his staff;
10. Prepares and submits the reports required by management.
BANQUET CAPTAIN
Basic Function; oversees the set-up, service and clearing in the
banquet function assigned to him.
Specific Duties:
A. Before the fuction
1. Initiates requisition for banquet supplies and equipment
needed for the function assigned to him, using the event
order as reference;
2. Monitors the loading/ transport of equipment for catering
functions;
3. Initiates and supervises the installation and stocking of
service station and the bar set up if such is called for;
4. Distributes assignments and side duties of banquet waiters;
5. Monitors the necessary preparation before the start of
operations and sees to it that all needed supplies are
complete and in good condition;
6. Conducts grooming inspection and briefing of staff before the
function;
7. Looks after the set-up and cleanliness of the function rooms;
8. Initiates and monitor the set-up of special amenities as
contained in the event order .
B. During the function
1. Recieves celebrants, honorees and organizers, solicits their
concerns and requirements;
2. Monitor the delivery of servic, insuring the compliance to
standards;
3. Greets and entertains guests, attends to thier concerns and
complaints;
4. Coordinates with the kitchen and other departments
regarding event requirements, concerns and complaints
related to banquets;
5. May assist in taking drink order if the waiters are busy.
C. After the function
1. Attends tothe settlement of unpaid bills for banquet
functions;
2. Supervises the clearing of tables and the function rooms;
3. Check for missing equipment and supplies, supervises
inventory;
4. Check and supervises the storage and safekeeping of
banquet eqiupment and supplies;
5. Makes inventory of equipment and supplies used for the
event and accounts for damaged and missing items.
Banquet Receptionist
Basic Function : Welcomes and greets guests at the entrance
and escorts them to their tables.
Specific Duties:
1. Assists waiters in the preparation of mis-en-palce and in the
set up;
2. Welcomes guests at the entrance and escorts them to their
table;
3. Attends to waiting guests;
4. Monitors movement in the function room and reports to
supervisor any unusual incident or suspicious persons noted;
5. Attens to guest inquires, requests and complaints;
6. Takes and serves beverage orders after ushering guests;
7. Performs to tasks of a food attendant after guests are
seated and
8. Participates in clearing the whole area after the function.
Banquet Custodian
Basic Function: Responsible for the proper safekeeping and
issuance of banquet supplies and equipment.
Specific Duties:
9. Establishes and maintains par stock of banquet supplies;
makes requisition once stocks fall short of par stock;
10. Takes responsibility for the storage of banquet supplies and
equipment.
3. Undertakes opening and closing inventory of stocks.
4. Issues stocks for banquet functions following prescribed
policies.
5. Receives and checks returned items for losses and damages
and makes an inventory/losses report.
6. Performs waiter’s duties during banquet functions.
Banquet Waiter
Basic Function: Attends to mis-en-palce preparation, set-up and
service during banquet functions.
Specific Duties:
Before the Function
7. Sets up the service station with the necessary supplies:
2. Wipes/prepares the necessary mis-en-place-tray, cutleries,
etc;
3. Refills salt and pepper shakers and other condiments;
4. Sets-up the table in accordance with floor paln;
5. Installs/set-up required amenities like audio-visual, rostrum,
etc;
6. Reports to supervisor for inspection and briefing.
During the Function
7. Assists guests in getting seated;
8. Takes and serves beverage ordres;
9. Serves food to the guests;
10. Pushes the sale of beverage items;
5. Presents beverage check (for cash bar), receives and remits
payment;
6. Attends to guest inquiries, requests and complaints; and
7. Clears tables of soiled dishes.
After the Function
8. Clears the function room
• Clears remaining soiled dishes and brings them to diswashing
area;
• Unfolds stackable chairs and tables and brings them to one
corner;
• Picks up soiled linen and bundles them;
• Clears the area of dirt, mess and other trash;
• Checks all areas for missing supplies and equipment;
2. Performs inventory of supplies and accounts for missing and
damaged items;
3. Unplugs electrical equipment; switches off aircon and lights.
4. Brings back equipment and supplies to their appropriate
storage areas;
5. Performs side duties and other assignments given by the
captain waiter
Flow of Banquet Bookings and Service

ATTENDING TO INQUIRIES PRESENTING

BANQUET PACKAGESEvents Coordinator

EventsTOCoordinator
PREPARING/FORMALIZING A PROPOSAL
CLIENT

TAKING RESERVATIONSEvents Coordinator

RE-CONFIRMING RESERVATIONS
Events Coordinator
 PREPARING/FINALIZING AN EVENT
EVENTS COORDINATOR
CONTRACT

EVENTS COORDINATOR
PREPARING/CIRCULATING AN EVENT ORDER
TO ALL CONCERNED UNITS AND STAFF

F SD supervisor/captain assigned to the event

PREPARING FOR THE EVENT FUNCTION

F SD supervisor/captain assigned to the event

DELIVERING BANQUET SERVICE IN ACC.
WITH EVENT ORDER REQUIREMENTS &
SATNDARDS
Note: The event coordinator is the person who handles the
booking. He/she maybe the sales/account executive, the sales
manager or whoever is designated for events bookings.
Attending to Event Inquiries and Preparing a Proposal
Inquiries and bookings for banquets are usually entertained at
the Banquet Sales Office by the sales personnel. If there are
Sales/Booking Offices other than the Main Office, the Booking
party must first check with the Main Office the availability of
function rooms before accepting bookings to avoid double
bookings.
Procedures:
1. Warmly greet the client as he enters the office. Ask him/her
what type of event, time and requirements.
2. Present to the client the pre-designed and pre-costed menu
packages and their corresponding amenities. Request for a
change of some dishes in the menu is discouranged but
special considerations may be given on a case-to-case basis.
Before deciding on the change in the menu, the chef must be
consulted for him to check the availability of raw materials and
the cost of the alternative dish. If the cost is much higher than
that of the original dish price adjustments have to be made to
be able to maintain the food cost.
3. If the client has objections, acknowledge but explain positive
points. Ask if he has options to suggest. Acknowlegde
comments and don’t argue. Say something like: “I see your
point. What do you suggest to seltle the matter?”
“I understand your concern but I’d like you to know that...”
4. Ask client’s preferred dates and time and check the
logbook/booking chart if it is still open and not fully booked.
5. If fully booked, suggest options like a different venue and date. etc.
Show the client the advantages of various options that have been
presented to him.
6. Inform him of the billing arrangements, extra charges and other
policies on banquet bookings.
7. Get client’s decision on the chosen menu and the attached
amenities and special arrangements.
8. Make a formal proposal mentioning the agreed upon menu,
amenities and other agreements, together with the price and billing
arrangements.
9. If the booking includes room accommodation, have a separate
room reservation form for room bookings and coordinate with the
Front Office for room arrangements.
10. Present te draft of the proposal to the Banquet Manager for
review and approval;
11. Send the proposal and make a follow up with client.
Handling Event Bookings and Finalizing Event Contracts
12. Follow up client for confirmation of bookings. Attend to
questions and concerns and refer to the Banquet Manager
any concern that requires management discretion or
approval.
13. Once a banquet or event is booked, the booking officer shall
record details in the reservation form or in the reservation
book (whatever system is used). Entries in the reservations
include::
• Name of client or group
• Name of the function organizer
• Client billing address and other contract information
• Name of the hotel/company representative who booked the
function
• Date reservation was booked
• Date(s) of function
• Starting and ending hours of the function
• Type of function – wedding, cocktail, meeting and so forth
• Banquet and function room(s) assigned
• Estimated number of persons to be served
• Menu and covered amenities
3. Draft a banquet agreement or contract then present it to the
Operations Manager or Sales Manager ( or whoever is
designed as the authorized signatory)..
this agreement includes the details listed in the reservation from
such as the date, menu and amenities covered in the package,
 This agreement is entered into by and between
MAYFAIR RESTAURANT & CATERING SERVICES residing at San Carlos City,
Pangasinan, known as the FIRST PARTY, and its BANQUET CLIENT __________
represented by_________ with residence at _____________ otherwise known as the
SECOND PARTY.
The parties agree to enter into a contract fro a banquet functions subject to the following
terms and conditions.
1. The FIRST PARTY shall serve the given menu, provide the agreed upon amenities
and service to the SECOND PARTY for a guaranteed minimum of _____ persons,
subject to the payment of stated fees in accordance with the billing arrangement.
2. The SECOND PARTY agrees to pay for the guaranteed(minimum) number if persons
notwithstanding the fact that the actual number of persons served is less than the
guaranteed number. Moreover, should the number of persons actually served exceed
the number of persons guaranteed, the SECOND PARTY agrees to pay for additional
persons served over and above the guaranteed number of persons. Clients also
agrees to pay other charges as indicated in this contract.
3. The SECOND PARTY agrees not to bring food and beverages into the function,
unless there is a written agreement with the FIRST PARTY. But in case of any
untoward incident emanating from food and drinks brought in by client (like foodborne
disease), the FIRST PARTY shall not be held liable.
4. Any change in the guaranteed minimum number of persons in attendance must be
conveyed to the banquet representative in writing at least forty eight hours (two days)
before the date of the function. In case of a substantial decease in attendance, the
FIRST PARTY reserves the right to change the venue to fit the size of the party.
Moreover, the hotel also reserves the right to refuse the decrease if such a decrease
deprives the company of a significant amount, placing it at the losing end.
5. The CLIENT hereby specifically agrees and acknowledges, that should he cancel the
function in less than 24 hours before the scheduled affair, all sums paid to the FIRST
PARTY shall automatically be forfeited in favor of the company. All other
cancellations will be subject to a surcharge equivalent to 30% of the minimum
guarantee.
6. The CLIENT hereby specifically not to put signs, displays, streamers, electrical
connections nor drive nails, screws and the like in the function room of the FIRST
PARTY without the prior permission of the company. Damages arising out of or in
consequences of the above work shall be charged to the CLIENT.
7. The CLIENT herein understands and agrees that the FIRST PARTY shall not in any
way be responsible or liable to the SECOND PARTY for any loss and/or damages or of
injuries caused to or sustained by the CLIENTS or his or her guests by reason of
causes beyond the company’s control, including but not limited to robbery, theft,
pilferage or any contingency of whatsoever kind.
8. The FIRST PARTY shall not be liable in any way for failure to comply with its
undertaking in this contract for reasons beyond its control, including but not limited to
strikes, sabotage, civil disturbances, public commotions and other forms of unrest.
9. In the event the CLIENT is a corporation, partnership, government or not non-
government organization, the person or persons signing for and in behalf of the
company or organization shall be personally, jointly and severally liable to the FIRST
PARTY for the payment of the obligations herein incurred for the function. The signing
and execution of this AGREEMENT by the client’s representatives constitutes sufficient
conformity on his/her part to be jointly liable personally together with the CLIENT whom
he/she represents.
10. That should the FIRST PARTY be compelled to seek judicial relief against the CLIENT
for breach of the provisions of this contract, the latter shall pay all attorney’s fees aside
from the costs of the litigation and other expenses which the law may entitle the
COMPANY to recover from the CLIENT.
11. That the parties hereto expressly agree that the venue of any actions arising from
and/or in connections with this CONTRACT OF AGREEMENT shall be in the proper
court(s) of San Carlos City
TERMS and POLICIES GOVERNING EVENTS
Terms and provisions of contracts vary among banquet and catering
establishments, depending on the location and the prevailing
practices in the area. However, there are common provisions
adopted by caterers to protect their business interest. Here are
some of them.
1. Pricing policy
– Quoted prices are subject to applicable service change and taxes.
- Additional service fee for a bartender may also be changed if the
amount of sales is less than minimum required bar sales.
2. Deposit
a minimum deposit is required upon signing of contract. This can
range from 30-50%, depending on the establishment.
3. FULL PAYMENT
the balance shall be settled in full, covering the cost of
minimum guarantee before the function. The deadline varies
among caterers but usually not later than 1 week before the event.
4. CONFIRMATIONS AND CANCELATIONS
A booking is considered confiemed only upon payment of the
required deposit and upon signing of a contract. Without this, the
company reserves the right to cancel the booking in favour of
another client.
5. FOOD POLICY
the selected menu generally applies for all guest but special
dietary substitutes can be made available upin request in limited
quantities .
6. MINIMUM GUARANTEE
client is required to se a minimum number of convers/
servings to be served. This shall be paid i full even if the actual
number of guests is lower than the minimum.
7. CANCELLATIONS AND AMENDMENTS
events are cancelled are subject to charges depending on
the time of cancellation. If such cancellation is made much
ahead of the time, maybe a minimum fee of 10% is charged;
higher rate will be imposed (30-50%) if cancellation is done few
days before the event.
Some establishments require no less than 7 days notice for
cancelation or amendment.
8. ALCOHOLIC BEVERAGES
No alcoholic beverages shall be served to minors below 21 years of age .
9. EXTENDED HOURS
for parties or events that do not ends as schedule, additional surcharge
per hour shall be imposed ( this varies depending on the cost of venue
rental).
10. CLIENTS LIABILITY FOR DAMAGES
customers/clients shall be made accountable for damages incurred by
its organizers and guests. They shall be made to reimburse the cost of the
damage to the caterr.
11. COMPANYS LIABILITY FOR DAMAGES
the hotel/caterer shall not in any way be responsible or liable to the
client for any loss and/or damages or of injuries caused to or sustained by
the CLIENT, his or her guests by reason of causes beyond the company’s
control.
12. ELECTRICAL REQUIREMENTS
power requirements will be handled by the company in house
electrical provider. Additional costs will be charged for use of and
other arrangemnts that involve additional power consumtion as ibn
video taking, installation of additonal electrical equipment, etc.
13. LOST AND FOUND
the hotel/catering establishment will not be responsible for the
damage or loss of any merchandise or article left in the hotel/venue
prior to, during and after the function.
14. CONTRACTUAL LIABILITY
the hotel/resort or catering establishment shall not be liable to
the client for failure to perform its obligations in the banquet
contract for reason beyond its control such as strikes, labor
disputes, accidents and other similar incidents.
15. LIABILITY OF ORGANIZER/SIGNATORY TO CONTRACT
In cases where the client is a corporation, government or non-
government organization, the person signing for and in behalf
of the company or organization shall be personally liable for
payment of the obligations under the event contract. His/Her
signature constitutes sufficient conformity on his/her part to be
personally liable, together with the company or organization
that he/she represents.
PREPARATION OF AN EVENT ORDER
The event order is a document that is designed to familiarize all concerned
about the detailes of the event.
1. After finalizing negotiations for the party, prepares an Event Order (EO)
2. In preparing an Event Order, write all detailes regarding the event
particularly
 Name of the organizer, address and telephone number
 Type/name of function, date,time and venue
 Minimum guarantee with 10-20% allowance for overflow
 Menu and package rates
 Amenities covered by the package
 Charges-rate per person other charges
 Billing arrangement and amount of deposit made. Indicate also the date of
deposit.
3. Indicate specific instructions to concerned units or
individuals like
• Required facilities to be set up, i.e. registration table, dance
floor, etc.
• Whether one way or 2 way buffet will be set up.
• Set up of presidential table, number of persons to be scated
and their names
• What inscription to write in the cake
• What audio visual facilities will be set up
• Time for serving meals
• Whether beverage will be hosted or a cash bar
• Others
4. Circulate the event order to all concerned units/staff, namely
• Main Kitchen
• Supervisor/Captain in charge of the function
• Operations/Banquet Manager
• Finance
• Outlet supervisor if the event will be in the outlet
• File
5. Make sure that all receiving parties will acknowledge and
sign upon receipt of the Event Order.
Handling Amendments to Events
It is very important that any amendment in event arrangements is
disseminated to all concerned units, particularly the kitchen and
the banquet service. This has to be done in writing by way of a
memorandum and not just by verbal instructions.
1. Get details of amendment from client. If it involves
cancellation of function, the applicable surcharge shall be
applied, taking it from the deposit.
Cancellation of bookings can mean loss of business opportunity
since the function room has been reserved and other bookings
were not accepted in favor of the client. That is why most hotels
and food establishment charge a cancelation fee, the amount of
which will depend on the time the cancellation is made.
If cancellation is done a week before the event -20-30% of the cost
of the minimum guarantee is charge; if done 2-3 days, maybe 50%
of the minimum charge; and if done on or a day before the event,
100% of the cost of minimum quarantee is charged since the
caterer has already incurred a substantial amount for preparations
plus the fact that other bookings has been lost in favor of the
event. The client has however the right to clim and bring home the
food be prepared.
The amount to be charged for cancellation varies among
establishments and should also take into consideration the
prevailing practices within the area. Large hotels and catering
establishments charge higher cancellation fees and require
cancellation to be done far ahead of schedule or they will charge
substantial cancellation fee.
2. If the adjustment involves change of date,time or venue, get
details as to thenew venue, time and date. But the booking officer
must first check availability of venue if there is a request for such
change.
3. If the adjustment will be in terms of increase in number of
persons, checkfirst if the required number canbe accommodate in
the function area. A change in the function room maybe
necessary if the required number of diners can not be
accommodate in the original venue.
4. If the adjustment will be reduction in the number of persons, find
out if the number is within the minimum required, otherwise
charges for the minimum number of persons will be applied.
5. Get details of changes in arrangements, amenities and other
adjustments and then proceed to make adjustments in the event
order using the Manager if additional charges shall be applied.
6. Review and sign the adjustments in the form.
7. Proceed to circulate the Amendments Memo to all
concernedunits and make sure that they will acknowledge
and sign the memo upon reciept.
BANQUET EQUIPMENT, TOOLS AND SUPPLIES
SAMPLE TABLE ALIGNMENT & TABLE FORMATION
TABLE ALIGNMENT FOR BANQUET EVENTS
A. TABLE LAY OUT FOR SEMINARS AND CONVENTIONS
PARTY TABLE FORMATION
 PREPARATION FOR BANQUET EVENTS
A smooth and efficient flow of banquet and catering operations requires
organized preparations before the event.
He/she should visit the event venue to check the set up and find out from the
organizer if everything is in place or if there rae concerns to be addressed.
The banquet supervisor/captain is responsible for ensuring a smooth flow of
banquet service. He must therefore be well organized, must plan ahead and
check all preparations before the start of service. He should also monitor the
actual service and clearing of function rooms.
Here is a checklist of items he must attend:
1. Reeview manpower requirements and request for service staff.
2. Double check the preparation of mise-en-place requirements;
• Set-up a service area (if not available) for mise-en-place preparation;
• Make requisition of banquet supplies needed for setup and service;
• Assign a waiter to pickup the requisition items;
• Check whether all glasses, china wares and flat wares are clean and
wiped-dry;
• Coordinate with the Housekeeping Unit of the requirements Social Hall
or function room;
• Check availability of audio-visual and other requirements;
• Check physical arrangements and table formation;
• Check condition of tables and chairs, linen, etc; and
• Check the availability or required amenities-dove,bell,etc.
3. Lead waiters in doing the physical arrangement and table formation.
• Prepares a floor plan as a guide for table and set-up;
• Check the condition of tables and chairs;
• Check linen for spots and damage;
• Supervise the set-up of presidential table, insuring there are enough
cajirs for, the sponsors and, VIP, guest.
• Supervise set up of buffet and guest’s tables;
• Supervice the bar set-up;
• Check the availability or required amenities-dove, bell,etc;
• Check tent cards and signages, double check accuracy of
information;
• Instruct waiters to lay down all other facilities and amenities like:
Presidential table, cake table, registration table,etc.
Audio-visual facilities
Flower arrangement and others
• Inspect the whole set up, insuring completeness and working
condition of required facilities.
4. Check with the kitchen if the food to be served is ready and
coordinate with them regarding serving time, serving
containers, etc.
5. Gather all waiters/service crew for briefing and distribution of
side duties. Also check their attendance and grooming;
CONDUCTING STFF BRIEFING and DELEGATING SIDE
DUTIES
After completing all set up and mise-en place requirements, the
Supervisor or Duty Captain must gather all service staff and
conduct a short briefing,
The briefing is intended to familiarize staff with important
information and to relay instructions so that they are properly
guided and operational problems can be avoided
Making reference to the event order, start the briefing and
provide the following information:
• Type of event, organizers, celebrants and the honorees
• Food to be served and serving instructions, serving time
• Layout of the function room – mention the designated service
area, bussing station, bar counter
• Bar arrangements – if cash, hosted or combination
• Billing arrangements
• Covered amenities, beverages that are hosted or part of the
package
• Service reminders – service sequence and procedures
• Other important information
Delegate table assignments and side duties; specify specific
equipment that will be cleaned, wipe and prepared by each waiter;
Mise-en place Preparation and Table Formation
1. Set up a service station for gathering and preparing mise-en-
place.
2. Pick up the requested items and supplies using a cart or trolley
and bring them to the service station.
3. Observe the following guidelines in transporting the requested
items:
• China wares – must be piled up by tens to avoid breakages
• Glass wares are to be placed in a glass rack
• Flat wares must be in a cutlery rack or utility plastic box container
4. Wipe – dry all equipment with a clean wiping cloth
5. Fold paper napkins and place them in a clean, covered
container
6. Place clean items in a container.
7. List down in a breakage/damage report any damage noted
and have the supervisor check it and sign.
8. Fill the condiments – salt and pepper shaker, etc.
9. Gather the needed hollowware – trays, water pitcher,
coffee/tea pots, others to be used for service.
Table Set Up Procedures
10. Lay down all the tables, do the alignment making reference to
the floor plan.
2. Lay down the table cloth. Make sure the cloths are well pressed
and not wrinkled.
3. Do skirting when necessary.
4. Fold the cloth napkin and place them at the center of the cover.
If paper napkin is used, fold it and place on the left side,
underlining the fork.
5. Pick up cutleries on a tray and place them on each table,
following table set up standards as follows:
• Knife, soup spoon and glasses on the right side of the cover.
• Fork, bread plate (if used) on the left side
• Teaspoon for coffee and for dessert on top of the cover.
• Flower vase and condiments on the center of the cover
• Glasses on the right side of the cover
• Wine glasses, if used, on the right side, beside the water glass.
Standards of Mise-en-Place Preparation and Banquet Set up:
1. Glasses are to be set up upside down and inverted before the
party starts.
2. Appropriate trays must be used for carrying utensils during the
set-up.
3. All condiments are to be fully filled before service.
4. Tent cards should be set-up facing the entrance.
5. There must be uniformity in the set-up and alignment of all
tables,
6. Presidential, buffet and cake tables should be skirted and the
folds must be evenly spaced, no protruding pins or
thumbtacks.
7. There must be an attractive centerpiece at the buffet table.
8. Flowers and/or candelabra are to set up to add appeal to the
tables.
9. There must be appropriate blending of colors for the linen used.
The selected color has to fit the motif of the occasion.
10. All utensils, chinaware and glassware must be clean and
sanitized, free of finger marks and stains and without chips or
damaged.
11. All linen and napkins should be free of spots and dirt, not
crumpled, nor soiled or damaged.
12. The smoking and non-smoking areas must be segregated with a
sign.
13. Set up of the tables and the function rooms must be completed
on time – at least one hour prior to the start of the function.
• Control Policies Governing Banquet Equipment/Supplies
1. For an efficient flow of service, there must be a par stock of banquet
supplies and equipment which are to be stored in the banquet
storeroom under the custody of the Banquet Custodian. The form
shall be prepared in trilicate, one copy for the custodian, one for file
and the last one goes to the requesting party (the captain). The
approving manager must check the accuracy and reasonableness of
requisition based on the minimum guarantee and specifications of
client.
2. The captain -in- charge endorse his requisition copy to one of his
waiters who will pick up the equipment. Assigned Custodian shall
issue banquet supplies only upon presentation of a duly signed
requisition form. He should see to it that said requisition is duly
signed before issuing the equipment. The issuing and the receiving
party shall acknowlegde receipt of the equipment with their
signature.
3. In case of outside catering, the loading of equipment to the catering
site shall be supervised by the Supervisor or a Captai. One waiter
or the banquet custodian maybe assigned to do the checking and
counting, witnessed by a security guard or any designated person.
4. After the end of esch function, an inventory of equipment/supplies
shall be immediately undertaken, taking note of damages and
losses. Efforts should be taken to locate missing items, ( under the
tables, grounds, etc,).if the function is an outside catering, missing
items should be reported to the organizer for him to assist in
locating the missing items.
5. The staff on duty shall be made liable for losses and damages to
equipment. When said losses or damages are proven to emanate
from negligence and recklessness, all concerned staff shall be
given appropriate disciplinary action like corrective interview. They
may also be required to pay the cost of losses and breakages.
6. Soiled dishes msut be cleared as soon as possible to
avoid losses.
7. All equipment taht are issued from the storeroom
should be immediately returned to the custodian, who
will conduct a physical count of returned items,
withnessed by the returning party. Losses and
damages shall be recorded, signed and
acknowledged by the returning party in the same form
used for requisition.
8. Losses and damages should be reported to the
Banquet Manager who will conduct investigation.
The erring staff shall be given disciplinary action
should the loss/breakages be proven to be caused by
their recklessness or negligence.
9. Borrowed equipment must be logged down and
promptly returned.
10. Waiters msut be on alert for cutleries, chinawares and
other service equipment that are brought outside the
designated function area. This practice must be
discouraged to prevent losses. Make arrangement
with the organizer for her to advise her guests that
service equipment must used only inside the function
area and not to be brought outside like offices,
corridors, elsewhere.
If the guest insist to bring out the equipment, he
should be asked to log down the items brought out and
sign to acknowledge his accountability for the items
brought out
11. Retrieval of service equipment and facilities must be done by
the banquet staff before leaving the function area.
• Gather cloth napkins, remove the crumbs and bundle them
by 10’s
• Remove linen toppings and skirting, put thumbtacks and pins
in appropriate containers
• Gather soiled utensils and separate spoon, fork teaspoon,
etc
• Fold stackable tables and chairs and place them on one side
• Bring condiment containers together
• Gather china wares and separate bowls, plates, platters, etc.
• Do physical count of each item and write the count in the
Requisition form Fig.4.4) under the column returned.
• Separate damaged wares and count them. Record in the same
form under the column damaged.
• Write down in the form quantity of losses, this is computed as
borrowed minus returned.
• Take efforts to retrieve and locate missing items –check under
the table, and refer to logbook for items brought out of the
function area.
• Make follow up of borrowed items that have not been returned.
12. Investigate causes of losses and damages. Staff responsible
for such losses should be given disciplinary action.
Types of Banquet Service
1. Buffet
In a buffet, foods are pre arranged in a buffet table and guests get
food for themselves. Usually the waiters serve only drinks and attend
to service request like serving soup. With buffet service, less waiters
are needed with a ratio of 1 waiter per 20-25 guests. But there must
be waiters to be assigned as food dispatcher and buffet runner.
Buffet service is simpler than serving food- plated style ( American
service ). Celebrants and their VIP guest, usually those on the
presidential table are exempt from lining up in the buffet. They are
served right on their table using plate service, Russian service or
family service. There should be designated waiters to serve in the
presidential table.
Where there are large number of guests to be served, buffet style is
the fastest and most practical type of service for events.
2.Sit Down- Plated Service
In this type of service, guests are served individually with foods that
have been plated in the kitchen. Control in the volume of food served
is more guaranteed than buffet and the food cost is lower .However,
if there are many guests to be served, this type of service is time
consuming since it involves a tedious process of putting foods in
individual plates.
The plating of the food has to be done much ahead of time to catch
up for the serving time. But by the time the food is served, it is
already cold, unless the caterer is equipped with warmers where
plated foods are kept warm prior to serving them.
This service style is advisable with low budget meals and with less
guest to be served.
3. Family Service or Lauriat Style
This service consumes less time for preparation and service
compared to the plate service. The foods are placed on platters, with
sufficient portions for the number of guest per table. Serving portions
are also easier to control and waiters exert less efforts as they serve
by the table and not by individual guests ( a la carte style).

4. Cocktail Style (some call it reception)

This type of service is used in a cocktail party or any gathering where
guests would like to freely mill around and interact while eating and
chatting with other guests. That is why limited chairs and tables are
provided so that there is sufficient space to move around. Instead of
dining tables, only small cocktail tables are set up, with finger foods
on it.
Foods served for cocktail events are limited to finger food and appetizers,
presented in a bucket-style arrangement where guests can serve
themselves.
The cocktail package usually include cocktail drinks served to guests by
the waiters.

5. Food Station (sometimes called Action Station)

Food stations are set up with variety of courses and offerings to guests.
Many times these stations are manned by chefs who cooks or prepare
food in front of guests. For example during breakfast, there is a station for
preparation of eggs, with a chef assigned to prepare eggs according to
the choice of guests – whether scrambled, over easy or sunny side up.
During lunch, a carving station or lechon station maybe made available,
other popular choices for this stations include meat carving with pasta
station with choice of dressing, bar station with choice of drink, sushi
station, and dessert.
 BAR ARRANGEMENT FOR EVENTS
Service and billing arrangement for drinks may take the form of:
1. Hosted Bar- meaning the drink served or ordered by the guests
shall be to the account of the Host and will be part of the bill to be
settle at the end of the event.
2. Cash Bar- means the drinks ordered by guests shall be paid ny
the guests himself in cash or valid credit card.
3. Combined Cash and Hosted- in this arrangement, the host agrees
to pay drink served to specific guests- usually those seated in the
presidential table or their VIP guests. Other guests shall pay for
their drinks orders.
4. Part of the package- drinks served are among the inclusion in the
chosen menu.
 There are banquet packages that include specific drinks like juices,
soda and coffee/tea for snacks, lunch and dinner. Cocktails mixed
drinks are part of a cocktail menu but the caterer must inform
banquet staff of the drinks covered in the package so that they
could immediately tell guests if they drinks order is hosted or
covered by cash bar arrangement.
SERVICE GUIDELINES
1. Since food for banquets is re ordered, it is expected that the table
setup is complete with the required cutleries, china wares and
glasses, arrange in proper sequence and place on the appropriate
side of the cover. Set up must always provide allowance for
overflow (between 10 to 20 % of minimum guarantee)
2. If buffet service is use, food must be arrange according to
sequence, starting with cold items, then hot items and lastly
dessert. Follow the sequence as outlined on page 3 chapter 1.
3. If there are more than 100 guests, a two way buffet may be necessary
to minimize waiting time for guests who line up to get their food
4. Before the start of the event, the duty captain must get feedback from
the organizer about the setup and also ask him if there are other
requirement and concerns that need attention.
5. Set up and all other event requirements must be ready in no less than
an hour before the function starts.
6. The duty captain is expected to:
• Position himself at the entrance to receive and welcome the
guests. He may assist in seating the guests. Check if everyone is
seated;
• In case of overflow, coordinate with the organizer for additional
order and the kitchen for additional food to be prepared. Have
additional tables and chairs set up. Prepare order slip for additional
orders and ask organizer to acknowledge and sign.;
 • Make rounds to check each table ensuring that everyone is
properly served and that serving instructions are followed by
waiters;
• Monitor guests satisfactions; attend to their needs, concerns and
request. Get feedback from them regarding the food and service;
• For cash bar, check whether all ordered drinks are covered by an
order slip and whether they are properly settled
• Strictly monitor the service of food, insuring compliance to
service standard.
7. Food and materials brought into function by the organizer or client
should be properly endorse to the captain, duly signed by the
organizer and captain.
8. There must be a receptionist who will guide the guests towards
their assigned table and get them seated.
9. Service waiters must position themselves in their designated area of
assignment at the start of the event.
10.Food must be served ontimes as stated in the function order to avoid
food spoilage arising from exposure to critical temperature, the captain
must see to it that the food is serve not longer than four hours from the
time it is release by the kitchen. Organizer must be advice not to delay
serving time.

CLOSING THE FUNCTION

11. As the function closes, the captain must:
• Get a final count of the number of persons served. Confirm the
count with the organizer.
• Prepare billing for additional charges- extra persons (from minimum
guarantee), extra hours, power consumption, corkage fees, rentals
if any, cost of hosted drinks etc.
• Present the bills to the organizers, with supporting vouchers and
documents. Refer to the billing arrangements in the events order
and event contract In case there will be questions and
objections from the organizers.
• Get feedback from the organizer and apologize if there are
deficiencies in the service. Listen to concerns and complains
raised by the organizer and assure them that proper action shall
be undertaken.
• Thank them for the patronage.
• Ask organizer if they want to bring home left over foods from the
buffet and have them packed and disposed properly.
• Log down and report to superior all critical incidents, losses,
complaints, etc.
Clearing Procedures
Once the guests have left the function room, start the clearing
operations: captain must supervise the clearing operations:
• Check if crumbs are removed from all linen.
• Check whether all electrical equipment are switched off and properly
stored.
• Supervise the inventory of equipment; prepare and submit inventory
report.
• Take efforts to locate missing items.

Waiters shall:
1. Load china wares in an oval tray and bar items in a bar tray.
2. Carry all soiled items to dishwashing area for washing.
3. Place glasses directly to the divider racks, not on the sinks.
4. Check for missing items under the chairs, tables, grounds, etc.
5. Remove crumbs in tableclothes and endorse them to the linen
custodian,
6. Make sure all linen are checked individually for crumbs and dirt and
cleared of same before folding and loading them.
7. Clear all cloth napkins, remove all crumbs and bundle them by tens.
8. Stack chairs by 5’s and carry them to one side of the room.
9. Remove tables, unlock all stackable ones and return them to the
storage area.
10. Pick up all papers and dirt on the floor.
11. Place all cutleries, saucers and plates in their appropriate
racks/containers.
12. Unplug all electrical equipment used for the function and store
them properly.
13. Remove all signboards and store them properly.
14. Empty ashtrays in fireproof containers.
15. Make an inventory of stocks. Check for losses and damages

In clearing items using a tray, remember to:

• Keep them tray balanced by putting heavier items at the center;
• Clear all leftovers and soil from plates and bowls before stacking
them;
• Use decoy system- stack plates and bowls of the same size and
shapes;
• Never stack glasses;
• Clear cutleries with a tray and place them on cutlery racks;
• Clear glasses separately from china wares;
• Avoid over stacking cups, making them too high;
• Place trash away from flat wares
• Avoid overloading trays
THANK YOU

CLARESA LINGAN AGUB

AND
JESRAEL Suguitan. ACEBO