CATERING

MANAGEMENT
TASK:
ORGANIZING THE
WMSU EVENT

1
ORGANIZING
• In the catering industry, effective organizing is essential
for both corporate and social events, whether on- or off-
premise.
• Organizing is a key function that operates within the
framework of the caterer's mission and formal structure.
• The formal structure, designed to allocate and control
resources, must be flexible enough to adapt to changes in
the organization or the market.
• When a catering plan is put into action, the organizing
function supports the staff in efficiently executing tasks
and achieving objectives.
2
ORGANIZING
• The core organizing tasks These tasks are broken
for caterers include: down into individual
– activities, which are crucial
creating menus,
for implementing event
– developing recipes, plans, maintaining
– writing specifications, management control, and
– ordering, receiving, resource allocation.
– issuing, Effective organizing ensures
– producing, the successful execution of
catering events.
– transporting, and
– service.
3
CATERING MANAGEMENT TASKS

MENU
• The menu is a fundamental management
tool in catering, shaping various aspects of
operations.

• It dictates the food to be prepared,

standardized recipes, equipment layout,
storage requirements, and staffing needs.
4
CATERING MANAGEMENT TASKS
MENU
• Caterers start their preparation process by
addressing customer preferences, understanding
their needs, interpreting these requirements for
appropriate food selection, determining the event's
scale to estimate raw material quantities, and
identifying additional resources necessary for the
event.
• The menu is central to controlling catering
operations effectively.
5
CATERING MANAGEMENT TASKS
MENU

6
CATERING MANAGEMENT TASKS
SPECIFICATION
• Caterers use specifications as detailed narratives that
outline specific requirements for menu items.
• These specifications cover various aspects such as
form, texture, temperature, color, flavor, portion size,
and more.
• By defining these details, caterers ensure consistent
food preparation and presentation, aiming to excite
customers and encourage repeat business.

7
CATERING MANAGEMENT TASKS
SPECIFICATION
• Specifications serve as a communication tool
within the organization and with external
suppliers, establishing clear standards and
controlling quality.
• They also play a role in cost reduction and
guaranteeing fair prices from trusted suppliers.
• Having precise specifications is essential for
maintaining consistent operations and customer
satisfaction in the catering industry. 8
CATERING MANAGEMENT TASKS
Purchasing
• In the catering process, purchasing involves acquiring
raw materials based on specified requirements, quantities,
and timing.
• The objective is to obtain items in agreement with
specifications, at the right cost, from the appropriate
supplier.
• Before purchasing, a plan is formulated and documented
in a purchasing manual, providing guidelines,
procedures, and rules for consistent execution.
9
CATERING MANAGEMENT TASKS
Purchasing
• This manual outlines policies (general guidelines),
procedures (task descriptions), and rules (precise
behavior guidelines).
• Policies, such as those regarding gifts and deliveries,
ensure consistent behavior among employees responsible
for purchasing.
• Security procedures, outlined in the manual, address
concerns like door access and internal theft prevention,
with regular inspections helping maintain control over
the purchasing process. 10
CATERING MANAGEMENT TASKS
Right Supplier
• Selecting the right supplier in catering
is critical and depends on various
factors such as the caterer's mission,
organizational structure, market
competition, and production
equipment.
11
CATERING MANAGEMENT TASKS
Right Supplier
Basic purchasing needs for caterers include
• assessing supplier reputation,
• brand availability,
• product line,
• pricing policy,
• delivery schedule,
• quality,
• customer support,
• geographical location, and
• flexibility in meeting variable order sizes and weekend
delivery requirements.
12
CATERING MANAGEMENT TASKS
Right Supplier
• Caterers must ensure suppliers can
fulfill specific needs, whether for small
or large functions, and plan ahead,
especially for extensive events, to
secure timely and suitable deliveries.

13
 CATERING MANAGEMENT TASKS
Building a Supplier and Caterer Relationship
• Establishing a trusting relationship with suppliers is
crucial for caterers. Professional relationships,
especially with distributor sales representatives, create a
team approach to purchasing. The reliability of the
supplier depends on the trustworthiness of both the
salesperson and the delivery personnel. These strong,
professional relationships foster a successful purchasing
program, as caterers and suppliers work together to
build mutual loyalty and ethics..
14
 CATERING MANAGEMENT TASKS
Finding Suppliers
• Caterers often find suppliers through word-of-mouth in
the catering community. New or established businesses
seeking suppliers can actively seek recommendations
from other caterers, consult directories, trade journals,
and attend industry events. Online resources, including
the Internet, are valuable tools for finding suppliers. It's
important for caterers to maintain a courteous
relationship with sales representatives, especially if they
are significant buyers, as this can enhance their
popularity with suppliers.
15
 CATERING MANAGEMENT TASKS
ORDERING

• Ordering in catering involves securing the

right raw materials to meet production
requirements and satisfy clients. It requires
understanding the menu, guest count,
portion sizes, standardized recipes, storage
capacity, inventory levels, yield, and
production capabilities.
16
 CATERING MANAGEMENT TASKS
ORDERING
• To determine the correct quantity, caterers identify menu
items, review recipes, and calculate amounts based on
the number of guests. After subtracting existing
inventory, the difference indicates what needs to be
ordered.
• The caterer then contacts the supplier with a purchase
order detailing the items, terms, and delivery date. Each
caterer develops a personalized ordering format tailored
to their specific needs.
17
 CATERING MANAGEMENT TASKS
Portion Control

• Portion control is a crucial aspect of catering

management, involving the measurement of
ingredients and portions during food production.
• Caterers use tools like dippers or ladles to
standardize portion sizes, simplifying purchasing
tasks. Standardized recipes specify ingredients in
terms of weight or measure.
18
 CATERING MANAGEMENT TASKS
Portion Control
• Challenges arise in purchasing due to food waste
and variations between the As-Purchased (A.P.)
and Edible Portion (E.P.) forms of food.
• Factors like storage, handling, preparation, and
cooking affect these forms, leading to potential
product loss during aging, handling, and cooking
processes. Caterers must manage these variables
to control portions effectively.
19
 CATERING MANAGEMENT TASKS
RECEIVING
• Receiving is a critical catering task that involves
verifying deliveries against specifications and
quantity.
• It ensures that what the purveyor delivers
matches what the caterer ordered and paid for.
• Successful receiving provides significant
economic advantages and serves as the first
control point in the food flow.
20
 CATERING MANAGEMENT TASKS
RECEIVING
• Careful attention to this task reduces defects and
potential problems in the system.
• A well-researched receiving plan, organized
within the formal management structure, is
essential. Separating purchasing and receiving
responsibilities with accountable employees
helps establish control and tracking systems for
effective execution.
21
 CATERING MANAGEMENT TASKS
STORAGE CONTROL

• Effective storage control in catering involves

maintaining adequate space for perishable goods, dry
items, beverages, chemicals, and equipment.
• Organizing storage areas reduces clutter and prevents
merchandise loss. Cleaning and sanitation prevent insect
and rodent infestations.
• Spoilage, pilferage (employee theft), and cross-
contamination are risks caterers face.
22
 CATERING MANAGEMENT TASKS
STORAGE CONTROL
• To prevent spoilage, ordering the correct amount and
proper rotation are crucial.
• Pilferage can be minimized through vigilant monitoring.
• Cross-contamination risks can be managed by separating
raw animal foods and avoiding direct contact of
unpackaged food with undrained ice.
• Proper identification of food items in containers and
sensible storage practices are essential to maintain
hygiene and food safety.
23
 CATERING MANAGEMENT TASKS
INVENTORY MANAGEMENT

• Inventory management is crucial in catering to protect

physical assets and maintain proper levels of merchandise.
• Caterers must establish minimum inventory levels to
prevent over-purchasing, which can lead to issues like
spoilage and theft.
• Utensils during production and service should be stored
properly, ensuring cleanliness and preventing
contamination.
24
 CATERING MANAGEMENT TASKS
INVENTORY MANAGEMENT

• Food storage principles dictate storing food

in clean, dry locations, elevated above the
floor, and protected from contamination
sources.
• Prohibited areas for food storage include
places like locker rooms and mechanical
rooms.
25
 CATERING MANAGEMENT TASKS
INVENTORY MANAGEMENT
• Each inventory item should be labeled with the date and
unit price upon receipt, allowing employees to
understand the item's value.
• Inventory management involves tracking purchases,
calculating beginning inventory, monitoring issues, and
conducting physical counts to identify shortages and
discrepancies.
• Proper inventory control is essential to maintain a
successful catering system.
26
27
28