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Chapter Seven Food and Beverage Management

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1 Chapter Seven Food and Beverage Management
MEEC Chapter Seven Food and Beverage Management

2 Introduction Food & Beverage Functions Food for fuel
Food for the overall experience Keeps group together In one place At one time Eases service strain in restaurants on site “What can go wrong, will go wrong.”

3 Catered Events - Defined
One host / sponsor One check / bill Same meal* * unless special dietary consideration Mandatory gratuity – 15%-22% Distributed to staff and/or management

4 Catered Events - Types On Premise Off Premise
facility with permanent kitchen and function rooms Locations – hotel, restaurant, convention center Permanent furniture and equipment Off Premise Transports food (prepared or to prepare on site) Locations – tents, museums, parks, attractions Equipment and furniture rentals Contract through RFP process

5 Catered Events - Types Off Premise (continued)
Using Destination Management Companies (DMC) Locally based company who knows the locally based venues, caterers and suppliers A one-stop shop for the planner Transportation Additional costs – additional coordination Weather Always a challenge Back-up plans required

6 Catered Events - Types Conference Centers
Complete Meeting Package (CMP) Guest rooms, AV and all meals included in one price per person Continual breaks Cafeteria style service Special private banquets upon request Convention Centers and Stadiums Concession sands Restaurants Special Event catering

7 Catered Events - Hints Conduct site inspection
Choose menu items appropriate to your group Age / Gender Profession / Ethnic background Purpose of event Custom menus Skill level Product availability Stay on top of food trends

8 Types of Functions Continental Breakfast Full, Served Breakfast
Breakfast Buffet Refreshment Breaks Brunch Buffet Lunch Box Lunch Full, Served Lunch Receptions Dinner Buffets Full, Served Dinner Off Site Event Theme Party

9 Styles of Service Buffet Attended Buffet / Cafeteria
Combination Buffet Plated Buffet Action Stations Reception Family Style / English Service Plated / American Service Preset Butlered Russian Service Banquet French Cart French Hand Service Waiter Parade The Wave Mixed Styles

10 Menus Always popular ideas
Seasonal Food – locally grown, in season, flavor at peak Ethnic Foods – add Asian, Mid-East and South America High Quality Ingredients – name brands, specialty items Fresh Ingredients – no frozen, canned or dried New / Unusual Ingredients – from exotic far away places Safe Foods – organic or pollution / pesticide free Creative Presentations – if it looks good, it tastes good Excellent Service – prompt, friendly, courteous service

11 Menus Restrictions Servers should know the ingredients and preparation method of all food items Allergies Diet and health concerns Religious restrictions

12 Menus Restrictions Vegetarians
Type 1 – no meat but will eat poultry and fish Type 2 – “lacto-ovo” - no meats, poultry or fish By-products OK – cheese, eggs, milk Type 3 – “vegans” no animal source at all No By-products including butter or honey

13 Food Consumption Patterns
General Guidelines Know history of the group Know the demographics of the group Age / Gender Profession Socio-Economic background

14 Food Consumption Patterns
General Guidelines Know the purpose of the food function Reunion and Networking Opening to another session Working session Refreshment / Entertainment Guests generally eat more during the first hour of a reception Average 7 hors d’Oeuvres the first hour

15 Food Consumption Patterns
Type of Reception Type of Eaters # Hors d’Oeuvres per person 2 hours or less (dinner following) Light Moderate Heavy 3-4 pieces 5-7 pieces 8+ pieces (no dinner 6-8 Pieces 10-12 pieces 12+ pieces 2-3 hours 8-10 pieces 16 + pieces

16 Food and Beverage Attrition
The difference between the actual number of food-and-beverage covers or revenue projections and the number or formulas (percentages) agreed to in the terms of the contract. Usually there is an allowable shortfall before damages are assessed. Concessions may be lost Complimentary function space, labor or equipment Reassignment or reduction of space.

17 Amenities / Gifts Match the gift to the person Avoid
Note their lifestyle or restrictions Provide something they like or use Avoid Cut fruit and cut cheese / Unpackaged crackers Consider alternatives Pretzels and beer / Cookies and milk Room service gift certificate Bottled water Spa massage or gift shop certificate

18 Beverage Events – the Why
Refreshment Breaks A part of the educational programming Recommend 30 minutes Re-focus attention Personal business – phone calls, Mental rest, stretch and restroom Non-alcoholic drinks and snacks Receptions A part of Special Event Programming Socializing and Networking Alcohol and food options

19 Beverage Events – the What
Categories of Liquor Beer – soft spirit Wine – soft spirit Spirits – hard liquor Well Brands – less expensive “house” liquor or brand Call Brands – mid-range price, specially requested Premium Brands – high priced, high quality “Top Shelf”

20 Beverage Events – the What
Categories of Liquor By the Bottle By the Drink Per Person Charge per hour Flat Rate Charge Open Bar Cash Bar Combination Bar Limited Consumption Bar

21 Beverage Events – the What
Number of Drinks Per Bottle Liquor 1 ounce 1 ¼ ounce 1 ½ ounce Liter 33.8 ounces 33 drinks 27 drinks 22 drinks 5th – 750 ml 23.3 ounces 25 drinks 20 drinks 16 drinks Average – 3 drinks per person - normal length reception 1-1½ hrs. Wine 1.5 liter 750 ml 10 – 5 oz. drinks 5 – 5 oz. drinks

22 Beverage Events – the Who
Labor Charges Extra charges may be negotiable for Bartenders – 1 per 100 guests standard service 1 per 50 or 75 guests special service Barbacks – bartender’s helper Cocktail servers – reduce lines at bar Cashiers – reduces lines at bar / keeps bartender from handling “dirty” money Security – may reduce liability / assures safety Corkage – fee added for food / beverage items brought into the hotel but not purchased from the hotel

23 Hospitality Suites Places for attendees to gather outside of established meeting events and times Usually sponsored by Hosting organization Chapter of the organization Exhibitor Non-exhibiting company Allied association Candidate for office in the organization

24 Hospitality Suites Times Space Assignments and Approval Morning
Afternoon Evening Space Assignments and Approval Control space so competitors are not next to each other Organization gives approval for suite Guard against “Underground” Suites – not assigned, approved or known about

25 Liquor Laws Vary from state to state and determine:
Times of sale Days of sale Size of bottles sold Four types of illegal sales Sale to minors Sale to intoxicated persons Sales outside of legal hours Improper liquor license

26 Room Set Up What: Includes order and placement of tables, chairs, décor, equipment, audio-visual, staging and dance floor How: Banquet Event Orders (BEO) Room layout software programs

27 Room Space Requirements
Table Sizes and Capacities Type Sizes # People Space Rounds 60” Round 66” Round 72” Round 5’ Diameter compromise 6’ Diameter Round of 8 Seats 8-10 Round of 10 12 ½ sq. ft. Per person Rectangle 6’ Long 8’ Long 30” wide Banquet 6 Banquet 8 10 sq. ft. Schoolroom/ Classroom 6’ or 8’ long 18” or 30” wide 2-3 per 6’ 3-4 per 8’ Half Moon Half of a round table Serpentine ¼ hollowed out round

28 Room Space Requirements
Receptions Minimum (tight) 5 ½ to 6 square feet per person Comfortably Crowded 7 ½ square feet per person Ample Room 10 + square feet per person Dance Floors 3 square feet per person

29 Service Requirements Standard Meal Rounds of 8-10 1 server 2-3 tables
1 busser 3 servers Poured Wine 1-2 servers French or Russian Service Rounds of 8 or 10 1 table 3 tables Buffet Service 40 guests 4 servers 1 runner guests

30 Service Timing Cocktail server – 12-16 drinks per trip
48-64 drinks per hour Salad – minutes Main course – minutes from serving to removal Dessert – minutes Typical Luncheon – 1¼ hours Typical Dinner – 2 hours

31 Tablescapes Tabletop is the “stage” of the event
Centerpiece should not block sight lines across the table Cover: place setting including flatware, china, glassware, etc. Napery: all table linens: tablecloths, napkins, overlays, table skirting Other decor

32 Review Introduction Catered Events Types of Functions
Styles of Service Menus Food Consumption Patterns Attrition Amenities or Gifts Beverage Events Hospitality Suites Rooms Service Timing


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